Annual General Meetings

 

For a quick link to the following references found elsewhere on the AVLIC website, click on the title below:

  • Annual General Meeting Packages - including audited financial statements, supplemental packages and approved minutes from previous years
  • Motions - summary documents detailing all motions from both AGMs and Board meetings
  • Bylaws - including updated bylaws ratified in 2016, the Certificate of Continuance and and a copy of the former bylaws
  • Listing of past conferences - including their locations, themes and the presidents elected during the AGM

2017 AGM

  • Saturday, June 3, 2017 from 9:00 a.m. - 5:00 p.m. MT
  • Fantasyland Hotel, West Edmonton Mall, 17700 87 Ave NW, Edmonton, AB
  • Live-stream of the meeting in progress will be available

 

Hot Topics AGM New Business Motions - Quick Links

 

May 2, 2017 - Message from the Active Membership Criteria Investigation Committee:

ASL Video

 

May 17, 2017 - Follow up message from the Active Membership Criteria Investigation Committee based on FAQs received:

 

If  Motion 9.1.1 is passed, an alternative pathway to membership would be created for seasoned interpreters.

The Active Membership Criteria Investigation Committee would like to introduce you to two of these potential future members:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

May 29, 2017

Further communication from the Active Membership Criteria Investigation Committee

Notice: Motion 9.1.2 has been withdrawn

Transcript of video in English - click here.

 

2017 AGM Package

Description

need to know

Contains

  • the agenda
  • quorum report
  • prepared motions
  • information about members' rights & responsibilities
  • proxy form
nice to know! 

Contains

  • a letter from the AVLIC President
  • reports from
    • members of the AVLIC Board of Directors
    • AVLIC staff
    • AVLIC committee and task force
If you really want to know!

Contains Affiliate Chapter reports

2016 AGM Minutes2016 AGM minutes  - pending approved

AVLIC Name Change Project: Estimated Budget

AVLIC Re-branding Promtional Campaign Project: Estimated Budget

Estimated budgets for both the Name Change and the Re-branding campaign projects
 
Audited Financial Report,  2016-2017 Fiscal Year Draft audit report from Scarrow & Donald (added May 29, 2017)

AGM Package documents above accurate as of May 30, 2017. 

 

Submitting a Proxy

The AVLIC Annual General Meeting provides the membership a forum to 

  • discuss business
  • set priorities for the upcoming year
  • elect an incoming Board of Directors (conference years only)

All non-profit organizations are required to hold at least 1 General Meeting of the Members a year.

 

Your Vote Matters!

If you are unable to physically attend AVLIC's AGM on Saturday, June 3, 2017 in Edmonton, please submit your proxy.

To submit your proxy for the 2017 AVLIC AGM please use one of the two options below.

 

Electronic Proxy Submission is now closed. The deadline to submit a proxy electronically was May 31, 2017 - 11:59pm PST.  Members are still welcome to submit a proxy, please see information listed under Option 2 (below).

Proxy Option 1: Submit your proxy electronically

Submitting your proxy electronically is an easy 3 step process, and takes less than 2 minutes.

  • Step 1 - Please click the 'Proxy Form' icon below

  • Step 2 - Fill out the form
  • Step 3 - Click 'Submit'

 

Electronic proxies will be accepted up until May 31, 2017.

**Important** Proxies in email or text message format will not be accepted. To submit a proxy electronically, you must use the proxy form linked above.

 

Proxy Option 2: Submit a printed copy of your proxy

To submit a printed proxy, please follow these steps:

In order for AVLIC to register your proxy, the person carrying your proxy is responsible to present your signed proxy form at the registration desk at the Annual General Meeting.ant

**Important** Proxies that are mailed or faxed to the AVLIC office will not be accepted. Printed proxies may only be presented at the registration desk on the day of the AGM.

 

Members' Rights & Responsibilities: Navigating an AVLIC AGM

 

Click here to download a parliamentary motions guide.

 


Conference Years

YearHost City, ProvinceConference Theme
2010Ottawa, OntarioSmall Steps, Big Difference
2012Calgary, AlbertaCreativity & Collaboration: Shaping Our Future
2014Winnipeg, ManitobaInterpreters & Human Rights
2016Fredricton, New BrunswickTogether We Grow
2018Toronto, OntarioInterpreting for Deaf Children and Youth

The Annual General Meeting (AGM), held during AVLIC Biennial Conferences (even numbered years), is the main business meeting for the association. This meeting takes place over two days, and is run by a parliamentarian and chaired by the AVLIC president. The role of the parliamentarian is to ensure that the meeting runs smoothly; that the voice of the minority is heard, while respecting the will of the majority. Roberts Rules of Order are used to govern the meeting.

AGM packages are distributed to members electronically via the AVLIC web site 45 days in advance (motion STJ08G-13) and include the following items:

  • Letter of introduction from the president
  • Minutes of previous year's (non-conference) AGM
  • Minutes of previous conference AGM
  • AVLIC Board of Director's reports
  • Audited financial statements
  • AVLIC standing and ad hoc committee reports
  • Reports from AVLIC staff members
  • Affiliate Chapter reports
  • Biographies of members running for election to the AVLIC Board of Directors
  • Nomination forms for the AVLIC Board of Directors
  • Proxy form
  • Upcoming AGM Agenda
  • Other documents / policies for membership review
  • Listing of proposed motions
  • Flyer encouraging donations to AVLIC Auction
  • Outline of topics of discussion for Special Topic Sessions (STS) to be held at the conference

The Board of Directors and members are encouraged to prepare and submit motions in advance of the AGM (to allow for distribution), remembering to provide an estimate of the financial implications of the motion, if any, for the association. Motions can be brought to the AGM floor, but again, should be presented in writing (projected to the audience), and include financial implications, if any, for the association (motion ED00G-51).

Elections are held during conference the AGM. If you are a member interested in being nominated or know another member whom you wish to nominate, please contact the coordinator of Board and Committee Development.

The Biennial Conference Planning Committee is responsible to arrange for the space and equipment for the AGM. Typically, this includes a head table for the president and parliamentarian (perhaps on a riser), and two overhead (or LCD) projectors and screens. The room should be set up classroom style (tables and chairs) so participants can write notes comfortably. The head table will require two table microphones, and the audience will require two microphones with stands. It may be that the Board of Directors will use PowerPoint and projector/screen to display motions (which allows quick changes as amendments come up), so planning committees should check back with Board of Directors regarding equipment needs. A couple of flip charts with markers will also be needed.

The Board and the Biennial Conference Planning Committee work together to ensure that interpretation is available for those wishing to bring motions from the floor however, the Biennial Conference Planning Committee is responsible to arrange for the hiring of interpreters.

A table should be set up just outside the AGM room for the registration volunteers to register members, assign voting cards and determine quorum.

The AVLIC Board of Directors will organize the:

  • Volunteers to work at the projectors/motions
  • Parliamentarian
  • Meeting agenda
  • Voting cards
  • Election ballots
  • Volunteers to count votes

Annual General Meeting: Non-Conference Years

YearHost City, ProvinceDate
2011New Westminster, BCJuly 9, 2011
2013Toronto, OntarioJune 22, 2013
2015New Westminster, BCJune 27, 2015

The Annual General Meeting (AGM) held during non-conference years (odd numbered years) are held for one day. The president chairs the meeting, and there may be a parliamentarian to assist with running the meeting. Interpretation is provided as needed. To take full advantage of the association's resources, the Board of Directors also plans a board meeting to take place during the same weekend (motion VA90G-27).

AGM packages are distributed to members electronically via the AVLIC web site 45 days in advance (motion STJ08G-13) and include the following items:

  • Letter of introduction from the president
  • AVLIC Board of Director's reports
  • Audited financial statements
  • AVLIC standing and ad hoc committee reports
  • Affiliate Chapter reports
  • Reports from AVLIC staff members
  • Proxy forms
  • Upcoming AGM Agenda
  • Other documents/policies for membership review
  • Listing of proposed motions

As with all AGMs, members are encouraged to submit motions to the AVLIC Board of Directors in advance of the AGM (to allow for distribution), remembering to provide an estimate of the financial implications of the motion, if any, for the association. Motions can be brought to the AGM floor, but again, should include financial implications, if any, for the association (motion ED00G-51).

All arrangements for the non-conference year AGM are the coordinated through the administrative manager and the Affiliate Chapter hosting the AGM. This includes room bookings for the AGM, Board of Directors’ meeting and Affiliate Chapter Presidents’ meeting; booking of interpreters, arranging for volunteers (registration table, counting votes, etc.); arranging audio/visual rentals; and any other arrangements deemed necessary.

While the Affiliate Chapter is responsible for making these arrangements, any costs associated with the provision of the AGM remain the responsibility of AVLIC.