01. Meeting Minutes

Format:

Meeting # Date — Time - Location
Attendance: Student’s names
Absent: Student’s names
Note taker:

Meeting Minutes#:

Next Minutes:

Next Meeting:

Meeting Minutes 1

August 19 2026 @4:00 -4:30 PM - Online

Attendance:

• Yasmeen Adi
• Sara Rezene Habte
• Steven Lennox Dy
• Kristi Doce
• Aidana Abdybaeva
• Khujista Faqiri
• Nicole Antoun
• Omar Ghazaly
• Ange Ella Akaliza

Absence:
Team wasn't full yet we were missing

• Owen Jorgensen
• Dmitrii Cazacu

Note taker: Yasmeen Adi

Minutes:
1. Finding a Product Owner (PO)

• Considering a TA or someone within our domain
• Responsibilities: attend meetings, agree on scope/work for each iteration

2.Project Idea Selection

• Discussed some ideas that teammates suggested (see the document ).
• No final decision made yet — we need more research

Action Items: (Aug 19 – Sep 1)

• Research and evaluate which project idea is the strongest fit
• prepare to compare options at the next meeting

Next Meeting:
September 1 — Discuss and finalize the project proposal

Meeting Minutes 2

September 1st 2026 @12:00 - 1:00 PM - Online

Attendance:

• Yasmeen Adi
• Sara Rezene Habte
• Steven Lennox Dy
• Kristi Doce
• Aidana Abdybaeva
• Khujista Faqiri
• Nicole Antoun
• Ange Ella Akaliza

Absence:

• Omar Ghazaly
  Team wasn't full we were missing:
• Owen Jorgensen
• Dmitrii Cazacu

Note Taker: Yasmeen Adi

Minutes:
Discussion & Decisions:

• Discussed the Capstone ideas by reviewing the document.
• Narrowed the ideas down to the top five.
• We did a final poll to select the best idea for our Capstone project.
• Decision: Sign Language App.
• Will make more research of which language to use for our app (probably English).
• Decided to prepare two proposals:
  1- A sign language application
  2- Origamifier (Plan B)
• Aidian has a connection with a potential stakeholder for the sign language application.
• Technologies: For now, Python and React Native.
• Discussed whether the application should be designed for multiple devices, such as mobile and desktop. We will do further research then decide. Proposal deadline: September 6, 2026.
• Yasmeen will find an example/template of how previous teams wrote their proposals, and we will follow the same structure.

Next minutes:
-to review the proposal and then submit it to the professor.

Next Meeting:

• Sunday, September 6, 2026

Meeting Minutes 3

September 8 @12:00 - 12:27 pm - Online
Attendees:

• Yasmeen Adi
• Sara Rezene Habte
• Steven Lennox Dy
• Kristi Doce
• Aidana Abdybaeva
• Khujista Faqiri
• Omar Ghazaly

Absence:

• Nicole Antoun
• Ange Ella Akaliza
  we were still missing:
• Owen Jorgensen
• Dmitrii Cazacu

Note Taker: Yasmeen Adi

Minutes:

• We communicated with the stakeholder and are waiting for his response (it is the company that Aidiana sent in the discord server).
• We need extra 2 members to complete our team

Project Proposal task split:

• Steven is doing description part
• Khujista is doing competitors part
• Kristi is doing innovation part
• Yasmeen is doing risks part
• Sara is doing description of companies part
• Deadline to finish the proposal is Sep 13!! Hard Deadline then we will send it by email to Dr.Rodrigos.
• Will do a Poll to choose the project name
• Tech we might use is React native and Python. (will make a final decision once the project gets approved).
• Will start the implementation as soon as the project gets approved.

Next Minutes:

• Everyone: Please write your names, IDs and emails on the project proposal document that Yasmeen Sent on discord document channel
• Finalize the proposal and send

Next Meeting:

• sep 17 @ 7pm-7:30pm

Meeting Minutes 4

sep 17 @ 7pm-7:30pm - online

Attendance and Absence: Not mentioned

Note Taker: Steven

Minutes:

• Already have an idea that has potential stakeholder (Platform for Financial Advisors)
• The application is like an assistant in order to help the advisors with their tasks (meetings, client communication, reminders, documents, etc.)
• This is a safe option as the stake holder has already agreed to do it
• The chosen stakeholder has given her story on how she's having a hard time on her paperwork
• She's very interested in working with us to make this application work
• Aidana has a connection with the government company that has a problem that needs to be solved
• This connection is very good for us as this company has potential to have our proposal to be approved
• We're only waiting for their response and their idea for the project
• First priority is Khujista's idea, but if Aidana's connection replies and we like their idea, then we would proceed with the latter idea.
• Khujista and Aidana are doing description part
• Yasmeen is doing the risk part
• Nicole and Kristi are working on Competitors part
• Dimitri and Sara are working on Novelty part
• Other people who don't have parts, they can clean the proposal with checking the paragraphs, writing, etc.

Next Minutes:

• Finalize financial advisor proposal and send it

Next Meeting:

• September 19 2026

Meeting Minutes 5

sept 19 @ 9:30pm- 10:25pm - Online

Attendance:

• Dmitrii
• Khujista
• Ella
• Kristi
• Owen
• Omar

Absence:

• Yasmeen
• Nicole
• Aidana
• Sara
• Steven

Note Taker: Ella

Minutes:
Tackle problems that the prof brought up about our proposal by Sunday sept 20th night:
• get stakeholder to sign agreement
• fix risk section and add the client privacy issue
• explain technical difficulty that our app will tackle that other apps haven’t tackled in detail

Next Minutes:

• Finalize the proposal based on professor's recommendation

Next Meeting:
September 24 2026

Meeting Minutes 6

September 24 @ 6:00 - 6:51 pm - online

Attendance:
Dmitri
Khujista
Sara
Steven
Ella
Aidana
Nicole
Yasmeen
Kristi
Owen

Absence:
Omar

Note Taker: Yasmeen

Minutes:

• We will do an update channel on discord so everyone write what he/she did so this way we know everyone's progress
• We are thinking of sending a google doc to Nayiri of what features she wants us to add and she can tell us what tools she needs. Khujista will send it on discord and team members should review it .
• Nicole looked up the MIT license and posted a link of what it is
• Khujista prepared a sprint plan to look it up and follow it for each iteration and release.
• We need to make more research of how to setup our Database( because we are using fake data) and setting up backend (Docker setup)
  Tech stack we will use is:
• react(frontend) for web because we will implement web version as a startup
• For backend we will use python
• More research of what AI we will use? Fast API was recommended

Task splitting: split work to smaller groups for each tasks
This iteration:

• Repo setup( project setup, readme file, license(THIS WEEK), all issues and user stories, Wiki): Sara, Aidana, Khujista

• Models: domain model,architecture diagram, class diagram, use case diagram, (ERD) and personas: Yasmeen, Ella, Owen

• Mockups: Nicole, Steven, [Yasmeen & Khujista can help].

• CI and testing, sonarqube (Deployment plan) : Omar and Kristi

• Docker: Dmitri, Nicole can help

• Retrospectives: Kristi

• We can do a channel for each group on discord so everyone can communicate (Yasmeen will do it)

Action items:

• EVERYONE- sign the opt out form(Name and ID), fill github registration form, and setup MIT
• Constant Meeting every sunday: 8:00 pm, if something urgent we can arrange for a quick Meeting.

Next Minutes:

• updates on work progress of each task

Next stakeholder meeting:

• Friday sept 25 at 6: 00 pm

Next Team Meeting:

• Sunday sept 27th at 8:00 pm

Meeting Minutes 7

September 25 @ 6:00 - 7:10 pm - online

Attendance:
Khujista
Sara
Ella
Aidana
Nicole
Yasmeen
Kristi
Omar

Absence:
Dmitri
Owen
Steven

Note Taker: Nicole

Minutes:

• Nayiri explained her background and what she deals with. She uses Google Meets for meeting with her clients. All links sent to each client are separate. Calendar: google calendar. One Drive which stores all documents for minimum 5 years. Notes are not organized: phone, laptop, everywhere.
• Requests from the Advisor: Personal Storage. Have “to do tasks” on a page.
• Issues she faces: Can’t find which document for clients are missing. Client reminders are done manually, except for google meets reminders that are already done automatically. After sessions with clients, notes are sent to the clients which are preferred to be automated. Follow-ups can also be automated.
• Some clients prefer social media (instagram), email, LinkedIn, and iMessage for reminders and communication with the Advisor. Platform for Communication depends on the client’s preferences.
• Financial Needs Analysis sessions with clients: Advisor gets all data from clients. Next sessions are more personal where the advisor gives financial suggestions. Education sessions should not include AI because personal information are shared between client and advisor.
• Every 4-6 months, the Advisor does follow-ups to clients. Portfolio Reviews, discussions about new financial goals, etc.
• Financial Advisors takes hours learning and staying up to date with new financial tools.
• Portfolios, Signatures (DocuSign platform -> Google platform) from each clients are all inside the Advisor’s laptop: excels, pdf, word. All documents are stored personally.
• Past the education sessions, the platform should be used.
• Danger: AI should not access personal data from clients.
• Ideal workflow for Advisor: have everything on 1 platform. Follow-ups are super essentials: colourful, contains details of each clients with their contact info, the last things spoken with them, etc.
• Preferred to have colors personalization for our app ( Advisor: baby pink, white)
• Mobile app is interesting.
• Big disadvantage with Google: separate link for each clients and each event. Preferred to have 1 link that includes a page with many different links for each available events to book for next sessions where clients can choose from.

Next Minutes:

• Show the stakeholder the app mockups and get her feedback.

Next Meeting Stakeholder Meeting:

• Friday oct 2nd @ 6:00 pm.

Next Team Meeting:

• Sunday Sept 27 @8:00 pm.

Meeting Minutes 8

Sunday sept 27 @ 8:00 - 9:15pm - Online

Attendance:
Dmitri
Khujista
Sara
Steven
Aidana
Nicole
Yasmeen
Kristi
Omar

Absence:
Owen
Ella

Note Taker: Khujista

Minutes:
Discussion about our stakeholder needs:

• Priorities:

1. Focus on Nayiri’s highest-priority features first: follow-ups and meeting notes.
2. Aim for one main feature per sprint.
3. Finalize features and get Nayiri’s sign-off by Friday.

• Features

1. Dashboard: One centralized, GitHub-style homepage with lanes for follow-ups, upcoming tasks, etc.
2. Booking: One booking link integrated with Google Calendar/Calendly. Refer to the professor's website for ideas.
3. Client portal/library: Orbit will not store client or compliance documents.
4. Meeting notes: Explore meeting agents for meetings happening outside Orbit while prioritizing security.
5. Customization: Advisor dashboard customization is a nice-to-have.
6. Email drafting: Not a current priority.

• Technical:

1. Browser-based application with the backend hosted on a server.
2. Set up the database from scratch; likely PostgreSQL. Investigate whether Supabase/managed services are acceptable.
3. Avoid external AI models where possible and add a security layer.
4. Research synthetic data generation and how it will be used.
5. Use Python 3.14.
6. Dimitri will prepare a Docker setup README.
7. ER diagram → next iteration (possibly since we do not have the DB set up yet).
8. Consider separate architecture/class diagrams for each feature.

• Mock-ups:

1. Update the Orbit logo.
2. Refine mock-ups using GitHub and existing designs as references.
3. Have mock-ups ready for Nayiri’s approval.

Next Minutes:

• Show updated mockups to our stakeholder.
• Review her feedback in the Team meeting.

Next Stakeholder Meeting:
Friday Oct 2nd @6:00 pm

Next Team Meeting:

• Right after stakeholder meeting.
• Another planned in person meeting will be held on Monday Oct 5th @ 5:30 pm - Concordia Library.

Meeting Minutes 9

Friday October 2nd from 6:00 - 6:30pm - Online

Attendance:
Nayiri (Stakeholder)
Khujista
Sara
Aidana
Nicole
Yasmeen
Kristi Owen

Absence:
Steven Omar Dimitri Ella

Note Taker: Khujista

Minutes: Features Approval/Feedback from Nayiri Presented by Kristi

1. Audit Logging – Maintain logs of important system activities.

2. Tracking – Implement role checks for permissions and maintain activity logs.

3. Telemetry – Gather system statistics and usage information.

4. Privacy / Synthetic Data Generator – Use fake client data during development and implement masking of personal information.

5. Multi-Agent Concurrency – Explore having multiple agents operate concurrently.

6. Client Booking Portal – Discussed as a potential feature.

7. Calendar / Google Integration – Connect the calendar with different tasks and activities.

8. Feedback on Calendar – Meetings are currently scheduled through Google Calendar.

9. Document Tracker – Nayiri likes this feature. It should function primarily as a checklist for tracking documents.

10. Client Notes – Within the same portal, allow manual notes to be added beside each client's name.

11. Follow-Up – High Priority – Nayiri wants to easily track where she is with each client, including:

• Current stage/status
• Date of the last meeting
• Required follow-up
• Notifications/reminders
• Potential email integration

Mockup – Nicole presented the proposed UI mockup.

1. Communication Feature / Client Portal – A dedicated communication feature is not required. A client portal is also not necessary for Nayiri.
2. Brokerage & Compliance – Due to compliance requirements, the preferred method of communication with clients should be work email. Because of the brokerage connection, Nayiri is unsure whether new clients would want to use an additional platform.
3. Due to shortness of time, we could not finish showing Nayiri all the mock ups, we will go over them again in the coming week.

Next Steps – Add Nayiri to Discord. Nicole will send the PDF to Nayiri.

Next Stakeholder Meeting:
Friday Oct 9th @6:00 pm

Next Team Meeting:

• Right after stakeholder meeting.

Meeting Minutes 10

Friday October 2nd from 6:30 -7:30pm - Online

Attendance:
Khujista
Sara
Aidana
Nicole
Yasmeen
Kristi

Absence:
Steven
Omar
Dimitri
Ella
Owen

Note Taker: Khujista

Minutes: Follow up discussion

1. Stakeholder Meeting – Set up a new meeting with Nayiri at a time that can better accommodate everyone.

2. Client Portal – Remove the client portal, as it is not necessary for Nayiri.

3. Communication Portal – Remove the communication portal. Instead, include each client's preferred method of communication.

4. Note-Taking – Do not use a third-party note-taking service.

5. AI Models – Explore using open models that can run on a local server or within a controlled environment.

6. Local Model & Data Handling – Investigate downloading and running the model locally and providing it with data as a string/input. Consider how data is handled in memory and whether the model should remain running or be shut down after processing.

7. GEV – Research the recently released GEV approach/model mentioned during the meeting and determine whether it could be relevant to the project.

Next Minutes:

• Discuss the workflow and leads of different components ex. Documentation Lead, front/backend lead, etc.

Next Meeting:

• Monday, October 5th at 8:00 PM

Meeting Minutes 11

Monday, Oct 5th, 8:00-9:15 pm - online

Attendance

Khujista
Sara
Aidana
Nicole
Yasmeen
Kristi
Dmitri
Ella
Owen
Omar

Absence
Steven

Note taker: Yasmeen

Minutes

Personas and wiki

• The team approved the personas, so Yasmeen can close that task.
• A "fill in wiki pages" task will be added to each iteration, since the wiki is continuous work. The wiki is everyone's responsibility.
• Sara will update the README so it aligns better with the wiki.

Mockups and diagrams

• Mockups were sent to the advisors. Nayiri sent feedback, and the mockups will be tweaked accordingly.
• A Figma link will be added to the wiki, with only the mockups related to Iteration 1.
• General initial diagrams can be drafted based on the features listed on GitHub.

Diagram assignments:

• Ella (class diagram), Owen (architecture), Yasmeen (use case). Should be done by tomorrow.

Ground rules

1. Tech stack

• Frontend: React.js
• Backend: Python with FastAPI
• AI model choice will depend on the feature.
• Issues will be added to GitHub one iteration at a time.

2. Team structure

• The team can split into smaller groups: frontend, backend, and documentation & testing.
• Roles can change from release to release, and each release has 4 sprints.

Release 1 leaders:

• General leader: Khujista
• Frontend leader: Aidana
• Backend leader: Kristi
• Documentation & testing leader: Yasmeen
• Roles will be changed during a team meeting.

Teams

• Frontend (leader: Aidana): Sara, Yasmeen, Aidana, Ella, Nicole, Khujista
• Backend (leader: Kristi): Dmitri, Kristi, Omar, Owen, Steven
• Testing & Documentation (leader - Yasmeen) : everyone writes their own tests and contributes to documentation.

Iteration 1 research and tasks

• Yasmeen, Nicole, and Khujista will test agents. Kristi will send the document he worked on so we can start doing our research and test the agent locally.
• Aidana will build the basic frontend app, possibly by tomorrow.

Wiki page assignments

• Omar: Legal and ethical issues
• Ella: Performance and security
• Dmitri: Infrastructure and tools
• Kristi: Diversity & link retro
• Steven will help Khujista with the rest of wiki.

Scheduling and sprints

• We need to ask the stakeholder for a better meeting time based on her availability.
• One full-team meeting per week is sufficient. Smaller teams can meet whenever they need to.
• The burndown chart will start next sprint.
• Sprint 2 is due on the 21st.
• Sprint 2 tasks are on GitHub, so everyone should assign themselves.
  New discord channels need to be created for the teams.
• Please fill in the retro by tomorrow at midnight.
• Yasmeen will create a PR format/template. it is part of documentation.
• Question for the stakeholder: what kind of data will we have? Nicole is going to ask Nayiri today.

Next Minutes:

• Plan sprint2

Next meeting:

• Wednesday, Oct 7th, 6:30 pm

Meeting Minutes 12

Wednesday, Oct 7th, 8:00-8:50 pm - Online - Discord Voice Channel

Attendance: Owen, Dmitrii, Sara, Kristi, Yasmeen, Ella, Nicole, Steven, Omar

Abscence: Aidana, Khujista

Notetaker: Dmitrii

Meeting Minutes:

Confirmations/Reconfirmations

• No Client Portal.
• No AI summary during meetings between client and financial advisor.
• No Chat Portal.
• Shareholder biggest concern is an efficient and useful organization of the information to the eyes of financial advisors. Follow up page is important for shareholders.
• All AI action will require shareholder approval.
• Current AI uses would be to draft emails/messages and summarise information
• Stakeholder seems to be the most invested in the FollowUp page, the calendar feature and the chatbot feature. As well as the primary goal of this app to efficiently organize information of fincial advisors.

Mockups

• BookAMeeting page was mentionned to be too dense by Kristi.
• Suggestion were to reduce the amount of information or separate it all into a maximum of 3 steps. (Similar to the multiple pages of a google form)
• BookAMeeting page is connected/communicate with the calendar

Diagrams/Personas

• Clients can no longer create account or chat, but can only book a meeting through the website. Need to update the diagrams and personas to reflect that.

Tasks

• Nicole: Create list of features on a google doc with the help of her mockups.

• Owen: Work on the Architecture Diagram.

• Ella: Work on domain model and class diagram.

• Yasmeen: Work on use cases. Also took the task for the proof of concept of local AI model for our application. Owen suggested the use of ollama for this proof of concept.

• Everyone: Assign yourself a task(s) from the issues on Github, approve and review them with the shareholder if it wasn't already done, divid it/them into smaller subtasks if needed and start working on it as the next iteration finishes on Oct 20

Current Problems

• How to deal with the costs of running local AI models on services like AWS or Azure when we will need to deploy our application.
• How to get rid of PII when sending the request to the chatbot and how to put the PII back in the response (May become vital if local AI are found to be unsatisfactory for the need of our application)

Possible solutions

• Use student accounts with free credit for first Releases
• N/A

Next Minutes: Meeting with Shareholder

Next Meeting: Friday, October 9 at 3pm

Meeting Minutes 13

Friday, Oct 9th, 3:00-4:05 pm - Online - Google Meet

Attendance: Dmitrii, Aidana, Ella, Khujista, Nicole, Owen, Steven, Yasmeen, Nayiri (Shareholder)

Absence: Sara, Kristi, Omar

Notetaker: Dmitrii

Meeting Minutes:

What was done

• Passed through Epic 1 to 5

To Send/Receive

• Khujista will send the link to the google doc to our shareholder so she can validate and leave comments from epic 6 to 11
• Our shareholder will send a few of her availabilities for her next meeting with us
• Our shareholder will send void versions of documents (6-8) that clients normally sign/fill like the FNA

To Add/Modify

• Note section on client profile containing many notes and not just one big note. The shareholder would like if it could look similar to real life post-it.
• US-15 -> (Add) Search/Filter through phone number as well
• US-24 -> (Modify) Instead of financial spanshot, have a list of all document in each client profile, with a dropdown menu of the status of each document (sent, not sent, completed, yet to be signed, etc...)
• Income and networth not a necessity because already in the brokerage
• Have a Timeline for each client to know where she is with them (Corporate Intro, FC1, FC2, etc...)
• US-35 -> Need reminders for meeting itself (For client have an email to remind them 24h before and 1h before) and reminders for booking meetings with client (ex. reminder to financial advisor to call/email client to book another meeting)
• Personalize the reminder message based on the type of meeting (taxes, investment, etc...) with premade reminder for each type of meeting
• Booking page limitations: Availabilities can be selected at maximum 1 month/ 30 days in advance, 24h Buffer between booking a meeting and the meeting itself, 1h meetings/ client
• US-44 -> (Specification) Bidirectional Synchronization

Clarifications

• AI suggestion more used toward companies than clients to sound more professional toward them

Next Minutes: ...

Next Meeting: ...

Meeting Minutes 14

Sunday, Oct 11th, 8:00–9:30 pm - Online

Attendance: Kristi, Sarah, Owen, Aidana, Yasmeen, Khujista, Steven, Omar, Ella, Dimitri

Absence: Nicole

Notetaker: Aidana

Sprint 2 Planning:

• Members were assigned to user stories. Check the GitHub Issues to see your assigned work.
• If you were not assigned to a user story, check GitHub Issues and assign yourself to an available Sprint 2 task.
• All Sprint 2 tasks should be completed by October 18.

Sprint 2 Stories / Tasks The team decided to work on the following during Sprint 2:

• Set up a PostgreSQL database.
• Dashboard Calendar (Sub-tasks will be added)
• Advisor Dashboard (Sub-tasks will be added)
• Runtime PII Redaction Engine.
• Synthetic Data Engine.
• StatsD Telemetry & Feature Toggles. This will be broken down into sub-tasks.
• RBAC – Control vs. Data Plane Separation & Policy Engine.
• Add a Public Booking sub-task for Sprint 2 only

Assigned Tasks

• Yasmeen: will create the user stories for Sprint 2 in GitHub
• Omar: Set up SonarQube and Codecov. This is a high-priority task.
• Khujista: Add separate frontend and backend channels in Discord and include the team leader names.
• Nicole: Update the UI mockups based on the feedback from Meeting Minutes 13.
• Owen: Update the architecture diagram.
• Ella: Update the class diagram.
• Everyone: Update the Wiki page with your individual work and contributions

Important

• If AI was used to complete a task, add an AI acknowledgement to that task.

Future Work

• Add an Advisor–Client Journey Map.
• Research AI agents if you have completed your assigned Sprint 2 work.

Next Steps / Meetings

• The next meeting with Nayiri will be on October 19 or 20
• Khujista will create a poll to determine the meeting date
• Ask the professor for clarification regarding the project evaluation
• Book a meeting with the professor after Sprint 2 to discuss the evaluation