Proxy Forms are required for your PAC or DPAC to attend and vote/speak at the AGM. 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: May 14. Late submissions may not be processed in time for the AGM.

UPDATED PROXY PROCESS FOR 2025 AGM (effective 30-Apr-2025):

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

Proxy holders must be registered to attend the AGM.

FREQUENTLY ASKED QUESTIONS

Q: Why has the 2025 proxy process been changed and is no longer an online form?

A: We consulted legal counsel to ensure the proxy process complies with applicable legal requirements. Based on that advice, we reverted to the historical downloadable form format for 2025 and clarified the requirements for submitting electronic signatures.

Our legal counsel has further advised that while electronic signatures are acceptable, there must be a reliable method to verify who signed. Certificates of completion from e-signing platforms meet this need.

In response to member feedback, we have added a third option: a digitally signed form may also be submitted by email if both signing executive members are cc’ed on the email using the same addresses listed on the form. Our legal counsel has confirmed that this also provides a sufficient audit trail.

These updates are intended to support accessibility while ensuring the integrity of the proxy submission process. Types of submissions accepted are detailed above in the Updated Proxy Process for 2025 section.

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 2025 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 AGM, 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 AGM 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 AGM.
  • 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 AGM.
  • 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 AGM 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: Does my PAC or DPAC need to assign our voting proxy to someone attending the AGM in-person?

A: No. This year’s AGM is a hybrid event, meaning Member PACs/DPACs can send a delegate in-person or virtually to vote and/or speak on their behalf. We encourage PACs and DPACs to take advantage of this opportunity to send someone from their own membership and participate directly in the decision-making process.

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

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 2025 AGM" 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 2025 AGM" column; this means your PAC is eligible to attend and speak at the AGM 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 AGM 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 AGM?

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.

The nomination submission period closed on March 31.

We’re pleased to announce that the candidates for election at AGM have been acclaimed for the following positions on the Board of Directors. 

When the above board members take office 31 days after the AGM (Bylaw 5.13), there will be three vacant positions on the Board. Information regarding a by-election (Bylaw 5.17.b) will be circulated after the AGM has concluded.

To help members learn more about each of the acclaimed candidates, review the latest iteration of the AGM Booklet.

Volunteering

You can find the Volunteer Application Form below. Once you’ve filled it out and ensured your PAC or DPAC is a member, you’ll be ready to participate when a committee chair reaches out.

Awards Committee
Supports the recognition of members and organizations through the review and selection of award recipients.
Keirsten Tymko serves as Chair

Resolutions Committee
Reviews member-submitted resolutions for AGM and makes recommendations to the Board for action on passed resolutions.
Kendra Mann and Trish Coft serve as Co-Chairs

If you don’t see a committee that matches your interests, don’t worry! Other opportunities may arise through the year. We look forward to your participation and support!

We’re excited to announce registration is open for the 2024 BCCPAC Virtual Membership Summit!

Saturday, November 30, 2024 - 8:30 am to 4 pm

For the first time, this fall summit is open to all individual parents and caregivers within our member PACs and DPACs. Whether you’re new to BCCPAC or deeply involved, your voice matters, and we’re looking forward to working with you to strengthen knowledge and connections across the province and shape a positive future.

Registration

Registration is required for this event. All attendees must register by November 25th to receive access to the virtual event.

Confirm your PAC or DPAC membership status: Membership List
OR
Remind and encourage them to join: Membership Registration

Pre-Summit Input and Registration Deadlines

Register by November 18 to submit:

• Questions for the Ministry of Education and Child Care Q&A
• Topics for the Strategic Planning breakout session

Deadline for event registration: November 25 (registrations received after the deadline will be added to the waitlist)

Registration is now closed for this event.

Workshops and Presentations

Our one-day virtual summit includes interactive sessions and presentations:

• Starting a DPAC Advocacy Program
• Updates from the Ministry of Education and Child Care
• Shaping the Future of BCCPAC Together: Exploring Goals and Strategy
• The Art of Collective Decision-Making: Navigating PAC/DPAC Governance

View the full event schedule.

Virtual Exhibitor Passport Contest

Engage with exhibitors during the coffee, lunch, and snack break to enter the Exhibitor Passport Contest. Visit each booth for a chance to win prizes while connecting with resources and ideas.

Digital Summit Guide

Share the Summit Guide with all parents in your district!

Thank You to Our Sponsors

We are grateful to our sponsors for their continued support of BCCPAC. 

EducationPlannerBC connects people to post-secondary education and careers. Our website is home to the provincial post-secondary application service and valuable resources. Discover helpful information such as program and career planning, trades, admission requirements, and financial aid options. Explore Top Tips, FAQs and the Glossary. Search thousands of programs, save to My List, and easily apply to any of B.C.’s 25 public post-secondary institutions. Find Your Path at EducationPlannerBC.

In our 26 years in business, organizations like Canadian Tire Jumpstart, Kiwanis, Science World, the Vancouver Canucks and hundreds of schools and municipalities have chosen Habitat. Our goal is to offer our clients products which are kind to the environment, have solid warranties, are of high quality, and that all kids love to play on! Canadian owned & operated - our team is ready to help you create a new place to play!

We’re families whose kids struggle with mental health challenges. We know what it is like because we've been there too. For over 20 years, FamilySmart has been coming alongside families to offer peer support, to listen and to help families find resources and information about services & supports available to them.

Please share these resources from previous events:

2023 DPAC Summit Guide & 2023 DPAC Summit Resources
2022 DPAC Summit Guide & 2022 DPAC Summit Resources
2021 DPAC Summit Resources
2020 DPAC Summit Resources

We acknowledge the financial support of the Province of British Columbia through the Ministry of Education and Child Care.

EARLY BIRD RATE EXTENDED TO MAY 2!

We are excited to welcome parents and caregivers from across the province to the 2025 Spring Parent Leadership Conference on May 23, 2025, held alongside our Annual General Meeting on May 24 and 25.

This event brings together parent leaders to connect, learn, and advocate for the future of public education in BC. All parents are welcome to attend the Conference, and BCCPAC members are encouraged to participate in the AGM.

Conference Schedule
The Conference Schedule is now finalized! There’s something for everyone—sessions on conflict resolution, governance, advocacy, accessibility, and anti-racism, plus space to connect and discuss resolutions. Take a look at what’s planned for this full day of learning and dialogue.

Hybrid Format
Both the Conference and AGM are hybrid events this year, offering the flexibility to attend in-person at the University of Northern British Columbia in Prince George, or online through two event platforms.

Whova: Your Conference Hub
All attendees, both in-person and virtual, will have access to the virtual Conference platform soon after they register. Using Whova, attendees can:

• Start networking prior to the event – connect with other attendees, speakers, exhibitors and sponsors
• Engage with exhibitors – visit virtual booths, chat with representatives, and access their resources
• Plan meetups and discussions – schedule and sign up for meetings, and participate in conversations in the app before, during and after the event
• Interact with live sessions – join Q&As, polls and interactive discussions
• Access session recordings – revisit key presentations for a limited time after the event

Whova ensures that both in-person and virtual attendees get the most out of the conference experience, whether they are onsite in Prince George or joining from home.

Lumi: Seamless AGM Participation
The AGM will be hosted on Lumi, a platform designed to ensure a smooth and secure voting process. Whether attending in-person or online, Lumi will provide:

• Live access to AGM proceedings
• Real time virtual voting for both in-person and online attendees
• Secure proxy authentication
• Easy to use interface for motions, discussions and procedural management

Lumi ensures that every registered delegate can participate fully in the AGM, regardless of location or voting privileges. More details on how to access and use Lumi will be provided closer to the event.

Learn more about the AGM.

Submit your PAC or DPAC’s proxies for voting and/or speaking: 2025 AGM Proxy Forms

Conference Location
The decision to host this year’s event in Prince George reflects our commitment to equitable representation across the province. Members from northern and some rural areas have long raised concerns about feeling left out of opportunities due to their distance from the Lower Mainland. BCCPAC serves all districts and schools in BC, and rotating the location of major events ensures that all regions have the opportunity to participate in-person at some point. Offering the ability to attend virtually ensures that all members can participate in some way every year.

Free Parent Power Social
Date/Time: Saturday, May 24, 7 -10pm
Hosted by: SD57 District Parent Advisory Council (DPAC) and Lheidli T'enneh, in partnership with Tourism PG

We invite parents to enjoy some light refreshments and social time to unwind during a busy BCCPAC weekend. There will be greetings and announcements and some fun activities for everyone to enjoy. NOTE: Registration is required for the Parent Power Social (and is included in Conference or AGM registrations).

Registration
Registration is required for all attendees for all events.

• Register Now - view ticket options and pricing
• Early-bird pricing has been extended to May 2!
• In-person Registrants receive both in-person and online event access

Remember to submit your PAC’s or DPAC’s proxies for the AGM: 2025 AGM Proxy Forms

Your PAC or DPAC can use some of its Gaming Grant, if you receive this funding, and may be eligible for a BCCPAC travel subsidy as well.

Gaming Grant – Eligible Expense
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: page 10, DPACs: page 12).

Travel & Accommodation
Delegates are responsible for securing and paying for their own travel and accommodation.

We have secured a discounted rate for UNBC’S pod-style accommodations. These pods include private, locking bedrooms with shared living space, kitchen and washroom facilities, providing an affordable and convenient option for groups. Accommodation is limited – book early!

Review the Travel & Accommodation page for more information relating to the discounted accommodation available at UNBC and travel subsidies available through BCCPAC.

Conference Guide
This section will be updated when the Conference Guide is available, closer to the event.

Conference Schedule
While the full Conference schedule Is still under development, we are pleased to confirm that the Minister of Education and Child Care, the Honourable Lisa Beare, will be attending to provide an update and respond to pre-submitted questions.

Submit your question for Minister Beare by April 25.

Other sessions will cover key topics such as conflict resolution, governance, advocacy and anti-racism. There will also be round table discussions on resolutions and strategic planning.

Saturday evening there will be a social event hosted by SD57 District Parent Advisory Council (DPAC) and Lheidli T'enneh, in partnership with Tourism PG. Pre-registration is required.

Looking for last year's information? The 2024 Conference Guide can be viewed online and parents/guardians can access the recordings and PPT presentations - 2024 Conference Presentations.

We acknowledge the financial support of the Province of British Columbia through the Ministry of Education and Child Care.