NOSMSS Meeting 5
Monday, August 13, 2012
8:00 p.m.
Attendance: Daniel Durocher, Danielle Lapierre, Derek Bos, Kayla Berst, Kay-Sea Taylor, Kendra Komsa, Nick Tkaczyk, Patrick Legault, Sean Bryan, Tamara Delorme, Valerie Nicholls, Yunni Jeong
Regrets: Amanda Bates, Michela Febrarro, Justin Poling, Emily Robinson
1. Adoption of agenda
a. Moved by Tamara Delorme
b. Seconded by Patrick Legault
2. Ratification of minutes
a. July 3rd Meeting Minutes
i. Ratification moved by Nick Tkaczyk
ii. Seconded by Kay-Sea Taylor
3. President’s announcements
a. Update Technology
i. Questions and comments from students were forwarded to NOSM’s tech department
ii. Tariq Al-Idrissi is no longer with NOSM so the new IT contact is Omair Quraishi
b. Committee Rep Document & Constitution Review
i. Committee Reps to be elected in the fall election will be given the newly drafted documents
ii. ACTION: NOSMSS members to read over the created documents and relevant areas of the Constitution (i.e. respective portfolios) and provide feedback before distribution
iii. A meeting will be held with committee reps with their respective VPs following the fall election to address any questions or comments
c. Meeting with Dr. Strasser
i. ACTION: NOSMSS members to forward any questions or comments for Dr. Strasser to Derek prior to his meeting with Dr. Strasser
ii. Discussion to include topics such as the Student Accreditation document, NOSM COI Policy
d. Mentorship Program – Finalize August volunteers (Katie G., Amanda B)
i. Students in upper years to mentor students in years below regarding major milestones (e.g. ICE placements, elective selections) using Adobe Connect
ii. ACTION: Students to be informed that any potential sessions to be organized via contact to Derek Bos or Vanessa Ellies
e. Rendez-Vous 2012 Strasser Cup Funding
i. Funding is available for a Strasser Cup event during Rendez-Vous 2012 in lieu of Academic Week activities
4. Presentations to Council
a. None
5. Council Business
a. Phase 1 Update – Patrick Legault
i. First year students will engage in a pilot project called Pocus to teach students how to use bedside ultrasound
ii. CBL resources have been updated
iii. NOSMSS will be involved in the planning of MCS sessions or sessions may be left open for free time or potential student-organized speaker sessions
· Students will therefore be given the opportunity to gain experience in teaching and present on topics of student interest
iv. DTS sessions will occur via new software and will be a maximum of 3 years old
v. WHMIS training used to be provided by NOSM online however it will be provided via the host hospitals; in Sudbury, HSN will be providing WHMIS via an in-class session
b. Academic Week 2013-2014 – Patrick Legault
i. Academic Week may be removed for first year students in order to add an additional week to the Cardiorespiratory Module (CBM 103); the sessions provided in Academic Week may be provided by MCS sessions while class cohesiveness will be maintained via Orientation Week and the Sharing Circle; Academic Week is suggested to be maintained in Year 2 to enhance class cohesiveness
c. Orientation Week Finances – Kendra Komsa
i. As the budget last year for Orientation Week totaled $1500 yet $1900 was spent, the Orientation Organizing Committee is budgeting this year for $2000
6. Posted Motions
a. Amendment to the NOSMSS Budget for Orientation Week Finances
Resolution: NOSM SS Funding provided to Student Orientation Week Committee 2012
Whereas the 2011-2012 Budget states that $1500 was given to the Student Orientation Week Committee, however $1900 total was spent,
Whereas the 2012 SOWC has budgeted for there to be a $2000 contribution from the NOSM SS, outlined in the attached O-Week budget excel file.
Therefore be it resolved that the NOSMSS adopt the following changes to the NOSMSS budget:
a) $2000 contribution to the Student Orientation Week Committee
Financial cost (estimate): $100 more than the NOSM SS contributed to last year’s SOWC 2012
Source of funding/Line item: Student Orientation Week 2012
Level of effort of volunteers/staff: None
Moved by Kendra Komsa
Seconded by Kayla Berst
i. Motion discussed
ii. No negative votes
iii. No abstentions
iv. Motion passed
b. Signing Authority
i. Resolution: To add NOSM Student Society President, Derek Bos, as a signing authority to the NOSMSS TD Bank Account
Whereas the NOSMSS President shall be responsible for access to student funds in the account in the absence of the VP Finance,
Therefore be it resolved that the NOSMSS move to add Derek Bos, NOSMSS President as a signing authority on the NOSMSS TD bank account
Replacing the NOSMSS Past President, Vanessa Ellies.
Financial cost (estimate): $0
Source of funding/Line item: N/A
Level of effort of volunteers/staff: The VP Finance and the President will arrange the addition with the bank.
Moved and Seconded by:
Moved by Kay-Sea Taylor, Vice President of Finance of the NOSMSS
Seconded by Tamara Delorme
Motion discussed
No negative votes
No abstentions
Motion passed
7. Executive Reports
a. Round table on Exec reports & questions
i. Year 1 update – N/A
ii. Year 2 update –
· West: Event planning in progress—especially casual events such as volunteerism (e.g. Habitat for Humanity), Buddy Event planning in progress; Event calendar combined with class schedule as a Google calendar for student use
· East: Event planning in progress—Cortina boat cruise planning in progress with the City of Sudbury; Winter Formal planning in progress including hall rental, DJ booking, Movember auction, kareoke Christmas carolling; SRO All-Years event at the close of Orientation Week; Enzo Rossini Cup planning has commenced
iii. Year 3 update –
· Students preparing for commencement of clerkship
iv. Year 4 update –
· East: Students engaging in electives and rotations; Students expressed dissatisfaction with the timing of Rendez-Vous as it reduces time with family during Thanksgiving
v. External portfolio –
· OMA/CMA session will occur Oct 1; Whether or not students will receive backpacks has not been finalized; Equipment sales sessions will be Sept 7 as an OMSA initiative; MedGames to be in Montreal next year—will be looking for a Sports Rep for MedGames; Scrub In updates will be provided to students; COI Student Task Force to become more involved in student advocacy regarding the COI Policy
· ACTION: Students interested in joining the COI Student Task Force to contact Sean Bryan
vi. Internal portfolio –
· Orientation Week planning in progress by LA; Internal portfolio documentation preparation in progress (e.g. clubs applications)
· ACTION: Students to access document regarding protocol for student event planning on campus via contact to Michela Febrarro or accessing the document once it is posted on the NOSMSS website
vii. GHL portfolio –
· No further updates
viii. Executive portfolio –
· Elections preparation in progress; Elections will occur in early September
· New representatives will be selected by the General Assembly
ix. Education portfolio –
· List of physicians for students regarding who is willing to take on students for SEEs and electives to be created by Shanna and hopefully completed in time for use by the incoming students
x. Finance portfolio –
· All 2011-2012 finances have been finalized so no further financial resolutions to be made for the past fiscal year; Events including students from all years versus specific years will receive funds from a general budget instead of a budget for specific years; Reimbursements can occur via different modes; New process for travel reimbursement proposes that the VP Finance of the NOSMSS will be in charge of travel reimbursement instead of NOSM Finance; Online forms will be available to be filled out once after events instead of once before and once after events; Student reimbursements for annual events such as OMSW and MedGames may occur before April through setting aside of funds specifically for these events; OMSW may be considered an academic event versus a social event in order for students who are encouraged to attend to receive greater reimbursement
8. New Business
a. None
9. Adjournment
Next Meeting: Monday August 27th