March 15, 2024 | Meeting minutes

Residence Affairs Committee: Meeting Minutes

St. Lawrence Room, Chestnut Residence / Zoom 

  • Wellness Day is Friday March 8th  
  • Sugar gliders, bunnies, chinchillas, giant tortoise and more! 
  • HR Updates 
  • Makenna Zimmerman, previously employed as a Wellness Coordinator is currently the interim Residence Life Coordinator (RLC) 
  • Currently recruiting for the full-time RLC position 
  • Linda Chanthaboury, Manager of Summer Accommodations joined the team in February  
  • Actively recruiting for a Service Coordinator at the Front Desk (new position) 
  • Will be recruiting for Summer Assistants and Front Desk Agents in the coming weeks 
  • Finalizing selection of dons for 2024/25 
  • Janice Johnson will be joining Space & Experiences as the Executive Director, Student Housing & Residence Experience 
  • Dance Studio 
  • Repainted, floors fixed, shelving provided for equipment, remote installed for TV 
  • Considering removing this space from our bookable spaces and instead opening the door between the Dance Studio and the gym – encouraging more active use of the space for stretching pre/post work-outs 
  • Suggestion to trial a hybrid model (look at popular hours now and offer those times as a bookable space): 
  • May provide a space for students who desire some privacy 
  • May provide a unique space for students who need a large space for dance 
  • Question if students use it as a prayer space  
  • Not to our knowledge. We do not provide/advertise a prayer space for students. Most students would use their private rooms.  
  • Gym 
  • Will be replacing three pieces of equipment 
  • Bench 
  • Multi-press 
  • Upright bike 
  • Will be purchasing an additional piece of equipment new as well (TBD) 
  • Suggestion to launch a winter survey in 2024-25 to be able to collect additional feedback from students (shortened version, 5 minutes or less) 
  • Steve is working on Oak House and will have more information to share on opening within the next month 
  • Upcoming projects 
  • Three more floors will have the vinyl replaced 
  • Two more floors will have the drapes replaced 
  • Fiscal year end is approaching 
  • A reminder to dons to submit all claims by year-end deadline  
  • Ramadan meal plan is already available – students can order in advance and pick up at New College, Chestnut Residence or Campus One  
  • Already thinking on ways to improve for next year 
  • Includes foods that do not need heat/refrigeration  
  • Planning for menus for Fall 2024  
  • Any feedback regarding current menus is helpful  
  • Meal plans are created now, well in advance of the new semester  
  • Omlette event went well 
  • Looking into hosting more cooking sessions, small events (10 people maximum) 
  • No renovations for the summer which means the team will be ready to dive into summer business 
  • Losing a lot of eco containers 
  • Eco-containers cost $7 
  • No incentive to return at end of year 
  • Drop-bin on each floor at year-end for the eco containers may help 
  • Any-condition – drop off  
  • Could explore: this is how much money you save when using a eco-box + flexibility 
  • Transparency: Explain how the cleaning works 
  • Suggestion to put a sticker on the container, that says “please bring me back” 
  • Takeout boxes are available but not visible in the Dining Hall 
  • Students may think it is the only option if they need to take food out of Dining Hall 
  • Meal Plan Review Committee 
  • Focus groups conducted 
  • 1:1 interviews conducted 
  • Survey drafted and launched, exceeded goal of 800 respondents with almost 1,000 respondents completing the survey 
  • Might be challenging to identify a meal plan program that satisfy diverse needs  
  • Ex: New College Dining Hall is heavily used for commuter students 
  • Housekeepers have noted that rooms are piling up with garbage  
  • Hoping dons can encourage students to start taking it out now and get rooms cleaned out before move-out 
  • Poster – encourage garbage disposal  
  • Building inspections will take place in the next few weeks. A technician will visit each student room and make note of any maintenance work needed (5-10 minute visit) 
  • Schedule needed, will share with students in advance of work being done 
  • Last Day of Urban Crew is Friday April 5th (in line with class/exam schedules) 
  • Lots of events in the next month being hosted (mostly by dons) 
  • The CRC successfully managed a Valentine Gram order and delivery event for residents last month 
  • Running a foosball tournament this weekend 
  • For future events include: 
  • Easter egg giveaway 
  • Photobooth 
  • End-of-year event for residents 
  • Recommendation for a general reminder regarding move-out processes  
  • Explain process for students requesting to stay until May 1st, if needed  
  • Share resources for helping move out  
  • Store Your Dorm