NOTICE OF SCHEDULED VOTE: AIHA BC Yukon Local Section Members

For a copy of this Notice of Scheduled Vote in PDF format, please click here

WHEN: AGM 2022

March 11, 2022

MEETING TIME: 8:00 – 16:30

LOCATION: Online

MEMBERSHIP FEEDBACK REQUESTED

This memo is to notify all members of the AIHA BC-Yukon Local Section of an upcoming vote. The vote is to determine whether or not members of the AIHA BC-Yukon Local Section Executive Team should have admission to the Annual General Meeting (AGM) & Conference reimbursed. The vote is to take place using a website link at this year’s AGM, occurring on March 11, 2022, occurring online. Voting will be done via the Local Section’s website.

Introduction

The Executive Team consists of volunteer members from the AIHA BC-Yukon Local Section. Each year, members of the team dedicate their time to plan and organize monthly meeting events for members, and a  full-day AGM and conference. This involves an Executive Meeting once per month, attending the monthly events, and additional time allocated to recruiting speakers, recruiting sponsors, and planning all aspects of the AGM/conference and monthly meetings.

Proposal

The current Executive Team proposes that the AGM fee be reimbursed for members of the Executive Team in attendance. The following describes the reasoning as to why this motion is being proposed, considerations that have been made and conditions that must be met:

Reasoning:

• Offers a perk to Executive members and will assist with recruiting volunteers for the Executive.

• Acts as a token of appreciate to Executive Team to show support and appreciation for their time spent organizing and planning all year.

• The AIHA BC-Yukon Local Section is a non-profit organization; reimbursement of conference fees will help to reduce any AGM profits.

• In similar volunteer organizations, organizers often do not pay to attend the events they are “working” at.

• Executive Team members are ‘working’ at the event, and often do not have the same event experience as local section members. For example, Executive members are often responsible to assist with technical issues, questions, readying and introducing speakers and liaising with hotel staff.

Considerations:

• The Executive Team has reached out to AIHA National to inquire as to what other Local Sections do in this situation. AIHA National reported that some sections do cover the costs for Executive members to attend events, but not all local sections do this. It is up to the local section if they would like to cover these costs, or not.

• Executive members would still pay for their own annual memberships.

• Executive members currently receive no financial compensation or financial perks of any kind throughout their term, or in planning any events.
   

Conditions:

• Executive members will be reimbursed for their AGM/Conference event fee, only if the conference event expenses are covered; the refund will only be allowed if it does not create a deficit or loss.

• The decision to reimburse the Executive members will be determined after the event is complete, and finances are resolved.

• The Executive Team will only be reimbursed for the Early Bird rate (i.e., the lesser amount).

• The Executive Team will inform members if the reimbursement occurs for transparency purposes, even if the total cost is less $1,000 (costs less than $1,000 do not require membership votes).

Voting

Consider this memo a notice in writing of the proposed vote.

The voting question is: Are you against conference planners from the Executive Team being reimbursed for their AGM Conference registration fee?

In order to vote, a member must be in good standing, present at the AGM (online) and is entitled to one vote. Voting will occur via a secure voting system, that is an internet-based ballot (via the website).

This memo will be circulated, and questions or comments from the membership are welcome. Please contact info@aihabc.org with questions, comments and discussion points. If you would like a ballot mailed to you, please contact the Secretary at secretary@aihabc.org.