Official Notice of AGM 2026
The Board of Directors of the Nanaimo Area Cycling Coalition Society have set a date and time for our Annual General Meeting!
New this year, the meeting will be held as a hybrid AGM, both in person and online via Google Meet. This will aid in accessibility for those outside of Nanaimo.
Per the British Columbia Societies Act this notice was posted and emailed to our existing members in advance of our Annual General Meeting more than the minimum 14 days notice required under section 77.
This notice is also being made available to non-members who, visit our website or subscribe to our eNewsletter. The notice will also be made available to members who join during the dates between the emailing of this notice and our Annual General meeting.
You must be a Member in Good Standing to vote. Please use the contact form on our website if you are unsure of your status.
Below you can find our draft agenda, which meets the requirements of our bylaws. This draft agenda also includes two special resolutions to modify our bylaws, moved by our board for approval by the member via special resolution.
RSVP FORM
Please RSVP so we know who’s planning to be in attendance, and so we can send a reminder!
Join our Board of Directors
With our upcoming AGM, we’re electing up to 11 board members from our membership. If you have any board experience and are interested in getting involved, please fill in the volunteer form on our website!
Please specify if you’re interested in a role—President, Vice-president, Secretary, or Treasurer—or prefer to sit as a Director at large.
Our current board members are as follows:
President: Phil Hall
Vice President: Charlotte Cavalié
Secretary-Treasurer: Jesse Woodward.
Directors at Large (6): Alex Stanciu, Peter Stary, Rebecca Anthony, Danny Hall, Frank Seier, and Caitlin Lepla.
Board members serve until the the next annual general meeting. Questions regarding the roles and level of commitment? Send us a message with our contact form.
Photo: 2026 Spring GoByBike Celebration Station on the E&N Trail.
Draft Agenda
Additions to the agenda may be made at the general meeting.
Welcome + Attendance
Quorum Check
10% of total membership or 3 member, whichever is greater.
Appointment of an interim chair, if necessary
Adoption of rules of order
Robert’s Rules Newly Revised 12 Edition.
Approval of Agenda
Approval of Minutes from previous general meetings
2025 AGM Minutes.
Unfinished Business, if any:
None.
Annual Report
The year in review;
Financial statements for prior financial year.
Election or appointment of directors (up to 11 directors)
President;
Vice President;
Secretary;
Treasurer;
Directors at Large.
Appointment an auditor, if any:
None.
Special Resolutions:
Special Resolution One.
Special Resolution Two.
New Business, if any:
None, unless added.
Motion to adjourn.
Special Resolutions to alter Bylaws
Special Resolution One:
WHEREAS:
The board of directors seeks to make it clear that they have the authority to set policy for internal operations of the society, and programs that it runs where the bylaws and society act are silent:
THEREFORE
Be it resolved that bylaw 6: “Board Positions”
Be amended to: “Board Positions and Powers”
AND
That the following under the title of “Board Authority to Make Policies” be adopted as bylaw 6.7:
“The Board is authorized to create, amend, and rescind policies regarding all matters related to the Nanaimo Area Cycling Coalition Society’s (NACCS) operations and programs. These policies must align with NACCS's mission and bylaws and may not conflict with existing legislation or regulations. The Board may delegate its authority under this bylaw to the Internal Policy Committee. Proposed policies are subject to the review and approval of the Internal Policy Committee, and take effect upon resolution of the Board. The Board will strive to review policies at least annually and will make them available to all NACCS members on its website. This bylaw is retroactive to the date of incorporation of NACCS.”
Special Resolution Two:
WHEREAS:
The bylaws are silent on the removal of directors that have missed multiple board meetings:
THEREFORE
Be it resolved that the following under the title of “Abandonment of Office” be adopted as bylaw 6.8:
“The board may remove a director who fails to attend 3 regularly scheduled Board meetings in one calendar year without just cause. Just cause means illness, family emergency, a Board-approved leave of absence or any other reason acceptable to the Board.”
Why join us?
Help shape the future of active transportation in the region!
What kind of communities do we want to build across the in Nanaimo, Oceanside, Gabriola and Ladysmith? Communities where children can safely bike to school. Where people of all ages and abilities can walk, roll, cycle, and use transit with confidence. Where active transportation is a practical, safe, and enjoyable choice for everyday trips.
If that vision resonates with you, we want you to join us at the AGM.
This is more than a meeting—it's an opportunity to connect with fellow advocates, celebrate the progress we've made together, and help shape the future of active transportation throughout the region.
📊 At the AGM, we'll share:
Highlights from our Annual Report and achievements over the past year;
Updates from our committees and current initiatives;
Our priorities and plans for the coming year;
🚲💚 We need passionate people like you!
The Nanaimo Area Cycling Coalition is a volunteer-driven organization, and our impact comes from people who care deeply about creating safer, healthier, and more connected communities.
As interest in active transportation continues to grow across the region, we're looking for new voices and fresh ideas to help guide our work.
Whether you're an experienced advocate or someone who simply wants to contribute to positive change, we'd love to have you involved as a board member or volunteer!
🙋 Community members are welcome to:
Run for election to join our Board of Directors;
Join us as a Director at large;
Seek a role, like president, vice-president, secretary, or treasurer;
Volunteer on one of our committees or projects.
Though it is an asset, no previous board experience is required—just a commitment to making our communities more accessible, sustainable, and people-friendly.
If you are interested in joining our board, please fill in this form.
☕ 🍪 Come early for coffee, conversation, and community
We encourage everyone to arrive at 10:30 a.m. to sign in, meet fellow members and supporters, and enjoy complimentary tea, coffee, and baked goods before the meeting begins.
And as a thank-you for attending, we'll also have door prizes 🎁
We hope you'll join us as we continue building safer, healthier, and more connected communities across the region.