Minutes Semi-Annual General Meeting April 12th 2018

UVic Pride SAGM Minutes – April 12, 2018

QUORUM: 11

1) Acknowledgement of the Territories

2) Safer Spaces Policy

3) Round of Names/Pronouns/Check-in

4) How Does an SAGM Work?

5) Proposed Additions?

6) Updates:

  • Dissolving the union position of Volunteer Support Coordinator as per previous collective decision.
  • Updated the collective on UViC Pride’s administrative board being made up of the signing authorities currently on file for Pride.
  • Discussed Paid Coordinators keeping consistent and regular office hours where they work within the Pride space or have scheduled meetings available to the collective to review. This will improve visibility and transparency within the collective and stay in line with the current by-laws requiring coordinators to have office hours.
  • Discussion regarding current signing authorities with Pride, Jay Cameron to be replaced by Willa Budz in the future.

7) Appeals for Voting Rights

  • There was one appeal for voting rights, bringing the full count of voting parties to 6.

8) Voting Method for AGM Elections

  • VOTE: Use the Schulze method for coordinator elections at this SAGM.
    • Approved for this AGM’s elections

9) Ratifying Union Agreement Changes

Due to various changes made by the Steel Workers Union last year, several points on our constitution will need to be updated to match with their policies. Highlighted areas are affected, strike throughs indicate portions to be removed, bolded is updated text:

5.2 “Membership” ((Approved through two thirds majority.))

a. Collective Coordinator (Office/Administration)

i. This individual must be an undergraduate student at the University of Victoria

n. Coordinator of Volunteer Resources and Support

i. Must be UVic student as per union guidelines.

5.4 “Elections” ((Approved through two thirds majority.))

  1. Members of the coordinating committee will be elected at a general meeting for a one (1) year term (excluding the paid positions, as per union guidelines they must be at least two year terms as such paid coordinators will be elected for 2 year cycles) either when a position becomes vacant or at the end of the current representative term.

10) Clarifications to Constitution

3.4 “Decision Making” ((Approved through two thirds majority.))

a. Redaction of card-voting system. Replace with “Voting system to be determined during AGM/SAGM”.

3.4 “Voting” ((Approved through two thirds majority.))

a. Redaction of card-voting system. Replace with “Voting system to be determined during AGM/SAGM”.

f.9 “Keys and Passwords” ((Approved through two thirds majority.))

f. “The door codes shall be changed when…”

iv – “A general meeting occurs”.

7 “Policy” ((Approved through two thirds majority.))

2. Policy shall be established by a vote of three quarters plus one majority, in either a Collective or General meeting.

12) Changes due to UVSS Policy regarding Harm Reduction

Pride no longer offers Harm Reduction materials or supplies as per UVSS guidelines. The following updates are to bring our Constitution in line with those changes.

2 “Responsibilities of the Coordinating Committee” ((Approved through two thirds majority.))

n. “Resource Coordinator”

i. Community organizations that support Uvic Pride’s harm reduction initiative?

ii. Coordinate UVic Pride’s Harm Reduction volunteers in tandem with the Coordinator of Volunteer Resources?

vi. Stocking and maintaining all safer sex, safer use, and gender affirming supplies and resources?

10 “Safer Spaces List of Non-Negotiable Needs” ((Approved through two thirds majority.))

7. Redact all points on harm reduction volunteers as we cannot offer them from Pride.

13) Changes to Bylaw 6: (2. Responsibilities of the Coordinating Committee)

Creation of the Social Media Coordinator to manage Pride social media presence, ratifying the Library Coordinator’s duties, both of which will be added to section 2. Membership of the Pride Constitution. Update to responsibilities of all positions for future coordinators.

Social Media Coordinator: ((Approved through two thirds majority.))

The social media coordinator shall:

  1. Be responsible for posting and moderating articles, updates, resources, advertisements, etc, on UVic Pride’s behalf on our official social media channels (i.e. Facebook, Twitter, and Instagram).
  2. Send out a weekly email newsletter that will detail any relevant UVic Pride updates and events.
  3. Update the Pride website in collaboration with the Collective Coordinator (office/administration).
  4. Collaborate with the Collective Coordinators (Events and Activism/Fundraising) to advertise events and fundraising opportunities, and to share details about them on social media outlets.
  5. Other duties as required.

Library Coordinator: ((Approved through two thirds majority.))

The library coordinator shall:

  1. Maintain UVic Pride’s current collection of books/zines/shelved materials (“The Library”). This includes an online and/or physical inventory of current materials, and an online and/or physical lending database.
  2. The (possible) procurement of new materials that does not exceed the library spending allowance unless otherwise specified, or empowered to do so via collective vote.
  3. Working with other collective coordinators and external sources whenever necessary.
  4. Other duties as required.
  • The wording of the second point, “The (possible) procurement of new materials that does not exceed the library spending allowance unless otherwise specified, or in exceptional cases“, was edited by committee discussion to the final form written above.

Proposed Responsibility for all Positions: ((Approved through two thirds majority.))

  • Develop and maintain a guide of responsibilities that coordinators in this position can follow. 

11) Changes due to the Creation of the Social Media Coordinator

The following changes are duties being shifted to the Social Media Coordinator, should that position be ratified during this SAGM.

6.2 “Responsibilities of the Coordinating Committee” ((Approved through two thirds majority.))

b. “Collective Coordinator (Office/Administration)”

ii. Ensure that internal and external communication occurs, including a regular newsletter or email

vii. Organise graphics and promotional materials;

ix. Ensure the Collective’s social media accounts are regularly updated

15) Coordinator Elections

  • Fundraising Coordinator
    • No Nominations
  • Volunteer Office Coordinator
    • No Nominations
  • Grad Student Representative
    • No Nominations
  • Trans Representative
    • Willa Budz nominated, elected by two thirds majority vote.
  • Post-Secondary Outreach Coordinator
    • No Nominations
  • Resource Coordinator
    • Michelle Cormier and Theodore Razzo nominated, elected to take the position in tandem by two thirds majority vote.
  • Coordinator of Volunteer Resources and Support
    • No Nominations
  • Advocacy Council Representative
    • This position was not currently up for election, additionally it will be replaced by a position called the “Board Representative” in the future after the ARC is ratified by the UVSS.
  • Safer Spaces Coordinator
    • Willa Buds nominated, elected by two thirds majority vote.
  • Social Media Coordinator
    • Char Johnston-Carter nominated, elected by two thirds majority vote.
  • IPOC Representative
    • No Nominations

16) Approval of Minutes

  • Minutes approved by two thirds majority vote