During the September 2012 Student Federation of the University of Ottawa board of administration (SFUO BOA) meeting, I asked the SFUO vice-president finance Adam Gilani when the SFUO budget would be made available on the SFUO website. At the time, his answer was firm: he stated that the budget was currently in translation and
went on to promise that it would be available by no later than October 31st, 2012.
On Sunday November 18, 2012, I verified the
SFUO website to see if the budget had been made available. And, to my dismay, it wasn't. After missing the October 2012 SFUO BOA meeting (which occurred during reading week), I was once again prepared to ask the same question at this month's meeting. However, Émilie Deschamps, the news editor for La Rotonde, beat me to it: She asked Gilani when the SFUO audit (which was presented very quickly during the meeting) and the SFUO budget would be made available on the SFUO website. This time, Gilani was far less committal; His short response to the question: "When they are finalized". He stated that the audit documents can sometimes take two to three weeks to receive and that, once finalized, the document would need to be translated before it could be posted to the website. Similarly, the budget was STILL in translation even though it was approved by the board many weeks ago.
This month's meeting involved a number of important documents being circulated to board members: the report pertaining to the conduct of the recent SFUO by-elections, the proposed timeline for the upcoming SFUO elections and a report from the SFUO constitutional committee which dealt with an appeal of an earlier decision to revoke club status from the
Sigma Psi Alpha sorority (which I will specifically address below).
A quick side note: every time that supplementary documents (which aren't included in the BOA meeting package sent out by email to all board members) are passed out during a meeting, there are never enough copies for all members. Board members are asked to share these documents and, usually, far fewer French versions of said documents are available. If the reason behind this practice is to save paper, then these documents should all be provided electronically in the board meeting packages. However, I'm not convinced that this is the sole reason behind this practice especially when the SFUO executive members know very well that journalists and usually at least one interested student will be present in the audience and would appreciate being able to follow along during the meeting.
Case in point: When Gilani presented the SFUO's 2011-2012 audit, he was the only one who had a copy of said document. He kept saying things such as "it had no issues with it", "nothing is noticeably off" and "nothing is noticeably wrong with it" when referring to the audit. When it came time to ask questions, only one unrelated question was posed. Obviously, if board members weren't provided with a copy of the audit document (which I believe to have been the case), it's very hard to ask any questions. Board members are not elected to simply sit around a table once a month and obediently nod their heads in agreement thus rubber stamping every proposition brought forward. They're there to scrutinize the operations of the SFUO and the activities of the members of the executive. The fact that nobody asked one single substantive question regarding the audit is worrying to say the least. Had board members been given a copy of the audit document, surely it would have enabled the board to have a more in-depth discussion and receive further information. However, it should be noted that Gilani didn't seem all that interested in going through the document in its entirety either.
During question period, which is open to both board members and members of the audience, I asked VP communication Anne-Marie Roy if she would ensure that the documents circulated during the meeting would be made available on the SFUO website. She mentioned that she would work hard to ensure that SFUO BOA meeting dates and minutes would be posted to the SFUO website very soon (the latter of the two must be posted to the website according to article 3.1.10.4.1 of the
SFUO constitution). After stating that SFUO services' websites were being reviewed and updated and that the main SFUO website was to be updated shortly after (thus not having answered my question), I insisted on getting a clear "Yes" or " No" answer from her regarding the specific documents mentioned above, she finally said "yes".
 |
| Osama Berrada's 2010 SFUO VP University Affairs campaign poster |
Finally, I must highlight a worrying phenomenon: during last Sunday's meeting (November 18, 2012), the BOA voted to go
in camera twice. The term
in camera "is Latin for 'in chambers,' and it means to go into a confidential or secret session (literally, that whatever is discussed cannot leave the room)." The first time this procedure was used, the board invited the SFUO executive coordinator, Amy Hammett, and
Osama Berrada to stay in the room. Thus, all non-board members were asked to vacate the room. Upon reentering, a motion was passed to appoint Berrada as the chief electoral officer for the winter 2013 SFUO elections. I am still perplexed as to why it was necessary for the board to go
in camera when discussing his appointment.
The second occasion occurred near the end of the meeting. As mentioned above, Adam Gilani presented the report of the board's Constitutional Committee (made up of Gilani, Anne-Marie Roy, Nicole Desnoyers, Daniel Arnold, Inas Abusheika, Nicholas Zorn and Jocelyn Boeré) which dealt with Sigma Psi Alpha's club status. He went on to explain that the transgression in question involved alleged
hazing and that a thorough investigation had been undertaken. According to Kim Deslauriers, the president of the Sigma Psi Alpha, this issue has been outstanding since earlier this year. Ms. Deslauriers, fellow sorority vice-president Nicolette Addesa and Ms. Hammett were invited to stay in the meeting room during this second
in camera session which was meant to allow board members to ask questions about the investigation which led to the committee's recommendation to revoke the sorority's club status. Upon moving
ex camera, the board discussed an amendment, moved by SFUO president Ethan Plato, which would have limited the suspension of the sorority's club status to one year. However, this amendment was ultimately rejected. In the end, the board voted to accept the constitutional committee report's recommendation to revoke Sigma Psi Alpha's club status indefinitely.
Section 8.1.4.3 of the SFUO constitution affords all clubs the opportunity to appeal a "decertification motion":
Any Club may have one (1) opportunity to appeal a decertification motion against their Club. The Club must request in writing to the Vice President Equity (which will replace the Vice President Student Affairs in the winter 2013 SFUO elections) indicating its intent to appeal within 30 days of the decertification motion. A Club can appeal a decertification motion against their Club to the Constitution Committee.
This means that the SFUO's Clubs Committee would have already at some point issued a ruling in which it decided to revoke Sigma Psi Alpha's club status. The sorority would have then appealed that decision to the SFUO BOA's Constitutional Committee. Section 8.1.2.2 of the SFUO constitution outlines the members of the Clubs Committee: VP Equity (currently VP Student Affairs Kate Hudson), VP Finance Adam Gilani, the SFUO comptroller general (which, according to the SFUO website, is
currently vaccant), the Clubs Coordinator Gwen Madiba and representative from the
Graduate Students' Association of the University of Ottawa.
So, here are the core issues that must be addressed as soon as possible by the SFUO executive and board members:
1) The SFUO executive MUST ensure that hired translators are translating important documents within a much more reasonable amount of time in order to ensure that the SFUO membership has timely access to information via the SFUO's website. This is the only way students are able to hold the SFUO executive and board members accountable for decisions made.
2) The SFUO board of administration appear to be going
in camera far too often. It's extremely questionable as to why the discussion surrounding the appointment of the SFUO's chief electoral officer was held behind closed doors. Elected student representatives should refrain from using this procedure unless it is absolutely necessary (i.e. discussion involving legal issues, human resources, staff relations). Even if the procedure has a legitimate purpose, the board should remain vigilant when using it because this can lead to students becoming suspicious as to why they are being left in the dark on a regular basis.