NSSSA Minutes From:
Metro Regional Cabinet Meeting
Location: Millwood High School, Cafeteria
Time of Commencement: 16:20
Time of Adjournment: 17:27
Duration: One hour and seven minutes
Present Voting Members: Cody Campbell, Celia Briand, Annabelle Linders, Kat Pindera, Robie Gonzales, Fortesa Sahiti, Alex Torrealba, Hannah Johnson, Anna Gaudet, Kailey Webber, Becca MacAulay, Mary Stackaruk, Claire Kleinknecht
Present Non-Voting Members: Jules Lawrence, Qendresa Sahiti, Anna Campbell
Regrets: Ciara Harris, Hannah Hewlin
3-Tions: The 3-tions have been entering forms into the database, with 75 complete, and have been organizing all of the cheques. The confirmation email for delegates should be sent out within the next couple of days for the ones already entered into the database and the rest should be sent out periodically (ex. every two days).
Skill Building Co-Chairs: The Skill Building Retreat is complete. There is a list of supplies for skill building sessions, but the amount of each item is not definite as it depends entirely on how many delegates will be attending conference. A “wish list” will be made and sent out to cabinet for skill building session supplies. Everything in the skill building manual has been finalized with the Co-Premier letter and the 8 Key Concepts now in it. A suggestion for the manual is to have the debrief questions relating to real-life situations and to look at past manuals for inspiration. Skill builders who forgot to bring their parents signatures to the retreat will bring them to conference. Posters for each skill building room will be made the night before conference.
Public Relations: The Public Relations had a conference call with Mullen and completely finished the delegate manual. There will be a Snapchat filter for conference and Kat is looking into having a Twitter Wall with filters and blocking features for unwanted tweets. The Twitter Wall could be free for thirty minutes, or the pro version may be around ten dollars or more with an unlimited usage feature. There are also a lot of contest prizes to win during conference. A cheque will be arriving at Hannah H’s house from NSCC soon. The gift for the keynote speaker has not been put together but will be soon; examples of things to put in the gift are cards from cabinet or just the Co-Premiers, gift cards, flowers, and pens. There will be a conference wifi and, if needed, log-ins for the computers. There will be cards to give to those hosting how-tos, and the how-tos will be placed strategically. There are 12 how-to sessions confirmed so far; 3 active and 9 informative. Sam Delaney will lead an optional guided meditation yoga session for advisors during conference. The Sahiti’s father may be able to host a self-defense how-to and Becca’s father makes balloon animals and may be able to do a how-to as well. An idea for the photo booth at conference is to have a “fake” Instagram template for people to take pictures in. The how-to’s hosts will meet in the lobby of the Seton Building with the PRs and 3-tions.
WENDY’s: The WENDY’s did research for EPIC and will be emailing out all of the information for EPIC to everyone. Cabinet members are advised to save paper towel rolls for an activity during EPIC.
Head School Reps: The forms for conference were due the past Monday (October 23) and therefore the Head School Reps have not had a lot to complete. They are having a call with Jeremy on Thursday and are in the process of making him a list of schools and school reps.
Welcoming Chair: The Welcoming Chair has completed a first draft of the packing list and welcoming email, and will send it to the Co-Premiers shortly to be looked over. Once given the go-ahead to send out the email, the Welcoming Chair will need the database in order to send out the emails to all of the skill builders and delegates. Ciara would like to be briefed on the etiquette of sending mass emails before sending out the welcoming email and packing list.
Secretary: The minutes have not been posted on the website as of yet due to the fact that not all of cabinet has replied to them. The Secretary sent out and confirmed the order for the conference t-shirts.
Co-Premiers: The Co-Premiers finalized the budget and the itinerary, have made contact with Bell Media, and attended the Provincial Cabinet meeting.
Head First Aid: Qendresa has not received any forms for First Aids at conference. As part of the first aid kit, there will now be splints, ice packs, and juice boxes.
Head Mental Health First Aid: Anna wanted to make sure that cabinet is taking care of themselves and has plans to make a Mental Health First Aid Kit so if any cabinet members have any suggestions of what to put in the kit, they are advised to email Anna.
Night Before Conference: The time to arrive at MSVU the night before conference is typically set at 5:00pm, but cabinet members are encouraged to come as soon as they can. Cabinet will be making posters, setting up the advisors station, setting up the first aid room, making the delegate bags, the 3-tions will be working with Abe, and any other pre-conference preparation that must be done. Due to the hours that cabinet will be at MSVU, there will be a cabinet potluck and a post on Facebook will go up for cabinet members to post what they are bringing. Generally, pre-conference preparation will be aimed to be completed by 9:30pm but may run later. Cabinet is to arrive at MSVU by 7:00am on the morning of conference.
Tie-Dye: Cabinet will tie-dye their “Metro What” shirts at the Sahiti’s house before the cabinet meeting on November 5. Cabinet members may arrive at any time after 5:30pm and are requested to bring their own plastic bag to put their tie-dyed shirts in.
Delegate Bags: Within the delegate bags there will be pens, brochures, the conference t-shirts, fuzzies, and the delegate manual. Halloween candy will be on sale so Annabelle suggested that large packs could be purchased to add candy to the delegate bags. Sam Delaney said that she could potentially get some items from the different campaigns that work with the UKC for the delegate bags as well.
The welcoming activity will be hosted in the MPR where it has been hosted in the previous years (excluding Foundations 2016).
Cabinet will sleep in their own room together during conference.
There will be a rundown of speaking in front of the auditorium for cabinet as well as the Head First Aid and the Head Mental Health First Aid.
Jules and Quinn will leave their numbers replying to the minutes and encourage cabinet to contact them with problems that they may encounter in the days leading up to conference, whether they be logistical problems or having to do with mental health.
Motion to Adjourn: Claire motioned to adjourn the meeting at 17:27 and Alex seconded the motion. Motion passed, meeting adjourned.
Date of Next Meeting: The next meeting will occur on November 5, 2017, at MSVU in the Rosaria Building in room 105.