SDSCA SOUTH DAKOTA STUDENT COUNCIL ASSOCIATION MEETING MINUTES July 12-13, 2017 SDHSAA Office, Pierre Wednesday - 1:00 p.m. (CT)/12:00 p.m. (MT) & Thursday 9:00 a.m. (CT)/8:00 a.m. (MT) Jacob West called the meeting to order at 1:03pm followed by the pledge of allegiance. Board members present: Jacob West President Ally Feiner Vice President Taylor Junker Secretary Trew DeJong Reporter William Spangenberg Paliamentarian/Sgt. At Arms Tristen Ruesch Big Sioux Region Rep. Hunter Johnson Capitol Region Rep. Sam Helleloid James River Region Rep. Parker Rieffenberger Northern lakes Region Sierra Wilson Rushmore Region Rep. Gary Linn SDSCA Executive Director Kelsey Dvorak Advisor Rep. Brooks Bowman SDHSAA Rep. Board members not present: Bridger Gordon Treasurer Leah Ward Spirit Point Region Rep. Josh Park MS Rep. Calico Ducheneaux Upper Missouri Region Rep. George Seiler SDASSP Rep. After the board reviewed the agenda, Trew DeJong motioned to approve the agenda, as presented. Ally Feiner seconded the motion. The motion passed, 10-0. Jacob West and Brooks Bowman explained the parliamentary procedures that the board will be using during meetings. Each board member was given a document containing basic parliamentary procedures. Board members were encouraged to keep this document for use in future region and state meetings. The board reviewed the minutes from the February 21, 2017 meeting of the SDSCA Board of Directors. Tristen Ruesch made a motion to approve the minutes. Parker Rieffenberger seconded the motion. The minutes were unanimously approved. Brooks Bowman gave a report on SDSCA membership of 72 member schools. A list of SDSCA member schools can be found on the SDHSAA website. The board heard a report on the SDSCA finances. Brooks Bowman reported on the income and expenditures for the 2016-17 SDSCA budget. There is currently $17,394.66 in the money market account, and $7,288.38 in the checking account. SDSCA Executive Director, Gary Linn, and Brooks Bowman explained that the SDSCA funds will now be used to finance board member expenses for trips to Minneapolis for the Region 4 meeting, the North Dakota Student Council Convention, and board meeting expenses. The SDHSAA will finance all other costs of operation for the SDSCA. Once the SDSCA funds have been depleted, the SDHSAA will begin financing all expenses. The formula that is used to determine travel reimbursement for the board was reviewed. Board members who drive personal vehicles to SDSCA meetings will be reimbursed based on miles driven. Reimbursement will not exceed $35 per meeting. Board members who ride with another board member will be reimbursed $5 per meeting.
The following board members will be traveling with SDSCA Executive Director, Gary Linn, to attend the NFHS Student Leadership Summit: Jacob West, Ally Feiner, Trew DeJong, Taylor Junker, and William Spangenberg. This summit will be held in Indianapolis on July 17-19. The board briefly discussed travel arrangements and what to expect from the summit. Brooks Bowman reviewed how the meeting minutes will be formatted. All meeting minutes will be posted online no later than 10 days after each meeting. All minutes will be posted on the SDHSAA website and will be sent to all Student Council advisors in the state via the SDHSAA mass email system. Jacob West discussed the SDSCA newsletter. In the past, all board members submit material to be used in SDSCA newsletters. All SDSCA social media account information was given to Trew DeJong. Brooks Bowman suggested that the newsletters be replaced by more frequent social media posts. Gary Linn will continue to produce an Executive Director newsletter to be sent to all Student Council advisors. After some discussion, Ally Feiner motioned to cancel the SDSCA newsletter indefinitely, and instead use more frequent social media posts to provide SDSCA members with updates on SDSCA business. Tristen Ruesch seconded the motion. The motion passed unanimously. The board reviewed State Board policy regarding school representation at Region Board Meetings and school membership requirement for elected region officers to serve on Region Board. Ally Feiner discussed a tie situation that occurred during voting in her region. The board will consider adding a tie breaker to the constitution and by-laws. This will be discussed at the next SDSCA board meeting. Officer Intent forms were discussed. The Officer Intent form was implemented during the 2016-17 school year as a way to ensure that students planning on running for state office understand and can honor the commitment of being on the state board. It was stated that some regions have begun using a Regional Officer Intent form for students who want to run for a regional office position. After some discussion, Sierra Wilson motioned that all regions be made to use a regional Officer Intent Form. Sam Helleloid seconded the motion. Brooks will create the regional intent form and have ready for the board to review in December. The motion passed unanimously. The board went into recess at 2:29pm., and reconvened at 2:41pm. The Children s Miracle Network project was reviewed. By consensus, the board agreed that this project should be continued for the 2017-18 school year. After discussing potential Fall projects, Tristen Ruesch made a motion to recommend that all student councils do a Fall project that will benefit local nursing homes. Hunter Johnson seconded the motion. The motion passed unanimously. Sierra Wilson suggested that a list of recommended projects be created and distributed to all schools. The board came up with the following recommended project activities: Tie blankets Christmas visits/play games Cards Drama or music performances
Activities day Senior Prom Crafts Painting party Brooks Bowman reviewed the All-State Student Council Application process. It was explained that this award is for individual student council members, as opposed to the Outstanding Student Council award, which is for a school s entire student council program. After reviewing the application process, it was suggested that the NFHS National Student Leadership Summit be added to the application form. Brooks Bowman and Gary Linn reviewed the newly amended SDSCA Constitution and By-Laws. No changes were recommended. Brooks Bowman gave a detailed report from the Student Council Advisory Committee. The committee s main concerns were centered around the social activities on Monday evening of the convention. The board discussed concerns regarding behavior at the dance. To help ensure all students are aware of the expectations throughout the convention, an orientation meeting for all student convention attendees will take place prior to the opening general session of the convention. Concerns over inappropriate attire being worn during the banquet and dance were addressed. Students and advisors will be informed of the newly developed dress code for the banquet and dance. Students are to dress formally for the banquet, and must adhere to their local school s dress code for dance attire. The dress code will be listed on the Rules and Regulations form that will be sent to all Student Council Advisors. The Advisory Committee also recommended that the following be used as the Rules and Regulations for the state convention: 1. Students are to attend ALL sessions, activities, and meals. Advisors will monitor attendance. Participants not attending any scheduled convention session or activity (i.e., business session, instructional session, banquet or Monday evening social activities) will be sent home. Students are not permitted to leave the Convention Center area anytime during sessions or session breaks without their Advisor. Advisors are not permitted to take students off the convention premises during a scheduled session or activity unless cleared in advance with the convention organizers. 2. Name Badges must be worn in clear view (around the neck) at all times during all Convention functions. 3. Caps or hats are not to be worn at anytime during the Convention. 4. Cell phones or other electronic devices will NOT be used in ANY Convention sessions. Individuals using (talking, text messaging or playing games) a cell phone or other electronic device creates a distraction to others around them and it is a sign of disrespect for session presenters. 5. You are to be in your assigned room at curfew as established by the SDHSAA (as listed on schedule). 6. You are expected to behave in a manner appropriate for the occasion. Excessive noise, disruptive and unruly behavior is not permitted. Participants should refrain from abusive and profane language, avoid boisterous conduct and show respect for the rights and property of others. Televisions and radios should be kept at a minimum volume so as to not disturb other convention participants and hotel guests. 7. Any damages caused by you or to your room (whether caused by you or others that visit your room) will be billed to you and your school. 8. Banquet Dress Code: The convention banquet is a formal event. Formal attire is required for admittance into the banquet. For the convention awards banquet, boys are to wear a shirt and tie with dress slacks. Girls may wear a dress, pant suit, or nice skirt and blouse.
9. Social Activities Dress Code: Students must adhere to their local school dress code. It is recommended that students wear their local school s student council t-shirt and jeans or other school attire. 10. Possession and/or use of alcoholic beverages or alcoholic beverage containers (full or empty), illegal drugs or use of tobacco products is prohibited. Violation of this policy will result in the student being sent home immediately at his/her own expense. THE SDSCA STAFF AND CONVENTION ADVISORS WILL CONFRONT CONVENTION PARTICIPANTS WHO VIOLATE ANY OF THESE GUIDELINES. PERSISTENT VIOLATIONS OF GUIDELINES # 1-9 WILL RESULT IN THE PARTICIPANT BEING ASKED TO LEAVE THE CONVENTION. VIOLATION OF GUIDELINE # 10 WILL RESULT IN IMMEDIATE DISMISSAL FROM THE CONVENTION. Brooks Bowman discussed other concerns and suggestions made by advisor and student attendees of the 2017 State Convention. The board will take all suggestions into consideration when planning the 2018 convention. Brooks Bowman reviewed the facility contract from the Rushmore Plaza Civic Center. The contract has already been signed. A super hero/hero theme was discussed. The board would like to invite local firefighters, nurses, police officers, etc. to do a welcome during the opening general session. Homegrown/Hometown Heros was mentioned as a possible theme. The board will finalize a theme at a later meeting. Jacob West tasked the board to research potential keynote speakers for the 2018 convention. Board members are to have a list of potential speakers ready to be reviewed at the next board meeting. Ally Feiner motioned to offer three (3) free registrations to qualifying schools that apply to attend the 2018 Convention. Each free registration gift will equal a savings of $325. Schools that have not attended the convention in the past five years qualify to receive free registration. These gifts will be issued on a first-come, first-served basis. Parker Rieffenberger seconded the motion. By concensus, the board decided that schools that do not attend region workshops are still qualified to receive the free registration. The motion passed unanimously. Jacob West closed the meeting at 4:15pm (to be continued on July 13 th.) July 13, 2017: Jacob West called the meeting to order at 9:00am. Sierra Wilson was not present. After reviewing the proposed 2018 convention schedule, Jacob West tasked each board member to revise the schedule and have it ready for the December meeting. Potential guest speakers were discussed. The board will begin searching for a keynote speaker. This item will be discussed further at the December meeting. Jacob West discussed hiring someone to run a game show for the Sunday night entertainment. He will look into this and report to the board at the next meeting. After some discussion on procedures used during the convention, Brooks Bowman suggested that the pictures of each candidate be taken as soon as they are finished with the Q&A session.
The board suggested that a note be added to the conference program that states no campaign signs can be hung over any advertisements at the RPCC. Jacob West recommended that each board member decide on a workshop session to present either individually or in pairs with other board members. He also suggested that we ask groups from schools to present workshops. Gary Linn stated that the workshops need to be high-quality, leadership-based presentations. Jacob West will work with Alpine Impressions for ordering the state shirts. He asked the board members to come up with ideas for the shirt design and he will work on creating it. The board reviewed the Region Workshop scheduled dates and sites, as well as the workshop schedule. It was recommended that the Officer Intent Forms be added to the Wrap Up section of the region workshop schedule. Jacob West would like to attend several region workshops. He asked the board for permission to travel to other region meetings and is asking for compensation for mileage and hotel. Tristen Ruesch motioned to reimburse Jacob for mileage and lodging using SDSCA funds if he attends region meetings. Parker Rieffenberger seconded the motion. The motion passed 8-0, with Jacob West abstaining. The next meetings of the SDSCA State Board are scheduled for December 6 th, and Feb. 21 st. Those meetings are both scheduled to begin at 10:00am and will be held at the SDHSAA office in Pierre. Gary Linn suggested that state board shirts be ordered. State officers can wear them to the region workshops. Ally Feiner motioned to create a state board shirt. Trew DeJong seconded the motion. Jacob West will check into prices and styles of shirts and report back to Gary Linn. The motion passed unanimously. With no other items to discuss, Hunter Johnson motioned, and was seconded by William Spangenberg, to adjourn the meeting. The motion passed unanimously. The meeting was adjourned at 11:08am. Respectfully submitted, Brooks Bowman Assistant Executive Director South Dakota High School Activities Association