The 2026 Annual General Meeting (AGM) of the Vancouver Gaymers Society will be held in person at Reverie Kitchen, 3701 Hastings St, Burnaby at 4:00 PM on January 17th, 2026. Our general gaming event will proceed afterwards, so don’t forget to bring your favorite games!
Registered members of Vancouver Gaymers will have the chance to elect the board of directors for the 2026-2027 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, venues, as well as attending events. This is approximately a 8 - 12 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.
Agenda
As Ordinary Business:
- Adoption of agenda along with any amendments
- Approval of 2024 AGM minutes
- Approval of 2025 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 up to thirteen (13) Directors for board positions until 2027's AGM
As Special Business:
- Approval of changes to the Vancouver Gaymers constitution:
- By special resolution, we propose that section 2.i. of the constitution be modified from “To create and enable the creation of safer spaces for LGBTQIA2S+ people and their allies in the Greater Vancouver Area to meet and socialize.” to “To create and enable the creation of safer spaces for 2SLGBTQIA+ people and their allies in the Greater Vancouver Area to meet and socialize.”
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
An election will be held for up to 13 directors for board positions for a one-year term. The board will select a President, Vice President, Secretary, and Treasurer during their first board meeting.
Any member may nominate themselves or another member in good standing.
What do Board Members do? How are they different from Volunteers?
Board members are responsible for managing the club at a high level - this includes financial oversight, strategic planning, supervising senior managers, and ensuring that the day-to-day operations are in alignment with the goals of the society as well as all applicable laws and acts (including our bylaws). Board members should expect to contribute around 8-12 hours a month - this includes attending one board meeting and helping to host at least one regular event per month.
The titled board positions have responsibilities specific to them:
- President: runs all the meetings and supervises the other directors to make sure they’re carrying out their assigned duties.
- Vice-President: carries out the duties of the president if the president is unable to act.
- Treasurer: manages the finances, keeps all financial records, and provides financial reporting.
- Secretary: provides notice of meetings, takes meeting minutes, keeps the society’s records, and conducts all board correspondence (including checking the email and registering new members).
Possible Responsibilities of a Volunteer (Board Members can do these things too)
Apply here to be a volunteer.
- Setting dates for events and booking venues
- Managing social media postings and event listings
- Managing the vancouvergaymers.ca website
- Moderating Discord and Facebook posts
- Designing and printing media such as fliers, posters, and graphics for our website, social media sites, and in-person events
- Helping set up or pack up at events
- Helping greet people as they arrive to 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 Directors:
- Members will vote by writing either approve or disapprove for each candidate.
- If fewer than 13 candidates exist,
- Candidates where they received 50% + 1 approval will be elected as Director-At-Large.
- If more than 13 candidates exist,
- The 13 candidates with the highest approval will be elected as Director-At-Large.
- If there is a tie that would bring into question the top 13 candidates, a second vote will be done for tied candidates.