43 rd ANNUAL GENERAL MEETING

Transcription

1 NATIONAL ASSOCIATION OF FRIENDSHIP CENTRES 43 rd ANNUAL GENERAL MEETING July 8-11, 2014 Sheraton Wall Centre Vancouver, BC TO: FROM: All Friendship Centres Provincial/Territorial Associations NAFC Board of Directors NAFC Senators & Life-time members Aboriginal Youth Council Mel Maracle, Office Manager, NAFC National Office DATE: April 8, 2014 SUBJECT: NAFC 43 rd Annual General Meeting (AGM) 25 th Annual Youth Forum The NAFC s 43 rd AGM will be held at the Sheraton Vancouver Wall Centre Hotel in Vancouver, BC from Tuesday, July 8, through to Friday, July 11, The Vancouver Aboriginal Friendship Centre Society (VAFCS), located at 1607 East Hastings Street in Vancouver, BC will be our host for the 43 rd AGM. The current President of the VAFCS is John Webster and Susan Tatoosh is the Executive Director. The VAFCS will be celebrating their 51 st anniversary in Since 1963, the Vancouver Aboriginal Friendship Centre Society (VAFCS) has been meeting the needs of Aboriginal people making a transition to the urban Vancouver community. The Friendship Centre, a charitable organization, provides programs in health, welfare, social services, human rights, culture, education, recreation, and equality for all genders of Aboriginal people of all age groups. The Friendship Centre emphasizes the philosophies and values of varied Aboriginal cultures and traditions. With over 50 years of providing essential services to the urban aboriginal community, the VAFCS has helped families, youth, adults, Elders and children maintain their Aboriginal cultural ties and values. The VAFCS has helped Aboriginal people access education, housing needs, support for families and strives to provide holistic and cultural services to all of its community members. NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 1

2 In 1970, the Vancouver Indian Centre Society had outgrown its location on West Broadway and moved to 1855 Vine St. Until 1979 the building at 1855 Vine Street served the needs of the Aboriginal peoples of the City of Vancouver and those from other parts of Canada. Through a demographic survey of the City of Vancouver, it was determined that the main concentration of Aboriginal peoples was between Cambie and Nanaimo Streets from 41st Avenue north to the waterfront, in total a population of forty to forty-five thousand. Armed with this information, the Directors implemented a relocation plan and subsequently acquired the new location at 1607 East Hastings Street. The Vancouver Aboriginal Friendship Centre Society is dedicated to the following mission statement: To provide programs and services that will contribute to the cultural, educational, social, economic, and recreational development of aboriginal people; and to support the objective of aboriginal self determination. The 25 th Annual Youth Forum will be held from July 5-8, 2014 at the Sheraton Vancouver Wall Centre Hotel in Vancouver, BC. Further information on this year s national Youth Forum will be distributed shortly to the membership. Enclosed with this memo you will find a copy of the Proposed Draft Agenda, Registration Form/Letter of Credentials and Proxy Form The following information should provide your Friendship Centre and Provincial/Territorial Association with an overview of logistics for the NAFC s 43 rd AGM. NAFC 43 rd AGM: July 8-11, 2014 LOCATION: Sheraton Vancouver Wall Centre Hotel 1088 Burrard Street Vancouver, BC V6Z 2R9 Telephone: (604) Fax: (604) ARRIVAL DATE: Monday, July 7, 2014 or Tuesday, July 8, 2014 (before 5 pm) DEPARTURE DATE: Friday, July 11, 2014 or Saturday, July 12, 2014 NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 2

3 AGM REGISTRATION: Tuesday, July 8, :00 a.m. - 7:00 p.m. Sheraton Vancouver Wall Centre 25 th ANNUAL YOUTH FORUM: July 5-7, 2014 Wednesday, July 9, :00 a.m. - 12:00 p.m. Sheraton Vancouver Wall Centre LOCATION: Sheraton Vancouver Wall Centre Hotel 1088 Burrard Street Vancouver, BC V6Z 2R9 Telephone: (604) Fax: (604) NAFC BOARD OF DIRECTORS Tuesday, July 8, 2014 MEETING: NAFC SENATE MEETING: Tuesday, July 8, 2014 AGM PREPATORY SESSIONS: Tuesday, July 8, :00 a.m. 5:00 p.m. These sessions are an opportunity to review current developments, receive technical updates and discuss options to advance solutions in advance of the AGM. The sessions will be held at the Sheraton Vancouver Wall Centre and are open for all delegates and observers to attend. AGM PREPATORY SESSIONS: NAFC Organizational Review 10:00 a.m. 12:00 p.m. Urban Aboriginal Strategy 1:00 p.m. - 3:00 p.m. NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 3

4 First Time Attendees 3:00 p.m. 5:00 p.m. VANCOUVER ABORIGINAL FRIENDSHIP CENTRE SOCIETY: Susan Tatoosh, Executive Director Vancouver Aboriginal Friendship Centre Society 1607 East Hastings Street Vancouver, BC V5L 1S7 Telephone: (604) Fax: (604) executivedirector@vafcs.org NAFC: Mel Maracle, Office Manager NAFC 275 MacLaren Street Ottawa, Ontario K2P 0L9 Tel: (613) , ext. 311 Toll Free: (877) , ext. 311 Mobile: (613) Fax: (613) melmaracle@nafc.ca YOUTH FORUM Brian Jackson, Program Manager NAFC: Tel: (613) , ext. 326 Toll Free: (877) , ext. 326 Fax: (613) bjackson@nafc.ca YOUTH FORUM /AGM VENUE ACCOMMODATIONS: The NAFC s 43 rd Annual General Meeting and 25 th Annual Youth Forum host hotel will be the Sheraton Vancouver Wall Centre located at 1088 Burrard Street in downtown Vancouver, BC. The Sheraton Vancouver Wall Centre is the perfect location for business or pleasure. Hotel accommodations feature floor to ceiling and wall to wall windows offering stunning panoramic views of the city, North Shore Mountains and English Bay. Each of the 733 guestrooms and suites offers a Sheraton Sweet Sleeper Bed. NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 4

5 The Sheraton Vancouver Wall Centre Hotel is pleased to offer free Wireless Internet in all guestrooms & suites for all guests of the hotel along with 32 inch flat screen TV's, in-room movies, personal voic and multi-line telephones. Guest Room Amenities: Air-Conditioned Rooms Telephones Cable Channels In-Room Movies In-Room Safes Hairdryers Alarm Clocks Radios Irons/Ironing Boards Housekeeping Service Balconies available 100% Smoke-Free Cribs Available Handicap Accessible Rooms Refrigerators Available Rollaway Beds Available The hotel is located close to all of the top things to do while visiting Vancouver, from the boutiques of trendy Robson Street and Yaletown to outdoor markets, clubs, art galleries, theatres, and a wide variety of local and international dining choices. The Sheraton Vancouver Wall Centre is pleased to confirm the following run of the house guest room rate of $179.00, plus applicable taxes, currently 5% GST (Goods and Services Tax), 10% hotel tax and 1.5% DMF (Destination Management Fee). Taxes and fees are subject to change without notice. The guest room rates established for the NAFC s 43 rd AGM and 25 th Annual Youth Forum will be offered 3 days prior and 3 days after the meeting dates, subject to availability of guest rooms at the time of the reservation. The cut-off date for reserving guestrooms in the NAFC s room block is 5:00 p.m. local time on June 16, After the cut-off date, it is at the hotel s discretion whether to accept additional reservations, which will be subject to prevailing rates and availability. For guest room reservations, delegates attending the Youth Forum and/or NAFC AGM can contact the Sheraton Vancouver Wall Centre directly at: NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 5

6 Hotel Direct: (604) Toll Free (Hotel): Toll Free (Central Reservations): A personalized website for the National Association of Friendship Centres (NAFC) 43rd AGM Room occurring (July 7, July 11, 2014) has been created for the Friendship Centre Movement. Guests can access the site to learn more about the event and to book, modify, or cancel a reservation from November 7, 2013 to July 14, Below you will find the appropriate link(s) for your participants to access the site: Attendee: National Association of Friendship Centres (NAFC) 43rd AGM Room (OR copy and paste the following link into a web browser) For all hotel reservations please indicate that you are with the NAFC. NAFC delegates are encouraged to make hotel reservations by noted cut-off dates (June 16, 2014) to ensure accommodations are available. All expenses with respect to attending the NAFC AGM or Youth Forum, including guestroom arrangements will be the responsibility of the guest/friendship Centre/PTA to cover and clear upon departure. Friendship Centres, PTAs and/or individuals should guarantee all room reservations for late arrival with a major credit card or advanced deposit. You are encouraged to reserve your guest rooms as quickly as you possibly can. Each attendee, Friendship Centre and/or PTA, for both the AGM and Youth Forum, will be responsible for payment of room, applicable tax and any incidental charges. Payment will be accepted in the form of a major credit card, cash or debit card. TRAVEL INFORMATION: All other travel arrangements (air, bus, train, car rentals, taxi, ferries, etc.) that may be required to attend the 43 rd AGM and 25 th Annual Youth Forum in Vancouver, BC are the responsibility of the Friendship Centre and/or PTA. NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 6

7 Travelling to Vancouver is best by land, sea or air. Check out this quick list of various transportation options to help you plan your trip to the 25 th Annual Youth Forum and NAFC 43 rd AGM: AIR SERVICE Vancouver Airport (YVR) The Vancouver Airport is about a 25 minute drive from downtown Vancouver. Phone: Website: Air Canada Phone: Website: The Air Canada promotion code for the NAFC s 43 rd AGM and 25 th Annual Youth Forum is: PEKM6YZ1 The booking is to be made to the following city: Vancouver, YVR (BC) The travel period begins Saturday, June 28, 2014 and ends Friday, July 18, 2014 No discount will apply to Tango and Executive Class lowest bookings for travel within Canada or between Canada and the U.S. WestJet Phone WestJet Groups Department at The WestJet discount code for the NAFC s 43 rd AGM and 25 th Annual Youth Forum is: CC8281 WestJet will offer a 10 per cent discount off their best available Flex fare at the time of the booking, excluding Economy and Plus Fares (i.e. seat sales and web fares). The discount is valid for Westjet flights into and out of Vancouver, BC (YVR) To book reservations using this discount code CC8281, please contact the WestJet Groups Department at Please be advised that the discount code is not available for use on WestJet.com at this time. WestJet Groups agents are available to assist delegates and attendees from 7:00 am to 5:30 pm (MST), Monday to Friday; Please quote discount code CC8281 at the time of booking; NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 7

8 The discounted rates are available for travel up to seven days prior to and seven days after our event. For travel outside of these dates, WestJet will offer the best available fare at the time of booking; Meeting/convention discount codes are not applicable to group travel, but if Friendship Centres and or PTA s are travelling as a part of a group of 10 or more on the same flight, WestJet agents would be happy to provide group fare information. Please contact WestJet at with any questions you may have and we hope that you choose WestJet to provide your travel to Vancouver. For a list of airlines flying into Vancouver please follow this link: SEA & LAND Greyhound Bus Lines Phone: Website: BC Ferries Website: Car Rental outlets are conveniently located at the Vancouver Airport. For those who would prefer, there are plenty of shuttles and taxi services available. RENTAL CARS Budget Rent-a-Car: National Rentals: RENTAL CARS (continued) Alamo Rent-a-Car: Avis YVR Rent-a-car: NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 8

9 Hertz: Enterprise: SHUTTLE SERVICE Vancouver Shuttle & Charter Phone: OR Website: TAXIS & CAR SERVICE Vancouver Taxi: PARKING City of Vancouver EasyPark ImperialParking (Search & Map View) DPS Parking There is self and valet parking facilities available at the Sheraton Vancouver Wall Centre at a rate of $30-33 per day. EXPENSES: Friendship Centres and PTAs are fully responsible for all of their delegates, youth and observer expenses for and during the Youth Forum and AGM (i.e. meals, hotel, transportation, including Airfare, taxis, shuttle and incidental costs (i.e. deposit for use of telephone in hotel room, etc.). The NAFC will reimburse each Friendship Centre and PTA for one youth delegate s travel only to NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 9

10 attend the AGM. The youth delegate must be a registered voting delegate at the AGM and be in attendance at the AGM. Expense claims for the travel reimbursement will be available in the AGM kits and need to be submitted within four (4) months following the AGM (November 11, 2014). YOUTH: Friendship Centres and PTAs are entitled and encouraged to send youth, between the ages of years of age, to attend the 25 th Annual National Youth Forum. However, only two youth from each Friendship Centre and PTA can have voting privileges. A voting youth delegate for the NAFC s 43 rd AGM must be between years of age to be eligible to vote and must be in attendance at the AGM. The youth will meet prior to the AGM at their 25 th Annual Youth Forum on July 5-7, 2014 at the Sheraton Vancouver Wall Centre. The same applies as with your AGM voting delegates - guest room accommodations and all expenses must be provided by the Friendship Centre and/or PTA. 25 th ANNUAL YOUTH FORUM: Every year the NAFC, in conjunction with the Aboriginal Youth Council (AYC), hosts an annual Youth Forum for the Youth members of the Friendship Centre Movement. With input and feedback from the Youth membership, the AYC chooses workshops for the Forum, while the host Friendship Centre typically selects a theme. Social and fundraising activities are organized among the host Centre, AYC and National Office. The 25 th Annual Youth Forum will be held July 5-7, 2014 at the Sheraton Vancouver Wall Centre in Vancouver, BC. A personalized website for the NAFC 25 th Annual Youth Forum Group room block, occurring July 4, July 7, 2014, has been created for the Friendship Centre Movement. Guests can access the site to learn more about the event and to book, modify, or cancel a reservation from November 7, 2013 to July 8, Below you will find the appropriate link(s) for your participants to access the site: Attendee: NAFC 25th Annual Youth Forum Group room block NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 10

11 (OR copy and paste the following link into a web browser) The Friendship Centre Youth Movement continues to grow rapidly and its strength can be attributed to the participation of Youth within local Friendship Centres and their respective regions. In 2014, the National Annual Youth Forum will be celebrating their 25 th anniversary as a Youth Forum and Movement. The Aboriginal Youth Council (AYC) utilizes the Youth Forum to discuss ideas at a national level and hold their elections. The Youth Forum is an opportunity for the Friendship Centre Movement (FCM) youth to connect with each other and build solid relationships that may not have be possible via telephone or . The FCM youth and the AYC get to experience their own form of an Annual General Assembly and can feel like their voice is heard. The Annual Youth Forum provides the opportunity for the Youth to be involved and give direction to the initiatives of the Aboriginal Youth Council (AYC). In addition, the Annual Youth Forum: Provides a national Youth voice to the NAFC; Generates ideas for Youth programs; Creates unity; Promotes and facilitates communication and information sharing; Fosters education and leadership training; Provides Youth with skills and knowledge to increase their employability; Provides a place for decision making that affects Youth; Promotes Volunteerism; Identifies current Youth issues on a community level and nationally; Promotes social conscience and responsibility on a number of relevant issues; and, Assists local Youth in finding a place within the Friendship Centre Movement, including both cultural identity and general identity as a young person The following positions are up for election this year at the Youth Forum: AYC President (2 year term) AYC Secretary (2 year term) All youth delegates running for AYC Executive positions must have the following three (3) items: 1) A letter of support from their local Friendship Centre and/or PTA, supporting their nomination to run for an AYC Executive position(s); NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 11

12 2) A letter of intent to run for position(s), and; 3) Their Letter of Credentials. There will be a nominal registration fee of $40.00 per participant for the Youth Forum. The registration fees will be utilized to offset the costs involved for the Youth Forum to take place. The Annual Volleyball Tournament will be held on Sunday, July 6, Location and further details will be provided once the volleyball tournament has been confirmed and finalized. Chaperones are not available through the Aboriginal Youth Council (AYC), the NAFC, the Youth Forum or the Vancouver Aboriginal Friendship Centre Society. An adult should accompany all delegates under the age of 18 years during the Youth Forum and evening social activities. This chaperone can be a delegate who is 18 years of age or older from your Friendship Centre or another Friendship Centre within your region. The Aboriginal Youth Council is also requesting the Friendship Centre Movement to donate to the Youth Forum. Items such as promotional articles to be distributed as prizes and giveaways, a monetary contribution or items for the Annual Silent Auction would be greatly appreciated to help make the annual event a success. An information package regarding the 25 th Annual National Youth Forum will be distributed once more details are confirmed and will be posted on the NAFC website. For information on the 2014 Annual Youth Forum and activities, please contact, Brian Jackson at the NAFC national office (613) , extension 326 or toll free at or bjackson@nafc.ca TRANSLATION: Simultaneous translation in French and English is provided in the AGM assembly room and during the Annual Youth Forum (if required). For this reason, delegates are requested to present identification in order to pick up a receiver for use during these meetings. Receivers must be returned to the technician at the end of the meetings. There is a charge for any lost or receivers not returned to the technician s booth. TAPING OF PROCEEDINGS: Proceedings will be taped. The taped record of the AGM proceedings will be held by the NAFC national office as official record for a period of three (3) years. ELDERS: NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 12

13 Elders will be invited by the Vancouver Aboriginal Friendship Centre Society to be a part of the Youth Forum and AGM. Again, Friendship Centres and PTAs are welcome to bring Elders and/or traditional people as they see fit. Please note that the costs to bring Elders to the AGM are at the expense of your Friendship Centre and or PTA. NAFC BUSINESS OFFICE: There will be an NAFC Business Office on site at the Sheraton Vancouver Wall Centre where delegates, attendees, and observers can direct all questions. The office is there to assist delegates, attendees, and observers during the AGM and National Youth Forum. CAUCUS/BREAKOUT ROOMS: There will be caucus/breakout rooms available at the Sheraton Vancouver Wall Centre throughout the Youth Forum and AGM. MEMBERSHIP FEES: All Friendship Centres and Provincial/Territorial Associations are reminded, if you have not already done so, to forward your membership fee of three hundred dollars ($300) to the NAFC National Office. As has been the past practice, invoices will be sent out from the national office for the annual membership fee. As per the NAFC Constitution and By-Laws, membership fees ($300) are due and payable not later than the 31 st day of May in each year, and if the said fees are not paid by that date, the member in default shall automatically be expelled from the Association until such time as the arrears are paid to date. If membership fees are not paid in full, your voting delegates are not eligible to vote during the Annual General Meeting. REGISTRATION: Pre-registration for delegates, youth delegates and observers is strongly recommended and encouraged for participants attending the NAFC AGM. For those delegates not able to preregister, registration will take place on Tuesday, July 8, 2014 from 9:00 a.m. - 7:00 p.m. at the Sheraton Vancouver Wall Centre. All Friendship Centres and PTAs are requested to complete the registration form included with this memorandum. Please complete, fax and/or mail back to the NAFC national office once your delegates have been confirmed on or before June 20, NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 13

14 Registration will be closed on Wednesday, July 9, 2014 at 12:00 p.m. (noon). At that time, all voting delegates must be registered and have submitted their registration form and/or proxy form for eligibility to vote or carry a proxy vote. All Friendship Centres and PTAs are requested to forward the attached Registration Form to the NAFC national office along with your cheque for membership fees ($300). PROXY FORM: Please be advised that according to the NAFC Constitution and By-Laws, delegates exercising proxy votes shall be entitled to hold no more than four (4) proxy votes at one time. A delegate who is not able to attend a meeting or a delegate who must leave a meeting early may assign his or her vote to any other delegate in attendance at the AGM. Such assignment must be made in writing and must be deposited with the Secretary of the Association, or the Credentials Committee, if any, at the time the delegate who wishes to exercise the proxy registers and the assignment must set out when the proxy takes effect. This means that only registered delegates can be assigned to hold a proxy. Observers cannot be assigned a proxy vote. Only youth delegates may be assigned youth proxy votes. Regular voting delegates may not be assigned youth proxy votes. However, youth delegates may proxy both delegate and youth proxy votes. Proxies must be submitted before required deadline or at registration. A Proxy Form Letter is provided with this memorandum. AGM KITS: The AGM materials will be prepared at the NAFC national office and will be posted on the NAFC website at for the membership to view or download during the week of June 16-20, Please ensure the AGM kits are printed from our website and your delegates/observers bring an AGM kit with them to Vancouver, BC. NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 14

15 Please ensure your youth delegates to the NAFC AGM are provided with a copy of the AGM kit. There will be limited AGM kits distributed during registration or at the AGM. PROPOSED PREPARATORY INFORMATION SESSIONS: As stated earlier in the memorandum, the NAFC is proposing to offer three AGM preparatory sessions on the NAFC Organizational Review, the Urban Aboriginal Strategy: Urban Partnerships and Community Capacity Support and First Time Attendees. The annual First Time Attendees preparatory information session is held annually to provide a brief overview to first time delegates/observers and attendees about the NAFC, the Friendship Centre Movement and what they can expect during the Annual General Meeting. If any Friendship Centre or PTA is interested in holding an information session/workshop that would be beneficial to participants attending our AGM, please contact Jeff Cyr, Executive Director at the NAFC national office at jcyr@nafc.ca or , extension 318. AGM AT A GLANCE: The first draft of the AGM Proposed Agenda is also included with this AGM information package for your review. Please note that it is subject to change. OTHER: Guest speakers and dignitaries will be invited by the NAFC and the Vancouver Aboriginal Friendship Centre Society (VAFCS) to speak and welcome delegates to Vancouver, BC on Tuesday, July 8, 2014 during Opening Ceremonies or at some other time on the agenda. CONCLUSION: Please feel free to contact Mel Maracle at the NAFC national office at melmaracle@nafc.ca or , ext. 311 or Susan Tatoosh at the Vancouver Aboriginal Friendship Centre Society should you require additional information or clarification. It would be greatly appreciated if your Centre and/or PTA could send in the membership fee and registration/proxy form to the NAFC national office before the deadline of June 20, Registration/Letter of Credentials and proxy forms will be accepted during registration on Tuesday, July or Wednesday, July 9, However, it will make registration more efficient for everyone if you take care of all the registration requirements ahead of time for your delegates, including the Youth delegates. NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 15

16 Please ensure your delegate(s) arrive in Vancouver, BC with their AGM kit, their hotel, meals and other expenses in order. Information about the AGM resolution process will be sent out separately from the NAFC national office. If you require additional information on submitting an AGM resolution, please contact Conrad Saulis, Policy Director at or , extension 323. This is your Annual General Meeting and we welcome any further suggestions or comments to ensure your AGM is a successful and productive meeting. Again, if you have any questions or require additional information, please do not hesitate to contact Mel Maracle, Office Manager at the NAFC national office or Susan Tatoosh at the Vancouver Aboriginal Friendship Centre Society. The BC Association of Aboriginal Friendship Centres (BCAAFC) and the Vancouver Aboriginal Friendship Centre Society (VAFCS) welcome the Friendship Centre Movement to Vancouver, BC and are looking forward to hosting the 25 th Annual Youth Forum and the NAFC s 43 rd Annual General Meeting. See you in July. Enclosures: Proposed Draft AGM Agenda AGM Registration Form/Letter of Credentials AGM Proxy Form Resolution Form NAFC 43 rd ANNUAL GENERAL MEETING 2014 PAGE 16