Student Society – Annual General Meeting

How to attend & participate:

• Join in person at Merritt or Burnaby or online through Microsoft Teams. NVITSS AGM | Meeting-Join | Microsoft Teams
• Members joining online must use their NVIT email and legal first and last name so we can confirm membership.
• You must be able to communicate with other participants during the meeting (audio or chat).

Voting:

• For routine motions, voting may be by show of hands (in-person) and/or real-time MS Teams polls.
• If 2 or more voting members request a secret ballot, we will switch to a method that preserves ballot secrecy (e.g., a secure online ballot administered by the Chair/Elections authority).

Business of the meeting:

1. Call to order, land acknowledgements, and confirmation of quorum
2. Approval of Chair and Minute-Taker
3. Approval of agenda
4. Approval of the minutes of the previous AGM (if available)
5. Directors’ reports on activities and decisions since the last AGM
6. Presentation and consideration of the Society’s financial statements for the most recent financial year
7. Appointment of an auditor for the coming year, or resolution not to appoint an auditor
8. Special business – Special Resolution to amend the bylaws (“NVITSS Enabling Amendments – Fall 2025”)
9. Student input / questions from members
10. Any other business properly brought before the meeting
11. Adjournment

SPECIAL RESOLUTION:

RESOLVED, as a special resolution, that the bylaws of the NVIT Student Society be altered by adding new sections 3.19–3.24 to Part 3 (General Meetings), sections 5.6–5.9 to Part 5 (Directors’ Meetings), and sections 8.4–8.14 to Part 8 (Elections), all as set out in the document titled “NVITSS Enabling Amendments – Fall 2025” attached to this notice; which amendments:

• authorize fully electronic and hybrid general meetings and electronic voting with procedures and records;
• establish co-administered elections with NVIT (staff-integrated), recognizing NVIT staff as Elections Administrators for the election platform, elector roll, and official email distribution, with student oversight for rules, candidate eligibility, certification, and appeals; and
• synchronize the Society’s election windows to those announced by NVIT for student elections, with automatic adjustments if NVIT changes its windows;

and that these alterations take effect upon filing with the Registrar.

Attachments:

• NVITSS Enabling Amendments – Fall 2025 (sections 3.19–3.24; 5.6–5.9; 8.4–8.14)

Notes:

• This notice is being sent at least 14 days before the AGM, as required by the Societies Act for special resolutions.
• Members in good standing are entitled to attend and vote at the AGM.
• For accessibility accommodations, please contact: Jonathon Nolie – N0028918@NVIT.ca before the start of the meeting.

By order of the Board,

NVIT Student Society (NVITSS)