Frequently Asked Questions

If you can't find the answer to your question, please contact us by telephone at 604.877.7595, toll-free 1.888.826.2489, or by email at election@vancity.com

Voting

What impact does my vote have?

Perhaps far more than you think. By voting, you choose directors whom you believe will best help lead the credit union. The Board determines how Vancity is managed. The Board sets Vancity’s strategic vision. The Board decides how money is given back to members and the community, and Vancity’s approach to socially responsible investing. It starts with your vote.

Am I eligible to vote?

If you have received a ballot by mail, or can access online voting, then you are automatically eligible to vote. Eligibility means: you joined Vancity as a member before January 28, 2018; you are 19 years of age or over; have $5 or more in your share account; and are not delinquent in any of your obligations to Vancity (i.e. overdue on a payment or overdrawn on any of your Vancity accounts).

How do I vote – what are my options?

Ballot packages are mailed to every eligible member who voted, by mail or in-branch, in the last year or who joined Vancity during the past year. All other members will receive by mail only that information required by law. If you did not receive a ballot package and wish to vote by mail, please contact Vancity at 604.877.7595 or email election@vancity.com and a package will be sent to you.

You may choose one of four ways in which to cast your vote by:

  • clicking on the "Vote" icon on Vancity's mobile app;
  • logging in to your Vancity account and voting online;
  • completing and mailing in your ballot; or
  • attending a Vancity branch and voting in-person at the branch. Remember to take your proof membership and proof of address if voting at a branch.

When may I vote?

This year, you may vote at any time between Tuesday, April 3 and Friday, April 20, 2018. In-branch voting will be available during regular business hours between Tuesday, April 10 and Saturday, April 14, 2018. You must vote by no later than 4 pm on Friday, April 20, 2018 if voting online.

If you are voting by mail, ensure your ballot reaches DataCore by no later than 4 pm on Friday, April 20, 2018. Ballots received after this time will not be counted. Please note that ballots delivered to Vancity community branches after Wednesday, April 18, 2018 may not be received in time for the deadline.

How many people can I vote for?

You may vote for one, two or three candidates. Even though three positions are available, you need not vote for three candidates if you do not wish to do so.

At which branches can I vote in person?

For 2018, you may vote in person at any branch between Tuesday, April 10 and Saturday, April 14, 2018 (during regular branch hours):

I have a joint account with my spouse. How much money needs to be in my share account in order for us both to vote?

While many products at Vancity can be held jointly, the Membership Shares are held individually by each Vancity member. In order to vote, each member must have a minimum of five shares (minimum balance of $5) in their Membership Shares.

I own a business. Do I get an extra vote?

This depends on whether your business is incorporated with the BC Corporate Registry. If it is, then, yes, you do get an extra vote: one for your personal account (if you have one) and one for your business account. However, if you have an unincorporated business, such as a sole proprietorship, then you only have one vote. In this instance, you will need to vote on your personal account.

Can I vote online as a business or not-for-profit member?

Not at this time. In order to submit a business ballot, members must complete a valid “Designation of Voter” form. These forms are currently available only in paper format, which means our business and community organization members are restricted to using channels where the Designation of Voter form can be supplied with the ballot, i.e. by mail or in-branch.

I made a mistake on my ballot. Can I complete another one?

Unfortunately not. The ballot submitted is the ballot that will be counted.

How are votes counted and validated?

At the end of the voting period, all ballots are counted and validated by the Election Official. To ensure a confidential ballot, the Election Official has no member information.

When will the election results be announced?

The results of the election will be announced at the Annual General Meeting and posted on vancity.com.

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Board of Directors

What is the Board?

The Board is your voice at Vancity. It represents you and is responsible for setting the strategic direction for, and supervising the operation of, the credit union. The Board hires the CEO, who reports to the Board.

There are nine directors on Vancity’s Board. Each director serves a three-year term. The terms are staggered so three directors end their terms every year, leaving three openings on the Board annually. Directors who choose to run for re-election are known as “incumbents”. Directors can serve up to four consecutive terms if they are re-elected by the membership.

Are directors paid for their work?

Yes. Directors receive a monetary sum for each year they serve on the Board known as “remuneration”. Remuneration differs from salary in that directors are not employed by Vancity, but elected to its Board.

Who decides how much directors are paid?

You do. Every three years at the Annual General Meeting, members are asked to approve director remuneration based on a recommendation presented by the Director Remuneration Committee (DRC). The DRC is a committee made up of three members-at-large, who are not serving as directors of Vancity, or any of Vancity’s subsidiaries or affiliates.

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Election process

Who oversees the election?

Every year, the Board invites members to apply to be on the Nominations and Election Committee, which looks after all matters relating to the election process, from reviewing applications to interviewing each of the prospective candidates. Those appointed to the Nominations and Election Committee are members in good standing who have experience on selection committees, demonstrated decision-making ability, an understanding of elections and governance, and an understanding of Vancity’s mission and values.

The 2018-19 Nominations and Election Committee is comprised of five members-at-large (Kevin Huang, Andrew Mercier, Gillian Shaw, Coro Strandberg, and James Tate) and two directors (Theo Lamb and Jan O’Brien).

Why does Vancity focus on specific attributes and experience when reviewing candidates?

The concept of establishing a base of Desired Director Attributes and Experience emerged from the recognition that to achieve Vancity’s mission, the Board itself should reflect the communities that it serves. To this end, each year, the Board completes a self-assessment to identify not only its existing attributes and experience, but any aspects it wishes to build on or strengthen.

Throughout the application and interview process, when assessing candidates, the Nominations and Election Committee first considers the list of Desired Director Attributes and Experience, and then those areas the Board wants to strengthen. The Committee will also look at ways in which the candidate demonstrates a commitment and aptitude to acquire the attributes and experience necessary to make them effective as Vancity directors.

For 2017-18, the attributes and experience identified by the Board as the focus for this election are:

  • a deep understanding of the credit union system;
  • information technology and/or digital strategy development experience;
  • demonstrated ability to understand and interpret financial reports in relation to an organization’s strategic plan and financial outcomes; and
  • business experience.

Directors whose terms are due to expire have no involvement in decisions relating to the election, and excuse themselves from all discussions at both Board and Committee level.

Why are some candidates recommended by the Board?

Recommendations are a direct response to a request from members for clearer information about candidates and the qualities that will enable them to become strong directors.

The recommendation process works in two ways, it:

  • provides a means by which prospective candidates can frame their skills and experience to showcase the benefits they might bring to the Vancity Board; and
  • helps the Nominations and Election Committee apply a fair and consistent process from which to assess the candidates against the skills and attributes the Board wishes to build or strengthen.

The Board is also now expected to recommend candidates by the regulator, the Financial Institutions Commission (FICOM). In its Governance Guideline, which were published and distributed to all BC credit unions in September 2013, FICOM expects credit union boards to take “…an active role in the director recruitment process by…recommending any number of candidates to vacant positions so long as each candidate meets the requirements established and disclosed by the board”.

All prospective candidates participated in a rigorous interview and assessment process, each with the hope of attaining a recommendation. The Nominations and Election Committee considers that all candidates have clearly demonstrated their eligibility to run, and it is the Committee’s view (approved by the Board) that the five recommended candidates possess skills, attributes and experience that will best complement and strengthen the existing Board, are most consistent with Vancity’s values and the requirements established under the Financial Institution Commission’s Governance Guideline, Vancity Rules and governing legislation.

What is the Call for Nominations?

Each November, Vancity invites its members to apply to run in the annual Board of Directors’ election by posting a “Call for Nominations” on vancity.com, in branches, online and in newspapers. The Call for Nominations remains open for approximately two months to ensure the message reaches as many potential candidates as possible.

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Candidates

What information will I receive about candidates?

You will receive a complete election package if you voted in-branch or by mail in the year, or you joined Vancity after the last election. This package includes:

  • a mail ballot
  • an Election Bulletin; and
  • condensed financial statements

All other members will receive by mail only information required by law:

  • notice of Election and AGM; and
  • condensed financial statements.

Further information about the candidates may be found on vancity.com, including any biographies, résumés, campaign videos or social media links (if submitted by the candidate).

Vancity does not disclose member information to any of the candidates. However, you may receive information from the candidates themselves as they rally support for their campaigns.

I’ve noticed that some candidates campaign at my Vancity branch. Is this allowed?

Candidates are allowed to campaign outside of any Vancity branch or building during the election period (from Tuesday, April 3 to Friday, April 20, 2018).

Do candidates have to follow any rules?

Yes. As part of the application process, every candidate has to sign a declaration that they have read and will comply with the Vancity Rules and Election Guidelines. If a candidate does not follow the Rules or Guidelines, he or she may be disqualified from running in the election.

Am I allowed to speak to candidates about any issue?

Absolutely. You may speak to any candidate about any issue that is on your mind. However, candidates may not promise that the Board will take a specific course of action on your behalf as they do not have the authority to make such a commitment.

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Annual General Meeting (AGM)

What is an Annual General Meeting?

The Annual General Meeting (also known as AGM) is a legally required, members’ meeting that takes place every year. The Board and CEO will present the annual report and any ordinary/special resolutions to members, and also provide a report about Vancity’s performance and strategy. Importantly, it is an opportunity for members to personally engage with the Board and Management.

I don’t live in the Lower Mainland. Is there another way to attend the AGM?

Yes, a live webcast will be running on vancity.com during the meeting.

Our members may attend at one of the following branches on the evening of May 8, 2018 to participate in the AGM through live telecast:

  • Mount Tolmie Community Branch, 100-1590 Cedar Hill Cross Road, Victoria (Google map);
  • Cormorant Island Community Branch, 30 Maple Road, Alert Bay (Google map); or
  • Chilliwack Community Branch, 45617 Luckakuck Way, Chilliwack (Google map)
  • Squamish Savings Chieftain Centre, 1325 Pemberton Ave, Squamish (Google map)

Refer to the AGM page for further details.

You may also attend our AGM virtually via webcast or our AGM app which allows you to view a live stream of the event, vote on ordinary resolutions, and ask questions. Find out how, click - Annual General Meeting.

Why is Vancity using a mobile app for the AGM?

Vancity introduced a mobile app for our AGM to reach more members who cannot attend the meeting in-person. The app will allow members to ask questions and vote on proposed resolutions during the AGM from anywhere internet access is available.

Where do I go if I have questions?

The Election Guidelines and information available on vancity.com should contain answers to most questions, but you may always contact us by telephone at 604.877.7595, toll-free 1.888.Vancity (826.2489), or by email at election@vancity.com.

 

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