November Governance Update

November Governance Update — SGM, Ballot & AGM Roadmap

Kindle Arts Society is committed to transparency, respect, and forward momentum.

Through the Governance Modernization Initiative (GMI), we’re documenting and clarifying our meeting processes so every member can understand how to engage, participate, and have their voice heard.

This update includes:

  • A Special General Meeting (SGM) overview and FAQ

  • Details on the member-petition ballot

  • A forward-looking Roadmap to the Annual General Meeting (AGM)

 

Special General Meeting (SGM) FAQ

What is a Special General Meeting (SGM)?

A Special General Meeting (SGM) is a formal meeting of the Kindle Arts Society membership, called to address specific matters that arise between Annual General Meetings (AGMs).

While the AGM focuses on reports, elections, and annual planning, an SGM provides a way for members to bring forward urgent or important topics for discussion and decision-making.

Why does your vote matter?

A member petition has been submitted requesting that several motions be added to the agenda of an upcoming SGM.

Under our bylaws (Section 3.13):

5% or more of the members in good standing may requisition a matter to be placed on the agenda of a general meeting.

This means that if enough members support the petition, the Board must call an SGM so the full membership can review, discuss, and vote on the proposed motions.

To ensure a fair and transparent process, voting will be conducted securely through Simply Voting, a third-party platform that provides confidential, verifiable, one-member-one-vote results.

Eligible members will receive a unique ballot link by email when the 7-day voting period opens on Saturday, November 15th.

What will the SGM address?

If the petition meets the 5% threshold, the SGM will focus on reviewing a series of member-submitted motions related to governance, policy, and Society operations.

Once verification is complete, the motions and clarifications will be published on the Society’s website, allowing members to review them prior to the meeting.

Can members submit their own motions or requisitions?

Yes!

All registered members are encouraged to participate in the Society’s governance by submitting requisitions or motions, including proposals for:

  • Bylaw amendments

  • Policy updates

  • Governance reforms

  • Community-driven improvements that promote accountability, inclusion, and sustainability

➡️ Submit Your Requisition or Motion

All submissions are reviewed to ensure alignment with the BC Societies Act, Kindle Arts’ Bylaws, and our SPARC values: Self-Expression, Participation, Accountability, Respect, and Consent.

How does this process connect to the AGM?

Both the SGM and AGM are core parts of Kindle Arts’ governance cycle:

  • The SGM addresses member-proposed motions, policy changes, and bylaw updates.

  • The AGM includes director elections, annual reports, and transition planning.

Because both meetings follow the same notice, quorum, filing, and record-keeping requirements under the BC Societies Act, the SGM will occur before the AGM to ensure any resulting changes can be incorporated into the annual meeting and election process.

Why is this process important?

Every member’s participation strengthens the Society’s accountability and transparency.

By voting, submitting motions, or simply staying informed, you help ensure that Kindle Arts remains a community-led, member-driven organization guided by the same values that shape our events, art projects, and community culture.

Whether or not you choose to vote, taking the time to understand the process helps sustain our shared foundations of consent, trust, and collaboration.

 

Member Petition Ballot

Members are now being asked to read the petition and to cast their vote through Simply Voting to determine whether the petition qualifies for an SGM.

To ensure clarity and accessibility, the full text of the member-proposed motions and the Board’s accompanying clarifications will be included directly within the Simply Voting ballot. Members will be asked to review all details before casting their vote.

  • Voting platform: Simply Voting
  • Who can vote: Members in good standing for 2025 and members whose 2026 membership registration has been confirmed by the board.
  • Voting period: Saturday, Nov 15 at 12:00 PM PST to Saturday, Nov 22 at 12:00 PM PST.
  • Ballot question: Should the Kindle Arts Society hold a Special General Meeting to consider the member-proposed motions?
  • Options: In Favour  |  Opposed  |  Abstain

Eligible members will receive a secure ballot link by email when voting opens.

If you need help with the voting process or did not receive a ballot, please contact secretary@kindlearts.ca.

Please ensure that your membership registration is up to date.

👉 Register or renew membership

 

Roadmap to the AGM

The Governance Modernization Initiative (GMI) sets out a clear, transparent pathway from petition review to the AGM.

Understanding the Timeline

The timeline below outlines the sequence from membership registration to petition review and verification, through to the proposed SGM and, ultimately, the AGM.

A horizontal timeline showing: Membership Registration Opens → Petition Review and Verification → Special General Meeting → Post-SGM Filings → Annual General Meeting → Annual Report Filing. Timelines note 21-day notice periods and 30-day filing windows.

By opening registration and inviting motions, every member has the opportunity to engage meaningfully in shaping the Society’s governance.

  • The member-petitioned SGM will focus on reviewing proposed bylaw and policy updates.
  • The AGM will include director elections, annual reports, and transition planning.

Why an SGM Affects AGM Timing

Under the BC Societies Act, both meetings require:

  • Formal notice

  • Quorum

  • Agenda preparation

  • Voting setup

  • Accurate record-keeping

  • Post-meeting filings

Because an SGM may introduce bylaw changes or governance updates that directly affect AGM logistics or elections, the AGM must occur after the SGM business is resolved.

This ensures clarity, continuity, and full compliance with the Act.

 

Processes Ahead of the AGM

With a full Board election approaching, this year represents a significant transition for Kindle Arts Society. To handle this transition, several action steps will be implemented to ensure a successful handoff.

Nominee Information Packet

All nominees will complete a standardized information packet outlining expectations, responsibilities, and legal obligations for Directors under the BC Societies Act.

Transparent Nomination Period

Members will have at least one week to review nominee information prior to voting.

Candidate Conversations

Members and production teams will have opportunities to engage with candidates prior to the election.

Independent AGM Chair & Legal Review

To ensure procedural fairness, the Society will engage an independent chair. All proposed bylaw changes and motions will be reviewed by legal counsel and a parliamentary adviser.

 

Why It Matters

Kindle Arts exists to nurture creativity and community through participation, accountability, and consent.

By engaging in this process, you help shape how our Society operates and ensure we remain a community-led, values-driven organization supporting Otherworld and all our creative work.

 

Questions or Help

For assistance with voting or verifying your membership status, email secretary@kindlearts.ca.