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SSD 2021 Special General Meeting – AGENDA

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

April 23rd, 2021

April 23, 2021 

SSD Council Meeting Minutes

Attendance: NB, JD, JuD, DJ and JG

Staff: FL & SP

  1. Call to Order at 6:05pm
  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.
    • NB and SP acknowledge the territories.
  3. Ratification of Minutes 
    • Council Meeting Minutes of 2021/04/09
      • Motion carries.
  4. Adoption of Agenda 
    • Agenda of 2021/04/23 – JuD/JG
      • Motion to amend the agenda – JG/JuD
      • BIRT a discussion point about meeting times this summer is added.
        • Motion to amend the agenda carries.
      •     Motion to adopt the agenda as amended carries.
  5. Presentations & Announcements 
    • Presentations 
    • Announcements
  6. Reports 
    • Council Members 
      • i. Chairperson – NB (Last UVSS meeting was this week)
      • ii. Treasurer – ES (vacant)
      • iii. UVSS Representative – DJ (onboarding next week)
      • iv. Student Liaison – JuD (Access for All in the Fall review, Doodlepolls in Discord)
      • v. Graduate Student Representative – Vacant
      • vi. International Student Representative – Vacant
      • vii. General Member at Large – DB (Absent)
      • viii. General Member at Large – GB (Absent)
      • ix. General Member at Large – JG
      • 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: Upcoming events in May, Poster runs with SP to bolster attendance, Tea and Game Socials picking up since exams
      • SP: Posting events, Work Study switchover, Crafternoon possibilities (Stress management, Journal workshop??)
  7. Main Motions 
    • Priority Business 
    • New Business 
    • Old Business
  8. Discussion 
    • Priority Discussion 
      • Discussion Point 2021/04/23: 01 – JuD 
        • Fall class accessibility
        • Survey to send people about positive aspects of online class access, If anyone has questions
      • Discussion Point 2021/04/23: 02 – JuD 
        • Community needs survey
      • Discussion Point 2021/04/23: 03 – DJ
        • Forming a marketing/social media committee
        • SP and DJ to meet and discuss what to bring to next Council meetings
      • Discussion Point 2021/04/23: 04 – SP
        • Determining Council meeting times this summer
    • New Discussion 
    • Old Discussion
  9. In Camera 
    1. Personnel Report 
    2. Funding Request Review
  10. Meeting Times
    1. NB will send out poll for May meetings
  11. Adjournment at 6:50pm

April 9th, 2021

SSD Council Meeting Minutes

Attendance: NB, JuD, DJ, GB, and JD

Staff: SP, FL

  1. Call to Order at 4:06pm
  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 acknowledges the territories.
  3. Ratification of Minutes
    • Council Meeting Minutes of 2021/03/31
      • Motion to ratify last JuD/DJ
        • Motion carries.
  4. Adoption of Agenda
    • Agenda of 2021/04/09
      • Motion to adopt the agenda – DJ/JuD
        • Motion to amend and add the following:
        • BIRT the SSD ratifies S’s official resignation from the SSD Graduate Student Representative
          • Motion to amend carries.
        • Motion to adopt the agenda as amended carries.
  5. Presentations & Announcements
  6. Reports
    • Council Members
      • Chairperson – NB
      • Treasurer – ES – absent
      • UVSS Representative – DJ
      • Student Liaison – JuD
      • Graduate Student Representative – S (resigned)
      • International Student Representative – Vacant
      • General Member at Large – DB
      • General Member at Large – GB
      • General Member at Large – JB (resigned)
      • General Member at Large – JG
      • General Member at Large – JD
      • General Member at Large – NBa
      • Secretary – vacant
    • Staff Reports:
      • FL
      • SP: Weekly study group, Tuesday Crafternoons, Games Night,  Workstudy shifting, BC Disability Alliance workshops, Budget in on time, Website contacts, and Fall-Online campaign
  7. Main Motions
    • Priority Business
      • Motion 2021/04/09: 01 – NB/JuD
        • BIRT the SSD accepts the resignation of JB as a Member at Large.
          • Motion carries.
      • Motion 2021/04/09: 02 – NB/Delicia
        • BIRT the SSD ratifies S’s official resignation from the SSD Graduate Student Representative.
          • Motion carries.
    • New Business
    • Old Business
  8. Discussion
    • Priority Discussion 
      • Discussion Point 2021/04/09: 01 – JuD
        • Monitoring the success of our programming
        • Program evaluation
        • How much does each program cost? (budget estimates)
        • How many people attend/use each program? (great idea)
        • How many staff hours go into facilitating each program? (depends on the program…
        • Feedback form – how did you hear about this program?
      • Discussion point 2021/04/09: 02 – JuD and GB
        • Advocacy work surrounding the return to in-person classes in the fall
        • Lobbying UVic to ensure that lecture live streaming and recording continues for students unable to return in person
        • Schedule and hold an official meeting open the the whole community to brainstorm + formal plan/statement  to lobby the university to provide equal options to students who can’t attend classes in person due to health reasons/the pandemic
        • Google drive: https://drive.google.com/drive/folders/17bowmKY4yxBeBEs5hWsRM_Wbrs_dJ_-U?usp=sharing
        • Determine if we do safety vs cost/benefit vs liability/advertising vs accessibility vs accommodation
        • JuD to be the point person/lead on this campaign with SP as support:
      • Discussion Point 2021/04/09: 03 – FL
        • SSD physical office/lounge space
        • NB to make a post on Slack/Discord about a reminder that the office is closed, if you need anything to make an appointment with FL.
      • Discussion Point 2021/04/09: 04 – NB
        • SSD Council meeting times for the summer semester – NB to send out a doodle poll – for the first two meetings in May – after the by-election (end of May) determine meeting times for the rest of the semester
        • By-election date – second meeting in May – promote international students + graduate students specifically?
        • Anti-oppression training date – for early June
        • JuD to email contacts and CC’ NB
      • Discussion Point 2021/04/09: 05 – NB
        • Acceptance of Office forms
    • New Discussion
    • Old Discussion
  9. In Camera
    • Personnel Report
    • Funding Request Review
  10. Meeting Times
    • Next Council Meeting is April 23rd at 6pm
  11. Adjournment at 5:50pm