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2017 Annual General Meeting Package

Contents 2017 Annual General Meeting Agenda ......................................................................................................... 2

OACUHO 2016 FBM Minutes ........................................................................................................................ 3

Board of Directors Reports ........................................................................................................................... 8

President Report ........................................................................................................................................... 8

Past-President Report ................................................................................................................................... 9

President-Elect and Finance Director Report ............................................................................................... 9

Corporate Partner Director Report ............................................................................................................. 11

Professional Development Director Report ................................................................................................ 11

Communication Director Report ................................................................................................................. 13

Membership Engagement Director Report ................................................................................................ 14

Conference Director Report ........................................................................................................................ 16

Members at Large Report ........................................................................................................................... 18

Financial Standing Year To Date ................................................................................................................. 21

Proposed Membership Fees 2017-18 ......................................................................................................... 22

Constitutional Amendments ....................................................................................................................... 23

OACUHO Indigenous Land Acknowledgement – Statement & Protocol .................................................... 29

2016 Notice to Reader ................................................................................................................................ 30

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2017 ANNUAL GENERAL MEETING AGENDA

Wednesday, May 10, 2017 at 1:15 pm Carleton University - Ottawa, Ontario

1. Welcome, Call to Order and Introduction of Speaker and Board 2. Approval of Agenda 3. Approval of Minutes from the 2016 Fall Business Meeting 4. Board of Directors Reports

a. President – Daryl Nauman b. President Elect and Finance Director – Amanda Ziegler

i. Elections Update c. Past-President – Julie West d. Membership Engagement Director e. Corporate Partner Relations Director – Jessica Nayda f. Communication Director – Brian Cunha g. Professional Development Director h. Conference Director i. Senior Member At Large – Christopher Lengyell j. Member at Large – Mary Stefanidis, Genevieve de Bruyn

5. Finance Report – Amanda Ziegler a. 2016 Notice to Reader b. Financial Standing Year to Date

6. Proposed Membership Fees 2017/2018 – Amanda Ziegler 7. Constitutional & By-Law Amendments

a. Article VI: Meetings (Section 6.1 - OACUHO Indigenous Land Acknowledgement) – C. Lengyell b. Article IV: Board of Directors (Sections 4.24 & 4.25 – timing of election for Corporate Partner

Director & Conference Director) - A. Ziegler & C. Lengyell c. Article IV: Board of Directors (Sections 4.26 – timing of election & term length for

Professional Development Director) – A. Ziegler & C. Lengyell d. Article V: Duties (Section 5.3 – updating language related to corporate partners) – A.Ziegler e. By-Law #8 OACUHO Conference/Event Contract (replacing contract with expectations for

contract contents) – D. Nauman f. Article V: Duties (Section 5.7 – updating Conference Director duties) – D. Nauman

8. ACUHO-I Report 9. New Business 10. Adjournment

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OACUHO 2016 FBM MINUTES

OACUHO FBM MINUTES

November 18, 2016 Humber College

1. Welcome, Call to Order and Introduction of Speaker and Board The meeting was called to order at 2:30 pm, and Chris Alleyne was introduced as the Speaker for the FBM. Carol Ford confirmed that quorum was present for the meeting. 2. Approval of Agenda MOTION: Moved by Normand Doan, seconded by Matt Waghorn, that the agenda be approved as presented. 3. Approval of Minutes from 2016 Annual General Meeting MOTION: Moved by Laura Storey, seconded by Brian Garel, that the minutes of the 2016 AGM be approved as presented. 4. Board of Directors Reports

a. President Daryl Nauman provided an overview of his report submitted, noting that to date the Board has held two face-to-face meetings and meets via video conference very two weeks. The Board has filled two vacancies since the AGM and has transitioned Brian Cunha back as Communication Director and welcomed Jessica Nayda as Corporate Partner Director. He noted the Boards work in advancing OACUHO’s 5 year strategic plan: Our Vision for 2020, with regular check-ins and evaluation of the progress on assigned objectives. He acts as OACUHO’s representative on the ACUHO-I Regional Leadership Group, which meets regularly. He thanked Dave Shorey and Laura Storey for their work on the ACUHO-I Regional Task Force, and thanked Michelle Verbrugghe for her work on the RTA Taskforce. b. Past-President Julie was unable to attend, but her report is available for review in the meeting package. c. President Elect and Finance Director Amanda Ziegler reviewed her goals for the year, and provided a brief update on each item: 1. Ensure stability in revenue through a successful membership renewal process.

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2. Develop a plan for Board recruitment in order to successfully continue the goals outlined in the strategic plan.

3. Conduct a successful nomination and election process in which leaves no vacant positions. 4. Guide a comprehensive board transition for 2017/2018.

She reviewed the preliminary 2015/2016 year-end statements, noting that the numbers are not finalized yet as the final figures from several events are outstanding. She also reviewed the year-to-date financials to September 30 2016, noting that the statement represents only 1 month of activity.

d. Corporate Partner Director Jessica Nayda reported that 9 corporate partners have renewed to date, representing income of $13,650 for OACUHO. In the coming months, the committee will be approaching those corporate partners whose renewals will be coming due, as well as approaching potential corporate partners.

e. Professional Development Director Tammy Douglas reviewed her report, noting the following goals and providing updates.

- Offer at least one professional development offering per month, which includes but is not limited to, a Pulse submission, webinar, session at the Fall Business Meeting, Residence Life Conference and/or Spring Conference;

- Lead or assist in the coordination (including planning, implementation, and evaluation) of at least one PD offering over the 2016-17 term for a combined minimum of 4 professional development opportunities (preferably drive-in opportunities) for the year

- Ensure there is representation of opportunities across all functional areas of Housing Operations

- Support the training opportunities (e.g. workshops, certificates, webinars) as a resource - Continue to focus on providing opportunities for members that are within roles that

encompass: Marketing, Assignments, Admissions, and Facilities; - Ensure that the membership is offered professional development opportunities that result

in the learning of tangible skills sets; - Further the progress toward reaching the goals set out for Education within OACUHO’s

Strategic Plan - “Our Vision 2020”

f. Communication Director Brian Cunha provided a recap of the highlights of his report, noting that The Pulse receives an average of 1500 impressions and 380 reads per month. He noted his goal to reach readers all across Canada in all functional areas of student housing. He reported that Research Writer Aman Litt, continues to publish articles that consistently enjoys the highest level of reader engagement. Social Media Coordinator Kristina Bartold will be working to maximize OACUHO’s social media engagement on Facebook, Twitter and Instagram. g. Membership Engagement Director

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Hilary Jandricic recapped her portfolio goals for the year and provided updates: - Continue to provide professional development, mentorship and networking opportunities - Continue with effective promotion of awards offered by our Association - Increase engagement of all members with a focus on those with long-standing service and in

senior positions She reported that the professional mentorship program has increased the number of pairings from 27 to 32, and monthly communications will provide themed conversations. The student mentorship program application process will close in October, and pairings will be done shortly after. The Engaging New OACUHO Professionals committee has increase focus on social media and networking, as well as sharing of journal articles, experiences and higher education news. The general engagement committee launched an Ask me Anything series, presented a training social media engagement opportunity in August and a Bill 132 Drive-In in Toronto. She reported that the awards sub-committee is working on a campaign starting in the winter months, with a goal t0 increase the number of nominations. h. Conference Director Sara Wills thanked the host institutions from the past year:

- Carleton University - FBM2015 - McMaster University - RLC 2015 - Western University - Spring Conference 2016 - University of Toronto – New Professionals Training Institute 2016 - Trent University – RLC 2016 - Humber College – FBM 2016

She reported that in keeping with the strategic goal of securing conference hosts 2 years in advance, tentative hosts have been secured for the Spring Conference until 2018, NPTI for 2018, and RLC for 2017. Hosts are needed for FBM 2017 and 2018, as well as RLC 2018. She reported that the she has worked with previous conference hosts to secure reports and documents to share with future host institutions. The conference sponsorship package has been standardized, and learning experience rubrics are now include din the host information package in addition to examples of past wrap-up reports, standardized tools and requirements for each conference. The committee is also working to ensure that the training needs are met for mid-level members at the spring conference. Lastly, the NPTI curriculum will be reviewed, to identify ways to be more inclusive to non-residence life functional areas.

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i. Senior Member At Large –Chris Lengyell reviewed the definition of an OACUHO “senior

member”, noting that the focus of his role is to represent their specific needs and interest through individual consultations. Issues identified include: behavioural intervention, high-risk crisis support intervention/management, residential curricula, capital renewal and long range financial planning.

He worked with Brandon Smith and Ryerson to offer a Bill 132 workshop, and is working with Julie West and Meg McNeil to understand the needs of the association as it relates to its website. j. Member at Large

Mary Stefanidis reported that she has been working on a report on the state of gender neutral housing in OACUHO member institutions which will include:

- A literature review of non-gender conforming student development - An overview of the recent OUAC form changes and its implications on housing operations - Quantitative and qualitative data presenting the state of gender neutral housing in the OACUHO

membership - Future directions this report should take

To date, online environmental scans have been done as well as informal interviews with several member institutions. A survey will be drafted and sent to senior level members and CHOs to gather information on processes, structures, challenges and successes of implementing gender neutral housing. If interest is expressed, a future drive-in or webinar will be offered to present the findings. Genevieve de Bruyn reported that she is continuing the work on the student staff satisfaction report. Initial conversations have identified a potential for standardizing student staff competencies, as well as best practices for provision of support in times of crisis and perceptions of compensation or return on investment for student staff.

5. Finance Report

a. 2016-2017 Budget Amanda reviewed the budget submitted, and noted that a friendly amendment is requested to remove all incomes an expenditures related to NPTI as it will not be held next year. MOTON: Moved by Franco Solimano, seconded by Weston Eckert, that the 2016-2017 budget be accepted as amended. CARRIED

6. Constitutional Amendments Carol Ford confirmed that the notice of Constitutional Changes was sent to all members within the required 15 days. Daryl provided an overview of the proposed constitutional amendments submitted: MOTION: Moved by Phil Legate, seconded by Carmen Law, that Bylaws #8 Item 2 - OACUHO Conference/Event Contract - be revised as amended.

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CARRIED The proposed amendment to Bylaw #8 Item 4 was discussed, and a friendly amendment made to change “90 days” to “120 days” to be consistent with the Bylaw revision above. MOTION: Moved by Lynn Charron, seconded by Jeck Baconga, that a friendly amendment to Bylaw #8 Item 4 be accepted changing “…due within 90 days of the final day of the conference” to “…due within 120 days of the final day of the conference.” CARRIED MOTION: Moved by Eric Kular, seconded by Meg McNeil, that Bylaw #8 Item 4 be approved as amended. CARRIED 7. New Business

Sean Kinsella requested that the Board of Directors review the way that indigenous land acknowledgements are done at OACUHO events to ensure that an acknowledgement is made at all events. It was recommended that the Host Contract include provisions for this, and Ian Crookshank agreed to share CACUSS’s policy with the Board. MOTION: Moved by Sean Kinsella, seconded by Rebekkah Nighswander, that indigenous land acknowledgements be included at all future OACUHO meetings. CARRIED

8. Adjournment MOTION: Moved by Laura Storey, seconded by Jeck Baconga, that the meeting be adjourned.

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BOARD OF DIRECTORS REPORTS PRESIDENT REPORT It has been a pleasure to serve as your OACUHO President over this past term. As you have hopefully seen and as outlined within Board reports, there have been many accomplishments and great initiatives within our association to be proud of that have been possible because of engaged members and leadership from the Board. I am also pleased to share that the Board has made strides in advancing Our Vision for 2020, OACUHO’s Strategic Plan. BOARD UPDATE Over the course of this past year, the Board met through conference calls every other week and had several in-person day long meetings. Since meeting at Humber College, the day before the Fall Business Meeting, the Board met at the University of Waterloo and Carleton University. We thank those who hosted us as we learned about issues our colleagues were facing, how OACUHO supports them and opportunities that exist. During the second half of the year, we saw three Board members (i.e., Tammy Douglas, Hilary Jandricic, and Sara Wills) take on new professional roles that did not allow them to continue on the Board; we wished them all the best and value their contributions captured within these reports. GOALS & STRATEGIC PLAN One of my primary goals was ensuring the Board made progress on our strategic plan. Early in our term, we reviewed the plan’s timeline and assigned objectives to Board members. Throughout the year we checked-in on our progress and a report summarising our work this year will be shared and a presentation will be given at the annual spring conference. Another important goal I had was to maintain our connection with ACUHO-I and other regional associations. This was advanced through regular conference calls where valuable information was shared between other regional associations and the ACUHO-I Regional Affiliation Director. In addition, I looked to connect with members when possible representing the Board and Association. Over the course of the year, I was able to engage new professionals during NPTI, joined training and a panel for Campus Living Centres staff, and attended the Bill 132 drive-in and the Membership Engagement Committee (MEC) event that followed. In addition to meeting colleagues at other campuses during in person Board meetings, I was able to engage online during an AMA sessions through MEC. Finally, I worked to position OACUHO for continued success guiding the Board based on my experience last year as President-Elect and Finance Director.

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In closing, I would like to thank the many volunteers that contributed to the work of OACUHO this year. In particular, I wish to thank the Board of Directors for their tireless work in service to the association and its members. Respectfully submitted, Daryl Nauman President PAST-PRESIDENT REPORT It has been an honour to serve this Association over the past 3 yrs. This past year, my goals centred around providing ongoing support to the President and President-Elect as well as 2 projects – Value of Living and Learning in Residence task force and replacing the website. Value of Living and Learning in Residence Task Force – the results were presented at the Fall Business Meeting at Humber – and a final report to OACUHO is in process. Next steps will be discussed at a session during the OACUHO 2017 spring conference. OACUHO website - last year, we were able to obtain funding from the reserve fund to secure a new website. Over the course of the past year, we solicited feedback from the membership about what was important in the replacement, we created & circulated an RFP and after reviewing the proposals against our criteria, we conducted a demonstration of product, contacted several references and selected a vendor. I’m pleased to report that Meg MacNeil, Chris Lengyell and I have all committed to continue with this project until completion. We will be joined by Brian Cunha, Kristina Bartold and several volunteers who will work diligently to get the website up and functioning before the next renewal phase. Once again, thank you for the opportunity to serve the membership. Respectfully, Julie West Past President 2016-2017

PRESIDENT-ELECT AND FINANCE DIRECTOR REPORT Over the past several months, I have had the opportunity to learn a lot about OACUHO and about the amazing people who have decided to give of their time to serve the association on the Board. As I

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indicated in November, I set a few specific goals, and I have worked with others toward advancing some of the priorities outlined in the strategic plan developed by the previous Boards. GOALS

1. Ensure stability in revenue through a successful membership renewal process. 2. Develop a plan for Board recruitment in order to successfully continue the goals outlined in the

strategic plan. 3. Conduct a successful nomination and election process in which leaves no vacant positions. 4. Guide a comprehensive board transition for 2017/2018.

PROGRESS TO DATE

1. Membership renewal was a challenging process this year. We continue to be encouraged that a new website will make the process considerably better. We have seen a reduction in the number of institutions choosing to become Associate members of our association.

2. In addition to the work done prior to my last report, the Board and I have continued to reach out to the membership about serving on the Board through various channels. One highlight this year was the #WhyIJoined campaign on Facebook and Twitter which included message from several previous Board members.

3. I am pleased to announce that we have a full Board for 2017/18. 4. To allow Board members the ability to attend RCI during the pre-conference period, we will be

having a brief transition meeting between the incoming and outgoing Board and we will look to have a full-day transition meeting in mid-to-late May.

STRATEGIC PLAN UPDATE Each member of the Board has taken responsibility in whole or in part for advancing the priorities set out in the five-year plan finalized by the previous Board. In particular, as articulated through my goals, I am focussing on Board structure, term-length, recruitment and transition. BUDGET UPDATE AND NOTES An update on the 2016/17 fiscal year as well as the Notice to Reader from the 2015/16 fiscal year will be presented at the AGM. The budget presented for 16/17 includes the funds approved during the 2016 Annual General Meeting to be directed toward the search for and development and deployment of a new website for the Association. Respectfully submitted, Amanda Ziegler President-Elect and Finance Director

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CORPORATE PARTNER DIRECTOR REPORT Since the Fall Business Meeting I’ve connected with each of our valued Corporate Partners to learn about them, their services, and what they are hoping to gain through their sponsorship of OACUHO. As of April 2017, we have renewed 9 Corporate Partner memberships: Bed Bath and Beyond (platinum partner); Foliot (platinum partner); Canadian Campus Communities (gold partner); Residence Linens (gold partner); Campus Living Centres (silver partner); Cloud WiFi (silver partner); Danby (silver partner); Modcast (silver partner); and Coinamatic (bronze partner). We have also begun a new relationship with Bath Fitter (platinum partner); Chapps (silver partner) and CPNA (bronze partner). These current corporate partners represent $15,050.00 for our organization. At this time, myself and the Corporate Partner Relations committee will explore and pursue new Corporate Partner leads, in addition to fostering the existing relationships and encouraging the participation of our current Corporate Partners at OACUHO events. Please feel free to pass along any information related to potential sponsorship. The 2017-2018 Corporate Partner Relations committee will work towards clarifying expectations for sponsorship opportunities (FBM, drive-ins, etc.), and will be updating our current levels of sponsorship to reflect the needs/requests of our Corporate Partners and our association. Respectfully Submitted, Jessica Nayda Corporate Partner Director PROFESSIONAL DEVELOPMENT DIRECTOR REPORT The Professional Development Committee has developed a variety of opportunities for professional development for the membership this year. These offerings fit within the scope, and work to accomplish the goals, of the Strategic Plan. The following have been the objectives of the Professional Development Committee for 2016-2017:

• Offer at least ONE professional development offering per month (Pulse/Webinar/Drive-In) • Support the training opportunities (e.g. workshops, certificates, webinars) as a resource • Ensure that the membership is offered professional development opportunities that result in

the learning of tangible skills sets; • Further the progress toward reaching the goals set out for Education within OACUHO’s Strategic

Plan - “Our Vision 2020”: o Prepare future generations of housing and residence life professionals for success by

encouraging senior and long-standing members to share their knowledge and experience through professional development opportunities.

o Leverage advancements in technology to enhance learning. o Provide opportunities for members to share, discuss, and learn from data as assessment

and benchmarks will be valued and widely adopted in our Association.

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UPDATES ON OBJECTIVES TO DATE • The Committee has worked to ensure that there will be multiple submissions per month for the

Pulse that would contribute to the variety of writing for the membership; • Webinars have been made available to the membership on multiple occasions this year; • An ASIST training opportunity was held the last week of November; • The Committee is actively working to highlight all functional areas, and planned a Drive-In

opportunity for both Facilities and Marketing, Admissions & Assignments, in March hosted by Fleming College.

A monthly summary of initiatives by the PD Committee is in the table below. January

Webinar How to Submit a Conference Program Proposal

Jan 8

Pulse Submission Interview with Campus Partners The Pulse Pulse Submission Monthly Book Review The Pulse

February

Pulse Submission Monthly Book Review The Pulse Pulse Submission Student-Staff Hiring The Pulse

March

Drive-in Facilities/MAA Fleming College, Mar 3 Webinar Transitioning out of Residence Life/Housing March 22 Pulse Submission Monthly Book Review The Pulse Pulse Submission Process for Applying to Return to Residence as

an Upper Year Student The Pulse

April

Pulse Submission Orientation Assessment The Pulse Pulse Submission Monthly Book Review The Pulse Pulse Submission Housing Check Out The Pulse

Finally, it is imperative that the members of the Professional Development Committee be thanked for their tireless work and dedication to making the association stronger through the offerings that are being given to the membership:

• Andrew Natale – Brock University • Lesley Beninger – Brock University • Brianna Sadler – Fanshawe College • Tolu Kayode – Huron College at Western University • Molly Raffan – Queen’s University • Andrea Pape – Seneca College • Sonja Smiljanic – University of Toronto

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• Melanie Howard – York University • Weston Eckert – York University • Matt Harris – York University

Respectfully Submitted, Tammy Douglas PD Director 2016-17

COMMUNICATION DIRECTOR REPORT It is a bitter sweet ending for my 3 terms as Communication Director with OACUHO. Over the years on the Board of Directors I have seen how important OACUHO is as an association and how dedicated and passionate its members are. THE PULSE The Pulse has continued to see success with its high quality and readership from around the world. Over the past 3 years, the Pulse has been read in over 40 countries including the United States, the UK, China, Australia, Italy, Mexico, India, Belgium and Jamaica. This year, the Pulse has seen an average of 340 reads per month which is slightly (11%) lower than last year. As the Pulse continues to develop and grow it’s important for the membership to continue to develop new content for the Pulse to share with our association. With our new website on the horizon, I hope that the Pulse can be embedded so that users can read the newsletter when they navigate our website. OACUHO RESEARCH WRITER Aman Litt, the Manager, Residence Life and Education at the University of Alberta has agreed to stay on as the Pulse Research Writer for 2017. Aman has published articles that have consistently had the highest reader engagement in our monthly Pulse. Aman has explored issues like Queer Students in Residence, Sexual Assault on Campus, Mentorship, Interviewing, Transitioning into the Workforce, and Indigenous students in Residence. Aman has been a wonderful resource to the association, and we look forward to her continued research. SOCIAL MEDIA Social media is something that we continue to strive to do better. This past year Kristina Bartold was in charge of the accounts and will soon be stepping in as the new Communication Director. We need more research to help us understand what our membership wants and needs from social media and how to best utlize each platform.

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OACUHO WEBSITE Over the past two years I have told the membership that I would be advocating for OACUHO to develop and launch a new website. I am happy to report that this process has begun. The development of the website is overseen by Julie West, Chris Lengyell, and Meg McNeil. The new website will be launched within the coming months. Many thanks to the contributors, committees, and members for engaging with our communication platforms over the years. It’s been my pleasure and privilege to serve OACUHO. Respectfully Submitted, Brian Cunha Communication Director

MEMBERSHIP ENGAGEMENT DIRECTOR REPORT This year the Membership Engagement Committee set forth to accomplish a number of goals based on the 2016-2020 OACUHO Strategic Plan. The goals included:

• Continue to provide professional development, mentorship and networking opportunities • Continue with effective promotion of awards offered by our Association • Increase engagement of all members with a focus on those with long-standing service and in

senior positions

Please direct your attention to this year’s accomplishments and updates of each sub-committee: PROFESSIONAL MENTORSHIP PROGRAM Since the fall, the Co-Chairs have received insightful feedback from participants on the program and their engagement. Overall, participants are engaged with each other and most are connecting on a bi-weekly basis. The Co-Chairs continue to make improvements and add value to conversations via monthly email communication. STUDENT MENTORSHIP PROGRAM For the first time, program promotion took place at the Residence Life Conference in fall of 2016 resulting in an overwhelming 62 mentor/mentee pairings. Co-Chairs were diligent in selecting applicants and pairing mentees with well-matched mentors which was evident when survey results indicated that, 85% of mentors and 82% of mentees were satisfied/very satisfied with their mentorship pairing. Periodic follow-up took place to ensure meetings were going well and that everyone had a chance to connect. Co-Chairs have looked into ways to improve overall program structure to increase intentionality and supporting conversations grounded in learning.

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ENGAGING NEW OACUHO PROFESSIONALS (ENOP) ENOP has had an increased presence in The Pulse and on social media. Regular communication from the Chair and committee members facilitated knowledge sharing within the Facebook group and engaged the ENOP community in reflective Pulse articles. In addition to this, a post-conference social/networking opportunity was hosted at the 2016 Fall Business Meeting where assessment was collected from new professionals. This committee has also reached out to future new professionals to gain insight into how the membership can assist in supporting their transition into the field. Planning for Blossom’s Newcomers reception started early with the intent of increasing engagement and networking opportunities. GENERAL ENGAGEMENT This year the General Engagement Committee shared events with the membership that were old favourites as well as introduced new and innovative ways for members to connect. The AMA series proved to be a success, increasing engagement within the OACUHO Facebook group and even included a live streamed car pool. After the success of Secret Snowflake, Secret Smile was launched in the winter semester continuing the positive connections between members. The committee hosted 2 socials, a hockey pool and a Bachelor pool, and brought back March Madness. AWARDS In partnership with the ENOP committee the Awards committee developed a new initiative; the Monthly Book Awards, where nominations based on monthly themes recognized members for their achievements and successes in different functional areas. The Chair promoted awards and worked with committee members to select this year’s recipients. The committee exceeded its goal and had at least 4 nominations for each award for the Blossom Spring Conference. The committee is looking forward to recognizing those members receiving awards. Thank you to all members who participated in the engagement opportunities that were hosted this year. This was made possible through the hard work and dedication displayed by the Membership Engagement Committee. Please join me in thanking,

Shaun McCracken – Fleming College Lauren Silvestro – Trent University Ryan Doherty – McMaster University Kristina Bartold – St. Jerome's University Andrew Quenneville – Western University Rachel Cabunoc – Western University Robyn Gundy – Trent University Candice Edwards – Brock University Jenn Greene – McMaster University

Molly Raffan – Queen’s University Carley Webb – Wilfrid Laurier University Nathan Riley – Queen’s University Dimple Savla – Campus Living Centres Elissa Cressman – Wilfrid Laurier University Hary Shangumanathan – Carleton University Brad Martin – Carleton University Zainab Mahmood – University of Waterloo Jill Lue – Trent University

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It’s been a rewarding opportunity to serve as your Membership Engagement Director this year and I hope you learn lots and enjoy your time in Ottawa at the Spring Conference. Respectfully submitted, Hilary Jandricic Membership Engagement Director

CONFERENCE DIRECTOR REPORT Over the past two years, the primary focus for this portfolio has been to securing conference hosts for the subsequent two years until 2018. With a strong focus on this area of development within the strategic plan, a great deal of effort has been spent recruiting and securing hosts from a variety of institutions that represent the various needs of our membership. Furthermore, we have also focused our attention on thinking about our conferences from a curricular lens, sparking the creation of a New Professional Training Institute (NPTI) Curriculum Review Committee, which we hope will continue every 4 years to ensure we are training our new professionals with current best practices to meet their needs and those of their students. Completed and on-going tasks of the portfolio include:

1. Conference Host Recruitment a. Update: The Spring Conference and New Professional Training Institute 2018 secured b. Update: The Residence Life Conference and Fall Business Meeting 2017 secured c. On-going: Recruiting for the 2018 Residence Life Conference and Fall Business Meeting

2. Establish the NPTI Curriculum Review Committee a. Update: A committee was struck in early 2017 with representation from the Board and

members from all levels of membership and functional areas b. Ongoing: The committee is currently working on reviewing the previous NPTI curriculum

and making recommendations for changes moving forward in time for the 2018 conference

3. Update Conference Packages a. Update: In 2016, we included in the conference documents the recommendation to

include an Aboriginal land acknowledgement b. Update: In 2016, with the help of Chris Lengyell, more structure for the Senior Level

meeting was included in the Fall Business Meeting and Spring Conference documents c. Update: In 2016, updates were made regarding suggestions/guidelines for conference

budget spending 4. Standardized Conference Documents

a. Update: In 2016, with the help of Western University, a template for conference learning experience rubrics and sponsorship packages were created for the Spring Conference

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Acknowledgements Thank you to all of the institutions that have taken on hosting duties over the past year:

1. Carleton University – Spring Conference 2017 2. Humber College – Fall Business Meeting 2016 3. Trent University – Residence Life Conference 2016 4. University of Toronto – New Professional Training Institute 2016 5. Western University – Spring Conference 2016

Thank you to all the institutions that are currently preparing to host a conference:

1. Brock University – Residence Life Conference 2017 2. University of Toronto – Mississauga – Fall Business Meeting 2017 3. University of Guelph – Spring Conference 2018 4. Queen’s University – New Professional Training Institute 2018

Looking Forward to the Future: The Board of Director’s continues to work toward our goal of securing conference hosts up to two years in advance to hosting. The bid submission deadline for equal consideration is March 31st of each year. The following bids will be reviewed and accepted on a first received, first reviewed basis:

1. Residence Life Conference 2018 & 2019 2. Fall Business Meeting 2018 & 2019 3. Spring Conference 2019

The following bids will be due by March 31st, 2018 for equal consideration:

1. Fall Business Meeting 2020 2. Spring Conference 2020 3. New Professional Training Institute 2020

Thank you for the opportunity to serve as your Conference Director for the past two years, it has been an incredible experience that I will cherish for the rest of my professional career. It has been a pleasure working with conference hosts to continuously enhance our member’s educational experiences and review the skills, experiences and knowledge that our professionals need to best support students. I am pleased to be passing this portfolio to Kristin Lennan, who I know will see our on-going projects to fruition with detail and attention, and will continue to emphasize the importance of high-quality, intentional conference learning experiences for our membership in the future. Best of luck to the incoming Board, and thank you to the members from the 2015-2016 and 2016-2017 Board of Directors. It has been an incredible journey and I am so thankful to have had the opportunity to share it with you all. Respectfully submitted,

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Sara Wills Conference Director

MEMBERS AT LARGE REPORT CHRIS LENGYELL, SENIOR-LEVEL MEMBER AT LARGE It has been my privilege to serve as the Senior-Level Member at Large this past year. The focus of my role has been to represent the specific needs & interests of our senior-level members while providing broader support to association business. My portfolio objectives have been guided by OACUHO’s Strategic Plan as well as contemporary issues within the senior-level group, including: sexual violence legislation, behavioural intervention, high-risk crisis support intervention & management, residential curricula, capital renewal and long range financial planning. As in years previous, face to face meetings and individual consultations with senior members have provided much insight into the particular trends and issues within housing operations across Ontario. Official senior-level meetings occurred at both the Fall Business Meeting & Annual General Meeting, and these meetings have now been embedded within the corresponding Conference Host Packages. In early October, led by Brandon Smith and Ryerson University, I assisted with the organization and facilitation of a drive-in workshop re: Bill 132 - Supporting Survivors and Challenging Sexual Violence and Harassment. Joined by industry leaders in Canadian postsecondary education, this workshop sought to consolidate common challenges and best practices across the province with the aim of identifying ways in which OACUHO can best support the needs of our membership in this area. A retrospective Pulse article was made available in May 2017. In support of Julie West and Meg McNeil’s work regarding the redevelopment of www.oacuho.com, I have provided ongoing support, including: association consultation, RFP development, vendor selection, site mapping & content building. Working closely with my colleagues on the Board and members of the Association, I have continued to pursue ways in which we can encourage senior and long-standing members to share their knowledge and experience through professional development (e.g., Effective Conference Proposal Webinar with Tammy Douglas & Matt Harris) as well as mentorship opportunities (e.g., ongoing support for the OACUHO Professional Mentorship Program and corresponding conference panel presentation with Hilary Jandricic). Regarding constitutional amendments, in a continual effort to align the operations of our Board with best practices and industry standards, additional resources were dedicated to consultation with regional associations across the globe who are engaged in the field of student housing in postsecondary education (e.g., organizational health, term length of positions). Additionally, in response to a point that was raised within the membership at the 2016 Fall Business Meeting, I, working closely with Sean Kinsella and in consultation with Association members and indigenous leaders in Canadian student affairs, lead the OACUHO Board of Directors in the development of a traditional land acknowledgement & accompanying protocol that is to be integrated into the President’s Welcome at all General Meetings

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(Fall Business Meeting & Annual General Meeting). The purpose of this land acknowledgement is to formalize our commitment to Indigenous inclusion in postsecondary education. Much work has been done by previous Senior-Level Members at Large to establish an enhanced sense of community & increased relevant engagement opportunities among the senior-level group. It has been a true joy to have contributed to these efforts and to have worked closely with the rest of the 2016/17 Board of Directors. Best, Chris Lengyell Senior-Level Member at Large MARY STEFANIDIS – MEMBER AT LARGE This year the Member at Large portfolio focused its resources and efforts on one specific project aimed at supporting an identified need in the membership. My focus for this role, as updated at the November 2016 Fall Business Meeting, is gender inclusive housing. Rationale I identified the focus of my portfolio through four methods:

1. Informal conversations with members 2. An investigation into common questions asked through the membership listserv 3. Inquiry into major themes discussed during Chief Housing Officer Meetings 4. Research into previous ACUHO-I projects completed

Goals Using these investigative measures, the major theme of gender inclusive housing was selected, and two major goals were created:

1. To investigate and collect quantitative and qualitative data regarding the state of gender inclusive housing in OACUHO member institutions.

2. To create a report which can act as a basis for the improvement of gender inclusive housing by focusing on general foundational practices.

Progress to Date

1. As indicated in my FBM update in November, a survey was sent to senior members of the OACUHO membership asking both qualitative and quantitative questions regarding institution demographics, experiences and processes related to gender inclusive housing.

2. This data has been summarized into a multi-platform report that communicates major themes through visual (infographics, graphs) and text components.

3. Working with Nic Westrate, the Equity & Diversity Officer at the University of Toronto Mississauga, foundational best practices for gender inclusive housing were created based on the

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Ontario Human’s Rights code, data collected, and Nic’s experience consulting with residences on this topic.

4. This information will be presented and discussed during the OAUCHO 2017 Spring conference Expert Speakers time slot.

The final report will be distributed through the membership listserv during the OACUHO 2017 Spring Conference. Thank you for this opportunity to investigate a topic that is integral in ensuring we are creating a space for all students. Respectfully Submitted, Mary Stefanidis GENEVIEVE DE BRUYN – MEMBER AT LARGE Starting out on the board this year an exciting prospect with the Our Vision for 2020, Strategic Plan document newly minted by the outgoing board. Having a clear directive for the future work of the board was an interesting prospect, especially from the perspective of a Member at Large. Many of the directives of the strategic plan have clear homes in the portfolios of board members while other items offer more flexibility, and navigating the next steps based on this outline aided the board in defining our direction this year. At the outset of the term it was clear that there were many projects and conversations in progress that were handed down from the previous board to be carried forward. Based on transition conversations and interest built after attending a session at OACUHO 2016 about Student Staff Satisfaction, I decided to take up this discussion topic on behalf of the board, and further an investigation on behalf of the board. After gathering some background about the conversations that lead to the consideration of this topic, review of the research results from previous board member contributions and feedback collected from CHOs, I embarked on a survey of the membership to establish a context for common practices in student staff compensation. Based on the feedback received from a number of institutions and the outcomes of the survey, it is my hope that a future board member can continue to carry forward this discussion on behalf of OACUHO. While the board experienced a great deal of transition throughout the year, it was a pleasure to participate in the ongoing conversations that shape our organization. It has been a privilege to visit many campuses across the province and to get to know so many incredible professional leaders in our field. I am confident that the collected efforts of this group will set OACUHO up for success in the next steps of the strategic vision. Respectfully Submitted, Genevieve de Bruyn Member at Large

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FINANCIAL STANDING YEAR TO DATE

Sep '16 - Mar 17

Budget

$ Over Budget

% of Budget

Income

Investment Income 32.83

50.00

(17.17)

65.66%

Membership Income

Associate 5,719.59

9,866.37

(4,146.78)

57.97%

Corporate 8,700.00

8,000.00

700.00

108.75%

Institutional 27,052.96

27,052.96

0.00

100.0%

Student 99.70

Total Membership Income 41,572.25

44,919.33

(3,347.08)

92.55%

Professional Development

Drive-In Workshops 1,290.00

4,500.00

(3,210.00)

28.67%

Fall Business Meeting 17,083.30

11,583.25

5,500.05

147.48%

Residence Life Conference 45,135.00

51,262.28

(6,127.28)

88.05%

Spring Conference 0.00

110,000.00

(110,000.00)

0.0%

Total Professional Development 63,508.30

177,345.53

-113,837.23

35.81%

Total Income 105,113.38

222,314.86

-117,201.48

47.28%

Expense

Administration

Audit 0.00

1,400.00

(1,400.00)

0.0%

Bank Charges 2,276.09

2,800.00

(523.91)

81.29%

Insurance 2,458.08

2,500.00

(41.92)

98.32%

Management Fee 4,050.00

8,100.00

(4,050.00)

50.0%

Misc Expenses 0.00

800.00

(800.00)

0.0%

Office Supplies 0.00

100.00

(100.00)

0.0%

Tech Services & Project Support 0.00

885.00

(885.00)

0.0%

Total Administration 8,784.17

16,585.00

(7,800.83)

52.97%

Awards & Recognition 52.77

1,000.00

(947.23)

5.28%

Board Expenses

Conference Calls 0.00

500.00

(500.00)

0.0%

Meals 1,012.96

2,000.00

(987.04)

50.65%

Travel 6,499.41

10,000.00

(3,500.59)

64.99%

Board Expenses - Other 179.44

Total Board Expenses 7,691.81

12,500.00

(4,808.19)

61.53%

President Travel to ACUHO-I 2,000.00

2,000.00

0.00

100.0%

Professional Development-

Drive-In Workshops 0.00

4,500.00

(4,500.00)

0.0%

Fall Business Meeting 14,180.50

11,583.25

2,597.25

122.42%

Residence Life Conference 43,461.86

51,262.28

(7,800.42)

84.78%

Spring Conference- 0.00

110,000.00

(110,000.00)

0.0%

Total Professional Development- 57,642.36

177,345.53

-119,703.17

32.5%

Project/Task Force Support 0.00

850.00

(850.00)

0.0%

Research Writer/Activities 800.00

4,500.00

(3,700.00)

17.78%

Special Grants 0.00

2,000.00

(2,000.00)

0.0%

Website Expenses 2,667.93

35,500.00

(32,832.07)

7.52%

Total Expense 79,639.04

252,280.53

-172,641.49

31.57%

Net Income

25,474.34

(29,965.67)

55,440.01

-85.01%

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PROPOSED MEMBERSHIP FEES 2017-18 RATIONALE The Board has decided to propose a 3% increase in fees for one year. We believe a 3% increase to be a modest increase intended to cover inflationary increases. This is consistent with the increases over the last three years since moving to the new fee structure. We have elected to propose one year of fees only at this time in order for the Board to be able to assess the impact of the costs associated with the operation of the new website before proposing fees for a longer period of time.

Proposed Fee Structure

Capacity 2016/2017*

(for comparison) 2017/2018*

1-500 $318.27 $ 327.82

501-750 $424.36 $ 437.09

751-1000 $583.50 $ 601.01

1001-1500 $742.63 $ 764.91

1501-2000 $954.81 $ 983.45

2001-3000 $1,166.99 $ 1,202.00

3001-4000 $1,379.17 $ 1,420.55

4001-6000 $1,697.44 $ 1,748.36

6001-10000 $2,121.80 $ 2,185.45

*All fees are also subject to HST

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CONSTITUTIONAL AMENDMENTS ARTICLE VI: MEETINGS (SECTION 6.1)

Current Proposed (new in red) ARTICLE VI: MEETINGS 6.1 General Meetings shall be held at least twice per year with one being the Annual General Meeting (May/June) and the other one being the Fall Business Meeting (October/November). Dates for all General meetings to be communicated to the membership a minimum of 30 days in advance.

ARTICLE VI: MEETINGS 6.1 General Meetings

6.11 General Meetings shall be held at least twice per year with one being the Annual General Meeting (May/June) and the other one being the Fall Business Meeting (October/November). Dates for all General meetings to be communicated to the membership a minimum of 30 days in advance.

6.12 The President will open the Annual General Meeting & Fall Business Meeting utilizing the OACUHO Indigenous Land Acknowledgement.

Rationale: In response to a point that was raised within the membership at the 2016 Fall Business Meeting, The OACUHO Board of Directors has committed to drafting a traditional land acknowledgement & accompanying protocol that will be integrated into the President’s Welcome at all General Meetings (Fall Business Meeting & Annual General Meeting). The purpose of this land acknowledgement is to formalize our commitment to Indigenous inclusion in postsecondary education. Acknowledging territory shows recognition of, and respect for, the Indigenous peoples who have resided here for thousands of years and who had treaties and other agreements to share land. A commitment to equity & inclusion has been identified as a key consideration within OACUHO’s Vision for 2020 Strategic Plan, this land acknowledgement is one small, but hopefully meaningful, way for us to locate ourselves within reconciliation and officially recognize the First Peoples of Turtle Island on whose traditional territories we live and work.

ARTICLE IV: BOARD OF DIRECTORS (SECTION 4.24)

Current Proposed (new in red) ARTICLE IV: BOARD OF DIRECTORS 4.24 The Corporate Partner Director shall be

elected by a majority vote of ballots returned. This position is a two-year term, normally elected in a staggered term from that of the

ARTICLE IV: BOARD OF DIRECTORS 4.24 The Corporate Partner Director shall be elected by a majority vote of ballots returned. This position is a two-year term, normally elected in a staggered term from that of the Conference

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Conference Director.

Director. an even calendar year.

Rationale: Working in concert with the other amendments to the Board of Directors positions, this change is recommended in order to align the various descriptions. ARTICLE IV: BOARD OF DIRECTORS (SECTION 4.25)

Current Proposed (new in red) ARTICLE IV: BOARD OF DIRECTORS 4.25 The Conference Director shall be elected by a

majority vote of ballots returned. This position is elected for a two-year term, normally elected in a staggered term from that of the Corporate Partner Director.

ARTICLE IV: BOARD OF DIRECTORS 4.25 The Conference Director shall be elected by a

majority vote of ballots returned. This position is elected for a two-year term, normally elected in a staggered term from that of the Corporate Partner Director. an odd calendar year.

Rationale: Working in concert with the other amendments to the Board of Directors positions, this change is recommended in order to align the various descriptions.

ARTICLE IV: BOARD OF DIRECTORS (SECTION 4.26)

Current Proposed (new in red) ARTICLE IV: BOARD OF DIRECTORS 4.26 Election of Professional Development

Director The Professional Development Director shall be elected by a majority vote of ballots returned. This position is elected annually for a one-year term.

ARTICLE IV: BOARD OF DIRECTORS 4.26 Election of Professional Development Director

The Professional Development Director shall be elected by a majority vote of ballots returned. This position is elected annually for a one-year term. for a two-year term, normally elected in an even calendar year.

Rationale: As part of the Strategic Plan: Vision 2020, the Board has reviewed the Board structure of various similar associations and it is our recommendation to move the following positions from a one-year term to a two-year term: Professional Development Director – to be elected in even years Communication Director – to be elected in odd years Membership Engagement Director – to be elected in odd years Given the timing, we are only proposing the change for the Professional Development Director at this time and we will propose the changes to the other two positions in advance of the next odd year election.

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ARTICLE V: DUTIES (SECTION 5.3) Current Proposed (new in red)

ARTICLE V: DUTIES 5.3 The Corporate Member Relations Director shall:

• Chairs Corporate Member Relations Committee

• Ensures Corporate Members receive benefits appropriate to their membership category.

• Plans and coordinates exhibit hall at the annual conference

• Develops plan to recruit new corporate members

• Works with Association Manager to troubleshoot problems that Corporate Members are experiencing

• Facilitates at least two conference calls with Corporate Members/Exhibitors with one likely to take place a few weeks prior to the annual conference

• Educates general membership and corporate membership on each other’s needs through out year and at annual conference, likely during the New Professionals Reception or prior to opening Exhibit Hall

ARTICLE V: DUTIES 5.3 The Corporate Member Relations Partner Director shall:

• Chairs Corporate Member Relations Partner Committee

• Ensures Corporate Members Partners receive benefits appropriate to their membership category.

• Plans and coordinates exhibit hall at the annual conference

• Develops plan to recruit new corporate members partners

• Works with Association Manager to troubleshoot problems that Corporate Members Partners are experiencing

• Facilitates at least two conference calls with Corporate Members/Exhibitors Partners with one likely to take place a few weeks prior to the annual conference

• Educates general membership and corporate membership partners on each other’s needs through out year and at annual conference, likely during the New Professionals Reception or prior to opening Exhibit Hall

Rationale: To align with the current language in 3.17 BY-LAW #8 OACUHO CONFERENCE/EVENT CONTRACT Current THIS AGREEMENT made the___ _ day of , 200__. BETWEEN: THE ON TARIO ASS OCIATION OF COLLE GE AND U NIVERSITY HOUSING OFFICERS (“OACUHO”), OF THE FIRST PART, - and - Host Institution “ “ OF THE SECOND PART. WHEREAS the Host Institution wishes to host the _____ (Name of Event) of OACUHO in _________(herein after referred to as the “conference”); AND WHEREAS OACUHO agrees to permit such hosting subject to the Host Institution agreeing to the

26

terms and conditions of this Agreement and any OACUHO Conference Planning Guidelines—as they may exist from time to time, and as attached Appendix A to this Agreement. NOW THIS AGREEMENT WITNESSES that in consideration o f the mutual covenants and agreements here in contained, the parties hereto agree a s follows: 1. Compliance with OACUHO Policy - The Host Institution agrees to comply with the policies and procedures as described in the OACUHO Conference Planning Guidelines, if any, as attached here to as Schedule “A”. 2. Conference Revenue to OACUHO - The Host Institution agrees to set the conference budget so as to recover all expenses, including seed money (up to $2,500) which may be provided by OACUHO. Within 60 days of the final day of the conference the Host Institution must submit the following to OACUHO: a copy of the budget and actuals, any recovered seed money, and any surplus monies. In the event that the conference generates a surplus in addition to the recovery of the seed money, the Host Institution may retain 50% of any surplus to a maximum surplus of $10,000. Any surplus above this maximum will be forwarded to OACUHO within 60 days of the final day of the conference. 3. Conference Net Expense to OACUHO - Notwithstanding 2. above, provided that the conference budget planning has taken into account all reasonably foreseeable circumstances, in the event that the conference operation as a consequence of force majeure results in a net cost to the Host Institution beyond the $2,500 seed money, if any, OACUHO agrees to reimburse the Host Institution for this cost. For better understanding, force majeure shall mean “Acts of God”, as defined in legal contexts, and fire, floods, riots, wars, financial exigency, or other happenings or occurrences beyond the control of the Host Institution, but in no way caused by the Host Institution’s default or collusion. The Host Institution shall give OACUHO prompt notice and details in writing of the cause of the force majeure. 4. Liaison - The Host Institution will provide interim status reports of the conference planning, from the awarding of the bid. For a period beginning one year before the conference until such time as the OACUHO Board of Directors accepts the final written report, the Host Institution will provide a report at every meeting of the OACUHO Board of Directors. The status and final reports will include information pertaining to finances, fees, programs, promotion, delegate s, social events and physical arrangements. 5. Information about Registrants - The Host Institution will forward to OACUHO detailed information about conference registrants (including name, address, division of interest and whether this is their first conference) at a date (mutually agreed upon by OACUHO and the Host Institution) at least four weeks before the conference. Furthermore, the Host Institution will provide, a s par t of its report to the OACUHO Board of Directors meeting immediately following the conference (or earlier) a similar list of all conference registrants. 6. Responsibility - The Host Institution will indemnify and save harmless OACUHO with respect to all actions, suits, claims and demands of any kind arising out of or in any way in connection with the conference by the Host Institution and by those permitted by the Host Institution to be associated with the conference, including, without limitation, all actions, suits, claims or demands for personal injury or property damage 7. The Host Institution will maintain liability insurance in an amount satisfactory to OACUHO (acting

27

reasonably) with respect to all those permitted to be involved in the conference. Normally the Host Institution will provide a certificate of insurance of at least $5 million naming OACUHO as additional insured. The Host Institution waives any liability against OACUHO save negligence of its officers. 8. Acquisition of Capital Items - The Host Institution may, with the permission of the OACUHO Board of Directors, purchase capital items within the auspices of the conference budget. All such items shall be the property of OACUHO and shall be immediately shipped postage prepaid to the OACUHO Association Manager/Finance Director following the conference, unless OACUHO agrees otherwise in writing. 9. Assignments - The Host Institution may not assign this agreement without the prior written consent of OACUHO, which consent may be unreasonably withheld. 10. Successors and Assigns - This agreement shall ensure to the benefit of and be binding upon the parties hereto and their respective heirs, executors, administrators, successors and permitted assigns. 11. Notice - Any notice or other communication which either party hereto may desire or be required to give to the other party may be delivered or sent prepaid registered mail or by facsimile transmission as set out in Schedule “B” attached hereto. Either party hereto may change its address for the giving of notices there under by giving of notice as set out above. I have reviewed and agree with the requirements as stated in this Agreement. Any changes will be made only after consultation with and written agreement by OACUHO. IN WITNESS HERE OF the parties here to have executed this agreement. OACUHO Per: _____________________________ Per: _____________________________ HOST INSTITUTION Per: _____________________________ Per: _____________________________ SCHEDULE “B”: Addresses OACUHO OACUHO c/o (President’s name) (President’s address) FAX: HOST INSTITUTION Name: Address: Phone: FAX: Proposed (new in red) [Remove the contract from the By-Laws and replace with the following By-Law] The OACUHO Conference/Event contract outlines the terms and conditions established between OACUHO and a host institution that wishes to host an OACUHO conference/event. The contract will be updated as needed by the OACUHO Conference Director and is approved by the Board of Directors. The contract must include at minimum:

1. Expectation that the Host Institution sets the conference/event budget to recover all expenses; 2. Expectation that in the event of a surplus the Host Institution will share it with OACUHO. The

Host Institution will retain no more than 50% of the surplus with a limit on the amount retained

28

set at no more than $5,000; 3. Expectations regarding communication (e.g., reports, sharing of information, status updates),

financial updates, and compliance with planning guidelines; 4. Expectations regarding liability insurance and provisions for addressing responsibility in the case

of actions, suits, claims, and demands of any kind associated with the conference/event; 5. Agreement by all parties regarding financial responsibility in case of force majeure.

Rationale: The OACUHO Conference/Event contract in its entirety is currently included within OACUHO’s by-laws and therefore any change, regardless of magnitude, requires member approval. Changes to the constitution and by-laws typically occur twice per year, so in cases where contract modifications are needed this can significantly delay parties from entering into an agreement. This proposed change allows the Conference Director to modify the contract when entering into an agreement with a host institution or upon a regular review in a more timely and efficient manner with final approval granted by the Board of Directors. The proposed by-law change ensures overarching principles are maintained in the contract, but that specific language can be set by Conference Director and Board. In a review of other associations similar conference/event contracts were not included within their constitution or by-laws. ARTICLE V: DUTIES (SECTION 5.7 CONFERENCE DIRECTOR)

Current Proposed (new in red) 5.7 The Conference Director shall:

• Review, update and distribute Conference Bid and Conference Host Requirements documents as required

• Secure hosts for the Fall Business Meeting, Spring Conference, Residence Life Conference and Training Institute

• Acts as a liaison between the Board of Directors and Conference Host Chair

• Ensures that the vision of the conference committee and OACUHO Board are aligned

• Ensure conference milestones and conference host requirements are met

5.7 The Conference Director shall: • Review, update and distribute Conference

Bid and Conference Host Requirements documents as required

• Review and update the Conference/Event Contract for Board approval as needed

• Secure hosts for the Fall Business Meeting, Spring Conference, Residence Life Conference and Training Institute

• Acts as a liaison between the Board of Directors and Conference Host Chair

• Ensures that the vision of the conference committee and OACUHO Board are aligned

• Ensure conference milestones and conference host requirements are met

Rationale: Adds the duty of reviewing and updating the Conference/Event Contract (with Board approval) to the Conference Director position.

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OACUHO INDIGENOUS LAND ACKNOWLEDGEMENT – STATEMENT & PROTOCOL RATIONALE In response to a point that was raised within the membership at the 2016 Fall Business Meeting, The OACUHO Board of Directors has committed to drafting a traditional land acknowledgement & accompanying protocol that will be integrated into the President’s Welcome at all General Meetings (Fall Business Meeting & Annual General Meeting). This motion will be put forward as a constitutional amendment at the 2017 Annual General Meeting on Wednesday, May 10, at Carleton University. The purpose of this land acknowledgement is to formalize our commitment to Indigenous inclusion in postsecondary education. Acknowledging territory shows recognition of, and respect for, the Indigenous peoples who have resided here for thousands of years and who had treaties and other agreements to share land. A commitment to equity & inclusion has been identified as a key consideration within OACUHO’s Vision for 2020 Strategic Plan and this land acknowledgement is one small, but hopefully meaningful, way for us to locate ourselves within reconciliation and officially recognize the First Peoples of Turtle Island on whose traditional territories we live and work. OACUHO INDIGENOUS LAND ACKNOWLEDGEMENT “Welcome, I would like to begin by thanking our hosts and by acknowledging that we are gathered on the traditional territories of the _______ people. As student housing professionals, whose work is dedicated to creating notions of home, it is important to acknowledge the sacred land on which we occupy. The location of _______ is still home to many Indigenous people from across Turtle Island and we are grateful to have the opportunity to be here today. (When introducing the acknowledgement, the President is encouraged to introduce themselves & acknowledge their own history and place on the land if they are comfortable doing so).” PROTOCOL

i. In advance of official meeting (Fall Business Meeting & Annual General Meeting): • If the meeting is taking place at a university, the OACUHO President will tailor the land

acknowledgement utilizing the document created by the Canadian Association of University Teachers: http://www.caut.ca/docs/default-source/professional-advice/list---territorial-acknowledgement-by-province.pdf?sfvrsn=12.;

• If the meeting is taking place at a college, individual consultation with the Conference Host Committee will be required;

• Once complete, the OACUHO President will share the draft statement with the Conference Host Committee for feedback, including a local Indigenous Centre on campus, if possible.

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ii. During official meeting:

• The OACUHO President will open the meeting with the OACUHO Indigenous Land Acknowledgement.

The OACUHO Indigenous Land Acknowledgement will be revised as necessary. At minimum, this statement & protocol should be reviewed annually by the Board of Directors.

2016 NOTICE TO READER Notice to Reader is appended to the end of this document for review.