NOTICE OF AV AGM AND CALL FOR DELEGATES                                     

February 2018

In accordance with the AV Group By-Laws, the AV Group will hold its Annual General Meeting (AGM) this year at the Hilton Québec City, on Saturday, May 5th, 2018. Delegates from the Regions are now being selected; if you wish to be considered for delegate status you must complete the online Delegate Application Form.


The AGM is the Group’s supreme governing body. At the AGM, reports from the members of the Group Executive will be presented and Group business affairs will be discussed. The AGM is also an opportunity for members to meet among members, exchange views with elected representatives and be briefed on union matters in general.

This notice to all AV Group Members is to seek applications from members who wish to be delegates to this year’s AGM. Delegates are chosen by the Group Executive in accordance with the Group’s By-Laws and Institute policy; as per Regulation R8.1.3.5 Delegates.

In the selection of delegates, the Executive shall consider the following:

a) being a Steward;

b) the involvement of the member in union activities at his/her workplace;

c) the Sub-Group representation;

d) and the < relève >

The delegates are chosen to ensure fair regional and departmental distribution. Delegate expenses to participate in the AGM are paid by the Institute. Once selection of delegates is finalized, the selected members will be notified.

8.1.2 The Group Executive shall call an Annual General Meeting of the Group once each calendar year. The interval between such meetings shall not exceed fifteen (15) months. Members shall be notified of the meeting and of any proposed changes to this constitution at least four (4) weeks prior to the date of the meeting.

8.1.7 Resolutions The Annual General Meeting shall consider and vote on resolutions presented to it.  Resolutions shall be referred to the Group Executive for action or to the Institute for consideration.

If there are any amendments or new resolutions being proposed, a hardcopy will be given to all attendees at the AGM. Should you have any changes you would like to propose, please submit them to Natalie Bélanger  at the Institute no later than 5pm (EST) on Friday, March 16, 2018.

Please note that before the amended Bylaws come into effect, they must be approved by the Board of Directors.

The Group Executive looks forward to a very successful AGM and encourages members to consider applying for delegate status at the 2018 AV Group AGM.

The deadline for receipt of applications is 4:00 pm March 6, 2018 (Ottawa time)

AGM Draft Agenda

Saturday, May 5, 2018

9:00 a.m. - 9:15 a.m.
Introduction of AV Executive, Bargaining Team and Guests

9:15 a.m. - 9:45 a.m.
Welcome by the Chair
Rules of Procedure & Approval of the Agenda
Adoption of the Minutes of the previous Annual General Meeting
Business Arising from the Minutes

9:45 a.m. - 10:15 a.m.
Guest Speaker
Question and Answer Period

10:15 a.m. - 10:30 a.m.
Health Break

10:30 a.m. - 12:00 Noon
Break Out Session

12:00 - 1:00 p.m.

1:00 p.m. - 1:30 p.m.
Committee Reports:

  • Presidents Report
  • Treasurer’s Report
  • By-Laws and Policy Report
  • Sub-Groups Committee Report
  • Elections Committee
  • Communications Committee
  • Regional Representatives Reports
  • New Business, including proposed By-Law amendments.

1:30 p.m. - 2:15 p.m.
Break Out Session continued

2:15 p.m. - 2:30 p.m.
Health Break

2:30 p.m. - 3:30 p.m.
Plenary Session Wrap Up

3:30 p.m. - 3:55 p.m.
Concluding Remarks/Adjournment