The Xyolhemeylh Annual General Meeting is on Thursday, November 7 from 6 to 9 pm at Chawathil First Nation Te Lalemtet Gym. A dinner will be served at 5:00 pm. The purpose of the meeting is to fulfill the standard AGM requirements of a Society and to elect six Directors to the Board of Fraser Valley Aboriginal Children and Family Services. We encourage all our members to come out and vote, as well as anyone who is interested in being a member of the Board of Directors to put their name forward.
Nov 7 2024 AGM Mail Out Package (FINAL) 24-09-17
1. AGM Notice – provides a draft AGM agenda and additional information about the meeting. Registration for Society members is from 3:00pm to 5:30pm and will require photo identification and a document with your current residential address. Acceptable forms of identification are Passport, Driver Licence and Status Card as well as a recently dated utility bill or other form of documentation with your current residential address. Individuals with a valid membership card must register prior to 5:30pm and receive a voting card in order to vote at the AGM.
2. Membership Form – provides information regarding membership eligibility and how to become a member of FVACFSS. You will require a valid membership card, signed by a FVACFSS Board Director, in order to vote at the AGM. We will be pleased to take your membership applications or renewals at FVACFSS offices every day leading up to the AGM. We will also accept membership applications at the AGM venue prior to 5:30pm. Individuals who do not have a validate dmembership card prior to 5:30pm will not be able to register for and vote at the AGM.
3. Nominations Meeting Notice – that provides details regarding a Nominations Meeting that will take place on Thursday, October 17, 2024, from 5:00pm to 7:00pm. It is important to note that all nominations for Board members must be received prior to the 5:00pm start of the Nominations meeting and approved by the Nominations Committee in order to be included on the ballot of Director Candidates at the AGM. There will not be an opportunity to put forward nominationsduring the AGM.
4. Nomination Form – that provides information on how to nominate a FVACFSS member for the six Board of Director seats up for election at the AGM. If you wish to propose a nomination pleasefollow the instructions on the form and submit the completed form to Carissa Gray at FVACFSS prior to 1:00pm on Thursday October 17, 2024, or hand deliver it to the Nominations Committee between 3:00pm and 5:00pm on October 17th at the venue of the Nominations Meeting. Nominations not received prior to the 5:00pm start time of the Nominations meeting will not be included in the review of nominees for the AGM election of directors.
5. Draft AGM Minutes – from the November 14, 2023, AGM, for your review. During the AGM we will be seeking approval of the draft minutes.
6. Summary Financial Statements – includes a copy of the audited financial statements for the fiscal year ending March 31, 2024. We will present the financial statements and the Auditor’s report at the AGM.
7. FVACFSS Annual Report – copies of the Annual Report will be distributed and presented at the AGM and is on our website: . All members attending the AGM are required to bring two pieces of identification in order to register as a voting member: (1) proof of identification with a signature that matches their membership applicationform (i.e. valid passport, drivers license, Status Card, etc.) as well as, (2) a document confirming your current residential address (i.e. utility bill or other recently dated document with your residential address).
If you have any questions about the AGM process or documents in this package, please contact Carissa Gray, by phone at 236-984-5362, or e-mail at [email protected]
Sincerely,
Temqethelmot – Jade Victor
President, Board of Directors