FALL GENERAL MEETING of the Ryerson Students’ Union
Tuesday, November 29, 2016
AGENDA Semi-Annual General Meeting of the Members Ryerson Students’ Union (RSU) - Local 24 Canadian Federation of Students Monday November 29, 2016 – LIB 72, Ryerson University, Toronto, Ontario
CALL TO ORDER
1. WELCOMING REMARKS A. Remarks from the President, Obaid Ullah and Acknowledgement of the Land B. Remarks from the Anti-Harassment Officer, Corey Scott
2. COMMENCEMENT A. REMARKS OF CHAIR – Abe Snobar
3. APPROVAL OF THE AGENDA A. MOTION 2016-11-29 A02:
BE IT RESOLVED THAT the agenda for the November 29 2016 Semi Annual General Meeting be adopted as presented.
MOVED: Obaid Ullah SECONDED: RESULT OF VOTE:
4. APPROVAL OF THE MINUTES A. MOTION 2016-11-29 A01:
BE IT RESOLVED THAT the minutes of the April 13 2016 Annual General Meeting be adopted as presented in Appendix A.
MOVED: Obaid Ullah SECONDED: RESULT OF VOTE:
5. FINANCIAL REPORT A. MOTION 2016-11-29 F01: FINANCIAL AUDIT REPORT
BE IT RESOLVED THAT that the Auditor’s report of PwC and the audited financial statements for the fiscal year ending April, 30 2016 be accepted and approved as presented in appendix B; and BE IT FURTHER RESOLVED THAT the President, Obaid Ullah and the Vice President of Operations, Neal Muthreja are hereby authorised to sign the balance sheet to signify approval on behalf of the membership.
MOVED: Neal Muthreja SECONDED: RESULT OF VOTE:
This is YOUR Students’ Union. Get involved! Email [email protected] Page 1
6. MOTIONS A. MOTON 2016-11-29 M01: BYLAW AMENDMENTS BE IT RESOLVED THAT the amendments to the RSU Bylaws be accepted as presented in Appendix D.
MOVED: Obaid Ullah SECONDED: RESULT OF VOTE:
B. MOTION 2016 -11-29 M02: BICYCLE RACKS
WHEREAS there is currently an insufficient quantity of free-standing non-pod style bicycle parking racks located on campus to fulfill student need, and so cyclists resort to locking bicycles to railings along the Library building and Nelson Mandela Walk, and enrollment has increased by at least 1000 students per year since 2010[1],
BE IT RESOLVED THAT additional bicycle parking racks will be purchased and placed on campus in appropriate places along Gould St. and Bond St. in a quantity and location determined by RSU members to fulfill anticipated growth in Ryerson student enrollment.
MOVED: Kat Northern Lights Man SECONDED: RESULT OF VOTE:
C. MOTION 2016-11-29 M03: HAIR SALON
WHEREAS I was personally treated awfully by the Hair Salon owner on Bond Street in early October 2016; and
WHEREAS I had to bike all the way past Gerrard and the DVP to get a reasonable haircut at the price of $11.00 in Chinatown on the east end of Toronto; and
WHEREAS students need a place for more easily accessible and affordable hair cut to look professional and be presentable to professionals when looking for a career; and
WHEREAS the price of haircut on the hair salon location on Bond Street is $13.00 to $18.00, and it is financially prohibitive and unreasonable; and
WHEREAS the Bond Street hair, salon presentation is unprofessional; and
WHEREAS the Bond Street hair salon appeared to only serve a certain ethnicity of people and hence there is inherent racism and inequality for students to access the location on campus; and
WHEREAS all students share a common desire to find a reasonably affordable place on campus to have a hair cut when they need it; and
This is YOUR Students’ Union. Get involved! Email [email protected] Page 2
WHEREAS this is an essential small quality of life improvement in the attempts by all students to find an affordable location on campus to get a hair cut; and
WHEREAS I shall be personally involved in helping the RSU find a reasonable solution to help all student have equal and affordable access to a barber on campus; and
BE TO RESOLVED THAT the RSU investigate the situation, and determine what can be done about it to enable students to have a simple haircut on campus, and be treated with equity and respect.
MOVED: Xinyu Hu SECONDED: RESULT OF VOTE:
D. MOTION 2016-11-29 M04 - POOL TABLES IN THE RAM IN THE RYE
WHEREAS the Ram in the Rye did not charge students and players to play pool (billiards) in the first month of school and the place was much more lively, enjoyable, relaxing, stress-free and entertaining; and
WHEREAS the added cost of $2.00 for billiards per game is discouraging to students and can turn off the relaxing mood in the bar; and
WHEREAS pool table breakdowns and maintenance services are required and needed, I can help ensure they are being maintained in high quality in the Ram in the Rye; and
WHEREAS due to the last point, some students I had spoken with left the bar to go find other activities on or off campus to do for fun and relaxation; and
WHEREAS when money is involved in entertainment, it becomes more constrictive and unequal for all students to participate on equal footing with one another to engage in social activities; and
WHEREAS money creates a psychological barrier and affects gameplay and enjoyment of said game, and can create a tense and adversarial atmosphere; and
WHEREAS I shall personally help negotiate between the RSU and the Ram in the Rye to reach a mutual agreement to resolve this problem in a professional and as neutral a manner as possible, for the benefits of all patrons who attend the Ram in the Rye; and
BE IT RESOLVED THAT the RSU body elect to encourage the Ram in the Rye to make billiards free for all patrons, to encourage more people to attend the bar after school, and to find other ways to compensate for lost potential revenue by increasing costs in other services at the Ram in the Rye.
MOVED: Xinyu Hu SECONDED: RESULT OF VOTE
This is YOUR Students’ Union. Get involved! Email [email protected] Page 3
E. MOTION 2016-11-29 M05: HOT WATER DISPENSERS
WHEREAS there is currently an insufficient quantity of hot water dispensers located in a place easily visible and accessible to the student body,
BE IT RESOLVED THAT an additional hot water dispenser will be purchased and located in a location agreeable by the RSU member body and both easily accessible and visible for all student's enjoyment, possibly 1st floor podium near the HUB.
MOVED: Lisa Hoeg SECONDED: RESULT OF VOTE:
F. MOTION 2016-11-29 M06: RESTRICTIONS ON COURSE SELECTION
WHEREAS There is a restriction for students to choose useful courses;
BE IT RESOLVED THAT the RSU lobby the University (esp Faculty of Grad Studies) to remove restrictions for Engineering Programmes.
MOVED: Yu Huo SECONDED: RESULT OF VOTE:
G. MOTION 2016-11-29 M07: BYLAW AMMENDMENTS
WHEREAS the RSU has primary governing documents, the By-Laws and the Policy Manual, both of which contain different methods for amending the By-Laws; and
WHEREAS both documents list a minimum number of days before a General Meeting for By- Law changes to be submitted; and
WHEREAS this meeting was not advertised with sufficient notice to meet either of the recorded time frames in the By-Law’s or Policy Manual; and
WHEREAS this robs the membership of their right to make changes to the way the RSU is governed and run; and
BE IT RESOLVED THAT for the duration of this Semi-Annual General Meeting, any and all rules, regardless of which governing document or documents they may be recorded in, relating to timeframes for By-Law changes to be submitted by the Membership be suspended; and
BE IT FURTHER RESOLVED THAT the RSU be required to advertise all future Semi-Annual and Annual General Meetings with a minimum of seven (7) days notice before the minimum cut-off time for members to submit By-Law amendments;
This is YOUR Students’ Union. Get involved! Email [email protected] Page 4
BE IT RESOLVED FURTHER RESOLVED the RSU clarify which method for amending the By-Laws is the most recent, and update all other documents to reflect said version as the correct one.
MOVED: Matthew Smith SECONDED: RESULT OF VOTE:
H. MOTION 2016-11-29 M08: VP EDUCATION RESIGNATION
WHEREAS the Vice President of Education has taken more vacation days then the two weeks permitted under article 4.4, subsection b, of the Ryerson Student’s Union By-Laws;
WHEREAS the Vice President of Education has not fulfilled responsibilities outlined under article 4.5, section C, policy iv, in the Ryerson Student’s Union By-Laws in regard to participation in initiatives organised by the Canadian Federation of Students;
WHEREAS the Vice President of Education has publicized their repeated violation of Ryerson Non-Academic Code of Conduct policy 12, subsection d, by posting videos of themselves consuming alcohol in the Ryerson Student’s Union office to social media;
BE IT RESOLVED THAT the general membership requests the resignation of Victoria Morton as Vice President of Education;
BE IT FURTHER RESOLVED THAT that general membership requests Victoria Morton not be appointed in any capacity to serve in the role as Vice President, Education in the interim once her resignation has been submitted.
MOVED: Matthew Smith SECONDED: RESULT OF VOTE:
I. MOTION 2016-11-29 M09: REMOVAL OF EXECUTIVE FROM OFFICE
WHEREAS The RSU Executives are elected yearly by the membership, but once the Executive take office there exists no method for removing a member of the Executive from their position;
WHEREAS the only way currently given in the RSU By-Laws for removing an Executive requires the Board of Directors to pass a motion to remove said Executive from office;
WHEREAS the membership contributes a yearly levy towards the RSU, and as such should have a right to remove an Executive they feel no longer represents them or is no longer fulfilling the duties of their office;
BE IT RESOLVED THAT Article 2.3 f) of the Ryerson Student’s Union By-Laws be removed;
BE IT FURTHER RESOLVED THAT The following be added to Article 4 of the Ryerson Student’s Union By-Laws:
This is YOUR Students’ Union. Get involved! Email [email protected] Page 5
4.7 A member of the Executive may only be removed from office, and their position deemed vacant, through the following two methods:
a) Removal by the Board of Directors: i) The Board of Directors of the RSU may remove a member of the Executive by passing a resolution, of which at least 30 days’ notice must be given to the Board of Directors, by a minimum of a two thirds majority vote of the entire Board of Directors;
b) Removal by the General Membership: i) The General Membership may remove a member of the Executive by a simple majority vote of Members of the RSU, voting in a referendum requested by no less than 5% of the Members of the RSU. No more than 500 members from any one faculty may be counted towards the 5%;
ii) In the event of i), the requisition must be submitted to the Chair of the Board of Directors. The Chair must then call an Emergency Board of Directors Meeting, to be called to order no less than 72 hours after the submission of the requisition. At the Emergency Meeting, the Board shall schedule the requisitioned referendum to be held no less than ten (10) days before and no more than twenty (20) days after the day of the meeting. These timings shall take precedence over those listed in Article 7.2 of these By-Laws;
iii) The referendum shall be conducted according to Article 7 of these By-Laws, and a simple majority vote shall be sufficient to remove an Executive from office. In the event of a vote in favor of removal, the Executive in question shall be suspended as soon as the result of the referendum is published, and formally removed as soon as it is ratified by the Board of Directors.
MOVED: Matthew Smith SECONDED: RESULT OF VOTE:
J. MOTION 2016-11-29 M10: EXECUTIVE SALARIES
WHEREAS RSU board and executive salaries are paid for by allocation of student levies collected from the general membership
WHEREAS It is impossible for a closed board to make the decision to raise salaries without a conflict of interest
BE IT RESOLVED THAT the Ryerson Student’s Union By-Law 4.3 be amended to read as follows: Executive members shall work a minimum forty (40) hours per week from May 1, until the end of their term in office. Executive member’s salary shall be equal, and to be determined from time to time by the Board of Directors, with all decided increases not taking effect until they are ratified by the general membership at an SAGM or AGM.
MOVED: Dylan Freeman- Grist SECONDED: RESULT OF VOTE:
This is YOUR Students’ Union. Get involved! Email [email protected] Page 6
K. MOTION 2016-11-29 M11: 6FEST REPORT
WHEREAS 6Fest was organized by the Ryerson Student’s Union and had a reported operating budget of 1.5 million dollars.
BE IT RESOLVED THAT a full breakdown of all individual sponsorship streams, and all ticket sales by type be prepared by the executive of the RSU and be presented to the general membership before the 2016-2017 AGM.
BE IT FURTHER RESOLVED THAT the final report should outline the amount of money paid out by the Ryerson Students’ Union to those who requested a refund after purchasing a ticket to 6Fest, including any outstanding liabilities in this regard.
BE IT FURTHER RESOLVED THAT the breakdown of general members purchasing tickets be presented alongside the amount of non-members purchasing tickets in the report.
MOVED: Dylan Freeman- Grist SECONDED: RESULT OF VOTE:
L. MOTION 2016-11-29 M12: RSU EVENTS – MEMBERSHIP ALLOCATION
WHEREAS The Ryerson Students’ Union’s primary mandate is to advocate and provide benefit for its general membership.
WHEREAS The operations of the Ryerson Students’ Union are supported financially by all general members.
BE IT RESOLVED THAT Ryerson Students’ Union Bylaw 4.5, section d, subsection ii, - under duties of the VP Student Life - be amended to read as follows:
plans and co-ordinates Ryerson Students’ Union events and student life initiatives ensuring 75 percent of all spots at such initiatives be allocated to general members and student members of any collaborators.
MOVED: Dylan Freeman- Grist SECONDED: RESULT OF VOTE:
M. MOTION 2016-11-29 M13: ANTI CHOICE
WHEREAS anti-choice demonstrators have been actively displaying graphic images of late- term abortions in the middle of Gould Street on a weekly basis; and
WHEREAS graphic images traumatize and retraumatize students who are on campus, thus disrupting students’ abilities to focus on their academic studies and negatively impacts their mental health and wellness; and
This is YOUR Students’ Union. Get involved! Email [email protected] Page 7
WHEREAS the trauma that students experience from the presence of anti-choice demonstrators creates a barrier between students and access to education on campus by creating a hostile environment due to graphic images. Further, the graphic images used by anti-choice demonstrators actively traumatizes and re-traumatises members of the Ryerson community, particularly those who have had abortions, considered abortions or have been supports for family and friends who have sought abortions; and
WHEREAS the tactics of the anti-choice demonstrators aim to shame members of the Ryerson community for choices that they or people that they may know have made over their own bodies; and
WHEREAS the anti-choice demonstrators film and photograph students and community members without their consent, thus violating the bodily autonomy of community members; and
WHEREAS the rhetoric used by the anti-choice demonstrators has violated almost all sections of the Ryerson Students’ Union Equity and Acknowledgement Statement; and
WHEREAS the lack of involvement from Security at Ryerson to remove the graphic and violent imagery on campus has caused a significant amount of distrust between students and security on campus; and
WHEREAS numerous Ryerson students have called on the University to have these people removed from campus; and
WHEREAS a group of students and community members at Ryerson University have been actively counter-protesting and providing support space when anti-choice demonstrators are on campus; therefore
BE IT RESOLVED THAT the Ryerson Students’ Union openly and actively takes a pro-choice stance; and
BE IT FURTHER RESOLVED THAT the Ryerson Students’ Union support the campaign organized by Ryerson students and community, by writing a public letter and offering financial resources; and
BE IT FURTHER RESOLVED THAT the Ryerson Students’ Union puts pressure on Ryerson University to prevent anti-choice campaigns and signage from being present within the Ryerson University campus, particularly on Gould Street; and
BE IT FURTHER RESOLVED THAT the Ryerson Students’ Union demand that Ryerson University and its security prevent anti-choice violence on campus.
MOVED: Jessica Ketwaroo-Green SECONDED: RESULT OF VOTE:
This is YOUR Students’ Union. Get involved! Email [email protected] Page 8
N. MOTION 2016-11-29 M14: RSU BOARD MEETING AGENDAS AND MINUTES
WHEREAS In order to make informed decisions in regards to the governance of their union the general membership needs access to information regarding their elected representatives activity as members of the Board.
BE IT RESOLVED THAT Ryerson Students’ Union Bylaw 5.2, section C, - under duties of the Secretary - be amended as follows
ensure that copies of all facts and minutes of all proceedings are submitted to members of the Board of Directors as soon as conveniently possible after the particular meeting has been held and that the same minutes, including all referenced appendixes, be posted for the general membership no later than 48 hours after the meeting in question.
MOVED: Dylan Freeman- Grist SECONDED: RESULT OF VOTE:
O. MOTION 2016-11-29 M15: FOSSIL FUELS DIVESTMENT
WHEREAS fossil fuel corporations cause and will continue to cause environmental degradation and the displacement of and unsafe living conditions for people around the world, particularly Indigenous people and people living in the Global South, and whereas Ryerson University claims to be a progressive and forward thinking institution that understands the science of climate change, yet has an endowment fund that holds significant investments in fossil fuel corporations; and
BE IT RESOLVED THAT the Ryerson Students' Union will formally endorse the fossil fuel divestment movement, which calls on Ryerson University to stop investing in the top 200 fossil fuel corporations and include the following question on the 2017 RSU election ballot to serve as a student referendum:
Ryerson University has $4.5 million of its endowment fund invested in the fossil fuel industry. Fossil fuel companies claim that they can extract and burn their proven reserves of fossil fuels. Proven reserves are the amount of oil, coal, and gas companies own underground. If the companies Ryerson invests in burn their proven reserves, the planet will warm by more than 4 Degrees Celsius. This is a problem because climate scientists and 150+ countries in the United Nations have promised to limit global warming to no more than 2 Degrees Celsius. These same fossil fuel companies also have a long record of taking fossil fuels from indigenous peoples’ lands, or building pipelines that pollute and damage traditional territories, without the consent of Indigenous communities.
In light of the fossil fuel industries plans to burn more carbon than science says we can safely emit, there is a student led campaign asking Ryerson to divest from fossil fuel companies. Divestment means to stop investing in something. It is an economic statement, but it is also a political and moral statement that we do not support the fossil fuel industries plans to disrupt the global climate system.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 9
Do you call on Ryerson to divest from fossil fuel companies whose business plans are incompatible with the United Nations’ Paris Climate Agreement, and companies that do not respect the rights of indigenous peoples? Yes No
MOVED: Emma Beattie SECONDED: RESULT OF VOTE:
P. MOTION 2016-11-29 M16: HOLOCAUST EDUCATION WEEK WHEREAS it is necessary to learn about the Holocaust; and
WHEREAS it is important to learn about the value of pluralism and the acceptance of diversity; and
WHEREAS it is important to learn about cause and affect of power of individuals, organizations, and nations; and
WHEREAS it is important to learn how a modern nation can utilize its technological expertise and bureaucratic infrastructure to implement destructive policies ranging from social engineering to genocide; and
BE IT RESOLVED THAT the RSU celebrate the official Canadian Holocaust Education Week (or dedicate a full five work days annually and consecutively) which numerous events/education programs are offered in collaboration with the remembrance and history of the Holocaust; and
BE IT FURTHER RESOLVED THAT this week is not in dedication to Anti-Zionist propaganda; and
BE IT FURTHER RESOLVED THAT the RSU pairs with numerous organizations, but primarily make contact with UJA Federation of Greater Toronto to collaborate with events and programs.
BE IT FURTHER RESOLVED THAT the RSU implement this motion by January 1st 2017.
MOVED: Samantha Cooper SECONDED: RESULT OF VOTE:
Q. MOTION 2016-11-29 M17: SILENCE FOR REMEMBRANCE DAY
WHEREAS it is important to remember those that fought in the line of duty during WW1/WW2.
BE IT RESOLVED THAT official veteran poppies stations be set up a week prior of Remembrance Day to purchase and donate money in exchange for a poppy; and
This is YOUR Students’ Union. Get involved! Email [email protected] Page 10
BE IT FURTHER RESOLVED THAT veteran support be offered on campus; and
BE IT FURTHER RESOLVED THAT educational discussions and programs be offered throughout the month of November in recognition of the history of WW1/WW2; and
BE IT FURHTER RESOLVED THAT on the eleventh month, on the eleventh hour, on the eleventh day, Ryerson takes a two minute moment of silence throughout the entire school; May it be that Ryerson bodies are to be notified in advance through social media outlets, and via email; Be it resolved that an announcement will be made throughout the school when the silence will begin as well as notifications on social media outlets; and
BE IT FURTHER RESOLVED THAT the RSU organizes such mentioned by next November 1st 2017.
MOVED: Samantha Cooper SECONDED: RESULT OF VOTE:
R. MOTION 2016-11-20 M18: CANADIAN NATIONAL ANTHEM
WHEREAS it is necessary to give respect to the democratic country we live in; and
WHEREAS it is necessary to encourage some patriotism in the formulating of identity in Toronto known as a diverse metropolis;
BE IT RESOLVED THAT the RSU plays the Canadian National Anthem throughout the entire school, every morning at 9:05am (between classes) Monday-Friday.
BE IT FURTHER RESOLVED THAT the RSU begin to play the anthem starting January 1st 2017.
MOVED: Samantha Cooper SECONDED: RESULT OF VOTE:
S. MOTION 2016-11-20 M19: - RSU "Water Bottle Free" Campaign Revision
WHEREAS it is necessary to reduce the amount of plastic bottles for all types of beverages; and
WHEREAS the alarming rate of plastic production and usage causes environmental damage; and
WHEREAS using recyclable materials can help reduce pollution and provide sustainable solutions;
BE IT RESOLVED THAT Ryerson sells reusable bottles for purchase at all applicable locations that sell beverages and those that do not; Ryerson to eradicate all plastic beverages and replace them with other branded beverages that provide sustainable packaging solutions that are plastic free; and
This is YOUR Students’ Union. Get involved! Email [email protected] Page 11
BE IT FURTHER RESOLVED THAT the RSU make changes in their campaign by May 2017. May it be further resolved that in such a situation that this is not in RSU authority, may the RSU relaunch a new campaign called “Bottled Beverages Plastic-Free” at Ryerson.
MOVED: Samantha Cooper SECONDED: RESULT OF VOTE:
7. EXECUTIVE REPORTS Members of the Executive Committee will give verbal presentations to expand on sections of the written Executive report; the report is provided in Appendix B.
A. MOTION 2016-11-29 R01: BE IT RESOLVED THAT the Report of the Executive be accepted as presented in Appendix B.
MOVED: Obaid Ullah SECONDED: RESULT OF VOTE:
8. OTHER BUSINESS & ANNOUNCEMENTS
8. ADJOURNMENT
A. MOTION 2016-11-29: A03
BE IT RESOLVED THAT the 2016 Semi Annual General Meeting be adjourned.
MOVED: SECONDED: RESULT OF VOTE:
Meeting adjourned:
This is YOUR Students’ Union. Get involved! Email [email protected] Page 12
APPENDIX A
MINUTES OF THE 2015 ANNUAL GENERAL MEETING
This is YOUR Students’ Union. Get involved! Email [email protected] Page 13
MINUTES Annual General Meeting of the Members Ryerson Students’ Union (RSU) - Local 24 Canadian Federation of Students Wednesday April 1, 2015 – SCC115, Student Centre Ryerson University, Toronto, Ontario
CALL TO ORDER
9. WELCOMING REMARKS A. Remarks from the President, Andrea Bartlett and Acknowledge of the Land
B. Remarks of the Anti – Harassment Officer, Corey Scott
C. Remarks from President-Elect, Obaid Ullah
D. Introduction of the 2016-17 Executive Committee and Board of Directors
10. COMMENCEMENT A. REMARKS OF CHAIR – Abe Snobar The chair reviews the meeting format and Roberts’ Rules of Order.
11. APPROVAL OF THE MINUTES A. MOTION 2016-04-13 A01: BE IT RESOLVED THAT the minutes of the 2015 Semi-Annual General Meeting be adopted as presented in Appendix A.
MOVED: Andrea Bartlett SECONDED: Sandra
RESULT OF VOTE: Carries
12. APPROVAL OF THE AGENDA
A. MOTION 2016-04-13 A02: BE IT RESOLVED THAT the agenda for the 2016 Annual General Meeting be adopted as presented.
MOVED: Andrea Bartlett SECONDED: Husain
Question about the agenda and if the meeting is valid since the agenda was not provided 48 hours before the meeting according to the By-Laws. Chair rules that the Agenda was available on the website 48 hours before the meeting.
Motion to Re-order item 7 to the first item of business to be discussed. Moved-Valerian Seconded: Nav Result: Carries
Motion to reorder item 7 to be discussed in the following order 7 E, F,G, J, L ,A,B,C,D,G,H,I,J
This is YOUR Students’ Union. Get involved! Email [email protected] Page 14
Moved: Anuja Seconded: Daniella Result: Fails
Motion to limit discussion to two minutes per person Moved: Mady Seconded: Mariah Result: Carries
RESULT OF VOTE: Carries
13. EXECUTIVE REPORT (Moved to Next Meeting of the Board of Directors – Quorum Lost) Members of the Executive will give verbal presentations to expand on sections of the written Executive report; the report is provided in Appendix B.
A. MOTION 2016-04-13 R01: BE IT RESOLVED THAT the Report of the Executive be accepted as presented in the booklet.
MOVED: Andrea Bartlett SECONDED: RESULT OF VOTE:
14. APPROVAL OF AUDITORS (Moved to Next Meeting of the Board of Directors – Quorum Lost)
A. MOTION 2016-04-13 F01:
WHEREAS The RSU hires an auditor each year to perform the financial audit; and
WHEREAS The RSU has been with Yale and Partners for more than 5 years; and
WHEREAS It's not standard industry practice to be with the same auditors for more than 5 years; and
WHEREAS The RSU is currently looking into different auditing firms;
BE IT RESOLVED THAT The RSU selects an auditor at the Board meeting for the month of April 2016.
MOVED: Obaid Ullah SECONDED:
15. MOTIONS
A. MOTION 2016-04-13 M01: RSU Student Group Funding
WHEREAS Ryerson Students’ Union is home to over 180 student groups respectively, some of which are larger in membership size and event output; and
WHEREAS a select number of student groups are given office space while others are not, based on various different factors, including but not limited to; years active, size of membership, number of events, attendance at events, and quality of events, to name a few; and
This is YOUR Students’ Union. Get involved! Email [email protected] Page 15
WHEREAS certain groups put on dozens of events attracting hundreds of Ryerson students per year, while other groups display a lesser number of events attracting a lesser turnout, therefore;
BE IT RESOLVED THAT the Ryerson Students' Union conduct a complete overhaul of the current funding structure for RSU Student Groups as a means of appropriating funding on a more accurate and need-based service;
BE IT FURTHER RESOLVED THAT the RSU have a new and revised funding structure logistically ready by the conclusion of the Student Groups Training Period in the summer of 2016; and
BE IT FURTHER RESOLVED THAT in the event that the RSU is unable to establish a new and revised funding structure that is allocated on a more accurate and need-based basis, the following structure will be implemented: The RSU establish a four (4) bracket system for student groups:
1. Bracket 1: Small (3 or less events per semester)
1. Base Amount: $600 per semester
2. General Grant Eligibility: Up to $2,500 per semester
2. Bracket 2: Medium (4 - 7 events per semester)
3. Base Amount: $600 per semester
4. General Grant Eligibility: Up to $3,000 per semester
3. Bracket 3: Large (8 - 13 events per semester)
5. Base Amount: $1000 per semester
6. General Grant Eligibility: Up to $4,000 per semester
4. Bracket 4: X-Large (14+ events per semester)
7. Base Amount: $1,200 per semester
8. General Grant Eligibility: Up to $5,000 per semester
Note:
An event is classified as being a planned occasion, unique of its kind. Multiple sorts of the same event may only be classified as ONE event. For example, a semester-long workshop happening weekly, may only be classified as one event.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 16
Additionally, student group meetings may NOT be classified as events. In the event of a dispute over the eligibility of an ‘event’, the Ryerson Students’ Union hold the right to adjudicate. Moreover, all RSU student groups will be required to provide a list of events it intends to accomplish throughout the year. This will be used to determine which bracket each student group falls under. Groups shall have this list given to the Campus Groups Administrator on a semesterly- basis, at a deadline mandated by the Ryerson Students’ Union. A maximum of 2 events per semester may be listed as ‘unplanned.’
BE IT FURTHER RESOLVED THAT the RSU establish a Relief Funding clause. The purpose of this clause is to aid clubs who have taken a significant loss on an event. The maximum amount that could be granted is $1000. Each club may apply for relief funding only once throughout the entire year.
BE IT RESOLVED THAT a committee be struck consisting of the VP Student Life and Events, Board member, Campus groups coordinator and two Student Group representative; and
BE IT FURTHER RESOLVED THAT the committee speaks to a diverse group of campus groups – professional , cultural, structural; and
BE IT FURTHER RESOLVED THAT the committee submits a report and two viable options.
MOVED: Husain Mulla SECONDED: Ridwan
RESULT OF VOTE: Carries
Amendments to the Motion
Husain – I wanted to ensure that there is a structure as an example of what groups can qualify for.
Suzanne - Ask the RSU to establish a sustainable structure and gives opportunity for Student Groups with larger number of events.
Amendment Be it resolved that a committee consisting of the VP Student Life and Events, Board members Campus groups coordinator and two SG reps and committee submits a report and two viable options Moved: Suzanne Seconded: Cassandra
Suzanne - Some Student Groups aren’t only event based
Husain - Motion to divide the Amendment
This is YOUR Students’ Union. Get involved! Email [email protected] Page 17
First Amendment – The committee Vice President Student Life and Events, Campus G administrator, board member and 2 Student Group representatives.
Second – Speaks to a diverse group of groups on camps, professional, cultural, structural
Third – Committee provide a detail report with two or more viable options Moved: Husain Seconded: Suzanne Result: Carries
Amendment Be It Resolved That a committee be struck consisting of the VP Student Life and Events, Board member, Campus groups coordinator and two Student Group representative; and
Be It Further Resolved that the committee speaks to a diverse group of campus groups – professional , cultural, structural; and
Be It Further Resolved that the committee submits a report and two viable options. Moved: Husain Seconded: Suzanne Result: Carries
Yuli – Policy based on different criteria other than events
Against – All student groups can be equal, this hierarchy will create favouritism. In favour – It’s important that the RSU comes up with a proper structure that can prevent favouritism. The idea is not that we are taking anything away but providing more resources to those in need. Against – This does not say anything about type of events. I think this is superficial and student groups will just throw event to access funding. Against – Giselle - the qualifications some student groups aren’t able to have 14 plus events per semester. Some groups will have large events but less frequent. This should consider quality, over number of events. Yuli – In favour – There is less capacity for favouritism. Committees will still have ruling to make the decisions. This motion established that the committee does establish a system a structure. Tavia – Against – it is difficult to put on a lot of events. In order to get it bracket four we will need to spend a lot of money to 14 event and I can only afford this. With this cap we will not be able to sustain 14 events. Against – Not all student groups are the same. We were trying to hard to throw events instead of focusing on number of events. We have diverse needs. Obaid – In favour - The intent of the motion is to review and fix the current system. I would like to remove the funding structure and keep the rest because I know that student want this but we can remove the portion about the implements structure. Amendment – Remove the section of the motion on funding structure. Moved: Obaid Seconded: Martin Result: Carries Against – Husain - this clause serves as a message of accountability. Student groups will all have the same amount of funding they have now. This just allows extra funding for those who qualify.
Call to Question on the amendment
This is YOUR Students’ Union. Get involved! Email [email protected] Page 18
Result: Passes
B. MOTION 2016-04-13 M02: Ryerson Athletic Groups Funding
WHEREAS The Athletic Competitive and Recreational Groups do not get adequate funding from Ryerson University; and
WHEREAS The RSU does not fund Athletic Student Groups; and
WHEREAS The RSU Athletic Groups are full time students who also pay into the RSU levy;
BE IT RESOLVED THAT The RSU will provide funding and resources for athletic groups, by considering them student groups;
BE IT FURTHER RESOLVED The RSU will push the university to increase the funding given to Athletic student groups.
Moved: Valerian Gomes SECONDED: Nav
Valerian – Athletic groups aren’t funded by athletics or RSU. We pay the levy as well and we want to be able to get funding and recognition.
Vajdaan – I agree however I think the levy is not possible as students the RSU lobby to ensure that more funding is available and distributed so that other groups can get funding.
Valerian - We don’t get enough money from athletics. We are just student groups, we build community and we can be of value.
Martin -Against – RSU is not in the position to provide. I would want to strike the first be it resolved clause.
Amendment - Remove the first ‘be it resolved that’ clause.
Moved: Martin Seconded: Lydia Result: Carries
Obaid Amended – Athletics groups are considered Student Group eg SG, CU, AG- there will be part of the RSU and they can apply for funding and have benefits.
Point of Order – That is the same thing that was struck.
Obaid – We are making a new category to include Athletics as an RSU group with no finances attached at this point.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 19
Martin – The membership just voting not to provide funding to athletics groups
Chair rules out of order
Levy- Does not go to SG sports team, this goes to the facilities not to the groups.
BE IT RESOLVED THAT a committee struck at the next AGM to propose this change for athletics group to explore potential of including Athletic groups as SG
Moved: Vajdaan Seconded: Tyler Result - Fails
Point of clarification – Sports teams are asking for some funding. Does this mean we are deferring?
Chair no – This means that the RSU will ask for funding from the university and explore funding options.
Martin – The RSU should be advocates and I think this is great that the RSU will push the University to support athletic teams.
Nav- These are students, they are not being represented and they should have funding. Can I amend to have funding?
Chair – We are only discussing the current motion at hand.
RESULT OF VOTE: Carries
Cormac – Point of info
Just because there is no based funding in this motion. Groups should remember that they can apply for sponsorship like any other student on campus.
C. MOTION 2016-04-13 M03 : RSU Meetings Agendas
WHEREAS students should be informed of what will be voted on at RSU meetings;
BE IT RESOLVED THAT the RSU must publish the meeting agenda at least 3 days before a meeting convenes.
Moved: Michael Foppiano SECONDED: Motion to withdraw Motion Moved: Michael Seconded: Cormac Result: Fails
Against – Martin - I think this is important and reasonable and they is no reason to withdraw In Favour – Angelo – amend to a week. Martin – I think this is too much, three days is reasonable.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 20
Result: Fails Daniella – Are we discussing all RSU meeting or specific meetings? Chair- All. Daniella – Are meeting agendas currently being published? Chair – Only AGMs are published currently Daniella – I think we should have access to all agendas for all meetings Tyler – Amendment – RSU board meeting Chair – rules out of order Tyler – in Favour to withdraw
Tyler – Amend to be more clear to say RSU board Meetings and SAGM and AGM are already covered in the RSU by- laws and I would not include committees Moved: Tyler Seconded: Andrew Tyler – Committees are not required to publish agendas in advance. Committees take place at the board level so members can see what is happening at the board level and can get info that way. Daniella- Can we add – Executive Meetings ? Moved: Daniella Seconded: Vajdaan Vajdaan – Can I include a motion? Anuja- Recess for 15 minutes for folks to prayer. Seconded: Dylan Result: Carries
Recessed- 8pm Resumed – 8:15pm Vajdaan – Can a motion be submitted now? Chair- Quorum was called and we will count for quorum Meeting recessed to regain Quorum -8:16pm Chair announces that is quorum is not met that the AGM will end and the motions will be moved to the next Board of Directors meeting on April 26 2016 Martin – Can we move the motions to the next AGM Chair – We do not have quorum Call for quorum Chair – Quorum is not met. Suggests to move to adjourn Angelo – Break of 15 minutes Chair Reviews Roberts’ Rules to see if motion is allowed Motion to Recess for 15 minutes Moved: Angelo Seconded: Martin Motion: Carries Meeting Recessed: 8:29pm Meeting Resumed: 8:46pm
Quorum lost Motion to adjourn Moved: Vajdaan Seconded: Dave Motion: Carries
D. MOTION 2016-04-13 M04: Canadian Federation of Students (CFS) Services (Moved to Next Meeting of the Board of Directors – Quorum Lost)
This is YOUR Students’ Union. Get involved! Email [email protected] Page 21
WHEREAS all RSU members pay an annual levy totalling approximately $475,000 to the Canadian Federation of Students; and
WHEREAS most students don’t even know what the Canadian Federation of Students is or what services they provide us; and
WHEREAS the RSU has a responsibility to ensure Ryerson students’ money is being used to benefit Ryerson students; and
WHEREAS an evaluation and assessment of RSU’s relationship with the Canadian Federation of Students has never been presented to students;
BE IT RESOLVED THAT the RSU examines our relationship with the Canadian Federation of Students and reports back to students on the effectiveness of the services provided by the Canadian Federation of Students and the value the organization adds to campus. This report should be completed by September 2016 and distributed widely through a multiple, diverse channels so it reaches as many students as possible.
Moved: Akhil Shiv Kumar SECONDED:
E. MOTION 2016-04-13 M05 : EyeOpener Funding (Moved to Next Meeting of the Board of Directors – Quorum Lost)
WHEREAS the RSU has undertaken various campaigns to be more environmentally, such as a bottle water free campus, and the campus as a whole is also undertaking campaigns, such as divest Ryerson; and
WHEREAS the RSU funds the Eyeopener through the money collected from their student levy, and the Eyeopener receives a large amount of funding that could be better spent on students; and
WHEREAS the 10,000 paper copies the Eyeopener prints is a large amount of wasted paper, especially in a digital age when many papers are moving towards a online distribution method;
BE IT RESOLVED THAT the Eyeopener be required to cut the number of paper copies they print each week by fifty (50) percent, from 10,000 to 5,000; and
BE IT FURTHER RESOLVED THAT the money saved from not printing the 5,000 copies each week be deducted from the Eyeopeners budget, and instead put towards scholarships for students in need.
Moved: Matthew Smith SECONDED:
F. MOTION 2016-04-13 M06: Course Unions (Moved to Next Meeting of the Board of Directors – Quorum Lost)
WHEREAS there currently exists course unions who represent more than a single program, discipline or major; and
This is YOUR Students’ Union. Get involved! Email [email protected] Page 22
WHEREAS there currently exists no rules regarding how many programs, disciplines or majors a course union can represent; and
WHEREAS it can be difficult for one program, discipline or major to separate and form their own course union if the current course union opposes it;
BE IT RESOLVED THAT course unions can not represent more than one program, discipline or major if there is interest expressed in having separate course unions;
BE IT FURTHER RESOLVED THAT the RSU support any program, discipline or major that wishes to separate from a previously existing course union and form their own course union.
Moved: Matthew Smith SECONDED:
G. MOTION 2016-04-13 M07: Ryerson Student Society Funding WHEREAS there are currently many student societies on campus; and
WHEREAS while the RSU represents Ryerson students as a whole, the individual student societies are better suited to representing and catering to their own memberships needs; and
WHEREAS student societies on campus often run into issues with funding, especially in instances where their student levy is very low or non-existent; and
WHEREAS the RSU should be attempting to build a sense of community and engagement across the campus through any means possible; and
BE IT RESOLVED THAT the RSU support each student society on campus, said student societies currently consisting of RESS, RCS, RCDS, RAS, RSS, and arc.soc, by providing each student society an amount of money equal to two (2) dollars per student represented by that society.
Moved: Matthew Smith SECONDED:
H. MOTION 2016-04-13 M08: Studio Space for Student Groups (Moved to Next Meeting of the Board of Directors – Quorum Lost)
WHEREAS Ryerson currently has over 20 different student groups that participate yearly in events such as culture jam and numerous other dance related groups that compete in competitions throughout the year; and
WHEREAS there is currently a significant lack of space where these groups can practice without conflicting with each other or non-Ryerson groups who have taken spaces;
BE IT RESOLVED THAT the RSU immediately begin lobbying and working with the university and other campus facilities to find adequate space for student groups to use as a practice space for their dancing, especially during peak times such as Culture Jam in February and competition season in March.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 23
Moved: Tavia Bakowski SECONDED:
I. MOTION 2016-04-13 M09: Transit Committee (Moved to Next Meeting of the Board of Directors – Quorum Lost)
WHEREAS Ryerson is composed many commuter students, who are reliant on transit in their day to day lives; and
WHEREAS Transit plays an important role in both the quality of life and student experience for commuters;
BE IT RESOLVED THAT The Ryerson Student’s Union create a committee on transit, in order to address transit issues that effects its members; and
BE IT FURTHER RESOLVED THAT this committee will be a both a forum of discussion and a tool for advocacy on transit issues that effects Ryerson students.
Moved: Andrea Villanueva SECONDED:
J. MOTION 2016-04-13 M10: Sustainability – Paperless (Moved to Next Meeting of the Board of Directors – Quorum Lost)
WHEREAS the RSU and Ryerson as a whole are attempting to move towards a more environmentally friendly campus, through initiatives such as the banning of water bottle sales on campus; and
WHEREAS the RSU currently wastes an extraordinarily large amount of paper throughout the year, especially in the case of board meetings where upwards of 30 copies of a 50 page agenda are often printed; and
WHEREAS election campaigns, as has been seen this year and last, waste a tremendous amount of paper on posters, flyers and more that is often never properly recycled, or in the case of banners is impossible to recycle;
BE IT RESOLVED THAT the RSU move to as much of a paperless system of operations as possible. This includes severely reducing the number of posters the RSU prints each year, reducing the number of agendas printed for meetings to the bare minimum required for the meetings to remain accessible, and investigating different methods of advertising to make up for the reduction in poster printing; and
BE IT FURTHER RESOLVED THAT the RSU lobby and work with its student groups, teams, and anyone receiving funding or support from the RSU to help them move towards a paperless system of operations, or to help them reduce the amount of paper they use where it is not possible to completely eliminate paper operations; and
BE IT FURTHER RESOLVED THAT paper campaigning for all future elections is to be limited to the following:
This is YOUR Students’ Union. Get involved! Email [email protected] Page 24
• 200 posters per each executive candidate • 100 posters for all other positions • All banners must be printed on paper only, and must be recycled after elections end • No flyers, business cards, or other forms of paper campaigning is to be allowed; and
BE IT FURTHER RESOLVED THAT the RSU lobby both campus papers, The Ryersonian and The Eyeopener, to reduce the number of printed copies of their paper each month to one half (1/2) of what they currently print.
Moved: Matthew Smith SECONDED:
K. MOTION 2016-04-13 M11: Reconstruction of Student Group Offices (Moved to Next Meeting of the Board of Directors – Quorum Lost)
WHEREAS Ryerson Students’ Union is home to over 180 student groups respectively, some of which are larger in membership size and event output; and
WHEREAS some student groups need more space in their offices to store equipment and accessories; and
WHEREAS some student groups are not given offices regardless of their membership size, number of events, attendance at events, quality and number of years active at Ryerson; and
WHEREAS many student groups are given offices even though they have a small number of students they cater to and have little to no space for storage; and
WHEREAS many student groups take their offices for granted and abuse them with uncleanliness and negligence which attracts pest and bugs;
BE IT RESOLVED THAT the Ryerson Students Union demolish the basement floor of the Ryerson Student Center this summer and re–construct the entire basement with a class leading design that allows for the most of amount of offices to be constructed and the best use of space be made.
Moved: Azeem Shah SECONDED:
L. OTHER BUSINESS & ANNOUNCEMENTS
a. End of Year Gala and Student Group Awards – April 22 2016
9. ADJOURNMENT
MOTION 2016-04-13: A03
BE IT RESOLVED THAT the 2016 Annual General Meeting be adjourned.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 25
MOVED: Vajdaan SECONDED: Dave RESULT OF VOTE: CARRIES
Meeting adjourned: 9:00pm
This is YOUR Students’ Union. Get involved! Email [email protected] Page 26
APPENDIX B
EXECUTIVE INTERIM REPORT
This is YOUR Students’ Union. Get involved! Email [email protected] Page 27
WELCOME FROM THE EXECUTIVE AND BOARD OF DIRECTORS
Dear Members,
Welcome to the 2016 Semi-Annual General Meeting! We are pleased that you took the time to join our team today and learn about the initiatives that we have been working on over the last six months. This report will outline the work, including new events and initiatives that the Executive Committee, Board of Directors, staff and volunteers have been working on to improve student life here at Ryerson. Since taking office on May 1st, 2016 the team has created several new initiatives and enhanced some of the core services offered by the RSU. Some of the major accomplishments achieved to date include:
• Start of new Athletic Grant. Funding for up to $30 000 for athletic clubs • No charge system for past opt outs, Students will no longer get charged if you have opted out • A new Wellness Centre to provide a one stop resource hub for Mental Health initiatives on campus • A new office for the Trans Collective. • Held the biggest music festival by any student union in the country • Cross-campus collaboration during Week of Welcome • Funding the Equity Service Centres through the $2 per student • Increased funding and support for student groups and course unions • Increased Scholarships • Work on Electoral Reform with government • Formation of Cycling committee – leading to discussion about cycling as a transport and providing a space for students to discuss this means of transportation • First ever FCS Frosh dinner • First ever Ryerson Conferences meet up
As you can see, the team has been working collaboratively to provide more holistic services that benefit students at Ryerson. With an aim to create an inclusive and open students’ union, the Board of Directors has committed to many of its campaign promises to transform your students’ union. The major accomplishments will be explained in further detail throughout this report and meeting. On behalf of the Board, we thank you for your feedback and participation at this year’s Semi-Annual General meeting.
Warm regards, RSU Board of Directors 2016-2017
Obaid Ullah | President Neal Muthreja | Vice-President Operations Tamara Jones | Vice-President Equity Harman Singh | Vice-President Student Life & Events Victoria Morton | Vice-President Education
This is YOUR Students’ Union. Get involved! Email [email protected] Page 28
EXECUTIVE REPORTS
VICE-PRESIDENT EDUCATION
“If you’re not at the table, you’re on the menu”.
I’d like to start by thanking everyone who has allowed me to hold this position and taken an interest in the work I do so far. It’s been one of the most eye opening, character building experiences of my life.
In the first six months of our terms we’ve seen successes that make me excited for the future of the RSU. We’re seeing that it’s possible for us to have direct access to the government and we’re seeing that it’s possible to get students engaged and excited over policy. A major component to student advocacy is negotiation and what I’ve found is that in negotiation whoever does the research, holds the power. It’s this notion that is guiding the work that I’m currently doing.
One of the challenges to my role is that it’s an inherently political one and our campus holds incredibly diverse political views. There’s no perfect way to balance this, but the end of the day we’re all striving for an accessible and high quality education, and in that I hope we can work together. I said this during the election and I still passionately believe it -- no one wakes up wanting to do the wrong thing.
Thank you all again and please, at any point, feel free to contact me for any reason at [email protected]
Educational Policy Innovation Committee (EPIC)
Introduction to the Committee We ran very firmly on the belief that strong research, policy and relationship building is the best path to effective student advocacy. This committee was created to direct us on that path. It has three primary jobs: ● Answering the call when the government asks for community consultations (i.e. Electoral Reform) ● Conduct original research and draft papers on educational issues to advance the interests of students ● Making policy based advocacy accessible to all students through training and empowering people of all skill sets
The first research project will be an analysis of financial aid in Ontario. Between now and second semester we will be researching and drafting for a publication that will combine policy analysis with personal profiles to show what these policies (or policy gaps) look like for individuals.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 29
Academic Policy Review Committee The senate has put the academic policies up for review this year. This is our biggest opportunity from a policy standpoint to do things such as eliminate 8am exams and increase mental health accommodations. For the RSU, the VP Education and Student Advocacy Coordinator sit on this committee. So far we have held four focus groups with students across campus to gather feedback to create recommendations. We are now in the discussion phase with the university to implement as many student recommendations as possible.
Budget Consultations Following last year's successful budget consultations lead by the last VP Education that resulted in the first time Ryerson students have directly influenced Ryerson's budget for the coming year. This process resulted in the hiring of two full-time mental health counsellors, an accessibility audit and gender neutral washrooms in every building. We’re currently conducting a survey of the student body again asking for what students’ prioritize. In addition a town hall will be held in early 2017. This feedback will formally submitted and pushed to the administration.
Electoral Reform Prior to the last federal election, the student demographic had very low voter turnout rates. But in order for student issues to be prioritized in political platforms, students have to start and keep voting. The issue is that many young people feel uninspired by the first-past-the-post (FPTP) system that encourages strategic voting and a 2-party system. The Liberals promised to change this last election so the RSU prioritized engaging with this issue. Our involvement has included the following: ● “They Say We’re Apathetic: A Youth Town Hall” On September 29th we held an event in the SLC to discuss and gauge the thoughts of students on this issue. 70+ students came out from Ryerson, U of T, York and OCAD as well as local political youth groups. The feedback from this event was recorded and formally submitted to the Ministry. ● The RSU met one-on-one with The Honourable Maryam Monsef, Minister of Democratic Institution. We primarily spoke about ways to increase student engagement in elections as well as the new governments increased focus on community consultations during the decision making process. ● We worked with the Huffington Post to create an online town hall with Minster Monsef.
RSU x Get Fresh Co. Having seen great excitement on campus when the RSU collaborates with Toronto groups (Raptors, OVO) we decided to expand this to our apparel line. Get Fresh Co. is a Toronto-based company on Queen St. W. You may know them from a Raptors collaboration they did last year. They normally sell their apparel for $80+ but they are doing their first affordable line (& first varsity line) with us, selling the shirts for $30 and the hats for $35. All materials are ethically sourced and made in LA & Toronto. The printing is triple pressed so it won't crack with wear. Ryerson students were involved in every stage of the process, from fashion design, interior design, modelling & photography. The apparel premiered at 6 Fest and is now on sale at the Member's Services Office in the SCC.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 30
Membership with the Canadian Federation of Students
Report to the Membership on the Canadian Federation of Students (CFS) At the last RSU General Meeting, the membership asked the RSU to examine our relationship with the Canadian Federation of Students (CFS) and report on the effectiveness of the organization and the value it brings to campus. We have completed this report and published it on September 1st. It can be read here: https://www.dropbox.com/s/jl3betwqvn2465k/CFSReport2016RSU.pdf?dl=0 The supporting appendix can be found here: https://www.dropbox.com/s/y2tarmm9xyr701d/Appendix%20Final.pdf?dl=0 https://www.dropbox.com/s/y2tarmm9xyr701d/Appendix Final.pdf?dl=0
National Letter to the Canadian Federation of Students (CFS) Having completed our report, we found issues with the structure of the CFS that hindered our ability to engage with the organization. Seeing that we were very much not alone in these concerns we worked with a number of other student unions to submit these concerns to the CFS through a letter. Some of the student unions involved that felt safe to do so, publicly signed onto the letter. This has so far resulted in some meeting minutes and financial documents being posted online as well as news coverage from on and off campus media. We will continue to push for all the asks on the letter to be accommodated.
Fight the Fees & Day of Action When we ran we were very clear about the approach that we would take in regards to advocacy. After a number of consultations with the CFS and not seeing many material differences between this campaign and their previous tuition fee campaigns we could not justify putting resources into a campaign that had not met it’s goal in 30 years. We welcomed our students to take part if they’d like, the RSU however decided not to play a role in this event. Our external advocacy efforts can be found with the Educational Policy Innovation Committee.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 31
VICE-PRESIDENT EQUITY
Position The Vice-President of Equity of the Ryerson Students’ Union has a responsibility to ensure that all students, especially those who identify as being apart of a marginalized group have the resources and support that they need to thrive and feel safer on campus. This role attempts to address the fundamental problems within our society’s dominant ideologies and promotes social justice, community-building and, ultimately equity and liberation. Since last year was a turning point for the RSU, we were essentially going through the transitioning process for the first time. As someone who had never participated in student politics prior to this role, it took me a few months to completely get my footing, but by July I had a good understanding of the RSU and the university system, in general.
In this portfolio, the VP of Equity has the pleasure and responsibility to oversee the great work that our six equity service centres do. The six centres are as follows: The Centre for Women and Trans People, Rye Pride, The Trans Collective, The Racialised Students’ Collective, The Good Food Centre and Rye Access. While the centres operate semi-autonomously, with the help of the coordinators and volunteers, under the supervision of the Equity and Campaigns Manager, the VP of Equity also provides support and resources to the centres and advocate on their behalf in all campus-wide committees and initiatives. Due to an updated outreach strategy, the Equity Service Centres have been able to be much more present on campus and build their communities effectively.
Committee Work In addition to supervising the Equity Service Centres, the VP of Equity also sits on a number of committees including but not limited to the Sustainability Committee, the Equity and Social Justice Committee, the EDI (Equity, Diversity and Inclusion) Steering Committee, and the Sexual Violence Support and Education Committee. While this does leave me stretched fairly thin, due to meetings for collaborative efforts, this is an essential part of addressing systemic issues and building a safer and more equitable community. The sustainability committee is currently working on an internal audit of the RSU’s events and operations included but not limited to meat consumption, paper usage and waste management. This report will be submitted to Sustainability Matters at the end of the year in hopes of earning the RSU a sustainability certification. The Equity and Social Justice Committee will be prioritizing events and collaborations that showcase different forms of oppression and celebrate diversity on campus.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 32
Select Projects and Events
Holistic Health Fair The Holistic Health Fair, previously named the Healthy Living Festival, took place in October this year, as we received feedback that in previous years when it was held in February in the SLC it was too cold and people didn’t feel inclined to stay at the event for a long period of time. This year we invited a lot of vendors from around the city that focused on a wider range of services that addressed issues such as sexual health, massage therapy, nutrition, and positive psychology. The event this year included a keynote speaker, a walking tour of Allan Gardens, and a contest in which three students won free meals at Basil Box. Overall, the event ran smoothly and we received good feedback.
Partnership with Residence and Urban Farm Urban Farm and Ryerson Residence have reached out to the RSU’s Good Food Centre, to provide us with additional funding each year. Residence has put in a new option for students to donate their leftover meal plan dollars at the end of the year. This year, we received $400 in the form of a credit to Ryerson’s Urban Farm. This is a huge benefit for students as we will now be able to buy fresh, local produce at wholesale prices, allowing us to provide more nutritious food to students who use our food service.
Partnership with TranQool This year we have partnered with TranQool very heavily to address some of the concerns with the service provided in Ryerson’s Counseling Centre. TranQool is an online platform where students can book an appointment with a psychologist or counselor and see them as soon as 24 hours from booking. The student also gets to choose which counselor they would like to see, and what issues the counselor focuses on. They can also rate the session, allowing us to know how effective the service is. This service is also reimbursable with RSU’s Green Shield Health and Dental Plan. Since we have increased the amount of dollars that students can reimburse on mental health services like counselors, and TranQool sessions are cheaper than seeing a counselor in person, the RSU hopes that this will help counseling become more accessible to students.
Looking Forward
Wellness Centre The much-anticipated Wellness Centre is officially underway. The space is cleared out and RSU is preparing to lightly renovate (superficially) and furnish the area. The town hall on mental wellness that
This is YOUR Students’ Union. Get involved! Email [email protected] Page 33 was held on the 17th of November was meant to ensure that students’ voices were being heard in regards to what issues we should prioritise, and what types of programming students would like to see in the Centre. From this point, we have formed a committee consisting of student representatives and relevant university administrators that will have ongoing meetings to plan and schedule programming and events in the Centre.
Coffee Culture Campaign Ryerson is a water bottle free school, however, with the high number of cafes on campus, there are a high number of disposable cups being thrown out. During the winter season, we will be partnering with Cupanion to get high quality, fair trade travel mugs, which will be used in giveaways and sold in the Member Service Office. Tim Horton’s, Balzac’s and Starbucks all give discounts for using your own mug, so it’s not only better for the environment, but can help students save money as well. While it is understandable that not all people will be willing or able to buy an RSU branded travel mug, this campaign is more so about raising awareness about the issue and suggesting several alternatives, including getting drinks “for here” at cafes, and bringing your own travel mug or bottle.
Campaign Contest In partnership with the Office of Sexual Violence Support and Education, RSU will be hosting a campaign contest in which students will have the opportunity to create a multimedia campaign addressing various equity issues including but not limited to misogyny, rape culture and, homophobia. This contest will run throughout second semester and the campaign that is chosen will be used in the upcoming school year. The semester-long contest will also provide mentorship and anti-oppression training to the participants. The goal of this contest is to engage students in equity issues and showcase the amazing creativity and critical thinking skills that Ryerson students have, while giving them financial compensation and community-wide recognition for their work. The RSU hopes that initiatives like this will be a new and exciting way to approach campus campaigns in a way that is student-led and Ryerson-centric.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 34
EQUITY SERVICE CENTRES
The Ryerson Students’ Union is committed to promoting equity and inclusion in all aspects of campus life. As such, the students’ union supports six Equity Service Centres to help foster a Ryerson community which is anti-oppressive and works to create safer spaces for women, lesbians, gays, bisexuals, trans people, students with disabilities, racialised students and the ever growing population of students living in poverty. These Centres are the Centre for Women & Trans People, the Good Food Centre, the Racialised Students’ Collective, RyeACCESS, RyePRIDE and the Trans Collective.
Each Equity Service Centre holds diverse membership and seeks to produce an environment of progressive social change for its membership and larger society. As such, each centre hosts events, campaigns and services to achieve such ends, as well as conducts outreach to better reach out to students with education and opportunities to engage in social justice work. Each centre is also staffed by one coordinator in the summer and two to three coordinators, during the Fall and Winter terms, who help facilitate the work of the centres, and ensure drop-in spaces uphold a mandate of anti- oppression and openness.
Equity Service Centre General Assemblies: The General Assemblies were created out of a desire for members and volunteer from all Equity Service centres to come together and talk about intersectionality, address common concerns and to show solidarity with each other. There are four general assemblies planned for this academic year.
Equity Service Centre Literary Club: The Equity Service Centre Literary Club is hosted once a month and looks to bring members from all centres together to discuss social justice and equity issues with intersectional lenses. Literary clubs have so far focused on racialised food security and indigenous stereotypes.
Equity Service Centre Drop-in Centres Each Equity Service Centre now hosts drop-in hours on a weekly basis. Drop-in hours can be found on the centres websites and physical doors. Drop-in hours are facilitated by volunteers who have undergone training that includes anti-oppression frameworks, active listening, crisis-intervention, and other relevant topics. The next drop-in training will be on Saturday, January 14, 2017.
CENTRE FOR WOMEN & TRANS PEOPLE The Centre for Women & Trans People exists as a space for all self-identified women on campus as a meeting place to gather to hang out, hold discussions, organise and mobilise. The Centre runs educational campaigns, provides services and resources to students, and hosts events that address the equity issues self- identified women face on campus and in the community.
The Centre for Women & Trans People exists as a space for all self-identified women on campus as a meeting place to gather to hang out, hold discussions, organise and mobilise. The Centre runs educational campaigns, provides services and resources to students, and hosts events that address the equity issues self-identified women face on campus and in the community.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 35
Consent is Mandatory Campaign: The Centre continues to host consent-based educations and campaigns that focus on building consent culture. No new resources have been created this academic year since much of the centre’s focus has been on advertising and engaging with the Sexual Violence Policy.
Sexual Violence Policy Campaign: The Centre has been involved in a number of areas of the sexual violence policy since it was first implemented. The centre continues to collaborate with the Office of Sexual Violence Support & Education (OSVSE) on a number of projects and within their advisory committee. The Centre has also been active in sharing and educating students on the policy.
The Centre has been mainly focusing on the review of the policy in November 2016. The Centre participated and advertised a number of public townhalls, while also hosting two independent of the university. The Centre has also collaborated with other Equity Service Centres to collect feedback. Ultimately, a twenty-page report of recommendations from the Centre was submitted to Ryerson University. The report suggests a number of recommendations, including but not limited to: more frequent reviews of the policy, increasing staff resources for the OSVSE, and clear and concise resources that explain the multitude of resources, policies and options for justice available to survivors. The Centre will continue to participate in future reviews of the policy and in all areas of its implementation.
Take Back the Night: September 16 As part of DisOrientation Week, the Centre organised a contingent to attend the Take Back the Night Rally and Gould and Victoria Street. This year’s march focused on violence against women with disabilities.
Sister’s in Spirit Vigil: October 4 The Centre organised a Ryerson contingent to attend and participate in the annual Sister’s in Spirit Vigil that recognises and mourns the lives of missing and murdered indigenous women.
Crafternoon The Centre collaborates with the Office of Sexual Violence Support & Education to host monthly crafternoons for community members to come together to do crafts.
Self-Healing Through Yoga and Art The Centre collaborates with the Office of Sexual Violence Support & Education to host monthly yoga and art workshops for people who have experienced sexual violence.
Cakes on Wheels: Weekly Fundraiser ‘Cakes on Wheels’ is a weekly bake sale fundraiser in support of the Sexual Assault Survivor Support Line. In addition to raising funds, Cakes on Wheels acts a way for volunteers to engage with the Centre, and acts as an outreach tool.
December 6 Memorial Planning Committee: The Centre has been working with campus partners to host a few events for the December 6 Memorial. The Centre will help host a number of events such as a screening of Gilmore Girls, drop-in crafts with Women’s Health in Women’s Hands (with the Racialised Students’ Collective) and the December 6 Memorial Vigil, among other events during the sixteen days of action.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 36
Sexual Assault Survivor Support Line: The Sexual Assault Survivor Support Line (SASSL) has had a complete review over the Winter and Summer terms. This has resulted in a relaunched program that has new hours, new training modules and new operational policies that better support survivors, volunteers and coordinators. The new training has included a more thorough training that includes crisis-intervention and suicide- intervention, anti-oppressive practices, active listening, scenarios and self-care training. The next training will be on January 21-22 and 28-29, 2017.
The current hours for the Fall and Winter semester are Mondays to Fridays from 12pm to 9pm.
Collective Meetings: The Centre continues to host collective meetings every other Tuesday to engage students in the Centre’s work and decision-making processes. This has helped increase volunteer numbers and their engagement in the centre.
Advocacy: The Centre continues to do a large amount of advocacy across the university around feminism, addressing misogyny, reproductive justice and building cultures of consent. The Centre’s drop-in hours are constantly being used by students who need to decompress or talk about these issues in a safer and supportive space.
A bulk of the Centre’s advocacy has also been focused on addressing anti-choice demonstrators who have been coming to Ryerson once a week since late September. The Centre has supported volunteers and general community members in making and distributing signs to block or counter large graphic images that demonstrators have held up. The Centre has also provided space for community members to come together and debrief whenever these demonstrators are on campus.
GOOD FOOD CENTRE The Good Food Centre has a mandate to discuss food insecurity, student poverty, nutrition and other topics aside from just operating as a food bank. Through its various services, programming, and workshops, the Good Food Centre continues to offer emergency food relief services for Ryerson community members struggling with financial obligations, underemployment, and poverty.
Food Bank Program: The Good Food Centre has been running successfully for the past semester. Volunteers continue to be an integral part of the Centre’s operations, assisting with events, intake, and weekly food deliveries from Daily Bread Food Bank. The Centre has also planned and organised new training schedules and workshops to better engage volunteers in the Centre. As well, the Centre continues to build relationships with Oakham Cafe, RU Eats and local food producers to ensure the Centre is stocked with healthier and local items.
The Good Food Centre has also added a new donation guide for campus groups, university administrators and anyone who plans to fundraise food or funds for the Centre. The guide aims to better educate donators to think of food insecurity issues when donating. The Centre has seen a huge increase in donations this past year.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 37
Good Food Box: The Good Food Box program usage has increased in the past year. The program operates weekly, and consistently has enough participants to secure a free Large Good Food Box for the food bank. Users are able to purchase a variety of fresh, locally grown fruit and vegetable boxes at low prices. This past summer, the Good Food Box was ordering system was moved to the Member Services Office so that community members could pay by debit or credit card with longer hours of operation.
Community Garden: The Community Garden is located on the third floor of the Student Campus Centre. Volunteers look after the garden throughout the spring, summer and fall. The food bank harvested fresh greens throughout the summer season. Plans are also underway for installing an indoor hydroponics garden this winter.
The Good Food Festival: September 27 The Good Food Centre hosted its annual festival on Gould Street with an array of food justice organisations and vendors. The Centre was also able to advertise their programs and services to students.
Eat-Up Meet-Up and Community Kitchens: Eat-Up Meet-Up and Community Kitchens engage students in an effort to promote food literacy, healthy eating, and affordable cooking skills. The Eat-up, Meet-ups are held at the Regent Park Community Food Centre and each workshop has a specific food skill and discussion topic as a focus. The Community Kitchens are held at the Student Campus Centre and are focused more on food preparation and lighter cooking.
Trick or Eat: October 31 Part of a nationwide campaign organized by Meal Exchange, the Good Food Centre collected food in lieu of sweets in Toronto’s Rosedale neighbourhood on the night of Halloween. Teams were organized with the Ryerson Red Cross to canvas sixty houses.
Food Security is... Campaign: The Centre runs a food security campaign that discusses five major factors: Acceptability, Accessibility, Affordability, Agency, and Availability. The campaign seeks to engage students in thinking about access to food holistically. The campaign has been successfully integrated into all areas of the Good Food Centre including the Hunger Report, intake-processes and new outreach materials.
Hunger Report: The Centre launched its second annual Hunger Report in November 2016. The report examines the effects and experiences of post-secondary food insecurity on campus, along with insights into its causes and potential solutions. The report compiles demographic statistics of the Good Food Centre as well as recommendations for the students’ union, university and governments to improve food security and reduce student poverty.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 38
RACIALISED STUDENTS’ COLLECTIVE The mandate of the Racialised Students’ Collective is to provide a space for students to mobilise against racism, as well as to provide safer spaces for racialised students, in particular, to share their experiences and build community on our campus. The Collective does this by hosting a number of campaigns and events, providing services that students desire, and by creating an active voice that challenges racism and systemic oppression on and off campus.
Meet n’ Greet: September 22 The Collective hosted a meet and greet for new members to get involved in the Collective. The space was created so that new members could join in a larger social space rather than jump right into the organising.
Collective Meetings: Every Other Week The Collective continues to hold collective meetings every other week. These meetings are an opportunity for students to find support, address issues, build community, and direct the work of the collective. The Collective will be launching a number of new discussion groups and campaigns based on conversations from the collective.
Queer & Trans People of Colour Collective: The Collective hosts monthly support and discussion groups for queer and trans people of colour. The Collective has also been working with the George Brown College Community Action Centre to host meetings bi-weekly alternating between campuses. The Collective will also be hosting an outing to Buddies and Bad Times Theatre on December 2, 2016 for a viewing of ‘Black Boys.’
Racialised & Indigenous Women’s Collective: The Collective hosts monthly support and discussion groups for women and trans people of colour. Initially, these meetings were also there to dictate the direction of the Racialised & Indigenous Women’s Symposium in March; however, the Collective may change that direction to host smaller and more frequent events and programs. The Collective will be partnering with Women’s Health in Women’s Hands on December 6 for a crafts drop-in day.
Black History Month Planning Committee: The Collective will begin hosting Black History Month Planning Meetings in late November and early December. The Collective will often hold a number of education, political, discussion and social events during February.
Racialised Microaggressions Campaign: The Collective is continuing its microaggressions campaign where racialised and indigenous students share their everyday stories of covert racism.
Advocacy: The bulk of the Racialised Students’ Collective’s work is based within advocacy initiatives. The Collective operates a drop-in space where students seek support, active listening and community where they that their stories of racism will not be trivialised or dismissed. Additionally, a bulk of the Collective’s work is addressing large scale racism within the media. The Collective responds to a number of media requests regularly.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 39
The Collective has also been actively involved in assisting local anti-racism projects such as Black Lives Matter and a clothing swap in late August.
RyeACCESS RyeACCESS recognises that students with disabilities have a diverse range of experiences both on and off campus. RyeACCESS works to reclaim our bodies and minds through advocacy, campaigns, outreach, education, and events. RyeACCESS focuses on both systemic and individual issues in an effort to create an equitable environment and promote the empowerment, autonomy and freedom of students with disabilities.
Mad Hatter Tea Parties: RyeACCESS hosts bi-weekly Mad Hatter Tea Parties to create safer spaces to talk about mental wellness, psychiatry and madness in a mad-positive environment.
Mindfest: October 5 RyeACCESS participated in Mindfest for the second year in a row. Mindfest is a multi-campus initiative that focuses on addressing mental wellness stigma on university campuses. At Ryerson, RyeACCESS helped coordinate outreach tables, speakers and handing out food and cake before attendees went to the movie screening later that night.
‘Fundamentals of Caring’ Movie Night: November 16 RyeACCESS hosted a movie night of the ‘Fundamentals of Caring’ to discuss the complex relationships between people with disabilities and their caregivers.
American Sign Language Courses: RyeACCESS hosts two American Sign Language (ASL) courses every semester. The ten-week program is one of the staple programs of RyeACCESS. The courses had a waitlist for the Fall 2016 classes and registration for winter courses are live at https://aslwinter2017.eventbrite.ca/
Reclaiming Our Bodies & Minds Conference Planning Committee: The Reclaiming Our Bodies and Minds Conference (ROBAM) was initially launched by RyeACCESS in 2011 and became a inter-campus conference last year. The conference converges on topics of academia, activism, service provision and community building. Along with partners from the University of Toronto, George Brown College and York University the conference has numerous sub- committees that work on everything from soliciting more than a dozen workshops, keynotes and panelists to coordinating barrier-free space through booking ASL interpreters, live-captioning, printing braille and inverse-print designs and having personal support workers on sight. The conference is well-known within the Toronto disability community. This year’s conference will be held from March 10 to 12 with the main day of workshops happening on March 11 at the Ryerson Student Centre.
Volunteer Meetings As one of the few centres that does not operate on a collective model, RyeACCESS will be hosting several volunteer meetings to discuss volunteer opportunities and strategies to better engage students in all the opportunities students have on campus and within RyeACCESS.
Advocacy:
This is YOUR Students’ Union. Get involved! Email [email protected] Page 40
RyeACCESS experiences unique advocacy opportunities. Due to nature of the work at any point a student may enter the office to utilize our resources. Often times this will include a session of active listening, discovering what the student needs and offering resources such as counselling, referrals to advisors and finding community organizations that fit. Through these experiences RyeACCESS is able to expand the needed on hand resources as well as expand on our community contacts. Advocacy at a larger scale involves creating and implementing campaigns around sanism, audism, and ableism. This is often spurred specifically by our one-on-one discussions with students in order to have more voices involved with our work.
RyeACCESS has had a strong focus on integrating conversations on mental wellness into the majority of events and outreach activities such as the Mad Hatter Tea Parties. Responses are still being collected on the Mental Wellness Taskforce survey, which collects statistics and feedback regarding mental wellness at Ryerson University. The survey can be completed in paper or online.
RyeACCESS provides educational material to help educate community members on ableism, sanism and audism. RyeACCESS has also been active in talking about sleep habits on campus. In the summer a flyer was created to talk about the effects of technology, food and hours of sleep have on mental wellbeing.
RyePRIDE RyePRIDE represents the queer and trans voices of Ryerson University. We offer education, advocacy and support of queer and trans people on campus. The goal of RyePRIDE is to create a safer and more positive campus environment for people of all sexual orientations and gender identities by. Resources and services are intended to build a healthy and queer-positive Ryerson community.
Pride: Unity in Progress: June 2016 This year’s Ryerson Pride theme was Unity in Progress, recognising that the work of building an intersectional and safer community is a work-in-progress. RyePRIDE and the Trans Collective’s events spanned the entire month of June. RyePRIDE hosted annual events such as the Community BBQ, Street Fair, and participation in the various Toronto Pride marches, but also created new events such as zine-making workshops, do-it-yourself clothing swaps, an open mic and a games day at Camp Queer. As well, RyePRIDE helped host the Black Queer Youth stage on Gould Street after Pride Toronto took away their stage. Thank you to all the volunteers, organisers and sponsors that made the month possible.
Mix n’ Mingle: September 21, 2016 RyePRIDE’s Mix n’ Mingle saw a large crowd of students attending the first official event of the academic term. Attendees were able to meet each other, but also engage in RyePRIDE activities and get involved in future projects.
Coming Out Gala: November 27, 2016 The annual Coming Out Gala is planned as a masquerade party (unfortunately same night as the Semi-Annual General Meeting). Attendees will get to participate in the theme activities, while also enjoying performances from activist and artist Dainty Smith.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 41
Collective Meetings: RyePRIDE hosts regular collective meetings where events and campaigns are determined by members. This year, RyePRIDE has also moved from a volunteer model to a collective model of organising, which has helped build investment and capacities of volunteers. Collective meetings will often alternate their focus from planning to support discussions.
Queer & Trans Histories Week Planning Committee: RyePRIDE, along with the other Equity Service Centres, will be hosting Queer & Trans Histories Week from January 23-27, 2017. Community members are encouraged to get involved in planning and attending events that will range from socials, discussions and action-oriented events.
Our Love Is... Campaign: RyePRIDE continues to promote the Our Love Is Campaign that focuses on the diversity and radicalism of love.
End the Ban Campaign: RyePRIDE is planning on educating and engaging the campus on issues with Canadian Blood Services ban on men-who-have-sex-with-men from donating blood. Additionally, recent changes in policies have also re-enforced transphobia within the policies.
Advocacy: RyePRIDE’s advocacy is largely focused through outreach in the Our Love Is campaign and through one-on-one advocacy through offering drop-in space. The larger volunteer base is attributed to many students looking for a space to meet new friends and build an environment that is queer and trans positive on campus.
RyePRIDE (along with the Trans Collective) has also been playing a larger role around education on campus, including advising campus groups, collaborating and providing feedback to Equity, Diversity and Inclusion and hosting workshops for Residence and Orientation leaders.
TRANS COLLECTIVE The Trans Collective is focused on challenging transphobia, cissexism, transmisogyny, and binarism at Ryerson University. The Trans Collective offers education, advocacy, and support for trans people on campus. We have regular meetings where trans students can support and work together. We also have entertaining and educational events regularly throughout the year, to welcome new members and celebrate each other. The Trans Collective’s main goals are to create trans-inclusive classrooms and campus environment, and to sustain a welcoming and respectful community by and for trans people at Ryerson.
All-Gender Washrooms Campaign: The All-Gender Washroom Campaign (sometimes known as the #GiveACrap campaign) has been an ongoing project, lead by the Trans Collective, for more accessible all-gender washrooms on campus. Beginning in September 2014, the campaign has included artistic expression, direct action, negotiation with the Ryerson administration, along with discussions with the students’ unions and building managers. The Collective is excited to see the launch of the new all-gender washrooms in Oakham House in January 2017.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 42
While Ryerson University has responded to this campaign with a series of ‘Trans Awareness’ events in November 2015 and has agreed to convert the existing single-stall bathrooms to be all-gender, we have not seen substantial movement within the campaign. This campaign is ongoing, as the Trans Collective works towards an equitable number of all-gender washrooms on all of Ryerson’s campus.
All-Gender Change Rooms: The Collective has had a number of issues in securing, updating and maintaining all-gender change rooms in Kerr Hall. While the change room was provided last year, it was closed during the summer for renovations.
Discrimination in the Classroom & Safety on Campus: The Collective has been working with various levels of university administrators to address safety on campus and discrimination on campus. The Collective is currently looking at policies and procedures in classrooms to better support students facing transphobia and cissexism in the classroom. Additionally, the Collective has been heavily involved in trying to improve Ryerson’s name change policies to be as barrier-free as possible.
The Collective has also been working with Security Services to incorporate new training around equity, inclusion and implicit bias towards marginalised people.
Pride 2016: June 2016 The Trans Collective participated and hosted several events during Pride Month at Ryerson (full details under RyePRIDE’s section). The Collective hosted events such as the ‘Blanket Fort Broadcast’ movie night and ‘Game On’ board and video game night.
Trans Picnic & Pride Town Hall Meeting: August 30 The Trans Collec
Fall Equinox Social: September 22 The Collective hosted its first event of the academic term as a social
Trans Collective Meetings & Trans Support Network: Trans Collective Meetings are opportunities for trans, nonbinary, genderqueer, questioning, and otherwise non-cis students at Ryerson to gather for organising events, campaigns and activities. The Trans Support Network was created to provide a purposeful space to provide peer-to-peer support for members.
New Office and Clothing Swap: After a very long struggle to secure a dedicated space, the Collective is now located in SCC213. In addition to the new space, the Collective also operates a clothing swap where students can drop by to donate or pick up. The swap is currently looking for larger clothes and more ‘masculine’ clothes.
Advocacy: The Collective advocates on a number of issues on and off campus. Much of the advocacy focuses around advising and pushing decision-makers to treat trans inclusion as an urgent issue. The Collective has been working on issues around washrooms, change rooms, discrimination in the classroom, name change policies and other issues with university administrators since its inception.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 43
The Collective also does a lot of one-on-one advocacy for students by providing drop-in spaces, active listening, resources and referrals.
The Trans Collective (along with RyePRIDE) has also been playing a larger role around education on campus, including advising campus groups, collaborating and providing feedback to Equity, Diversity and Inclusion and hosting workshops for Residence and Orientation leaders.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 44
VICE-PRESIDENT OPERATIONS
Vice President of Operations role is a major key to the success of the organization. As the Operations, I’ve been responsible for services, finances, day-to-day operations and any issues that arise operationally. This report is focused on specifics of the portfolio, its committees and its achievements. If you have any questions or concerns, please feel free to email me at [email protected]
Finance Committee This year has been a big overhaul of our financial department. With a new bank, auditors and staff, the finance department has been extremely busy with streamlining the organizational processes.
A part of our financial overhaul has been our staff. After a point where there was no full time staff in finance department as they moved to other places, we hired two staff members in the Finance Coordinator and Financial Controller position. The Financial Controller has played an important role in streamlining our practices and helping the transition with our new banking partners.
After 18 years, we successfully changed our banking partners from ScotiaBank to TD in summer of 2016. There were various reasons behind the switch, one of the primary reasons were the bank accounts were not properly segregated, i.e. separate accounts for health and dental, student groups and general accounts. Also, RSU didn’t earn interest on money in their accounts but rather ended up paying the bank a service fee, however, with TD, RSU will be making interest revenue and will be cutting the service fees.
With new banks and staff, the other changes were the auditors. This year we moved to PwC as our auditors focusing on an overhaul of our financial practices.
The finance committee has met a couple of times this year to work on the budget, semester updates and discuss practices to improve the financial practices within the RSU.
Bursary Committee The Bursary committee focuses on the Emergency Grant program available to all the members of RSU. This year, we changed the application to make it more clear on the criteria under which the students can apply to ensure that the bursaries are provided to the students who actually are in need of the grant.
There is $40,000 budgeted for the whole membership in emergency grants. With rising costs of living as a student and unforeseen circumstances, this bursary is as an opportunity to give back to the students who are in need.
Bylaw Committee The Bylaw committee is responsible to inspect the RSU bylaws and governance. The major changes were proposed to the Board and now are presented in front of you today to approve. We think these changes are necessary for us to have strong governance in place.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 45
Health and Dental Plan Building on the successful changes last year, the health and dental plan has been strengthening itself as a service to all of the RSU’s membership.
One of the major changes within the Health and Dental plan was the Opt-Out process. With almost 10 years in the works, the new opt out plan is now live. All the students who opted out of the health and dental plan last year weren’t charged for this year’s plan and there were no refunds issued on RAMMS for those members. Only first year students who opted out of the service will be getting a refund through their RAMMS account and won’t be charged the following years.
The new improvements to the opt-out plan has helped the membership avoid a whole process of filling forms and waiting to get a refund from their RAMMS account.
Building on the last year’s introduction of MyWellness Program, RSU executed Holistic Health fair and Mind Fest to promote the program. The event received a great reception as the students were offered free massages, snacks and discounts for health services.
This year, the Psychologist/MSW benefits increased from $350 to $500 without any additional charge to the students. This has been a great aspect for RSU working towards providing more resources for Mental Health accommodations.
Member Service Office With the opt out plan kicked in, MSO has been able to function properly. MSO has been selling TTC passes and tokens, movie, events and comedy club tickets. The Office also allows students to enquire about the health and dental plan or file their claims.
As Vice President of Operations, I’ve been talking to various students about rental services to benefit the membership. There will more updates throughout the year but all suggestions are welcome.
Copyrite/Used Book Room The biggest change in the services part of my portfolio has been the revamp of the Used Book Room to an online platform. The Used Book Room last year incurred a loss of $96,186.39 and the sales were operating on a declining trend. Additionally, after consigning the books, RSU was taking a 25% consignment fees from the students; with the new platform, RSU doesn’t collect any consignment fees from the students. When it came for students to collect their cheque, the wait period was from 2- 4 weeks which was a big inconvenience especially for folks who commuted to pick up their cheques or inquire about their consignment. The new platform is accessible to students 24/7 from anywhere as opposed to a physical store with limited hours.
CopyRite has been looking to improve its services and we are looking into adding more terminals to combat demand. Along with that, the self-serve printers will be up and running as we were finalizing details with CCS.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 46
Campus-Wide Booking System The RSU has been trying its best to reduce the response time for room bookings as we understand the struggle of finding space on campus. Moreover, The University is working on a new campus wide booking system in order to solve room booking issues on campus. More information will be flowing in soon as they move ahead setting the parameters of their new system.
Complete IT Restructure Coming into Office this year there were some issues regarding Internet access, and security. Majority of colleagues in the RSU office were experiencing difficulty completing daily tasks with faulty network connections acting as a barrier. Upon further investigation we realized that RSU was using an inefficient, and vulnerable network structure. As a result of this investigation we coordinated with CCS within Ryerson, to gather the necessary data to restructure and secure our network. This transition to a secure network has allowed the staff and services of RSU to effectively fulfill their roles, and work more efficiently to provide for students.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 47
SERVICES AND OPERATIONS
MEMBER SERVICES OFFICE The Member Services Office is located in the lobby of the Ryerson Student Campus Centre, at 55 Gould Street. A busy info and deals hub, throughout the summer and into the new academic year, the Office continues to offer great discounts to our members, and the entire Ryerson Community. The Member Services Office offers discounts on event tickets, school supplies, TTC fare media, and more. It is also the location for services such as the RSU Members’ Health and Dental Plan, Campus Lost and Found, and the International Student Identity Card. The Member Services Office is a great place for students to sell tickets to campus group events, as well as advertise campaigns and events to our community. The Member Services Office employs a number of full time undergraduate students part time, in conjunction with the Career Boost program. We currently have 10 student employees, all full time status from various departments.
The most popular services continue to be:
• Discounted TTC Metropasses (Both VIP Adult and Post Secondary) • General Inquiries Desk • RSU Members’ Health and Dental Plan • Campus Lost and Found • Discounted tickets (Such as Cineplex and Carlton Cinemas) • RSU and Student Group Event Ticket Sales • Ski Trips, Social Trips, Pub nights and other social events • RSU exclusive merchandise, such as our Yonge 6 Gods t-shirts
Post Secondary Metropass The Post Secondary Metropass continues to be available to full-time students only. Trans I.D. Services and the TTC partnered with us to help bring TTC Post Secondary ID Distribution to our campus once again this year, visiting on the first day of classes on September 6 and again on October 26 to serve students whose cards from the previous year were expiring. This program continues to be quite successful and allows most of our members to avoid delays associated with the Sherbourne Subway Station location.
The price for the pass did not increase in 2016.
VIP Discounted Adult Metropass The VIP Discounted Adult Metropass is available to the entire Ryerson community: full and part time students, staff, and faculty.
The price for the pass did not increase in 2016
TTC and Presto On November 10, 2016 we received the following update from the TTC:
This is YOUR Students’ Union. Get involved! Email [email protected] Page 48
“At this time, we expect the migration of the Metropass Volume Incentive Program (VIP) to the PRESTO Metropass Discount Plan to occur in late 2017. Current VIP customers may continue to purchase passes through VIP until that time.
The new PRESTO Metropass Discount Plan will be similar to the current TTC Metropass Discount Plan. Once the transition to PRESTO occurs, companies will no longer be required to administer the program as customers will be able to sign up individually. Participation in the PRESTO VIP plan requires customers to commit to purchasing the Metropass each month, for one year in order to receive an 8% discount. Customers will receive the same access to the TTC system as they do today with any Metropass (unlimited travel for one month).
Once full details regarding the transition have been finalized, the VIP Program Administrator for each company will be advised and we will update our website.”
This means the RSU and the Member Services Office will continue selling TTC Metropasses until late next year. Any other updates we receive will be relayed to our membership as soon as possible.
As of now, there is no Post Secondary Student discount with TTC and Presto.
Metropass Sales
Post Secondary 2015 May – 59 June - 71 July - 41 August - 40 September - 331 October – 342
Total – 884
VIP 2015 May – 1502 June – 1458 July – 1199 August – 1118 September – 1463 October – 1672
Total – 8412
There is a decrease in sales of 381 Metropasses overall, however only in terms of Post Secondary, as VIP Metropasses increased by 47 passes. This could be influenced by such factors as the availability of the Postsecondary Metropass at TTC Collector Booths and Kiosks, the implementation of the Fall Reading Week, and the integration of Presto with the TTC.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 49
Discounted Tickets The Member Services Office continues to work hard to offer students other exclusive discounts. This semester saw the return of comedy club tickets, with an Absolute Comedy discount added to our discounted merchandise.
Some examples of the most popular discount examples include:
TTC Student Metropass $112 Savings of $29.5
TTC VIP Adult Discounted Metropass $124.5 Savings of $17
CINEPLEX Admit one $9.50 Savings of approx. $5
Carlton/Rainbow Theatre $6 Savings of approx. $3
Ripley’s Aquarium of Canada $28 Savings of approx. $10
The Member Services Office continues to raise awareness of these great savings through weekly ads in the RSU E-Newsletter, posts on the RSU Facebook page and advertisements throughout the campus.
Campus Lost and Found The Campus Lost and Found service remains very busy. The Lost and Found log system that was introduced in January 2011 has continued to effectively streamline the Lost and Found and increase efficiency. We continue to advertise our services regularly, and connect with departments around the University, as to help move items back to their rightful owners.
RSU Members’ Health and Dental Plan Info Member Services Office Staff are well trained in all aspects of the RSU Members’ Health and Dental Plan. Students can get information about benefits, pick up a benefit card, learn about opting in or out of the plan, file claims with our staff and speak directly with the Health and Dental Plan Administrator.
International Student Identity Card The International Student Identity Card program continues to provide students with access to discounts locally and around the world. The new production system is completely online, removing the need for data exporting as card info is immediately logged with the Canadian Federation of Students, validating the card instantaneously. It continues to be a popular service.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 50
MEMBERS’ HEALTH AND DENTAL PLAN All full time members of the Ryerson Students’ Union are automatically enrolled in the RSU’s Health and Dental Plan, which offers coverage from September 1 to August 31 of each year. The Plan is designed to offer extended health & dental benefits coverage to students and to provide protection and security for eligible students to minimize the effects of injury or ailments. The Plan supplements any individual health care expenses not covered by the provincial health care plan. With all the delisting of various services from our own OHIP, the Health and Dental Plan enhances the basic coverage students require to stay healthy and be well for their studies. Members who enrolled in fall term were charged the fee for the Members’ Health and Dental plan of $314.00 Over the years we have added a few services to the benefits plans that many students have taken advantage of such as; Naturopath and Acupuncture-some of the most popular items used by our membership include Wisdom teeth removal, Registered Massage Therapy, Prescription Drugs and Orthotics.
We continued with Green Shield on contract for 2016-17 benefits year as our insurance provider, the RSU executive team last year signed a five year contract with our insurance broker –Gallivan & Associates we were able to secure with the university’s ESSF office a new opt out refund system that we have tried for over ten years to implement. All full time students that had applied as an opt out status last year in 2015-16 were NOT charged the fee this year, no credit was applied and no refund was issued to the RAMSS account- the students tuition fee statement. This new refund process was very well received by full time students, only first years or returning students that never applied before that submitted an opt out application on line received the credit. Not only does it make it easier for the students, it is a refund system being used by many colleges and universities across the country.
To ensure that students were well informed about the Plan’s service, extensive outreach was conducted during Orientation events and the Week of Welcome. The far-reaching marketing campaign focused on informing students about coverage and educating them on how to use the extended coverage. The marketing campaign not only encouraged students to use the Plan, but informed them of their ability to opt-out if they have additional coverage by the deadline date. Various forms of advertisement included: course calendar, Student guide , RSU handbook, posters, flyers, RSU site, outreach tabling and newspaper ads in the Ryersonian and EyeOpener, campus emails and RSU e-newsletter, which we find is the most effective in communicating with our students.
We had special on-campus promotions done at RSU events this fall term on campus both at Mind Fest on Gould Street and at the Holistic Health Fair in Student Learning Centre – as well we were at Campus Groups Day during WOW. The focus was the opt out deadline date reminder and our promotion of our onsite service myWellness for mental health resources, which started in 2015.
The information and tools available through myWellness have been developed to assist students in increasing and/or sustaining optimal health, so they can maintain a productive and positive lifestyle while completing their studies. The program guides students through their struggles with a self- advocating, self-empowering, and feelings to words methodology. It was designed not for the working stiff, or the executive that is about to retire, but for the Canadian post-secondary student. The myWellness tool provides students with anonymous access and takes them through a series of questions, which takes 5-10 minutes. The student’s answers generate a personalized action plan, and where applicable, a treatment plan and a follow-up program. These can be shared with their on campus physician, counselor or family physician, simply by printing it out or sending by email, right from the responsive designed webpage. The questions have been set up to help students identify common issues like generalized anxiety and depression, but also focuses on student centered issues
This is YOUR Students’ Union. Get involved! Email [email protected] Page 51
like generalized adjustment disorder, eating disorder, and sleeping disorder. It has also been designed to consider a student lifestyle within the responses. Students can also access the Toolbox items, barrier-free, and instantly have resources at their fingertips; such as games, apps, and helpful websites and articles.
The simple stress test card and theme of “checkup from the neck up” has been a highly successful campaign, as we know the lengthy wait time for Ryerson’s counseling centre deters many students. In September 2015, 664 students accessed the myWellness site and a year later in Sept 2016, 1,305 students have used it. Immediately, access tools for stress reduction and for managing your symptoms. We have monthly displays on LCD screen at Members Services Office and will do special promotion during December exams.
The Health and Dental Plan Office has received several compliments on the new and improved RSU site and refund system from both parents and students searching for opt out information and insurance benefits details. Students on the plans can use either their pay direct RSU Care card to use at a pharmacy or dental office for direct billing. We continue to accept manual claims at our office and a batch is sent every evening (Monday-Friday) in mail to Green Shield for reimbursement processing.
The Health and Dental plan is provided to all full-time students (undergraduate and graduate) for a full 12 months of our benefit year, September 1st to August 31st. The Plan is designed to offer extended health & dental benefits coverage to students and to provide protection and security for eligible students to minimize the effects of injury or ailments. The Plan supplements any individual health care expenses not covered by the provincial health care plan. With all the delisting of various services from our own OHIP, the Health and Dental Plan enhances the basic coverage students require to stay healthy and be well for their studies.
Please visit our site at www.rsuonline.ca/services or go for more information and details on coverage and for materials and resources at www.mystudentplan.ca/rsu
FALL 2016 STATISTICS:
OPT OUT Breakdown # of students Both plans @$314 3,100 Health only @$135 60 Dental only @$179 84 Total ON LINE 4,257 submissions Fall 2016 enrollment 32,861 Total credits posted to 10,962 RAMSS( Includes previous opt outs) Records at Greenshield 21,899 OPT IN BREAKDOWN Total students that applied 239 Both plans 200 Health only 14
This is YOUR Students’ Union. Get involved! Email [email protected] Page 52
Dental only 25 ADD ON (dependents for 4 different packages families) Total students applied 247 $ amount received for $58,838 payment
Highlights of Insurance Benefits:
Health • 80% Prescription Drugs of all generic equivalent prescribed drugs • $500 Massage Therapy • $250 Naturopath • $300 Orthotics • $300 Acupuncture
Dental • Annual Maximum of $750 for dental benefits per year • 80% for annual exam one unit of SCALING • 75% for fillings *75% for wisdom teeth extraction (4 per year)
Plus, we offer a Medical Emergency Travel Plan that covers students for maximum of 60 days while out of country or province.
The RSU Executives will continue to explore avenues to improve the Members’ Health and Dental Plan and ensure it remains responsive to student needs. They have reinstated the annual Health Fair event and continue to promote the myWellness mental health resources site in many forms of communication.
Photo from My Wellness Campaign at Holistic Health Fair-Oct 26, 2016
This is YOUR Students’ Union. Get involved! Email [email protected] Page 53
COPYRITE PRINTING SERVICE This year so far at CopyRITE has seen modest increases in sales and a stable working space with related equipment and most operations remaining the same running relatively smooth. In September, we decided to remain closed on Saturdays due to the poor sales and high labour costs incurred over last year’s Saturdays. With the Used Book Room moving to an online platform, the staff noticed a reduction in customers at CopyRITE during the evening hours when the part-time students would typically have been also looking for books. This possible trend is being watched to see if we may need to target the part time students more directly to CopyRITE’s services. The overall sales were increased both over the summer as well as the period from Sept1 to Oct31 when the new school year started. May 01,2015 – Oct 31,2015 $147,923 (+16%) May 01,2015 – Oct 31,2015 $127,424 (-40%) May 01,2014 – Oct 31,2014 $212,424 (-6%) May 01,2013 – Oct 31,2013 $226,560 (-9%) Sept 01,2015 – Oct 31,2015 $ 65,150 (+11%) Sept 01,2015 – Oct 31,2015 $ 58,805 (-41%) Sept 01,2014 – Oct 31,2014 $ 99,401 (-4%) Sept 01,2013 – Oct 31,2013 $103,464 (-20%)
During the summer, the physical Used Book Room was shut down while the operation was moved online, so there was anticipation the staffing would not have to share duties anymore and there would be an overall reduction. We did reduce the staff but the duties within the Book Room did not end for many months. The duties continued for students receiving their books, and the related book searches, for issuing and distributing cheques for sold books, and for answering student queries about the old and new book room systems. The usual rush in the book room was absent, but there were still a large number of students looking for the old service and their books, to which the CopyRITE staff still needed to provide that customer care for. At this point, we still distribute cheques, but staffing required at the Used Book Room remains minimal. Part time staff were hired mainly during the month of August to allow for training prior to the new school year. Overall the transition to CopyRITE operations was much smoother this year, partly due to the advance hiring and partly due to the staff being dedicated to the CopyRITE operations rather than the demands of the Used Book Room. The mix of new staff and remaining staff is good this year for mentoring and providing good customer service while the new staff learn all the intricacies of the procedures and equipment. A part time staff was hired to help promote CopyRITE out with marketing and advertising while also providing a stable resource for scheduling, staff related questions, and shop operations. CopyRITE’s presence on campus and in the direct community continues to be lacking, including direct signage for the store itself. Once marketing strategies are put in place, sales are expected to show even more growth as CopyRITE becomes more visible.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 54
The point of sale system has been reviewed and identified a worthwhile investment for replacement with a more efficient solution. A lot of work has been going on behind the scenes to select a suitable system and to review the entire stock and sales items lists to update, validate and correct the data getting ready for transitions to a new POS. Problem sales transactions will be able to be identified much easier and corrected with the operator rather than the ongoing correcting entries that need to be done currently. The opportunity to have some paperless job entry, tracking and billing will be a new and exciting leap for CopyRITE workflow. Finally, a quick and responsive system will reduce the sometimes painfully slow POS currently in operation. This work is ongoing but hope to have the system installed, tested and in service ready for January. Equipment within CopyRITE is working well with only the wide format laminator being replaced with an economical demonstrator unit to replace the half broken unit we had still been using until it stopped properly working this summer. The equipment is functioning as expected and being repaired promptly. There will be a review of the equipment in the coming months, including requirement for any new operations that may be in demand such as 3-D printing, or novelty item printing (onto pens, etc)
This is YOUR Students’ Union. Get involved! Email [email protected] Page 55
VICE-PRESIDENT STUDENT LIFE AND EVENTS
Position According to the Ryerson Student Union’s Bylaws (updated on Nov 30th, 2015), the Vice President Student Life and Events is responsible for participating and providing direction as a voting member of the Executive, Student Groups, Course Unions, and Events and Entertainment Committees. The Vice President Student Life and Events plans and co-ordinates Ryerson Students’ Union events and student life initiatives. They co-ordinate the programming of major entertainment events. They work in consultation with appropriate staff and committees, program events at the Student Campus Centre. is a member of the Student Centre/Palin Foundation Board of Directors They are the liaison between Ryerson Students’ Union and the Course Unions and Student Groups. They supervise the Events and Entertainment Commissioner, Student Groups and Course Unions Commissioner.
Committee This year’s Vice President Student Life and Events has the opportunity to work with a talented pool of hardworking student leaders. This year’s Events and Entertainment Committee is comprised of Sandra Bahoua(Events Commissioner), Yuli Jadov(Student Groups Director), Betty Wang(Course Unions Director), Binish Ahmed(Deputy Chairperson Student Life), Brodie Metcalfe(Events Coordinator), Lauren Emberson(Residence Council Representative), Daniel Lis(Director), Angelo Robb(Director), Michelle Park(Director).The Student Group committee is comprised of Amar Latchman(Course Union and Student Group Commissioner), Yulia Jadov(Student Group Director), Leatrice O’Neill(Campus Groups Administrator), Dahab Ibrahim(Director).
There are over a 150 Student Groups, Course Unions, Affiliate Groups working with the Ryerson Students’ Union. The Vice President Student Life and Events has the unique opportunity to work with and for these campus groups over the year.
6Cent Date: May 1st, 2016 Attendance: 4,500 People Towards the start of the Spring/Summer term, the Ryerson Students Union came back with yet another record breaking concert styled event. With tickets priced at only six cents, sales occurred at rapid rates and accumulated a successful donation towards a local charity. 6CENT concert was headlined by DJ ESCO; the concert saw the return Drake. Starting the year off well, this concert garnered city-wide interest and brought Ryerson University to media attention yet again.
Concerts and Music Festivals have a tendency to draw out the Ryerson Crowd. Parade and Picnic 2015 had over 8,500 tickets sold in minutes. The RSU was able to establish student engagement by releasing the tickets online and asking Ryerson Students to pick up their wrist bands right here at Ryerson. Planning and working at a Concert is something students from all faculties showed keen interest in. Ryerson University has been a great
This is YOUR Students’ Union. Get involved! Email [email protected] Page 56 supporter of experiential learning, and the experience that students get from planning and working for the Concert will be the bridge between academics and experiential learning.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 57 6Fest Pop Up Launch Concert Date: September 7th, 2016 Attendance: 3500 The 6FEST pop up launch concert, was a surprise concert put together for Ryerson Students during the Orientation Week. The concert was opened up by DJ Dattabase and French Montana made an appearance half way through the concert.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 58 RSU SWAG The merchandising for the year includes: Handbooks, pens, t-shirt, lanyards, drawstring bags, phone cardholder sticker
Earlier this year, over 10,000 units were available in stock. Most of the handbooks were distributed to first year students during their O-Week and Week of Welcome. Pens, t-shirts, lanyards, drawstring bags and phone cardholder stickers are kept in storage to be distributed during campus group events.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 59 Campus Groups Training Campus group training occurred at the Tecumseh Auditorium. There were student groups, course unions and affiliate groups present. There were a wide variety of topics covered during the presentation, including EDI briefing, campus group code of conduct, and finance management.
Ghouls On Gould Ghould on Gould is a Halloween themed event that the Ryerson Engineering Student’s Society had put together. This was an effort by the engineering student society to bring put together an event while bringing student societies and the students’ union together. This event featured, a Haunted House, Escape Room, Petting Zoo, Pumpkin Carving, Candy apple making, spider Web booth, a Psychic, Dart board Game, Popcorn, Hot chocolate and Food Trucks. The Ryerson Students’ Union assisted in the general logistics and operations of the event.
Diwali Cultural Gala Date: Nov 5th, 2016 Attendance: 700 The Diwali Cultural showcase is an annual event that has been organized by the Ryerson Indian Students' Association. Diwali is the Indian festival of lights and signifies a holy and traditional set of days for Indian and Hindu people all around the world. This event had an array of cultural performances from Dancers to Singers and guest speakers. The International Student Society (at Ryerson), The Ryerson Sri Lankan Students Association, The Pakistani Student Association, Students for Free Tibet, The Hindu Student Association, The Ryerson Engineering Student Society, Ted Rogers Student Society, The Ryerson Arts Society, are partnered with the Ryerson Indian Student n on this event.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 60
6Fest Date: Nov 10-11, 2016 Attendance: 22,000 6FEST was a 2-day music festival featuring some of the best local, national and international talent all genres of music. Two days of DJ’s, artists, food trucks and a variety of vendors. 6FEST was located in the heart of downtown Toronto with a stunning view of the gorgeous skyline. The location was accessible through TTC, GO transit and by taxis, making it extremely convenient for all attendees. The venue was about 348,000 sq.ft comfortably housing over 20,000 attendees. 6FEST provided wheel chair accessibility throughout the music festival, and also has accessible restrooms. There was medical assistance at the festival grounds during the whole event. The Ryerson Students’ Union put on one of the largest post-secondary music festivals in the Nation. Diplo, French Montana, Pusha T, GrandTheft, Thugli, Roy Woods, DVSN, and many more artists were featured at 6FEST.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 61 Fall Reading Week Trip Date: Oct 13-16, 2016 Attendance: <100
Orientation Week
Monday August 29 Free Pancake Breakfast (9:30-11:30am) Student Centre The RSU exec and volunteers were out each day providing students with free pancake breakfast and providing orientation kits for first year students. Hundreds of students dropped by, and volunteers and the RSU executive were able to introduce them to the services of the Student Union and Student Centre.
Blue And Gold Games (2-5pm) Quad
Pep Rally (5:30pm) Gould Street The RSU Exec and the Orientation Team came together to host a pep rally prior to the Orientation Basketball Game. Complete with face art, sign making, Rams tattoos, noisemakers and giveaways, students were put in the right mood to cheer on the Rams.
Rams Basketball Game (6:30pm) Gould Street The men’s basketball team played in the arena with an audience of over 1000. The RSU and orientation team successful packed the venue and gave the team the spirit and dedication they needed to win the game.
Rammy’s Karaoke (8-11pm) Ram in the Rye Patio The RSU and the Orientation Team came together to present this annual event. Students signed up in advance for karaoke songs they wanted to sing and had the chance to rummage through a costume box so they could dress the part. Prizes were awarded for best solo, duet, group and crowd pleaser.
Tuesday August 30 Free Pancake Breakfast (9:30-11:30am) Student Centre
Sports In The 6 (11-5pm) Gould Street
This is YOUR Students’ Union. Get involved! Email [email protected] Page 62
The RSU co-hosted a new take on the classic O-Fest Carnival, in conjunction with Hart Entertainment and Ryerson Orientation Team, with large inflatable games, free food and live music.
Wednesday August 31 Free Pancake Breakfast (9:30-11:30am) Student Centre
Thursday September 1 Pancake Breakfast (9:30-11:30am) Student Centre
$2 Bbq Lunch (1-2:30pm) Student Centre In collaboration with the Ryerson Orientation team and Oakham House, the RSU hosted this annual BBQ, providing a cheap lunch, $2, which included a burger, side and a drink. All proceeds went to the Community Food Room for the food bank.
Devo Jam Sessions (2-6pm) Lake Devo This event coincided with the BBQ Lunch and featured a few Toronto based bands performing in Lake Devo featuring Hollerado and supporting acts, Safe as Houses and Good Anya.
Hip Hop Event (8-11pm) Quad The RSU teamed up with the Ryerson Orientation Team to host a night of hip hop music in the Quad featuring Shad with Daniel Caesar supporting.
Black Light Party (9pm-2am) Ram in the Rye For another year, the RSU hosted the Black Light Party, where attendees were encouraged to wear white and glow on the dance floor under the pub’s black lights. DJ Intrinity kept the music going, and students received free glow swag at the door.
Fall Wow 2016 (Week Of Welcome)
Tuesday September 6 Street Festival (11am-6pm) Gould Street An annual tradition familiar on the Ryerson campus, the RSU’s Street Festival is a full day of fun and excitement on Gould Street. Ryerson students came out to Gould Street to enjoy live performances, free giveaways from sponsors, popcorn and free airbrush t-shirts and more.
Wednesday September 7 Campus Groups Fair (11-3pm) Gould Street Gould Street was closed for the day to allow for our over 200+ campus groups to set up a table and outreach to the Ryerson community. Each group was given a table and was allowed to set up their
This is YOUR Students’ Union. Get involved! Email [email protected] Page 63
display to promote to students and educate them on their group. The day was a success, catering to thousands of students.
6fest Pop Up (8:00) Gould Street In anticipation of 6fest, the RSU organized a pop-up concert on Gould Street that saw upwards of 5000 attendees who showed up to see a special guest performance by French Montana.
Thursday September 8 Tumult Arts Festival (4-10:30pm) Lake Devo & Gould Street 2016 was the first year to feature Tumult and full-scale art festival featuring Interactive Installations produced by Toronto and Ryerson-based artists; a live competitive painting competition hosted by Art Battle Toronto; Live musical performances by Toronto funk artists; and performance artists. Friday September 9 Parade And Concert (4pm-11pm) Keeping with its 56 year tradition, RSU hosted the annual parade and concert. Beginning with a parade, thousands joined together to march through the streets of Toronto. Upon returning to the Ryerson campus, students were met with a music festival called HomeGrown, featuring some of Toronto’s best female Hip Hop artists and DJ’s. Free airbrush Artists, Live graffiti art, food trucks, and musicians, this event became the classic block party and a great way to round out the week.
Ram Programming Ram In the Rye
THURSDAYS The RSU and student groups and course unions collaborate on weekly Pub Nights, Parties and Karaoke Nights from 10pm-2am.
Devo 2016 OCTOBER 9 Gould Street The RSU partnered with Urban Hip Hop Union to produce a fall Hip Hop dance and emcee competition and showcase. With various categories for novice and industry performers and notable Toronto dance/emcee battle judges, this event brought hundreds of people out to Gould Street to witness the magic. The purpose of the event was to provide a positive hip hop image with Dancers, Emcees and Graffiti artists all together for respectful competition.
New York Fall Reading Week Trip OCTOBER 15-19 To give students the opportunity to get out of the city during reading week, the RSU hosted a trip to New York. The RSU teamed up with TNT Tours to make the trip happen and organized a variety of programming including daily tours of upper and lower Manhattan, Williamsburg, Brooklyn, Soho, Central Park, Chelsea, the Highline, Financial District and more. Students stayed together at a hotel Jersey and regular shuttle service was organized to get students around the different parts of the city. For four days and three nights hotel stay, the RSU was able to offer the lowest price of $329 per person for the trip. 70+ students attended this year.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 64
COMMITTEE AND COMMISSIONER REPORTS
SPORTS AND ATHLETICS COMMISSIONER
September - October - Liaison between the RSU organization of the Athletics Promotions coordinator, to promote student engagement during athletic events - Partnered up with the Athletics promotion coordinator to provide RSU swag during the Hockey tailgate/ home opener event - Attended meetings with members of the Athletic department on behalf of the organization - Worked alongside Vice President of operations to create a funding system for athletic groups/committees - Worked alongside with Vice president of Education to implement activities during the Hockey home opener - Future Projects - Working with Vice - President of operations to implement funding for some athletic groups - Working with the Athletic promotion coordinator on future athletic projects to increase student engagement during athletic games/events
STUDENT GROUPS COMMITTEE The Student Group Committee was very successful this semester in approving a couple of student groups including RU Stargazers, Ghanaian and Arab Student Association. Groups that were not approved were given recommendations on how to improve their presentation and applications to further better the Ryerson Community.
Many grants were approved for student groups in a variety of events such as Diwali Night, Model UN Conference, Khushamdeed & Dhaba dinners, and many other events. Overall the Student Groups under the RSU have been very pleased in their grant presentation outcomes.
COURSE UNIONS COMMITTEE Many grants were approved for the Course Unions for all sorts of Conferences, Networking Nights and Alumni Galas for groups such as Industrial Engineering, Finance Society and Real Estate Ryerson. Overall the Course Union Committee has been very progressive in keeping the Ryerson Community pleased as these course unions give back to their students.
This is YOUR Students’ Union. Get involved! Email [email protected] Page 65
STUDENT CENTRE COMMISSIONER A little outside of the portfolio, as a Commissioner I undertook two projects of my own accord. One being a Wheel Chair Program for accessibility to disability related devices such as wheel chairs and crutches for all Ryerson Students for the full time of their disabilities. The other being a First Aid Kit Program within the SCC for all students to be able to have access to first aid kits located at all the building’s main service desks.
Summary: 2 new Services -Wheelchairs/Crutches available for free to all students -First Aid Kits available all across SCC
This is YOUR Students’ Union. Get involved! Email [email protected] Page 66
MEMBER ADVOCACY
The Ryerson Students’ Union provides academic advocacy via the Student Issues and Advocacy Coordinator, to students seeking assistance with grade and/or standing appeals, charges related to academic misconduct or non-academic misconduct, fee appeals and general concerns that may fall under University policies or procedures.
Statistics and Analysis Data continues to be collected and analyzed through a system of self identification via ‘intake’ forms offered to students making use of advocacy services in person. NB some students will access services remotely via phone or email. The number of students making use of advocacy services continues to increase. Over 250 students requested assistance between May 2016 and the end of October 2016.
General: • The majority of students accessing the service had not done so previously (`first time visit`) • The number of Graduate students has increased sharply • The number of students with issues relating to suspicion of academic misconduct remains fairly static • The number of students appealing their standing has risen slightly
Nature of visit (in order of student concerns): • Grade/Standing • Misconduct • Fee appeals • Retroactive Course Drop • General Complaints
The Student Issues and Advocacy Coordinator represents students in hearings in front of both AIC (Academic Integrity Council) and Senate panels. To date, students have been represented in 21 Academic Integrity hearings and 12 Senate Appeals Committee hearings.
Two students had Yeates School of Graduate Studies level hearings.
Workshops The Student Issues and Advocacy Coordinator works in conjunction with the CESAR Student Rights Coordinator, the Office of the Ombudsperson and the coordinator of the Fresh Start program to present University 201 workshops for students at the end of each University term. The Student Issues and Advocacy Coordinator and the CESAR Student Rights Coordinator complement the U201 sessions by hosting Letter Writing workshops for students looking for assistance in filing appeals.
Committee Work The Student Issues and Advocacy Coordinator also represents the Students’ Union on the following committees:
This is YOUR Students’ Union. Get involved! Email [email protected] Page 67
APRC – Academic Policy Review Committee (member) Ombudsperson Committee and the Policy 60 review Committee (resource person).
This is YOUR Students’ Union. Get involved! Email [email protected] Page 68
FINANCIAL INFORMATION
In an economic environment where students are facing record levels of tuition and debt, the purpose of the Students’ Union is driven to provide excellent campus life, articulate campaigns and advocacy, cost-saving services, and a forum for equity issues to be addressed on and off campus.
The RSU is not there to make profit, but committed in making our services and events affordable and inclusive. Events continue to be free or minimal charge and RSU continues to offer a multitude of discount services saving our members money.
In 2015-2016, the RSU has ended up with audited deficit of $812,400 due to the increased spending in the below areas.
Event Programming $533,000 – There were many new events added during this year and some were taken to a new level. For example, Parade and Concert this year brought students Drake, Future, P Reign, Zeds Dead and many more. Some of you might also remember the 6 Cent Concert that brought Drake back on campus with DJ Esco and many more Toronto Artists.
Wages and Benefits $ 150,000 – Incurred to hire experienced fulltime and part time staff as well as change over in positions and providing compensation
Professional Fees $ 147,00 – This line item includes our audit and legal fees. We decided to go with a new auditor this year as we have been with the same auditor for over 7 years. PwC has been great to work with and were able to give us many recommendation on how to improve practises moving forward. The legal fees were higher than predicted this year as many matters came up that were not expected.
Bad Debts $49,000 - Sponsorship and CopyRITE invoices which were not collected for the last two years were written off
CopyRITE Expenditure $47,000 – Purchases increased due to the price increase
The above deficit is mainly due to the lack of controls, improper accounting and correct procedure not being followed.
Below you will see what we have implemented to ensure better internal controls:
1. Cheque Requisitions modified with the compulsory field for Supervisor’s signature and expenses not reimbursed without valid invoice receipt 2. Credit Card Expense Form developed to track the Corporate credit card expenditures 3. Capital Expenditure Form developed as prerequisite before purchasing any Capital nature items above $1000 4. Petty cash Expense Settlement Form introduced for easy reimbursement for expenses less than $100. This reduces the number of cheques Printed
This is YOUR Students’ Union. Get involved! Email [email protected] Page 69
5. Advance Account created to track the Advances taken and Advance settlement Form introduced to settle the advances 6. Wrong Bank reconciliation carried out identified and process is fixed 7. Monthly Customer statements are sent out and Accounts Receivable report is circulated to the stakeholders to reduce bad debts 8. Bank accounts which were in excess are being closed out to reduce the service charges 9. Technical problems with current Point of Sale (POS) is identified and being fixed. Implementation of new POS system is in progress to improve the services in Member service and CopyRITE. These problems identified arises the question of the accuracy of the Revenue from both departments and inventory valuation which could be understated. 10. Liabilities were not accrued properly in the 2014-2015 and which also could be a reason for increase in expenditure in 2015-2016. This will not be happening in 2016-2017 11. Moved to Powerpay Payroll Service Provider from In-House Payroll to have a better controlled payroll.
Even with increased expenditure we have a health Restricted/Unrestricted cash and cash equivalents balance of $6,859,500. Out of that Capital Reserve balance accounts to $892,800 which could be used for Capital assets purchases or infrastructure development.
The RSU Board of Directors and the Vice President of Operations are committed to a balanced budget and specially with above controls and procedures being implemented we look forward to a balanced budget in 2016-2017
This is YOUR Students’ Union. Get involved! Email [email protected] Page 70
APPENDIX C
AUDITED FINANCIAL STATEMENTS
This is YOUR Students’ Union. Get involved! Email [email protected] Page 71
DRAFT
Ryerson Students’ Union
Financial Statements April 30, 2016
FOR DISCUSSION WITH MANAGEMENT https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Statement of Financial Position As at April 30, 2016
2016 2015 $ $ Assets Current assets Cash and cash equivalents (notes 4, 5, 7, 10, 13) 6,859,520 5,650,348 Accounts receivable 306,204 200,638 Membership fees receivable 149,500 352,863 Inventory 224,459 112,877 Refundable Health and Dental Plan surplus (note 11) - -
7,539,683 6,316,726
TTC security deposit (note 8) 566,535 566,109 Property and equipment (note 6) 887,642 800,883
8,993,860 7,683,718 Liabilities Current liabilities Accounts payable 232,281 236,665 Other payables 328,368 158,316 Externally restricted funds (note 5) 124,692 174,166 Capital reserve restriction (note 13) 892,772 668,224 Deferred Health and dental fees (note 10) 5,197,185 3,413,824 Student group trust liability (note 7) 189,304 125,905 Deferral of capital asset purchases (note 12) 128,846 193,269 Deferral of refundable Health and Dental Plan surplus (note 11) - -
7,093,448 4,970,369
Net assets 1,900,412 2,713,349
8,993,860 7,683,718
Approved on Behalf of the Board
______Director ______Director
The accompanying notes are an integral part of these financial statements.
FOR DISCUSSION WITH MANAGEMENT ONLY – SUBJECT TO AMENDMENT NOT https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Statement of Operations and Changes in Net Assets For the year ended April 30, 2016
2016 2015 $ $ Revenue Group health and dental plan revenue recognized (note 10) 9,947,105 9,403,878 Member services office sales 2,596,587 2,705,796 RSU membership fees 2,181,964 2,097,991 Restricted student fees recognized (notes 5 and 13) 1,405,266 1,610,131 CopyRite sales 358,237 412,344 Used Book Room sales 206,080 362,164 Graduate photo service revenue 85,216 35,920 Equity service group revenue 102,550 54,235 Social events revenue 457,452 200,855 Bursaries and scholarship revenue 5,000 - Membership development and communication revenue 28,989 17,000 Deferred capital fees recognized (note 12) 64,423 64,423 Other revenue 6,000 6,000 Interest income 628 10,150
17,445,497 16,980,887 Expenditures Group health and dental plan disbursements (note 10) 9,947,105 9,403,878 Member Services Office purchases 2,582,857 2,712,709 Restricted student fee disbursements (notes 5 and 13) 1,405,266 1,610,131 Wages and benefits 1,593,380 1,443,334 Event programming 1,004,210 470,738 Used Book Room purchases 220,052 309,101 Office and general 117,268 88,766 Campus group expenditure 222,954 131,496 Educational issues & advocacy expenditure 7,972 21,999 Equity issues expenditure 12,702 11,905 Equity service group expenditure 100,606 87,073 Graduate photo service expenditure - 731 Graduate council expenditure 69,108 68,262 Membership development and communication expenditure 55,750 36,663 Organisational governance and meetings expenditure 106,794 99,940 Sustainability issues expenditure 149 1,921 Tax clinic expenditure 223 307 Board members expense 12,509 4,438 Repairs and maintenance 37,227 19,861 Bad debts 49,056 - CopyRite purchases 196,428 148,900 Bursaries 50,572 51,469 Professional fees 185,164 37,705 Interest and bank charges 50,858 60,483 General insurance 30,141 30,228 Other expenses 44,382 Amortization 155,701 122,147
18,258,434 16,974,185
(Deficit) earnings for the year (812,937) 6,702
Net assets - Beginning of year 2,713,349 2,706,647
Net assets - End of year 1,900,412 2,713,349
The accompanying notes are an integral part of these financial statements.
FOR DISCUSSION WITH MANAGEMENT https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Statement of Cash Flows For the year ended April 30, 2016
2016 2015 $ $ Cash provided by (used in)
Operating activities Net surplus for the year (812,937) 6,702 Changes not involving cash Amortization 155,701 122,147 Loss on disposal of property and equipment 13,303 Deferred capital fees recognized (64,423) (64,423)
(708,356) 64,426
Net change in non-cash working capital Decrease (increase) in Accounts receivable (105,566) (136,729) Membership fees receivable 203,363 (21,922) Inventory (111,582) (84,403) Increase (decrease) in Accounts payable and other payables 165,668 (441,641) Deferral of capital asset fees - 249,824
(556,473) (370,445)
Investing activities Purchase of property and equipment (255,763) (126,995) Net change in TTC security deposits (426) (6,220)
(256,189) (133,215)
Financing activities Restricted funds received 13,310,807 11,266,580 Restricted fees disbursed (11,352,372) (11,014,009) Change in deferral liabilities (1,958,435) (252,571)
- -
Net change in cash and cash equivalents (812,662) (503,660)
Cash and cash equivalents - Beginning of year 1,268,229 1,771,889
Cash and cash equivalents - End of year 455,567 1,268,229
The accompanying notes are an integral part of these financial statements.
FOR DISCUSSION WITH MANAGEMENT https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Notes to Financial Statements April 30, 2016
1 Purpose of the organization
Ryerson Students’ Union (RSU) was incorporated under the laws of Ontario on June 27, 1967, without share capital, to act as the official representative for Ryerson University’s full-time undergraduate and all graduate students, and to establish a legal basis upon which they can deal with other entities. The union's objective is to provide information, advocacy, and support services, as well as the provision of affordable health and dental group insurance benefits to the union's members. As the union's revenues are derived from Ryerson University’s student body, it is economically dependent upon the enrolment of students at the university. As a non-profit organization the corporation is exempt from income taxes.
2 Basis of presentation and future accounting changes
These financial statements have been prepared in accordance with Part III of the CPA Canada Handbook - Accounting Standards for Not-For-Profit Organizations.
3 Summary of significant accounting policies
Revenue recognition
Membership fees are recognized when received, or receivable, provided that collection is reasonably assured and the amount is determinable. The various student fees are typically received in three installments - October, February and May - one month after the beginning of each academic term. Although the union’s fiscal year ends in April, the student fees received for the summer term from May to August, which begins immediately after the year-end, are accrued and included in the current fiscal year. Restricted student fees are accounted for using the deferral method.
Sales revenues are recognized when the related goods are sold or services performed.
Health plan premium refunds
Each year, students may request a refund of the amount collected from them for coverage under the plan where they are receiving equivalent benefits under another insurance policy. Refund cheques issued to students which remain un-cashed after six months are reversed, netted against Opt-Out Refunds, and the cash remains in the plan for future use.
Inventory
Inventory is recorded at the lower of cost and net realizable value. It consists mainly of TTC passes and fares sold subsequent to the year-end or returned for refund.
FOR DISCUSSION WITH MANAGEMENT (1) https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Notes to Financial Statements April 30, 2016
Property and equipment
The property and equipment are recorded at cost and amortized over their estimated useful lives. The equipment and software are amortized on a straight-line basis ranging from two to five years. RSU’s contribution towards the building at 55 Gould St. is treated as a leasehold improvement and is amortized on a straight-line basis over 40 years, being the term of the lease for the student centre.
Contributed services
The student union makes use of volunteers in its operations. Because of the difficulty in determining the fair value of the services, they are not recognized in the financial statements.
Use of estimates
The preparation of financial statements in accordance with Canadian generally accepted accounting principles (GAAP) requires management to make estimates and assumptions which affect the amounts reported in the financial statements and the notes to the financial statements. The primary estimates are:
• Refunds to students for Used Book Room consignment payments owing to students. Due to the number of students who either do not collect their cheques or do not cash their cheques, an estimate of the amount that will actually be paid out in the future has been recorded in the statements; and • The net book value and amortization expense for the property and equipment. These are based on the estimated of the useful life of the various assets.
Actual results may differ from these estimates.
Financial instruments
RSU initially measures its financial assets and liabilities at fair value, except for certain non-arm’s length transactions. RSU subsequently measures all its financial assets and financial liabilities at amortized cost, except for investments in equity instruments that are quoted in an active market, which are measured at fair value. Changes in fair value are recognized in net income.
Financial assets measured at amortized cost include cash, term deposits and accounts receivable. Financial liabilities measured at amortized cost include accounts payable.
RSU has no financial assets measured at fair value and has not elected to carry any financial asset or liability at fair value.
FOR DISCUSSION WITH MANAGEMENT (2) https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Notes to Financial Statements April 30, 2016
Risks
Liquidity risk is managed by ensuring the expenditure levels are low enough to maintain sufficient cash balances to cover operating expenses until the next student fee instalment is received.
Credit risk is minimal as accounts receivable are due from a wide variety of third parties. Additionally, student fees receivable are remitted by Ryerson University and thus are not subject to significant risk of uncollectibility.
4 Externally restricted and unrestricted cash and cash equivalents
The following restrictions on cash and cash equivalents were established by the nature of the funds received and designated for certain programs:
2016 2015 $ $
Unrestricted cash 455,567 1,268,229 Restricted for health and dental plan (note 10) 5,197,185 3,413,824 Externally restricted funds (note 5) 124,692 174,166 Restricted for capital reserve (note 13) 892,772 668,224 Restricted for student groups (note 7) 189,304 125,905
6,859,520 5,650,348
FOR DISCUSSION WITH MANAGEMENT (3) https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Notes to Financial Statements April 30, 2016
5 Externally restricted funds
The following funds were established by referendums taken of the student body and are therefore accounted for as externally restricted funds using the deferral method: 2016 2015 $ $
National and Ontario Student Federations Balance - Beginning of year 150,846 154,136 Student fee revenue 488,584 482,439 Payments (514,738) (485,729)
Balance - End of year 124,692 150,846
Rye Eye Publishing Inc. Balance - Beginning of year 23,320 20,889 Student fees received 488,856 479,577 Payments (512,176) (477,146)
Balance - End of year - 23,320
Ryerson Radio Balance - Beginning of year - 272,111 Student fees received 338,150 - Payments and disbursements (338,150) (272,111)
Balance - End of year - -
Funds totals Balance - Beginning of year 174,166 447,136 Total restricted student fees received 1,315,590 962,016 Total disbursements and revenue recognized (1,365,064) (1,234,986)
Balance - End of year 124,692 174,166
FOR DISCUSSION WITH MANAGEMENT (4) https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Notes to Financial Statements April 30, 2016
6 Property and equipment
2016 Accumulated Cost amortization Net $ $ $
Equipment 30,184 14,076 16,108 Computer software 9,597 3,853 5,744 Student Centre contributions 850,000 205,908 644,092 Leasehold improvements 373,490 151,792 221,698
1,263,271 375,629 887,642
2015 Accumulated Cost amortization Net $ $ $
Equipment 349,666 284,620 65,046 Computer software 98,789 82,475 16,314 Student Centre contributions 850,000 216,282 633,718 Leasehold improvements 198,564 112,759 85,805
1,497,019 696,136 800,883
7 Student groups trust account
Various clubs, cultural groups, and course unions occasionally engage in fundraising activities, which are deposited in trust with RSU to fund their future activities. These deposits are non-interest bearing.
8 TTC security deposit
This deposit is required in order to secure the union's purchases of discounted monthly passes, tickets, and tokens from the Toronto Transit Commission. The deposit is a cash deposit account with Scotia Bank bearing interest at 0.65%.
9 Contingencies
The union has available a $433,000 (2015 - $433,000) letter of credit in favour of the Toronto Transit Commission as security for the purchase of passes and tokens.
FOR DISCUSSION WITH MANAGEMENT (5) https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Notes to Financial Statements April 30, 2016
10 Group Health and Dental Plan
Health and dental fees were also established through referendum of the student body and are accounted for using the deferral method for externally restricted contributions. It is disclosed separately here due to its size.
2016 2015 $ $
Balance - Beginning of year 3,413,824 2,761,510
Student fee receipts 11,730,466 10,052,246 Interest income - 3,946
11,730,466 10,056,192
Opt-out refunds (3,634,354) (3,618,978) Insurance premiums paid (6,196,238) (5,701,088) Other direct expenses (116,513) (83,812)
Disbursements and revenue recognized (9,947,105) (9,403,878)
Balance - End of year 5,197,185 3,413,824
Commitments and management of working capital
The fees received from students are for coverage over the full academic year running from September to the end of August - four months after the fiscal year-end. An estimate of the accumulated surplus or deficit in the plan to date is obtained by deducting the amount of estimated monthly insurance payments RSU is committed to pay and other direct expenses over the summer term subsequent to the year-end.
2016 2015 $ $
Closing balance 5,039,629 3,413,824 Commitment for summer term premiums (2,027,946) (2,223,153) Other direct expenses over summer term (25,613) (27,937)
2,986,070 1,162,734
11 Refundable surplus of group Health and Dental Plan
The plan includes a Claims Fluctuation Reserve calculated by the insurer’s actuaries, which is an estimate of future claims for which the plan is liable. Where the premiums collected by the insurer exceed both the claims made against the plan and the amount required to fully fund the reserve, the excess may be kept on account with the insurer and used to pay for future deficits that may occur, increased benefits, or it can be refunded at the union’s request. In the event that this amount is refunded and a deficit is subsequently generated with the insurer, the union’s future monthly premiums must be increased to eliminate it.
FOR DISCUSSION WITH MANAGEMENT (6) https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM DRAFT Ryerson Students’ Union Notes to Financial Statements April 30, 2016
The risk of positive or negative future claims must also be taken into consideration when estimating the surplus above. No amount for this has been included due to the uncertainty of future claims which vary significantly each year.
Deferral of refundable Health and Dental Plan surplus
A reserve equal to the refundable surplus balance has been recorded because it is management’s intention to leave this amount on deposit to reduce the risk of future deficits created by higher future claims against the plan.
12 Deferral of capital asset fees
This balance reflects the un-amortized amount of restricted Capital Reserve fees that have been used to acquire property and equipment. This deferred balance is amortized into revenue on the same basis as the property and equipment are amortized to expense.
2016 2015 $ $
Balance - Beginning of year 193,269 -
Capital assets purchased - 257,692 Disbursements and revenue recognized (64,423) (64,423)
Balance - End of year 128,846 193,269
13 Capital reserve restriction
The following funds were established by referendums taken of the student body and are therefore accounted for as externally restricted funds (to be used for purchasing capital assets) using the deferral method:
2016 2015 $ $
Capital reserve Balance - Beginning of year 668,224 794,997 Student fees received 264,751 248,372 Property and equipment purchases and disbursements (40,203) (375,145)
Balance - End of year 892,772 668,224
FOR DISCUSSION WITH MANAGEMENT (7) https://wpo.pwcinternal.com/SWO/60151605-Ryerson-Students/2016/FS054944/Official Documents/RYERSON STUDENTS UNION (2016).docx November 22, 2016 3:32 PM
APPENDIX D
BYLAW AMENDMENTS
This is YOUR Students’ Union. Get involved! Email [email protected] Page 83
Ryerson Students’ Union By-Laws
BY-LAWS:
Relating generally to the transaction of affairs of the Ryerson Students’ Union; a corporation created without share capital; issued a charter of letters patent the twenty-seventh day of July 1967; subsequently amended and otherwise altered and modified by the Lieutenant Governor of Ontario by supplementary letters patent the thirty-first day of March 1973; hereinafter referred to as The Students’ Union.
Revised:
September 1, 1992 May 1, 1997 November 4, 1998 April 4, 2001 November 20, 2001 November 13, 2002 April 6, 2004 November 9, 2005 April 5, 2006 November 8, 2006 November 12, 2008 April 2, 2009 November 11, 2009 March 31, 2010 November 10, 2010 April 6, 2011 November 5, 2012 April 3, 2013 November 11, 2014 September 30th, 2015
- 1 -
Ryerson Students’ Union By-Laws
- 2 -
Ryerson Students’ Union By-Laws
Table of Contents
Article Title Page
One (1) Organisation of the Students’ Union 3 Two (2) Board of Directors 4 Three (3) Committees 6 Four (4) Officers the Students’ Union 8 Five (5) Other Roles and Responsibilities 12 Six (6) Election and Appointments 17 Seven (7) Referenda 28 Eight (8) Meetings 35 Nine (9) Legal and Financial 39 Ten (10) Policies 43
Appendix Description
A Terms of Reference for Standing 44 Committees B Terms of Reference for the Academic 54 Student Caucus C Terms of Reference for the Graduate 55 Representative Committee and the Graduate Students’ Council
- 3 -
Ryerson Students’ Union By-Laws
Article One (1) Organisation of the Students’ Union
1.1 Members of the Students’ Union shall be deemed to be: a) all individuals who are currently enrolled as a students at Ryerson University and have paid the Ryerson Students’ Union student activity fee for the current term of study, which are undergraduate students enrolled in a full-time program and all graduate students; or, b) those persons elected as the Executive of the Students’ Union as defined by these by-laws.
I.2 The property and business of the Students’ Union shall be managed by a Board of Directors which shall be elected and function in accordance with Article 2 of this document.
I.3 The Board of Directors shall be assisted by committees, which are to be appointed and function as stipulated in Article Three (3) of this document.
I.4 The Board of Directors shall delegate the ongoing operation of the corporation to officers who shall be elected or appointed and function in accordance with Article 4 of this document, and to other employees appointed by the Board of Directors or by the President of the Students’ Union.
- 4 -
Ryerson Students’ Union By-Laws
Article Two (2) Board of Directors
2.1 Affairs of the Students’ Union shall be managed by a Board of Directors, each of whom at the time of the April annual general meeting and throughout their term of office shall be:
a) a member of the Students’ Union as set forth in the letters patent or by- laws of the Students’ Union; and, b) elected by and from the members of the Students’ Union as outlined in this document or appointed by the President-elect subject to the confirmation of the Board of Directors-elect.
2.2 Each Director, except those declared ex-officio, shall hold office from the first day of May of the current year until such time as their her rightfully elected successor takes office on the first day of May of the following year or until their his duly appointed replacement has been selected in accordance with the by-laws the Students’ Union.
2.3 The position of a Director shall be deemed vacant if a person currently functioning in such a capacity: a) dies, ceases to be qualified, according to the by-laws of the Students’ Union, to hold office, or resigns in writing to the Board of Directors; b) becomes employed by or directly associated with the Students’ Union’s financial auditors c) commences legal action against the Students’ Union; d) fails to attend either two regularly scheduled meetings of the Board of Directors without sending regrets in advance or three regularly scheduled meetings with notice of regrets; e) (NEW) Is found by ⅔ of the Board to have failed to comply with anything in article 9; f) is removed from office by a resolution, of which advance notice must be duly given at no later than one (1) Board meeting prior, passed by a two-thirds majority vote of the Board of Directors; or, g) is a member of the Executive and a resolution, of which advance notice must be duly given no later than at one (1) Board meeting prior, providing for that Director’s removal from office is passed by a two- thirds majority vote of the Board of Directors.
2.4 When a position on the Board of Directors for the current year becomes vacant, the President shall perform a search, in consultation with the
- 5 -
Ryerson Students’ Union By-Laws
Executive Committee, and recommend to the members of the Board of Directors the name of a student to fill the vacancy.
When a position on the Board of Directors-elect becomes vacant before the Board-elect takes office, the President-elect shall perform a search when they take office and recommend to members of the Board of Directors the name of a student to fill the vacancy on an interim basis. A bi-election will take place in the Fall of the following year to fill the vacancy
2.5 Subject to the provisions herein contained, the Board of Directors shall administer the affairs of the Students’ Union and make or cause to be made for the Students’ Union in its name, all contracts which the Students’ Union may lawfully enter into, and generally exercise all such other powers and do all such other acts and things as the Students’ Union is authorised to exercise and do.
2.6 Without in any way derogating from the foregoing, the Board of Directors is expressly empowered, from time to time, to purchase, lease or otherwise acquire, alienate, sell, exchange or otherwise dispose of shares, stocks, rights, warrants, options, and other securities, lands, buildings and other property, movable or immovable, real or personal, or any right or interest therein owned, for such consideration and upon such terms and conditions as the Board of Directors may deem advisable.
2.7 The Board of Directors shall have the authority to establish committees to exercise any function of the Students’ Union.
2.8 The Board of Directors shall have the authority to at any time call a general meeting of the members or a referendum for the transaction of any business (NEW) providing they have a 2/3rd majority.
2.9 The Board of Directors shall exercise general supervision over all the disbursements of the members' monies to all members' organisations and generally exercise supervision over financial operations.
2.10 The Board of Directors shall consider the budgets of all committees, operations, and services, and approve the annual operating budget for the Students’ Union no later than the 31st day of August of the current fiscal year.
2.11 The Board of Directors shall have the power to inspect and audit any activity sponsored by the Students’ Union. - 6 -
Ryerson Students’ Union By-Laws
2.12 The Board of Directors shall set down and implement any financial programmes and procedures, including the method of requisition of funds, which shall govern the operations of the Students’ Union and its committees.
2.13 Directors may receive honoraria as outlined in the Policy Manual.
2.14 Directors of the Board shall: a) At the discretion of the Executive, participate on an ongoing basis with membership engagement and outreach including but not limited to tabling, class talks, and on-campus promotions: b) Volunteer a minimum of one hour a week assisting the Executive delivering services, campaigns, or events to the membership c) Participate in training sessions organized by the Students’ Union d) Uphold and support the aims of the Board of Directors as established e) In conjunction with Course Unions from their faculties, organize faculty- wide issues roundtables to discuss faculty-specific issues/policies, and to implement campaigns, services, and initiatives as they pertain to students in their faculties
- 7 -
Ryerson Students’ Union By-Laws
Article Three (3) Committees
3.1 The Board of Directors shall maintain the following (NEW) twelve (12) standing sub-committees: a) an Executive Committee; b) an Events and Entertainment Committee; c) a Finance Committee; d) a (NEW) Governance By-Laws Committee; e) a Student Action Committee; f) a Sustainability Committee; g) a Committee on Equity Issues; h) a Student Groups Committee; i) a Course Unions Committee; j) a Bursary Committee; k) (NEW) a Athletics Committee
The compositions and mandates of which are dictated in Appendix A of this document.
3.2 The Board of Directors shall maintain a standing Graduate Representative Committee and Graduate Council, the composition and mandate of which is set forth in Appendix C of this document.
3.3 The Board of Directors may establish ad hoc committees for such purposes and on such terms as it deems appropriate.
3.4 The chair of each sub-committee of the Board of Directors shall make reports available upon request of the Board of Directors.
3.5 Meetings shall be held at the call of the chair of the sub-committee and may also be held at the request of (NEW) the respective Executive member or any two Directors elected to the committee and shall be held at such places within the Province of Ontario and at such times as the chair or Directors on the committee, respectively, may designate to be appropriate and convenient.
3.6 Meetings of the Events, Educational Issues, Sustainability and the Equity Issues standing sub-committees shall be open to any member in good standing of the RSU, where a member in good standing refers to any full- time or graduate student of Ryerson that has paid the membership fee.
- 8 -
Ryerson Students’ Union By-Laws
3.7 Notice of the time and place of every meeting of each particular committee shall be communicated by the chair to each Director of that committee at least forty eight (48) hours prior to the scheduled commencement of such meeting. The notice should, if possible, be accompanied by an agenda.
3.8 A meeting may also be held at any time and at any place within the Province of Ontario without notice if all the Directors of the Committee are present and consent thereto, or if, either before or after the meeting is held those absent members signifies in writing their consent to the meeting being held in their absence.
3.9 A resolution signed by all Directors of a Committee shall have the same force and effect as if passed at a regularly constituted (NEW) committee meeting.
3.10 The unintentional omission to give notice to any Director elected to the committee, or any accidental irregularity in connection with the giving of notice shall not invalidate the proceedings at a meeting.
3.11 The Commissioner of each Committee, corresponding Vice-President, or the President shall preside at meetings and in her absence; the committee shall appoint another of its members to act as chair.
3.12 All questions at a meeting of either: the Executive Committee, Finance Committee, (NEW) Governance By-Laws Committee, Student Groups Committee, Course Unions Committee or the Bursary Committee shall be decided by a majority of the votes of the Directors and other elected representatives present, excluding non-voting ex-officio members. The chair or acting chair may vote on any motion upon which there is an equality of votes.
3.13 All questions at a meeting of either: the Student Action Educational Issues Committee, the Sustainability Committee and the Equity and social justice Issues Committee shall be decided by a majority of the votes of the members present, where there are at least three Directors elected to the committee are present excluding non-voting ex-officio members. The chair or acting chair may vote on any motion upon which there is an equality of votes.
3.14 A record shall be kept of the proceedings of every meeting of each standing sub-committee, and it is the responsibility of each committee to submit a report of such proceedings to the Secretary of the Board of - 9 -
Ryerson Students’ Union By-Laws
Directors within (NEW) 48 hours after the meeting's adjournment. as soon as conveniently possible thereafter
3.15 Delegations, voting on behalf of the Ryerson Students’ Union, may be appointed by any Vice-President (relative to the specific portfolios) in consultation with Executive members to represent the Students’ Union or its members at any convention, meeting, or assembly. By mere virtue of such appointment such delegations have not the authority to recall, appoint or obligate the Students’ Union to any expense or any course of action not already approved by the Board of Directors unless such authority is granted as condition of appointment.
- 10 -
Ryerson Students’ Union By-Laws
Article Four (4) Officers of the Students’ Union
4.1 There shall be a President, a Vice-President Operations, a Vice-President Education, a Vice President Equity, a Vice-President Student Life and Events, who shall be the officers of the Students’ Union.
4.2 The President, Vice-President Operations, Vice-President Education, the Vice-President Equity, Vice-President Student Life and Events, shall be ex-officio members of the Students’ Union.
4.3 Executive members shall work a minimum forty (40) hours per week from May 1, until the end of their term in office. Executive members salary shall be equal, and to be determined from time to time by the Board of Directors.
4.4 Executive members are entitled to: a) an expense account for work-related activities; b) two (2) weeks vacation, not including the Winter Holiday shut down, to be taken at times to be determined with the President’s approval; c) one hundred per cent (100%) extended medical and dental coverage, equivalent to the benefit plans received from the Students’ Union by members of the Ryerson Students’ Union staff; and, d) one hundred per cent (100%) childcare reimbursement for evening, early morning, and weekend expenses, during work related activities.
4.5 The responsibilities of the respective Executive officers are as follows: a) the President: i. is a signing officer; ii. shall be the legal custodian of the Seal and of all books, records, correspondence, contracts, and other instruments belonging to the Students’ Union; iii. liaises between staff and the Board of Directors; v. chairs the semi-annual general meeting, the annual general meeting, and other meetings of the members; vi. participates as a voting member on all Ryerson Students’ Union committees except for the Elections Appeals Committee or where there is a conflict of interest; vii. supervises senior management staff; viii. is responsible for the general management and supervision of the affairs and operations of Ryerson Students’ Union; - 11 -
Ryerson Students’ Union By-Laws
ix. is the primary spokesperson for the organisation; x. acts on behalf of the Board of Directors and the Executive Committee between meetings, and where action is immediately necessary; xi. ensures that Vice-Presidents and commissioners carry out their assigned duties as directed by the Board and their respective job descriptions; xii. is a Ryerson Students’ Union Representative and co- chair of the Student Campus Centre/Palin Foundation Board of Directors ; xiii. is responsible for developing and maintaining a list of all donations received on behalf of the organisation; xv. supervises the Secretary of the Board of Directors and the Student Centre Commissioner; xvi. attends all meetings of the Board of Directors and the Executive Committee; and, xvii. participates in the Ryerson Student Representative Bodies Council (refer to Appendix D); and xviii. trains and advises the incoming President.
b) the Vice-President Operations: i. is a signing officer; ii. acts as the treasurer of the organisation; iii. chairs and works with the Finance Committee throughout the course of carrying out their duties; iv. develops and recommends the annual budget to the Board of Directors in consultation with the Executive, the Executive Director of Operations and Services, and other Ryerson Students’ Union staff where appropriate; v. prepares and presents quarterly financial reports to the Board; vi. presents financial reports and audited statement to the membership at the semi-annual and annual general meetings; vii. monitors the financial status of Ryerson Students’ Union including budget variances and makes recommendations to the Board and Executive regarding major expenditures; viii. is ex-officio a non-voting member of all Ryerson Students’ Union committees except the Elections Appeals Committee or where there exists a conflict of interest; vix. is responsible for programmes including Tax Clinic and the distribution of Ryerson Students’ Union bursaries; - 12 -
Ryerson Students’ Union By-Laws
x. assists with the management of Ryerson Students’ Union revenue generating services; xi. is responsible for developing and maintaining a list of all donations received on behalf of the organisation; xii. is a member of the Student Centre Committee; xiii. attends all meetings of the Board of Directors and Executive Committee; xiv. is a Ryerson Students’ Union representative to the Student Centre/Palin Foundation Board of Directors ; and, xv. trains and advises the incoming Vice-President Operations. xvi. Participates in the Ryerson Student Representative Bodies Council (refer to Appendix D) c) the Vice-President Education: i. liaises and lobbies university administration on academic issues and University policies; ii. develops internal and external political campaigns on issues that affect Ryerson students, and is the Ryerson Students’ Union representative to community coalitions; iii. acts as a liaison between the Ryerson Students’ Union and (NEW) external lobbying organizations the chief delegate to meetings of the Canadian Federation of Students and Canadian Federation of Students Services; iv. participates in Canadian Federation of Students campaigns and co- ordinates them at a local level; v. makes recommendations to the Board of Directors and the Executive about educational issues and policies; vi. participates and provides direction as a voting member of the Executive Committee, Educational Issues Committee, Equity Issues Committee, and the Senate Student Caucus (see Appendix A: Terms of Reference for Standing Committees and Caucuses); vii. attends all meetings of the Board of Directors and Executive Committee; viii. is responsible for developing and maintaining a list of all donations received on behalf of the organisation; ix. is ex-officio and a non-voting member of all Ryerson Students’ Union committees except the Elections Procedure Committee and committees where there exists a conflict of interest; x. supervises the Educational Issues Commissioner xi. trains and advises the incoming Vice-President Education.
- 13 -
Ryerson Students’ Union By-Laws
d) the Vice-President Student Life and Events: i. participates and provides direction as a voting member of the Executive, Student Groups, Course Unions, and Events and Entertainment Committees; ii. plans and co-ordinates Ryerson Students’ Union events and student life initiatives; iii. co-ordinates the programming of major entertainment events; iv. works in consultation with appropriate staff and committees, program events at the Student Campus Centre; v. is ex-officio a non-voting member of all Ryerson Students’ Union committees except the Elections Procedures Committee and committees where there exists a conflict of interest; vi. is a Ryerson Students’ Union representative to the Student Centre Management Committee; vii. attends all meetings of the Board of Directors and Executive Committee; viii. assists with the co-ordination of external fundraising endeavours; ix. is a member of the Student Centre/Palin Foundation Board of Directors; x. is responsible for developing and maintaining a list of all donations received on behalf of the organisation; xi. is the liaison between Ryerson Students’ Union and the Course Unions and Student Groups; xii. supervises the Events and Entertainment Commissioner, Student Groups and Course Unions Commissioner; and, xiii. trains and advises the incoming Vice-President Student Life and Events. e) the Vice-President Equity: i. liaises and lobbies university administration on equity and sustainability issues; ii. develops internal and external equity campaigns on issues that affect Ryerson students, and is the Ryerson Students’ Union representative to community coalitions; iii. makes recommendations to the Board of Directors and the Executive about equity issues and policies; iv. participates in Canadian Federation of Students campaigns and co-ordinates them at a local level - 14 -
Ryerson Students’ Union By-Laws
v. participates and provides direction as a voting member of the Executive Committee, Equity Issues Committee, Sustainability Committee vi. Organises training and workshops for directors and members of the Students’ Union on anti-oppression issues; vii. attends all meetings of the Board of Directors and Executive Committee; viii. is responsible for developing and maintaining a list of all donations received on behalf of the organisation; ix. is ex-officio a non-voting member of all Ryerson Students’ Union committees except the Elections Procedure Committee and committees where there exists a conflict of interest; x. supervises the Equity Issues Commissioner; Sustainability Commissioner xi. is responsible for Ryerson Students’ Union Community Services including the Centre for Women and Trans* People, RyePRIDE, the Good Food Centre, the Trans Collective, RyeACCESS, Racialised Students’ Collective, and other services as established by the Board of Directors; xii. trains and advises the incoming Vice-President Equity.
4.6 The signing officers shall each be bonded for a minimum of fifty thousand dollars ($50,000) at the expense of the Students’ Union.
- 15 -
Ryerson Students’ Union By-Laws
Article Five (5) Other Roles and Responsibilities
5.1 The Secretary and Chair of the Board of Directors shall be appointed by the President subject to the confirmation of the Board of Directors upon a two-thirds (2/3) majority vote of the Directors present.
5.2 The Secretary shall: a) attend all meetings of the Board of Directors and upon request, all meetings of the members of the Students’ Union, to record all facts and minutes of all proceedings in the books kept for that purpose; b) give all notices required to be given to members and to Directors; c) ensure that copies of all facts and minutes of all proceedings are submitted to members of the Board of Directors as soon as conveniently possible after the particular meeting has been held; d) set the agenda for the meetings of the Students’ Union subject to the by-laws of the Students’ Union and upon approval of the President; e) keep and maintain a current copy of the Ryerson Students’ Union Policy Manual and inform the Chair of the Board of Directors about possible policy conflicts arising from resolutions presented to the Board of Directors for consideration; and, f) perform such other duties as may from time to time be determined by the Board of Directors.
5.3 The Chair shall: a) preside at all meetings of the Board of Directors of the Students’ Union subject to the procedure of the by-laws. Cases not provided for in the by-laws of the Students’ Union shall be governed by the current version of Robert's Rules of Order, the interpretation of which shall be made by the Chair; b) need not be a member of the Board of Directors and may receive such remuneration as may be determined by the Board; and, c) perform such other duties as may from time to time be determined by the Board of Directors.
5.4 The Ryerson Students' Union Representative on Senate shall: i. be the Vice-President of Education or should the Vice-President of Education be a Senator elect a designate will be selected from amongst the Executive-elect in April of each year, to hold a one year term of office to start May 1; ii. be an Executive member of the Students’ Union while holding the seat on Senate; - 16 -
Ryerson Students’ Union By-Laws
iii. be deemed the ex-officio representative and chief spokesperson of the Students’ Union to the Senate and will be granted full voice and vote as a member of the Senate; iv. act as the chair of the Student Senate Caucus; v. participate and provide direction as a voting member of the Senate Student Caucus (see Appendix A: iv. Terms of Reference for Standing Committees and Caucuses)
5.5 Seven (7) Directors shall, having been duly commissioned by the Board of Directors, hold the following portfolios: a) Student Action b) (NEW) Student Groups c) (NEW) Course Unions d) Events and Entertainment e) Student Centre f) Equity & Social Justice g) Sustainability h) Athletics
5.6 The responsibilities of the respective commissioners are as follows: a) the Student Action Commissioner shall: i. chair meetings of the Educational Issues Committee; ii. in conjunction with the Vice-President Education, organise and implement local, provincial and national education and awareness campaigns on the Ryerson Campus; iii. Assist with the campaigns of the Canadian Federation of Students at the provincial and national level; iv. report once per month to the Board of Directors; v. work with the Student Groups and Course Unions Commissioner and the Campus Groups Administrator to ensure student representation on Departmental Councils and other University committees; vi. work with the Senate representatives on policies related to educational issues; and, vii. perform such other duties as may be determined from time to time by the Board of Directors.
b) the Course Unions and Student Groups Commissioner shall: i. in conjunction with the Campus Groups Administrator attempt to ensure vigorous participation of all Student Groups and Course Unions in campus life; - 17 -
Ryerson Students’ Union By-Laws
ii. act as a liaison between the Board of Directors and all Course Unions and Student Groups and shall maintain communications between Ryerson Students’ Union, and Student Services; iii. organise no less than two (2) monthly meetings of the All Presidents Committee per semester; iv. in conjunction with the Campus Groups Administrator organise summer workshops for Student Groups and Course Unions; v. in conjunction with the Course Unions Committee and the Student Groups Committee, formulate policy regarding the operations of Student Groups and Course Unions, submitting such policies to the Board of Directors for approval; vi. in conjunction with the Course Unions Directors, Student Groups Director and the Campus Groups Administrator, serve as a clearing house for information on the implications of University and Ryerson Students’ Union policy and action as they relate to the general quality of the academic and non- academic environment; vii. act as chair of the All Presidents Committee; viii. report once per month to the Board of Directors; and, ix. perform such other duties as may be determined from time to time by the Board of Directors. c) the Events and Entertainment Commissioner shall: i. acts as the Chief Organiser, responsible for recruiting and training all organisers; 6 assist the Vice-President Student Life and Events in the preparation and operation of RSU events (entertainment, speakers, charitable events, etc.); 7 act as a liaison between external organisations and The Students’ Union, as determined by the Vice-President Student Life and Events, for purposes of sponsorship and voluntarism; 8 chair the Events and Entertainment Committee; 9 assist the Vice-President Student Life and Events and appropriate staff in planning and co-ordinating Ryerson Students’ Union events; 10 formulate policy regarding the operations of campus events and submit such policy to the Board of Directors for approval; 11 assist the Vice-President Student Life and Events in developing promotion strategies for campus events; 12 report once per month to the Board of Directors; and, 13 perform such other duties as may be determined from time to time by the Board of Directors. - 18 -
Ryerson Students’ Union By-Laws
d) the Student Centre Commissioner shall: i. work closely with the Ryerson Students’ Union President, Executive Directors and Board of Directors to formulate policies around the creation and operation of the Palin Foundation/Student Centre Board of Directors and submit policies to the Board of Directors for approval; ii. attend and participate in various committees related to the Students’ Centre such as the Ryerson Centre Board of Directors, the Student Campus Centre Committee, and the Student Centre Management Committee; iii. act as an information resource regarding the conceptualisation, design, construction, operation and management of the Student Campus Centre; iv. report once per month to the Board of Directors; v. report to the Students’ Union President; and, vi. shall perform such other duties as may be determined from time to time by the Board of Directors.
e) the Equity & Social Justice Commissioner shall: i. act as a liaison between the Board of Directors and President's Advisory Committee on Equity; ii. chair the Students’ Union Equity Issues Committee; iii. formulate policy regarding equity issues and submit such policy to the Board of Directors for approval; iv. in conjunction with the Vice-President Equity, facilitate campus wide meetings and forums dealing with equity issues; v. work with the Course Unions and Student Groups Commissioner and the Campus Groups Administrator to outreach to the various student groups on campus; vi. In conjunction with the Vice-President Equity, acts as the liaison between the Students’ Union and all external and internal groups working on equity issues, such as the Access Centre, Discrimination Harassment Prevention Services and Student Services; vii. report once per month to the Board of Directors; and, viii. perform such other duties as may from time to time be determined by the Board of Directors.
- 19 -
Ryerson Students’ Union By-Laws
f) the Sustainability Commissioner shall: i. chair meetings of the Sustainability Committee ii. work with the Vice-President Equity and the Sustainability Committee to develop and implement campaigns regarding sustainability and environmental justice iii. make recommendations to the Board of Directors regarding implementing sustainable practices with in the Students’ Union’s offices, service centres and at its meetings and events; iv. work with the Sustainability Committee and the appropriate Executives and staff to organize events that focus sustainability and environmental justice issues; v. work with the Vice-President Equity to lobby the University administration to implement sustainable practices and policies on campus; vi. work with Residence Council to examine waste management and recycling practices in Pitman Hall, the International Living and Learning Centre (ILLC) and O’Keefe House; vii. work to ensure communication and collaboration with other students’ unions and the Canadian Federation of Students in matters dealing with the environment and sustainability; viii. report to the Vice-President Equity and Vice-President Student Life and Events to ensure all events are conducted and implemented with a lens of sustainability; ix. report once per month in writing to the Board of Directors; and, x. perform such other duties as may from time to time be determined by the Board of Directors. g) The Sports & Athletics Commissioner shall: I. In conjunction with the President, Vice-President Student Life & Events, and Events Coordinator, acts as a liaison between the Students’ Union and the Athletics Department of the University; II. In conjunction with the President, Vice-President Student Life & Events, and Events Coordinator, work with the Athletics Events Coordinator and other relevant staff people the Athletics department to organize joint events and student initiatives; III. Organize the official Student Blue and Gold Fan Zone in collaboration with Ryerson Athletics and other relevant bodies and departments; IV. Coordinate campus groups sports tournaments and collaborative sporting events in conjunction with the Vice- President Student Life & Events and Events Coordinator;
- 20 -
Ryerson Students’ Union By-Laws
V. Make recommendations to the Board of Directors regarding initiatives relating to athletics and school spirit; VI. Organize events and initiatives to increase student participation and Students’ Union presence at athletic games and tournaments; VII. Organize campaigns and initiatives to discuss issues of equity and diversity as they pertain to sports teams and athletics, including homophobia/transphobia, sexism, ableism, in hopes of making space for queer, trans, disabled, and other students who are typically excluded from mainstream sports to participate and have their issues heard; VIII. Report once per month to the Board of Directors; and IX. Perform such other duties as may from time to time be determined by the Board of Directors.
5.7 The Board of Directors shall elect and ratify Commissioners from among the members of the Board with a simple majority vote of the members present. The Course Unions Director or the Student Groups Director shall not hold the portfolio of Student Groups and Course Unions Commissioner.
5.8 The Board of Directors may, by resolution passed by at least two-thirds (2/3) majority of the votes cast at a regular meeting of the Board of Directors, remove any Commissioner from their portfolio and may, by resolution passed by a simple majority of votes cast at a regular meeting, elect a Director to assume such portfolio.
- 21 -
Ryerson Students’ Union By-Laws
Article Six (6) Elections and Appointments
By-Laws for Representatives Student Faculty Director By-Laws 6.1 The Directors shall be elected by and from the members of the Students’ Union during the winter semester of each academic year. General Elections shall take place before the first week of April, and notice of the date of the election and the nomination procedures shall be given to members by publication in a campus newspaper at least fourteen (14) days prior to the start of the nomination period.
6.2 Should a Director elect forfeit their position before May (first) 1st, the President-elect shall appoint a replacement subject to confirmation of the Board of Directors-elect by a two-thirds (2/3) majority vote of the Board of Directors-elect present.
6.3 During the winter semester, Directors shall be elected from each of the following groups: a) the Faculty of Arts; b) the Faculty of Community Services; c) the Faculty of Communication and Design; d) the Faculty of Business; (NEW) Ted Rogers School of Management e) the Faculty of Engineering and Architectural Science; f) the Faculty of Science; and g) International student membership.
Note: First year student membership will be appointed by first board meeting in the fall
6.4 The total number of Student Faculty Directors shall be determined on the basis of one Director per one thousand one hundred (1,100) members, to be arrived at by the following formula:
Number of members of the Students’ Union/1,100
6.5 The number of Student Faculty Directors per faculty shall be arrived at by the following formula:
Number of members in the faculty/1,100
- 22 -
Ryerson Students’ Union By-Laws
6.6 Where the procedure followed in By-law 6.5 shall produce the remainder for a Faculty which shall be greater than or equal to five hundred and fifty (>=550) then the result shall be incremented by one (1).
6.7 The number of Student Faculty Directors produced per faculty in By-law 6.5 shall not exceed the combined number of Faculty Directors produced through the two (2) smallest faculties listed in By-law 6.3 combined.
6.8 The Chief Returning Officer shall determine the number of Student Faculty Directors and their distribution at least thirty (30) days prior to the date of the election.
6.9 A first year ear undergraduate student shall be appointed by the President and ratified by the Board of Directors by a 2/3 majority vote at the first board meeting of the fall term.
6.10 A first year student is a student that has been a Ryerson Student for less than one (1) year.
6.11 The Student Directorial candidates shall have at least twenty-five (25) nominators from their respective faculty/group.
Board of Governor’s Representative 6.12 One (1) student elected to be a student member of the Ryerson University Board of Governors shall serve on the Students’ Union Board of Directors as an Ex- Officio Director provided that he or she is a bona fide member of the Students’ Union. The Student representatives on the Board of Governors may nominate one person from amongst themselves.
Executive By-Laws 6.13 The President, Vice-President Operations, Vice-President Student Life and Events, Vice-President Equity and the Vice-President Education shall be elected by and from the members of the Students’ Union at the General Election in the winter term.
6.14 The Presidential and Vice-Presidential candidates shall have at least fifty (50) Nominators from any Faculty.
6.15 In the event that only one candidate has filed a valid nomination for any of the Presidential or Vice-Presidential offices at the close of the prescribed nomination period, that candidate shall be subject to a Yes/No ratification - 23 -
Ryerson Students’ Union By-Laws
vote by the members, to be held concurrently with the election of the other Executive members. A "Yes" vote of fifty percent plus one vote (50% + 1) of those cast shall constitute the members' ratification of this candidate to hold the office of the corresponding position.
6.16 Following failure of a candidate to meet the ratification conditions as outlined in By-Law 6.15, the Election Appeals Committee shall make recommendations to the Board of Directors regarding dates for a reasonable nomination period and a reasonable campaign period in advance of a Presidential or Vice-Presidential election to be held.
Student Group and Course Union Director Elections 6.17 On or about the first (1) week of April one (1) director shall be elected to represent Campus - from the members present at a Campus Groups All - Executive Meeting
(NEW) 6.17 - On or about the first (1) week of April one (1) director shall be elected to represent Student groups and one (1) director shall be elected to represent Course Unions. These elections will take place among Student Groups and Course Unions in the All exec meeting.
6.18 On or about the first (1) week of April two (2) Committee Members shall be elected to represent Course Unions and two (2) Committee Members to represent Student Groups from the members present at a Course Unions and Student Groups All-Executive Meeting.
6.19 Any executive-elect member of a Course Union or Student Group who shall not be a Senator-elect or a Director-elect shall be eligible for nomination as a Campus Groups Director candidate.
6.20 Campus Groups candidates shall have one (1) nominator from the executive-elect of a Campus Group.
6.21 Each Course Union shall cast (1) ballot of Campus Groups Director and two (2) for each Course Unions Committee Member. Each student group shall cast (1) ballot for the Campus Groups director and two (2) for each Student Groups Committee Member
- 24 -
Ryerson Students’ Union By-Laws
(NEW) 6.21 Each Course Union shall cast one (1) ballot for the Course Union Director and two (2) for each Course Unions Committee Member. Each Student Group shall cast one (1) ballot for the Student Group director and two (2) for each Student Groups Committee Member.
6.22 The Students Groups and Course Unions Commissioner shall serve as Chief Returning Officer.
6.23 In the event of a tie, the winner(s) will be decided in a run-off elections. Such a procedure will be final and binding and should take place only after a recount of the ballots confirms the result as a tie vote.
6.24 Each candidate shall be entitled to one scrutineer. Scrutineers may observe the ballot counting.
6.25 Ballots shall be counted by the Chief Returning Officer or their designate(s).
6.26 The Chief Returning Officer or their designate shall announce the results of the election immediately following the tabulation.
Senator Director Elections 6.27 On or about the first week of April, one (1) director who shall not be a Course Union or Student Group Director-elect or a Student Faculty Director-elect shall be elected from the - Senate elect. With assistance from the Vice-President of Education, the staff resource to the Senate shall be appointed to act as the Chief Returning Officer to oversee the election of one Student Senator. (NEW) The Vice-President of Education, shall be appointed to act as the Chief Returning Officer to oversee the election of one Student Senator. The nomination, campaign and election procedure will be the sole discretion of the appointed Chief Returning Officer and will be notified to the incoming Student Senators via email no later than one week from the vote.
6.28 Senator candidates shall have one (1) nominator from any of the student members-elect of Senate.
6.29 Every student Senate member-elect shall be eligible to vote.
- 25 -
Ryerson Students’ Union By-Laws
6.30 Each candidate shall be entitled to one (1) scrutineer. Scrutineers may observe the ballot counting.
6.31 Ballots shall be counted by the Chief Returning Officer or their designate.
6.32 The Chief Returning Officer or their designate shall announce the results of the election immediately following the tabulation.
Residence Director 6.33 The student chosen from and by the floor presidents of the three (3) Ryerson residences, O’Keefe House, Pitman Hall, and the International Living and Learning Centre, shall be ex-officio a member of the Board of Directors provided that he or she is a bona fide member of the Students’ Union.
Graduate Representative Committee Directors 6.34 Two graduate student directors shall be elected from the Graduate Representative Committee to the Board. Members eligible to hold the office are elected in accordance with the process described in Appendix C. These directors shall hold office from the first day of May until their rightfully elected successor takes office on the first day of May of the following year.
- 26 -
Ryerson Students’ Union By-Laws
Election Procedure By-Laws
Election Appeals Committee 6.35 Failure on the part of a candidate to comply with any paragraph contained within Article Six (6) of this document and/or the Elections Procedure Code may result in disqualification at the discretion of the Chief Returning Officer following a consultation with the Election Appeals Committee.
6.36 A committee to be known as the Election Appeals Committee (EAC) shall act as an appeals board for any candidate wanting to appeal a decision made by the Chief Returning Officer.
6.37 The Election Appeals Committee shall be comprised of the Chief Returning Officer, the appropriate staff person who is non-voting and four (4) student members appointed by the Chief Returning Officer and the appropriate staff person.
6.38 The four (4) student members for the Election Appeals Committee are subject to ratification by the Board of Directors upon a majority vote of the members of the Board of Directors present.
6.39 To be eligible for appointment to the Election Appeals Committee, student members of the Election Appeals Committee must be qualified to vote in the respective elections and must not be a current member of the Board of Directors, be a candidate for election to the Board of Directors, nor actively support or make known support for any candidate or related matter and to ensure impartiality in the conduct of the election.
6.40 The four student members of the Election Appeals Committee shall ratify the appointment of the Chief Returning Officer as the chair of the Election Appeals Committee; during this process the Internal Coordinator or their designate shall chair the Committee.
6.41 The first meeting of the Election Appeals Committee shall be held no less than one week prior to the campaign period.
6.42 Members of the Election Appeals Committee shall serve from the date of their appointment until and including the final meeting of the Election Appeals Committee to be held following, but not more than two (2) weeks after, the expiration of the time allowed for requesting a recount of ballots.
- 27 -
Ryerson Students’ Union By-Laws
Chief Returning Officer 6.43 The Chief Returning Officer shall: a) act as the liaison between the Election Appeals Committee and the Board of Directors and between the Election Appeals Committee and all candidates; b) act as Chair of the Election Appeals Committee; c) seek the advice of the appropriate staff person with respect to the interpretation of regulations contained herein; d) recommend to the Board of Directors the date(s) for the opening of nominations and the date(s) for the closing of nominations with respect to each election; e) report the results of each election to the Board of Directors on the evening of the election and at the next regular meeting of the Board of Directors; f) hire all polling clerks; g) validate all nomination forms; h) recommend the date on which candidates may begin to campaign for each election; i) maintain, update and enforce a set of Candidate Guidelines; j) organise all-candidates' forums as required; k) with the Internal Coordinator, co-ordinate all advertising with respect to each election; l) collect and review all candidates' expenditure forms; m) recommend the date for the submission of expenditure forms; and, n) submit a report to the Board of Directors on or about the first week of April in respect to the conduct of each election with recommendations, if any, for changes in election regulations or appeals.
6.44 The Chief Returning Officer shall be hired by the President (NEW) General Manager with assistance of the Internal Co-ordinator subject to the approval of the Executive Committee.
6.45 Remuneration will be granted to the Chief Returning Officer in accordance with the budget as approved by the Board of Directors.
Deputy Returning Officer 6.46 The Chief Returning Officer and (NEW) General Manager- with the assistance of the Internal Coordinator shall hire a Deputy Returning Officer to assist with the election process.
- 28 -
Ryerson Students’ Union By-Laws
6.47 Remuneration will be granted to the Deputy Returning Officer in accordance with the budget as approved by the Board of Directors.
By-Laws for Campaign Rules 6.48 By-Laws 6.48 to 6.85 respect the election of the President, Vice-President Operations, Vice-President Education, Vice-President Equity and Vice- President Student Life and Events from the membership of the Student’s Union; the election of Student Faculty Directors from the Faculty of Arts, the Faculty of Community Services, the Faculty of Business, the Faculty of Communication and Design, the Faculty of Engineering and Architectural Science, and the Faculty of Science; the election of the International Students’ Director from Students’ Union members who are international students; and the election of the Graduate Representative Committee.
6.49 The advertising of vacancies for these positions listed in bylaw 6.48 shall occur at least two (2) weeks prior to the opening of nominations. The nomination forms will be available on the date of opening of nominations and shall continue to be available until the date of the closing of nominations.
6.51 Posters, listing the location of all polling stations, shall be prominently displayed in areas where there is no polling station.
Campaign Financing 6.52 Student Groups and Course Unions may endorse but not financially support a candidate.
6.53 Funds for the purpose of elections shall be provided for in the operating budget of the Students’ Union.
6.54 Campaign expenses shall not exceed $500.00 for each Presidential and Vice-Presidential candidate.
6.55 Campaign expenses shall not exceed $300.00 (NEW) $100.00 for each of the Directorial and Graduate Representative Committee candidates.
6.56 Any candidate who exceeds the campaign expense limit by a total amount that equals less than five per cent (5%) will become ineligible to receive reimbursement for any and all campaign expenses and be fined $50.00 by the Election Appeals Committee. Any candidate who exceeds the campaign expense limit by more than five per cent (5%) shall be - 29 -
Ryerson Students’ Union By-Laws
disqualified by the Chief Returning Officer. Disqualification may be appealed only to the Election Appeals Committee whose decision shall be considered final and binding.
6.57 Alcoholic beverages will not be considered a legitimate campaign expense. Candidates who attempt to use alcoholic beverages to influence the campaign and/or elections, as determined by the Election Appeals Committee, may be disqualified.
6.58 Each candidate shall submit a form outlining all campaign expenses with original receipts for verification to the Chief Returning Officer within seventy-two (72) hours of the close of voting. The Chief Returning Officer may at any time request from any of the candidate's original receipts for expenditures prior to the close of voting. Failure by a candidate to submit a campaign expense form and original receipts by the deadline may result in disqualification upon decision of the Chief Returning Officer.
6.59 Each candidate, except those who are declared ineligible for refund or those who have been disqualified by the Chief Returning Officer, shall receive a full refund from the Students’ Union against election campaign expenditures as prescribed herein.
6.60 All campaign donations must be brought to the attention of the Chief Returning Officer and included in the campaign expense report to be submitted by each candidate. Donated materials shall be assigned a dollar value based on current market value by the Chief Returning Officer and shall be calculated as campaign expenses but will not be considered in the calculation of a refund against election campaign expenditures.
Election Material 6.61 Election materials shall not be racist, sexist, homophobic or offensive in any way. Material deemed by the Chief Returning Officer to contravene this regulation shall be removed and destroyed at the discretion of the Chief Returning Officer and/or the appropriate staff person. Any candidate who contravenes this regulation shall face disqualification upon decision of the Chief Returning Officer and/or demerit points awarded at the discretion of the Chief Returning Officer.
6.62 The display of election materials shall be done in accordance with the policies of Ryerson University and the regulations outlined in the Candidate Guidelines.
- 30 -
Ryerson Students’ Union By-Laws
6.63 No candidate shall remove, deface, or destroy another candidate's election materials. Failure to comply with this regulation may result in disqualification at the discretion of the Chief Returning Officer.
6.64 Election material found within approximately eight (8) metres or within sight of a polling station shall be removed on polling day by the poll clerks.
6.65 Election material may be posted or distributed at Ryerson University on election days. Previously posted election materials may remain in place, with the exception of materials posted within 8 metres of a polling station. Failure to comply with this regulation will result in disqualification at the discretion of the Election Appeals Committee.
Campaigning Period 6.66 Campaigning shall not occur prior to the official beginning of the election campaign as established by the Chief Returning Officer and appropriate staff person.
6.67 Campaigning may occur at Ryerson University, or on any property considered to be part of campus, on polling days.
6.68 Campaigning may occur on polling days.
Campaign Regulations for Electronic Media 6.69 Candidates are explicitly forbidden from campaigning via any form of electronic mail.
6.70 Candidates shall be permitted to set up a campaign website. A photograph of each candidate and text of not more than 100 words outlining their platform and biographical information will be hosted on the Ryerson Students’ Union website. The Students’ Union accepts no liability for any problems with this medium.
Polling Stations 6.72 Polling shall be conducted over a period of three (3) days.
6.73 Voting for Union Elections shall be administered through an online system accessible through a RAMSS user id and password
- 31 -
Ryerson Students’ Union By-Laws
6.74 Notice of the election will be sent to students who are eligible voters via e-mail during the voting period.
6.75 Students will be provided with a link to access the Ryerson Students’ Union Elections Ballot.
6.76 The Ballot will show the candidates’ names for each of the five (5) Executive positions, and the appropriate number of Faculty positions as determined by the Chief Returning Officer in accordance with By-Laws 6.3 to 6.8.
6.77 Students will be provided with a link to statements provided by candidates to learn more about their platforms.
6.78 On polling days no less than (NEW) one (1) six (6) polling stations shall be set up at locations to be determined by the (NEW) Chief Returning Officer.Board of Directors. Polling stations are to be located in buildings around campus so as to be distributed in a manner as reasonably accessible to students in all Faculties. Students may vote at the computer terminals that are available at the polling stations.
6.79 At least two (2) polling clerks shall staff each polling station.
6.80 Every member of the Students’ Union shall be eligible to vote. Voters must present an acceptable form of photo identification and have their name on the list of voters in order to obtain a ballot. Each voter shall specify which faculty she is enrolled in and shall receive a ballot for that election only.
6.81 Results of an election that return an equality of votes for two (2) or more candidates who are running for the same office will ultimately be determined by a coin toss that shall be administered by the Chief Returning Officer. Such a procedure will be final and binding and should take place only after a recount of the ballots confirms the result as a tie vote.
Reporting and Ballot Counting Procedures 6.82 The Chief Returning Officer shall post the numerical results of the election in the Ryerson Students’ Union office following the tabulation of all ballots. The results will remain posted in the Ryerson Students’ Union office so as to be accessible to the members of the Students’ Union for seven (7) full business days following the final day of polling. - 32 -
Ryerson Students’ Union By-Laws
6.83 By-laws 6.84 to 6.90 apply to paper ballots.
6.84 Each candidate shall be entitled to one (1) scrutineer. Failure to appoint such a representative by the deadline established by the Chief Returning Officer will result in forfeiting the right to appoint a scrutineer. Scrutineers are entitled to observe polling stations and ballot counting so long as they abide by the guidelines for conduct set by the Chief Returning Officer.
6.85 Ballot counting shall commence immediately following the closing of the polls on the final day of polling.
6.86 Only those duly appointed by the Chief Returning Officer shall count ballots. The Chief Returning Officer shall determine which, if any, ballots are to be declared spoiled. Spoiled ballots shall be stored separately from valid ballots and are to be kept and made available by the Chief Returning Officer for examination by each candidate following the tabulation of all ballots.
6.87 All ballot boxes shall be secured by the Chief Returning Officer and stored in a secure location outside of the Ryerson Students’ Union but on Ryerson Campus to be determined in consultation with the Ryerson Safety and Security Office.
6.88 Any candidate may request a recount of ballots within forty-eight (48) hours after the announcement of results. Recount requests shall be submitted by candidates in writing to the Chief Returning Officer.
6.89 Only those scrutineers whose candidate may be affected by the outcome of a recount shall be present to witness the recounting of ballots. Members of the Election Appeals Committee as well as the Chief Returning Officer must be present before the recount can begin.
6.90 All ballots shall be destroyed no earlier than fifteen days following the final day of polling or the day following a recount.
Final Report 6.91 A final report of the process and results of electronic voting will include total number of eligible voters in each constituency, the total number of election notices sent via e-mail, and the total number of any failed delivery of election notices. The Chief Returning Officer shall send a
- 33 -
Ryerson Students’ Union By-Laws
copy of the report to the Board of Directors at the conclusion of the election. The report will be archived for a period of at least five (5) years.
6.92 If candidates have further concerns or questions regarding the voting process and report, they may make an appeal to the Elections Appeals Committee.
6.93 There shall be a fifteen (15) day audit period following the release of the unofficial results. a) The Chief Returning Officer will accept appeals for an audit/recount for fifteen (15) business days following the posting of the results. b) It is the decision of the Election Appeals Committee to issue a recount of the ballots. c) An appeal for an audit/recount of the ballots must be submitted in writing to the Chief Returning Officer within the fifteen (15) day period. An appeal should state clearly the reasons behind such a request. d) The Elections Appeal Committee will hear appeals at the first (1) opportunity after the close of the fifteen (15) day period.
6.94 Successful candidates will only be ratified after this fifteen (15) day period.
Online Elections Contingency Plan 6.95 In the event that the Executive Committee rules that online elections have been ascertainable compromised, or that the online polling provider can no longer be supported, Ryerson Students’ Union elections must move to the contingency plan outlined in this By-Law.
6.96 If the ruling described in 6.95 is made prior to voting, the contingency plan shall be to postpone voting to allow time for a remedy.
6.97 If the ruling described in 6.95 is made after the start of voting, the contingency plan shall be implemented with the protocols deemed to be in the best interests of the Students’ Union, and may involve paper ballots, if the data for online votes cast has not been compromised it can be used in conjunction with paper ballots to determine the total number of votes cast for each candidate, but any such protocol shall be documented in writing and made publicly available.
- 34 -
Ryerson Students’ Union By-Laws
6.98 In the event that Ryerson Students’ Union elections must move to the contingency plan, a mass email must be sent to the Ryerson Students’ Union membership prior to the implementation of the contingency plan.
6.99 Every member of the Students’ Union shall be eligible to vote. Voters must present an acceptable form of photo identification and have their name on the list of voters in order to obtain a ballot. Each voter shall specify which Faculty she is enrolled in and shall receive a ballot for that election only.
Ballot Counting Procedures as Part of the Online Elections Contingency Plan 6.100 Ballots shall be counted in accordance with the procedures outlined in sections 6.82 – 6.90.
By-Elections 6.101 If a position of the Executive, RSU or Graduate Council, becomes vacant in either Summer or Winter terms; an interim appointment by the President will be made and ratified by the Board of Directors by a 2/3 majority vote to last until the next scheduled By- or General Election.
6.102 For vacancies during the Fall term, there will be a by-election held between the dates of October fifth (5) and November twentieth (20).
6.103 The nomination period for by-elections will be limited to seven (7) business days.
6.104 All By-Laws are applicable to the by-election of both Ryerson Students’ Union and Graduate Representative vacancies.
6.105 The polling period, polling stations and clerks will be determined by the Chief Returning Officer based on necessity and volume of candidates for the by-election.
- 35 -
Ryerson Students’ Union By-Laws
Article Seven (7) Referenda
Preamble Because the Ryerson Students’ Union may wish to determine the opinion of its membership with respect to specific issues from time to time, and recognizing that the Board of Governors of Ryerson University has ultimate authority over student fees at the University and has previously entered into written agreements with Ryerson Students’ Union pursuant to which it collects certain fees on behalf of Ryerson Students’ Union, this policy is designed to govern the way in which Ryerson Students’ Union conducts referenda, whether concerning fees or otherwise, on the understanding that the University will recognize the validity of any Ryerson Students’ Union referenda conducted in accordance herewith and in particular will implement the results of any such referenda that concern Ryerson Students’ Union fees.
Changes to the Membership 7.1 Changes to the membership of the Ryerson Students’ Union, in its entirety or any portion thereof, must be determined through a membership-wide referendum, in which all members must be provided an equal opportunity to vote.
Proclamation of Referendum 7.2 Whenever the Board of Ryerson Students’ Union wishes to determine the opinion of the Students’ Union membership with respect to one or more issues relating to the association, which issues may or may not include fees, it may issue a proclamation directing that a referendum be held for that purpose in accordance with this policy on specified dates not less than 30 nor more than 60 calendar days thereafter.
7.3 Before issuing a proclamation, the Board shall approve the referendum question in accordance with paragraph 7.3.
7.4 Subject to paragraph 7.4, the proposed question for a referendum shall be submitted to the Board, which may approve the question in the form submitted, amend the question and approve it as amended, or reject the question.
7.5 A referendum question shall:
- 36 -
Ryerson Students’ Union By-Laws
a) begin with one to three sentences, containing up to 20 words in total, that objectively explain the historical context of the issue that is the subject of the referendum; and, b) be positively worded, so that a vote of “yes” signifies agreement with the initiative proposed, and a vote of “no” signifies disagreement with it.
7.6 One or more members of the Students’ Union may require the Board to issue a proclamation of referendum, by submitting to the Board a completed petition in the form prescribed by the Students’ Union, containing the following: a) a referendum question that complies with paragraph 7.4; and, b) the signatures of, and other required information relating to, at least ten percent of all current members of the association.
7.7 At the first meeting of the Board after the association receives a petition pursuant to paragraph 7.5, the board shall appoint a petition review committee consisting of five members of the board who have had no previous involvement with the petition in question and no greater interest in the substantive issues to which it relates than does the association’s membership in general. Within ten working days after such board meeting, the petition review committee shall file a report to the board as to whether the petition complies with paragraph 7.5 and was compiled in a fair and reasonable manner.
7.8 Upon receiving a report from the petition review committee approving a petition received by the association pursuant to paragraph 7.5, the board shall cause the referendum to be conducted as provided herein.
Participation by Association Employees 7.9 The Board may, by resolution passed by at least a two thirds majority, limit participation in a particular referendum during business hours by one or more particular employees of the Students’ Union if the Board feels that such participation would create an undue imbalance in the resources available to promote one of the answers to the referendum question.
Officers 7.10 The Board or its designate shall appoint a chief returning officer and a Referendum Committee, who shall exercise and perform the duties specified herein and in the Students’ Union’s by-laws. The term of office
- 37 -
Ryerson Students’ Union By-Laws
of the Chief Returning Officer and Referendum Committee shall expire upon the completion of such duties.
7.11 As soon as possible after the issue of a proclamation, the Chief Returning Officer shall:
a) inform the membership, by such means as the Chief Returning Officer b) considers appropriate, of the referendum question and the general manner in which the referendum will be conducted; and c) appoint one Deputy Returning Officer and one poll clerk for each poll declared in due course by the referendum of The Students’ Union Committee in accordance with paragraph 7.25.
7.12 If a referendum officer dies, resigns in writing to, or is removed by, the board or individual authorized to make appointments to that officer’s position, the Board or individual, as the case may be, shall appoint another individual to that referendum officer’s position.
7.13 The Chief Returning Officer shall chair the referendum committee, and together they shall: a) exercise general direction and supervision over the administrative conduct of the referendum and enforce on the part of all referendum officers fairness, impartiality and compliance with this policy and the pertinent provisions of the association’s by-laws; b) issue to referendum officers such instructions as may be necessary to ensure effective execution of the provisions of this policy and the pertinent provisions of the association’s by-laws; and, c) exercise all other powers and perform all other duties assigned to their respective offices by this policy and the association’s by-laws.
7.14 The Chief Returning Officer may authorize any member of the Referendum Committee or other referendum officer to exercise any of the powers and perform any of the duties assigned to the Chief Returning Officer by this policy or the association’s by-laws.
Advocating Committees 7.15 The Board may register one committee authorized to promote the “yes” answer to a referendum question, and one committee authorized to promote the “no” answer, provided that at least three quarters of the members of each committee shall be members of the association. - 38 -
Ryerson Students’ Union By-Laws
7.16 An advocating committee may apply for registration by filing with the chief returning officer, at any time during the referendum period, an application signed by the chief agent of the advocating committee setting out: a) the full name of the committee; b) the name, address and telephone number of the chief agent of the committee; and, c) the name, address, telephone number and title of each officer of the committee.
7.17 The Board shall determine the resources to be made available to each advocating committee in a particular referendum, and the Referendum Committee shall administer those resources in a fair and reasonable manner at the request of each such committee. No advocating committee shall invest resources in any aspect of a particular referendum other than those allocated to it by the Referendum Committee.
7.18 The Chief Returning Officer shall maintain a registry of registered advocating committees in which shall be recorded the information detailed in paragraph 7.15 with respect to each such committee.
7.19 Where the position of chief agent of a registered advocating committee or of an advocating committee that has applied for registration becomes vacant or the chief agent is unable to perform the duties of the position, the committee shall forthwith appoint a new chief agent and inform the chief returning officer in writing of the name, address and telephone number of the new chief agent.
7.20 No one other than a registered advocating committee shall advertise in any medium or post or distribute any material, for the purpose of supporting or opposing a referendum question.
7.21 No registered advocating committee shall advertise in any medium or post or distribute any material, unless the advertisement or other material: a) identifies that committee and indicates that the advertisement is authorized by it; and, b) has the documented, prior authorization of the Referendum Committee.
7.22 No one, whether a member of a registered advocating committee or otherwise, shall:
- 39 -
Ryerson Students’ Union By-Laws
a) make any statement of fact either in support of or opposition to a referendum question, without evidence substantiating that statement of fact to the satisfaction of the chief returning officer; or discuss any aspect of the referendum in a manner that the chief returning officer considers to constitute harassment.
7.23 During the referendum period, the board may, at its discretion, arrange public forums for the advocating committees to make oral presentations to the membership.
7.24 No person shall, for the purpose of supporting or opposing a referendum question, violate any pertinent regulations contained in the association’s by-laws or this or any other policy issued pursuant thereto.
Polling Procedure 7.25 The Chief Returning Officer shall establish and maintain a register of members of the association, to be known as the register of electors.
7.26 The referendum committee shall declare the location and hours of each poll at least five business days before that poll opens.
7.27 Each polling station shall contain either one or two voting compartments so arranged that each elector may be screened from observation and may mark a ballot without interference or interruption.
7.28 In each voting compartment, there shall be a table or desk, and a suitable black lead pencil, which shall be kept properly sharpened throughout the hours of polling.
7.29 At each polling station, no one shall remain in the room where votes are given for a period longer than it takes to vote, except the chief returning officer, the deputy returning officer and poll clerk assigned to that poll, and an agent of each registered advocating committee.
7.30 At the time set for opening a poll, one agent for each registered advocating committee may inspect each ballot box to ensure that it is empty.
7.31 The deputy returning officer shall ensure the admittance of each elector into the polling station, and shall ensure that no elector is impeded or molested at or about the polling station. - 40 -
Ryerson Students’ Union By-Laws
7.32 The deputy returning officer at each poll shall initial the back of each ballot before it is given to an elector.
7.33 Each elector, on entering the room where the poll is held, shall produce the elector’s student card or other conclusive identification, whereupon the poll clerk shall strike the elector’s name off the register of electors and give the elector a ballot paper bearing the deputy returning officer’s initials on the back in accordance with paragraph 7.31.
7.34 After receiving a ballot, an elector shall proceed directly to the voting compartment, mark the ballot to clearly indicate the elector’s choice opposite the word “yes” or “no”, fold the ballot so that the initials on the back are visible without unfolding it, and place it in the ballot box.
Counting of Votes 7.35 Immediately after the close of a poll, in the presence and full view of the poll clerk and such of the agents of registered advocating committees or witnesses who are present, the deputy returning officer shall cause all ballot boxes to be transported to the location prescribed by the Referendum Committee for the counting of ballots.
7.36 As soon as reasonably possible after all ballot boxes have been transported to the location prescribed for the counting of ballots, in the presence and full view of all Referendum Committee members, referendum officers and agents of registered advocating committees or witnesses who are present, the chief returning officer shall, with respect to each polling station and in the following order: a) count the number of names stricken from the register of electors, and make an entry on the line immediately below the name of the last elector on the list that states, “The number of electors who voted at this referendum in this polling station is (stating the number)”, and sign the list; b) count the unused ballot papers undetached from the books of ballot papers, place them with all the stubs of all used ballot papers in an envelope marked for that purpose and indicate thereon the number of unused ballot papers; c) check the number of ballot papers supplied by the deputy returning officer against the number of unused ballot papers and the number of electors from the list indicated as having voted, in order to ascertain the number of ballot papers, if any, not accounted for; - 41 -
Ryerson Students’ Union By-Laws
d) open the ballot box and empty its contents on a table; and, e) count the number of votes cast for the “yes” answer and those cast for the “no” answer to the referendum question, as well as the number of spoiled ballots, on one of the tally sheets supplied, giving full opportunity to those present to examine each ballot paper.
7.37 In counting the votes, the chief returning officer shall declare spoiled all ballot papers: a) that have not been supplied by the respective deputy returning officer; b) that have not been marked with any answer to the referendum question; c) on which more than one answer to a referendum question has been marked; d) that have not been marked after the word “yes” or “no” in the space provided; or, e) on which there is any writing or mark by which the elector could be identified.
7.38 Forthwith after the official addition of the votes, the Chief Returning Officer shall prepare a written statement showing the total number of votes cast for each of the “yes” answer and the “no” answer to each referendum question and the number of spoiled ballots. The chief returning officer shall, at least two business days but not more than ten business days after all polls have closed, submit that statement to the Board.
7.39 Upon receiving the Chief Returning Officer’s statement showing the votes cast in a referendum, the Board shall by resolution ratify or reject the result of the referendum, provided that it shall reject such result unless the total number of members who voted in the referendum was at least ten percent of the total number of members named on the register of electors.
7.40 Within one business day after the last polling day at a referendum, the chief agent of each registered advocating committee shall file with the Chief Returning Officer a true return, signed by the chief agent, showing all referendum expenses incurred by the committee.
7.41 The Chief Returning Officer shall retain all documents submitted in connection with a referendum for at least one year after submitting the statement provided for in paragraph 7.37.
- 42 -
Ryerson Students’ Union By-Laws
Grievance Procedure 7.42 Any member of the Students’ Union having a complaint concerning the operation of a referendum or anyone’s behaviour with respect to it may file a written grievance with the chief returning officer, at any time prior to the Chief Returning Officer’s submission of the report provided for in paragraph 7.37.
7.43 The Chief Returning Officer and referendum committee shall consider all grievances submitted in accordance with paragraph 7.41, and shall dispose of each grievance in one of the following ways: a) dismiss the grievance; b) ban one or more persons from further involvement in the referendum; c) require that a retraction or other remedial action be made, in such manner as the chief returning officer determines; or, d) declare that the result of the referendum is invalid, either before or after voting or before or after counting of ballots has taken place.
- 43 -
Ryerson Students’ Union By-Laws
Article Eight (8) Meetings
8.1 A majority of the voting Directors shall form a quorum for the transaction of business. Except as otherwise required by law, the Board of Directors may hold its meetings at such place or places as it may from time to time determine.
8.2 Meetings of the Board of Directors may be formally called by the President, or any Vice-President, or upon the direction in writing of two Directors.
8.3 Notice of meetings of the Board of Directors shall be communicated (telephoned, faxed, or electronically mailed) to Directors not less than five (5) business days before the meeting is to take place.
8.4 The Board of Directors may appoint a day or days in any month or months for regular meetings at an hour to be named and for such regular meeting a notice need be sent at least five (5) business days in advance. Meetings of the Board of Directors may also be held, without notice, immediately following the annual and semi-annual meetings of members of the Students’ Union. The Directors may consider or transact any business, either special or general, at any meeting of the Board of Directors.
8.5 Any member of the Students’ Union may attend any regular or special meeting of the Board of Directors subject to the provisions of the Charter and by-laws. Speaking privileges shall be obtained from the Chair.
8.6 No meeting of the members of the Board of Directors, when formally assembled as the Board of Directors, shall be closed to any member of the Students’ Union.
8.7 Administrative reports, statements, requests, recommendations, motions and all documents for consideration of the Board of Directors shall be given in writing to the Secretary or President and copied to the (NEW) General Manager Executive Director of Communications and Outreach no less than five business days prior to scheduled meeting. Anything submitted thereafter shall be approved for presentation by a 2/3 majority of the Board of Directors.
8.8 The order of business at regular meetings of the Board of Directors shall include, but not be limited to, the following: - 44 -
Ryerson Students’ Union By-Laws
a) Approval of the Agenda b) Approval of minutes of the previous meeting; c) business arising from the minutes; d) appointments and resignations; e) correspondence to the Board; f) unfinished business; g) new business.
Subject to the foregoing, the order of consideration of New Business items at regular meetings of the Board of Directors shall be as follows: a. reports and presentations; b. financial statements and approvals; c) general business.
8.9 No new matter introduced without notice shall be dealt with at any regular meeting of the Board of Directors unless the introduction of such new matter is approved by a two-thirds majority of the Directors present.
8.10 A record of the proceedings of all meetings of the Board of Directors shall be kept in a book or books provided for that purpose and the minutes of every such meeting shall be submitted at the next meeting of the Board of Directors and shall be open to the inspection of any member of The Students’ Union at any time during the regular office hours of Ryerson Students’ Union.
8.11 A ruling of the Chair may be appealed at any time. A two-thirds (2/3) majority vote of the members of the Board of Directors present shall be required to override the Chair's ruling.
8.12 Cases not provided for in the by-laws of the Students’ Union shall be governed by the current version of Robert's Rules of Order, the interpretation of which shall be made by the Chair.
8.13 Any member of the Board of Directors attending a meeting of the Board of Directors or any committee of the Board of Directors held in camera shall be deemed by their attendance at the meeting to have undertaken to respect the confidentiality attaching to the proceedings of the Board while sitting in camera and that they will not, without the consent of the Board, communicate to any third party in any manner whatsoever, other than to a member of the Board, or an Officer of the Board, anything concerning any matter or decision discussed or made at such meeting.
- 45 -
Ryerson Students’ Union By-Laws
8.14 If any person, not being a member of the Board of Directors, shall attend a meeting of the Board of Directors or any committee of the Board of Directors held in camera, no further business shall be conducted in camera while such person remains present.
8.15 If any Director is found, by a two-thirds (2/3) majority of the members of the Board of Directors present to be in violation Article 8: paragraph 8.13, they shall face consequences to be decided upon by resolution of the Board.
8.16 Questions arising at any meeting of the Board of Directors shall be decided on a majority of votes. In the case of an equality of votes, the motion may be decided by the Chair.
8.17 All votes at any meeting of the Board of Directors shall be from Robert's Rules of Order or by ballot if requested by any director present, but if no demand shall be made, the vote shall be taken by simple indication of assent or dissent. This procedure may be superseded by a ballot vote which in turn may also be superseded by a roll call vote. A declaration by the Chair that a resolution has been carried or defeated and an entry to that effect in the minutes shall be admissible as prima facie evidence of the number or proportion of the votes recorded in favour of or against such resolution.
8.18 Every year, one semi-annual meeting of the membership shall be during the Fall Semester month of November and one annual meeting of the membership shall be held during the Winter Semester month of April.
8.19 The agenda and other such relevant material concerning the annual, semi-annual or special meetings of the membership shall be made available for distribution to the members not less than forty-eight (48) hours prior to such meetings.
8.20 The Annual General Meeting (AGM), semi-annual general meeting (SAGM), and any special meetings of the members of the Students’ Union shall be held on campus.
8.21 At the semi-annual general meeting the audited financial statements for the Students’ Union's preceding fiscal year shall be presented by the Vice- President Operations for the information and approval of the members of the Students’ Union.
- 46 -
Ryerson Students’ Union By-Laws
8.22 At the semi-annual general meeting, an interim report will be supplied by the President.
8.23 At the annual general meeting the out-going President shall deliver annual reports of the programmes of the Board of Directors and recommendations for the following year. Thereupon the outgoing President shall announce the President-elect.
8.24 At the annual general meeting the President-elect shall introduce to the membership the Executive-elect and the Directors-elect. The President- elect shall outline generally their goals for the coming year.
8.27 One hundred (100) members shall form a quorum at the annual, semi- annual or any other meetings of the members of the Students’ Union. If no quorum is present the meeting shall be adjourned until the next regular meeting of the Board of Directors.
8.28 Subject to the provisions, if any, contained in the letters patent of the Students’ Union, each member of the Students’ Union shall at all meetings of the members be entitled to one (1) vote.
8.29 At all meetings of the members every question shall be decided by a simple majority of votes of the members present in person.
8.30 If a poll be demanded and not withdrawn the question shall be decided by a majority of votes given by the members present in person, and such poll shall be taken in a manner that the Chair shall direct. The result of such poll shall be deemed the decision of the Students’ Union in general meeting upon the matter in question.
8.31 Any error or omission in giving notice for a meeting of the Board of Directors shall invalidate such a meeting unless all directors waive notice of any such meeting, in which instance the directors may ratify, approve and confirm any or all proceedings taken or had thereat.
8.32 Any error or omission in giving notice of an annual or general meeting or any adjourned meeting, whether annual or general, of the members of the Students’ Union shall not invalidate such meeting or make void any proceedings taken thereat and any member may at any time waive notice of any such meeting and may ratify, approve and confirm any or all proceedings taken or had thereat.
- 47 -
Ryerson Students’ Union By-Laws
- 48 -
Ryerson Students’ Union By-Laws
Article Nine (9) Legal and Financial
9.0 Article Intention This article shall be interpreted liberally to support the flexibility and expedient functioning of the RSU, but executives and directors shall not act in bad faith when abiding by the obligations, warrants, permissions, or restrictions set out in this article.
(NEW) Non-Compliance Any individual agreeing to abide by these By-Laws shall have their behaviour brought before the Board for the purposes of deciding whether or not they should be impeached, if they fail to comply with anything contained in this article, including the prohibition of bad-faith dealings.
9.1 Head Office Location The Head Office of the Students’ Union shall be located in the City of Toronto in the Province of Ontario, and at such place therein as the Board of Directors may from time to time determine.
9.2 Capital Acquisitions Fund The Capital Acquisitions Fund is that portion of fees collected from the members, which is budgeted specifically for the purpose of capital expenditures.
9.3 Capital Acquisitions Fund Allocation Monies from the Capital Acquisitions Fund shall only be allocated for the purpose of capital expenditures.
9.4 Capital Acquisitions Fund Allocation Process A motion to allocate capital funds exceeding $1,500 shall receive first reading at a meeting of the Executive Committee. Following its approval with a simple (50% + 1) majority at Executive Committee, the proposed capital fund allocation shall be presented to the members of the Board of Directors at the next Board meeting. The proposed capital fund allocation shall be considered adopted following a two-thirds (2/3) majority vote of the members of the Board of Directors present. All other capital fund allocations shall be approved by the executive committee.
9.5 Signatories Required Deeds, transfers, licences, contracts, and engagements on behalf of the Students’ Union shall be co-signed by any two signing officers. - 49 -
Ryerson Students’ Union By-Laws
9.6 Entering Ordinary Contracts Subject to the other provisions of the by-laws of the Students’ Union, contracts in the ordinary course of the Students’ Union's operations may be entered into on behalf of the Students’ Union by any two signing officers.
9.7 Asset Management Any two of the three of signing officers, (NEW) where such action is permitted by applicable law: a) may acquire and/or transfer, upon ratification, any and all shares, bonds or other securities from time to time standing in the name of the Students’ Union in its individual or any other capacity, and b) as trustee or otherwise may accept in the name and on behalf of the Students’ Union transfers of shares, bonds, or other securities from time to time transferred to the Students’ Union, and c) may affix The Seal to any such transfers or acceptance of the transfers, and d) may make, execute and deliver under the Seal any and all instruments in appointment of an attorney or attorneys to make or accept transfers of shares, bonds or other securities on the books of any company or corporation.
9.8 Record Keeping The Board of Directors shall ensure that all necessary books and records required according to the by-laws of the Students’ Union or by any applicable statute or law are regularly and properly kept.
9.9 Fiscal Year Unless otherwise ordered by the Board of Directors, the fiscal year of the Students’ Union shall terminate on the thirtieth day (30th) of April in each year.
9.10 Issuing and Endorsing Payment Related Items Subject to these By-Laws as herein otherwise provided, all cheques, bills of exchange or other orders for payment of money, notes or other advances of indebtedness issued in the name of the Students’ Union shall be signed by any two signing officers in such manner as shall from time to time be determined by resolution of the Board of Directors. Any one of such officers or agents (NEW) given authority by the Board may alone endorse notes and drafts for collection on accounts of the Students’ Union through its bankers, and endorse notes and cheques for deposit with the Students’ Union's bankers for the credit of the Students’ Union or
- 50 -
Ryerson Students’ Union By-Laws
same may be endorsed “for collection” or “for deposit” with the bankers of the Students’ Union for the purpose.
9.11 Sole Management of Banking Matters Any one of such officers or agents given authority by the Board so appointed may arrange, settle, balance and certify all books and accounts between the Students’ Union's bankers and may receive all paid cheques and vouchers and sign all the bank's forms or verification slips, (NEW) and must declare any direct or indirect, potential or actual, benefits derived from such transactions at a regular Board meeting.
9.12 Securities Deposit, Management, and Bank Liability The securities of the Students’ Union shall be deposited for safekeeping with one or more bankers, trust companies or other financial institutions to be selected by the Board of Directors. Any and all securities so deposited may be withdrawn, from time to time, only upon the written order of the Students’ Union signed by any two signing officers and (NEW) be viewable by the Board upon request, and made in such manner as shall from time to time be determined by resolution of the Board of Directors and such authority may be general or confined to specific instances. The institutions which may be so selected as custodians of the Board of Directors shall be fully protected in acting in accordance with the directions of the Board of Directors and shall in no event be liable for the due application of the securities so withdrawn from deposit or the proceeds thereof.
9.13 Financial Mobility of Board The Board of Directors may by a simple majority from time to time: a) borrow money on the credit of the Students’ Union; b) issue, sell or pledge securities of the Students’ Union; and, c) charge, mortgage, hypothecate or pledge all or any of the real or personal property of the Students’ Union, including book debts, rights, powers, franchises and undertakings, to secure any securities or any money borrowed or other debt, or any obligation or liability of the Students’ Union.
9.14 Borrowing Mobility of Board From time to time, the Board of Directors may (NEW) , by simple majority, authorise any director, officer or employee of the Students’ Union or any other person to make arrangements with reference to the moneys borrowed or to be borrowed as aforesaid and as to the terms and conditions of the loan thereof, and as to the securities to be given - 51 -
Ryerson Students’ Union By-Laws
therefore, (NEW) so long as that authority is granted upon the condition that the Board has the with power to vary or modify such arrangements, terms and conditions and to give such additional securities for any moneys borrowed or remaining due by the Students’ Union as the Board of Directors may authorise, and generally to manage, transact and settle the borrowing of money by the Students’ Union.
9.15 Reasonable Indemnity All Directors, Officers and other employees and their respective heirs, executors and administrators shall at all times be indemnified and saved harmless by the corporation from and against all liability incurred as a result of the execution of duties (NEW) within the purview of the role that such parties carry within the corporation, at the time that the cause of the liability occurs owed to the corporation, except to the extent that such liability results from the individual's wilful neglect, or (NEW) wilful default (NEW) , or wilful act or omission in bad-faith.
9.16 Declaration of Considered Interests Any member of the Board of Directors having an interest in any matter before the Board other than the interest of the Students’ Union whether or not it is in conflict, whether a pecuniary interest or otherwise, whether directly or indirectly, shall, if present at the meeting at which the matter is considered, declare such interest before the Board. The Secretary shall record all such declarations.
9.17 Notice of Membership Sufficient (NEW) , Except Further Transactions A general notice that a member of the Board of Directors is a member of any specified partnership, firm, company or corporation, shall be sufficient disclosure whether or not the interest of the member is nominal or consists of the holding of a qualifying share or shares, and after such general notice, it shall also be necessary to give separate notice relating to any particular transaction with such partnership, firm, company or corporation.
9.18 Abstinence from Vote and Debate where Interest Declared When notice of interest has been given by a member of the Board of Directors, either general or with respect to a particular matter, any such member must abstain from voting and debate upon any motion or on any matter in which she has such interest (NEW) except to answer questions from Directors, either by email, or at the Board Meeting. The Secretary shall record all such votes and/or instances of vote abstinence.
9.19 Business Interest Different - 52 -
Ryerson Students’ Union By-Laws
Interest of a business nature will be handled by the guidelines in the Ryerson Students’ Union Policy Handbook.
9.20 Conflict of Interest – Director A director having an actual or potential conflict of interest with respect to a matter before the Board shall forthwith disclose it to the Board and shall refrain from participating in the discussion of the matter other than to answer questions from other members of the board, and shall refrain from voting on the matter.
9.21 Conflict of Interest – Officer or Employee An officer or other employee having an actual or potential conflict of interest with the corporation shall forthwith disclose it to management (senior management staff and the executive) and (NEW) , in direct or indirect relation to that conflict, shall act as instructed thereby.
9.22 Conflict of Interest – Member A member having an actual or potential conflict of interest with respect to a matter before the membership shall forthwith disclose it to the membership and shall refrain from participating in the discussion of the matter other than to answer questions from other members of the corporation, and shall refrain from voting on the matter.
9.23 Conflict where Direct or Indirect Benefit For the purposes of paragraphs (NEW) 9.20, 9.21, and 9.22, and 9.23 a conflict of interest will exist when a director the individual on whom it falls to disclose any conflicts if they exist may receive direct or indirect personal, financial or material benefit.
9.24 By-laws Gender Neutral In these by-laws and in all other by-laws of the Students’ Union hereafter passed, unless the context otherwise requires, (NEW) any references to individuals or collectives of individuals of any sort shall be gender neutral.
9.25 Amendment Procedure These bylaws may not be amended except by majority vote of a meeting of members during the Semi-Annual or Annual General meeting, following written notice to the President and Secretary and copied to the Executive Director of Communications & Outreach. To be considered at a meeting of members, a proposed by-law amendment must either: a) be submitted to the Board of Directors at least 45 days prior to the date of the meeting. The Board of Directors shall take reasonable steps to notify the - 53 -
Ryerson Students’ Union By-Laws
membership of all proposed by-law amendments at least 30 days prior to the date of the meeting of members; or,
b) the Board of Directors may initiate by-law changes with a two-thirds (2/3) majority vote of the members of the Board of Directors at least 30 days in advance of the date of the members meeting. All by-laws amendments require a final reading at a meeting of the members of with a two-thirds (2/3) majority vote of the members present to adopt the duly announced change.
9.26 Amendment Effect Delay Amendments to these by-laws take effect twenty-four (24) hours after ratification by the members.
9.27 Change Requirements Any amendment to these by-laws cannot be implemented until it is approved by the members as outlined in paragraph 9.25 of this document. Article 9: Legal and Financial, cannot be changed or superseded at any time unless the process is duly changed in the by-laws by the process outlined in Article 9: Legal and Financial, paragraphs 9.25.
Article Ten (10) Policies
10.1 The policies as set by the Board of Directors will be recorded in the Policy Manual of the Students’ Union.
10.2 Policy Resolutions shall represent the considered or general view of the Ryerson Students’ Union with respect to any issue and may have limited or unlimited temporal reference. A Policy Resolution shall in most respects pertain to the prudent conduct, sagacity, course, or general plan of action to be adopted by Ryerson Students’ Union and shall be able to act as a preamble to a resolution to implement. A Policy Resolution shall contain a resolution to implement, which shall be a resolution prescribing a course of action to be adopted as Standing Policy of the Ryerson Students’ Union.
- 54 -
Ryerson Students’ Union By-Laws
10.3 Policy Resolutions require (NEW) 5 days one (1) business week's Notice of Motion prior to a vote at a Board of Director's Meeting. A Policy Resolution must be passed by a two-thirds (2/3) vote or by a simple majority and shall thereby be considered Policy of the Ryerson Students’ Union.
10.4 It must be stated in the actual resolution that it is a Policy of the Ryerson Students’ Union.
10.5 The rescindment of a Policy of the Ryerson Students’ Union shall require a (NEW) 5 days one week's Notice of Rescindment and must be rescinded by a two-thirds (2/3) vote at a Board of Directors meeting.
- 55 -
Ryerson Students’ Union By-Laws
APPENDIX A Terms of Reference for Standing Committees
Standing Committees of the Board of Directors
EXECUTIVE COMMITTEE 1. The Board of Directors shall establish an Executive Committee in accordance with the following terms of reference:
a) the voting members of the Executive Committee shall be: i. the President; ii. the Vice-President Operations; iii. the Vice-President Student Life and Events; and, iv. the Vice-President Education v. the Vice-President Equity
c) the (NEW) General Manager Executive Director of Operations and Services and the Executive Director of Communication and Outreach shall be ex-officio non-voting member of the Executive Committee;
d) the Committee shall be appointed at the first meeting of the Board of Directors in May;
e) (NEW) The President either the Executive Director of Operations and Services or the Executive Director of Communications and Outreach shall chair the Executive Committee. In the absence of either of the Executive Directors, the President shall preside at meetings or, in their absence, the Vice-President Operations shall preside at meetings;
f) the Executive Committee shall appoint from among its members a secretary of the Executive Committee, who shall be responsible for forwarding all minutes and records of transactions to the Secretary of the Board of Directors;
g) the Executive Committee may review any matters relating to the property, revenue, business, and affairs of the Students’ Union. The Executive Committee shall have the responsibility to consider all matters relating to fiscal policy, revenue and expenditure;
h) prior to the submission of such matters to the Board of Directors, the Executive Committee shall prepare or cause to be prepared and - 56 -
Ryerson Students’ Union By-Laws
submitted to the Board of Directors such information and data as the Executive Committee considers pertinent to assist in the consideration of such matters by the Board of Directors. The Executive Committee may make such recommendations to the Board of Directors with respect to such matters as it may deem appropriate;
i) the Executive Committee shall have the responsibility to evaluate, continually re-assess and recommend direction to the Board of Directors;
j) the Executive Committee shall recommend, but shall not initiate policy, which shall only be established by the Board of Directors unless prior permission to make any policy has been given by the Board of Directors;
k) the Executive Committee shall have the authority to approve expenditures of up to $1,500.00. Authority to exceed this limit shall be granted by the Board of Directors as it may deem appropriate;
l) not less than half the appointed members of the Executive Committee shall constitute a quorum. Each member of the Executive Committee, present in person, shall be entitled to vote; and,
m) the Executive Committee may act in the absence of the Board of Directors provided such action is recorded in the minutes as such and is submitted for approval to the next regular meeting of the Board of Directors.
STUDENT ACTION COMMITTEE 2. The Board of Directors shall establish a Student Action Committee in accordance with the following terms of reference: a) the Student Action Committee shall consist of: i. the Vice-President Education; ii. the Student Action Commissioner; iii. the Student Issues and Advocacy Co-ordinator; iv. the Equity and Campaigns Organizer; and, v. the Deputy Chairperson Education of the Graduate Representative Committee
b) the Committee shall also consist of the following members whom shall be appointed by the Board of Directors: i. one (1) Senate Director; and, - 57 -
Ryerson Students’ Union By-Laws
ii. three (3) Student Faculty Directors
d) the Committee shall be appointed at the first meeting of the Board of Directors in May;
e) the Student Action Commissioner shall be chair of the Student Action Committee. In the absence of the Student Action Commissioner, the Vice-President Education shall preside at meetings;
f) the Student Action Committee shall appoint from among its members a secretary of the Educational Issues Committee, who shall be responsible for forwarding all minutes and records of transactions to the Secretary of the Board of Directors;
g) the Student Action Committee may review any matters relating to the academic policies established by Ryerson University. The Committee shall have the responsibility to consider and recommend to the Board of Directors all matters relating to academic policy. The Committee shall ensure that student members of all Ryerson committees, boards or councils are aware of The Students’ Union's position with respect to academic policy;
h) the Student Action Committee may review any matters relating to municipal, provincial and national educational issues. Committee shall have the responsibility to consider and recommend to the Board of Directors all matters relating to municipal, provincial and national educational policy. The Committee shall ensure that members of The Union are aware of The Students’ Union's position with respect to municipal, provincial and national educational issues; and,
i) not less than half the appointed members of the Student Action Committee shall constitute quorum. Each Students’ Union member of the Student Action Committee, present in person, shall be entitled to vote.
COURSE UNIONS COMMITTEE 3. The Board of Directors shall establish a Course Unions Committee in accordance with the following terms of reference: a) the Course Unions Committee shall consist of: i. the Vice-President Student Life and Events ii. the Student Groups and Course Unions Commissioner; iii. the Campus Groups Director; - 58 -
Ryerson Students’ Union By-Laws
iv. the Campus Groups Administrator; and, b) the Committee shall also consist of the following members whom shall be appointed by the Board of Directors: i. two (2) other members of the Students’ Union who shall each hold an executive position with a Course Union. The elections for these positions shall be held in accordance to the Student Group and Course Unions Elections as per Article Six (6). ii. one (1) director c) the Committee shall be appointed at the first meeting of the Board of Directors in May; d) the Student Groups and Course Unions Commissioner shall be chair of the Course Unions Committee. The Board of Directors shall designate one of the Course Unions Directors as vice-chair who shall act as chair in the absence of the Student Groups and Course Unions Commissioner; e) the Course Unions Committee shall appoint from among its members a secretary of the Course Unions Committee, who will be responsible for forwarding all minutes and records of transactions to the Secretary of the Board of Directors; f) the Course Unions Committee may review any matters relating to the planning and implementation of course union summits, workshops and other course union events. The Course Unions Committee shall have the responsibility to consider and recommend to the Board of Directors all matters relating to the expenditure of Course Union funds; and, g) not less than half the appointed members of the Course Unions Committee shall constitute a quorum. Each member of the Course Unions Committee, present in person, shall be entitled to vote. h) No more than one member representing the same course union may serve on the committee with the exception of the Vice-President Student Life and Events and the Commissioner of Course Unions and Student Groups. i) Should a position become vacant on the Course Union committee the respective constituent group will be notified of the vacancy and subsequent electoral process to be held no less than one week prior to the next All Executive meeting at which time the by election will occur. - 59 -
Ryerson Students’ Union By-Laws
EVENTS AND ENTERTAINMENT COMMITTEE 4. The Board of Directors shall establish an Events and Entertainment Committee in accordance with the following terms of reference: a) the Events and Entertainment Committee shall consist of: i. the Vice-President Student Life and Events; ii. the Events Commissioner; iii. The Campus Groups Director; iv. the Deputy Chairperson Student Life of the Graduate Representative Committee v. Events Co-ordinator vi. the Residence Council representative
b) the Committee shall also consist of the following members whom shall be appointed by the Board of Directors: i. three (3) Directors
c) the Committee shall be appointed at the first meeting of the Board of Directors in May;
d) the Events Commissioner shall be chair of the Events and Entertainment Committee. In the absence of the Events Commissioner, the Vice-President Student Life and Events shall preside at meetings;
e) the Events and Entertainment Committee shall appoint from among its members a secretary of the Entertainment and Events Committee, who shall be responsible for forwarding all minutes and records of transactions to the Secretary of the Board of Directors;
f) the Events and Entertainment Committee may review any matters relating to the planning and implementation of Orientation, Winter Carnival and other regular and special events;
g) not less than half the appointed members of the Events and Entertainment Committee shall constitute a quorum. Each member of the Events and Entertainment Committee, present in person, shall be entitled to vote; and,
h) the Board of Directors shall have the authority to appoint members of The Students’ Union to the Events and Entertainment Committee.
- 60 -
Ryerson Students’ Union By-Laws
Such members shall be non-voting and shall not be considered in determining quorum.
FINANCE COMMITTEE 5. The Board of Directors shall establish a Finance Committee in accordance with the following terms of reference: a) be composed of: i. the President; ii. the Vice-President Operations; iii. the Deputy Chairperson Finance of the Graduate Representative; and, iv. the Executive Director of Operations and Services and the Finance Coordinator
b) the Committee shall also consist of the following members whom shall be appointed by the Board of Directors: i. and two (2) other Directors who shall not be ex-officio Directors
c) the Committee shall be appointed at the first meeting of the Board of Directors in May;
d) be chaired by the Vice-President Operations and in their absence by the President;
e) be appointed at the first meeting of the Board of Directors in May;
f) meet before August 31st, with not less than half of the elected members of The Students’ Union appointed to the committee constituting a quorum, to discuss and approve the annual operating budget that shall normally be prepared, with consultation, by the Vice- President Operations and the Executive Director of Operations and Services;
g) as necessary, review any matters relating to the annual budget and audit of the Students’ Union; and,
h) present to the Board of Directors for ratification the recommended operating budget for the Students’ Union for the current fiscal year.
STUDENT GROUPS COMMITTEE 6. The Board of Directors shall establish a Student Groups Committee in accordance with the following terms of reference: - 61 -
Ryerson Students’ Union By-Laws
a) The Student Groups Committee shall consist of: i. the Vice-President Student Life and Events; ii. the Course Unions and Student Groups Commissioner; and, iii. the Campus Groups Director iv. the Campus Groups Administrator b) the Committee shall also consist of the following members whom shall be appointed by the Board of Directors: i. two (2) other members of the Students’ Union who shall each hold an executive position with a Student Group. The elections for these positions shall be held in accordance to the Student Groups and Course Unions Elections as per Article Six (6). ii. one (1) Director c) the Committee shall be appointed at the first meeting of the Board of Directors in May; d) The Course Unions and Student Groups Commissioner shall be the chair of the Student Groups Committee. In the absence of the Course Unions and Student Groups Commissioner, the Vice-President Student Life and Events shall preside at meetings; e) The Student Groups Committee shall appoint from among its members a secretary of the Student Groups Committee, who shall be responsible for forwarding all minutes and records of transactions to the Secretary of the Board of Directors; f) The Student Groups Committee may review any matters relating to the planning and implementation of student group summits, workshops and other student group events. The Student Groups Committee shall have the responsibility to consider and recommend to the Board of Directors all matters relating to the expenditure of Student Group funds; and, g) Not less than half the appointed members of the Student Groups Committee shall constitute a quorum. Each The Students’ Union member of the Student Groups Committee, present in person, shall be entitled to vote. h) No more than one member representing the same student group may serve on the committee with the exception of the Vice-President - 62 -
Ryerson Students’ Union By-Laws
Student Life and Events and the Commissioner of Course Unions and Student Groups.
i) Should a position become vacant on the Student Group committee the respective constituent group will be notified of the vacancy and subsequent electoral process to be held no less than one week prior to the next All Executive meeting at which time the by election will occur.
GOVERNANCE BY-LAW COMMITTEE 7. The Board of Directors shall establish a Governance By-Law Committee in accordance with the following terms of reference: a) be composed of: i. the President; and, ii. the Vice-President Operations
b) the Committee shall also consist of the following members whom shall be appointed by the Board of Directors: i. two (2) Directors at least one of whom shall not be a Commissioner ii. the (NEW) General Manager Executive Director of Communications & Outreach or an appropriate staff resource whom shall be ex- officio c) be appointed at a meeting of the Board of Directors by no later than August of each year;
d) be chaired by the President;
e) meet as necessary, but no later than two (2) months prior to the Semi- Annual General meeting in November to discuss changes and prepare amendments to the by-laws of The Students’ Union;
f) seek the advice of the Students’ Union’s legal counsel where applicable;
g) present amendments to the Board of Directors no later than the October meeting; and,
h) convene again as necessary in the new year to develop any other amendments to the by-laws that shall be presented to the Board of Directors no later than March meeting and then to the members at the Annual General Meeting in April.
- 63 -
Ryerson Students’ Union By-Laws
i) be responsible for updating the most current version of the by-laws to reflect: amendments passed by students at the Semi-Annual General Meeting (SAGM) or the annual general meeting (AGM); changes made in official titles to positions made by Ryerson University and, changes agreed to in the Collective Agreement with the unionized staff of the Students’ Union.
EQUITY & SOCIAL JUSTICE COMMITTEE 8. The Board of Directors shall establish an Equity & Social Justice Committee in accordance with the following terms of reference:
a) report to the Board of Directors via the Equity Issues Commissioner; be composed of: i. the Vice-President Equity; ii. the Vice-President Education; iii. the Equity Issues Commissioner; iv. the Chairperson of the Graduate Representative Committee; and, v. the Equity and Campaigns Organizer
b) the Committee shall also consist of the following members whom shall be appointed by the Board of Directors: i. three (3) Directors
c) the committee members shall be appointed at the first meeting of the Board of Directors in May.
d) the Committee shall discuss, develop, and formulate policy regarding equity issues and submit such work to the Board of Directors;
e) be chaired by the Equity Issues Commissioner;
f) work with the Vice-President Equity to facilitate campus wide discussion and action on issues of equity;
g) work with the Student Groups Committee and the Course Unions Committee to outreach to various student groups on campus;
h) work on equity related issues, such as but not limited to, the Access Centre, Discrimination Harassment Prevention and Equity Services, and Ryerson Student Services;
BURSARY COMMITTEE - 64 -
Ryerson Students’ Union By-Laws
9. The Board of Directors shall establish a Bursary Committee in accordance with the following terms of reference:
a) The Committee shall consist of: i. the Vice-President Operations; and, ii. the Finance Coordinator
b) the Committee shall also consist of the following members whom shall be appointed by the Board of Directors: i. two (2) Directors
c) the Committee shall be appointed at the first meeting of the Board of Directors in May;
d) the Committee shall be chaired by the Vice-President Operations;
e) solicit and review and applications for the distribution of Ryerson Students’ Union bursary funds;
f) meet as necessary and in a timely manner soon after the November deadline for the submission of all Fall Term Ryerson Students’ Union bursary applications;
g) award all Ryerson Students’ Union bursary funds fairly and equitably, and according to the restrictions placed upon them by rule of law, policies of The Students’ Union, and any agreements pertaining to such funds.
SUSTAINABILITY COMMITTEE 10. The Board of Directors shall establish a Sustainability Committee in accordance with the following terms of reference:
a) the Committee shall consist of: i. the Vice-President Equity; ii. one (1) Graduate Representative Committee member determined by the Graduate Representative Committee shall also sit on the committee; iii. The Equity & Campaigns Organiser; and iv. the Sustainability Commissioner
b) the Committee shall also consist of the following members who shall be elected from the Board of Directors: - 65 -
Ryerson Students’ Union By-Laws
ii. three (3) Directors; c) the Committee shall be appointed at the first meeting of the Board of Directors in May; d) the Committee shall discuss, develop, formulate policy and campaigns regarding sustainability issues and submit such work and recommendations to the Board of Directors; e) be chaired by the Commissioner; f) work with the Vice-President Equity to facilitate campus wide discussion and action on issues sustainability and the environment; g) report to the Board of Directors via the Commissioner;
- 66 -
Ryerson Students’ Union By-Laws
APPENDIX B Terms of Reference for the Senate Student Caucus
The Senate Student Caucus
1. Senate Student Caucus: a.) there shall be a Caucus composed of all student representatives of Senate, including the Continuing Education Students’ Association at Ryerson’s (CESAR) Vice-President Academic, and student representatives;
b.) the Caucus shall be chaired by the Students' Union representative, as selected by the Executive-elect of each year;
c.) the purpose of the Caucus is to identify student issues and goals that need to be brought to the Senate;
d.) the Caucus shall recommend policies and campaigns to the Senate that are specific to the needs of the students they represent;
e.) the Caucus shall also recommend policies and campaigns to the board of the Ryerson Students’ Union where appropriate;
f.) the Caucus shall meet no less than once per month during the fall and winter semesters; and,
g.) the Caucus shall meet with the appropriate staff person at the Students’ union from time to time as necessary.
- 67 -
Ryerson Students’ Union By-Laws
- 68 -
Ryerson Students’ Union By-Laws
ARTICLE 11 APPENDIX C Terms of Reference for the Graduate Representative Committee and Graduate Council
Article 1 - Organisation of the Graduate Representative Committee and Graduate Council 1.1 The Ryerson Students' Union Board of Directors shall maintain a standing Graduate Representative Committee and Graduate Council.
1.2 Cases not provided for in these by-laws shall be governed, first by the by- laws of the Ryerson Students' Union, and second, by the current version of Robert's Rule of Order, the interpretation of which shall be made by the chair.
Article 2 - The Graduate Representative Committee 2.1 The Graduate Representative Committee shall consist of a Chairperson, a Deputy Chairperson Education, a Deputy Chairperson Student Life, a Deputy Chairperson Finance, a Member-At-Large, the President, and Vice-President Education as full voting members, and the Executive Director of Communications & Outreach and Student Issues & Advocacy Coordinator as ex-officio non-voting members.
2.2 The Graduate Representative Committee shall act in accordance with the rules governing committees as outlined in Article 4 of this document.
2.3 Voting members of the Graduate Representative Committee, excluding the Member-At-Large, shall hold office from May 1 of the current year until such time as their rightfully elected successor takes office on May 1 of the following year.
2.4 The Member-At-Large shall hold office from October 1 of the current year until such time as their rightfully elected successor takes office on October 1st of the following year.
2.5 The Graduate Representative Committee shall have the responsibility to:
a) Organise grad-specific events, initiatives, and campaigns in consultation with the executives b) evaluate, continually re-assess and recommend direction to Council;
- 69 -
Ryerson Students’ Union By-Laws
c) make all financial decisions pertaining to the activities of the Committee in accordance with the annual operating budget granted to the Committee by the Students’ Union Board; d) advise the Students’ Union representatives on graduate issues; e) work with the National Graduate Caucus and the Ontario Graduate Caucus; f) determine the graduate student representatives for meetings of the Canadian Federation of Students, including those of the National Graduate Caucus and Ontario Graduate Caucus; and, g) attend all meetings of the Graduate Representative Committee and Council.
2.6 The Graduate Representative Committee shall have the authority to provide the Graduate Council with the power to make non-financial decisions as the Committee deems appropriate.
2.7 The duties and functions of the Chairperson and Deputy Chairpersons shall be defined as follows: a) Chairperson i. is responsible for the general management and supervision of the affairs and operations of the Graduate Representative Committee and Graduate Council; ii. ensures that Deputy Chairpersons carry out their assigned duties as directed by the Graduate Representative Committee and their respective job descriptions; iii. liaises between staff and Council; iv. works with the RSU Executive to represent the Graduate Representative Committee and Council to the School of Graduate Studies; v. works with the RSU Executive and staff to promote issues of importance to graduate students; vi. works with the RSU Executive and staff to develop graduate membership; vii. makes recommendations to the Graduate Representative Committee and Council about communication issues and policies; viii. coordinates and chairs meetings of the Graduate Representative Committee and Council; ix. prepare meeting agendas; x. in conjunction with the Vice President Student Life and Events, liaises with other Ryerson graduate student organisations; xi. attends meetings of the Equity & Social Justice Committee; and, - 70 -
Ryerson Students’ Union By-Laws
xii. trains and advises the incoming Chairperson.
b) Deputy Chairperson Education i. works with the Vice President Education to lobby the university administration on academic issues; ii. works with the Vice President Education and staff to develops internal and external political campaigns on issues that affect Ryerson graduate students; iii. works with the Vice President Education to coordinate Ontario Graduate Caucus, National Graduate Caucus and Canadian Federation of Students campaigns at a local level; iv. makes recommendations to the Graduate Representative Committee and Council about educational issues and policies; v. attends meetings of the Student Action Committee; and, vi. trains and advises the incoming Deputy Chairperson Education.
c) Deputy Chairperson Finance i. in consultation with the Vice-President Operations and the Graduate Representative Committee, develops and recommends the annual budget to the Finance Committee; ii. prepares and presents quarterly financial reports to the Graduate Representative Committee; iii. works with the Vice President Finance to present financial reports to the membership at General Meetings; iv. monitors the financial status of graduate students' budget allocations including budget variances and makes recommendations to the Graduate Representative Committee and Council on major expenditures; v. keeps minutes of Representative Committee and Council meetings; vi. attends meetings of the Sustainability Committee and the Finance Committee; and, vii. trains and advises the incoming Deputy Chairperson Finance.
d) Deputy Chairperson Student Life i. works with the Deputy Chairperson Education, Vice President Student Life and Events and staff to coordinate educational and social events for graduate students; ii. works with the Vice President Student Life and Events and staff - 71 -
Ryerson Students’ Union By-Laws
to coordinate orientation; iii. attends meetings of the Events and Entertainment Committee; and, iv. trains and advises the incoming Deputy Chairperson Student Life.
2.8 The Graduate Representative Committee shall present a budget proposal outlining proposed expenditures from the graduate students' budget allocation to the Finance Committee to be included in the RSU Operating Budget.
2.9 Voting members of the Committee shall receive honoraria as determined in the graduate students' budget and outlined in policy.
2.10 A Graduate Representative Committee position shall be deemed vacant if a person currently functioning in such a capacity: a) dies, ceases to be qualified, according the to these by-laws, to hold office, or resigns in writing to the Committee; b) is removed from office by a resolution, of which advance notice must be duly given one (1) month prior to a council meeting and passed by a two-thirds majority vote of Council; or, c) neglects to provide the Graduate Representative Committee with a written explanation of their absence within ten (10) business days of failing to attend two (2) consecutive or three (3) non-consecutive meetings of the Graduate Representative Committee without sending notice or regrets, or failing to attend five (5) meetings of the Graduate Representative Committee.
2.11 The Graduate Representative Committee shall have the authority to temporarily or permanently reduce and/or suspend the honorarium of the Chairperson or a Deputy Chairperson by a resolution passed by a two- thirds majority vote of the Graduate Representative Committee.
Article 3 – The Graduate Council 3.1 The Graduate Council shall consist of: a) a representative from each active Graduate Students Association; b) the graduate studies representatives sitting on Senate; and c) the members of the Graduate Representative Committee.
3.2 Program Representatives, throughout their term of office, shall be: a) enrolled in a program of study in Ryerson University's School of - 72 -
Ryerson Students’ Union By-Laws
Graduate Studies; and, b) elected by members of their program or by the Graduate Council as outlined in Article 6 of this document.
3.3 The duties of the Graduate Council shall be to: a) uphold the best interests of Ryerson graduate students in conducting all Council related duties and functions; b) abide by any resolution passed by a majority vote of Council; c) advise the Graduate Representative on issues of concern to graduate students; d) work with RSU directors, executive and staff to design and develop campaigns related to graduate issues; e) attend and actively participate in all regularly scheduled Council meetings; f) elect the Member-At-Large to the Executive Committee as outlined in Article 6; g) elect representatives to the School of Graduate Studies Council; and, h) elect program representatives when necessary as outlined in Article Six (6).
3.4 Each Program Representative shall hold office for one year following their election.
3.5 The position of Program Representative shall be deemed vacant if a person currently functioning in such a capacity: a) dies, ceases to be qualified, according to these by-laws, to hold office, or resigns in writing to Council; b) is removed from office by a resolution, of which advance notice must be duly given one (1) month prior to a council meeting and passed by a two-thirds majority vote of Council; or, c) neglects to provide Council with a written explanation of their absence within ten (10) business days of failing to attend two (2) consecutive or three (3) non-consecutive meetings of Council without sending notice or regrets.
Article 4 – Committees 4.1 The Graduate Representative Committee may establish ad hoc committees for such purposes and on such terms as it deems appropriate.
- 73 -
Ryerson Students’ Union By-Laws
4.2 The chair of each committee shall preside at meetings and in their absence; the committee shall appoint another of its members to act as chair.
4.3 A record shall be kept of the proceedings of every meeting of each committee, and it is the responsibility of each committee to submit a report of such proceedings to the Graduate Representative Committee as soon as conveniently possible.
4.4 Committee members, throughout their term of office, shall be enrolled in a program of study in Ryerson University's School of Graduate Studies.
Article 5 – Meetings 5.1 Meetings of Graduate Council shall take place twice a term.
5.2 Meetings of the Graduate Representative Committee shall take place from time to time as deemed necessary by the Committee.
5.3 Not less than half of all voting members of any committee or Council shall constitute quorum.
5.4 Meetings shall be formally held at the call of the Chairperson or any other member of the executive.
5.5 Notice of the time and place of every meeting shall be communicated by the chair to each member of the Council or committee at least one week (prior to the scheduled commencement of such a meeting. The notice should, if possible, be accompanied by an agenda.
5.6 Any member may attend any regular or special meeting of Council. Speaking privileges shall be obtained from the chair.
5.7 All documents and business for consideration by Council shall be given in writing to the Chairperson three working days prior to a scheduled meeting. Anything submitted thereafter shall have to be approved for presentation by Council.
5.8 The order of business at regular meetings of Council shall include: a) minutes of the previous meeting; b) business arising from the minutes; c) appointments and resignations; - 74 -
Ryerson Students’ Union By-Laws
d) correspondence to Council; e) unfinished business; f) new business; i. reports and presentations; ii. financial statements; iii. general business
5.9 A record of the proceedings of all meetings of Council shall be kept in a book or books provided for that purpose and the minutes of every such meeting shall be submitted at the next meeting of Council and shall be open to the inspection of any member at any time during regular office hours.
Article 6 – Elections 6.1 Elections for the Graduate Representative Committee shall be held concurrently with the RSU general elections and in accordance with the election rules and regulations found within Article 6 of the RSU election by-laws.
6.2 The Graduate Representative shall be elected by and from the members of the Students’ Union enrolled in the School of Graduate Studies on or about the fifth (5) week of the Winter Term.
6.3 Graduate Representative candidates shall have at least ten (10) nominators who are enrolled in the School of Graduate Studies.
6.4 Program Representatives shall be elected by their program Graduate Course Union through internal election mechanisms as determined by the GCU.
6.5 Where a program Graduate Course Union does not exist and the position of Program Representative is open interested individuals shall inform the Chairperson of their interest in writing along with a list of ten (10) nominators from within their program at least two (2) weeks prior to the meeting at which they wish their candidacy to be considered.
6.6 Where more than one (1) candidate from a single program has submitted the necessary valid documentation for consideration at a given meeting, Council shall hold a simple majority vote to determine the winner.
6.7 Where only one (1) candidate from a single program has submitted the necessary valid documentation for consideration at a given meeting they - 75 -
Ryerson Students’ Union By-Laws
shall assume the position through acclamation.
6.8 Once a candidate for Council has been elected, either by a vote of Council or by acclamation, the position of Program Representative for their program shall be deemed closed.
6.9 At its first meeting of the academic year, Council shall elect a Member-At- Large to the Graduate Representative Committee.
6.10 The Member-At-Large shall be enrolled in a graduate program and must be a graduate student for the entire academic term. The Member at Large position is responsible to assist with the work of the Graduate Representative Committee and to outreach and communicate to all graduate members and facilitate the work of Graduate Course Unions.
Article 7 - Graduate Course Unions (GCU) A Graduate Course Union shall be ratified by the Graduate Representative Committee upon a majority vote during a regular schedule meeting of the Graduate Representative Committee where quorum is present. Upon ratification and on a yearly basis the Executive of each Graduate Students’ Association must submit an up to date contact list of Executive members to the Graduate Chairperson and the Campus Groups Administrator.
CCU’s that are established after the date of October 31st must have a valid constitution and must submit a copy to the Graduate Chairperson and Campus Groups Administrator. This list must include contact information for elected officers for each Graduate Course Union within two weeks of being established.
7.1 The Graduate Representative Committee shall seek to develop and support the existence of program specific Graduate Course Unions (GCU).
7.2 A GCU's actions must not be contrary to the Ontario Human Rights Code, RSU policies, or the policies of Ryerson University.
7.3 Individuals connected with a GCU shall not realise any financial gain from the GCU's actions or activities.
- 76 -
Ryerson Students’ Union By-Laws
7.4 The activities of GCUs shall be directed toward Ryerson students and be held on campus unless advance permission is obtained for an off-campus event from the Deputy Chair Student Life.
7.5 All GCUs shall have a valid constitution and must submit a copy to the Deputy Chairperson Student Life and Campus Groups Administrator annually, signed by the GCU's signing officer not later than October 31.
7.6 All GCUs shall submit a valid executive list with valid student numbers, addresses, telephone numbers and email addresses and must submit a copy to the Deputy Chairperson Student Life and Campus Groups Administrator annually, not later than October 31.
7.7 No additional membership fee may be levied on members.
7.8 All GCUs shall undertake projects and programs that benefit their members.
7.9 Half (50%) of a GCU's funding shall be contingent on their Program Representative attending at least three (3) meetings of Council.
Appendix D Ryerson Student Representative Bodies Council 1.1 An honorary council shall exist with the name “Ryerson Student Representative Bodies Council” that shall hence forth be referred to as the council
1.2 The Council shall consist of the President and the Vice President Operations, or its equivalent or a delegate (as appointed by the President) of the Ryerson Students’ Union, the Ryerson Commerce Society, Ryerson Engineering Students’ Society, Ryerson Science Society, and the Ryerson Arts Society.
1.3 In the event that a new student elected body is created to represent a faculty, its President and equivalent of Vice President of Operations shall become members of this council pending ratification by the council.
1.4 In order to create consistency, the Executive Director of Operations and Services for the Ryerson Students’ Union, and the support staff from each Society’s Faculty shall be non-voting members of the council.
- 77 -
Ryerson Students’ Union By-Laws
1.5 In the event that a new student elected body is created to represent a faculty, their equivalent manager shall become a non-voting member of the council pending ratification of the council.
1.6 The council shall meet in June, September, and January of each year.
1.7 Quorum for meetings shall be 2/3 of voting members. 1.8 Motions other than those that would change the By-Laws may be passed at meetings by 50% + 1 majority vote.
1.9 In the event of a tie, the chair will break the tie.
1.10 Meetings shall be chaired by a student elected member of the Board of Governors
- 78 - WWW.RSUONLINE.CA Please reuse or recycle this booklet after the meeting.
Reclaiming Our Bodies & Minds