September Board Meeting Re-cap

September Board Meeting recap text overlaying an autumn tree and university building.

Recommendations from Ownership Consultation Committee (OCC): 

  • The Board of Directors recommended that the student experiences with summer heat roundtable report be shared with WUSA board and advocating for various further escalation from student leaders, and with relevant internal staff teams for investigation.  
  • The OCC work plan was approved. It lays out all consultation & research plans until the end of April 2027. 

 

Amending the General Fund Budget 

  • The Board of Directors approved a 2026-27 General Fund budget amendment to allocate $9,000 to the Director of Advocacy & Stakeholder Relations’ conference/travel/professional development account. This amount was mistakenly left off the approved budget in the spring. 

 

Filling At-large Advocacy Committee Vacancies & Health Senate Update: 

  • The Board of Directors approved the appointment of Laia Lehmann, Rhianna Stephenson, and Fariha Raima Zaman to fill the At-Large vacancies on the Advocacy Committee (AC). 
  • The acclaimed Undergraduate Health Senator is Sara Ramezani – following the byelection nomination period where she was the sole candidate to collect the necessary nominations. 

 

Board Training Session: Financial Responsibilities 

  • The Board received a training session about Board responsibilities when it comes to a corporation’s finances and how to interpret financial statements.  
  • Board delegates financial operations to Executive Director but do not delegate their oversight responsibilities. Governance Advisor S. Hanmer noted that some excellent questions were asked at the Audit and Finance Committee to ensure the Audit was conducted correctly.  

 

Update on Previously-approved Funding 

  • The $20,000 approved to elevate WUSA Welcome Week carnival with a bonus ride was not spent as the ride was not available. 

 

WUSA’s Financial Audit for fiscal year 2025/26 

  • Audit Report and Financial statements for 2025-26 were approved. These will be made available in public-facing documents over the next few weeks. 

 

WUSA’s Capital Budget Approved 

  • These items will be approved, start working on, but no guarantee on timeline. We will further communicate to membership for these individual project approvals are finalized:
    • $283,000 from general operating fund (amortized over 3-5 years) for computer equipment including $70K in AV equipment student groups can book and use at their events 
    • $400,000 from the SLC deferred maintenance fund for upgrades to 20 study rooms in the building 
    • $1,390,000 from the Capital Fund – including the following highlights: 
      • $250K for office relocation 
      • $300K for building beautification 
      • $300K for meeting room conversions 
      • $25K for water fountain modernization 
      • $300K for commercial amortization/reallocation 
      • $115K Building master plan study, lounge plan/ 3rd floor assessment. 
      • $100K in capital equipment 
      • This above list is not exhaustive, just the most notable projects. 

 

Executive Director Report:  

  • Advocacy team did an excellent job publicizing the at-large seats on Advocacy Committee, and supporting the Health Senator Byelection 
  • Reviewing the Member’s Meeting Framework to clarify process and requirements for members wishing to bring proposals  
  • In terms of commercial operations, Flock Stop executed Carnival concessions during Welcome Week. WUSA catered the Welcome Week Brunch and various other events during Orientation. Also working towards the Bomber bar operations. 
  • The WUSA Events webpage saw 59.5k users during September, and 139k page views 
  • The WUSA.ca server has been rebuilt to handle high traffic and did not experience any issues during Orientation or Carnival. WUSA’s IT team has also supported Clubs System improvements. 
  • Engagement opportunities this month have included raising awareness of advocacy resources, services and opportunities for students through booths at First Year Fair, Campus Life Fair, PWYC/Student Food Guide, Red Zone, Ombuds, WUSA Roundtable, satellite campuses, and Student Leader Meet and Greet.  
  • Advocacy Committee were presented a pilot program aiming to increase student participation in the Student Course perceptions surveys  
  • Welcome Week statistics:  1375 students at the Welcome Brunch, 150 at the Jays Game, 8730 guests and students at Carnival, 562 at the Fall Fest, and 187 at Sex Toy Bingo 
  • Orientation statistics: 6204 first-years attended Orientation, 3512 went to Waterloo After Dark, and 703 came to the Off-Campus Community Welcome events 
  • The Walk Safe Pilot has started, and it continues to recruit volunteers, having completed 5 walks as of Sept 23 
  • @yourwusa Instagram followers grew by 2600+ on Sept 6th following S. Sharma’s Warrior Welcome speech and Instagram shoutout 
  • Pushed a “Moving Out” campaign that promoted student supports such as food supports, WUSA Thrift, the legal protection program, and various WUSA member deals 
  • There were questions to the Executive Director about statistics and feedback around Orientation, Welcome Week, and the WalkSafe program. These findings will continue to be collected through planned surveys; qualitative data will be shared when complete. 

 

President Samir Sharma Report: 

  • WUSA Officers had a tour of the new Residence building with and connected with Campus housing about student experience initiatives. 
  • Met with the UW Government Relations staff, and had individual meetings with government contacts like MPP Catherine Fife, Kitchener MPP Aislin Clancy, Waterloo Mayor McCabe 
  • Monthly Meetings with Registrar, and Associate Vice-President Academic 
  • Attended Senate Undergrad Council, First Student Services Advisory Committee (SSAC) of the year, Senate Executive Committee, and Board of Governors orientation 
  • Presented Student Lounge Plan to the UW President Vice-President Committee, Presented at EngSoc Council, Chaired the second advocacy committee meeting. 
  • Held the Student Leader Meet and Greet with Bill Rosehart (President), Thomas Duever  (Provost), Martin Cooke (AVP-Academic), Chris Read (AP-Students) and Jacinda Reitsma (VP Administration & Finance) 
  • Interview with CBC on Rental Fraud experienced by students. 
  • Distributed food at WUSA Welcome Brunch, participated in Orientation and the First-Year Fair 
  • Attended Homecoming with President Rosehart and talked about student issues across campus  
  • Working with staff to review AMM process, will have board motion likely next month. 
  • WUSA’s Board Evaluation took place for the first term. Board discussed these results. 

 

Vice-President, Student Experience (VPSE) Majdalen Azouz Report:  

  • Finalized a step-by-step manual of the full SLEF funding-round process, from requesting meeting dates through to final approvals, supported students through the SLEF application process, and finalized the third SLEF funding round. SLEF Board will discuss promoting SLEF funding successes. 
  • Met with the new Campus Wellness Directors to discuss their priorities for the year and share areas that we believe should receive greater attention from a student perspective.  
  • Continued ongoing advocacy with the Associate Vice-President, Academic (AVPA), including conversations about generative AI and Integrated Teaching Units 
  • Participated in the Accessible Teaching Award Committee and reviewed nominations 
  • Met with the Director of Athletics to discuss student concerns raised over the past years  
  • and learn more about Athletics’ future expansion plans 
  • Volunteered at Orientation Headquarters, participated in Orientation events for Architecture and Health, volunteered at several Welcome Week Events 
  • Continuing improving the WalkSafe pilot, and completed an interview with Imprint about the pilot 
  • Participated in a preparation meeting for the Student Leader Meet & Greet hosted with university administration and later attended the event. 
  • Identified an opportunity for Board professional development and team-building. 
  • Attended a Sustainable Transportation Committee meeting focused on initiatives that could improve the student transportation experience on campus 
  • Continue developing the VPSE portfolio, including defining the role internally and establishing clearer priorities for the year, and preparing for the VPSE role review in October 
  • Beginning discussions regarding the Student Refugee Program   

 

Vice-President, Government Stakeholder Relations (VPGSR) Rory Norris Report:  

  • Met with the UW Government Relations team to discuss priorities & opportunities for coordination 
  • WUSA’s 2026-2027 Annual Plan and intercept survey results in various meetings with: 
    • Councillor Mary Lou Roe
    • Region of Waterloo Chair Karen Redman
    • Mayor Dorothy McCabe
    • MPP Tim Louis
    • MPP Tyler Watt
    • MPP Catherine Fife
    • MPP Aislinn Clancy
  • Attended Welcome Brunch, First Year Fair, Eng Showcase, WUSA Carnival, and Campus Life Fair  
  • Took part in several community-facing events and conversations, including a discussion on snow removal, the MacGregor-Albert New Neighbours BBQ, and United Way March of 1000 Umbrellas 
  • OUSA and CASA presented to the WUSA Board, giving directors an overview of both organizations, their priorities for 2026-27, and how WUSA’s membership connects to UW students 
  • OUSA Steering Committee met in Toronto alongside OUSA’s Sector Stakeholder Day 
  • Met with the operational team at the Ministry of Colleges, Universities, Research Excellence and Security (MCURES) to connect OUSA’s advocacy priorities with the Ministry’s projects 
  • Spoke with The Canadian Press for a story on the debt students are carrying into September 
  • Completed an interview with CBC regarding the OSAP changes, and spoke with CTV News about how students would be impacted. 
  • OUSA’s Indigenous Students policy paper, which was developed, researched, and written by Indigenous undergraduate student authors and ratified by member delegates at the October 2025 General Assembly was released in August 
  • OUSA Steering Committee signed a Memorandum of Understanding with the Engineering Student Societies’ Council of Ontario (ESSCO), for greater collaboration 
  • Upcoming event: the Municipal Candidate Event and Election Day 

 

Director Reports:  

  • There were no oral director reports – all written reports can be found in item 6.5 of the Agenda.  

 

Board Member Time Tracker   

These hours reflect the period of August 10-September 10, 2026. 

  Board Responsibilities  Committee Work  Engagement with Students  Ongoing Initiatives  Irregular Meetings  Miscellaneous  Total 
A. Razmjoo  6.5  2.5    2  2  2  15 
B. Chen  5.5  1.75  17  1    10  35.25 
I. Khan  4.5  15.5          20 
J. Lewis  17  3.5          20.5 
K. Wang  6  3.5  9  4      22.5 
M. Jejeran  3  1  11.5  7.5  2  2  27 
M. Kanji  20.5  0.5      9  3  33 
O. Gaballa  4  3.5  1.5  1.75  0.5  3.5  14.75 
R. Zhi              0 

Published: Thursday, October 15, 2026