SECOND NOTICE AND REGISTRATION LINK
 NOMINATIONS FOR UBCIC APPOINTMENTS
TO FN ENERGY AND MINING COUNCIL, FN TECHNOLOGY COUNCIL, AND FN EMERGENCY SERVICES SOCIETY

April 11, 2025

Dear Chiefs Council, sister organizations, and friends:

The next UBCIC Chiefs Council meeting will take place June 11^th – June 12^th, 2025. We gratefully acknowledge that the meeting will be held at Shxwhá:y Village Community Cultural Centre (Stó:lō Territory),and there will bean option to join virtually via Zoom. Please register here and contact [email protected] if you would like assistance. Please contact [email protected] to submit a proxy or to get support in identifying a delegate already attending the meeting to be your proxy.

At the UBCIC’s Chiefs Council, there will be elections for:
one (1) UBCIC Representative to the BC First Nations Energy and Mining Council
one (1) UBCIC Representative to the First Nations Emergency Services Society
and three (3) UBCIC Representatives to the First Nations Technology Council.
Announcements and nomination forms are attached.

If you have not yet renewed your membership for the new fiscal year (April 1, 2025, to March 31, 2026), please contact Tracy Point to do so ([email protected] or 604-831-4265). A membership letter and proxy letter are attached. All meeting information can be found on our website: https://www.ubcic.bc.ca/chiefs_council_june_2025.

Respectfully,

Andrea Glickman

Policy Director

INFORMATION TO ATTEND UBCIC CHIEFS COUNCIL JUNE 11-12, 2025

Registration for In-Person and Virtual Attendance

Please PRE-REGISTER
 (https://us06web.zoom.us/meeting/register/NtZAS29BR2eUoy9Gey8flg)   
no later than 4:00 pm on June 10^th, 2025, to receive your meeting link.

• Everyone must pre-register for the UBCIC Chiefs Council meeting via Zoom, regardless of if you are coming in person or attending virtually.
  Registration helps staff track and support meeting delegates (Chiefs, proxies, representatives), speakers and observers. Pre-registration is also required to receive a unique Zoom meeting link. All registrants will receive a Zoom meeting link. If you are attending in person, you may ignore this link.
• Be sure to use an email address that you can access as needed. Only those who register in advance for the UBCIC Chiefs Council meeting will receive their unique Zoom meeting link via email.
• An email will be sent with your confirmation email and again the day prior to the meeting. Please retain the email with the Zoom meeting link as it will be required to attend the meeting.

Registration Confirmation: Once you have submitted the online registration form, you will receive an email within 48 hours indicating that your registration has been confirmed.  The email will be sent from [email protected] under the subject line “UBCIC CHIEFS COUNCIL Confirmation”.

If you have indicated upon your registration that your community is not currently in good standing
(membership dues owing), please contact Tracy Point ([email protected])  
or 1-604-831-4265) to arrange for payment.

Per the UBCIC Constitution and Bylaws, only members in good standing in the current fiscal year (April 1^st, 2025, to March 31^st, 2026) may speak from the floor or vote on resolutions brought forward during the meeting.

CLICK HERE TO WATCH A REGISTRATION TUTORIAL.

Registration Support:  Please direct any registration questions or concerns to Angie Bain, Registration Lead ([email protected]). Angie and the registration team are also available for registration support during the meeting.


Proxy Information

We encourage members to be prepared with a proxy letter in advance of the meeting, whether you are sending a proxy in case you need to step out briefly (and return later), or if you need a proxy to stand in for you throughout the entire meeting. Advance preparation will also help ensure that the meeting maintains quorum for voting purposes.

Attached is a proxy template letter for your convenience. You are welcome to put the wording on your own letterhead, OR you can copy, paste, and fill in the proxy letter directly into the body of an email to Elena Pennell ([email protected]). Please reach out to Elena if you have questions regarding proxy letters and if you would like support in identifying a delegate already attending the meeting to carry your proxy

Accommodation

We are pleased to inform you the UBCIC will reimburse travel and accommodation costs for the Chief or the Chief's proxy for this Chiefs Council meeting if you are attending in person, in alignment with the UBCIC travel claim policy.

• Hampton Inn by Hilton Chilliwack (8050 Lickman Road, Chilliwack BC, V2R 0Y3)
  Reservations can be made by clicking this link: Hampton Inn - UBCIC Booking Link (the discount is pre-loaded).
  Reservations can also be made by calling the hotel at 604-392-4667.

• Coast Chilliwack Hotel by APA (45920 First Ave, Chilliwack BC, V2P 7K1)
  Reservations can be made by clicking this link: Coast - UBCIC Booking Link (the discount is pre-loaded).
  Reservations can also be made by calling the hotel at 604-792-5552 and reference Group Code: 9334034. 

Please RSVP and book your room as soon as possible as the hotel capacity is limited.
Deadline: May 20th, 2025.

Please contact Mildred Chartrand ([email protected]) if you require assistance booking a hotel.


Meeting Materials & Resolutions

Meeting materials will be available in advance for download, rather than provided in hard copy.

Please bring your laptop if you are attending the meeting in person so you can use the digital kit.
If you require a hard copy, please email [email protected] by May 28^th, 2025.

Draft resolutions will be provided by email to delegates and will also be available in hard copy at the meeting for those attending in person.

If you would like to submit a resolution, please review the attached information regarding the UBCIC Resolutions Process as well as the attached resolution template for your use.  The UBCIC Resolutions Process is also outlined at: www.ubcic.bc.ca/resolutions.  

Draft resolutions and briefing notes, as well as any sectoral updates from First Nations
Organizations to be included in the kit, must be submitted by 4:00 pm on May 28^th, 2025,
to [email protected].

A draft agenda will be provided on or before June 4^th, 2025, and will incorporate directions on priority items provided by the Chiefs Council. If you would like to suggest an agenda item, please don’t hesitate to call 1-800-793-9701 or email [email protected].


Health and Safety

We recognize the sometimes sensitive and triggering nature of topics discussed. To ensure the health and wellbeing of all, cultural supports will be available on site.

The health and safety of the Union of BC Indian Chiefs members and staff is of utmost importance to the organization. The risk of transmitting COVID-19 and other communicable diseases increases the closer you come to people, the longer you spend near them, and the higher the number of people you come near. As we will be spending long days together indoors, please:

• Do not attend the meeting in-person if you are ill. All registrants will be provided with a Zoom link, so please join the meeting that way if you are feeling unwell.
• While proof of vaccination and masking is no longer required in British Columbia, masking is still encouraged, particularly if the space is small and crowded as we do not know what health situations others may be dealing with. UBCIC will have N95/KN95 masks available.
• There will be cleaning of the meeting space throughout the day. Hand sanitizer will be provided. Please use it before and after touching common touchpoints, eating, and drinking, and removing and putting on your mask.
• Please follow any other instructions provided during the meeting to ensure participant safety. COVID-19 rapid tests will also be available onsite.
  
  

UBCIC Contacts:

• Policy Director, Andrea Glickman                  [email protected]
• Admin and Research Director, Jody Woods    [email protected]
• Office Manager, Mildred Chartrand                [email protected]
• Registration Lead/Support, Angie Bain          [email protected]
• Membership Clerk, Tracy Point                     [email protected]
• Proxy Letters/Support, Elena Pennell            [email protected]
• Draft Resolutions/Briefing notes                   [email protected]

Documents

• Download Second Notice
• Down Proxy Template letter
• Download Resolution Template
• Download Resolution Drafting Guide
• Download Resolution Process
• Download Code of Conduct

Appointments

• Download FNTC UBCIC Appointments Notice
• Download Notice UBCIC Appointment to FNEMC
• Download Notice UBCIC Appointment to FNESS