UBCIC 55^th ANNUAL GENERAL ASSEMBLY (HYBRID)
WILLIAMS LAKE (SECWEPEMC TERRITORY)
OCTOBER 4^TH – 6^TH, 2023
FIFTH NOTICE; UPDATED DRAFT AGENDA; REGISTRATION

INVITATION TO FUNERAL FOR RICK GILBERT, WLFN COUNCILLOR AND MEMBER OF UBCIC, ON OCTOBER 5^TH

September 29, 2023

Dear Chiefs Council, sister organizations, and friends:

The 55^th Annual General Assembly (AGA) will take place October 4^th – 6^th, 2023. We are pleased to advise that the hybrid AGA will be held at the Gibraltar Room, Cariboo Memorial Recreation Complex in Williams Lake (Secwepemc territory) with a virtual option via Zoom. Thank you to the Williams Lake First Nation (WLFN) for hosting the event.

We were greatly saddened to learn of WLFN Councillor and former Chief Rick Gilbert’s recent passing. Rick was an active participant at UBCIC meetings with his wife Anna and a highly respected leader and friend. Following lunch on October 5^th, the UBCIC Chiefs Council has been invited to join the Gilbert family, Chief Sellars and the WLFN community at the Chief Williams Pow Wow Arbor for a traditional ceremony, feast and lahal. The UBCIC AGA will resume on October 6^th. Attached, please find an updated draft agenda (V2) for your review.

Please register here and contact [email protected] if you would like assistance. Recognizing the devastating wildfire season and climate emergency, a large portion of our meeting will be dedicated to related discussions. Because it is the AGA, we respectfully ask members to register and attend to address organizational business such as passing the audit and accepting minutes from the previous year, as well as setting mandates for the upcoming year. If you are unavailable, please send a proxy. Attached, please find a proxy template letter as well as a membership letter for the 2023-24 fiscal year. Please contact Tracy Point ([email protected] or 604-831-4265) if you have not yet renewed your membership for the current fiscal.

We also encourage you to attend the National Indigenous Justice Strategy Regional Engagement session in Williams Lake on October 3rd if you are available, co-hosted by the BC First Nations Justice Council and the First Nations Leadership Council. The session will take place at the Longhouse (Cariboo Friendship Society).

Registration for In-Person and Virtual Attendance. 3
Proxy Information. 3
Accommodation. 4
Meeting Materials & Resolutions. 4
Shuttle Bus to Meeting. 4
Health and Safety. 5
UBCIC Contacts: 5
UBCIC Travel Claim Policy: 5

Respectfully,

Andrea Glickman

Policy Director

**

INFORMATION TO ATTEND UBCIC 55^TH ANNUAL GENERAL ASSEMBLY

Registration for In-Person and Virtual Attendance

Please PRE-REGISTER

https://us06web.zoom.us/meeting/register/tZYpc-CspzwsEtMZYzM9ZHpv3ULkZyL0LKOM  as early as possible (no later than 4:00 pm on October 3^rd, 2023, to receive your meeting link).

• Everyone MUST pre-register for the UBCIC Chiefs Council Zoom meeting.
  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. UBCIC uses Zoom to register all delegates, even those attending in person. 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, 2023, to March 31^st, 2024) may speak from the floor or vote on resolutions brought forward during the meeting.

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 request members are 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.

Sandman Hotel and Suites Williams Lake
664 Oliver Street,
Williams Lake, BC V2G 1M6
Phone: (250) 392-6557
Please book your stay by quoting Block ID: 308710

Best Western Williams Lake Hotel
1850 Broadway Avenue S
Williams Lake, BC V2G 5G8
Phone: (778) 412-9000
Please book your stay by quoting Block ID: Union of BC Indian Chiefs

Coast Fraser Inn
285 Donald Road,
Williams Lake, BC V2G 4K4
Phone: (250) 398-7055
Please book your stay by quoting Block ID: GFC2435 or Union of BC Indian Chiefs

Please RSVP and book your room as soon as possible as the hotel blocks are limited.

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 September 20^th, 2023.

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 September 20^th, 2023,
to [email protected].

A draft agenda will be provided on or before September 28^th, 2023, and will incorporate direction 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].

Shuttle Bus to Meeting

There will be a shuttle bus available to get from the hotels to the meeting each day, and returning to the hotels at the end of each day. A schedule will be provided next week.

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 Travel Claim Policy:

1. Process for Making a Travel Claim

         Claimant must submit travel claim no later than 30 days after the travel occurs

         Claimant can obtain a Travel Claim Form in the following ways:

UBCIC website: www.ubcic.bc.ca*     *pick up at event*     *send request by email at [email protected]*

Submit completed form and original receipts by mail:
Mail:  UBCIC, 209 – 345 Chief Alex Thomas Way, Kamloops, BC, V2H-1H1           

Queries by email: [email protected]

1. Mileage Rates When Using Private Vehicle
   Mileage can be claimed when using a private vehicle for travel.  It is intended to cover costs of gas and maintenance. Separate receipts for gas are not eligible for reimbursement.
   
   
2. Taxi, Ride Share, Parking, Ferry & Highway Tolls (Original Receipts required)
   Taxi and ride share services will be reimbursed if original receipts are provided; tips can only be claimed up to an amount of 15% of the total amount identified on the original receipt. Tips must appear on the receipt.
   
   
3. Car Rentals (Original Receipts required) *By pre-approval from Administrative Director only
   Claimant should request the First Nations or government rate or the least expensive rate available.
   
   
4. Airfare (Original Receipts required)
   Claimant must make every reasonable effort to secure lowest possible rates. Economy airfare only will be reimbursed. On approval of Administrative Director, seat selection costs may be covered.
   
   
5. Accommodation (for Pre-approved UBCIC events only)
   
   Hotel/Motel (original receipt and proof of payment required)
   - Claimant should request the First Nations or government rate or the least expensive rate available. Claimant should select the most cost-effective hotel possible that meets your business requirements to a maximum of $300.00. Prior approval from the Administrative Director is required to book hotels about this rate.
   - If a group room block is available for the event, claimant should select a room from the room block / at the group rate. The claimant is responsible for covering costs above group rates.
   
   Private Lodging (receipts are not required)
   Claim $50 per night when private lodging is arranged (e.g. staying with friends)
   
   
6. Meal Costs
   
   See Travel Claim Form front page for meal allowances. Breakfast can be claimed if traveller leaves home before 8 a.m. (unless breakfast is provided) and dinner can be claimed if traveller arrives home after 7 p.m.
   
   
7. Miscellaneous Expenses (Original Receipts required)
   
   -laundry charges, after 7 consecutive days away, with original receipts;
   -other miscellaneous expenses incurred when travelling (e.g. business calls, courier and photocopying charges) can also be claimed if they pertain to business and are supported by original receipt.
   
   
8. Incidentals (receipts not required)
   $17.50 per night may be claimed for incidental expense
   
   
9. GST
   Expenses paid personally by claimant are subject to GST and the GST can be claimed.

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

Documents

• Download Fifth Notice
• Download Agenda
• Resolution Template
• Resolution Process
• Resolution Drafting Guidelines
• Membership Letter
• Proxy Template
• UBCIC Appointee To First Nations Energy and Mining Council