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HomeGVIAS 2011 AGM Friday, March 18To: All GVIAS Members, The Greater Vancouver Interactive Arts Society Annual General Meeting is happening this Friday. The information in this email, including the attached 2010 Financial Report, is in preparation for that event. The agenda for the meeting is at the end of this email; if you have a motion you would like to include (for an example of a member-submitted motion, see Motion #2 below), please contact us at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. . If you would like to review the minutes from last year's AGM, or any of the board meetings this year, they can be found on the GVIAS website: http://gvias.org/ , in docs (you must be a registered user to log in to this area of the site) Annual General Meeting Information Friday, March 18th, 2011 Community potluck starts at 6:00 pm, Meeting starts promptly at 7:00 pm. New membership applications will be accepted between 6:00 and 7:00 pm. Applications received during this time will be immediately acted upon in order for you to participate in the meeting, as only members can participate and vote. Some snacks and beverages will be provided, but BYOB and we encourage you to bring something to contribute to the potluck! Board of Director Elections Board of Director Requirements Attend monthly meetings. These meetings tend to be approximately 2-3 hours long. Information from the Vision Committee
Two documents have been prepared for the membership by the GVIAS Vision Committee, the Values Survey Report and the Vision Committee Salon Report. The Values Survey was developed by the Vision Committee based on its approved Mandate to survey Members for strategic guidance. Specifically, the survey explores alignment between stated values and actual values of GVIAS membership. Our objective of this survey was to discover the values of the GVIAS members which would be used to inform the strategy planning process within GVIAS. We attempted to poll the whole BM Vancouver community (registered members as well as attendees of events - particularly BitF 2010) and then ask people to self-identify whether they are a registered member of GVIAS. Confusion about membership, even by members, is indicated in the results. In all, we got 48 respondents. We then filtered the results between the larger community vs GVIAS membership as we and the Board agreed that only registered members should ultimately guide the Board but by polling everyone we also get a sense of the values at large AND help educate newbies about the real purpose behind events. The Vision Committee produced a Members' Salon in November for Members of the Society to provide strategic guidance through a facilitated meeting. The format was based on “World Café”, encouraged by Regional Contacts of Burning Man LLC. The Salon explored Members’ assumptions and expectations about the Society and whether they were being realised. The Salon considered key issues of identity to provide guidance to Directors, and to consider possible motions to refine the legal framework of the Society, if it was indicated. On the Society's incorporation, no such process had been undertaken and this Salon was the realization of a recommendation by the Bootstrap Board. The November Salon was an afternoon of conversation about GVIAS. At it, we attempted to engage members present to discuss topics of interest to our community, specifically “Who are GVIAS members?” “Why do we do what we do?” and “How do we make it happen?”" Annual General Meeting Agenda Chair – Baha Vishnubhotla Co-Chair – Benson Ho 1. Adoption of rules 2. Approval of the Agenda
3. Approval of the Minutes from last AGM
4. Statement from the outgoing board (Baha)
5. Financial 2010 Report (Diana)
6. Projected Budget 2011-2012 (Diana)
7. Committee Reports
a. Vision Committee
b. Events Committee
c. Grants Committee
d. Volunteer Appreciation Committee
e. Web Liaison
8. Motions (1) Subsidized low-income tickets for events – discussion followed by a general vote on 5 options:
a. First-come-first-served (current model)
b. Evaluation of financial need c. Evaluation of volunteerism d. Evaluation of financial need and volunteerism e. No scholarship tickets The results of this vote will be used to provide direction on this issue to the Production Teams of future GVIAS events. (2) The commissioning of three to five community burn barrels for outdoor community events
9. Election of new Board of Directors a. Announcement of Candidates
b. Statement from each Candidate c. Ballots cast d. Tabulation e. Announcement of new Board of Directors
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