Student Affairs and Services Association (SASA) / Association des affaires et services aux
étudiants (AASE)
Annual General Meeting / Assemblée générale annuelle
Tuesday, June 22, 2010 – 12:30pm (University of Alberta)
AGENDA
1. President’s Welcome
2. Approval of the Agenda
Motion: To approve the agenda.
3. Approval of the 2009 AGM Minutes
Motion: To approve the 2009 AGM Minutes.
4. Portfolio Reports
Motion: To accept the 2009-10 Treasurer's Report.
5. 2010 Awards and Grants
6. Presentations/Delegations
7. Other Business
8. Adjournment
Present
President
Treasurer
Western Representative
Prairie Representative
Ontario Representative
Quebec Representative
Atlantic Representative
2010 Conference Liaison
Communications
David L. Newman
Vinitha Gengatharan (by Skype)
Liz Hilliard
Susan Maheden
Chantal Joy (by Skype)
Brigitte St. Laurent
Jennifer Browne
Natalie Sharpe
BJ Jensen
100 Members (plus Executive) in attendance
1.
Call to Order and Welcome – David called the AGM to order at 12:32 pm, welcomed
members to the meeting, and briefly introduced the SASA division.
www.sasa.cacuss.ca
2.
Approval of the agenda
Motion
To approve the agenda for the June 22, 2010 SASA Annual General Meeting
Moved by:
Nona Robinson, University of Toronto
Seconded by:
Heather Fitzgerald, St. Jerome’s University
No comments, no opposition, no abstentions
MOTION CARRIED
3.
Approval of the Minutes of the 2009 AGM
Motion:
To approve the Minutes of the 2009 Annual General Meeting
Moved by:
Tim Rahilly, Simon Fraser University
Seconded by:
Tom Brophy, Memorial University of Newfoundland
No comments, no opposition, no abstentions
MOTION CARRIED
4.
Introduction of 2009-2010 Executive Board
Past President
Bob Burge
President
David L. Newman
Secretary
Paul Smith
Treasurer
Vinitha Gengatharan
Western Representative 09-11
Liz Hilliard
Prairie Representative 10-12
Susan Maheden
Ontario Representative 09-11
Chantal Joy
Atlantic Representative 07-09
Jennifer Browne
Quebec Representative 07-09
Brigitte St. Laurent
2010 Conference Liaison
Natalie Sharpe, University of Alberta
Communications Representative
BJ Jensen
5.
Portfolio Reports
President’s report
David L. Newman, University of Alberta
Member services:
- Updates to the CACUSS Website and visual identity
- Evaluation of member services
- Building a framework for the development of knowledge communities
o Diversity of SASA makes this a challenge, but we are working on it!
Pre-conference, pilot leadership knowledge community b/c of high interest in the
topic at the previous 2 conferences
o Plans to approach someone, working with communications, and will be aggressive
for the next few months to pilot and develop a framework for future knowledge
communities
- Working with CACUSS board to establish the Executive Director (ED) role
o Working with the board all year
o Proposal for ED role at CACUSS AGM
o Proposal supports our initiatives
o Encourage SASA members to go to CACUSS AGM
Professional development:
- Rolling workshops
www.sasa.cacuss.ca
o
Highest gratitude to Melinda Scott (University of Toronto) and Jennifer Massey
(Queen’s University) for the implementation and development of the very successful
rolling workshop on Assessment in Student Affairs and Services
o 9 workshops across Canada with over 200 participants across Canada
o Very successful professional development activity and we’d like to build on that
success
- Preconference workshops
o Dr. Susan Komives facilitated discussions on leadership
o 80 participants
o New book was distributed to participants
o Initial feedback indicated a successful workshop
- On going regional professional development
o Other activities that asked for support, OACUHO in Ontario, provided spots with
pre-conference workshop for SASA members by Keeling and Associates
Awards and grants:
- High number of applications
- Initiated an assessment for the awards and grants process to increase participation
- Evaluation of the awards process
Report: Western Canada Region
Liz Hilliard, University of British Columbia Okanagan Campus
- Membership:
o 104 members across 26 institutions in British Columbia and the Yukon Territory
- Rolling workshops:
o December, 2009: Simon Fraser University Surrey Campus (big thank you to Candy
Ho!!)
o May, 2010: University of British Columbia Okanagan Campus
- Other
o Sat on SASA Awards Committee for the 2009-2010 year
o No requests for SASA regional professional development grant
Report: Prairies Region
Susan Maheden, NorQuest College
- Rolling workshops:
o Northern Alberta Institute of Technology (NAIT) in Edmonton on December 11 for
49 delegates
o Saskatchewan Institute of Applied Sciences and Technology (SIAST) in Regina on
May 20 for 16 delegates
- Other:
o Steering Committee and Logistics Committee for CACUSS 2010
o SASA Awards and Grants Selection Committee
o No requests for the Regional Professional Development Grant
o She will be happy to share information with other members about regional
information
Report: Ontario Region
Chantal Joy, York University
- Skype worked, HUGE round of applause, thank you for your patience, thank you to the
Ontario institutions for their support and enthusiasm
www.sasa.cacuss.ca
-
-
-
Professional Development Grant:
o $1000 to spend on PD in the area
o 2008-09 – Ontario Academic Advisors Conference Oct 30,2009
o 2009-10 – 3rd Rolling Workshop on Assessment (cancelled)
Rolling Workshops:
o Dec 4, 2009 - University of Guelph, Guelph (72 participants)
o June 2, 2010 – Collège Boréal, Sudbury (18 participants)
o June 10, 2010 – Queen’s University, Kingston (cancelled – 3 registrations)
Other Activities
o Nov 2009 - Phone interviews re: SASA member needs/survey
o June 2010 – OACUHO Pre-conference - Keeling & Associates, Learning
Reconsidered
Report: Quebec Region
Brigitte St. Laurent, Concordia University
- Organized a Rolling Workshop on Assessment in Student Affairs and Services – which was
hosted at McGill University on March 15, 2010. Offered the possibility to host the workshop
in French – which was a first.
- Reached out to our Quebec members (35 from 13 institutions) in both French and English –
looked at ways to expand our network in Quebec (reached out to about 80 additional potential
SASA members)
- Participated on the SASA Awards & Grants Selection Committee
- Workshop at McGill and working in French to support them
- Support the Quebec community
- 35 in 13 institutions
Report: Atlantic Region
Jennifer Browne, Memorial University of Newfoundland
- Rolling Workshops:
o December 14, 2009, Memorial University of Newfoundland (MUN), 23 participants,
presenter Jennifer Massey
o May 13, 2010, Nova Scotia Agricultural College, 26 participants, presenter Melinda
Scott
o Thrilled that someone flew to MUN for her workshops, lots of members were able to
attend the session
- Awards & Grants:
o Excellent interest and submissions
o Correspondence both as a whole and when contacted by individual members
o Lots of interested in awards and grants, especially the travel grant 44174
- Welcome Tom Brophy
o Director of Student Success at Memorial University as new Atlantic Rep
o Good luck to Tom next year!
- Other:
o Thank you to the person who emailed her with feedback
o Thank you for the support while on her mat leave, first time she left was for our
board meeting which was super healthy
Report: Communications
BJ Jensen, Douglas College
www.sasa.cacuss.ca
-
Communications messages
Web Site
Advising on Communications
Plans for 2010-11:
o Enhance Communications, facilitating email distribution
o New media/social media tools and blogs
o Explore cross-CACUSS Communications possibilities
o Engage members across with other divisions
o Continue communications function with Board
o Challenging website, translation, messaging, updating, revamping
o New ideas for enhancing communication
Report: Secretary
Paul Smith, Queen’s University
- Paul is headed to the Canadian Association of Career Educators and Employers (CACEE) to
be the Executive Director
- 2010-11 Election
o Four positions (elected) available and filled:
 President-Elect (2010-11), President (2011-13)
 Jennifer Browne, Memorial University of Newfoundland
 Treasurer (2010-12)
 Ian Simmie, University of Toronto
 Prairie Representative (2010-12)
 Susan Maheden, NorQuest College
 Atlantic Representative (2010-12)
 Tom Brophy, Memorial University of Newfoundland
Report: Treasurer
Vinitha Gengatharan, University of Toronto
- Skype worked! Hooray!
- Financial statements for 2009-10
- Revenue (membership transfers and workshop registration)
o Increase in membership revenue
- Expenditures under budget
o Regional PD money reallocated to workshop expenses
o Rolling workshop
o first year where revenues & expenses are almost equal (deliberate spending on
workshops (ie. 3 in Ontario)
- Explanation of the SASA Financials 2009-2010
o Proposed budget for 2010-11
o Mentioned the support of the ED role
o Funding for the rolling workshops - funds for additional rolling workshops, increase
in regional PD, 1 bursary per region
o Decided on the go-forward basis for changing the travel bursary per region
Motion: To accept the 2009-2010 Treasurer's Report.
Motion:
To accept the 2009-2010 Treasurer Report
www.sasa.cacuss.ca
Moved by:
Michelle Verbrugghe, University of Toronto, Scarbourogh
Seconded by:
Adam Kuhn, McMaster University
No comments, no opposition, no abstentions
MOTION CARRIED
6.
Award and Grants 2010
David L. Newman, University of Alberta
Committee Members and Process
Susan Maheden, NorQuest College, Prairies Representative
Liz Hilliard, University of British Columbia Okanagan Campus
Brigitte St. Laurent-Taddeo, Concordia University, Quebec Representative
Vinitha Gengatharan, University of Toronto, Treasurer
Process
• overall increase in number of applications, nominations
• high level of quality and competitive proposals
• commitment to publish in Communiqué – research findings, profiles of recipients, and innovative
programs
• in the process of revising application guidelines & forms for a more streamlined & efficient
process
Student Leadership Award
 George Furey – Memorial University of Newfoundland
 Trent Nabe – Grant MacEwan University
 Rory Tighe – University of Alberta
Innovation Award
• Knowfire.ca – Brock University and Niagara College
• Science Matters – Memorial University of Newfoundland
SASA recognition award
 Tim Rahilly – Simon Fraser University
CACUSS Conference Bursary
 One offered for each region
 Kate Bowers
 Natasha Clark
 Angela Neufeld
 Sherri Pchajek
Scholarship

Liz Hilliard – University of British Columbia Okanagan
Program Grants
 Building Houses
 Living Library
www.sasa.cacuss.ca
Research Awards and Grants
 Elizabeth Morey
 Val Cortes
 Rob Shea
7.
8.
Other Business
Seneca College shares news of program in student affairs
Dec 8, 9, 10 Canadian Institute for Student Affairs and Services (CISAS) in the Greater
Toronto Area
Assorted prizes were drawn and awarded
Meeting Adjourned
Motion:
To adjourn the meeting at 1:33 pm
Moved by:
Jennifer Hamilton, OCAD University
Seconded by: Jim Delaney, University of Toronto
MOTION CARRIED.
www.sasa.cacuss.ca