SSD Council Meeting minutes

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
  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
      • 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

October 21, 2021

SSD Council Meeting Minutes

Attendance: DJ, HB, NBa, C

Staff: FL and SP

  1. Call to Order at 3:01pm
  2. Land 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 August 26th, 2021 minutes
    • Adoption of agenda for October 21st, 2021
      • Agenda is adopted by consensus.
  4. Reports
    • Council Members
      • i. Interim co-chairs – JuD (absent) and DJ
      • ii. Treasurer – HB
      • iii. Student Liaison – JuD (absent)
      • iv. UVSS Representative – DJ
      • v. Graduate Student Representative – vacant
      • vi. International Student Representative – HB
      • vii. General Member at Large – NBa (absent)
      • viii. General Member at Large – JD (absent)
      • ix. General Member at Large – GB (absent)
      • x. General Member at Large – DB (absent)
      • xi. General Member at Large – C
      • xii. General Member at Large – B (absent)
      • xiii. General Member at Large – JG (absent)
      • xiv. General Member at Large – vacant
    • Staff
      • SP – ZAP card update, Workshops with JuD and council training modules
      • FL – Meeting with HB as the Treasurer, 
      • NS – absent
  5. Main Motions
    • Priority Business
      • BIRT DJ to step down as Chair for the following motion, motion 01, HB accepts chair position for this meeting business.
        • Motion carries.
      • Motion 2021/10/21: 01 – DJ
        • WHEREAS the SSD has had a shift in board positions and NBa is on leave until November 30th, 2021 we would like to update signing authorities to reflect the current board to support daily workflow of staff and board; therefore,
        • BIRT HB and JuD are added as signing authorities as of October 21st, 2021.
        • Motion carries.
      • Motion 2021/10/21: 02 –
        • WHEREAS SP was previously working solely remotely and, as of Oct 22nd, now will be regularly in the SSD office, we would like to update staff signing authorities to reflect staff weekly workflow; therefore,
        • BIRT SP is added as a signing authority as of October 21st, 2021.
        • Motion tabled for further discussion.
    • New Business
    • Old Business
  6. Discussion
    1. 2021/10/21: 01 – BOARD DINNER (DECEMBER):
      1.  Online versus In person
      2. Uber eats as a possibility as a group
      3. Date and Time
      4. January? 
      5. DJ 
  7. Open Discussion

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
    • 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 26, 2021

SSD Council Meeting Minutes

Attendance:

Council Members: JD, HB, JuD, B, NB, DB, JG

Staff: NS, FL

Members: Br

  1. Call to Order at 6:06pm
  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 acknowledged the territories.
  3. Adoption of Agenda & Ratification of Minutes
    • Ratification of Minutes
      • Council Meeting Minutes of 2021/08/16
      • Motion to ratify the minutes:  JG/HB 
        • Amendment to indicate email vote for motions carried.
        • Amendment carried by consensus.
      • Agenda adopted by consensus. 
    • Adoption of Agenda
      • Agenda of 2021/08/26
      • Motion to adopt the agenda – JG/JD
        • Motion to amend the agenda to change order of business: Council Reports after motions.
        • Amendment carried by consensus.
      • Motion to amend the agenda – JuD/HB
        • Add Discussion Point 01: B.A.C.K (Belonging, Authenticity, Community of Care, and Knowledge).
        • Amendment carried by consensus.
      • Motion to amend the agenda – JD/JuD
        • Add Discussion Point 02: Campus Kick-Off
        • Amendment carried by consensus.
      • Agenda adopted by consensus.
  4. Reports
    • Council Members
      • i. Chairperson – NB
      • ii. Interim Treasurer – JG
      • iii. UVSS Representative – DJ (absent)
      • iv. Student Liaison – JuD 
      • v. Graduate Student Representative – Vacant
      • vi. International Student Representative – HB
      • vii. General Member at Large – B
      • viii. General Member at Large – DB 
      • ix. General Member at Large – GB (absent)
      • x. General Member at Large – JD
      • xi. General Member at Large – NBa (absent)
      • xii. Treasurer (on leave) – ES (leave)
      • xiii. Secretary – Vacant
    • Staff Reports:
      • FL: 
      • SP: 
      • NS:
  5. Campaign Reports:
    • Access4All
  6. Main Motions
    • Priority Business
      • Motion 2021/08/26: 01 JuD/JD
        • BIRT Anna-Elaine is given a 75$ honorarium for providing Media Relations Training to Access for All Committee members.
        • This would cover 25$ per hour for 2 hours preparation and 1 hour presentation and training.
        • JG abstained. 
        • Motion carried. 
      • Motion 2021/08/26: 02 HB/JD
        • BIRT the Pic-nic event previously scheduled for September 3rd be postponed until after Campus Kickoff (September 8th, 9th, and 10th).
        • Motion carried by consensus. 
      • Motion 2021/08/26: 03 HB/JD
        • BIRT the SSD approves the payment of honorariums of $25 an hour for up to three hours for individuals leading the weekly Crafting Events for the Summer 2021 semester up to a maximum of $1,200.00 and the Fall 2021 semester up to a maximum of $1,200.00.
        • Amended by consensus to specify a maximum of $1,200.
        • Motion carried. 
    • New Business
      • Motion 2021/08/26: 04 JD/HB
        • BIRT the SSD accepts ES’s resignation from Treasurer
        • Motion carried. 
    • Old Business
  7. Discussion
    • Priority Discussion 
      • Discussion Point 2021/08/06: 01 – JuD
        • B.A.C.K (Belonging, Authenticity, Community of Care, and Knowledge).
      • Discussion Point 2021/08/26: 02 – JD
        • CKO sign-up for tabling.
  8. In Camera
    • Personnel Report
    • Funding Request Review
      • Motion  2021/08/26: 03 – JuD/HB
        • BIRT the SSD approves Pei-Ling Wang’s funding request for $313.98 for noise cancelling headphones, $419.99 for a Solid State Drive, and $189.28 for MS Office for a total of $923.25.
        • Motion carried.
  9. Meeting Times
  10. Adjournment 
    • Meeting adjourned

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 20th, 2021

SSD Council Meeting Minutes

Attendance: NB, GB, HB, JG, JuD

Staff: NS, FL, and SP

  1. Call to Order at 6:03pm 
  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 2021/07/08
      • Meeting Minutes ratified by consensus.
    • Adoption of Agenda for July 20th, 2021
      • Agenda adopted by consensus.
  4. Reports
    • Council Members
      • i. Chairperson – NB
      • ii. Interim Treasurer – JG: A4A update
      • Motion to skip to Motions: GB/JG – carried by consensus.
      • iii. UVSS Representative – Delicia (absent)
      • iv. Student Liaison – JuD: A4A update; volunteer Victoria
      • v. Graduate Student Representative – Vacant
      • vi. International Student Representative – HB: A4A update; Discord
      • vii. General Member at Large – B (absent)
      • viii. General Member at Large – DB (absent)
      • ix. General Member at Large – GB (left early)
      • x. General Member at Large – JD (absent)
      • xi. General Member at Large – NBa (absent)
      • xii. Treasurer (on leave) – ES
      • xiii. Secretary – Vacant
    • Staff Reports:
      • FL: Return to in-person plan and staffing for Fall 2021; graphics; ZAP card program; programs in the fall
      • SP: Panel discussion webinar; Terms to Perms; website changes (last call for Council member bios??); Access4All movement & social media campaign; Pic-nic event; work study update with Improv night event 
      • NS: Planning for fall 2021; service availability; 1:1 support; meetings
  5. Campaign Reports:
    • Access4All
  6. Main Motions
    • Priority Business
      • Motion 2021/07/20: 01 – HB/JuD
        • BIRT the SSD sponsors in partnership with SOCC a mental health support program cohort for BIPOC students with disabilities in the amount of $3,200 for 8 sessions at $400 per session to cover the cost of a facilitator.
        • Motion carries.
      • Motion 2021/07/20: 02 – HB/JG
        • BIRT the SSD grant a $150 honorarium to three of the four panelists who spoke at the #Access4All: Perspectives on Equitable Access to Higher Education webinar that occurred on July 14th, 2021 for a total expenditure of $450. The fourth panelist will not accept an honorarium. 
        • This expenditure will be denoted under the Special Occasions cost code.
        • Beyond speaking at the 2-hour panel, each panelist was involved in a minimum of 4 additional hours of organizing and preparing for the webinar, sharing information, doing emotional labor, and bringing their lived-experience to the panel discussion.
        • Motion to amend the honoraria amount for three of the four panelists from $125 to $150 CAD – JG/HB
        • Motion to amend carries.
        • Abstained: JuD
        • Motion carries.
      • Motion 2021/07/20: 03 – JuD/HB
        • BIRT the SSD Council approves an expenditure of up to $______ for the “Pic-nic” event to occur on July 29th, which will cover the costs of a student photographer, professional headshots of the (consenting) Council and Staff members, photos of (consenting) Disabled students on UVic campus for website pictures, and food and activities for SSD Council, Staff and Community members.
          • Motion to table HB/JG
          • Motion carries via consensus.
    • New Business
      • Motion 2021/07/20:01 – JuD/HB
        • BIRT the SSD nominates two students to the Advisory Committee on Academic Accommodation and Access for Students with Disabilities.
        • JG and JuD nominated & acclaimed
        • SP is recommended by the SSD to the UVSS to partake in this committee as well.
    • 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
          • One Member at Large
          • One UVSS Representative (Q is nominated and ratified) 
  7. Discussion
    • Priority Discussion 
      • Discussion Point 2021/07/20: 01 – NB
        • National Educational Association of Disabled Students Webinars to hear from student governments and student leaders about their role on campus and how they support students with disabilities.
        • Opportunity to be a panelist. 
      • Discussion Point 2021/07/20:02 Nat
  8. In Camera

    • Personnel Report
    • Funding Request Review
  9. Meeting Times
  10. Adjourned at 7:31pm

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
      • 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
      • 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

May 28, 2021 

SSD SGM Minutes 

Attendance: NB, H, LT, DJ, D, GB, JD, JuD

Staff: FL, SP, and N

  1. Call to Order and Appointment of Chair 
    • Meeting called to order at 6:06pm PST
    • NB nominated as chair
  2. Acknowledgement of Territories 
    • 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, H, and SP acknowledge the Territories
  3. Adoption of Agenda and Ratification of the Minutes 
    • Ratification of the minutes for February 23, 2021. – DJ/H
      • Motion carries
    • Adoption of the agenda for May 28, 2021 – H/DJ
      • Motion carries
  4. Reports 
    • Executive Officers
      • i. Chairperson — NB – Access4All Campaign, Board Training, Approved SSD Annual Budget, finished term as UVSS Rep in April (now DJ)
      • ii. Treasurer — ES / JG – Absent (via NB: Approved SSD Annual Budget)
      • iii. UVSS Representative — DJ – Absent
      • iv. Student Liaison — JuD – (via NB: lead on Access4All), Mental Health Recovery Partners (previously BCSS): Wellness Recovery and Action Plan
  5. Elections
    • Motion to appoint an Electoral Officer and Scrutineer. 
      • BIRT SP is appointed as Electoral Officer and N as Scrutineer – H/JD
      • Motion carries.
    • Nominations open for Graduate Student Representative
      • Position to remain vacant.
    • Nominations open for International Student Representative
      • H is nominated to International Student Representative by acclamation.
    • Nominations open for Secretary
      • Position to remain vacant.
    • Nominations open for Council Member at Large
      • B is nominated for Council Member at Large by acclamation.
    • Motion to ratify the results of the election. H/GB
      • Motion carries.
    • 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.
  6. Motions for Consideration 
    1. Special Resolutions 
      1. Motion to amend Bylaw #1 Interpretation – GB/H
        1. BIRT Bylaw #1 Interpretation is amended to include the following:
        2. “Incoming students” means any person who has received an admissions offer from UVic that is currently valid and who has not accepted an admissions offer from another institution.
        3. Motion carries.
      2. Motion to amend Bylaw #1 Interpretation – D/GB
        1. BIRT Bylaw #1 Interpretation is amended to include the following: 
        2. “Returning students” means any former fee-paying member of the UVSS or GSS with the intent to return to accredited UVic classes within 18 months of their last semester as a UVSS or GSS member. 
        3. Motion carries.
      3. Motion to amend Bylaw #1 Interpretation – H/JD
        1. BIRT Bylaw #1 Interpretation  is amended as follows: 
        2. “UVIC Community” means current, incoming, and returning students, faculty, and staff of UVIC and includes any constituency or other groups on campus.
        3. Motion carries.
      4. Motion to amend Bylaw #2 Membership – H/JD
        1. BIRT Bylaw #2 Membership is amended as follows: 
        2. Associate Members include anyone who:
        3. is an alumni member of the Society; or
        4. is an incoming student who identifies as a student with a disability; or
        5. is a returning student who identifies as a student with a disability; or
        6. is a member of the UVIC Community and is accepted by the Council of the Society as an Associate Member
        7. Motion carries.
  7. Adjournment at 7:00pm

May 14, 2021

SSD Council Meeting Minutes

Present: NB, JG, JuD, Z, JD, GB

Staff/Workstudy: SP, FL, LT

  1. Call to Order at 6:09pm
  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. Ratification of Minutes – JuD/JD
    • Council Meeting Minutes of 2021/04/23
    • Meeting minutes ratified via consensus
  4. Adoption of Agenda – JD/JuD
    • Agenda of 2021/05/14
    • Motion to Amend the Agenda – NB/JD
    • BIRT the following topics will be added as discussion points:
      • Discussion item: UPass Appeals Committee
      • Discussion item: new and incoming students
      • Motion to amend the agenda carries
    • Motion to adopt the agenda as amended carries.
  5. Reports
    • Council Members
      • i. Chairperson – NB – Access4All meetings, UVSS Board training
      • ii. Treasurer – ES – Absent
      • iii. UVSS Representative – DJ – Absent
      • iv. Student Liaison – JuD – Access4All meetings and survey,
      • v. Graduate Student Representative – Vacant
      • vi. International Student Representative – Vacant
      • vii. General Member at Large – DB – Absent
      • viii. General Member at Large – GB
      • ix. General Member at Large – JG – Access4All
      • x. General Member at Large – JD
      • xi. General Member at Large – NBa – Absent
      • xii. General Member at Large – Vacant
      • xiii. Secretary – Vacant
    • Staff Reports:
      • FL: June workshops, Upcoming meetings and events
      • SP: Access4All, Crafternoon starting 25th May, June workshops, website update and social media meetings with DJ (pls do the google forms if you haven’t it helps so much), Games night, going to review food program
      • NS:
  6. Campaign Reports:
    • Access4All Campaign – JuD & JG
  7. Main Motions
    • Priority Business
      • Motion 2021/05/14: 01 – NB/JG
      • BIRT the SSD ratifies NS as a signing authority of the SSD.
      • BIFRT the SSD removes SP from the approved list of signing authorities of the SSD.
        • Motion carries.
    • New Business
    • Old Business
  8. Discussion
    • Priority Discussion 
      • Discussion Point 2021/05/14: 01 – NB
        • Council Member bios for website
        • SP to reach out to Council re: this
      • Discussion Point 2021/05/14: 02 – DJ and SP
      • Discussion Point 2021/05/14: 03 – NB
        • Discord activity/logistics
        • SP to figure this out a bit – she has a couple of directions to go
      • Discussion Point 2021/05/14: 04 – NB
        • SGM Planning & Agenda
        • Associate members definition in Constitution
        • Incoming students: have received an admissions offer from UVic that is currently valid and has not accepted an admissions offer from another institution.
        • Returning students: Returning student; previous fee-paying UVSS or GSS member of the SSD with the intent to return to accredited UVic classes within 18 months.
        • Motion 2021:05:14: 02 – JuD/JG
        • BIRT the definitions for “Returning students” and “Incoming students”, above, be voted on in the SGM agenda in order to include the definitions in Bylaw #:1 Interpretation and Bylaw #2: Membership.
          • Motion carries.
        • Motion 2021:05:14: 03 – JG/JuD
        • BIRT the May 28th, 2021 SGM agenda includes the following motion:
          • BIRT Bylaw #1 in the SSD Constitution will have the following changes: UVic Community; “current, incoming, and returning students”.
          • Motion carries.
        • Motion 2021:05:14: 04 – JuD/JD
        • BIRT the May 28th, 2021 SGM agenda consists of the following sections in the agenda: by-elections for the 4 positions, reports from exec members, motions to change bylaws.
          • Motion carries.
      • Discussion Point 2021/05/14: 05 – NB
        • UPass Appeals Committee
      • Discussion Point 2021/05/14: 06 – Z
        • New and incoming students
    • New Discussion
    • Old Discussion
  9. In Camera
    • Personnel Report
    • Funding Request Review
  10. Meeting Times
    • SGM May 28th, 6-8pm
  11. Adjournment at 8:10pm

SSD Special General Meeting Agenda

May 28, 2021, 6pm, Zoom Meeting

  1. Call to Order and Appointment of Chair 
  2. Acknowledgement of Territories 
  3. Adoption of Agenda and Ratification of the Minutes 
    • Adoption of the agenda for May 28, 2021.
    • Ratification of the minutes for February 23, 2021.
  4. Reports 
    • Executive Officers
      • Chairperson — NB
      • Treasurer — ES / JG
      • UVSS Representative — DJ
      • Student Liaison — JuD
  1. Elections
    • Motion to appoint an Electoral Officer and Scrutineer. 
      • Nominations open for Graduate Student Representative
      • Nominations open for International Student Representative
      • Nominations open for Secretary
      • Nominations open for Council Member at Large
    • Motion to ratify the results of the election. 
      • 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.
  1. Motions for Consideration 
  2. Special Resolutions 
    • Motion to amend Bylaw #1 Interpretation
    • BIRT Bylaw #1 Interpretation is amended to include the following: “Incoming students” means any person who has received an admissions offer from UVic that is currently valid and who has not accepted an admissions offer from another institution.
    • Motion to amend Bylaw #1 Interpretation
    • BIRT Bylaw #1 Interpretation is amended to include the following: “Returning students” means any former fee-paying member of the UVSS or GSS with the intent to return to accredited UVic classes within 18 months of their last semester as a UVSS or GSS member.
    • Motion to amend Bylaw #1 Interpretation
    • BIRT Bylaw #1 Interpretation  is amended as follows: “UVIC Community” means current, incoming, and returning students, faculty, and staff of UVIC and includes any constituency or other groups on campus.
    • Motion to amend Bylaw #2 Membership
    • BIRT Bylaw #2 Membership is amended as follows: Associate Members include anyone who:
      • is an alumni member of the Society; or
      • is an incoming student who identifies as a student with a disability; or
      • is a returning student who identifies as a student with a disability; or
      • is a member of the UVIC Community and is accepted by the Council of the Society as an Associate Member
  1. Adjournment