ST. CLAIR THAMES STUDENTS INCORPORATED MINUTES Of The BOARD OF DIRECTORS MEETING Held on Monday June 27 th, 2016 MEMBERS PRESENT: Matthew Patterson Kelsey DeLaet Oliva Casaletto Carly Auger Madison Coutts IN ATTENDANCE: Andrea Brown Danica Quenneville President, (Meeting Chair) Director, TSI Director, TSI (arrived at 5:40pm) Director, TSI Director, TSI Operations Manager (Recording) Programing and Projects Coordinator 1.0 CALL TO ORDER 1.1 Attendance The meeting was called to order by Matthew Patterson at 4:59 pm and attendance was taken per above. 2.0 ADDITIONS TO THE AGENDA None added 3.0 ADOPTION OF THE AGENDA The agenda was distributed and was approved as presented. Motion: To approve the agenda of the June 27 th, 2016 meeting of the Board of Directors of Thames Students Inc., as presented. Moved by: Carly Auger Seconded by: Kelsey DeLaet MOTION CARRIED 4.0 Declaration of Possible Conflict of Interest None declared. 5.0 APPROVAL OF THE PREVIOUS MINUTES Approval of the minutes of the Board meeting that took place June 13 th, 2016. Motion: To approve the minutes from the June 13 th, 2016 meeting of the Board of Directors of Thames Students Inc. Moved by: Kelsey DeLaet Seconded by: Carly Auger MOTION CARRIED needed)\minutes\minutes April 2016-March 2017\Minutes June 27th 2016 B.doc Page 1 of 6
6.0 OLD BUSINESS 6.1 CSA Update -Fees have been paid for the 2016/2017 year. -Miranda Underwood and Don France were on the hiring committee for Ted s replacement. -Interviews took place on Saturday June 25, 2016. -Danica will deliver the gift to Ted at his retirement party. 6.2 Class Schedules -Everyone is to submit their class schedule to Andrea as soon as possible. -Once received she will forward the calendars to each director. 6.3 Directors Names and Duties -director email will now be director 1, 2 3 etc. (tsidirector1@stclaircollege.ca) -TSI will continue to use the Vice President and President email. -Andrea has contacted IT and they are looking into our request. -Andrea email Tammy W. 6.4 Fitness Friday -Matt would like to start up a Fitness Friday event in September. He plans to talk to the Health Plex and organize a 10-20 minute group exercise in the lobby each Friday. -Waiting to hear back from Mat and Jordan about intermural leagues. -Intramurals will continue and TSI will discontinue generic open gym. -2 hour time slot once/week 6.5 ACL Conference July 5-6 -Andrea and Danica are attending the conference mon-wed of next week. -Flights have been booked. -Directors are asked to work office hours mon-wed. Monday-8-12 Carly Kelsey 12-3 Tuesday-Kelsey 9-1 Wednesday-Olivia 9-3 -Andrea will email security about opening for the directors 6.6 Orientation (Dates/Swag) -Orientation will take place on Aug. 31, 2016 and Sept. 1, 2016. -The next meeting is in Windsor on July 11 at 3:00. Andrea will attend. -Marketing will be providing snacks each morning and will also order the chairs for the Health Plex. Items that will be ordered are: -#C12867 Hat (250) 5.32 x 250=1330.00 needed)\minutes\minutes April 2016-March 2017\Minutes June 27th 2016 B.doc Page 2 of 6
-#C119202 Lunch Bag (500)500 x 3.99=1995.00 -#C112187 Water Bottle (250)250 x 5.49=1372.00 -#C127829 Shaker Cup (250)250 x 5.89=1472.00 -#C125533 Lanyard (500)500(8G) x 6.25=2975.00 -#C111490 Sunglasses (500) 500 x 2.85=1425.00 -Danica will get the quote for the orientation T-Shirts and mesh hats (250). 6.7 P.W. Leopard Packs -TSI has decided to order 50 P.W. Leopard packs for the students in residence. -Andrea called and ordered the packs. An invoice will be sent soon. 6.8 Griffin Quote and Motion -Danica contacted Griffin and let him know we would like to use him for the internet design, maintenance and marketing. -A new quote will be sent to us soon. -Some of the changes that need to be made are: Home Page - CSA 2015 pre-budget submission: do we have one for 2016 to post? - Remove Candyland semi slide from slideshow - Remove Feb calendar slide Board Info - Board Meetings: catch-up on minutes uploads if possible, last submission made on March 30th '15 - Bylaws: "puzzle piece" logo in the Bylaws doc. Did we want to change this to the current TSI logo? - TSI Clubs: update clubs manual contacts, current value of additional funding (ex: decreased from $2000). Resources - College Student Alliance: revise "Founded in 19775" Upcoming Events - Update some of our August/ September events? Athletics - Add copy of summer fitness class calendar - Add info about new classes like Spin Max - And/or include link to Health Plex Facebook page & other social media needed)\minutes\minutes April 2016-March 2017\Minutes June 27th 2016 B.doc Page 3 of 6
- Facebook: https://www.facebook.com/stclaircollegehealthplex/?fref=ts - Instagram: @scchealthplex (etc.) Class Rep - Change to current TSI logo Intermurals - Change to current TSI logo - Update dates and times if possible/necessary -Danica forwarded the above revisions to Griffin. 6.9 Waylan Contract -A list of events and dates will be sent to Waylan. 6.10 Under the Lights Baseball -TSI will look into renting the diamond for a game under the lights in September and in October. -Andrea contact Jill from the municipality. -Umpires are needed for all of the baseball events. -Two games late Sept. and early Oct. 6.11 Frosh Week Events -Neon Dreams with Windsor. -Thames send buses -Confirmed Frosh events are: Tuesday September 6, 2016 hot breakfast in the lobby. Wednesday September 7, 2016 Wellness. Thursday September 8, 2016 Wes Barker. Friday September 9, 2016 potential concert in Windsor. Buses will be booked for students. Beach Day Saturday Sept. 10, 2016 Port Stanley for res. Kids. Book one Bus. 6.12 Class Reps -Email coordinators with details of the class representative program. -TSI will hold monthly meetings for the class reps. -calendar will be given to the reps, the calendar will be on the TSI website with printable version. -postcard type handouts for students. -Class Rep. Package Windsor?? 6.13 Expansion Update needed)\minutes\minutes April 2016-March 2017\Minutes June 27th 2016 B.doc Page 4 of 6
-Construction has started. -Andrea sent payment to the Municipality for a site plan amendment, $291.00 and to Michelle White and Associates for Asbestos testing, $893.15. -A101 of the drawings has been updated. The current door will remain and an additional door will be added in. This was a dead-end hall which will now be closed off to students until an outside vendor comes in. -Construction is on schedule and meetings are being held biweekly. -Next meeting is Thursday June 30 th at 10:00 6.14 Bone Marrow -Dan Wilson on the BOG get swabbed event -Sept. 20, 2016 10:00-3:00 -Andrea will book lobby and chairs -Thames Campus goal is 120 students this year. 6.15 Work Study Position -Andrea will contact Dan and see if this has be filled. 7.0 New Business 7.1 Canada 150 Community Infrastructure Program -TSI has filled out and submitted an application for this funding program. -Notice of the application being received was emailed to Andrea. -Notification of approval will be via mail. 7.2 Health Plex Equipment -Mathew Cassidy sent quotes for the new equipment needed for the Health Plex. TSI s budget for new equipment this year is $10,000.00. Motion to approve the cost of $8457.40 plus tax for the new equipment in the Health Plex. Moved By: Carly Auger Seconded By: Madison Coutts Motion Carried 7.3 Lease Agreement -Andrea contacted James Wickett, TSI s lawyer regarding the Lease agreement between the St. Clair College and TSI. He will be in contact with the College s lawyer. It should be finalized and ready for signature soon. The lease agreement needs to be signed before funding from WFCU is released to TSI. 7.4 New Website/Griffin Quote -discussed above needed)\minutes\minutes April 2016-March 2017\Minutes June 27th 2016 B.doc Page 5 of 6
7.5 T-Shirts for Baseball -Danica will be purchasing T-shirts from the book store for the team to wear in this tournament. -CK Police vs. Police Foundations charity event. -Proceeds go to Outreach for Hunger -The game is July 22, 2016 7.6 Parking -TSI Parking passes are ready to be picked up. Must bring old pass, and valid ID. 7.7 Grade Appeal Packages -An email will be sent out with the Grade Appeal package attached. -Directors are asked to review this package so they are all knowledgeable with the process. This is important for all inquiring students. 7.8 Timesheets -Andrea Sent out a timesheet template. -Directors are asked to fill them out and submit them biweekly. They are to be submitted no matter what. -Next submission date is July 4, 2016. 8.0 Open Discussion -Directors are interested in planning a Board Retreat. Options are: Paddle boarding Escape Room -Kelsey will contact Jeff from SRC about the Cirque du Soleil -Andrea will contact the Campus Nurse about doing a Breast Cancer Awareness event in the fall. 9.0 NEXT MEETING Next meeting will be held on July 18, 2016 at 5:00pm in the TSI office. 10.0 ADJOURNMENT Motion: To Adjourn the Board of Directors meeting at 5:57 pm. Moved by: Olivia Casaletto Seconded by: Madison Coutts MOTION CARRIED needed)\minutes\minutes April 2016-March 2017\Minutes June 27th 2016 B.doc Page 6 of 6