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ORILLIA CAMPUS

COORDINATING COMMITTEE MEETING

Notes of Meeting #20

Tuesday, July 19, 2011

|Present |K. Fedderson |F. Cappadocia |

| |C. Tomasini |S. Scott |

| |J. Kent |K. Hunt |

| |H. Berry |C. Vaillant |

| |T. Rowe |J. Acharya |

| |S. Unwin (notes) | |

Action By

|20.0 |Review of Business Arising: | |

| |Introduction of Jean Acharya, Residence General Manager | |

| | | |

| |18.4 Summer Food Services |Info |

| |Shelley reported that the food kiosk will not be open on Fridays at the social work students have testing on | |

| |Fridays and are not at the university | |

| | | |

| |18.7 Barrie & Community Family Health Team – Computer Labs |Kim |

| |Kim discussed this with Tim Rowe and he will be in touch with the group to find out what their expectations are | |

| |Kim does not want the students interrupted or compromised at all | |

| |Kim will report back | |

| | | |

| |19.8 Enrolment |Frank |

| |Frank will follow up on the 1196 head count that was reported | |

| |Kim would like flow through numbers | |

| | | |

|20.1 |Area Updates: | |

| |20.9 Bill Board on Highway | |

| |20.10 Classic Car Show | |

| |20.11 “Places” Magazine | |

| |20.12 “Lake Simcoe Living” Magazine | |

| |20.13 Media – Dr. Stevenson’s Orillia Visit | |

| |20.14 Barbecue for Staff and Faculty with Dr. Stevenson | |

| |20.15 Joint Health and Safety Committee Meeting | |

| |20.16 LUSU Move | |

| | | |

| |Emerging Issues: | |

|20.2 |Guest Speaker for Campus & Community (Susan) |Info |

| |Susan has been working on research with a service delivery project in which the agency ran a conference | |

| |The speaker was extremely good and Susan would like to have him speak in Orillia | |

| |The speaker names himself “Freak Show” and paints his feelings on circus tents | |

| |Susan will look into the cost of having this speaker come in the fall | |

| | | |

|20.3 |Update of Field Development Project for Social Work (Susan) | |

| |Social work hired someone to do their field development | |

| |3rd year students are going to need locations to go to | |

| |There is a possibility of 240 agencies down the corridor of Hwy. 400 willing to take students | |

| |These are all solid positions to move forward with field development | |

| | | |

|20.4 |Space (Kim) | |

| |Heidi is looking after all the moves and everything is to be completed by August 1, 2011 | |

| |LUSU is moving to the 3rd floor | |

| |Lee Gould requires additional space besides the three offices on the 3rd floor | |

| |Kim will be meeting with Lee on Monday to resolve | |

| |Kim and Frank are working on the student affairs move and should have everything resolved by the end of this week| |

| |Kim is looking at moving security in U Ave. out of the office and into the HUB | |

| |Heidi and Tim are looking into this | |

| |This will be 24 hrs/day and will also include reception functions | |

| |This will align similar functions with the downtown security and U Ave. security | |

| |This will also free up an office for a senior student affairs presence | |

| |Chris reported that the HP renovations are going along well | |

| |Town Court renovations should also be resolved by the end of this week | |

| |It is confirmed that the student lounge will now be a computer lab | |

| |Jean requested a further work station for another residence staff position | |

| |This will have to be reviewed as once the 2nd floor renovations begin, that hallway will not be accessible | |

| |Computer lab details and discussions need to be resolved. Kim asked Frank, Chris, Tim and Chris from LUSU meet | |

| |to discuss new equipment, lab requirements, and TSC requirements | |

| |Frank suggested that student affairs could supply the funding | |

| |Heidi will look after all phones, desk tops, filing cabinet and shelving for each new faculty member | |

| |Heidi will also look after all Town Court furniture (classrooms) and education furniture requirements with Julie | |

| | | |

|20.5 |Printing/Copying Controls (Chris/Shelley) | |

| |Presently there is no setup for students to pay for photocopies at U Ave. | |

| |The only way to get copies at HP is to pay with coins | |

| |Chris reported that TSC in Thunder Bay is creating a one-card idea for the copiers and printers | |

| |Tim reported that he has been working on a card idea where you can top up on line | |

| |Kim asked that Chris and Tim put a system in place for this fall so the students will be charged for all printing| |

| |and photocopying | |

| |Kim would also like to see the costs for staff and faculty printing and photocopying | |

| | | |

|20.6 |Emergency Preparedness (Heidi) | |

| |Heidi reported that we need to put together critical incident and emergency preparedness procedures and put into | |

| |place | |

| |Lock down decisions must be made | |

| |Kim asked that the Health and Safety committee take the lead with Thunder Bay (Ursula) and work to develop a plan| |

| |to get their procedures here. | |

| | | |

|20.7 |Student Residence & Cafeteria (Jean) | |

| |Confirmed students for the residence is now just under 100 | |

| |There may be a chance that the residence will not be complete on time and a plan needs to be in place | |

| |The contingency plan is to accommodate the students at the Best Western/Mariposa and the Comfort Inn (2nd floor) | |

| |Not one hotel can accommodate all the students together | |

| |There will be a shuttle bus daily on an hourly basis with reduced hours on the weekend | |

| |If this is the decision, official letters are required to go out to all students and parents | |

| |This transition must run easily and smoothly | |

| |There are many stakeholders involved; City of Orillia, restaurants, alumni, LUSU, etc. | |

| |Jean suggested that we get feedback from other institutions which have had similar difficulties | |

| |If the cafeteria is not complete, Mariposa can supply 3 meals/day and the students staying at the Comfort Inn | |

| |will be transported over there for dinner also | |

| |If the cafeteria is complete, meal plans will be set up with buffet breakfasts, lunch and dinners | |

| |Jacquie informed that the Comfort Inn gives Lakehead commission cheques to advancement for sale of rooms. | |

| |Kim asked about using Geneva Park, but Sept. and Oct. are busy months for conferences | |

| | | |

|20.8 |Alumni Banners: | |

| |Richard Longtin developed banners for the alumni and wondered if the Orillia campus would like the banners also | |

| |Kim asked for 3 – 3’ x 6’ long | |

| | | |

|20.9 |Bill Boards (Kathy) | |

| |Mariposa Folk Festival had a bill board that they are no longer using on the highway so starting in August we | |

| |will be utilizing this board for Lakehead for a 6 month contract ($5,000.) | |

| |Kathy is working on the design | |

| |Chris V. suggested that LUSU and Alumni may be interested in sharing the board and the costs | |

| | | |

|20.10 |Classic Car Show (Kathy) | |

| |Jessie Clarke, Dean’s Medal winner 2011 is in the “Classic Car Show” pamphlet along with her “2010 Classic Truck | |

| |Winner” 1989 GMC ½ Ton Pickup which she designed | |

| | | |

|20.11 |“Places” Magazine (Kathy) | |

| |Lakehead made the front cover with an article on summary of research students | |

| |Lakehead also has an ad in the magazine | |

| | | |

|20.12 |“Lake Simcoe Living” Magazine (Kathy) | |

| |Lakehead article – Research Partnership with Industry | |

| | | |

|20.13 |Media – Dr. Stevenson’s Orillia Visit (Kim) | |

| |Kim asked Kathy to take the lead with the media when Dr. Stevenson is in Orillia the week of August 13, 2011 | |

| | | |

|20.14 |Barbecue for Staff and Faculty with Dr. Stevenson (Kim) | |

| |Kim announced that there will be a Bbq. For all faculty and staff when Dr. Stevenson is in Orillia and he hopes | |

| |that many will be able to attend | |

| |It is tentatively scheduled for Wednesday, August 17th | |

| | | |

|20.15 |Joint Health and Safety Committee Meeting (Heidi) | |

| |There are no incidents or accidents to report | |

| |The committee requires additional management positions | |

| | | |

|20.16 |LUSU Move (Chris) | |

| |LUSU will be moving out of Town Court this Friday and will be at U Ave. on Monday | |

| |LUSU would like to have one of their couches outside in the hall | |

| |Kim suggested that Chris hold off on the couches for now | |

| |Chris mentioned that he may have an extra couch available and Chris T. mentioned that couches are required in the| |

| |HP commons. | |

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