VAD AGM – Did you know?

VAD members have voting rights at the Annual General Meeting, held this year on June 21, 2025, virtually. A full member (iVAD) or an organizational supporting member (a designated representative for voting purposes) is entitled to hold office as well as to enjoy full speaking rights at members’ meetings.

The purpose of the Annual General Meeting (AGM) is to elect Directors of the Society in accordance with the VAD bylaws, to review the financial statements of the Society, prepared by the auditor, and to transact such other matters as may properly come before the members. This year the acting Board of Directors would like to review and vote on the strategic plan and the changes to the bylaws.

The meeting will be held virtually via Zoom, and you must register to attend as well as be a VAD member in good standing. If you are not a member of VAD but would like to participate in the AGM this year, please fill out a membership form (https://vadsociety.ca/?contact=appointment) and become a VAD member with all the rights of membership.

The Board of Directors is a governing body of VAD. Those who serve on the board are elected by shareholders (aka the individuals and entities that have investment in the organization – VAD Members) to help to oversee its strategy and make decisions. The members of the board are tasked with giving the Society leaders advice and represent the shareholders’ best interests. Their job is to be of service in a way that’s consistent with the goals and values of the organization.

1. Safeguard the interests of the shareholders.
Board members are responsible for protecting the interests of the stakeholders. All board members ensure that organizations have good governance. This looks like treating employees and volunteers fairly and spending the money it raises in ways that are consistent with its mission and bylaws.

2. Ensure that leadership is right for the job.
Board members are responsible for the functionality of the senior leadership team of VAD. The board also ensures that the organization has a succession plan to replace them (even on an interim basis) if necessary.

3. Show commitment.
The commitment to serving on a board means showing up for meetings, as attendance is taken. The VAD board meets monthly; in between these larger meetings, it’s common for smaller committees with more specific responsibilities — like reviewing the company’s governance, compensation structure, and so on — to meet throughout the year and report to the full board at the monthly meetings. Materials for board meetings are provided ahead of time, and board members are expected to have read all the information in advance and be ready to engage in discussions. These discussions occur between fellow board members and VAD’s leadership team. There are opportunities for board members to ask questions and share their advice and perspectives. The more informed a board member is, the more robust and meaningful the discussion becomes. The board is responsible for the highest level of decision-making and legal authority in an organization. Governing boards have responsibility for:
Purpose, by establishing and implementing the organization’s mission and vision.
Continuity, by providing continuity for managing and implementing the organization’s affairs;
Progress, by setting the rate of progress that the organization takes in reaching its mission and vision.
Identity, by securing community support and appreciation for the organization’s objects, beliefs, vision, mission, and long-term direction.

VAD’s quorum for the AGM is a minimum of 8 members, either virtually or by proxy. After the quorum is established, the AGM will proceed using Roberts Rules of Order to keep the meeting on track.

Every voting member may authorize another person to act for such voting member by proxy. Every proxy shall be in writing and shall be signed by the voting member or their attorney. Proxy forms are available in this newsletter or by contacting the office – 780-488-9088.

The Directors of the Society shall be compromised of those individuals who are members of the Society in good standing and elected as Directors by the voting members at the AGM. In accordance with VAD’s bylaws, all nominations for directors must be given in writing to a director, designated by the Board of Directors. If you are interested in being part of VAD’s Board of Directors, contact the Executive Director to discuss the process of putting your name forward to become a board member.

Directors of the Board have terms of two years with a maximum of 3 consecutive terms on the Board. Any vacancy on the board that has occurred during the year, shall be filled at the AGM with proper notice of such a meeting.