DETAILS

SATURDAY FEBRUARY 18, 2023
380 COOK ST • VICTORIA, BC

TIME AND AGENDA

1:30 PM • Doors open for AGM
2:00 PM • AGM begins
5:00 PM • AGM ends

AGENDA TO BE ADDED BY FEBRUARY 11th.

HOW TO ATTEND

To assure confidentiality and ensure that all attendees are Members in good standing, we are asking all participants to RSVP. To register, you will need to give the full legal name you used when you registered.

INTERESTED IN BECOMING A DIRECTOR?

At this time, the Board asks anyone who would like be a Director of the Board to submit their candidacies up until February 4th by 12 PM. Tell us what position you want to run for, and anything that you feel will be of interest.

HEALTH AND SAFETY

All INDIGEO VOLO events are SCENT FREE SPACES. If we can smell your scented product, you will be asked to wash it off or to leave.

We require all attendees to show valid identification and proof of COVID-19 vaccination.

REGISTER TO ATTEND

LOGIN

You must be logged in to view and sign up for the Membership Orientation and Volunteer Opportunities.

BECOME A DireCtor

As part of our AGM, most of the Board must resign and (should they choose) run for re-election.

At this time, the Board asks anyone who would like be a Director of the Board to submit their candidacies up until February 4th by 12 PM. Tell us what position you want to run for, and anything you feel will be of interest.

All candidates are invited to send us profiles, photos, and campaign statements to be posted on the website and Fetlife. You will also have up to five minutes to speak during the AGM.

DIVERSITY, EQUITY AND INCLUSION

In part of our efforts to become more diverse, we will be holding a Board position for a person from a marginalised or racialized group, with the recognition that we are not solely asking for their labour; which can often take the form of having to explain and defend their experiences, providing education and resources to those who may not have had the same access or opportunities, and dealing with the emotional toll of having to advocate for their own rights.

We understand that this is a very delicate balance of being inclusive and welcoming, and providing a safe space to be heard without the expectation of having to educate us. We want to show that we are taking our own initiative to educate ourselves, and aspire to do our best to consider the diversity of experiences and identities of our community members.

We recognize that there is no ideal way to change this immediately, but we are hoping to begin the steps to repairing the colonialist nature of our society with small but deliberate steps in a more inclusive direction.

Should this position not be filled at the election, the Directors may offer the position to a qualified candidate at a later date. The selected person may, per our bylaws, serve until the following election.

BOARD POSITIONS

VICE-PRESIDENT

  • Respond to inquires and other communications in a timely and professional manner;
  • Provide the Membership Orientation at munches and during events;
  • Update the Membership database with Orientation information, and use AnyMerge Docs and AnyMerge Mail to send out Membership Cards;
  • Perform any and all duties of the President should they be unable.

SECRETARY

  • Attend all (or most) meetings and keep the agenda, meeting notes and action items;
  • Keep the Membership database updated with Google Sheets;
  • Keep an advertising schedule;
  • Reply to inquiries related to Membership as needed.

TREASURER

  • Respond to inquires and other communications regarding finances in a timely and professional manner;
  • Track and provide payments and reimbursements as needed;
  • Responsibility and management of the lockbox:
    • Counting cash at the end of the night (with one other director as a witness);
    • Being a signer (2 required) on cheques and making payment to the venue;
    • Order cheques as needed;
    • Keeping deposit log up to date;
    • Making the monthly bank deposits.
  • Create quarterly financial reports.

DIRECTOR-AT-LARGE

This position is considered as a general Director’s position; this is any position outside of Vice-President, Secretary, and Treasurer. This position largely focuses on the collaborative duties, and other duties that are suited to your interests and abilities.

COLLABorATIVe duties

The following are duties that various INDIGEO VOLO Directors are asked to perform as able:

  • Distribute the party posters to local shops;
  • Assist with the organizing and running of monthly parties;
  •  Acquire the venue insurance and liquor license;
  • Post on our Fetlife to advertise events, and reply to communications as needed.

OTHER RESPONSIBILITIES

These duties are a general guideline and are performed within other Directorial positions. They are not set in stone and can be divvied up between Directors as necessary.

WEBSITE ADMIN/SOCIAL MEDIA LEAD

  • Use WordPress and Elementor to create new website pages and posts, and update as needed;
  • Create/maintain the Square payment listings, and compiling the payments into Google Sheets;
  • Send out event tickets using AnyMerge Docs and AnyMerge Mail;
  • Create the monthly party posters, ticket graphics, social media images, etc.;
  • Post updates, events, and reminders on Instagram and Twitter;
  • Perform technical support, plugin updates and troubleshooting issues as needed within a timely manner.

KITCHEN LEAD

  • Purchase the monthly party food (paid for by INDIGEO VOLO);
  • Prepare the food (cutting all fruit and vegetables, cooking and heating appetizers, arranging desserts, etc.) and put out platters on an established timeline;
  • Maintain the cleanliness of the kitchen area and assist with the bartenders as needed.

EQUIPMENT LEAD

  • Schedule the u-Haul for events and pick up the truck, bringing it to the storage garage;
  • Direct the volunteers with loading up the equipment and bringing it to the venue, and returning it the next day;
  • Supervise the setup and teardown of the equipment;
  • Check the general condition of our equipment and effect repairs to whatever extent is necessary and possible;
  • Coordinate the lending of equipment to other organizations as needed.

SUBMIT YOUR CANDIDACY

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