November 9th, 2021

SSD Council Meeting Minutes

Present: JG, C, JD, JuD, DJ, HB, B

Staff: FL, NS, SP

1.   Call to Order at 4:05pm
2.   Territory Acknowledgement
   •   We acknowledge with respect the Lekwungen peoples on whose traditional territory the university stands and the Songhees, Esquimalt and WSÁNEĆ peoples whose historical relationships with the land continue to this day.
   • JuD acknowledges the territories.
3.   Adoption of Agenda & Ratification of Minutes
   •   Motion 2021.11.09 – JG/C
     • BIRT the agenda for 2021.11.09 be adopted
     • Agenda adopted by consensus.
   • Motion 2021.11.09 – JD/C
     • BIRT the minutes for 2021.10.21 be ratified
     • October 21st, 2021 – Meeting Minutes
     • 2021.10.21 minutes ratified by consensus.
4. Reports
   • Council
     •  i. Chairperson – JuD/DJ (interim) – busy busy, strategic planning as possibility late in the month (contact JuD if you are interested in Strategic planning)
     • ii. Treasurer – HB (interim) – Working on finance process and some related policy
     • iii. UVSS Representative – DJ
     • iv. Student Liaison – JuD – WRAP program with 10 ppl finishing soon, possibly other groups in future WRAP events
     • v. Graduate Student Representative – vacant
     • vi. International Student Representative – HB – Discord moderator (no concerns), setting up finance protocols for SSD
     • vii. General Member at Large – NBa (absent)
     • viii. General Member at Large – JD – nothing to report
     • ix. General Member at Large – GB (absent)
     • x. General Member at Large – DB (absent)
     • xi. General Member at Large – C – still setting up role reaction in SSD Discord and rule-role reaction, interested in formalizing rules around certain triggers, hosted SSD Spooky Movie Night last Friday on SSD Discord
     • xii. General Member at Large – B – nothing to report
     • xiii. General Member at Large – JG – Nov. 26th meeting with GB Lore about accessibility in post secondary institutions, related to A4A campaign
     • xiv. General Member at Large – vacant
   • Staff
     • Research and Communications Coordinator – SP: volunteer management workshop sessions, Monday.com set-up for staff and exec, WS coordination, Online Group study, Art Therapy workshop event Oct 30th, Games Nights every Tues still
     • Education and Administrative Coordinator –  FL: SSD/CAL bursary update (hopefully next meeting), WRAP finishes Nov. 17th, next Monday is Botanical Drawings workshop in collaboration with CCG and another workshop on making plant dyes (later in November), budgeting and financing workshops, looking at next year’s budget and reporting 
     • Office Coordinator – NS: in-center students dropping in looking for guidance on CAL, possible Crafternoons in-person (to discuss in exec/staff meeting)
5.   Main Motions
   • Motion 2021.11.09: 01 – C/DJ
     • BIRT JuD steps down from chair.
     • BIFRT HB assumes Chair position for the main motions.
     • Motion 01 carries by consensus.
6.   Priority Business
   • Motion 2021.11.09: 02  – JD/JG
     • BIRT the SSD pay Carmin Lo Re, Peripeteiah Botanicals $300 to host a session of botanical drawing workshop for the fall 2021 (November 15th) term and another workshop for the winter of 2022 (date TBD). 
     • Motion to amend Motion 02 – JD/JG
       • BIRT the above motion is amended as follows: 
       • BIRT the SSD pay Carmin Lo Re, Peripeteiah Botanicals up to $300 to host a session of botanical drawing workshop (co-hosted with the Campus Community Gardens) for the fall 2021 (November 15th) term and approve another $200 workshop for the winter of 2022 (date TBD).
       • Motion 02 as amended carries.
   • Motion 2021.11.09: 03 –  JD/JuD
     • BIRT the SSD pay Mina Heibert $300 for preparing for and hosting a 1hr long Art Therapy session on October 30th, 2021.
     • Motion 03 carries.
   • Motion 2021.11.09: 04 –  JD/JG
     • BIRT the SSD approves the new Covid-19 Social Distancing Support Program for the Fall 2021 semester Policy as written. https://docs.google.com/document/d/1orPfVjMVo23j9UYl4hjjc6OC-wkypuLc4B30eN9Q_LM/edit?usp=sharing
     • BIFRT the outstanding bill from Fernwood NRG/Good Food box be paid by NS at $840 and reimbursed by SSD. The bill was received on November 1, 2021.
     • Motion to amend Motion – C/DJ
       • BIRT the wording in the second part of motion 04 to the following:
       • BIFRT the outstanding bill from Fernwood NRG/Good Food box at $840 be paid by SSD. The bill was received on November 1, 2021.
7. Motion to move in-camera – DJ/C
   • Motion to move in-camera carries at 5:00pm
8. Moved out of camera at 5:40pm
   • Motion 04 as amended carries.
9.   Discussion
   • Priority Discussion
     •   2021.11.09 – JuD/FL
       • Board dinner – latest Dec 3rd
       • JuD to send Council a poll for Dec. 1st, 2nd, or 3rd for online Board dinner dates
     •   2021.11.09 – JuD
       • Kurzweil and Dragon for SSD computers
       • Need more info on pricing and what it would look like in the SSD space
     • 2021.11.09 – JuD
       • Access4All Letter
     • 2021.11.09 – FL
       • Spending on PPE and COVID-19 cleaning supplies in the fall semester 2021 to be resumed.
10. Motion to move In-Camera – JuD/B
    • Motion to move in-camera carries at 5:58pm PST
11. Moved out of camera at 6:15pm
12. Motion 05 – HB/JD
    • BIRT the SSD approves AF’s funding request for $5,000 CAD to cover the cost of a EMOVE Cruiser 52V 1600W Dual Suspension – Long Range Scooter and help towards an accessible Evodesk to their desired specifications (with the student making up the shortfall to this purchase)
    • Motion 05 for carries.
13.   Upcoming Meeting Times
    • Next Council Meeting: November 23rd from 4pm-6pm PST
    • Next exec/council meeting: Wednesday, Nov. 10th, 11:30 am to 12:30 pm
14.   Adjournment at 6:20pm

September 28th, 2021

SSD SGM Minutes

Attendance: JD, NB, B, HB, JuD, DJ, C, DB, NBa

Staff: FL, NS, SP

1. Call to Order and Appointment of Chair 
   • Called to order at 4:04pm 
   • NB appointed as chair by consensus
2. Acknowledgement of Territories
   • NB acknowledges the territories 
   • HB acknowledges moving towards truth and reconciliation
3. Adoption of Agenda and Ratification of the Minutes – HB/JuD
   • Ratification of SGM minutes – May 28, 2021
     • SSD SGM AGENDA -May 28, 2021
     • Motion to ratify the minutes carries
   • Adoption of today’s, Sept 28th, 2021, SGM agenda
     • Motion to adopt today’s agenda carries
4. Reports 
   • Executive Officers
     • i. Chairperson – NB
     • ii. Treasurer (JG, interim Treasurer) – Absent
     • iii. UVSS Representative – DJ
       • ARC collaboration and anti-racist work
     • iv. Student Liaison – JuD
       • A4A, WRAP, and volunteers
5. Elections
   • Motion to appoint an Electoral Officer and Scrutineer. 
     • Procedural note: Once an Electoral Officer and Scrutineer are appointed, the Electoral Officer will preside over nominations and elections. Once nominations for each position are complete, each candidate will have two minutes to speak. The audience then may direct questions to all candidates. Once question period is complete, the Electoral Officer will call for votes digitally and tally them with assistance from the Scrutineer. They will then announce the results. They will preside over the vote to ratify the election results, after which the Chair will resume control of the meeting. Only the SSD Coordinators, UVSS Executive Director, or the Director of Student Affairs are eligible to be appointed Electoral Officer and Scrutineer.
     • FL and NS are nominated as Electoral Officer and Scrutineer, respectively.
   • Nominations open for Graduate Student Representative
     • Position to remain vacant
   • Nominations open for Secretary
     • Position to remain vacant
   • Nominations open for Treasurer
     • HB nominated successfully as SSD Treasurer.
   • Motion to ratify the results of the election – JuD/NBa
     • Motion carries.
   • Nominations open for General Member at Large
     • C is successfully nominated as an SSD General Member at Large.
   • Motion to ratify results of the election – HB/JD
     • Motion carries.
       
6. Motions for Consideration 
   • BIRT the SSD Council includes 2 more General Members at Large positions – B/JD
     • Motion carries.
   • BIRT the SSD Constitution is amended to reflect quorum for Council Meetings is 50% + 1 of the current Council membership.
   • Motion to amend Motion 6b. To the following, below – HB/NBa
     • BIRT the SSD Constitution is amended to reflect quorum for Council Meetings is ⅓  of the current active Council membership, rounded up to the nearest integer. – filled council positions
     • Motion to amend motion 6b. By consensus
     • Amended motion carries.
   • BIRT NB takes a leave of absence from the position of Chairperson, effective until November 30th, 2021 – JD/HB
   • BIFRT DJ is appointed as interim co-Chairperson until Nov. 30 by acclamation.
   • BIFRT JuD is appointed as interim co-Chairperson until Nov. 30 by acclamation.
   • Nominations and results for co-Chairperson ratified.
7. Adjournment at 4:55pm PST

August 10, 2021 

Postponed to August 16, 2021

SSD Council Meeting Minutes

Attendance: NB, JuD, HB, JD

Staff: FL, SP, NS, LT

1.  Call to Order at 6:15
2. Territory Acknowledgement
   • We acknowledge with respect the Lekwungen peoples on whose traditional territory the university stands and the Songhees, Esquimalt and WSÁNEĆ peoples whose historical relationships with the land continue to this day.
3. Adoption of Agenda & Ratification of Minutes
   • Ratification of Minutes
     • Council Meeting Minutes of 2021/07/20
   • Adoption of Agenda
     • Agenda of 2021/08/10
4. Reports
   • Council Members
     • i. Chairperson – NB: Co-op report for accessibility of ELW
     • ii. Interim Treasurer – JB (absent)
     • iii. UVSS Representative – DJ (absent)
     • iv. Student Liaison – JuD 
     • v. Graduate Student Representative – Vacant
     • vi. International Student Representative – HB: #A4A panel captioning; Discord – ‘how to discord’ & moderators
     • vii. General Member at Large – B (absent)
     • viii. General Member at Large – DB (absent)
     • ix. General Member at Large – GB (absent)
     • x. General Member at Large – JD
     • xii. General Member at Large – NBa (absent)
     • xiii. Treasurer (on leave) – ES (on leave)
     • xiv. Secretary – Vacant
   • Staff Reports:
     • FL: Campus Kick-Off & Clubs and Course Union: volunteers, QR codes, prize packs (draw); Fall plans & office hours; work study; what is online and what is in office; meeting w/ exec: budget meeting and programming; CAL Info Session posters to go out – call to boost registration
     • SP: Reports for staff (following staff & exec meeting) – to meet again; reports for attendance for online programming (past and ongoing) – continue for in-person; feedback forms for events; prep for CKO & CCU; QR code (newsletter, prize package, opportunities, etc.); Access for All; sent email for tabling volunteers
     • NS: Office for Student Life: case-worker: new students campus housing – disability declaration and priorities; Department managers meeting tomorrow; end of Good Food box at end of Aug
     • LT: will be looking into data-collection for Discord channel, in contact with FL and SP for future events
5. Campaign Reports:
   • Access4All
6. Main Motions
   • Priority Business
     • Motion 2021/08/10: 01- JuD/HB
       • BIRT the SSD allows up to a total of $750 towards ZAP printing cards for the fall semester, 2021, where up to 50 cards, each with 15$, are given to SSD community members, to replace the previously-offered free printing service for students in the SSD Office/Lounge.
       • BIFRT a 1-page policy document summarizing the intention, student eligibility, and access logistics will be created and made available on the SSD website and social media. 
       • Motion is moved and seconded without quorum. Voting on the motion was passed via email.
     • Motion 2021/08/10: 02 – JD/JuD
       • BIRT approves an expenditure of up to $1,250 on the Pic-nic event on Friday, September 3rd, to account for the photographer and event attendee meals.
       • For a 3 hr event, the photographer would provide professional headshots, group photos, and photos of the surrounding UVic campus ($700) whereas the meals are calculated at $30/person for 15 people. Another $100 is added for any unforeseen costs and logistics. 
       • Motion is moved and seconded without quorum. Voting on the motion was passed via email.
   • New Business
   • Old Business
     • Motion 2021/07/08:02 – JB
       • BIRT the SSD opens elections for the following positions on the Access4All Working Group:
       • One Secretary
       • One Member at Large
7. Discussion
   • Priority Discussion
     • Discussion Point 2021/08/10:01 – FL
       • WRAP update
       • Meeting to this week (Thurs)
       • Posters & handouts for Sept.
       • Next: registration (12 spots)
     • Discussion Point 2021/08/10:02 – FL
       • CC Garden plot in the fall – FL
       • Raised garden; own garden party
       • Potential rock painting, pumpkin carving
       • No waste; unused goes to Food Bank
       • No internet access out there; is it possible to do online (live)?
       • Hold the event closer to internet access?
       • Phone w/ data for live streaming?
8. In Camera
   • Personnel Report
   • Funding Request Review
9. Meeting Times
   • Doodle poll sent out to determine fall, 2021 Council meeting times
10. Adjournment at 6:55pm PDT

July 8th, 2021

SSD Council Meeting Minutes

Attendance: NB, JG, JuD, JD, GB, NBa

Excused Absence: HB, DJ, B

Staff: FL and SP

1. Call to Order
   • NB calls to un-quorate order at 6:15pm PST.
2. Territory Acknowledgement
   • We acknowledge with respect the Lekwungen peoples on whose traditional territory the university stands and the Songhees, Esquimalt and WSÁNEĆ peoples whose historical relationships with the land continue to this day.
   • NB acknowledges the territories. 
     
3. Adoption of Agenda & Ratification of Minutes
   • Ratification of Minutes
     • Council Meeting Minutes of 2021/06/17
   • Adoption of Agenda for July 7th, 2021
     • Addition of discussion items: Mental Health Initiative with SOCC and Pride
       
4. Reports
   • Council Members
     • i. Chairperson – NB: Hiring committee for SSD Office Coordinator; UVSS Equity Diversity and Inclusion Audit
     • ii. Interim Treasurer – JG: Access4All – meetings, administrative, strategy; Started term on UVic Board of Governors. 
     • iii. UVSS Representative – DJ
     • iv. Student Liaison – JuD: Covered in discussion items
     • v. Graduate Student Representative – Vacant
     • vi. International Student Representative – HB (absent)
     • vii. General Member at Large – B (absent)
     • viii. General Member at Large – DB 
     • ix. General Member at Large – GB
     • x. General Member at Large – JD (absent)
     • xi. General Member at Large – NBa
     • xii. Treasurer (on leave) – ES
     • xiii. Secretary – Vacant
       • Meeting reached quorum at 6:25 pm.
   • Staff Reports:
     • FL: Finishing up Botanical Drawings workshop on the 12th; Dates solidified with WRAP program this fall (online); Office Coordinator position has been filled – N accepted job offer. 
     • SP: Upcoming July 14th panel event for Access4All; Petition for #Access4All; http://chng.it/B7h6mzB9xt​ – petition for #Access4A; Photo “pic”-nic event July 29th (budget needs to be passed for photographer and food, etc.); Website update; Mailchimp email sent today
       
     • NS
5. Main Motions
   • Priority Business
     • Motion 2021/07/08: 01 – JuD/JG
       • WHEREAS it is a priority of the SSD Council to ensure that SSD Center, in the Student Union Building, remains a safer space to imuno-compromised students, those who are medically unable to get vaccinated, and those for whom the vaccine has reduced efficiency due to medical conditions, and;
       • WHEREAS fully vaccinated individuals are still capable of contracting and transmitting COVID-19:
       • BIRT the SSD requires masks to be worn upon entering and while within the SSD Center, including the office and student lounge, regardless of individual vaccination status. Students who are unable to wear a mask due to a medical condition, physical or mental impairment, and students who are unable to put on and remove a mask without assistance, are exempt from this requirement. Incompatible access needs for students accessing the SSD space will be managed on a case-by-case basis at the discretion of SSD Staff. 
       • This requirement will be clearly posted at the entrance to the SSD Center in the SUB. 
       • Motion to amend – GB. Adopted by consensus. 
       • Motion carries. 
         
   • New Business
     
   • Old Business
     • Motion 2021/07/08:02 – JG/JuD
       • BIRT the SSD opens elections for the following positions on the Access4All Working Group:
         • One Secretary
         • Two Members at Large
         • One UVSS Representative
         • One International Student Representative
       • HB is nominated for one of the members at large positions. 
       • Motion to add International Student Rep as a position to the Access4All Working Group – JG
       • Motion carries by consensus. 
       • JF is nominated for the position of International Student Representative.
       • JF and HB are ratified as members of the working group. 
       • Motion to add to agenda – JuD/JG
       • Adopted by consensus
     • Motion 2021/07/08: 03 – JD/JuD
       • BIRT Motion 2021/06/17: 07 is amended to increase the approved cost from $2700 to $3300 in order to raise the number of program participants to 12 and to cover the cost of two info-sessions. The amended motion reads as follows:
       • BIRT the SSD Council approves $3300 to run one iteration of the Wellness Recovery Action Plan (WRAP) for a maximum registration of 12 students with the Mental Health Recovery Partners for early Fall 2021. This cost includes two info-sessions. 
       • Motion carries.
     • Motion to ratify minutes of 2021/06/17: JG/JD
       • Motion carries. 
         
6. Discussion
   • Priority Discussion 
     • Discussion Point 2021/07/08: 01 – JuD
       • #Access4All Panel Discussion & Updates
       • Registration link: https://zoom.us/webinar/register/WN_5RJM7FOTR4mGLP_DNFyMHg
       • Facebook event link: https://uvss.ca/event/access4all-panel/?instance_id=4277 
       • https://uvss.ca/event/access4all-panel/?instance_id=4277
       • Petition and explanation for #Access4All here: http://chng.it/m7mcYs2kwn
     • Discussion Point 2021/07/08: 02 – JuD
       • Wellness Recovery Action Plan (WRAP) with the Mental Health Recovery Partners
       • 2 info sessions (online) Sept 20th at 3:30pm, and Sept 23rd at 3:30pm
       • October 6th-November 17th (skip Nov 11th week)
       • Booster session
       • Poll for review of the program to participants 
     • Discussion Point 2021/07/08: 03 – JuD
       • Upcoming professional development opportunities 
       • https://www.eventbrite.ca/o/hosted-by-volunteer-victoria-15786242549
     • Discussion Point 2021/07/08: 04 – FL 
       • Mental Health Initiative with SOCC and Pride
       • 1 session per month for 8 months (but not Wednesday)
       • Sept-April peer support group for BIPOC students with mental health barriers led by a trauma-informed individual
       • $3,200 to set up facilitator 
7. Motion to move in camera – JG/NBa
   
8. In Camera
   • Personnel Report
   • Funding Request Review
     • Motion 2021/07/08: 03 – JuD/JD
       • BIRT the SSD approves an expenditure of $7,000 towards the purchase of the following adaptive technology for the SSD Office Coordinator, NS:
         • Adaptive software, including both text-to-speech and speech-to-text functions.
         • A laptop computer with the capacity to smoothly run this adaptive software simultaneously with resource-intensive office management and administration software. Must also have quality video and audio recording and streaming capacity.
         • Electronic accessories for this computer, including but not limited to charging and adaptor cords, a battery block, external storage, and an ergonomic wireless mouse.
         • Office administrative software, including but not limited to Microsoft Office Suite and Adobe Acrobat.
         • Motion carries. 
           
9. Meeting Times
   • Next Council Meeting: Tuesday July 20th, 6pm to 8pm PST
     
10. Adjournment at 7:35pm