STUDENT FEDERATION OF THE UNIVERSITY OF OTTAWA MINUTES OF THE FIRST MEETING OF THE BOARD OF ADMINISTRATIONS FOR THE YEAR

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1 STUDENT FEDERATION OF THE UNIVERSITY OF OTTAWA MINUTES OF THE FIRST MEETING OF THE BOARD OF ADMINISTRATIONS FOR THE YEAR Date: August 12, 2018 Location: TBT 083 Time: 1:00 PM Président : Raymond Dabrowski Secrétaire : Vanessa Dorimain 1.1 Welcome The meeting began at 1:37pm 1.2 Roll Call Arts Arts Arts Common Law Droit Civil Education Engineering Engineering Engineering Health Science Health Science Health Science Telfer Telfer Telfer Science Science Science Social Science Social Science Rizki Rachiq NP Axel Gaga P F A A A Paige Booth P F A A A Faduma Wais P F A A A Caroline Lu P F F F AB Kathryn Zwierzchowski P F F F AB Sagal Dahir P F A A A Weays Ahmed P F A A A Brooklyn Patrick P F AB AB AB Katline Racine P F A A A Kevin Boyer P F F F AB VACANT Rachel Harrison PBP F F F F Hussein Hegazy P F F F F Benjamin King P F F F F Maximilio Michelini PBP F A A A Alex Dam P F F F F Julia Kemzang P F F F F Salma Naser P F A A A Khalid Toujar PBP F A A A Ifrah Yusuf P F AB A A Priyanka Goel P AB F F F Michel Antoun (NOT TRAINED) P Victoria Ogden (NOT TRAINED) NP Rudolph Damas P F F F F Junior Akat PBP P F A A A

2 Social Science Jessy Azangi P F A A A Social Science Gabi Ghannoum P F A A A Social Science Linda Lacombe P F A A A Social Science Omar Ahmadi P F A A A Medicine Alexandra Birk P F F F F Indigenous Student Rep Emily Seguin PBP F AB AB AB International Student Rep VACANT Special Student VACANT P: Present NP: Not Present PBP: Present by Proxy F: FOR A: AGAINST AB: ABSTENTION Adoption of the Agenda 1.4 CONSEIL D ADMINISTRATION *** BOARD OF ADMINISTRATION The recognizes and acknowledges that the lands on which we live, work, and study belong to the Algonquin nation. The Algonquin nation, whose territories comprise the entire Kichi Sibi (Ottawa River) watershed and include the city of Ottawa, never ceded or surrendered its territories to Canada. The Canadian state laid claim to these territories through violent systems of colonization, genocide and displacement that resulted and continue to result in the dispossession, marginalization, and impoverishment of Algonquin and in extension Indigenous people and the overexploitation of land and waters within their territory. The must commit to fully supporting Algonquin struggles and Algonquin assertions of self-determination and nationhood. We must create spaces and avenues for which Inuit, Metis and First Nations peoples may thrive and feel safe. We are not innocent in the ongoing colonization of these lands and we resolve to challenge the presence of colonialism in

3 our words, actions, and communities. We extend our ongoing solidarity to the Algonquin nation with our words, actions, time, skills, and resources. (some excerpts taken from the GSA council land acknowledgement) Vous êtes convié(e)s à la première réunion le dimanche 12 Août, 2018 à 13h / TBT 083 You are invited to the first meeting Sunday August 12, 2018 at 1:00pm/ TBT 083 ORDRE DU JOUR Agenda Ouverture de la réunion Appel des membres Ratification de la Présidente de l assemblée Adoption de l ordre du jour Adoption des procès-verbaux Mises à jour de l'exécutif et du directeur Période de questions Welcome Roll Call Ratification of the Chair Adoption of the Agenda Adoption of the Minutes Executive and Faculty Updates 1.7 Question Period AUX FINS DE DISCUSSION ET/OU D APPROBATION 1.8 Comités du conseil d'administration 1.9 Ratification du Contrôleur Général 1.10 Ratification de Deloitte 1.11 Motion d urgence FOR DISCUSSION AND/OR APPROVAL 1.8 BOA Committees 1.9 Ratification of the Comptroller General 1.10 Deloitte Ratification 1.11 Emergency Motion AUX FINS D INFORMATION FOR INFORMATION 1.13 Varia 1.14 Période de question 1.15 Clôture de la réunion 1.13 Miscellaneous 1.14 Question Period 1.15 Closing of the Meeting

4 1.4 Adoption of the Agenda Seconded: Salma Naser Amendment: Moving Emergency Motions Package up to 1.8 BOA Common Law motion first, then Vice President Internal motion Moved: Katline Racine Seconded: Axel Gaga Resolution: carries Amendment: Motion for 1.8.a Common Law Motion Motion 1.8.b VP Internal motion Resolution: carries Amendment: Emergency Motion 1.12 Seconded Paige Booth Resolution: carries MAIN MOTION ADOPTION OF THE AGENDA AS AMENDED 1.5 Adoption of the Minutes Moved: Paige Booth Seconded: Katline Racine Be It Resolved the minutes from April 2018 be adopted.

5 1.6 Executive & Faculty Updates: Vice President Equity- Caroline Lu Been giving bystander (sexual violence prevention) trainings at the 101 week guide trainings In the process of getting safer sex products other than external condoms widely available across campus but there is some pushback and it is taking a while Working on a reporting mechanism for sexual violence Working on VP Equity mandates for the fedbodies Finished the content for a resources page for all sorts of issues, just waiting on it to be on the website Participated in meetings of University committees Standing Committee on the Prevention of Sexual Violence, its subcommittees (Subcommittee on Learning, Development and Communications and Subcommittee on Policy 67b), the Standing Committee on Student Wellbeing, the Ombudsperson Advisory Committee Clubs: Vice President Internal Katie Zwierzchowski WUSC: Have updated the clubs manual, am waiting on approval to post Am working on the Clubs website, should be up before registration Registration for this year should be from the 13 aug - 21 Sept Am working towards a different form of clubs storage Have (along with the Clubs committee) guaranteed up to $400 for up to 320 clubs for the academic year. Will be adding a 4 th student this year (paying tuition for 1 student) Will be paying for living expenses for 2 years now instead on 1 Possibility for adding an additional student next year Microwaves: Am looking into where to put them Vice President External Paige Booth

6 -Held Stop the Hike Rally in May and protested the BOG meeting (also presented letters from students) where they raised tuition for a 13th consecutive year -Did promotion and outreach for the Provincial elections, tabled, informed students where their polling stations were -attended CFS national meeting, went over 3 years of motions that had been tabled -David Graham promised 2 more academic advisors in FSS, should decrease wait times -Working on amending grade revision policy to have less barriers to students, met with VP Academic programs -SRC working on their grade report campaign so far all faculties have improved their grades except for Health Science -Working with students on Mental Wellness Center proposal, created partnership with Canadian Innovation Center for Mental Health in the Workplace -Spoke with Aline Germaine-Rutherford who is in charge of Brightspace to create a Notehub -Three (3) spots on the Council on undergraduate studies -One (1) spot on the Senate for the faculty of Arts -Finalizing elections report to give recommendations to the elections committee Vice President Operations Axel Gaga - u-pass fall distribution: creation of a streamlined process to have UofO student list data automaticall transferred to STO server - completion of the first draft of the budget for the 2018/19 FY - creation of the ball for the cure committee - phase 1 : paperless work place office - first audit training -creation of the financial awareness month comittee 1.7 Question Period Motion to grant Michel Antoun voting rights without attending Mandatory Training Moved: Benjamin King

7 Seconded: Priyanka Goel Resolution: FAILS 1.8 Motion to move in Camera and discuss both 1.8.a and 1.8.b Moved: Axel Gaga Seconded: Caroline Lu Motion for 2min Recess Moved: Priyanka Goel Seconded: Junior Akat Resolution: Carries Motion to stay in Camera Moved: Rachel Harrison Seconded: Benjamin King Resolution: FAILS Motion 1.8.a Be It resolved that a forensic audit conducted by an external company Deloitte Auditing firm with the intention to provide a full report with their findings to the Board of Administration on Monday, August 27 th, 2018 by COB (close of business 5:00pm) specifically pertaining to the current allegations of fraud. This report is not to be used with the intention for prosecution by any party and/or individual unless the current Board of Administration votes upon it. All persons mentioned as being involved in the report must comply fully with the forensic audit and provide all requested documents in a timely manner. Be It Further Resolved a special board meeting take place on Tuesday, August 28 th at 6:00pm so we the directors may accept the findings of the report and vote on the contents of the report to resume to a healthy operating budget. Be It Further Resolved that the past President Hadi Wess re-pay the in the amount of $ for their cost in outside legal fees by October 1 st, 2018.

8 Moved: Katline Racine Seconded: Faduma Wais Amendment: Forensic Audit be conducted by an external auditing firm with the intention to provide full report to the Board of Administration as soon as possible and the Board of Administration meets three days after this audit is complete to go over the contents of this report. Moved: Katie Zwierzchowski Seconded: Sagal Dahir Resolution: Carries Motion to resume in camera Moved: Rachel Harrison Seconded: Ben King Resolution: Carries OUT OF CAMERA Motion to no confidence in chair Moved: Rachel Harrison Seconded: Emily Seguin Motion to Ratify Shawn Hunsdale for the chair for remainder of meeting Moved: Ben King Seconded: Khalid Toujar Resolution: Fails Motion to ratify Secretary -Vanessa Dorimain as chair for remainder of meeting Moved: Omar Ahmadi Seconded; Faduma Wais Motion to vote on emergency motion 1.8.a as amended

9 Seconded: Faduma Wais Main Motion as AMENDED: Be it resolved that a forensic Audit be conducted by an external auditing firm with the intention to provide full report to the Board of Administration as soon as possible and the Board of Administration meets three days after this audit is complete to go over the contents of this report. This report is not to be used with the intention for prosecution by any party and/or individual unless the current Board of Administration votes upon it. All persons mentioned as being involved in the report must comply fully with the forensic audit and provide all requested documents in a timely manner. Be It Further Resolved that the past President Hadi Wess re-pay the in the amount of $ for their cost in outside legal fees by October 1 st, (Roll call) Motion to resume in camera to discuss Emergency Motion 1.8.b Seconded: Katline Racine Motion to stay in camera Moved: Rachel Harrison Second: Ben King Resolution: FAILS Motion to vote by roll call for the next 3 motions Moved: Rachel Harrison Second: Katie Zwierzchowski Be It Resolved that Rizki Rachiq be suspended with pay effective immediately; should Rizki be cleared of any wrongdoing by the Forensic Audit to the satisfaction of the Board, that they be reinstated

10 immediately and be returned to their full former access and privileges; Rizki be required to surrender all keys and passwords related to the operations of, and cease all access to property effective immediately on an interim basis; Moved: Katie Zwierzchowski Seconded: Caroline Lu Resolution: FAILS (Roll call) Be It Resolved that the Board of Administration recommend to the Executive Committee and to the HR department of the the suspension of The Employee with pay, effective immediately; should The Employee be cleared of any wrongdoing by the Forensic Audit to the satisfaction of the Board, that they be reinstated immediately and be returned to their full former access and privileges; Moved: Ben King Seconded: Rudolph Dumas Resolution: FAILS (Roll call) Be It Resolved that all past legal fees pertaining to this matter, reasonably incurred on behalf of the by the VP Internal and the VP Equity, be covered by the. Moved: Alex Dam Seconded: Rachel Harrison Resolution: FAILS (Roll call) Motion that the documentation previously distributed be collected and stored in the office and be redistributed in the next board meeting where the above motions are to be discussed Moved: Katie Zwierzchowski Seconded: Emily Seguin 1.9 DELOITTE Ratification Motion to ratify Deloitte as the auditing firm for our current annual Financial Audit. Moved: Maximilio Michelini Seconded: Faduma Wais

11 1.10 BOA Committee Selection Please see Excel document attached for all the committees. Seconded: Paige Booth Be It Resolved the following directors be appointed and ratified to the BOA committees Seconded: Julia Kemzang Be It Resolved the ballots be destroyed 1.11 Indigenous Awareness Week Motion to create ad-hoc committee to organize Indigenous Awareness Week at the end of September Second Alex Dam Nomination for (1) BOA seat on Indigenous Awareness Week: Michel Antoun and Brooklyn Patrick Resolution: Michel Antoun Gains seat Moved: Junior Akat Seconded: Khalid Toujar Be it resolved that the meeting adjourn at 9: 46 PM.