An Orientation to AGM Making the Most of Your Meeting Alan Chell, John Noonan

Our Cast for Today Alan Chell: Legislative committee and motions, ballot voting, elections, mechanics of motions John Noonan: Robert's Rules of Order

Conduct business of the Association Election of Board of Directors The Purposes of AGM Conduct business of the Association Election of Board of Directors Set direction for Association through: revising bylaws extraordinary motions passing advocacy resolutions substantive motions Judith: Extraordinary motions right now apply only to bylaws. Changes pending will make an extraordinary resolution needed to pass or change foundational statements

Other AGM Activities Educational sessions Communication with government officials Networking with colleagues

Your Interests? What topics or questions would you like to make sure we address today?

Ballots allocated to districts by size Ballot votes are used for: Ballots – Bylaw 9d Ballots allocated to districts by size Ballot votes are used for: election of BCSTA officers; amendments to the BCSTA bylaws; taking a vote on a substantive motion when called for by any twenty (20) delegates; approval of an Association petition to the Legislature for changes in the BCSTA Act of Incorporation Ballot voting reflects size of districts. It is up to districts how they allocate the ballots to individuals to cast: they can decide as a board how to vote and have one person cast all the ballots or divide them up (more common I think.) JAC

Nominations & Elections Nominations can occur: Before AGM up until deadline; From the floor on the opening evening Six or seven elected members of the Board President Vice-President Directors (4 or 5) Immediate Past President (if applicable – not elected)

Elections – Bylaw 15 h (i-v) In the election of directors, there shall be sequential rounds of balloting, with four (4) directors elected in years when there is an immediate past president, and five (5) directors otherwise. The following procedures apply: i. For each round of balloting, a ballot shall be issued for each vote allocated under 9(a) or (b), on which a voter may mark a sub-vote for each one of more candidates, not to exceed the number of candidates to be elected; ii. A threshold number of sub-votes is established equal to 50 per cent of the validly cast ballots; iii. Candidates are elected in order of the number of sub-votes received, provided they receive more than the threshold number of sub-votes. iv. If no candidate is elected on a ballot, the candidate with the lowest number of votes is dropped off. v. Further rounds of balloting continue until the required number of directors is elected.

Election of President or VP If there are 2 candidates, majority prevails If there are 3 or more candidates, the one receiving the lowest number of votes drops off on the second ballot unless one candidate has a clear majority Unsuccessful candidates may be nominated for a director position Their name(s) go on the ballot with other candidates

BCSTA does its business through motions Two kinds of motions: Motions & Resolutions BCSTA does its business through motions Two kinds of motions: Extraordinary: those that change the organization Substantive: those that give directions to our activities Motions become resolutions once passed Our terminology about motions and resolutions is very confusing. The bylaws use the term "motions" for substantive and "resolutions" for extraordinary. My own preference is to use "motion" for the before adoption stage, and resolution for something that has been passed. So you debate a motion, not a resolution, but the assembly passed resolutions. Kind of like "Bill" and "Act." JAC

Extraordinary vs. Substantive Require weighted ballot vote Requires 2/3 vote Substantive Normally done by “show of hands” vote Card count in case of “close calls” Requires majority vote

Motion Process Beforehand BCSTA calls for volunteer deputy chairs and readers At the AGM: Reader reads motion Chair calls for a mover and seconder Mover opens debate Floor is open for debate Delegates may speak only once to the motion Mover closes debate Chair calls for vote

Source of Motions A board of education, BCSTA committee, branch or Board of Directors can propose motions The Legislative Committee reviews motions The committee determines: If the motion is emergent and therefore appropriate for Provincial Council consideration If the motion is so similar to others that it could be merged or consolidated If the motion is consistent with bylaws or policies of the Association If a motion meets the requirements for a “late motion” to AGM Judith: Emergent for PC has a special meaning: it means things that can’t wait for next AGM: “business that if delayed until the AGM, will impact negatively on boards’ ability to influence public policy, or a public education issue.” Think about “emergency” not “emerging.” Late motions for AGM have to deal with events arising or legislation introduced after the 60 day deadline for submission of motions.

The Legislative Committee Also … Groups the motions by topics, dealing with the educational motions first and then the less educational ones later Deals with the language/syntax of the motion to ensure the following: Clarity Spelling Terminology is accurate for the topic Direction of the resolution, so it is clear whom we want to take the action The supporting information is useful and effective Judith: “less educational”: e.g. funding and facilities. Does not mean motions that are irrelevant to education; we need to stick to our mandate.

The Legislative Committee Also … Sends revised motions back to the original movers for approval Sends out the package of motions to the membership before the AGM Reports to the AGM on the number of motions of various types and asks for any further motions that will then come as “late motions” Judith: Approval of revised motions is not required; the Committee has the authority to amend or consolidate without the consent of the submitter. But if the submitter does not agree then the Committee can reconsider its decision in light of the objection. The Legislative Committee tries to capture the submitter’s intent, so that they will not have to make amendments from the floor to get the assembly to debate the issue they wanted to submit.

Why the Legislative Committee? To improve the quality of debate at our meetings Members should know exactly what they are voting on Minimize time spent in the meeting on “friendly” amendments and clarification of the intent of a motion

The Legislative Committee Appointed by President Usually will change after 3 years, like other committee appointments Under upcoming bylaw amendment, will include a member of board of directors plus at least 2 other trustees

Upcoming changes This year’s AGM will vote on a new policy book, including Foundational Statements

The Assembly (AGM or PC) has the final say. Appeals The Assembly (AGM or PC) has the final say. If the board submitting a motion disagrees with a Legislative Committee decision, that decision can be appealed from the floor of the meeting. Example: Legislative Committee rejects late motion to AGM, board wants it to proceed. Bylaws provide that board gives written notice of its appeal to the Executive Director and the appeal is presented to the AGM, which decides whether or not to sustain the Committee. If not, the motion is added to the agenda. For amendments, more likely that board would just introduce amendment to the motion.

Robert’s Rules of Order John Noonan

The Parliamentarian As an adviser: To the Deputy Chair To the Assembly

The Fundamental Principles --Justice and Courtesy for ALL --Do only One Thing at a Time --The Majority Rules --The Minority has a Right to be Heard

Common Motions Amendments Primary (first degree) Secondary (amendment to the amendment) Must be germane

To postpone definitely To postpone indefinitely To Table More Motions To Refer To send to a committee for further study To postpone definitely To postpone indefinitely To Table

Still More Motions To Close Debate To Suspend the Rules

Point of Order Chair rules

Challenging the Chair’s Decision Moved by a member Seconded by another member Member states the reason for the challenge Chair responds Assembly votes on the question Shall the decision of the chair be sustained

Can we Change our Mind? By reconsidering the vote? By rescinding the decision? By amending something previously adopted?

“Well, that makes it four ‘aye’s, two ‘nay’s and one ’hey no problem

The Presiding Officer! When Presiding! The acts and decisions of the Presiding Officer are those of the assembly unless reversed by the assembly. She is the voice of the assembly.

Closing Discussion Did we cover all the items we identified earlier? Do you have any other questions or comments?