Annual General Meeting

February 29th 2024 at 2pm-4pm PST

In attendance: Adrean, Hannah, Julia, Anika, Marissa, Emma, Lola, Vanessa, Grace, Alison, Kennedy, AJ, Kush, Faria

Zoom link: https://uvic.zoom.us/j/89206073688?pwd=N0loRE5GSzY4T2t6Ry9MN3V2Tk5Zdz09 

  1.  Call to Order/Welcome

    1. The chair calls the meeting to order 2:04

  2.  Land Acknowledgement

    1. The Chair offers territorial acknowledgments.

  3.  Access Needs Check-In

    1. Break every 45 minutes

      1. Put x in chat when requesting to speak

  4.  Ratification of SGM Minutes (Alison/AJ)

    1. Ratification of 2023 December 6th SGM Minutes

      1. Ratification passes.

  5.  Adoption of 2024 AGM Agenda (Alison/Vanessa)

    1. No changes.
    2. Adoption of today’s agenda passes.

  6.  General Overview and Intro to the SSD

    1. Overview of the SSD and current operations provided by the Chair.

  7.  Victoria Disability Arts Collective Info Session

    1. This Sunday March 3rd at 2pm PST on Zoom

      1. Emma – I’m here to talk about a new organization following 2-3 years of work at the SSD. We are hoping to become a registered non-profit. We are hoping to run some support groups, including arts programs. 14+ since we are not equipped to work with children and hope to serve our student population. We are hoping to move into events – including selling our artists work at craft events and run workshops that help disabled artists acquire materials and sell their work. It will be an accessible volunteer opportunity. If this is something you’d like to get involved with – please click the link and join us for the Zoom chat on Sunday. If you message me, I can add you to the e-mail list for updates!
      2. Info session graphic https://www.canva.com/design/DAF7ZCsNMjQ/h7MCoozJ90oKdMW00oy6Bw/edit?utm_content=DAF7ZCsNMjQ&utm_campaign=designshare&utm_medium=link2&utm_source=sharebutton
      3. Instagram https://www.instagram.com/vdacollective?igsh=dWxlM3Y5Mm1xN2V1&utm_source=qr 
      4. My contact info: levinsemma@gmail.com 

  8. Yearly Executive Council Reports 

    1. Chairperson

      1. Julia
        1. We had 2 SGMs last year, including bi-elections and changes to our policies. We also brought on new volunteers. We managed to recruit a full council which is very exciting. A reminder that we are always happy to have people join who do not have prior board experience. All council are free to attend our Thrive meetings to learn more about what’s happening behind the scenes. Adrean has stayed on as coordinator. We’ve hired Marissa. For communications, we’ve recently lost Bella but hired Diana.
          1. Link to slides https://drive.google.com/file/d/1XP3hT-IZrO_iXOFAbCkBLVSxaddpdXzu/view 
        2. We are running a Mental Health Resource Fair annually.
          1. Mental Health Resource list https://uvicssd.ca/blog/mental-health-resource-list/ 
        3. Collaboration with NEADS. We’ve run this at 5-6 schools, touring different post-secondary institutions, and sharing information about accessibility, accommodations, and disability. We’re happy to be continuing this program. There is a summit in September.
        4. Access 4 All became a provincial campaign! UBC and SFU have joined in creating a more accessible university experience. We’ve built much stronger relationships to support our advocacy of disabled students, esp. with CAL. It’s good to know that other people care and that we are fighting for accessibility in solidarity with other groups.
        5. We are hoping to get more peer support groups up and running. Promotion of our current groups is important. We’re looking for more avenues to spread the word about our peer support groups.

    2. Treasurer

      1. Hannah 
        1. Report (PDF Version) https://www.canva.com/design/DAF9qBRX06A/XnnQ2bXKfULyFo7IuG33yw/view?utm_content=DAF9qBRX06A&utm_campaign=designshare&utm_medium=link&utm_source=editor (you can hover over the bars to see what they represent in this version)
        2. Finance report
          1. Note: we no longer had COVID wage subsidies in place.
          2. I’m pretty happy with the level of variation given the size of the budget.
          3. Programs and funding requests took up the majority of our spending.
          4. Our revenue is low because we are awaiting Jan 2024 student fees. It will be closer to the budget.
          5. Staff have been working more hours than foreseen.
          6. We are pretty close to our budget but we are also expecting more revenue.
          7. We underspent in most areas. If you’d like more specific numbers, please reach out.
          8. Our trust will be more by the end of the budget season. We should look to maintain it.
          9. Planning of our 2024-2025 budget should start soon.
            1. We need to do sustainable financial planning while maintaining our services.
            2. The policy for funding requests needs to be updated.

    3. Student Liaison

      1. Emma 
        1. I do not have slides but here are a couple links to what I’ve been working on.
          1. https://drive.google.com/file/d/1XP3hT-IZrO_iXOFAbCkBLVSxaddpdXzu/view 
          2. https://www.canva.com/design/DAF4NUmyC40/j8zB9gJ_5XDRjxJZOkVGlw/edit?utm_content=DAF4NUmyC40&utm_campaign=designshare&utm_medium=link2&utm_source=sharebutton 
        2. My work here at the SSD inspired me to start the Victoria Disabled Arts Collective.
        3. When I graduate next April, I hope that someone will be able to step in and take over the organization of the MHR Fair.
        4. We got a grant to cover ASL captioning.
        5. My cat is super honoured to be employee of the month on our newsletter!

    4. UVSS’ SSD Representative

      1. Cate 
        1. Absent

  9. Staff Reports

    1. Office Coordinator

      1. Adrean Meuser
        1. We’ve been up to a lot of cute stuff!
          1. Updates to our constitution and food security program.
          2. We had an ice cream fun day
          3. We’re restarting a neurodiversity care circle
          4. We’re working on our relationship with Pride and GEM.
          5. We had a write-in with Plenty Collective.
          6. We participated in the Sexpo with AVP.
          7. We went to the board game cafe, Butchart Gardens, the Mental Health Resource Fair, the Petting Zoo (Beacon Hill)
          8. We had a clay bake night.
          9. We’ve got new swag that our members are loving (fidgets).
          10. It’s been really fun and engaging to have new volunteers around this past year!
          11. Bella did the constitution updates.
          12. We’ve created new graphics that have been converted into backgrounds, buttons, stickers, etc. 
          13. Lots of outreach, meetings, and coordinating with other groups!
          14. I went away on parental leave because I had a little baby last March! <3 
          15. Phone wallpapers https://www.canva.com/design/DAFglaVR75E/hA9OIoOByBQJQDfBr9G3oQ/view?utm_content=DAFglaVR75E&utm_campaign=designshare&utm_medium=link&utm_source=publishsharelink
          16.  Desktop wallpapers https://www.canva.com/design/DAFglvTddH4/us8nS3mbbMYclJIEmmvJ0Q/view?utm_content=DAFglvTddH4&utm_campaign=designshare&utm_medium=link&utm_source=publishsharelink 
          17. Zoom wallpapers https://www.canva.com/design/DAFgmM7zSZ4/VQJe6vuCCYcBFh4kFG_zkg/view?utm_content=DAFgmM7zSZ4&utm_campaign=designshare&utm_medium=link&utm_source=publishsharelink 

    2. Research & Communications Coordinator

      1. Diana Viafara – absent & newly hired

    3. Education & Administration Coordinator

      1. Marissa Donaldson
        1. Note for Anika – Google slides link: 2024 AGM Annual Report.pptx, Link for Canva: https://www.canva.com/design/DAF-HVvqzA4/TPPCzKFQGRCqV0ieQGhl_Q/edit?utm_content=DAF-HVvqzA4&utm_campaign=designshare&utm_medium=link2&utm_source=sharebutton
        2. This is my first time doing the annual report! I’ve been busy in the past five months since coming here.
        3. Highlights: Food Security program, Accessible Cooking program, 
        4. Food Security Program
          1. We’ve been slowly growing. There is an uptick in Good Food Boxes, we think because of the cooking classes.
          2. There is a massive uptick in demand for the Food Security Program. We have ten spots left. I suggest signing up asap! If we go over then you’ll be added to the waitlist. Sometimes people don’t send their receipts on time.
          3. I’m happy that people know this program exists because we need to address food insecurity.
          4. Dan is our cook. He works at the Health Food Bar and teaches our classes.
          5. There have been issues with attendance (of classes) and we need to open more slots for people to register. This is largely due to illness.
          6. Radio Canada reached out to us and want to do a TV segment on us. The reporter was sick so we’re rescheduling with her.
          7. Dan speaks French so they are inviting him to speak on a French radio show.
          8. Huge thanks to Grace, our work study student, who arranged for us to have the equipment necessary for our cooking class and making it a hybrid experience.
        5. Brooklyn arranged some workshops last year which I’ve taken on. 
  1. The Care/Community Care workshop
  2. Navigating Academic Accommodations
  3. PWD Workshop with VRDC
    1. Tentatively starting this March.
    2. Persons with disabilities – BC financial disabilities assistance
    3. We hope to offer more information to students inquiring about this, including tax credits and CPP.
  1. EQHR Consultation.
  1. We coordinated with EQHR in developing their draft of their policy.
  1. Staff training
  1. OREM
  2. C&C and Beyond
  1. We would love feedback about our current programs and ideas for what we could offer!

  1. Exiting Office and Elections

    1. Motion to appoint Scrutineer and Electoral Officer. (AJ/Alison)

      1. Adrean – scrutineer, Marissa – electoral officer

    2. Nominations for Council positions 1 by 1

      1. Co-Chairperson(s) or Chairperson

        1. Julia nominates Hannah as co-chair, Hannah motivates
        2. Hannah nominates Julia as co-chair, Julia motivates

Hannah and Julia elected

  1. SSD Representative on UVSS Board

    1. Cate nominates herself, motivates via email. Adrean reads motivation.

Cate elected

  1. Treasurer 

    1. Grace self-nominates and self-motivates.

Grace elected

  1. Student Liaison 

    1. AJ self-nominates; self-motivates, happy to be an exec if Thrive works with their schedule.

AJ Elected

  1. International Student Rep

    1. Lola self-nominates and self-motivates.
    2. Kush self-nominates and self-motivates. Mentions juice boxes!

Kush Elected

  1. Grad Student Rep

    1. Alison self-nominates; Adrean motivates from e-mail sent by Alison.

Alison Elected

  1. Secretary

    1. Anika self-nominates; self-motivates.

Anika Elected

  1. General Members (up to 8)

    1. Emma self-nominates; self-motivates.
    2. Lola self-nominates; self-motivates.
    3. Vanessa self-nominates; Adrean reads e-mail motivation.
    4. Mya self-nominates; Adrean reads e-mail motivation.

  1. Discussion

    1. Council bios for website
      1. Send a photo (of yourself, a pet, a pic you like) if comfy to Diana (ssdcomm@uvic.ca) 
      2. Short personal introduction

e.g. first name, pronouns, area of study, year at UVic, pets, etc.

  1. Committee formation(s)
    1. Funding Request Policy Committee
      1. Email ssdtreasurer@uvic.ca or ssdchair@uvic.ca to get involved.
    2. #Access4All Committee
      1. Email uvicssd@uvic.ca to get involved.
  1. SSD Colouring Book launch date TBD 
    1. All art and profiles are done! Just waiting for a date and the book now that things have calmed down a bit. Ideal rollout in September.
  1. SSD End of Semester Activity/Event

  1. Future Meeting Times

#Access4All: Alternating Mondays at 1:30pm (next meeting March 11th)

Council Meetings: please fill out this poll by Tuesday March 5th at noon 

Council Training: for new council members – please fill out this poll by Monday March 4th 

Staff/Exec (Thrive) Meetings (all council members welcome but exec required): alternating Tuesdays at noon and alternative Thursdays at 2pm (next meeting Tuesday March 5th at 12pm) – find Zoom link in agenda

    1. Prize Draw 

  • LOLA WINS!!!

  1. Adjournment 

    1. 3:55pm