As this year’s Annual General Meeting (AGM) approaches, we would like to inform you of the positions open for election: President, Treasurer, and four Directors at Large (all 2-year terms). 

Individuals interested in running for a board position can complete and submit a nomination form endorsed by a paid-up member in good standing. The nomination form is available here. Completed forms must be submitted to the UCC Office at least one week before the AGM on April 27th, therefore by April 20th. Nominee names will be posted on the slate presented to the members at the AGM. 

Additionally, individuals attending the AGM can have their names added to the slate by being nominated by another paid member from the floor. According to the By-Laws, nominees must be paid-up members for at least one year prior to the AGM—in this case, since April 2024. Individuals joining the membership after April 30th of the previous year, 2024, cannot be considered as candidates for a board position at the current election. 

For those who is eligible to vote but unable to attend and wishing to exercise their voting privileges, proxy forms are available here. Completed proxy forms can be presented at the time of the AGM by another member in good standing attending the AGM on their behalf. 

If you plan to attend, please notify the office at the Ukrainian Cultural Centre prior to April 27th, 2025, to reserve your spot. We will ensure all attendees have a seat. 

Vote allocation will be as follows: Group representative (1), Individual (1), Student/Senior (1), Honourary/Lifetime (1), and Family (2). All voting individuals must be of legal age (18 or older). Upon entering the main hall at the Ukrainian Cultural Centre, your membership will be confirmed, and you will be provided with copies of last year’s AGM meeting minutes, this year’s agenda, ballots, and a writing implement. If you have a proxy form, please present it to receive an extra ballot for each proxy in your position. 

Membership renewal will not be accepted at the AGM. It must be renewed at least one week before the AGM (April 27th), therefore by April 20th, to avoid last-minute confusion and delays. Memberships can be renewed or purchased using the following options:  

1. Online   
2. In-person at the Ukrainian Cultural Centre (cash, cheque, card). 
3. Call to the office during regular hours (Mon-Fri 9 AM-3 PM or Sat 10 AM-4 PM) by phone 250-475-2585 

Learn more about the Ukrainian Canadian Cultural Society of Vancouver Island and the roles of its Board of Directors below:

 Who we are:

The Ukrainian Canadian Cultural Society of Vancouver Island is a registered non-profit organization founded in 1978, dedicated to the promotion and celebration of Ukrainian Canadian culture through a variety of enriching initiatives. From traditional arts workshops to cultural events, we provide opportunities for individuals to immerse themselves in the vibrant tapestry of Ukrainian heritage. 

 UCCSVI goals: 

• Promote Ukrainian culture through various cultural initiatives, including traditional arts workshops and cultural events. 
• Foster intercultural understanding by organizing cultural exchange programs, multicultural events, and collaborative projects with other ethno-cultural groups. 
• Facilitate communication and collaboration among Ukrainian Canadian organizations and communities on Vancouver Island to strengthen community bonds and amplify collective efforts. 
• Secure funding and resources to establish and maintain the Ukrainian Culture Centre that serves as a focal point for cultural activities, events, and education. 
• Continuously assess and adapt strategies to effectively achieve the society’s objectives, ensuring relevance, sustainability, and growth. 

 The role and responsibilities of the board members are to: 

• Develop a long-range plan for the organization; define our strategy and a time frame for achievement of our goals. 
• Ensure the long-term financial stability and strength of the organization, develop and maintain income sources to provide for its continuing operation. 
• Ensure the organization’s long-term stability and strength, bring into the organization individuals with the necessary abilities to lead and manage the organization in the future. 
• Maintain the integrity, independence and ideals of the organization; do not allow individuals or organizations to compromise these principles. 
• Exercise management oversight of the staff and the operations, approve annual budgets, review operating and financial results, audit for compliance with internal policies and external requirements, review performance against goals. 
• Maintain a non-partisan approach and freedom from conflicts of interest, while demonstrating strong commitment to serving the Ukrainian-Canadian community and ensuring fiscally responsible maintenance of the Ukrainian Culture Centre.
• Possess strong attention to details, organizational abilities and excellent analytical and problem-solving skills.
• Effectively communicate in English verbally and in writing (Ukrainian language is an asset), experience in internal and external communications and/or copywrite. 
• Be available to work on weekends, evenings, holidays, outside of normal working hours.

 The Officers: 

The officers hold specific roles and responsibilities in addition to their duties as members of the board of directors. Positions open for election are shown in bold. 

• President: (Executive Position, Open for Election): preside over board meetings, act as the primary spokesperson for the organization, lead the board in fulfilling its responsibilities, and provide oversight for operations, finances, and records. Perform maintenance coordination. Manage inter organizational, media and government communications. Oversee facility licensing and insurance. Supervise staff and support executive functions of the society. Respond to emergencies in an immediate and timely manner. 
• Vice President: (Executive Position, Not Open for Election): perform the duties of the president in the absence of the president and provide support for all operations and controls on a daily basis as and when required. 
• Secretary: (Executive Position, Not Open for Election): manage e-newsletters, meeting minutes, and agendas, safeguard and ensure continuity of records, and provide communication support. 
• Treasurer: (Executive Position, Open for Election): oversee finances and controls, prepare financial reports and budgets, manage grants, policies, insurance, and tax matters. Monthly reconciliation of all bank accounts, manage cash-flow and GST/PST returns, review and approve payroll. Develop and monitor annual budget. Submit financial reports and manage annual audits. Carry financial responsibility for the society’s operations. 

Directors at Large:  

The Directors have specific operations, oversight roles and responsibilities in addition to those they have as members of the board of directors. 

• Director 1: Gift Shop, Open for election (2 year) – Gift shop sales and supplies. Sales management, procurement of souvenirs and negotiation with suppliers. Inventory management, customer service, manage volunteers, manage financial reporting, be present at major events, ensure day-to-day operations. Be available on a regular basis, carry financial responsibility. 
• Director 2: Events, Not open for election – Cultural events and workshop programming. Oversee three affiliate organizations (Library, Ukrainian School, Ukrainian Choir).  
• Director 3: Maintenance, Open for election (2 year) – Facility upgrades & repairs, asset inventory, maintenance planning and scheduling, arrangements and contractor communications. Be available on a regular basis in case of emergencies, manage repair projects.
• Director 4: Events, Not open for election – Cultural events & event volunteers organization. 
• Director 5: Kitchen, Open for election (2 year term) – Kitchen and catering management, food safety and health regulations compliance, groceries and supply procurement, scheduling and planning, managing staff and volunteers. Ensure sufficient frozen food inventory. Be available to support kitchen operations and staff as and when required, act proactively and in a timely manner. Driving license essential.
• Director 6: Marketing & Public Relations, Open for election (1 year term) – Digital marketing, online orders, comprehensive website updates & development, communication with affiliate and partner organizations, promote the society and events, arrange for advertising and media coverage.
• Director 7: Rentals, Open for election (2 year term) – Manage facility rentals & contracts, rental sales and negotiations, open and close facilities as and when required, perform planning and scheduling, ensure facility cleanliness, safety and compliance. Manage rental records, have good communication skills and establish positive relationships with the clients.

If you have any questions or comments, please email secretary@uccsvi.ca.