Preamble

We, the Organizing Accessibility Resources & Connections on Inclusion & Disability Services, do hereby establish this constitution on May 1st, 2019 for our purpose to be realized to its fullest extent.

 

Article 1: Name, Objective, Mission, Values

  • The name of the organization shall be “Organizing Accessibility Resources & Connections on Inclusion & Disability Services,” hereafter referred to as OARCID Services in this constitution, in OARCID Services by-laws, on official documentation, promotional material, and signs. OARCID Services is also used for communication purposes. No other names will be used.

 

  • Objective: OARCID Services is a not-for-profit organization that creates inclusive environments that actively prioritizes accessibility, equitable opportunities, and autonomy for all people in Ontario and Canada.

 

  • Our mission is to provide an accessible and inclusive space, resources, information, and training by people with disabilities who are connected to the community and have lived experience.

 

We strive to minimize social, emotional, and environmental barriers through support, advocacy, education, and collaboration to strengthen relationships with people with disabilities and intersecting communities.

 

We strive to create opportunities with community members to gain skills, support, and connections that prioritizes autonomy and access needs.

 

  • Our values: OARCID Services will provide opportunities for learning and growth as the disability community landscape is diverse, intersectional, and never static. Therefore, we will always deliver training, presentations, and support with anti-oppressive and strength-based language.

 

All training, support, and programming is evidence, community, and lived experience informed.

We strongly believe that people with disabilities must be paid a living wage for the work they do.

 

OARCID’s 5 E’s of AutonoME

  • Empathy
  • Equity
  • Empower
  • Enrich
  • Enable

 

 

Article 2: Aphorism, Logo, and Colours

  • OARCID Services’ aphorism is “Lived Experience Matters”

 

  • OARCID Services’ logo consists of a deep purple outline of a flower attached to an abstract drawing of a wheelchair user in the color teal. This can be usually found at the bottom of all OARCID Services documents to identify where the work was originated.

 

  • OARCID Services’ official colours are deep teal and purple. These colours are considered to be welcoming, calming, and neutral.

 

  • Most text and document colours are restricted to dark blue, dark teal, dark purple, and black for legibility reasons.

 

  • The Aphorism, logo, and materials shall not be used for any purpose unless written permission is given by OARCID Services’ co-founders and co-creators Vanita Hunjan and Aerilyn Medina.

 

 

Article 3: Affiliation

  • OARCID Services’ is not affiliated with any of for government, non-profit, not for profit, profit organizations, or businesses at this time.

 

 

Article 4: Interpretation

  • The Founder Aerilyn Medina shall make all determinations and interpretations of this document, contracts, and OARCID materials until a quorum can be formed, and with due regard to policies and regulations of Ontario, Canada’s Accessibility for Ontarians with Disabilities Act (AODA), Canada’s Privacy Act (CPA), Child and Family Services Act (CFSA), Employment Equity Act (EEA), Employment Standards Act (ESA), Ontario’s Human Rights Code (OHRC), Occupational Safety and Health Act (OSHA), and Workplace Safety and Insurance Act (WSIA).

 

  • All promotional material, videos, documents, and training will be provided in alternative formats such as plain text and large font. To further inclusivity, videos will be close captioned, audio transcribed, and images described.

 

  • All training handbooks, presentations, and materials have copyrights and are the property of OARCID Services. They cannot be duplicated or used without expressed permission in writing by both co-founders/co-creators.

 

 

Article 5: Membership

  • A General Member:
    • Includes all people who identify as disabled or are diagnosed with a disability are eligible for membership

 

    • Must attend Annual General Meeting to provide critical feedback on OARCID Services’ documents, materials, and social media content to further improve the organization’s commitment to inclusivity, autonomy, and equity

 

    • Must meet once a year in addition to Annual General Meeting

 

    • Can vote at the Annual General Meeting

 

  • An Active Member:
    • Any general member who completes at least one of the following options every 3 months:

 

    • Must attend 3 meetings in addition to the Annual General Meeting

 

    • Must volunteer for a minimum of 6 hours

 

    • Assist in planning one program or activity

 

    • Assist with facilitating a group

 

    • Participate in at least two activities

 

    • An active member can choose to do more, but at least one of the options above must be satisfied in addition to general membership. Active participation will be recorded.

 

  • Any non-disabled members do not have voting rights. They may, however, provide guidance, clarification, and support. Other community supports may join as non-voting associate members and consultants.

 

  • Membership in OARCID Services shall not be denied to any person based on race, religion, national origin, physical appearance, age, sexual orientation, gender expression, class status, marital status, or disability.

 

  • There are no membership dues or financial obligations.

 

  • All members and non-members who identify as disabled or are diagnosed with a disability are able to access services and supports.

 

  • Membership may be discontinued at the request of the member at any time.

 

  • In the event activities pose a disability-related barrier, the co-creators will work with the member impacted to support them. However, the member must make an effort towards a meaningful contribution to the organization during the course of the year.

 

 

Article 6: Volunteering and Recognition

  • Volunteers are Active Members who:
    • Must attend training session that aligns with anti-oppressive practices

 

    • Must sign the Dismissal, Confidentiality, and Communication and Commitment Contracts

 

    • Must have a vulnerable sectors check completed within the month of starting the position

 

    • An active member who does not interact with community members or attend elementary, secondary, or post-secondary establishments do not need to have a vulnerable sector’s check.

 

  • All volunteer hours:
    • Will be recorded and signed for by a co-creator

 

    • Can contribute to:
      • Secondary school 40 hours
      • Co-curricular hours
      • Co-op/Placement hours

 

  • Active members who have attended training and 3 programs/activities will receive a completion certificate and hours will be recorded.

 

  • Active members who have volunteered 15 hours or more will receive a letter of recognition from OARCID Services and co-creators.

 

  • Active members who have volunteered 40 hours will receive a letter of recognition and a certificate of dedication.

 

  • It is the active member’s responsibility to update their hours and get them signed by the co-creators.

 

 

Article 7: Founder/Creator, Team Members, and Their Responsibilities

Founder/Creator
  • Founder and creator of OARCID Services is Aerilyn Medina

 

  • Is a part of the team as there are no board members at this time

 

  • Is responsible for assessing Team Member and Volunteer performance and giving strategic direction to support personal and professional growth

 

  • Is responsible for the operations, management, and administration of OARCID Services

 

  • Is the primary contact for all members, business, and community relations

 

  • Can dismiss general, team, active members and volunteers

 

  • Will ensure equity, autonomy, and accessibility is priority within OARCID Services

 

Co-creators
  • Two co-creators are required at all times

 

  • Acts as the main liaison for OARCID members, business, and community relations

 

  • Assumes responsibility for the scheduling and follow-ups of each training, programs, activities, and events OARCID undertakes

 

  • At least one co-creator must be available for 2 years to support the new co-creators. This can be negotiated between the previous co-creators and current co-creators

 

  • At least one co-creator presides at all meetings either physically, or through electronic communications media such as Skype

 

  • Must sign the Dismissal, Confidentiality, and Communication and Commitment Contracts

 

  • Organize and delegate responsibility for training, programs, activities, and events

 

  • With input from the team members, sets agenda, revisions, and future planning

 

  • Works to increase membership and participation

 

  • Co-creators shall have signing authority

 

  • Will maintain meeting minutes and attendance for team, business, and community meetings

 

  • Next generation co-creators must be trained in Ontario laws, regulations, and legislation, anti-oppression, counselling, crisis management, first aid, facilitation, and team leadership

 

  • Responsible for community mediation in the event a member requires support or services

 

  • Can dismiss general, team, active members, and volunteers

 

Team Members
  • Are staff members and co-op/placement students who are considered as team members, may fulfill the role of:

 

  • Disability and Accessibility Consultants
    • Responsibilities include:
      • Trained in Ontario laws, regulations, and legislation, anti-oppression, facilitation, and team leadership

 

    • Sign the Dismissal, Confidentiality, and Communication and Commitment Contracts

 

    • Assess potential and current barriers experienced in the environment

 

    • Be able to provide individualized support by conducting one-on-one meetings

 

    • Build and maintain interpersonal relationships

 

    • Be able to educate, guide, support, and teach accessibility, disability, academic access needs, and designing for maximum inclusion and access

 

    • Be Highly resourceful, open-minded, collaborative, and oriented to ongoing learning

 

    • Be aware of accessibility technology and be able to provide strategies for use

 

    • Must have strong and effective communication skills with the ability to reconcile diverse viewpoints, mediate, resolve conflicts and foster cooperation

 

  • Communications Co-ordinators
    • Responsibilities include:
      • Trained in Ontario laws, regulations, and legislation, anti-oppression, facilitation, and team leadership

 

    • Sign the Dismissal, Confidentiality, and Communication and Commitment Contracts

 

    • Be able to generate ideas for internal and external collaborations

 

    • Organize and maintain listservs and member registration

 

    • Approve new members and removal of outdated memberships

 

    • Maintain social media applications

 

    • Maintain Team Members’ contact information

 

    • Maintain Volunteer list and contact information

 

    • Send and reply to emails or messages pertaining to all OARCID Services affairs

 

    • Disperse surveys and follow-up emails for training, activities, programs, and events

 

    • Responding to access needs from OARCID members and keep a record of these needs

 

    • Responsible for volunteer sign in/out documents, and member attendance for training, activities, programs, and events

 

    • Ensure all documents and waivers have been signed and approved

 

    • Disseminate information in alternative formats, such as large font

 

  • Facilitators
    • Responsibilities include:
      • Trained in Ontario laws, regulations, and legislation, anti-oppression, facilitation, and team leadership

 

    • Sign the Dismissal, Confidentiality, and Communication and Commitment Contracts

 

    • Facilitating presentations, events, activities, and programs

 

    • Create an anti-oppressive, safe space where everyone will feel welcomed

 

    • Provide sign in/out document to communication coordinator for follow-up

 

    • Research, suggest and generate new ideas for programs, presentations, activities, and events

 

    • Communicate with team to provide information on programs, activities, presentations, or events, with funding recommendations, one month in advance

 

    • Build and maintain interpersonal relationships

 

    • Activities presentations, and programs must have learning outcomes that supports growth and empowerment

 

    • Create equitable and inclusive activities, presentations, programs, and events

 

    • Be mindful of barriers and accessibility when planning

 

    • Responsible for encouraging dialogue and supporting people during programs, activities, events, and presentations

 

    • Must go over expectations and community guidelines before the start of the activity or program

 

    • Facilitators must remain neutral and avoid taking a position in discussions

 

  • Treasurer 
    • Responsibilities include:
        • Trained in Ontario laws, regulations, and legislation, anti-oppression, facilitation, and team leadership

 

    • Sign the Dismissal, Confidentiality, and Communication and Commitment Contracts

 

    • Oversees all aspects of financial matters

 

    • Maintain accurate financial records throughout the year to be reviewed at any time by co-founders, co-creators, general, active, team members

 

    • Shall be responsible for allocating, administrating, and monitoring funds

 

    • Keep open communication about the status of funds with the other executives

 

    • Actively research and apply for financial support where eligible

 

    • Prepare a yearly budget strategy, present it to the executive team for approval, and ensure that organizations activities adhere to the budget

 

  • Technical Support
    • Responsibilities include:
      • Trained in Ontario laws, regulations, and legislation, anti-oppression, facilitation, and team leadership

 

    • Build and maintain interpersonal relationships

 

    • Offer suggestions for impressionable, empowering, or creative visual material

 

    • Take photos and edit as needed

 

    • Edit audio and video material

 

    • Transcribing all audio and video materials

 

    • Willing to learn how to operate and maintain new technology

 

    • Maintain on-site network and technology

 

    • Provide Hardware/software troubleshooting support

 

    • Determine and document technical difficulties

 

    • Research accessible devices, technology, and applications

 

 

Article 8: Resignation

  • Team/active members must give 2 weeks notice barring any extenuating circumstances.

 

  • Team/active members must submit a letter of resignation outlining their reasoning with as much detail as they are comfortable with.

 

  • Team/active members are asked to provide some suggestions in the letter to allow opportunities for organization improvement.

 

  • In the event team members have reason to believe that such member’s resignation was not completely voluntary, the co-founders/co-creators will gather a team of five active members at random for impartiality and one co-founder/co-creator to investigate the matters that took place.

 

  • Co-creators must give 1-month notice barring any extenuating circumstances and attend an exit interview.

 

  • Co-creators must submit a letter of resignation outlining their reasoning with as much detail as they are comfortable with and have a suggestion for who may take their place.

 

 

Article 9: Meeting Procedures

  • Team member meetings will take place bi-weekly and may occur more frequently depending on circumstances such as event planning and Team Member hiring.

 

  • Team member meeting dates shall be agreed upon at the end of each meeting and will be included in the meeting minutes.

 

  • General meetings will take place once a month to evaluate training, programming, and updating members on upcoming activities, projects, and programs.

 

  • Annual meetings are held in the beginning of June to discuss future projects, programs, and training.

 

  • All meeting dates shall be posted three weeks in advance electronically by email, website, and Facebook post to allow for access needs to be met.

 

  • At least one co-creator and one team member must be present to call a meeting.

 

  • If a team member or general/active member cannot make a meeting, they must notify the team minimally 24 hours prior and specify their preferred method to obtain information, such as emailed meeting minutes, recordings of the discussion, etc.

 

  • Dates are subject to change in the event of unforeseen circumstances with a minimum of 24 hours notice.

 

  • Team, general, or active members who wish to add to the meeting agenda must do so 72 hours prior to the scheduled meeting.

 

 

Article 10: Financial Responsibility

  • Founder, co-creators, and the Treasurer share a joint responsibility for overseeing the financial activities of OARCID Services.

 

  • Founder, co-creators and the treasurer shall be responsible for creating a budget strategy for the programs, activities, presentations, and events.

 

  • All financial and annual reports will be available to view on the website for non-members and members.

 

 

Article 11: Code of Conduct

  • The founder, co-creators, team, general, and active members are required to abide by the by-laws set forth in Article 11, in addition to policies and regulations of Ontario, Canada’s Accessibility for Ontarians with Disabilities Act (AODA), Canada’s Privacy Act (CPA), Child and Family Services Act (CFSA), Employment Equity Act (EEA), Employment Standards Act (ESA), Ontario’s Human Rights Code (OHRC), Occupational Safety and Health Act (OSHA), and Workplace Safety and Insurance Act (WSIA).

 

  • Everyone working with OARCID Services will follow the anti-oppressive framework set out in Article 5.5.

 

  • Everyone working with OARCID Services will abide by created community guidelines within groups, programs, and activities.

 

  • Everyone working with OARCID Services shall be promised a safe and confidential environment to express opinions, perspectives, criticisms, and ideas.

 

  • Everyone working with OARCID Services must fully understand the importance of their commitment to their personal and professional growth.

 

  • Everyone working with OARCID Services has an expectation of transparency, communication, and commitment, and must be consistent in accountability and integrity.

 

  • Everyone working with OARCID Services are expected to promote inclusivity and equitable opportunities for all people.

 

  • All team and active members must sign any contract that promotes a safe and inclusive work environment given by the founder/co-creators.

 

  • Everyone working with OARCID Services are expected to be mindful of:
    • Allergies
    • Food needs
    • All types of disabilities: mental, physical, learning.
    • Community members and staff
    • Non-evident disabilities
    • Processing/ sensory sensitivities
    • Scent sensitivities
    • Space and property

 

  • Trigger or content warnings must be used

 

  • Everyone working with OARCID Services are responsible for maintaining confidentiality of all exclusive or privileged information. Whether this information involves activities, programs, PowerPoints, internal ideas, strategies, operations, team, general and active members, founder or co-creators.

 

  • Only particular details are disclosed to members of the public via the OARCID Services website, OARCID Facebook, Twitter, Instagram pages, events, training, activities and programs. All public information can be shared with non-members.

 

  • Everyone working with OARCID Services shall respect people’s access needs without question and respect each other’s autonomy.

 

  • All correspondences from the OARCID Services’ email must be confidential, professional, and consistent with OARCID Services’ values and integrity. All correspondences shall be returned within 72 hours of receiving.

 

  • Communication among team members and community members is crucial to ensure all access needs are met. In the event of emergencies, cancellations, or support needs, Team and Active Members are expected to contact the founder or co-creators within 24 hours prior to responsibilities.

 

  • Everyone working with OARCID Services will respect pronouns of all people.

 

  • All document templates, PowerPoints, surveys, and materials must be used for their intended purpose, and only with expressed written permission can be modified.

 

  • Everyone working with OARCID Services will have the option to dedicate some time to community and self-care. This can count for service hours with a completed form for a maximum of 7.5 hours a month. This means the self or community care expectation is 15 minutes a day.

 

  • In effect is a transparency policy that allows non-members and members to view meeting minutes, financial records, policies and audits on the website and in accessible/alternative formats in accordance to AODA.

 

 

Article 12: Dress Code

  • All gendered team and active members must abide by the dress code

 

  • In office:
    • Shirts, spaghetti straps, shorts, skirts, and pants are permissible if the cups of the bra, crotch area, or buttocks are not visible

 

    • Clothing must not have any logos, images, slogans, or words that are oppressive or ableist

 

    • Clothing can have some tears provided that the cups of the bra, crotch area, or buttocks are not visible

 

    • See-through clothing or fishnet stockings or clothing are not permissible

 

    • Clothing cannot be in neon colours and/or have optical illusions to prevent potential disability related barriers such as seizures and migraines

 

    • Shoes must be comfortable

 

    • Hair, facial hair, body hair can be worn in anyway if it is neat and cared for

 

    • No scents can be worn, but deodorant is permissible

 

    • Piercings and tattoos are permissible if they are not infected, are well cared for, and do not have any logos, images, slogans, or words that are oppressive or ableist.

 

    • Makeup and nail polish are permissible. Nail polish should not be in neon colours to prevent potential disability related barriers such as seizures and migraines

 

  • Conferences/Presentations/Professional Meetings/Training/Consulting:
    • All of section 12.1 is still applicable except for clothing and piercings

 

    • If possible, facial piercings should have small jewelry

 

    • Black pants including non see-through leggings are permissible

 

    • Black skirts can be 1 inch above the knee or longer are permissible

 

    • Business casual shirts or the OARCID t-shirt can be worn

 

    • Comfortable dress shoes/closed toe flats/nice sneakers

 

    • Makeup and nail polish must be in neutral or soft colours

 

    • Hair and facial hair must be styled ready for an interview

 

 

Article 13: Vaccinations

  • All people working and for OARCID Services must be up to date on their vaccinations and must have a flu shot yearly. This must be sumitted using the OARCID Proof of Flu Shot form and a copy of the vaccinations from the doctor.

 

  • Everyone must be vaccinated due to working with people who are immunocompromised. The only exception for not being vaccinated is an allergy reason with proof from the doctor.

 

 

Article 14: Communication and Absences

  • All absences and cancelled commitments for activities, tasks, or assignments must be communicated minimally 72 hours prior. For emergencies 24 hours notice is preferred or communicated as soon as possible.

 

  • Uncommunicated absences, uncommunicated missed commitment, activity, task, or assignment, or lack of integrity, must attend a meeting to re-evaluate personal and professional goals, as well as address any concerns, access needs or supports that may be needed.

 

  • If a Team or Active Member is unable to attend evaluation and support meetings, and have not been communicated, or avoided twice can be grounds for dismissal.

 

 

Article 15: Conflict of Interest

  • A conflict of interest occurs when the personal or financial interest of that person conflicts with their responsibilities to OARCID Services. This also includes personal gain that results in demonstrable harm to any person or the OARCID Services.

 

  • A team or active Member becoming affiliated, directly or indirectly, with a person or organization whose mandate/purpose conflicts with that of OARCID Services constitutes as a conflict of interest.
  • All team and active members must disclose potential conflicts of interest upon realization to the founder and co-creators.
  • There will be no punitive course of action when disclosing a conflict of interest. However, a discussion will be held to best support the person.
  • The team or active member with the conflict of interest is permitted to have a different role in the organization to avoid conflict if possible.
     

     

Article 16: Warnings and Dismissal

  • OARCID Services implements a 3-strike rule, unless the infraction is included under 15.5. If the infraction is under 15.5 the Team, General or Active Member will be immediately dismissed and no longer affiliated with OARCID Services.

 

  • The first warning will be a verbal warning, will be recorded in OARCID Services’ records

 

  • The second warning will consist of probation or demotion, and will require an evaluation and support meetings, and will be written for both the Team, General or Active Member and for OARCID Services’ records.

 

  • The third warning is suspension or notice of dismissal, and a written decision with reasoning will be given to the person and placed in OARCID Services’ records.

 

  • Immediate Dismissal Offences
    • Conduct that threatens, devalues, or endangers any person including physical or psychological abuse, threats, intimidation, harassment, or sexual misconduct.

 

    • Breaking confidentiality.

 

    • Plagiarism of OARCID Services’ material without written consent.

 

    • Using OARCID Services’ training handbooks without training and without written consent.

 

    • Misrepresenting one self or willfully giving false or distorted information about OARCID Services.

 

    • Misappropriation of funds.

 

    • Failure of a Team Member to attend 3 or more meetings without communication.

 

  • Should any allegation of misconduct be received against any member affiliated with OARCID Services, an emergency team meeting will be scheduled. The Team Members will address any and all allegations. The team, general or active member will be given a fair and timely opportunity to state their case in writing or a recording before a decision is made.

 

  • Concerns of misconduct against a team, general or active member must be filed by a founder or co-creator; if a member files such a complaint, it must be supported by a founder or co-creator.

 

  • Founder and co-creators, acting in due diligence, are obligated to support or file a complaint when they strongly suspect that a team, general or active member has committed an infraction.

 

  • Disciplinary action involving a team, general or active member may consist of suspension, probation, demotion, dismissal, and other reasonable actions as dictated by the founder or co-creators and other team members.

 

  • If no decision is made within two weeks, the team, general or active member shall attend an evaluation and support meeting in order to resume their OARCID Service responsibilities.

 

 

Article 17: Amendments

  • Amendments to the constitution may be proposed in writing by team, general or active member during any meeting.

 

  • Amendments must be voted on by the team/active members by two-thirds majority to implement them to the constitution.

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