Proxy Forms are required for your PAC or DPAC to attend and vote/speak at the EGM. We have developed this FAQ to bring clarity to our member PACs and DPACs. The main point to remember is that it is the PAC or DPAC is the member, which is made up of many individuals. The PAC/DPAC must authorize an individual to vote or speak on the PAC's or DPAC's behalf by submitting the correct proxy form.

Deadline to submit Proxy Forms: July 31. Late submissions may not be processed in time for the EGM.

PROXY PROCESS FOR AUGUST 2025 EGM (effective 1-Jul-2025):

Submit proxy forms after using one of these three acceptable methods for obtaining signatures:

Proxy holders must be registered to attend the EGM.

FREQUENTLY ASKED QUESTIONS

Q: Are e-signatures or typed names (in the signature field) acceptable on the Proxy Form?

A: Types of submissions accepted are detailed above in the Updated Proxy Process for August 2025 EGM section.

Q. What is an e-signature validation certificate / certificate of completion?

A. The certificate is a document that ensures integrity in the process by providing an audit trail to confirm that the document was completed by the Executive members named on the form. Free online tools to collect validated e-signatures include DropboxSign and PandaDoc (see sample validation certificate below).

SAMPLE SIGNATURE VALIDATION CERTIFICATE

Q: What is a Proxy Form?

A:  Because our members are PACs and DPACs (ie. Groups), a Proxy Form is used for a PAC/DPAC to authorize an individual to represent them at the EGM, either as a Voting Delegate (with voting and speaking rights) or a Speaking Delegate (with speaking rights only). Each PAC/DPAC must submit a Proxy Vote Form or Proxy Speaker Form to authorize delegates to their assigned roles.

Q: Why is a Proxy Form necessary?

A: As per Bylaw 4.10 (b), a Proxy Form, signed by two Executive members of a PAC or DPAC, is required to confirm that a delegate is authorized to vote and/or speak on behalf of the PAC or DPAC at the AGM.

Q: How do we submit a Proxy Form?

A: Complete forms can be uploaded with the EGM delegate’s registration form or emailed to This email address is being protected from spambots. You need JavaScript enabled to view it..

Q: What is the difference between a Proxy Vote Form and a Proxy Speaker Form?

A: When deciding which Proxy Form to submit, select one of the following options:

• Voting Delegate (Proxy Vote Form):
  • This delegate is authorized to both vote and speak at the EGM.
  • Each PAC/DPAC with voting rights (ie. has paid membership fees by December 31, 2024) may authorize only one Voting Delegate.
  • Voting delegates can move/second/vote on motions and cast ballots for elections.
  • Voting Delegates have speaking privileges and do not need a separate Proxy Speaker Form.
• Speaking Delegate (Proxy Speaker Form):
  • This delegate is authorized to speak but not vote at the EGM.
  • Member PACs/DPACs may authorize multiple Speaking Delegates.
  • Speaking delegates cannot move/second/vote on motions or cast ballots for elections.

Q: Do I submit both Proxy Forms (Proxy Vote Form and Proxy Speaker Form) with my EGM registration?

A: No. Each PAC/DPAC will authorize each registered AGM attendee to either the Voting or Speaking Delegate role. Voting Delegates automatically have speaking privileges and do not submit a separate Proxy Speaker Form. They can move/second/vote on motions and cast ballots for elections. Speaking Delegates do not have voting privileges but may speak on any motion before the assembly. They cannot move/second/vote on motions or cast ballots for elections.

Q: How can I find out if my PAC is eligible to attend, vote and speak at the EGM?

A: Check your PAC's status on our Membership List. If your PAC's membership registration form and payment were received by December 31, 2024, "ACTIVE" will appear in the "2024-2025 Member" column and "YES" will appear in the "Eligible to Vote at August 2025 EGM" column; this means your PAC is eligible to attend, speak and vote at the AGM.

If your PAC's membership payment was received after December 31, 2024, "ACTIVE" will appear in the "2024-2025 Member column and "NO" will appear in the "Eligible to Vote at August 2025 EGM" column; this means your PAC is eligible to attend and speak at the EGM but not vote.

This email address is being protected from spambots. You need JavaScript enabled to view it. if you have any questions about your membership status.

Q: What is the maximum number of delegates that can attend from a PAC or DPAC?

A: There is no limit to the number of delegates that can attend the EGM from each member PAC or DPAC; however, each registered delegate must submit a separate Proxy Form to confirm their eligibility to attend (and only one of the delegates can be assigned voting rights).

Q: How will voting and speaking work at the EGM?

A: All voting and speaking will be conducted online via Lumi, whether delegates attend the AGM in-person or virtually. Once Proxy Forms are verified, delegates will receive Lumi login credentials and confirmation of Virtual Voting/Speaking Cards by email prior to the AGM. This process will be very similar to the virtual AGM in 2022.

Q: How will I receive my Voting and/or Speaker credentials?

A: All voting and/or speaking delegates will receive Lumi login credentials and confirmation of Virtual Voting/Speaking Cards by email prior to the AGM, once Proxy Forms are verified.

Q: Can a proxy be transferred to another individual?

A: Yes, if the other individual is a registered AGM delegate and the Member PAC/DPAC has authorized the option of a transfer on the original proxy form submission. To transfer a voting or speaking proxy to another individual, the authorized delegate must visit the Proxy Room (in-person delegates only) or send an email to This email address is being protected from spambots. You need JavaScript enabled to view it. to request the transfer paperwork that is to be completed by both the current delegate and the delegate to whom the authorization is being transferred. Confirmation of the transfer will be communicated via email to both parties when it has been completed. 

Q: Can our PAC give our proxy to someone who is not a member of our PAC? 

A: Yes, as long as the individual belongs to a BCCPAC member PAC or DPAC and is registered to attend the AGM. We strongly encourage member PACs to send one of their own members, as ordinary resolutions are often amended during the AGM, which can significantly change the original intent of the motion. The hybrid nature of this event makes attendance easier to participate in-person or virtually. 

Q: Can I hold multiple proxies as a delegate?

A: Yes, you can hold multiple proxies. Each PAC/DPAC must submit a unique Proxy Form assigning you voting and/or speaking rights as their delegate. You must also be registered for the AGM. We encourage you to limit how many proxies you carry to ensure you can fully engage in discussions, effectively represent each PAC/DPAC and efficiently manage online voting responsibilities without confusion or excessive delay.

Q: How can a Proxy Vote or Proxy Speaker status be revoked by the Member PAC/DPAC?

A: One of the two Executive members who signed the original proxy form must send an email (This email address is being protected from spambots. You need JavaScript enabled to view it.) to request that the proxy be revoked. Login credentials will be deleted.

Engagement Matters!

We encourage all member PACs to exercise their own voting and speaking rights by sending a delegate to attend the EGM. If that will not be possible, authorize another individual (from your DPAC or another Member PAC) to carry your PAC's proxy to ensure your PAC's voice is heard.

EGM Booklet

Prepare to participate and vote during the EGM by reviewing the current iteration of the EGM Booklet (first iteration will be published 16-Jul-2025). 

Proxy Form Processing Update

All proxy forms, including those received after the May 14 deadline, are being processed in the order received.

Please do not email or call our office to check on the status of submitted forms. We are working as fast as we can and find that these duplicate messages and phone calls create delays.

Do reach out to us, however, if you do not understand the proxy form process/requirements, after reading Proxy Forms and FAQs, and we will have someone assist you. 

Lumi login credentials and Voting/Speaking card numbers will be issued to authorized delegates prior to the AGM.

Please make sure your PAC’s/DPAC’s delegate knows you have assigned them your voting/speaking rights.

Engagement Matters!

We encourage all member PACs to exercise their own voting and speaking rights by sending a delegate to attend the AGM. If that will not be possible, authorize another individual (from your DPAC or another Member PAC) to carry your PAC's proxy to ensure your PAC's voice is heard.

AGM Booklet

Prepare to participate and vote during the AGM by reviewing the current iteration of the AGM Booklet. The booklet is updated as additional resolutions and information are submitted.

Latest iteration: 18-May-2025

The 2024 AGM was held in Richmond on May 4 & 5, 2024:

• Read the 2024 AGM Minutes
• Read the 2024 AGM Results
• Read the 2024 Annual Report
• Review the 2024 AGM Booklet

The 2023 AGM was held in Richmond on May 6 & 7, 2023:

• Read the 2023 AGM Minutes
• Read the 2023 AGM Results
• Review the 2023 AGM Booklet

The 2022 AGM was held virtually on April 30, 2022:

• Read the 2022 AGM Minutes
• Read the 2022 AGM Results
• Review the 2022 AGM Booklet
• View the 2022 By-election results.

The 2021 AGM was held virtually on May 1, 2021:

• Read the 2021 AGM Minutes
• Read the 2021 AGM Results
• Review the 2021 AGM Booklet

Attendees are responsible for booking and paying for their own travel and accommodation for the 2025 hybrid Spring Parent Leadership Conference and AGM. Information on location, accommodation discounts, Gaming Grant funding and travel subsidies are on this page. We look forward to seeing you there!

Venue Information & Event Map

University of Northern British Columbia, 3333 University Way, Prince George

Airport Shuttle & Taxi Services

Prince George Airport is located 20 minutes, by vehicle, from UNBC and 10 minutes from downtown.

With limited flights arriving/departing from the airport, there is a good chance other attendees will be travelling on your flights. Building on the conference theme (Connecting You with What Matters) and to be environmentally friendly, consider carpooling to/from the airport.

Shuttle, taxi and rideshare services: Transportation | Prince George Airport - YXS 

Accommodation

We have secured a discounted rate for UNBC’S pod-style accommodations, conveniently located on campus at the event venue. Each pod includes four private, locking bedrooms with shared living space, kitchen and washroom facilities, providing an affordable and convenient option for groups. Accommodation is limited – book early!

Accommodation Details

• Pod-style with four (4) private bedrooms with individual locking doors.
• Shared living space, kitchen, and bathroom within each pod.
• Each kitchen is equipped with a full-size fridge and stove, small appliances and dishware.
• One (1) parking space per unit is included. Additional paid parking also available.
• View the UNBC Accommodation Brochure for more details.
• Discounted Conference Rates: $115 (single occupant), $169 (2 - 4 occupants) 

Accommodation Registration Process

• Download and complete the UNBC Accommodation Registration Form. (can be saved on your computer).
• Email the form, as an attachment, to This email address is being protected from spambots. You need JavaScript enabled to view it..
• UNBC will send you a Rental Agreement to be signed and returned.
• Call UNBC (1-250-960-6760) to provide your credit card number (must be done at least 72 hours prior to the arrival date).
• UNBC will provide you with a handy Guest Info sheet that includes details about check-in/check-out procedures, parking passes and amenities available on campus. 

Parking

Paid parking is available at the campus. Attendees are recommended to park in Lot A and enter through the UNBC main entrance.

Restaurants & Food Services

Food services at UNBC will be limited in May, so plan ahead to order delivery or travel into town for meals not provided during the event. For attendees booked into campus accommodation, each suite has a kitchen so feel free to bring groceries.

Tourism Prince George Restaurant Directory

Tourism Information

Visit Tourism Prince George for information about activities and surrounding areas.

Gaming Grant - Eligible Use of Funds

PACs and DPACs can use Gaming Grant funds (up to the prescribed limits) as noted in the Community Gaming Grants 2025 PAC & DPAC Program Guidelines (PACs: see page 10, DPACs: see page 12).

Travel Subsidies

BCCPAC is providing travel subsidies to assist delegates attending the 2025 Spring Parent Leadership Conference & AGM in-person in Prince George. Each school district is eligible to receive a maximum fixed subsidy amount, which can be used at their discretion—either to support multiple delegates or to cover the costs of one delegate.

Key Details:

• Each district is eligible for a total maximum subsidy amount (see table below). Please reach out to the office with any questions.
• Funds can be divided among multiple delegates or used for a single attendee.
• DPAC will administer subsidy and must submit eligible receipts for reimbursement.
• Only eligible travel expenses as outlined in Policy 3045 Delegate Travel Subsidies will be reimbursed, up to the maximum subsidy amount.
• If your district does not have an active DPAC, This email address is being protected from spambots. You need JavaScript enabled to view it. to make alternate arrangements.

Applying for a Subsidy

• Review Policy 3045 Delegate Travel Subsidies.
• DPAC Chair, or their designated representative, must submit the online Travel Subsidy Claim Form by June 30, 2025.
• Late applications will not be accepted.
• Payments will be issued to the DPAC (unless other arrangements are made with BCCPAC in advance) within 30 days of receiving all required documentation.

If you have any questions about subsidies, This email address is being protected from spambots. You need JavaScript enabled to view it..

BCCPAC Finance Town Hall – July 10, 2025 

Join us for a special Finance Town Hall hosted by Chase Leushner, Treasurer of BCCPAC. This virtual session will provide a chance to revisit and respond to financial questions that were not addressed during our AGM. 

Chase has carefully reviewed the AGM minutes and notes to identify outstanding questions and will be addressing as many as possible during this session. Questions will be answered in the order they are received. 

This Town Hall is being held to ensure all finance-related questions are answered before the upcoming EGM, so we can explore financial questions in greater detail than is possible at an AGM or EGM. 

Whether you're looking for more clarity on our budget, want to understand our funding streams, or simply have a question about how we manage finances—this is your opportunity to engage directly. 

📅 Event Details 

Date: Thursday, July 10, 2025 
Time: 6:30 PM – 8:30 PM (PDT) 
Location: Online via Zoom 

✅ How to Participate 

• Register for the Town Hall by July 8 at 12:00pm (noon) to receive the Zoom link. 

• Submit Your Question by June 26, 2025. Questions will be answered in the order they are received. 

🧾 Questions from the AGM We'll Be Covering 

Below are some questions we’ll be addressing during the Town Hall: 

• Under what authority does the board approve overages over the budget? 

• 2025 AGM Cost Breakdown 

• A breakdown of Contractor and Speaker Fees and how much of that is related to AGM? 

• More to come... 

Check back soon—this list will continue to be updated until the event.  Don’t miss this opportunity to learn more about how BCCPAC manages its finances and to have your questions answered directly.