FIRST NOTICE: UBCIC CHIEFS COUNCIL MEETING

SHXWHÁ:Y VILLAGE COMMUNITY CULTURAL CENTRE (STÓ:LŌ TERRITORY) AND ZOOM

JUNE 10^TH – 11^TH, 2024

FIRST NOTICE AND REGISTRATION LINK

April 9, 2024

Dear Chiefs Council, sister organizations, and friends:

The next UBCIC Chiefs Council meeting will take place June 10^th – June 11^th, 2024. We gratefully acknowledge that the meeting will be held at Shxwhá:y Village Community Cultural Centre (Stó:lō Territory), and there will be an option to join virtually via Zoom. Please register here and contact [email protected] if you would like assistance. Attached, please find a proxy template letter and a membership letter for the 2024-25 fiscal year. Please contact Tracy Point ( [email protected] or 604-831-4265) if you have not renewed your membership.

We will be honouring Tyrone McNeil, kéxioyseléq, for his years of dedication and service to the Chiefs Council as Chair. All meeting information can be found on our website: https://www.ubcic.bc.ca/chiefs_council_june_2024.

Important information about the meeting can be found as follows:

Registration for In-Person and Virtual Attendance. 2

Proxy Information. 2

Accommodation. 3

Meeting Materials & Resolutions. 3

Health and Safety. 3

UBCIC Contacts: 4

UBCIC Travel Claim Policy: 4

Attachments: 5

Respectfully,

Andrea Glickman

Policy Director

INFORMATION TO ATTEND UBCIC CHIEFS COUNCIL JUNE 10-11, 2024

Registration for In-Person and Virtual Attendance

Please PRE-REGISTER

(https://us06web.zoom.us/meeting/register/tZUoduqqqD4iHNSjFNY0K0cevdcQOI4cTvxG#/registration)  

no later than 4:00 pm on June 9^th, 2024, to receive your meeting link. 

• Everyone must pre-register for the UBCIC Chiefs Council meeting via Zoom, regardless of if you are coming in person or attending virtually.
  Registration helps staff track and support meeting delegates (Chiefs, proxies, representatives), speakers and observers. Pre-registration is also required to receive a unique Zoom meeting link. All registrants will receive a Zoom meeting link. If you are attending in person, you may ignore this link.
• Be sure to use an email address that you can access as needed. Only those who register in advance for the UBCIC Chiefs Council meeting will receive their unique Zoom meeting link via email. 
• An email will be sent with your confirmation email and again the day prior to the meeting. Please retain the email with the Zoom meeting link as it will be required to attend the meeting.

Registration Confirmation:  Once you have submitted the online registration form, you will receive an email within 48 hours indicating that your registration has been confirmed.  The email will be sent from [email protected] under the subject line “UBCIC CHIEFS COUNCIL Confirmation”.

If you have indicated upon your registration that your community is not currently in good standing
(membership dues owing), please contact Tracy Point ([email protected])  
or 1-604-831-4265) to arrange for payment. 

Per the UBCIC Constitution and Bylaws, only members in good standing in the current fiscal year (April 1^st, 2024, to March 31^st, 2025) may speak from the floor or vote on resolutions brought forward during the meeting.

Final Registration Demonstration.mp4

Registration Support:  Please direct any registration questions or concerns to Angie Bain, Registration Lead ([email protected]). Angie and the registration team are also available for registration support during the meeting.

Proxy Information

We encourage members to be prepared with a proxy letter in advance of the meeting, whether you are sending a proxy in case you need to step out briefly (and return later), or if you need a proxy to stand in for you throughout the entire meeting. Advance preparation will also help ensure that the meeting maintains quorum for voting purposes.

Attached is a proxy template letter for your convenience. You are welcome to put the wording on your own letterhead, OR you can copy, paste, and fill in the proxy letter directly into the body of an email to Elena Pennell ([email protected]). Please reach out to Elena if you have questions regarding proxy letters.

Accommodation

We are pleased to inform you the UBCIC will reimburse travel and accommodation costs for the Chief or the Chief's proxy for this Chiefs Council meeting if you are attending in person, in alignment with the UBCIC travel claim policy. We will provide further details regarding a hotel block in the next notice.

Meeting Materials & Resolutions

Meeting materials will be available in advance for download, rather than provided in hard copy.

Please bring your laptop if you are attending the meeting in person so you can use the digital kit.
If you require a hard copy, please email [email protected] by May 27^th, 2024.

Draft resolutions will be provided by email to delegates and will also be available in hard copy at the meeting for those attending in person.

If you would like to submit a resolution, please review the attached information regarding the UBCIC Resolutions Process as well as the attached resolution template for your use.  The UBCIC Resolutions Process is also outlined at: www.ubcic.bc.ca/resolutions. 

Draft resolutions and briefing notes, as well as any sectoral updates from First Nations
Organizations to be included in the kit, must be submitted by 4:00 pm on May 27^th, 2024,
to [email protected].

A draft agenda will be provided on or before June 3^rd, 2024 and will incorporate directions on priority items provided by the Chiefs Council. If you would like to suggest an agenda item, please don’t hesitate to call 1-800-793-9701 or email [email protected].

Health and Safety

We recognize the sometimes sensitive and triggering nature of topics discussed. To ensure the health and wellbeing of all, cultural supports will be available on site.

The health and safety of the Union of BC Indian Chiefs members and staff is of utmost importance to the organization. The risk of transmitting COVID-19 and other communicable diseases increases the closer you come to people, the longer you spend near them, and the higher the number of people you come near. As we will be spending long days together indoors, please:

• Do not attend the meeting in-person if you are ill. All registrants will be provided with a Zoom link, so please join the meeting that way if you are feeling unwell.
• While proof of vaccination and masking is no longer required in British Columbia, masking is still encouraged, particularly if the space is small and crowded as we do not know what health situations others may be dealing with. UBCIC will have N95/KN95 masks available.
• There will be cleaning of the meeting space throughout the day. Hand sanitizer will be provided. Please use it before and after touching common touchpoints, eating, and drinking, and removing and putting on your mask.
• Please follow any other instructions provided during the meeting to ensure participant safety. COVID-19 rapid tests will also be available onsite.

UBCIC Contacts:

• Policy Director, Andrea Glickman                      [email protected]
• Admin and Research Director, Jody Woods        [email protected]
• Office Manager, Mildred Chartrand                    [email protected]
• Registration Lead/Support, Angie Bain              [email protected]
• Membership Clerk, Tracy Point                         [email protected]
• Proxy Letters/Support, Elena Pennell                [email protected]
• Draft Resolutions/Briefing notes                       [email protected]

Accommodation:

• TBC

1. Download First Notice
2. Download Membership Letter
3. Download Resolution Drafting Guide
4. Download Resolution Template
5. Download Resolution Process
6. Download Proxy Form