Minutes #17 Central Student Association Board of Directors Meeting Wednesday April 9, pm UC 442

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Minutes #17

Central Student Association Board of Directors Meeting

Wednesday April 9, 2014 6pm | UC 442

Board Members Present: River Roy (CASU), Kevin Protomanni (CPESSC), Alex Whittingham (CPESSC alt), Kimberly Snider (CSAHS-SA), Emily Ashton (CSAHS-SA alt), Catherine Nicoll (CVSA), Luna Shen (COA At-Large), Sajeethan Kandeeban (CBS At-Large), Paul Caruso (CPES At-Large), Anthony Leong (CPES At-Large), Aliza Gold-Ruvolo (CSAHS At-Large), David Alton (CSAHS At-Large), Joseph Okudolo (CJMC), Joshua Ofori-Darko (CJMC alt), Wednesday Bell (GQE), Tyler Black (IHC), Kat Lucas (IHC alt), Denise Martins (OPIRG), Scott Simons (SSC), Julia Forster (Academic & University Affairs), Chris Archibald (Communications & Corporate Affairs), Dominica McPherson (External Affairs), Charles Hamilton (Human Resources & Operations), Tyler Valiquette (Local Affairs)

Staff: Lee Anne Clarke (Business Manager) Chair: Deaglan McManus

Scribe: Julia Forster

Motion W14 April 9, 2014 17.3.1 ACTION – Approval of the 2014/2015 Budget

BIRT, the CSA Board of Directors approve the 2014-2015 budget as presented at the April 9, 2014 board meeting. Carried.

Motion W14 April 9, 2014 17.3.2 ACTION – CSA’s representative re: CFS Membership Dispute

BIRT, the CSA Board of Directors appoint Joshua Ofori-Darko to serve as the official CSA representative and carry out the will and mandate of the Board of Directors in all matters pertaining to the CFS membership for the 2014-2015 academic year. He will be responsible for reporting directly to the Board of Directors, liaising with the Executive Committee, working with and instructing Legal Counsel and representing the CSA to the University Administration. BIFRT, Joshua Ofori-Darko support and be available to the Board of Directors and Executive Committee in all updates to the CFS page, drafting of statements and communicating updates to undergraduate students.

BIFRT, Joshua Ofori-Darko will be reimbursed for any costs incurred personally, but will not be remunerated for his time in this role. Reimbursements will be determined and approved by the Executive Committee.

Carried.

Motion W14 April 9, 2014 17.3.3 ACTION – Executive Empowerment Motion to extend executive empowerment.

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17.0 Call to Order

17.1. Comments from the Chair 17.1.1. Introductions

17.1.2. Motion to Extend Speaking Rights to All Present Motion to extend speaking rights to all present

Moved by Kevin Protomanni Seconded by Charles Hamilton Motion carried.

17.1.3. Ratifications and De-ratifications (pg. 3) 17.2. Approval of the Agenda

17.2.1. Motion to Approve the Agenda Motion to approve the agenda

Motion carried. 17.3. Discussion

17.3.1. ACTION – Approval of the 2014/2015 Budget – Charles Hamilton (pg. 2)

BIRT, the CSA Board of Directors approve the 2014-2015 budget as presented at the April 9, 2014 board meeting. Moved by Charles Hamilton Seconded by Kevin Protomanni

Individuals contacted Charles and Lee Anne throughout the week with questions pertaining to the budget. Questions:

1) What is the Compassionate Health Bursary?

- $10,000 undergrads and $5,000 grads to top up and address the urgent root canal that would negatively impact their academics. Place to go for everything, like a student once being kicked in the mouth by a horse on campus. 2) For the Live Entertainment Fee - are we increasing the budget line?

- For Free Concert Programming, we will never know how accessible this band will be (cost, accessibility, etc.). The way this is constructed is that money at the top pays for everything. The CSA subsidizes cost of ticket sales. John expects to break even.

3) What if the CSA loses the lawsuit, will we be charged money and how will this be accounted for in the budget? - Costs are awarded with every legal case. The case is moving forward and we aren't aware of appeals. We don't see a concern for the upcoming budget year. The budget is based on what we are seeing; we do have some money in accumulated surplus. The operating budget cannot assume more than what is in here - we would have to go

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elsewhere.

4) If the CSA wants to go through restructuring, where would the money come from in this budget? - We always leave a margin of $10,000.

- We can review the budget as a board if we need to change anything. This is just creating a budget for this year with what is known so far. The board can revisit the budget if required.

5) Foodbank Coordinator - they get paid a lot more. Do they have enough to do for this much money?

Yes, they keep the Foodbank open for people to come and get food as well as a tonne of administrative work like managing and ordering food and collecting donations. In the summer, volunteers are less in number also. There will be even more to do now with the Foodbank Garden.

7) Investigative Travel (CFS/CSO), why is there a $3000 increase?

- In order to be part of these decision-making bodies and have the opportunity to lobby as well. Constituency groups gather to discuss unique experiences of marginalized communities. Our delegation is lower than what other school send.

- In 2008 there was $7000 for sending delegates to CFS/CFS-O meetings. When we understood we were not a part of CFS, we left some money in the budget to look at other student unions and partake in investigative travel and as we are members of CFS and CFS-O so we reallocated that money back to its origin.

Motion carried.

17.3.2. ACTION – CSA’s representative re: CFS Membership Dispute – Charles Hamilton (p. 22)

Moved by Charles Hamilton Seconded by Julia Forster

This is similar to motions that have been done in the pass regarding CFS legal representation. This past year, Joshua and the Executive Committee, in particular the HR&O, that have been liaising with legal council and ensuring we are all aware. This motion is including roles that are available this year, ensuring the page is updated with statement to the undergraduate students. Many of the affidavits have been reviewed and put forward by Josh, and he is now more of a legal resource (but doesn’t give legal advice). This is reflecting a lot of what has been happening this past

year. This is a way of ensuring consistency when discussing CFS and this helps new CSA BoD, especially when there is a tonne of information to learn.

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In the second BIRFT clause, what does it mean about updates?

As it occurs right now, the executive committee has worked with Josh to draft statements and added to the CFS/CSA webpage.

Will you be sitting on BoD as CJ Munford again next year?

CJ has recently elected a primary, so right now not sitting on the board.

Why is this going to a board rather than hiring? What are the evaluation criteria and performance

measurements? We want to make sure there is no lapse in transition. The criteria is reporting to the board,

etc. This isn't a job; it is ensuring there is a resource for the board.

I recognize that Josh's experience is valuable but I wonder if it is time to get a new face as we don't know how long Josh will be around to support us this way. Is it possible to get a co-position for someone who will be around later in years?

It's not a face for representation. It is a co-position with the HR&O. the CFS representative won't be available for multiple years, however we can be sure that the next HR&O can get involved deeply when there comes a time he can't work this position. There is a huge transition but it will have to happen.

Point of Information: Is there any way the directors could get the board insurance in their email to be sure they are okay with voting on legal decisions, such as this one?

Motion to recess for 10 minutes

Moved by Kimberly Snider Seconded by Kat Lucas Motion carried

I don't feel like it was given an adequate representation of both sides. What is the process for selection to ensure you will do a good job? What are the specific laws and legislation that the contact covers by this board policy? If you get in an accident on your car insurance, you might not have a claim that covers that portion of the policy.

If you are using a car that the company you work for loans to you, they cover you. You have to be under the blanket in order for it to work. Covers board actions. As long as you are doing your due diligence as a board member, you are covered.

One director was worried about voting on a contract that if the court found out about this vote, one can't plead ignorance in court.

On March 27, 2013, the board passed a motion to proceed with a joint application. Since then, the executive has done that. Wanted to know how much this would be and that was brought forward. Since then we have been in discussion to pay back the legal fees, we are waiting on a judge to make a decision. Court application in 2010 was made at the Finance Committee level and not at the board level. Now we have motions in board packages to ensure we have everything documented.

We are only covered for as long as we are directors? You are covered for directions made AS you are a director. I am trying to understand when this would cover us? When would a claim come forward against a Board of Director?

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Everyone can make a claim against everyone. Yes, there were legal decisions made by the board but I can't tell you what claims can be made against you.

Could students? Could admin? Anyone could. It doesn’t mean they would ever make it to court or be heard legitimately.

I don't understand why we need to make sure the CFS resource person is doing their job. There aren't any decision-making powers with this position, so as long as Josh keeps informing us he is doing his job. If he doesn't, we can re-evaluate.

The contract I was referring to was when the original lawsuit started when the CSA became part of the CFS. Guelph was one of the founding members of CFS-O in 70's and CFS in 80s. They both have by-laws and each one is a contract with each local. These by-laws are the contracts. When students voted yes, that was joining them. As an organization, we don't agree to the oldest by-law, we go by the newest one. This is why it is important that we attend the CFS and CFS-O meetings to learn the newest by-laws passed in order to properly follow them.

Motion to call the question

Moved by Paul Caruso Seconded by Kevin Protomanni Motion carried

Moved by Charles Hamilton Seconded by Julia Forster Motion carried

17.3.3. ACTION – Executive Empowerment – Chris Archibald (p. 24) Motion to extend executive empowerment.

Moved by Paul Caruso Seconded by David Alton Motion to call to question.

Moved by Tyler Black Seconded by David Alton Motion carried.

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17.4. Adjournment Motion to adjourn

Moved by Denise Martins Seconded by Kimberly Snider Motion carried.