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Association of Visual Language Interpreters

of Canada

ANNUAL GENERAL MEETING July 16, 2016

Agenda Motions

Credentials Report Members' Rights & Responsibilities Proxy

Annual General Meeting 2016

AGENDA Fredericton Convention Center 670 Queen Street Fredericton, NB E3B 1C2 Saturday, July 16, 2016 9 a.m. – 5 p.m.

1. Welcome, Housekeeping and Introduction of Special Guests 2. Credentials Report 3. Approval of the Agenda 4. Motion to Limit Debate 5. Approval of the 2015 Annual General Meeting Minutes 6. Reports from Board, Staff, Standing Committees and Ad Hoc Committees 7. Motion to Close New Business from the Floor 8. New Business

8.1 AVLIC Financial Statements 2015/2016 8.2 Chartered Accountants for the 2016/2017 Fiscal Year 8.3 Canadian Evaluation System Review Task Force

8.3.1 Phase Two: Preparation Phase Workshops 8.3.2 Disband CES Review Task Force

8.4 LSQ Relations Ad Hoc Committee 8.4.1 Rescind Motion OT10G-35 8.4.2 Rescind Motions WP14G-29 & WP14G-30 (AMENDED) 8.4.3 Disband LSQ Relations Ad Hoc Committee

8.5 Deaf Interpreter Membership Criteria Ad Hoc Committee 8.5.1 Deaf Interpreter Applicants as AVLIC Student Members 8.5.2 SPECIAL RESOLUTION #16-01 –

Deaf Interpreter Applicants as AVLIC Student Members 8.5.3 Deaf Interpreter Task Force 8.5.4 Disband Deaf Interpreter Membership Criteria Ad Hoc Committee

8.6 Deaf Interpreter Representation Investigation Ad Hoc Committee 8.7 Certification for Deaf Interpreters 8.8 Mentorship Development Ad Hoc Committee 8.8.1 Disband Mentorship Development Ad Hoc Committee 8.8.2 Mentorship Standing Committee 8.9 SPECIAL RESOLUTION #16-03 – AVLIC Committees 8.10 Membership Dues 8.10.1 Class A – Active Members

8.10.2 Class A – Active DI, LSQ-French, LSQ-ASL Members 8.10.3 Class B – Student Members 8.10.4 Annual Increase to AVLIC Membership 8.11 AVLIC Subscription Service 8.12 Rescind Motion VA15G-14 (AMENDED) - David Still Memorial IEP Graduating Student

Award 8.13 Active Membership Criteria Investigation Ad Hoc Committee 8.14 AVLIC Name Change Ad Hoc Committee 8.14.1 Association Name Change Implementation Report 8.14.2 SPECIAL RESOLUTION #16-02 – Association Name Change 8.14.3 Budget for Association’s Name Change 8.14.4 Association’s Re-branding Promotional Campaign 8.14.5 Disband AVLIC Name Change Ad Hoc Committee 8.14.6 AVLIC Working and Representative Languages Ad Hoc Committee

8.15 8.16 8.17 8.18 8.19 8.20 9. Confirmation of Acts 10. Elections for the 2016-2018 AVLIC Board of Directors 11. Bids for AVLIC 2020 Conference 12. Adjournment 13. Announcements 13.1 AVLIC 2018 Promo

2. CREDENTIALS REPORT (UP TO JULY 11, 2016)

Total Eligible Votes: 818 Quorum Requirement: 205 Active ASL-English members: 756 (25% of eligible votes) Active Deaf interpreter members: 32 Active LSQ-French members: 6 Affiliate Chapter members: ASLIA: 3 AVLI-NB: 3 MAPSLI: 3 MAVLI: 3 Members Ineligible to Vote

NAVLI: 3 OASLI: 3 Members on Leave: 26 SLINC: 3 WAVLI: 3 Student members: 70

5. APPROVAL OF THE 2015 ANNUAL GENERAL MEETING MINUTES MOTION: I move to approve the minutes of the June 27, 2015 Annual General Meeting (Vancouver, BC). MOVER: Chris Racine SECONDER: Ashley Campbell

8. NEW BUSINESS

8.1 AVLIC Financial Statements 2015/2016 MOTION: I move to accept the AVLIC audited financial statements for the financial year 2015/2016 as prepared by Scarrow & Donald LLP Chartered Accountants of Winnipeg, MB. MOVER: Cindy Haner SECONDER: Chris Racine Notes re: 2015/2016 Financial Statements

• "Board Meetings" include meals, per diems and hotel rooms for required travel by the Board of Directors and administrative manager.

• "Travel" includes air or rail tickets, gas, taxies, car rentals and parking required for travel by the Board of Directors and administrative manager.

• "Office" includes postage, courier fees, phone, insurance, bank fees, website maintenance & storage, and other office expenses.

8.2 Chartered Accountants for the 2016/2017 Fiscal Year MOTION: I move to employ the services of Scarrow & Donald LLP Chartered Accountants of Winnipeg, MB to audit the 2016/2017 financial statements. MOVER: Cindy Haner SECONDER: Chris Racine

Association of Visual Language Interpreters of Canada Annual General Meeting July 16, 2016 5

8.3 Canadian Evaluation System Review Task Force

8.3.1 Phase Two: Preparation Phase Workshops MOTION: I move that the Phase Two: Preparation Phase (i.e. Interpretation of Narratives and Interpretation of Interactive Interviews workshops) be no longer made a mandatory component of the Canadian Evaluation System. MOVER: Marty Taylor SECONDER: Linda Cundy RATIONALE: The CES was ratified by the members in 2004:

VA04G-15: I move that AVLIC adopt the four phase CES structure that includes: • Written Test of Knowledge • Test Preparation Process • Test of Interpretation • Certification Maintenance Process

With a start date no later than 2006. Marna Arnell, (Monique Bozzer) CARRIED The Preparation Phase workshops were made mandatory beginning in 2005:

ED05G-07: I move that the Preparation Phase of the 4-phase CES model be mandatory. Tarren McKay (Michael Pidwerbeski) CARRIED

CES Review Task Force was struck during the 2014 AGM:

WP14G-27: I move that AVLIC strike a Canadian Evaluations System Taskforce to define the scope of the work to enable AVLIC to move forward with Goal 1 of the 2010-2015 strategic plan and provide initial recommendations for the 2015 AGM. The cost of the taskforce is not to exceed $5,000.00 (budget to include any potential external consultation, interpreting costs, travel and travel-related expenses). Ginnie Black (Kerry Grandfield) CARRIED

As per motion WP14G-27, the CES Review Task Force did an extensive review of the statistical data relating to CES and a survey of members in June 2015. As a result of the review it has been determined that Phase Two: Preparation workshops should not be the only pathway to successful achievement of the Test of Interpretation. As a result of no longer having the requirement to complete the current system of Phase Two: Preparation Workshops, Narrative and Interactive, AVLIC will be able to provide a variety of options to AVLIC members to support their journey to COI achievement via a Development Resource Online Clearinghouse. The Request for Proposal for the Development Resource Online Clearinghouse will include research into a variety of avenues and options for AVLIC members to attain their COI. The current Phase Two: Preparation Workshops will still be available to Affiliate Chapters and members.


8.3.2 Disband CES Review Task Force MOTION: I move to disband the Canadian Evaluation System Review Task Force. MOVER: Sheila Keats SECONDER: Ayoka Junaid RATIONALE: The task force was established in 2014:

WP14G-27: I move that AVLIC strike a Canadian Evaluations System Task Force to define the scope of the work to enable AVLIC to move forward with Goal 1 of the 2010-2015 strategic plan and provide initial recommendations for the 2015 AGM. The cost of the taskforce is not to exceed $5,000.00 (budget to include any potential external consultation, interpreting costs, travel and travel-related expenses). Ginnie Black (Kerry Grandfield) CARRIED RATIONALE: In response of the feedback received from the special interest group held on Wednesday, July 9, 2014, it has become apparent that the scope of the work is beyond the capacity of the Request for Proposal No. 10006 – Canadian Evaluations System Review. The taskforce will consist of 3-5 individuals with knowledge of project management, education, assessment and learning outcomes, and knowledge of the Canadian Evaluation System.

The work of the task force is complete.

8.4 LSQ Relations Ad Hoc Committee

8.4.1 Rescind Motion OT10G-35 MOTION: I move to rescind Motion OT10G-35 that states:

OT10G-35: I move that AVLIC reach out to LSQ interpreters in the following ways: 1. Post a video movie clip in LSQ (created by a Deaf interpreter) on the AVLIC

website to promote the reduced membership fee that currently exists for LSQ interpreters.

2.Post a message on the AVLIC website in written French promoting the reduced membership fee that currently exists for LSQ interpreters.

Debra Russell (René Blanchet) CARRIED

Rationale: Policies and procedures indicate that LSQ French interpreters may join, however there has been no promotion of the policy. The policy indicates there is no expectation of translation, however LSQ interpreters may access information and services in English/ASL and have reduced fees for professional development sponsored by AVLIC, and have a forum for discussion. This motion will also be translated into French to ensure LSQ interpreters comprehension of the message by the seconder of this motion at no cost to the organization, by July 31, 2010.

Cost Implications:


• LSQ Video clip translation $250.00 (one organization has agreed to donate this funding – SJDHHS (Saint John Deaf and Hard of Hearing Services)

• French translation of message on the website FREE (two members of AVLIC have volunteered to this – Lise St. Louis/René Blanchet

Benefit of communication and support between ASL/LSQ interpreters – PRICELESS $$$$$

MOVER: René Blanchet SECONDER: Brenda Jenkins RATIONALE: The AVLIC Board of Directors attempted, for many years, to accomplish the tasks laid out by Motion OT10G-35. The mandate of the motion was then assigned to the ad hoc French-LSQ Relations Committee. Unfortunately, the tasks were not completed. Now with the newly formed AQILS, it would not be in the best interests of AVLIC to solicit French-LSQ interpreter membership to AVLIC. AQILS is currently investigating the possibility of supporting French-LSQ interpreters who reside outside of Québec. The money donated by the Saint John Deaf & Hard of Hearing Society will be returned as no action has been able to take place on this motion.

8.4.2 Rescind Motions WP14G-29 & WP14G-30 (AMENDED) MOTION: I move that AVLIC to rescind Motions WP14G-29 and WP14G-30 (AMENDED):

WP14G-29: I move that AVLIC ensures matters pertaining to LSQ-French interpreting communities across Canada and LSQ communities across the country be brought forward for consultation with LSQ-French active members of AVLIC. René Blanchet (Shelley Williams) CARRIED WP14G-30 (AMENDED): I move AVLIC ensures matters pertaining to LSQ be brought forward for consultation with ASL-LSQ interpreters, Deaf interpreters who have LSQ as a working language, LSQ-French interpreters, LSQ Deaf communities, and Allies of those groups and communities across Canada. CARRIED

MOVER: René Blanchet SECONDER: Brenda Jenkins RATIONALE: Due to the establishment of AQILS and the newly formed relationship between AQILS and AVLIC, the committee work mandated by these motions is moot. All efforts should be focused on fostering a working relationship with AQILS. The mover and seconder congratulate AQILS and AVLIC for this newly formed relationship.

8.4.3 Disband LSQ Relations Ad Hoc Committee MOTION: I move to disband the LSQ Relations Committee as established by Motion WP14G-28:

WP14G-28: I move that AVLIC strike an adhoc committee to investigate how to properly foster the relationship between three (3) parties: the LSQ-French interpreting


communities and the LSQ and AVLIC communities, and report back to the membership at the AVLIC 2016 AGM. René Blanchet (Shelley Williams) CARRIED

MOVER: René Blanchet SECONDER: Brenda Jenkins RATIONALE: The LSQ Relations Committee struggled to recruit volunteers and to accomplish the mandates identified with Motions WP14G-28, WP14G-29 and WP14G-30 (AMENDED). The AVLIC Board of Directors will then be tasked with developing a Memorandum of Understanding with AQILS in an effort to support French-LSQ interpreters.

8.5 Deaf Interpreter Membership Criteria Ad Hoc Committee

8.5.1 Deaf Interpreter Applicants as AVLIC Student Members MOTION: I move that a Deaf person interested in becoming a Deaf interpreter be allowed to obtain a Class B Student Membership for a period of up to four years while they attain the criteria for Active Deaf interpreter status. MOVER: Nigel Howard SECONDER: Chrissy Montgomery RATIONALE: A Deaf person striving to meet the Deaf interpreter criteria (as per Motion CA12G-381) may fill the criteria at any time within the four years and thus qualify for full Active membership status within AVLIC (meaning they do not have to be in the student category for the entire four years). Once all the Deaf interpreter criteria is satisfied, the Deaf person must upgrade to Class A - Active member immediately.

8.5.2 SPECIAL RESOLUTION #16-01 – Deaf Interpreter Applicants as AVLIC Student Members

Note: The first motion must be passed before the Special Resolution Motion can be debated. If for some reason the first motion is defeated, then the Special Resolution Motion must be withdrawn. SPECIAL RESOLUTION MOTION: I move that the Class B Student Membership clause in Section 2 - Membership Conditions, Termination and Transferability that states:

1 MOTION CA12G-38: I move that Deaf Interpreter Membership criteria be amended to the following: * Graduation from an AVLIC recognized Interpreter Education Program (IEP) OR * a minimum of 40 documented hours of work as a Deaf Interpreter within the last 4 years AND * a minimum of 20 documented hours of professional development specific to Deaf Interpreting within the last 4 years AND * a minimum of 20 documented hours of professional development specific to the process of interpreting within the last 4 years AND * a minimum of 20 documented hours of professional development specific to ethics within the last 4 years. AND * Letter of support from the Board of the Affiliate Chapter the applicant is applying to become a member AND either one of the following: * Letter of support from a Deaf organization in good standing in the province where the applicant resides/works. OR Letter of support from an Active AVLIC member who has experience working with the applicant (must be a current member of both the Affiliate Chapter in which the applicant is applying to be a member and AVLIC).


ii) Class B - Student Members Student membership shall be available only to individuals currently enrolled in an AVLIC- recognized interpreter education program and who have applied and have been accepted for Student membership in the Corporation and who have paid such fees as may be set from time to time by the Board. Student members will not be eligible to vote. Dual membership in both the Corporation and an Affiliate Chapter of the Corporation is mandatory. The term of membership of a Student member shall be annual, subject to renewal in accordance with the policies of the Corporation. Student members shall be entitled to receive notice of and attend at meetings of members but, subject to the provisions of the Act (s.199 (2)), not entitled to vote.

be amended to read: ii) Class B - Student Members Student membership shall be available to individuals currently enrolled in an AVLIC-recognized interpreter education program and who have applied and have been accepted for Student membership in the Corporation and who have paid such fees as may be set from time to time by the Board. Student membership shall also be available to Deaf individuals who enter into an agreement with the Corporation to meet the criteria for Deaf interpreters within four years and who have paid such fees as may be set from time to time by the Board. Dual Student membership in both the Corporation and an Affiliate Chapter of the Corporation is mandatory for individuals living in provinces or territories with Affiliate Chapters. Eligible Student members who live in a province or territory in Canada where The term of membership for a Student member shall be annual, subject to renewal in accordance with the policies of the Corporation. Student members shall be entitled to receive notice of and attend meetings of members but, subject to the provisions of the Act (s.199 (2)), are not entitled to vote.

MOVER: Bijaya Shrestha SECONDER: Gordon Wiebe

8.5.3 Deaf Interpreter Task Force MOTION: I move that AVLIC strike a Deaf Interpreter Task Force to:

1) Review the Deaf interpreter membership application process and make recommendations for changes that will allow for ease of access by Deaf applicants, and ease of approval by the AVLIC Board

2) Investigate options for training and develop a resource list of training opportunities that meet the requirements for DI membership status, that will allow interested Deaf applicants meet the criteria for DI membership status within four years

3) Review current DI paper and ASL translation to ensure it meets the current standards of practice


and to report back at the AVLIC 2017, non-conference AGM. The Deaf Interpreter Task Force will be comprised of three persons who are AVLIC members, and hold a relevant graduate or undergraduate degree. It is strongly recommended that at least one of the three have experience in the education of interpreters and/or Deaf interpreters. MOVER: Nigel Howard SECONDER: Miriam West RATIONALE: The Deaf Interpreter Membership Criteria Committee felt that it was too soon to make a “graduation from the interpreter education program” the only requirement for Active Deaf interpreter membership status. We therefore recommend the criteria remain the same. At the same time, the committee is keenly aware that provinces are calling for more training and local opportunities to access training. It is felt that such work is also beyond the expertise of the current Deaf Interpreter Membership Criteria Committee. The establishment of a task force of persons with appropriate credentials and experience will serve to provide the collective knowledge needed to review the current process for application, develop a resource list of training opportunities, and review the position paper to ensure it meets with the standards in the field.

8.5.4 Disband Deaf Interpreter Membership Criteria Ad Hoc Committee MOTION: I move to disband the AVLIC Deaf Interpreter Membership Criteria Committee. MOVER: Gordon Wiebe SECONDER: Miriam West RATIONALE: The mandate of the Deaf Interpreter Position Paper & Membership Criteria Committee (motion CA12G-502) included:

1. the development of an AVLIC position paper concerning the role and responsibilities of the Deaf Interpreter and,

2. further investigate Deaf Interpreter membership criteria. With the completion of the Deaf Interpreter Position Paper, the committee was renamed Deaf Interpreter Membership Criteria Committee (Motion ML15B-053). Since the work of this committee and the work of the now Deaf Interpreter Membership Criteria Committee has been completed we recommend the committee be disbanded to make way for the establishment of a Deaf Interpreter Task Force.

8.6 Deaf Interpreter Representation Investigation Ad Hoc Committee MOTION: I move that a committee be formed to investigate the requirements to establish a permanent Deaf Interpreter officer on the AVLIC Board of Directors and report back to the membership by the next AGM. 2 CA12G-50: I move to strike an ad hoc committee for the purpose of developing an AVLIC position paper concerning the role and responsibilities of the Deaf Interpreter and to further investigate Deaf Interpreter membership criteria. Diane Underschultz (Lisz Keallen) CARRIED 3 ML15B-05: I move that the name of the Deaf Interpreter Position Paper and DI Membership Criteria Committee be changed to Deaf Interpreter Membership Criteria Committee. Chris Racine (Janice Lyons) CARRIED


MOVER: Bijaya Shrestha SECONDER: Kimberly Banks RATIONALE: Four Deaf Interpreters have volunteered to sit on this committee. They are Jax Warner, Nigel Howard, Alice Dulude (LSQ) and Bijaya Shrestha. Their investigation will include how to establish a permanent DI Officer position on the Board that may include a change to AVLIC bylaws, associated costs, position description etc. Deaf interpreters are an emerging and growing field within the field of sign language interpreting and as a result need resources, supports, education and representation at the AVLIC Board level to ensure equitable inclusion in the field of sign language interpreting in Canada. FINANCIAL IMPACT: None

8.7 Certification for Deaf Interpreters MOTION: I move that a task force be established to investigate the need for a certification process for Active Deaf interpreters and report back to the AVLIC 2017 annual general meeting. The cost of the task force is not to exceed $1,000.00. MOVER: Lindy Cundy SECONDER: Wayne Nicholson RATIONALE: The Evaluations Committee believes an investigation into a certification process for active AVLIC Deaf interpreter members is needed given the increase in Deaf interpreter members and the increasing demand for their services over the past several years. With more training programs and screenings being established for Deaf Interpreters, a means of recognizing their skill and knowledge is likely warranted either now or in the not so distant future similar to that of their hearing colleagues. The demand for qualified Deaf Interpreters and in order to continue to promote Deaf Interpreters as a necessary part of the access team, the Evaluations Committee would like to be proactive in considering the need. A reflection of this has been several Deaf interpreter members inquiring about the current Canadian Evaluation process, how and if it applies to them. The task force will be charged with:

1) Investigating the need for a Deaf interpreter certification process at this time or in the future 2) Investigating whether the current CES is appropriate or if there should be a separate CES

for Deaf interpreters 3) Investigating the demand for current AVLIC Deaf interpreter members to participate in a

Deaf interpreter certification process.

The task force will consist of 3-5 people, including Deaf Interpreters, persons with knowledge of job requirements, education, assessments and learning outcomes, and knowledge of the Canadian Evaluation System.


The outcome of the task force will be to make recommendations to AVLIC regarding potential next steps for a Deaf Interpreter certification process and report back at the 2017 conference.

8.8 Mentorship Development Ad Hoc Committee

8.8.1 Disband Mentorship Development Ad Hoc Committee MOTION: I move that the AVLIC Mentorship Development Ad Hoc Committee be disbanded. MOVER: Justin Read SECONDER: Courtney Lester RATIONALE: The Mentorship Development Ad Hoc Committee was formed at the 2014 AGM:

WP14G-25: I move that AVLIC establish a Mentorship Development Ad Hoc Committee to investigate the development of a national mentorship program and bring recommendations to the AVLIC Board for review by the membership at the 2016 AVLIC AGM. Justin Read (Roya Saremi) CARRIED

RATIONALE: The mandate of the ad hoc committee investigated strategies to develop programs/resources that fosters professional mentorships.

The mandate of the committee is complete.

8.8.2 Mentorship Standing Committee MOTION: I move that AVLIC establish a Mentorship Standing Committee (MSC). MOVER: Justin Read SECONDER: Courtney Lester RATIONALE: The membership recognizes that mentorship can be more strongly stewarded. The membership has expressed a need for more guidance and opportunities from AVLIC in relation to mentorship. The committee will develop initiatives to support membership in its quest to create opportunities and a common understanding of what mentorship may encompass. The MSC will build on the work of the Mentorship Development Ad Hoc Committee to: address the needs identified, draw from existing tools (including opportunities for community engagement) and develop recommended frameworks for mentorship. The existing members of the Ad Hoc Committee are committed to continuing forward with their work through the MSC and will recruit additional members. FINANCIAL IMPACT: None.

8.9 SPECIAL RESOLUTION #16-03 – AVLIC Committees SPECIAL RESOLUTION MOTION: I move that Section 4 – Directors and Officers be amended to include the establishing of committees:


4.7 COMMITTEES (1) The Board may establish one or more standing or ad hoc committees to perform specific tasks as required by the Board or the members. (2) Each committee may have a coordinator who shall liaise with a director of the Board or other such personnel of the Association as may be required.

MOVER: Chris Racine SECONDER: Ashley Campbell RATIONALE: Traditionally each director becomes a Board liaison to a coordinator that manages the committee. As it stands right now, the only mention of committees in the bylaws is stated in the Canada Not-for-profit Corporations Act (NFP Act):

138. (1) Directors of a corporation may appoint from their number a managing director or a committee of directors and delegate to the managing director or committee any of the powers of the directors.

This clause can be interpreted to mean that only a director of the Board "manages" a committee, or in essence "coordinates" the committee. This addition to the bylaw will authorize the Board to establish a committee and appoint a coordinator to directly “manage” the committee.

8.10 Membership Dues

8.10.1 Class A – Active Members MOTION: I move that for the 2017 membership year that AVLIC dues for Active ASL/English interpreters increase by $100. MOVER: Tracy Hetman SECONDER: Adele Routliff RATIONALE: This ensures that AVLIC does not risk running a deficit. We keep our Association viable. This enables us to take on important projects annually:

• Name change expenses (2017) • Offering workshops via video conference, and other major projects identified by the

membership as part of the strategic planning Remember: AVLIC has policies and procedures in place to support interpreters who may experience hardship with this decision (e.g. monthly payment plan, reduce fee for exemption for interpreters on leave).


8.10.2 Class A – Active DI, LSQ-French, LSQ-ASL Members MOTION: I move that for the 2017 membership year that AVLIC dues for DI interpreters and LSQ / Fre, and LSQ/ASL dues increase by $40.00. MOVER: Tracy Hetman SECONDER: Adele Routliff RATIONALE: This ensure an equitable increase for membership dues across the board for working interpreters to support the viability and future of our organization.

8.10.3 Class B – Student Members MOTION: I move that for the 2017 membership year dues for students increase by $10.00. MOVER: Tracy Hetman SECONDER: Adele Routliff

8.10.4 Annual Increase to AVLIC Membership MOTION: I move that 2018 – 2022 that AVLIC membership dues increase at 10% per year, to the nearest $5.00. At year 2 (2020), a review of the impact of the increase will be reported at the conference AGM. MOVER: Tracy Hetman SECONDER: Adele Routliff RATIONALE: Accommodate the cost of inflation. Retention of staff. To ensure operating systems are resourced. Build capacity regarding HR, governance strength, branding presence, and other endeavours etc.

8.11 AVLIC Subscription Service MOTION: I move that AVLIC adopt a new fee structure for the AVLIC subscription service:

• AVLIC to charge $ 25.00 per subscriber (i.e. an individual or organization who meets the requirements established in the AVLIC subscription service policy)

• Each Affiliate Chapter to determine their own fee structure for subscribers. MOVER: Chris Racine SECONDER: Brenna D’Arcy RATIONALE: The fee structure for AVLIC and Affiliate Chapters was set at the 2007 AGM:

WP07G-31: I move that the fee for the AVLIC subscription service be $30 of which $5 would be routed to AVLIC and $25 would be routed to the respective chapter. Suzie Giroux (Sheila Keats) CARRIED

Upon re-examination of the payment structure, the fee(s) to be charged by the Affiliate Chapter should be determined and set by the Affiliate Chapter board rather than being regulated by AVLIC.


This flexibility will allow the Affiliate Chapters to determine what rate(s) would help supplement their operating budget rather than be restricted to a static amount. This also offers an option to Active members who fulfill the membership requirements of dual membership or In-Lieu-of-Affiliate Chapter, to either subscribe to that Affiliate Chapter or join as an Active member of that Affiliate Chapter. The door is opened then to allow Active members to contribute to more than one Affiliate Chapter through a subscription and in turn, access information shared within that province (i.e. professional development opportunities, community events, meeting dates etc.) Note: the AVLIC subscription service policy continues to state that working interpreters who do not join AVLIC as an Active member cannot subscribe to AVLIC. Also, the current subscription service only allots $5.00 to AVLIC for subscriptions. This rate does not cover the costs associated with the AVLIC office processing the applications and payments, verifying that applicants adhere to the subscription service policy, forwarding remittances and reports to each Affiliate Chapter etc. The rate for AVLIC’s portion of the subscription service needs to be increased in order to recover costs associated with the work performed by the AVLIC office.

8.12 Rescind Motion VA15G-14 (AMENDED) - David Still Memorial IEP Graduating Student Award MOTION: I move to rescind Motion VA15G-14(AMENDED) that states:

VA15G-14(AMENDED): I move that, beginning January 2016, the $500 bursary awarded each year to the recipient of the ITP/AEIP Graduating Student Award (now known as the David Still Memorial IEP Graduating Student Award) be changed to an upgrade on AVLIC Membership from Student member for the current membership year, as well as AVLIC paid fees for their next membership year. CARRIED

MOVER: Alana McKenna SECONDER: Ashley Campbell RATIONALE: At the 2015 annual general meeting, Motion VA15G-14(AMENDED) was declared CARRIED after 275 votes were cast with 138 votes in favour verses 137 votes against. After the AGM, the AVLIC Board consulted the AVLIC bylaws, Robert’s Rules of Order and AVLIC’s parliamentary advisor. AVLIC’s bylaw requires that such an ordinary resolution must be “passed by a majority of not less than 50% plus 1 of the votes cast on that resolution.” Upon further research, it was learned that when determining a majority vote, Robert’s Rules of Order takes into account any fractions (half votes) that may occur. In this case, 275 votes were cast for VA15G-14(AMENDED). The following calculations should have been used:

275 x 50% = 137.5 votes 137.5 votes plus 1 = 138.5 votes

When the votes were cast on this motion, only 138 votes were cast in support. According to Robert’s Rules of Order, this does not meet the majority definition – actually, 139 votes in favour would be required to constitute a majority vote.


Since this vote was extremely close and because, according to Robert’s Rules of Order, the real majority was not attained, the AVLIC Board of Directors would like to offer the AVLIC members an opportunity to debate the Motion VA15G-14 further so as to determine a majority decision.

8.13 Active Membership Criteria Investigation Ad Hoc Committee MOTION: I move to strike a committee to investigate options for working interpreters that do not meet the current membership criteria to join the association as Active members. The committee will report the criteria recommendations at 2017 AGM. MOVER: Monique LeDrew SECONDER: Liz Warren RATIONALE: Current membership criteria was approved/adopted to regulate and ensure that only qualified individuals may become members of this professional association. At that time, the desire was to ensure members were properly trained and experienced with interpreting, not just those who may have participated in sign language courses. To date, more and more organizations and agencies have been asking for or requiring proof of membership within AVLIC. The public relations campaign that the association will be engaging in as a result of the name change will allow for the association to begin reaching out to school systems, VRS providers, and the like to encourage working interpreters to become members of the association. By being more inclusive we would seize on an ideal opportunity to capitalize on attaining AVLIC’s Strategic Strategy 3.1 [to increase membership] Current bylaws for Class A membership (Active) state that the applicant must be a graduate of an AVLIC recognized Interpreter Education Program at a post-secondary institution. Should someone allow their membership to expire they would be required to meet this condition and pay the Active dues for the lapsed years which we believe is punitive rather than inviting. There are non-member interpreters that are working that possess the knowledge and skill that would at minimum equate to graduation from an AEIP. We are meeting more and more working interpreters who wish to affiliate themselves with AVLIC. The increase in numbers can only aid the association in its endeavours to gain recognition and influence and more talent to conduct the activities of the association. For the individuals who join in this manner, the advantage for them to be able to participate in professional development on both provincial and national level, bring a fresh perspective and provide current membership with more breadth and wealth of knowledge. Suggested requirements to ascertain qualifications of applicants could be successful completion of the Written Test of Knowledge (separate fee may be charged for this) and/or required letters of reference. FINANCIAL IMPACT: $100


8.14 AVLIC Name Change Ad Hoc Committee4

8.14.1 Association Name Change Implementation Report MOTION: I move to accept the recommendations from the AVLIC Name Change Committee contained in the Association Name Change Implementation Report. MOVER: Martin Koob SECONDER: Marty Taylor RATIONALE: Concern was expressed by members of the Deaf community that the term, “visual language interpreter”, does not accurately reflect current terminology when referring to the languages used by the Deaf community in Canada. As a result, motion WP14G-26 was passed at the 2014 AGM to strike a committee to consult members regarding a name change and report back with recommendations to the AVLIC AGM. The recommendations included in the report, Association Name Change Implementation Report, outline a plan to change the Association’s name to address the concerns of the Deaf community and Association members regarding the name. ASSOCIATION NAME CHANGE IMPLEMENTATION REPORT <as submitted by the AVLIC Name Change Committee> May 11th, 2016 Committee coordinator: Meg Reket, Ottawa, ON

Committee members:

Cindy Boscow, Winnipeg, MB Nigel Howard, Vancouver, BC Martin Koob, Toronto, ON Heather Perry, Edmonton, AB

Denise Sedran, Vancouver, BC Melanie Sexton, Ottawa,ON Marty Taylor, Edmonton, AB

Board liaison: Ashley Campbell

4 WP14G-26: I move that AVLIC establish an ad hoc committee to proceed with member and community consultation (both Deaf and interpreting communities) to change AVLIC`s name and report back to the membership at the 2015 AGM. The report will include findings of community consultation and recommendations for a new name and the process involved in changing the name of the organization and the associated costs. Following this report, further consultation may be needed in order to vote on the name change at the 2016 AGM. Bjiaya Shrestha (Denise Sedran) CARRIED RATIONALE: Concern has been expressed by members of the Deaf community that the term ``visual language interpreter`` does not accurately reflect current terminology when referring to the languages used by the Deaf community in Canada. Deaf people have the right to determine the terminology that is used to refer to their languages. WP14G-17: I move that AVLIC remain the national representative association of interpreters whose working languages are:

• American Sign Language (ASL) and English, AND/OR • langue des signes québécoise (LSQ) and French, OR • ASL and LSQ. REFERRED TO COMMITTEE (MOTION WP14G-33)


Abstract The AVLIC Name Change Committee was struck as a result of motion WP14G-26 at the 2014 AGM in Winnipeg.

MOTION WP14G-26: I move that AVLIC establish an ad hoc committee to proceed with member and community consultation (both Deaf and interpreting communities) to change AVLIC`s name and report back to the membership at the 2015 AGM. The report will include findings of community consultation and recommendations for a new name and the process involved in changing the name of the organization and the associated costs. Following this report, further consultation may be needed in order to vote on the name change at the 2016 AGM. Bjiaya Shrestha (Denise Sedran) CARRIED RATIONALE: Concern has been expressed by members of the Deaf community that the term “visual language interpreter” does not accurately reflect current terminology when referring to the languages used by the Deaf community in Canada. Deaf people have the right to determine the terminology that is used to refer to their languages.

The mandate of the committee was to consult with interpreting and Deaf communities and report back to the membership with the findings of the consultation and recommendations for a new name, the process involved in changing the name and the associated costs. Originally this report was to be presented at the 2015 AGM, however the work of the committee was not complete for the 2015 AGM. This report is the summation of the work of the committee. The committee is recommending an Implementation Plan to change the name of the organization and putting forward motions to be ratified by the membership to put that plan into action. The committee is also submitting an estimated budget of the costs and the human resources required to implement the name change. The committee will survey the membership regarding a preferred name prior to the AGM in the second survey. A Special Topic Session will be held on Friday July 15, 2016 during the conference week. The purpose of these sessions is for members to debate the motions that will be presented at the AGM and for the mover and seconder of the motions to make any necessary edits prior to the motion being brought to the floor for a vote. Consultation Process The consultation process with members included and initial article and a survey, a further article and second survey will be sent out prior to the 2016 AGM. The results of these surveys will be sent to the members directly before the AGM. The consultation will culminate with a Special Topic Session (STS) during the AVLIC AGM. The committee has drafted motions that will be discussed at the STS and then presented at the AGM for a vote by the membership on how to proceed. Association Name Change Budget Attached as and appendix to this report is an estimated budget for changing the name of the Association.

• Association Name Change Budget • These are costs directly related to the name change and would have to be paid if the

Association changed its name.


It is important to distinguish the difference between costs that are additional over the regular cost of conducting the Association’s business and those that would have been incurred anyway in the course of the normal business cycle. Those that need to be done immediately would likely incur an additional cost. Those done as a part of the normal business cycle would be done using funds already allocated to these processes so would not incur an additional cost. The recommended budget is for the 2016/2017 and the 2017/2018 fiscal years. This is because costs would be incurred over those two years as the change is phased in. The costs in the Association name change budget are additional costs to the organization except for some that indicated in the ‘Additional cost’ column of the table. Re-branding Promotional Campaign Budget Attached as and appendix to this report is an estimated budget for changing the name of the Association.

• Rebranding Promotional Campaign Budget • These are costs that would support the promotion of the Association its activities along

with its new name and are not necessary to implement the name change. The costs in the re-branding promotional campaign budget are not considered part of the name change budget because the costs listed there are not required to change the name but rather to promote the Association and its activities. The change of the Association's name provides a unique opportunity to do that. The re-branding promotional campaign is not required to change the name so is presented as a separate initiative with a separate budget. There is also a separate motion regarding this that will be presented at the AGM. The committee is proposing separate motions to proceed with the name change and the re-branding promotional campaign for the members of the Association to consider these activities and budgets separately. Reserving and Registering the Name AVLIC is incorporated with Industry Canada as a not-for-profit corporation and as such has rules and processes that must be followed when setting the name of the Association. As the Association is federally incorporated the corporation’s name can be, but does not have to be, submitted with an English and French version. Currently the Association’s name is only incorporated with an English name. The names presented to members in the survey and the motions will be presented with French and English versions. Including the French translation of the name now would allow the Association to obtain that name in case it wanted to use the French version of the name in future. It would also be more cost effective to include both an English and French version of the name now rather than do submit another Articles of Amendment to add a French translation of the name in future. The name of a not-for-profit corporation has to be approved by Corporations Canada and to get that approval it must meet these requirements:

• The name must be distinctive (this requirement is more flexible for not-for-profit corporations), • The name must not cause confusion with any existing name or trade-mark,


• The name must not include unacceptable terms. (https://www.ic.gc.ca/eic/site/cd-dgc.nsf/eng/cs01191.html#corporations) To determine whether the name meets the criteria of Industry Canada the Association has to submit a NUANS Corporate Name Search report. This report is valid for a period of 90 days and protects the name that is submitted. If the Association does not submit the application to change the name in that time the Association will have to do a new NUANS report to change the name at a later time. The cost of a NUANS report is $21.47. As the committee will be surveying the membership on more than one name the committee will get NUANS reports for each name included in the survey so they will be protected in the case that the members decide to change the name presented in the motion. To ensure that the potential names will be reserved during a period up to and beyond the AGM to allow the membership to vote on the issue and the Association’s Board and staff to submit the application NUANS applications will be submitted by June 1, 2016 which means they will be valid till August 30, 2016. Along with protecting potential new names through the NUANS report the committee has also reserved the corresponding internet domain names that are the acronyms of the potential names with the ‘.ca’ top level domain suffix to ensure the Association can have a consistent online presence. The committee reserved English versions of all the domain names that will be included in the survey. This protects those domains names for a year. This was done at a cost of $15 per domain name. Names that are not chosen can be left to expire and the chosen name would be renewed annually at the cost of $25 as a matter of regular business of the Association. The registration of the existing avlic.ca domain name should be maintained by AVLIC so that links, searches that use that domain name and users that enter avlic.ca in their browsers will be redirected to the website of the Association using the new domain name. Also emails that use @avlic.ca will be forwarded to the new addresses. Another type of online presence where the name of the Association is used is on social media. The committee will develop a strategy for claiming names for services such as Facebook, Twitter and other relevant services for the names that will be presented to the membership. If the membership supports the motion to change the name at the AGM the Association must then submit and amendment to the articles of incorporation to Industry Canada. The fee for filing the amendment of articles with Industry Canada is $200.00. The Association’s Lawyer may need to be involved in this process and some fees for their work would need to be budgeted. Redesigning Logo With a new name the Association would need to develop a new logo and wordmark. The committee is recommending that the Association hold a logo design competition to design these. The competition would be open with Canadian Deaf, Deafened and Hard of Hearing graphic designers urged to submit designs. A prize of $1000 would be offered. The winning design may need to be refined and exported to formats that are compatible with print and online uses. A further $500 is budgeted for that. This would be a way to promote the new name. Updating AVLIC’s Communications The Association uses the AVLIC name in its communications in a number of ways from stationary to reports, position papers, membership and certification cards, to its website. These would have


to be updated to reflect the new name. There would need to be a transition period where these things are changed. Some of these changes would need to happen immediately incurring additional costs, some could be phased in during the normal cycle of business processes thereby not incurring additional costs. One example of an additional cost would be stationary. The Association should start using its new name immediately in its communications and should purchase new stationary even though there may be some stationary left with the old name. An example of a cost that would be incurred as a regular business activity and not be an additional would be reprinting membership cards. Cards with the new name would be reprinted for the next membership year. Existing cards that have the AVLIC name would not be replaced until they expire next year. Updating AVLIC’s website There are two phases of the update of the AVLIC website. First would be to update the existing site to include the new name. This includes changing the name in the pages of the website and adding a page and other site features alerting site visitors to the change. Second would be a larger redesign of the site that could be done in conjunction with a re-branding promotional campaign. This is an activity that an organization should do regularly and as such is not considered an additional cost so is not included in the association name change budget. The estimated cost for this is in the re-branding promotional campaign budget. The name change offers a unique opportunity to promote the Association as part of a re-branding campaign and a redesigned website would enhance that effort. Updating the Recognition of AVLIC and its Programs by Third Parties Much of the concern expressed in the first survey regarding a potential name change was around the efforts done up until now to promote AVLIC and AVLIC members to the Deaf community and to companies, organizations as well as government and educational institutions that hire interpreters. AVLIC, its Affiliate Chapters and individual members and have invested a lot of effort to promote the hiring of AVLIC members, AVLIC COI interpreters and the programs that AVLIC offers. This is a concern that the committee shares and is proposing that this be a major focus of a re-branding promotional campaign to build on that work. AVLIC is not likely aware of all the various organizations and institutions that have adopted policies to only hire AVLIC interpreters or to recognize AVLIC certification as it has been done by various agencies and organizations on an ad hoc basis. This would be an opportunity to collect from members the names of these organizations and institutions that they are aware of who follow this practice or with whom they have advocated implementing this practice. This information should be compiled in a contact list to be used to contact these entities informing them of the change of the Association's name. The collation of this information would be a valuable activity for the Association to undertake and one that should continue on an ongoing basis. Contacting all of the organizations and institutions should then be done as part of the Association name change activity to alert them to the change in the name. Then as part of the re-branding promotional campaign the message to adopt the practices of hiring Association members and recognize the Association’s certification should be promoted to other organizations and institutions that have not adopted these policies. This work could be done in liaison with Affiliate Chapters, members and Deaf organizations to gather names of institutions and organizations to support the Association’s members and Deaf community members in promoting the Association so the Association can provide information. This campaign would be an excellent opportunity to coordinate and enhance


the work that Association members and Deaf community members have done to date. The re-branding promotional campaign would also be an opportunity to promote other AVLIC programs such as the AVLIC Professional Conduct Review Process. Implementation Proposed Time Line June 1, 2016 Reserve Domain names for additional candidate names to be included in second

survey. June 1, 2016 Submit NUANS Corporate Name Search reports for all candidate names to be

included in second survey in English and French. June 10, 2016 Send Second survey to members with options for names. July 15, 2016 Special Topic Session - discuss and finalize amendments needed to motions or

budgets. July 16, 2016 AVLIC AGM put forward motions to the members July 18, 2016 Association staff and Board start process to submit Articles of Amendment

regarding name change to Industry Canada. Aug. 30, 2016 Once Name Changed is accepted Association staff and Board start to send

notification of name change to relevant organizations, businesses and individuals as outlined in implementation plan and budget.

Aug. 30, 2016 NUANS Corporate Name Search Reports expire. Articles of Amendment must be registered by this time.

Sept 15, 2016 Association staff and Board start work on re-branding promotional campaign if approved.

8.14.2 SPECIAL RESOLUTION #16-02 – Association Name Change SPECIAL RESOLUTION MOTION: I move that AVLIC change the legal name of the Association to ‘Canadian Association of Professional Sign Language Interpreters / Association canadienne des interprètes professionnels en langue des signes’ (CAPSLI -ACIPLS), with the name being changed with Innovation, Science and Economic Development Canada by September 30, 2016. MOVER: Martin Koob SECONDER: Marty Taylor RATIONALE: To change the name of the Association, members need to approve a special resolution to make that change. The name that received the most support from members in the second survey was — Canadian Association of Professional Sign Language Interpreters / Association canadienne des interprètes professionnels en langue des signes (CAPSLI - ACIPLS). As the Association is federally incorporated it can register a bilingual name to protect a French version of the name for the Association, so a French translation of the name is included. This is especially important if the Association plans to seek funds from the federal government. NUANS reports have been obtained for the English and French names and will expire on October 4, 2016 so the name change has to happen before that. This committee was formed at the 2014 AGM.

WP14G-26: I move that AVLIC establish an ad hoc committee to proceed with member and community consultation (both Deaf and interpreting communities) to change AVLIC`s name and report back to the membership at the 2015 AGM. The report will include findings of


community consultation and recommendations for a new name and the process involved in changing the name of the organization and the associated costs. Following this report, further consultation may be needed in order to vote on the name change at the 2016 AGM. Bjiaya Shrestha (Denise Sedran) CARRIED RATIONALE: Concern has been expressed by members of the Deaf community that the term ``visual language interpreter`` does not accurately reflect current terminology when referring to the languages used by the Deaf community in Canada. Deaf people have the right to determine the terminology that is used to refer to their languages. WP14G-17: I move that AVLIC remain the national representative association of interpreters whose working languages are:

• American Sign Language (ASL) and English, AND/OR • langue des signes québécoise (LSQ) and French, OR • ASL and LSQ. REFERRED TO COMMITTEE (MOTION WP14G-33)

For more information, see the document, Association Name Change Implementation Report.

8.14.3 Budget for Association’s Name Change MOTION: I move that AVLIC include in the budgets for fiscal years 2016-2017 and 2017-2018 sufficient funds to undertake all of the activities necessary to change the legal name of the Association including, but not limited to, those outlined in that Association Name Change projected budget. MOVER: Martin Koob SECONDER: Marty Taylor RATIONALE: In order for members to be aware of the financial implications of changing the Association’s name, a projected budget for the costs associated with changing the name is included in the Association Name Change Implementation Report. The projected costs directly related to changing the Association’s name were projected to be $2,920 in fiscal year 2016-2017 and $2,415 in fiscal year 2017-2018. In addition, there are activities that are related to the name change that have associated costs. These are costs that would have to be paid even if the name is not changed. These are projected to be $1,140 in FY 2016-2017 and $2,465 in FY 2017-2018. See the Association Name Change Implementation Report and budget for details. The board would need to include funds for the activities listed in the respective budgets in order to implement the name change. The projected budgets are intended as a starting point that the Board will refine based on further investigation.

8.14.4 Association’s Re-branding Promotional Campaign MOTION: I move that AVLIC budget $15,000 for FY 2016-2017 to FY 2017-2018 to undertake a re-branding promotional campaign including but not limited to those outlined in the Re-branding Promotional Campaign projected budget. MOVER: Martin Koob SECONDER: Marty Taylor


RATIONALE: Changing the Association’s name presents an opportunity to promote the Association and its services as part of a re-branding promotional campaign. Conducting such a campaign is not required as part of the changing of the Association’s name but is presented as an opportunity to leverage the name change to achieve greater recognition for the Association and its services. The re-branding promotional campaign budget includes $2,500 to for a direct mail and email campaign, $5,000 for a redesign of the AVLIC website and $7,500 for promotional video and PR campaign for a total of $15,000. See the Association Name Change Implementation Report and budget for details.

To recoup these costs a one time surcharge would be levied on top of the regular Active membership dues payable for the 2017-2018 fiscal year. The actual amount of the increase will depend on the number of Active members the Association has in the 2017-2017 fiscal year as the $15,000 will be divided equally amount the Association's Active Members.

8.14.5 Disband AVLIC Name Change Ad Hoc Committee MOTION: I move to disband the AVLIC Name Change Committee contained in their Association Name Change Implementation Report. MOVER: Martin Koob SECONDER: Marty Taylor RATIONALE: The committee would be disbanded as the work of the committee is completed.

8.14.6 AVLIC Working and Representative Languages Ad Hoc Committee MOTION: I move to that AVLIC establish an Association Working and Representative Languages Ad Hoc Committee to review the policy regarding the languages of business and operation of AVLIC as set out in motion HX02G-28 and the issue of the representative languages of the Association as referred to the name change committee in motion WP14G-17. The committee would investigate the costs and benefits of including LSQ and French, in addition to ASL and English, as working and representative languages of the Association. It would also investigate sources of funding for the costs. The committee will report back to the 2017 AGM of the Association. MOVER: Nigel Howard SECONDER: Martin Koob RATIONALE: In past AGMs, motions have been passed regarding the representative languages and the working languages of the Association. While the Association represents interpreters who work in the languages of English, ASL, French and LSQ, the Association does not offer services to members in all four languages. The work of the ad hoc committee would be to review the policy implemented as a result of these motions and then make recommendations as to the working and representative languages of the Association. The following motions are relevant to this issue:

OT96G-25: That AVLIC remain the national representative of interpreters whose working languages include a signed language and a spoken language (e.g., English, American Sign Language, French, Quebec Sign Language) as well as deaf interpreters and oral communication facilitators/oral interpreters.


Martin Koob (Kelly MacKenzie). CARRIED VA01B- 03: I move that the current AVLIC members whose preferred language of communication is French but whose dual membership is not through AQIFLV, be give the option to: a) remain active dual members with the understanding that the language of communication of AVLIC is English and AVLIC does not represent interpreters whose working languages are French and LSQ, or b) receive a full active dual membership refund thus terminating their AVLIC active dual membership. Kelly MacKenzie MacKenzie (Irene Nizzero) CARRIED HX02G-28: I move that the languages of business and operation for AVLIC be English and ASL. Kelly Mackenzie (Sue Stegenga) CARRIED

9. CONFIRMATION OF ACTS MOTION: I, as president, move that all Acts, contracts, bylaws, proceedings, appointments, elections and payments enacted, made done or taken by the Directors and Officers of the Association of Visual Language Interpreters of Canada (AVLIC) for the 2015-2016 term and the same as set out or referred to in the minutes of the Board of Directors or in the Financial Statements submitted to this meeting be hereby approved and affirmed. MOVER: Jocelyn Mark SECONDER: Ashley Campbell


AVLIC ANNUAL GENERAL MEETING 2016 INFORMATION Introduction AVLIC is required to hold an AGM each year. During this time, the Board of Directors is responsible to report to the membership on the activities of the past year. AVLIC operates a democratic policy-setting process. The AGM is the opportunity for members to discuss proposed resolutions for change (motions) with other members in order to provide direction to the Board of Directors. Motions that are passed become policy and will direct the future work of the Association. During the conference years, the AGM is also where the Board of Directors for the upcoming 2-year term is elected by the membership. Members’ Rights and Responsibilities All Active members have a right and a responsibility to participate in the governance of AVLIC. The essential responsibility of the membership is to support AVLIC in fulfilling its mandate. The balance of rights and responsibilities are intertwined and are integral to the success of the Association. For example, as a member, you have a right to vote on motions that will guide the continuance of the vision of AVLIC, as well as having the responsibility to fully understand what is being proposed. Therefore, each member is responsible for adequately preparing for meetings by reading materials provided, asking for clarification in advance and conducting additional research, if required. This allows members to fully understand the issue/s being discussed in order to make an informed decision when voting. Another vital responsibility of membership includes attending member meetings on-time and properly informed. Or, if unable to attend member meetings, to ensure proxy* votes are appropriately represented by giving the proxy to another member you trust will represent your voting preferences. As members in AVLIC, you have the right to expect all other members to fulfill their responsibility to the organization. Meeting Day As formal Association business, the AGM follows Roberts Rules of Order. The meeting is run by the AGM chair (usually the president) and assisted by a parliamentary advisor and the recording secretary. Voting members sign in to receive their voting cards and register any proxy cards they may be charged with. If a voting delegate leaves the room at any time during the meeting, they are asked to give their voting cards to a proxy that remains in the room in order to maintain quorum**. Once called to order, the meeting will proceed in accordance with the agenda as accepted or amended by the voting members present. Observers Observers may register to attend the AGM. Observers may be stakeholders or vested parties of AVLIC who are not members. Observers are not allowed to obtain the floor for any issue, unless


that observer is recognized by the chair and only under the circumstances that they have specific expertise or knowledge that may be helpful in clarifying a point of discussion during a debate. Non-member observers are asked to leave the room at any time the meeting goes in-camera (discussion for members only and results are not documented). Motions Most motions are moved by a member, and then seconded by another member, read by the chair and, if applicable, debated upon. The member who made the motion has the first right to speak to the motion, as long as s/he obtains the floor properly. This member cannot speak against the motion but does not have to speak for the motion and may vote against it. The member who seconded the motion may speak against the motion. No person may speak more than twice to the motion, and the second turn can only be taken after everyone who wishes to speak the first time has spoken. Members always refer to the other members and officers in the third person. Debate must be confined to the merits of the motion. Amendments can be made to the motion, one at a time. A motion will be put forth at the AVLIC AGM 2016 to limit debate to 2 minutes per speaker on each topic, to a maximum of 15 minutes per topic. All comments and proposed amendments to said topic will be discussed within the 15 minutes. Although this time limit will be the default, members are able to put forth a motion to suspend the accepted limitation of debate. If this motion to suspend is successful then discussions may continue on the topic. Any member may call for a vote by “calling the question”, although members must be recognized by the chair first and are not permitted to interrupt to call the question. If the motion to close debate is accepted by 2/3 of the membership, voting on the current motion shall follow. To accommodate all proposed business, the chair may request permission of the membership to reduce the number of minutes of speaking time. Voting is conducted by the raising of cards once the “question” on a motion is called. The chair will call for “all in favour”, “all opposed”, and declare the results of the vote. If a vote appears close, the vote will be re-conducted and counted again. Motions are passed either by majority*** or 2/3 of the votes. Members have the right to make a motion to take a vote by ballot during a controversial issue. Mini-Glossary *Proxy – the power given by a member to another member to cast a vote on their behalf due to absence. **Quorum – the minimum number of votes necessary to conduct the business (Class A members, Class C members and proxy votes). As per the current bylaws, quorum for the AVLIC AGM is 25% of the votes eligible to be cast at the meeting. ***Majority – 50% +1 of the votes eligible to be cast at the meeting (votes and proxies present) constitutes majority.


Annual General Meeting Saturday, July 16, 2016 Registration: 8:30 a.m. AT Business Meeting: 9:00 a.m. – 5:00 p.m. AT Location: Fredericton Convention Centre, Fredericton, NB Proxy Form Option 1: Available online by visiting: www.avlic.ca >> signing into your members only profile >> hovering over the members only tab and from the drop down menu choosing Annual General Meeting >> clicking on the link, entitled:

Complete all fields on the online form (including Meeting Notes and Meeting Date). After completing the online proxy form, click on the SUBMIT button at the bottom of the page. A confirmation e-mail will be sent to you and your proxy holder after it is processed by the AVLIC office. There is no need for you to print, mail or fax the online form. Online proxy forms must be submitted by 6:00pm PT on Thursday, July 7, 2016. As per AVLIC bylaws, no online proxy forms submitted after 6:00pm PT will be recognized. Option 2: Printed proxy forms can be mailed to the AVLIC office but must be received no later than Thursday, July 7, 2016. Forms can be sent to: AVLIC Suite 562 125A – 1030 Denman Street Vancouver, BC, Canada V6G 2M6 Option 3: A printed copy of this proxy form can be presented on July 16, 2016 at the AVLIC Annual General Meeting registration desk by the person carrying your vote. Member’s Name Address

Telephone I hereby authorize ___________________________________________ to carry my vote July 16, 2016. Signature Date


Notes to proxy holder:

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