Notice is hereby given that our 2024 Annual General Meeting will be taking place on Sunday, April 7th 2024 at 11:30AM on the second floor of Kelly O’Bryan's Pub located at 800 Columbia Street, New Westminster.
Registered members of Vancouver Gaymers will have the chance to elect the board of directors for the 2024-2025 term. Members will need to register every year before the AGM by filling in this form. If you're not sure if you have registered, please fill it in again.
Members can also nominate themselves for a position on our board of directors. The board helps steer the group, manage our finances, communications, and venues. This is approximately a six hour per month commitment.
If you are interested in assisting with hosting events, either online or in person, but do not want to assist with the administration of VG, you can always elect to participate as a volunteer.
We are very interested in having a diverse group of directors and volunteers, so we especially invite women, trans, nonbinary, 2-spirit, BIPOC, and people with disabilities to apply.
Our general gaming event will proceed afterwards, so don’t forget to bring your favorite games.
Agenda
As Ordinary Business:
- Adoption of agenda along with any amendments
- Approval of 2023 AGM minutes
- Report from the President as retrospective of the previous year
- Report from the Treasurer on the current financial situation of the group
- Election of four (4) Directors for board positions (President, Vice-President, Secretary, Treasurer) for a one-year term
- Election of up to nine (9) Director-at-Large positions for a one-year-term
FAQ
Membership
Pursuant to our bylaws, a person must be a member in good standing of the society in order to participate in the AGM and the election. Membership can be attained at any time, including at the AGM itself.
Nomination For Election
Elections will be held for each titled board position in the following order:
- President
- Vice-President
- Treasurer
- Secretary
- Director-at-Large (up to 9)
Failing to win an election does not disqualify someone from standing for election for a subsequent position. Any member may nominate themselves or any member in good standing.
What do Board Members do? How are they different from Volunteers?
- Liaison with outside contacts/venues for setting up current and new events
- Membership management, approving new members
- Manage social media presence/event listings
- Manage vancouvergaymers.com web content
- Run board meetings (President + Secretary)
- Finance donations, management and reporting (Treasurer) - other directors should keep Treasurer updated on any use of group funds
- Check email (Secretary)
Responsibilities of a Volunteer (Board Members can do these things too) - apply here on our website:
- Moderate Discord chat and Facebook group posts in line with community standards
- Run online events
Voting method
Pursuant to the bylaw, voting will be done by secret ballot. Proxy votes will be accepted, but members must express their intention to vote by proxy to the Secretary at least 2 days prior to the AGM. Members must provide signed written directions to their proxy holder on how to vote.
For titled board positions:
- Members would vote by writing their preferred candidate into their ballot.
- The candidate with a plurality of the vote will be elected to the position.
- If there is a tie, a re-vote will occur with just the tied candidates until there is a plurality.
For Director-At-Large positions:
Members would vote by writing either approve or disapprove for each candidate.
If less than 9 candidates exist:
- Candidates where they received 50% + 1 approval will be elected as Director-At-Large
If more than 9 candidates exist:
- The 9 candidates with the highest approval will be elected as Director-At-Large
- If there is a tie, a re-vote will be done for tied candidates