Special General Meeting Agenda

Thursday, September 29th 2022 – Zoom, 4:30pm to 5:30pm PST

Zoom Meeting link: https://uvic.zoom.us/j/88275233160?pwd=cld3Zi9iQ2l0NjVsOVM1ZVhzbjNOQT09
Attendance: Emma, Julia, Victoria, Hannah Bocan, Jacob, Parker, Bella 
Staff: Adrean, Hannah
  • Welcome
4:37 pm Start
Julia: Description of Positions Available: SSD Representative on UVSS, 5 General Members at Large, International Student Rep
International rep role in Access for All? UVIC international student enrolment at all time low
Will be nominating rep for Advisory council, link in chat for description deadline for nomination October 7
  • Territorial acknowledgement 
  • Chair offers Land Acknowledgment
  • Ratification of 17 August 2022 SGM minutes (Victoria/Emma)
Carried
  • Adoption of Agenda (Victoria/Emma)
Amendments: (Victoria/Jacob)
Vote on Amendments: Carries
Vote to adopt amended amendments: Carries
Hannah: Will share link to financial slides and asks that the link be included in the agenda
Hannah: add motion 
MOTION 2022/09/29: 04 
WHEREAS the SSD strives to promote food security for our community, and thus the SSD have been providing food security programming in past semesters, since the start of the COVID-19 pandemic
BIRT  the SSD approve the updated Fall 2022 Food Security Program Policy, with updated program dates
  • General Overview and Intro to the SSD
Julia: General Overview
  • Reports 
    • Council
      • Chair(s): Julia
Groups going well! Still accepting new participants. Link to sign up in chat
Extended Hannah’s hire in Education role, but will be back in finances role soon
Hired Bella, Starting on October 4, will be engaging in community consultations to see what people want to see
Project Leds event coming up 
Access 4 All active again, planning educational campaign! What we are asking for ie. record lectures, how in person attendance is a barrier. Making posters, tabling, social media. Working on other posters.
  • Secretary: Emma
Mobility Aid Poster,, Link in chat. Open to ideas for other posters, leaving email in chat for people to email ideas, and will ask in discord! Social media promotion? Already up on facebook and instagram. 
  • Student Liaison: Victoria
Report:37 requests for assistance in 2.5 weeks.  2 required immediate mental health intervention in community.  Averted a catastrophic result but 1 student has suspended academics .  Most requests were easy and handled discretely.  I have begun working on a new resource tool that outlines where students can find services and tools in community.  The goal is to reduce our time as volunteers and staff.  This is what I will need $$$ for.  It is not ready to talk about on Discord yet.  I will work on blog post as well
  • SSD Representative on UVSS: Julia (acting)
Attended board meetings. 
  • Graduate Student Rep: Zack
Not here. 
  • General Members at Large: Natasha, Bella, Kate
Bella: excited about the new role! No other reports
  • Staff
    • Adrean
Stroll for reproductive justice: first stroll very successful! Changing to Fridays moving forward. Next event october 21 with an online panel of speakers. Meetings thursdays at send email if interested/want to get involved ie. tabling! 
Weekly campus stroll, started today (sep 29). Will be regularly advertising. 
AIR: Advocacy inclusive recreation program Tabling with AIR canceled. SSD doing swimming activity in november, more info coming soon. 
Collaborative event with intercultural association, going to van gogh exhibit and board game cafe. More info coming soon. Need Volunteers! 
Tentative dates: october 13 board game cafe and Van Goh on October 26. Not confirmed dates yet. 
Food security ready to launch soon
  • Hannah
    • Financial Update
Financial Updates from period of May till end of September
General ledger still subject to change
Will be giving honorariums this semester to peer support facilitators
Future plans outlined in slides
https://drive.google.com/file/d/1UqT9mlB9vFOICNwJ8bi4-00NTuG0QX2y/view?usp=sharing
Updates:
Peer Support groups going well! 
Helped with various strolls
In office space during advocacy week 
Made connection out of accessibility talks 
Involved with AIR, ask any swimming accessibility questions!
 
  • Elections
  • BIRT Julia step down from their role of acting SSD Representative on the UVSS
(Victoria/Emma)
Carries
  • Motion to appoint Scrutineer and Electoral Officer.
(Victoria/Jacob)
Carries
Adrean as Scrutineer and Hannah as Electoral Officer
  • Nominations for Vacant Council positions 1 by 1
Summary of Roles by Julia
  • SSD Representative on UVSS
Parker Little Nominated. Parker Little voted in as SSD Representative on UVSS.
  • International Student Rep
Hannah Bocan Nominated. Hannah Bocan voted in as international Student Rep. 
  • General Members (5 vacant positions)
Jacob De Wijdze and Coco Cunningham nominated. Coco and Jacob voted in as General Members.2/5 positions filled. 
  • Nominations for Student Affairs’ Student Advisory Council 
Motion for Hannah to briefly take over Chairing of meeting (Emma/Hannah Bocan)
Carries
Julia Nominated, Victoria Nominated. Submitting both as SSD rep.
  • Email Motions
  • MOTION 2022/09/12 – Both passed already
WHEREAS at the 3rd August council meeting up to $90 for the blanket and up to $750 for the apple watch for a total of up to $840 was approved for NB’s funding request. And, due to increased costs from changes in model availability, this amount has changed. Therefore;
BIRT the council approves an increased amount of up to $790 for the apple watch, and a new maximum total of $880.
  • MOTION 2022/09/20 – Both passed already
WHEREAS on the 12th September, council voted to approve up to $90 for the blanket and up to $790 for the apple watch for a total of up to $880 approved for NB’s funding request. And, due to not including full costs at the last motion, specifically the taxes, this amount has changed. Therefore;
BIRT the council approves an increased amount of up to $845 for the apple watch, and a new maximum total of $935.
  • Business
  • MOTION 2022/09/28: 01 (Julia, Hannah Bocan) Carries
WHEREAS Bella Jacobs will be starting as the SSD Communications & Research Coordinator on the 4th October 2022. As per SSD Byelaw 2 part 13A SSD Staff Members are not eligible to be a member of Council; therefore
BIRT  Bella Jacobs steps down from the role as a General Member of Council.
  • MOTION 2022/09/28: 02 (Julia/Victoria) Carries
WHEREAS the as of the 4th October 2022 the SSD will have a new staff member (SSD Communications & Research Coordinator, Bella Jacobs) and the SSD has purchased a laptop for its current staff member (SSD’s Office Coordinator, Adrean Meuser); therefore
BIRT the SSD spends up to $1300 for a laptop for Bella should they wish to use one to work from home on occasion.
  • MOTION 2022/09/28: 03 (Hannah Bocan/Julia) Carries
WHEREAS the SSD has a collection of desktop computer equipment that is not currently being used, that was purchased during COVID lockdowns for staff working from home. Other UVSS advocacy groups are in need of updated computer equipment; therefore 
BIRT  the SSD donates this equipment to other UVSS advocacy groups based on their needs.
  • MOTION 2022/09/29: 04 (Julia/Emma) Carries
WHEREAS the SSD strives to promote food security for our community, and thus the SSD have been providing food security programming in past semesters, since the start of the COVID-19 pandemic
BIRT  the SSD approve the updated Fall 2022 Food Security Program Policy, with updated program dates
Motion to have a quick Break: (Adrean/Hannah Bocan) Carries. Break till 6:15
Starting again at 6:16pm
  • Open Discussion
Victoria:
Need $500-7:50 for work I am doing 
the goal is to develop a tool where students are able to find services for their disabilities or resources or all of it so they aren’t left with nowhere to go
It will be available to all students so international students will be included from day 1.
We are getting a high volume of calls on finding community services and support for students.  Everything from pharmacies to Crisis line resources
We are also getting a lot of negative comments about wellness centre because of service levels.
I’m doing this because we almost lost two students.
Advertising and social media but I haven’t fully flushed that out yet
Hannah and Julia: Very needed resource
Julia: Making google form so people can suggest resources? Ask what they are looking for? Help us make a comprehensive resource list
Adrean: I think we need to collab with the Wellness Centre on this, and the PSC had some funding for counselling services, we could see what their advice/experience was like
Hannah will update Victoria, Everyone is in support, strat working on it and let us know how we help, will talk with Victoria about budget and can talk about it at exec meeting 
Hannah: Council Training? Julia planning to run council training with new council members will send email out. 
No in camera time. 
  • Future Meeting Times
TBD – please fill out this poll by October 3rd at noon: https://lettucemeet.com/l/KdP3R
  • Adjournment 18:27/ 6:27pm