Membership Eligibility and Application


Q. Who can become a member?



Anyone who is interested in the goals of the VJLS-JH and wants to participate in the selection of the Board of Directors and/or serve as a Director, and who is over 16 years old and a resident of British Columbia, and is willing to pay the membership dues can apply to become a member. The 2020 membership application is here (MS Word format) and collects the necessary information and signature. Employees and contractors cannot become members but can serve on committees and in other capacities.

Members commit to uphold the Constitution, Bylaws, policies, codes of conduct and the mission of VJLS-JH.









Membership Rights and Obligations


What rights do Members have?



Members have the right to attend and vote at general meetings, and to nominate and vote for directors, and to be nominated and elected as a director.

Members can also requisition a General Meeting by collecting signatures of 10% of the membership on a petition. They can also propose items to be placed on the agenda of General Meetings by creating petitions requiring 5% of the members to join with them to petition the Board.

Members can arrange to inspect documentation including financial reports and minutes that relate to the general meetings.

A condition of membership is that every member also be allowed to obtain a list of the other members and their contact information for these purposes.

There is a chart comparing the benefits rights and obligations of members, donors, and other stakeholders here.










Rules of Order



Robert’s Rules of Order as applied to boards of less than 12 people are used for meetings:




Electronic Meeting Procedures


(Japanese text follows below)

We have prepared detailed guidelines and procedures to hold Electronic Meetings.  These apply for both Annual General Meetings (AGMs) and Extraordinary General Meetings (EGMs). 


Meetings will be conducted by Zoom, an online tool that allows for video meetings. For more information on how to download and setup Zoom, please visit this page for instructions. Once you have downloaded and setup your Zoom Account, you are prepared to participate. Please plan to connect to the online meeting 15-30 minutes in advance of the start-time to ensure that we can resolve any technical difficulties that arise.


Formal Notice to Members

The EGM/AGM notice is issued to members a minimum of two weeks in advance of the meeting date by email using the MailChimp Platform.  The Executive Director (ED) and Secretary manage the list of current active members and their emails. The Email Notice contains:

  1. An RSVP link (see details below);
  2. The purpose/business of the meeting;
  3. Any Resolutions or Special Resolutions that are to be voted upon;
  4. Any supporting documents, information, etc. This information or package is developed by the Board and the Governance Committee and is uploaded to the website by the ED or Board Secretary;
  5. How to cast an electronic vote (see below under Electronic Voting Procedures)


RSVP and Registration

Following is a description of the RSPV/registration process.  The ED oversees this process in partnership with the Board Governance Committee.

  1. Individuals who RSVP are confirmed to be current active members.
  2. Confirmed Individuals will receive an email with a link to register with our zoom page.
  3. Once registered, you will receive an email with a zoom link to the meeting.


On the Meeting Date

Registered Members join through their Zoom link 15-30 minutes in advance of the scheduled start time. Following is a detailed description of the process:

  1. Members will wait in the waiting room until the Host admits them. (The Host is the ED.) When you join the call, please ensure that your display name matches the name used to purchase your membership. If a different name is displayed, you can click the three dots in the right-hand corner of your video screen to change your name.
  2. 15 minutes prior to the meeting start time, the Host will ensure that names are accurately spelled.
  3. At the start time, the Board Chair will call the meeting to order and note the time.
  4. The Host will begin recording the EGM/AGM and the Chair will notify the members that the meeting will be recorded.
  5. The Chair will ask all members to type their full name into the chat. This ensures that all understand the function and is an additional attendance confirmation.
  6. The Chair will inform the attendees of the consent motion format. (see Electronic Voting Procedures below for more details) Briefly, this format 1) assumes that those who are silent are in favour of a motion, 2) requires those who wish to abstain or vote NO are instructed to note this in the chat box, 3) requires one member to type “I second” followed by their full name in the chat box when the Chair asks for a seconder.
  7. A member of the Board Governance Committee will be designated to conduct the following business of the meeting:
    1. Confirm that proper notice was given to the members of the EGM/AGM
    2. Communicate the number of members required for quorum.
    3. Assist the Host to tally the number of voting members communicating through private messaging.
    4. Double-check the voting member attendance number and determine if quorum is met and communicate the results to the Host and Chair.
  1. For AGM/EGM managing procedures, Robert’s Rules of Order are used. Adopted Robert’s Rules of Order will be used. 


  1. Members are encouraged to place any comments or questions in the chat box. The Host will monitor the chat box to ensure that any pertinent questions are brought to the Chair’s attention.


  1. For Special Resolutions and Ordinary Resolutions (these will have been sent with the formal meeting notice), following are details of the process:
    1. The Chair presents the Resolution and will have it read aloud.
    2. The Chair requests a seconder for the motion to approved the Resolution from the membership.
    3. Once a member has typed “I second” followed by their full name in the chat window, the Chair calls for a vote and reminds the membership that only those who wish to abstain or oppose the vote are to type in the chat. The Host monitors the chat. 
    4. A vote of 2/3 of the members present is required for the Special Resolution to pass; and a vote of simple majority (50%+1) of the members present is required for the Ordinary Resolution to pass.
    5. The Host will have determined the vote counts from advanced ballots with the Board Governance Committee prior to the meeting.
    6. The Host will tally the complete vote and confirm to the Chair whether the Special Resolution has passed or not.
  2. After completing the business of the meeting, the Chair will adjourn the meeting and declare the meeting to be adjourned until the next EGM/AGM.
  3. The Host stops the recording of the meeting and ends the Zoom session.


For further information on the content of the AGM/EGM, please refer to 3.12 of the 2016 bylaws and 5.1 of the 2020 bylaws.










  1. RSVPリンク(下記の詳細を参照)
  2. ミーティング内容の目的
  3. 承認されるべき動議の情報
  4. 事前投票の方法などです。このパッケージはガバナンス委員会役員メンバーが作成し、EDまたは理事会秘書がウェブサイトにアップロードしています。
  5. 電子投票を行う方法(下記の電子投票手順を参照)


RSVP と登録について


  • RSVPをされた方々は現在のアクティブメンバーとして承認されます。
  • 承認された方々にはZoomページへの登録リンクを掲載されたEmailが届きます。
  • 登録完了後、オンラインミーティング用のZoomリンクがEmailが届きます。



  • メンバーは”ウェイティングルーム“にてホストが承認するまで待機します。(EDがホストです)参加時にはメンバーシップ購入時の氏名と同じ表記が掲載されるようにしてください。もし違う名前が表示されている場合は、ビデオスクリーン上右側の角にある3つのドットをクリックし、名前の表記を変更して下さい。
  • ミーティング開始15分前に、ホストは参加者氏名が正しく表示されている旨確認します。
  • 初めに理事会議長が会議の招集を行い、開始時刻を記録します。
  • ホストがEGM/AGMの録画を開始し、議長はメンバーにミーティングが録画される旨を通達します。
  • チャット画面に全ての出席者が各自フルネームを記入するよう議長が要請します。これにより全員がZoomの機能を理解している確認とし、また、出席確認も再度行えることになります。
  • 議長は、出席者に同意動議の書式を通知します。(詳細は後記の「電子投票の手順について」を参照)  簡単にまとめると、1)発言がない場合は賛成とみなすこと、2)棄権または投票を希望する人はその旨チャットウィンドウに記入すること、3)賛成者は「賛成」と自分のフルネームを併記してチャットウィンドウに記入することを議長が要請することが書かれています。
  • ミーティングにおいて、指名されたガバナンス委員会役員は以下の業務を行います:
      1. EGM/AGM のメンバーに適切な通知がなされたことを確認。
      2. 定足数に必要なメンバーの数の報告。
      3. ホストが投票メンバー数を集計するのをプライベートメッセージを通じて手伝う。
      4. 投票権を持つ会員の出席数を再確認し、定足数を満たしているかどうかを確認、その結果をホストと議長に伝える。
  • AGM/EGMの運営手続きには、ロバート議事法を使用しています。 非営利団体向けのロバート議事法概要はこちらをご覧ください
  • 出席者はチャットボックスにコメントや質問を書き込むよう奨励されます。ホストはチャットボックスを監視し、必要な質問に議長が気付けるようにします。
  • 特別決議及び普通決議(これらは正式な招集通知とともに事前に送付されます)についての手順詳細は、以下のとおりです:
  • 議長が決議を提示し、音読します。
  • 議長は賛成者に、議題が可決した旨の発表を要請します。
  • メンバーの一人が“「賛成」とフルネームを添えてチャットウィンドウに記入した後、議長は投票を呼びかけ、棄権または反対の投票をする人だけがチャットウィンドウに記入するよう通達します。ホストがチャットを監視します。
  • 特別決議は出席者の3分の2以上の賛成、普通決議は出席者の半数+1の単純多数決で可決されます。
  • ホストはその後、会議前の事前投票で得られたガバナンス委員会役員の投票数を確認します。
  • ホストはその後全投票を集計し、特別決議の可否を議長に連絡します。
  • 決議終了後、議長は会議を閉会し、次のEGM/AGMまで会議を閉会することを宣言します。
  • ホストはその後会議の録画を停止し、Zoomセッションを終了します。

AGM/EGMの内容についての詳細は、2016の バイローの3.12 (2020の バイローの5.1)を参照してください。 


Electronic Voting Procedures


Electronic Voting Procedures

If you are attending the meeting:

During a General Meeting, there will be Resolutions presented to the Membership for approval. All Resolutions will be presented in the formal notice of the meeting. 

In order for members to vote, each motion made for the approval of a Resolution will need to be seconded. When the Chair asks for a member to second a motion, any member may do so by typing “I second,” along with their name in the chat window.

Due to larger participation numbers, a consent motion format will be used to conduct the voting process. This means that only members who oppose the motion or abstain from voting are to note their vote (‘no’ or ‘abstain’) in the chat window. It is assumed that if you are silent, you approve of the Motion.

If at any time during the meeting you have questions, or want to make a comment, please feel free to use the chat window function. 

If you are unable to attend the meeting:

You may cast your vote electronically by email during the period beginning with the notice two weeks prior to the meeting and ending four hours prior to the meeting start time in order to confirm membership status. You will reply to the notice stating whether you vote in favour of or against the Resolution.

Proxy Voting

In order to submit your vote by proxy, please follow the procedure from our 2016 bylaws:

‘A Proxy shall be in writing under the hand of the member. A Proxy authority, if any, under which it is signed or a notarially certified copy thereof shall be deposited with the secretary of the Society not less than 4 hours before the time for holding the meeting.’

The Proxy form can be found here (MS Word format)





会員が、投票ができるには、決議案承認の為の各動議提案に二人方の承認が必要です。議長が会員に決議案の二人目の承認者を要求した時に、会員の方が「I second」とご自分のお名前をチャットウィンドウに入力する事で決議案を動かし、会員が投票することができるようになります。これは、動議に反対もしくは、投票を棄権したい会員のみが、チャット ウインドウに(「不賛成」または「棄権」)と記入投票する方式です。














Annual General Meetings


Q. What is their purpose?

Q. 年次総会の目的はなんですか?



General Meeting is held at least once a year for members to vote on directors and to be informed on financial statements and report of the auditor.  If there are any special resolutions requested from members or any business required by law or act, members can vote at the meeting.


Q. How is it called and what notice is given?




General meeting can be held in person or electronically. The notice of the place, date, time and special resolutions (if any) will be given to all members not less than 2 weeks and no more than 60 days prior to the meeting date.


Q. What is on an agenda of an AGM?




The agenda of general meeting is as follows:

  1. Adoption of the agenda;
  2. Approval of the minutes from the previous annual general meeting and any extra ordinary general meeting held since the previous annual meeting;
  3. Consideration of the financial statements and the report of the auditor, if any;
  4. The election of directors; and
  5. Such other business, if any, required by the Act or at law to be considered at an annual general meeting.

If any special resolutions are requested by members, these can be added to the agenda.  Also board can add items in the agenda.




  • 議題の採択
  • 前回の年次総会及び前回の年次総会以降に開催された臨時総会の議事録の承認
  • 財務諸表及び監査人の報告書がある場合は、それを考慮します。
  • 理事の選出 そして
  • 法律または法律で年次総会での検討が必要とされるその他の事項





Extraordinary General Meetings



Q. What is its purpose?

Q. 臨時総会の目的はなんですか?



The purpose of Extra Ordinary Meetings is to address special resolutions that are time sensitive.






Q. How are they called and what notice is given?

Q. 臨時総会はどうやって開催され、告示はどのようにされますか?



Extraordinary General Meeting are called by a Chair, Board resolution or members. The notice is the same as Annual General Meeting.  The place, date, time and special resolutions (if any) will be given to all members not less than 2 weeks and no more than 60 days prior to the meeting date.






Q. What is on an agenda of an EGM




Because the purpose of having Extraordinary General Meeting is to vote on special resolutions, the agenda is simpler as follows:

  1. Adoption of the agenda;
  2. Special resolutions.



  • 議題の採択
  • 特別決議。


Special Resolutions



Q. What are Special Resolutions?




Resolutions that address the fundamental purposes or the bylaws of the organization, or the composition of the board of directors, require a 2/3 vote of the members in attendance of a duly convened general meeting. The resolution must be specified fully in the general meeting agenda and notice of at least two weeks must be given.

Special resolutions cannot be amended at the general meeting. They cannot be raised from the floor. This is so that all members are aware in advance of special resolutions and can determine their intention to attend and vote, as well as obtain further information should they desire.








General Resolutions



Q. What are general resolutions?




Any other resolution that is on the agenda of the general meeting; or raised from the floor in accordance with the Rules of Order; can be voted upon and a simple majority of the members in attendance at the duly convened general meeting can pass the resolution.





Board of Directors



Q. Who can be a director?

Q. 誰が理事になれますか。



Any member who is in good standing, is over 18 years old, hasn’t been found to be incapable of managing their own affairs, is not bankrupt, hasn’t been convicted offence and passes criminal check can become a director.




Q. How to nominate a director?




A nomination must be made in writing in a form established by the Board of the Society. The application form is here (MS Word format). The nomination needs signatures from 2 nominating members and a member can’t nominate more nominees than 11 members as the number of directors must be between 5 and 11.  Nomination must be submitted in advance of the election and is not permitted from the floor at a General Meeting.






Q. How to elect directors?




No vote will be required if less than 12 are nominated.  Directors will then be elected by acclamation.

If there are more than 12 nominees, the election of directors will take place at the General Meeting and by advance and/or electronic voting. The voting by members will be by secret ballot and the nominees receiving most votes will be elected.








Director Rights and Obligations



See the complete Board Policies here. The following foundation board policies express the nature of the approach to governing by the board.




Q. What is the purpose of the Board?




The purpose of the Board is to act as the governing body responsible for overseeing the activities of the society so that it achieves what it should and avoids unacceptable actions and situations.





Q. What is the Governing Style?




The board is focused on outward vision and the impact of the organization; at the same time they also ensure internal accountability and clarity of goals to ensure that success is achieved.  To archive this, the Board must govern the society with following considerations:


  1. Encouragement of diversity in viewpoints;
  2. Strategic leadership more than administrative detail;
  3. Clear distinction of Board, Chair and Executive Director roles;
  4. Collective rather than individual decisions;
  5. Focus on the future rather than the past or present; and
  6. Emphasis on proactivity rather than reactivity.








  1. 過去や現在ではなく未来、そして
  2. 後手後手の対応ではなく先手を打って対策することを重視することです。


  1. What is the role of the Board?
  2. 理事会の役割は何ですか。


The Board will direct, control, and inspire the society through careful establishment of broad written policies reflecting the Board’s values and perspectives about ends to be achieved and means to be avoided. The Board’s policy focus will be on the intended long-term effects outside the society, not on the administrative or programmatic means of attaining those effects.


The Board will enforce upon itself whatever discipline is needed to govern with excellence. Discipline will apply to matters such as attendance, preparation for meetings, policy-making principles, respect of roles, and ensuring continuance of governance capability. The Board will observe its governance process policies scrupulously. The Board can change its governance process policies upon careful consideration.






Q. What are the other obligations of Board Members?

Q. 理事会員の義務は何ですか。



Board members agree to uphold the Constitution, which outlines the purposes of the VJLS-JH, and to obey the bylaws. They are to have no undeclared conflicts of interest; and are not to make personal gain from their work as a director, either directly or indirectly.

They understand that they have no individual authority unless it is specifically allocated by the board through a resolution or through bylaws or policies. All of the activity of the Board Members is with the intention to convene the board, make decisions, and communicate them to the members or the E.D. with one voice. Though differing points of view are welcome around the board table, once a decision is made, each board member must support the decision wholeheartedly. Of course, this is after participating fully in the conversation, and asking for clarification, information, expert advice, proposals, and any of the other tools used to make informed and wise decisions.


Board members also may act as volunteers in other roles at the organization but then set aside their board role and authority and are subject to the same rights and obligations as any other volunteer.


Board members benefit from their role solely because they have an interest in the cause and work to ensure that the organization is successful in achieving a better world. There are also intrinsic rewards based on creating a successful working relationship with directors, members and others in the community who recognize their contribution. In more concrete ways, directors may make reference to their successful board work in applying for other positions, and their status as a builder and collaborator is recognized broadly.





理事は理事会から特別に決議されるか、規約や会則により指定されない限り、個人の権限はありません。 理事の活動は理事会にて決断を下し、その結果を会員やエグゼクティブ・ディレクターに一つの意見として伝える事です。会議中の理事同士の意見の相違は歓迎されますが、一度決断が下されれば、理事は理事会の決断を誠心誠意支持しなければなりません。もちろんこれは、賢明で、知識のある判断ができるように、会議中の会話に参加し、問題を明確にするために質問し、情報を求め、専門家の助言や提案などの後で行われます。






Officers of the Board



Q. Who are the officers of the board and what are their duties?

Q. 理事会の役員は誰ですか、また、その役割義務は何ですか。




Officers of the Board consist of Chair, Vice Chair, Secretary and Treasurer.

The Chair supervise the other officers in the execution of their duties and preside at all meetings of the Society and of the Board.  The Vice-Chair assists the Chair and in the absence of the Chair, performs those duties. The Secretary is generally responsible for record-keeping such as notices, minutes, and custody of all records and documents.  The Secretary also maintains member registration and conduct correspondence of the society.  The Treasurer is responsible for financial records, reports and returns, including books of account and rendering of financial statements to the Directors, Members and others when required. Officers have the responsibility to ensure these tasks are completed but they may do so by delegating them, such as to the Executive Director, or an accountant or auditor and supervising that work













Q. What is a Board Committee?

Q. 理事委員会とは何ですか。



Board Committees are created by a board resolution. They are required to have terms of reference which outline who may serve on the committee (can be directors, members, stakeholders , experts, etc.) and how they may apply or be appointed, how much authority the committee has, who will chair it (usually a director) and any other relevant constraints. The terms should also state whether this is a standing committee (such as a Finance Committee, for example) that continues without an end date, or an ad hoc, or project, committee that ends when the specific work is done (such as an E.D. Hiring Committee). The terms also deal with how often the committee meets, its budget, if any, and other practical matters.





Q. What is an Operational Committee?

Q. 職員委員会とは何ですか。



Operational Committees are created by either a board resolution or by the Executive Director. They are required to have terms of reference which outline who may serve on the committee (can be directors, members, stakeholders , experts, etc.) and how they may apply or be appointed, how much authority the committee has, who will chair it (usually the E.D. or a staff member) and any other relevant constraints. The terms should also state whether this is a standing committee (such as an Education Committee, for example) that continues without an end date, or an ad hoc, or project, committee that ends when the specific work is done (such as a Golf Tournament Committee). The terms also deal with how often the committee meets, its budget, if any, and other practical matters.





Q. How can people participate meaningfully beyond Membership?

Q. 会員になる以上に有意義に参加するにはどうすればいいですか。



Though almost anyone can become a member, Non-Members are still very much a part of the structure of the VJLS-JH. Persons who do not wish to be involved in the overarching governance may find that their interests lie in supporting the various programs and activities that the organization undertakes. They may also want to donate funds to the organization in support of its goals. A chart of benefits for members and non-member stakeholder groups can be found here.

Non-Member Stakeholder Groups


Donors provide funding and are issued a charitable tax receipt for donations over $20. Special events may be held specifically for them, and there may be particular communications made that are specific to fundraising, and to thank them and inform them of their impact.


Staff persons participate actively every day in achieving the goals of the organization. They also can serve as committee members, subject to the terms of reference, and also can volunteer with the understanding that they are subject to the same constraints as other volunteers. Staff persons are not required to volunteer.


Students can be members, donors, committee members and volunteers, and are subject to the same constraints as any other in these roles.


Parents/Guardians can be members, donors, committee members and volunteers, and are subject to the same constraints as any other in these roles. Some committees may require parent representation.

Community supporter

A Community supporter is one who supports the organization through many different means/avenues.  This group includes alumni (former students), and generally anyone who is interested in the mission, purpose, programs, events, etc. 


Volunteers are a part of several or all of the stakeholder groups. Volunteers are very welcome! They agree to their roles, authority, supervision, and the code of conduct. There are many kinds of volunteers including: students, families, Directors and Committee members.

Committee members

Committees may include members and non-members as outlined in the Terms of Reference (TOR). Some committees may have members who contribute their expertise in that area (as in the TOR).


Directors are both members and volunteers. 


















委員会の責務内容(Terms of Reference-TOR)の規制の上で、会員、又は非会員が委員会のメンバーになれます。その委員会の関わりあるエリア(TORの下で)で専門性を貢献するものがメンバーになります。