Lady Eaton College Cabinet
Agenda
January 29 ,2017
4PM

Present: Jessica Randall, Claire Sanders, Ann-Majella McKelvie, William Logan, Bailey Howell, Brandon Remmelgas, Annie Howell, Erik Bak, Beth Bekele, Grace Bourgeois, Hamza Khattak, John Bruyea, Scott MacDonald, Megan Baker

Absent: Emily Beaudin, Maryam Rashid

Regrets: Ethel Nalule, Gytha Chapman-Richard, Jessica Collinson

  1. Call to Order

Speaker of the House Ann-Majella McKelvie calls the meeting to order at 4:02.

  1. Speakers Remarks…………………………………………………………Ann-Majella McKelvie

Speaker McKelvie reminds Cabinet members to raise their hands when they have a point, refrain from using cell phones during the meeting, and maintain respect.

  1. Approval of Agenda

Motion: To approve the contents of the January 29 2017 Cabinet meeting agenda.

Motioned by: Claire SandersSeconded by: Grace Bourgeois

Motion carried unanimously.

  1. Approval of Minutes

Motion: To approve the contents of the minutes from the January 15 2017 Cabinet meeting.

Motioned by: Brandon RemmelgasSeconded by: Bailey Howell

Discussion: Minister of Off-Campus Affairs William Logan notes that he arrived at the same time as Prime Minister Jessica Randall in the last meeting and would like to also be listed as present as opposed to regrets.

Motion carried unanimously.

  1. Presentations
  • Trent Men’s Rugby

Three men from the Trent Rugby team came to ask for help funding their National University Tournament trip to Victoria BC taking place March 18-19. They are taking 12 players to represent Trent and seek to raise $3000 total through all funding streams (colleges, TCSA, fundraisers) in order to lower the cost each player will have to pay. Previously all funding has been internal and players and the coach have had to contribute large sums of money to attend tournaments. They hope to represent Trent on the international stage and hope LEC Cabinet could contribute $500.

  • Orientation Week Budget John and Scott

Ministers of Athletics Scott MacDonald and John Bruyea, who were also the Lady Eaton Orientation week Co-Chairs this year, presented the budget breakdown for this year’s Orientation Week.

They started with $2284 in their account and the total amount of funding received for Orientation Week was $9515. Throughout the week a total cost of $5130 was incurred as a result of staff expenses ($1196), food ($872), art supplies ($684), events ($2551), and staff training and retreat ($171).

After all relevant funding and costs were considered, an additional $1600 was added to the account in November, assumedly from Cabinet, leaving a total of $3985 in the account for next year.

Motion: To approve the 2016 Orientation Week budget.

Motioned by: Jessica RandallSeconded by: William Logan

Motion carried unanimously.

  1. Prime Minister’s Report………………………………………………………….…Jessica Randall
  • President’s Meeting

Prime Minister Jessica Randall attended a President’s Meeting on January 17.

She notes that Traill Cabinet is still looking for office space. They intend to hold weekly skate nights at the Peterborough Liftlocks on Mondays. Traill’s College Head Michael Eamon hopes to organize a social between Traill Cabinet and Lady Eaton Cabinet. It was suggested that LEC Cabinet attend one of the skate nights as a group. A social event at The Trent was also suggested.

Prime Minister Randall reports that Gzowski Cabinet’s Winter Weekend will be taking place February 10-12. They are planning a pep rally on the 10th prior to the East vs West hockey game as well as a social fire with the FPHL and TUNA on the 11th.

Prime Minister Randall missed the OC updates but it is understood that most concerned their formal which has since passed.

She reports that Champlain Cabinet had their Bon Temps weekend. CC Cabinet usually does Broomball during this weekend but the weather was not cold enough so they instead did floor hockey. They intend to hold a Broomball tournament the weekend of the 10th and 11th. They will be holding their Annual General Meeting February 11 from 4-7 PM in the Great Hall. They bought a railing for their balcony, business cards, and intend to purchase a bistro set in the Spring. They are also making a website.

Prime Minister Randall notes that the TCSA had their Lets Taco About It event and it went well.

She also reported that the TIP Camp may be moving to Trent which has proven controversial.

AVP of Student Affairs Nona Robinson reported at the meeting about the Ashley Fellow, Stevi Jackson. She also commented that Trent applications have increased by 17% again. She is also looking for ideas about how students can feel welcomed at Trent instead of feeling like a number. Prime Minister Randall asks Cabinet for feedback on this item. TCSA Commissioner Brandon Remmelgas suggests further dividing first year classes to that students can interact with each other and professors more directly. Any more feedback can be emailed to Prime Minister Randall.

Prime Minister Randall reports that the Bata Library open forum was discussed and AVP Robinson reported to her that Trent administration is working to ensure that there are alternative spaces for studying and accessing Bata resources.

AVP Robinson is looking for feedback as to what spaces can be used for studying and the suggestion of cafeterias was raised. Prime Minister Randall notes that she thinks that the JCR and The Pit are intended for study spaces whereas the Cafeteria is a social space.

Don on Cabinet Megan Baker notes that background noise is unavoidable in the Cafeteria regardless and suggests that some downstairs Gzowski College classrooms are rarely in use and have moveable tables for collaborative study space.

Minister of Off-Campus Affairs William Logan notes that off-campus students can’t socialize with peers in Residence and rely on spaces like the Cafeteria to form bonds and meet new people.

Minister of Social Affairs Bailey Howell wants to know how a cafeteria quiet space would be enforced? She also suggests that classrooms and seminars can be strategically placed so that these spaces can be used for studying and collaboration. She further notes that academic buildings are going to need to be open later at night like Bata was. TCSA Commissioner Remmelgas agrees and adds that some academic buildings that are closed on weekends need to be open and Security needs to ensure that rooms are unlocked when not in use so students can access them.

Minister of Athletics John Bruyea inquires as to whether the Student Centre will really be open in time for September to use as study space. Remmelgas assures him that it is currently running ahead of schedule and that the Registrar is booking classes in the Student Centre for September so it must be.

Minister of Social Affairs Annie Howell notes that it is unfair to ask first year students not to socialize and suggests that individual cubicle study spaces could end up in seminar rooms.

Minister of Communications and Publicity Grace Bourgeois notes that LEC could work out a deal with Black Honey to provide study space for a few hours a week and that a list of Off-Campus study spaces should be made available. B. Howell notes that The Planet could section off some quiet hours.

Speaker of the House McKelvie ends the discussion and Prime Minister Randall invites further feedback via Email.

  • Meeting with Lindsay

Prime Minister Randall reminds Cabinet that the Ashley Fellow is here: Dr Stevi Jackson. She encourages Cabinet to make note of the Ashley Fellow events they can attend and support the program. Minister of Social Affairs Annie Howell asks for clarification about what the Ashley Fellow is. Prime Minister Randall explains that money is set aside each year to bring in a scholar from another institution spend some time at Trent and interact with students.

They also discussed different ways outreach can take place to students in order to inform them about joining Cabinet next year. Some ideas that were suggested are rounds in Residence, info tables, and an event to meet current Cabinet members and ask questions.

  • Reminders

Motion: To approve Marissa Storey’s resignation from her position as Minister of In-Residence Affairs.

Motioned by: Jessica RandallSeconded by: Erik Bak

Motion carried unanimously.

Prime Minister Randall reminds Cabinet that noise in the Cabinet office needs to stay low. Conversations need to be appropriate, professional, and respectful.

  • Student Advisory Committee for the Bata transformation

Prime Minister Randall received an email from Head Librarian Robert Clark who is forming a student advisory committee to get feedback about Bata closures. Cabinet will send one representative. OC Cabinet President will consider having more than one representative from each Cabinet. Ann-Majella will sit on the committee for LEC Cabinet with Erik and Beth as second. Minister of Social Affairs Bailey questions whether anyone working in the library will lose their jobs because of the closure. Prime Minister Randall notes that student jobs will potentially be able to move to the new print storage location.

  1. Deputy Prime Minister’s Report………………………….………………………Claire Sanders
  • Winter Alumni College Weekend

Deputy Prime Minister Claire Sanders announces that the Winter Alumni College Weekend will be this weekend. Chartwells is not catering due to pricing. Champs will cater the dinner and it will be set up in 208 and then a sports game will be broadcast in the Cafeteria. The dinner begins at 6:30 and is informal, drop-in style, and free. Only 150 students will be served at the dinner and must have their ticket. Bowling will be taking place on Saturdayat Lakeview Bowl at 2PM. Only 26 students will be get a spot in Bowling and they must pay a $5 deposit and be Lady Eaton College students. Cabinet is partnering with TVAN for a tie-dye event on Sunday from 11-1. Students need to bring anything white to tie-dye. There will also be a Super Bowl event on Sunday potentially collaborating with other colleges and the TCSA. The time and location are to be determined. Deputy Prime Minister Sanders announces that we will be tabling until Friday at noon. Prime Minister Randall notes that we always have to check affiliations for the dinner and bowling. It is also reminded that if two people are on their office hours they both need to table. Don on Cabinet Baker inquires as to whether LEC students can bring a guest. It is clarified that they can, but anyone who isn’t LEC affiliated must pay $5 in cash for the dinner.

  • Events Planning

Ministers of Social Affairs Bailey and Annie Howell are making a lot of progress on planning Formal. There will be a photo booth, and raffle prizes to be donated by local businesses and LEC ‘swag’ package. They are also planning to pay the $400 fee to hire the DJ to avoid any risks of a privately hired DJ ruining equipment or software. They will have an end of the year slideshow with photos sent in from students and the College office of the year.

Minister of Off-Campus Affairs William Logan is organizing a pool night for February 16 and West Bank Love is coming along.

Deputy Prime Minister Sanders reminds Cabinet again that the Ashley Fellow is taking place. The Art Auction is also happening this Thursday and Friday and it is important that Cabinet members are in The Pit monitoring when they signed up to be. The Art Auction is being set up Wednesday at 2PM and anyone who is available can help with set up.

Minister of Community & Sustainability Beth Bekele is planning a fix-it-up café.

  1. Position Reports

TCSA Commissioner………………………………………...…………...…..Brandon Remmelgas

  • TCSA Report

TCSA Commissioner Brandon Remmelgas provided tentative hours for the Starbucks in the Student Centre. The anticipated business hours are 8AM-10PM from Monday-Thursday and from 10AM-5PM Friday-Saturday. He also reports that the Starbucks is expected to generate income for the student centre.

He also reported that Alumni House offers insurance to students and graduates for their homes, auto, and life, as well as offer a Trent credit card that gives money back to Trent for each purchase. This is especially useful for international students. The TCSA VP Campaigns and Equity noted that this would work well as a supplement to the grocery assistance program which often sees applicants who have experienced home invasions.

Remmelgas went on to discuss the controversial perceived lack of sustainability and regard for eco systems with the Research and Innovation Park. Administration promised to replant trees but the ecosystems have already been damaged. Sustainability groups around campus intend to meet with administration. It would be nice to see some proof as to why the trees needed to be cut down.

It was suggested at the TCSA meeting that a motion be brought forth to Senate concerning mandatory Safe Space training for Professors and TAs.

To follow up on Prime Minister Randall’s report, Remmelgas noted that there will be a meeting February 6th in the AJM Smith Conference with the TIP staff about the location change.

The TCSA’s ‘Lets Taco About It’ event went very well and 250 platers were sold. Approximately $300 in donations were collected.

Remmelgas further announced that Dionysus is upcoming and the Gzowski parking lot is a projected location. They are looking for volunteers (email ) for Dionysus and also want to encourage student leaders to participate in more TCSA events overall.

It was explained that Trent has many plans in store to ensure adequate study space in lieu of the Bata Library. It has been projected that with all other accommodations there may be more individual study space next year than there is now with Bata open. However, the shortage will be in group study space. They are evaluating different locations to produce new study space including in PCVS downtown Peterborough. The point of ensuring the alternative PACE program running in the building isn’t disturbed. There is a potential to reopen Stewart House and add new infrastructure to Traill College as well renting TVOA space. There is a bulletin on MyTrent that will be continuously updated so stay tuned to that.

The concern was raised that administration is looking to increase enrolment every year but not resources and study space to accommodate more students.

Remmeglas also notes that the TCSA discussed the Orientation Week housing debate for leaders. Many leaders have expressed that going home would be more stressful than staying at school. Administration noted that it is technically illegal for students to be sleeping in The Pit. Nonetheless, Orientation Week leaders have largely argued a preference for staying on campus. Minister of Communications and Publicity Bourgeois notes that it needs to be made clear to Orientation Week leaders that they have the option to stay or go home and also suggests one on one meetings with leaders and CoChairs. There was also a discussion on how to ensure that Orientation Week leaders are accountable to the program if they leave campus and also to their academics while also supporting them with self-care.

Remmelgas discusses that housing is increasing the number of beds by 111 for next year. Trent is going from 1499 beds to 1610. Most of the beds are going to the LEC and Gzowski Annexes. It is noted that many students seem to have concerns about the Annexes but these concerns rarely come from Annex students themselves who seem to largely enjoy them.

Finally, he reports that TCSA elections will open the Monday after Reading Week. There will be information populated on the TCSA website soon. Positions that are not being contested by the end of nominations will reopen for an additional 72 hours. The TCSA AGM is also coming up on February 2 from 2-4PM in CC307.

Minister of Athletics………………………………………...…………...…..Scott

  • Orientation

Minister of Athletics Scott MacDonald reports that Sako drafted a new budget and he believes it was approved. The budget has increased. They worked to brainstorm ideas about where Orientation Week leaders will sleep during the week. There is concern that if students go home they will not come back for 8AM the next day and it would be hard to hold them accountable. It is important to focus on helping Orientation Week staff identify when they need help and providing them with the supports to excel in the program and also academically.

Prime Minister Randall notes that wherever Orientation Week leaders sleep, they will be exhausted so an awareness of when leaders have class and ensuring they are going to class by having event sign ups will decrease their work load.

Minister of Social Affairs Bailey Howell notes that more Orientation leaders could be enlisted and work shifts to lower the time commitment. Minister of Athletics Bruyea notes that this could lower quality of the week if less-qualified staff are chosen. Commissioner Remmeglas also notes that more Orientation leaders will increase costs for food.