November 20, 2023

NOTICE OF ANNUAL GENERAL MEETING

AVTTS 2024 AGM Tentative Agenda

1. Greetings, Introductions
   
2. Territorial Acknowledgement
   
3. Approval of Agenda
   
4. Approve Previous Minutes (Below)
   
5. Unfinished Business from Previous AGM
   
6. Receive President’s 2024 Report
   
7. Receive Treasurer’s 2024 Report
   
8. Other Director and/or Group Reports
   
9. Receive Nominations of Directors (minimum 3)
   • Confirm Addresses of New Directors
   • Elect Chair if President or Vice President not selected or present. Quorum is 3 member minimum.
   • Nominations of Directors is Open (minimum 3)
     
10. Assign Executive Positions
    (By Election if Necessary – Secret Ballot if requested)
    • President
    • Vice President
    • Treasurer
    • Secretary
    • Remaining Directors are Director At Large

Regular Meeting Agenda
(occurring directly after the AGM)

1. Greetings
   
2. Territorial Acknowledgement
   
3. Previous Minutes (Below)
   
4. Business from last month:
   
5. New business and Upcoming Events
   
6. Group Reports (if not already covered)
   • Main AVTTS
   • Ocean Friendly PA
   • Cycle Alberni
   • OCP Port Alberni
   • Dry Creek Restoration – Free Owatchet
     
7. Financials
   See Treasurer’s report in AGM
   
8. Other Business
   
9. Adjourn

Minutes – To be Provided

President’s Report

Dear Members,

This year featured a lot of change in our little group of do-gooders and in how we did things. I think this has been one of our best years ever.

From the extremely successful speaker series held through the year, to the ongoing success of Cycle Alberni, new partnerships with the Alberni Nature Club on cleanups, and our most recent ability to create the only public event in Port Alberni where voters could speak to at least one their candidates… we’ve done really really well.

Thank you.

We have also changed how we meet as a group and I think that has also brought improvements. At the very least, it has shaken up things a little after the pandemic seemed to make us lose our way.

I want to thank Mike Youds especially for his excellence in leading all of the events this year and for taking on leadership roles in AVTT in the process.

We have a really amazing core group right now. Jim, Leo, John, Theresa, Kim, Gail, Des, Dave, Dani, Sandy. All of you, well expect John! are relatively new in the 15 years of AVTT. Or at least new in these roles of pushing AVTT forward to new places. I am very grateful that you are here.

I also want to thank Char. She puts up with our idiosyncratic ways and seat-of-our-pants organization and always provides a space that is ready for anything we need to do. Char, you are the very best.

As most of you already know, this is my final report as President. I’ve tried this year to step back and let others take the lead while attempting to provide support when needed.

But I would be remiss if I did not also mention that two other long time members are also stepping way.

Our Treasurer, Rob Powelson, has done an excellent job over the past 7 years always making sure we had the money to do what we needed to do and making it very clear when we didn’t! He was also instrumental in pushing for the independence of the AV Food Security Society, something I have to say I was not in favour of at the time!

But I see now, with their success that they have had over the past few years, that it was the right decision. And it is a model we could encourage for other groups that start in AVTT to be nurtured, grow, and be successful as independent organizations on their own.

Thank you Rob for all that you have done for this Society. For your advocacy. And for your guidance and leadership.

The other person retiring from the Board this year is Dan Schubart. Dan has been here since the beginning, and as he is my step-father, that means a little more to me than just the past decade at AVTT.

This organization would not be what it is without Dan’s wisdom, support and guidance to me and to the whole Society. The meetings will be lesser without Dan’s quiet presence and important interjections. Dan has a commitment to our world and to the betterment of the human condition that I am still trying to live up to myself.

Thank you Dan, for all the interesting and thought-provoking videos you brought to us, but especially for your commitment to the Transition Town model, and for being you.

As for me, well.

Transition Towns has provided opportunities for growth to me that I never imagined when I was on the Climate Change Committee with John Mayba and Robert Gunn all those years ago, and went to Victoria for Transition Town training with Guy Cicon and Pat Deakin in 2007.

It also, after my rather tumultuous time on City Council, provided another place to come home to and feel I could still make a difference.

I won’t disappear. I will still happily be around as Past President to provide support as it is needed, and I still want to Free Owatchet, but it is past time for me to go from the Board, and for Alberni Valley Transition Town Society to evolve.

I believe we have a group of people here who will be able to provide strong leadership and continue to help our community transition to a low carbon, sustainable future in all the ways that that is needed for our community.

Thank you so much for the opportunity you all have given me to lead this Society. It has been a pleasure.

Sincerely,
Chris

What is AV Transition Town – Model

For an explanation, see the webpage: https://www.avtransitiontown.org/what-is-alberni-valley-transition-town-how-does-it-work/

Other Attachments — Constitution and Bylaws

https://www.avtransitiontown.org/constitution-and-bylaws/

November 15, 2023

Elect Chair if President or Vice President not selected or present.
Quorum is 3 member minimum.
Nominations of Directors is Open (minimum 3)

AGM Agenda

1. Greetings, Introductions
   
2. Territorial Acknowledgement
   
3. Approval of Agenda
   
4. Approve Previous Minutes (Below)
   
5. Unfinished Business from Previous AGM
   
6. Receive President’s 2023 Report
   
7. Receive Treasurer’s 2023 Report
   
8. Other Director and/or Group Reports
   
9. Receive Nominations of Directors (minimum 3)
   • Confirm Addresses of New Directors
     
10. Assign Executive Positions
    (By Election if Necessary – Secret Ballot if requested)
    • President
    • Vice President
    • Treasurer
    • Secretary
    • Remaining Directors are Director At Large
11. Constitutional and Bylaw Changes
    • Notice of Proposed Special Resolution (2/3 Vote) for January General Meeting
      • “That the updated Constitution and Bylaws be accepted and submitted to the BC Societies Registry“
      • Current Constitution and Proposed Changes are on the website at: https://www.avtransitiontown.org/constitution-and-bylaws/

Regular Meeting Agenda

1. Greetings
   
2. Territorial Acknowledgement
   
3. Previous Minutes (Below)
   
4. Business from last month:
   
5. New business and Upcoming Events
   • Proposed Change in Meeting Format — Jim
   • What is AV Transition Town – See the Model Diagram
   • Alberni Climate Action
   • Future Meeting Times
     
6. Group Reports
   • Education/Main AVTTS
   • Ocean Friendly PA
   • Cycle Alberni
   • OCP Port Alberni
   • Dry Creek Restoration
   • Alberni Climate Action
     
7. Financials
   See Treasurer’s report below (presented during AGM)
   
8. Other Business
   • No December Meeting
   • Next Meeting – As Determined
     
9. Adjourn

Minutes – To be Provided

President’s Report

Dear Members,

Once again, we gather at the Annual General Meeting of the Alberni Valley Transition Town Society. This is the 14th year of our group. We have seen many changes in people, and programs in our midst over the years but especially since the pandemic. Some things haven’t changed though.

We still have three founding members on our Board today, myself, Dan Schubart, and John Mayba. Dan and John, I can’t express the depth of your contribution, and my gratitude for your commitment over these many years.

I want to thank Rob Powelson for your continued, steadfast and expert work as Treasurer.

I want to recognize and thank Jim Wright for another year as Director at Large and for his many contributions, insights and hours of volunteering.

I also want to thank some other members, Robert Gunn and Gail Morton, for their work on Alberni Climate Action, Dave and Leo for your many contributions this year including with the OCP Planning process and Dry Creek Restoration. Mike Youds for Seedy Saturday and the Earth Day Cleanup. Char, for your commitment and support of us for so many years. And so many of you who have committed, Val, Amber, Sandy, Ian, the folks at the Alberni Valley Food Security Society. The staff at the ACRD. Councillor Dame and City Staff. There are many more.

Everyone in Cycle Alberni, Ocean Friendly Port Alberni, Dry Creek Restoration Group, Alberni Climate Action, and everyone else, thank you. We don’t realize sometimes how big we are. Or how much of a contribution we are making.

I want to make three things clear at this moment:

1. I am standing for nomination as President for 2024.
2. I would like to step down and away from the Board of Directors.
3. If I am elected as President for 2024, then it will be my last year.

I have gained great joy and fulfillment from my time as President, both before I was on Council, and again after 2018. But as I have mentioned a few times recently, it is time for change and new energy. I will always be a member of the Society, I will happily support and guide anyone who takes on my or any other role in the Society if they ask, but in order for this Society to grow and meet its goals, there must be renewal.

And so, again, if I am elected to be President for 2024, then I will be happy to do so, but it will be my last. If someone is thinking of leading this organization, there is no time like the present.

We have built something over the past decade and a half that has become a fixture in the community. The City of Port Alberni, the people within the building on Argyle that is, hears us, and also seeks out the contribution of our members. Our MLA and MP regularly take our calls, listen to our input, help in our initiatives, and participate meaningfully in our events. We are recognized within the Transition Town movement on Vancouver Island, in Canada, and around the world.

The community listens when Alberni Valley Transition Towns, or any of its groups speak, and values the many contributions we make to it.

It is easy to look around at the world and be cynical or even to despair. It is easy to be discouraged, but at the same time we must also see the change that is happening. The most significant is that there is no longer a serious debate about our human responsibility for this crisis.

The question now, is simply how do we do it, and how fast.

Alberni Valley Transition Town has made an impact in this community, whether it is in Food Security, in Cycling, in Cleaning the Ocean, or influencing City Planning and Policy, we will continue to provide those answers and opportunities to our community where we can.

We will continue to promote resilience and kindness. We will continue to advocate for reductions in carbon emissions and provide tangible examples of doing so.

At our core, while we are not partisan, we will continue to agitate and advocate for social, practical, economic, and political change according to our Constitution that is in the best interest and for the well being of every person in this Valley.

Thank you all for your time and your continued engagement and I look forward to a productive and exciting 2024 for the Alberni Valley Transition Town Society.

Chris Alemany

Treasurer’s Report – To Be Provided

1. Aggregate:  $4,923.69
2. AVTTS: $530.18
3. Cycle Alberni:  $2,653.46
4. Alberni Climate Action:  $1,740.05

Cycle Alberni Report

Winter 2023 (Feb.)

35 Total Riders  10 New Riders  766 Total Kms ridden   55 Trips   166 Kgs GHG saved

Spring (May/June) 2023

100 Total Riders 37 New Riders 3333 Total Kms ridden 325 Trips 723 Kgs GHG saved

Fall (October) 2023

55 Total Riders 14 New Riders 2422 Total Kms ridden 217 Trips 525 Kgs GHG saved

During the Spring GoByBike Week we gave away 45 high visibility GoByBike Tee shirts

We co-sponsored a booth at the Fall Fair where we promoted GoByBike Week and gave away a Mountain Bike

We replaced the Riderless ghost bike at 10th and Dunbar after it had been removed during the modifications to the intersection.

We hosted 2 electric bike safety courses for seniors in July and August that were funded by the BC Cycling Coalition.

We continued to provide safety and skills courses for students at our elementary schools.

We liaised with City Hall regarding changes made to the intersections at 10th and Roger and 10 and Dunbar

Ocean Friendly

No report at this time.

 We are in the middle of planning next year’s activities with a meeting tomorrow, and trying to come up with an appropriate citizen’s science project for Haahuupayak students.

We’re also trying to locate our new liaison person from Surfrider, as Lilly Woodbury has a new job with Surfrider Canada.

What is AV Transition Town – Model

For an explanation, see the webpage: https://www.avtransitiontown.org/what-is-alberni-valley-transition-town-how-does-it-work/

Other Attachments — Constitution and Bylaws

3 Documents attached below are also on the website at:
https://www.avtransitiontown.org/constitution-and-bylaws/

• The Current Constitution and Bylaws (2011)
• The Constitution and Bylaws highlighted Proposed Deletions/Additions.
• A “Model Proposed Bylaw” Combining Societies Regulation “Model Bylaws” and AVTTS Bylaw.
• The “final” proposed Constitution and Bylaws 2024 as proposed.