1. Annual General Meeting
[SOCIETY NAME]
Annual General Meeting
Opening Remarks
Report by the Directors
Financial Statements
Election of Directors
Special Resolutions
Adjournment
Discussion Period

2. Opening Remarks Chair: [NAME] Appointment of Secretary: [NAME]
Notice of Meeting: [DATE]
Quorum: 5 members present
The meeting will now come to order.
Welcome to the first annual general meeting of the [SOCIETY NAME].
My name is [NAME] and I am a director of the society.
Now to proceed with the meeting. We will proceed to conduct the formal business and then provide time for general discussion after adjournment of the meeting.
[NAME] will act as secretary of the meeting.
It was confirmed that official notice of the AGM was provided on [DATE].
I am advised that there is a quorum of at least five members present in accordance with the Associations bylaws.
I now declare that this annual general meeting is regularly called and properly constituted for the transaction of business.

3. Report of the Directors to the members
The first item of business is the presentation of the Report of the Directors to the members.
I will speak briefly to the report and then accept a motion to waive the reading of the report and that it be accepted.

4. 2014 Memorandum of Understanding Regional and Local Engagement
Primary Objective: Strengthen relationships between health authority leaders and physicians practising in their facilities and programs
Primary goal of the initiative of which this society was formed to implement is to:
Give the medical staff a meaningful voice in improving patient care and the working environment.
Provide an opportunity to re-establish the physician voice and improve relationships with health authorities.
Identify and work on issues that directly affect physicians and the medical staff as a whole.

5. Commitments
6 health authority CEOs committed to consult and engage with medical staff on regional and local issues Responsibility of the medical staff to ensure we are ready and able to respond to consultation
Under the memorandum of understanding the six health authority CEOs agreed on a commitment to consult for specific items. It is our responsibility as the medical staff to ensure we are ready and able to respond to this consultation.

6. Year in Review Agreed to participate in facility engagement work
Established a non-profit society and representative Working Group to make decisions
[INSERT ACCOMPLISHMENTS]
Over the past [TIME FRAME] we have accomplished a lot.
As a medical staff, we agreed to participate in the facility engagement initiative and have established this non-profit society. The society was incorporated on [DATE] and will receive [FUNDING AMOUNT] in annual funding to support our mandate.
[INSERT ACCOMPLISHMENTS]

7. Lessons Learned
Projects were a great way to get started and gain some wins
Not all physicians will be engaged through project work and other forms of engagement are needed
The conditions needed for successful projects
Over the past [TIME FRAME] we have learned many valuable lessons. We learned projects were a great way to get started and gain some wins. However, we know that not all physicians will be engaged through project work and other forms of engagement are needed.
Other forms of engagement could include networking opportunities where you can share a meal with your colleagues while learning or working on an issue together.
Another valuable lesson we learned was about the importance of creating the right conditions to engender successful projects. This means ensuring we:
Have strong and continuous buy-in from individuals as well as the organization as a whole.
Have appropriate project management support in place to help physicians achieve their project goals.
We partner with the health authority thoroughly where appropriate.

8. Priorities for the Year Ahead
Build relationships and strengthen MSA
Engage in respectful dialogue to build trust between MSA and health authority leadership
Work with health authority leadership to identify communication platforms and channels
Create process to identify and prioritize of issues and strategize based on identified priorities
MSA and health authority leadership co-supporting initiatives and projects to address issues
As we move through the remainder of the [insert fiscal year] fiscal year we will continue to support physician-led projects and begin our work on other aspects of engagement by building relationships and strengthening our MSA as well our relationship with our health authority leadership. We will create processes to identify and prioritize issues raised by the medical staff and we will work to create solutions and strategies to address these importance issues. Lastly, we will continue working with our health authority leadership to co-create solutions to issues to ensure our voice is heard in decision-making processes where appropriate and to identify better communication platforms and channels.

9. Motion
The Report of the Directors of the association be taken as read and accepted
Now, would anyone care to move that the Report of the Directors to the members of the society be taken as read and accepted?
Mr./Ms says: I MOVE that the reading of the Report of the Directors to the members be waived and that they accept.
Thank you. Would anyone care to second?
Mr./Ms says: I SECOND the motion.
Thank you.
The motion is now open for discussion.
(PAUSE)
If there is no (further) discussion I shall ask all those in favour to signify by raising their hand.
Contrary, if any?
CARRIED
[If reading of the report is requested, then proceed as follows:
In view of this request, I will now ask the secretary-treasurer to read the Report of the Directors to the members.
Would anyone care to move that the Report of the Directors to the members be accepted as read?
Mr./Ms says: I MOVE that the reading of the Report of the Directors to the members be accepted as read.

10. Financial Statements
The second item of business is to place the financial statements before the meeting. The financial statements are for the [PERIOD ENDING AS AT [DATE] OR YEAR END AS AT [DATE]].
A copy of the financial statements is included in your package.
The secretary-treasurer will speak briefly to the financial statements and then I will accept a motion to waive the reading of the financial statements and that they be accepted.
Secretary-Treasurer reads from here:
To date, the society has been granted [FUNDING AMOUNT] in start-up funding.
Of this [FUNDING AMOUNT] of funding received, [AMOUNT] has been allocated to physician-led initiatives and projects.
Approximately [AMOUNT] has been allocated for administrative costs such as directors meetings, staff, and supplies.
The remaining [AMOUNT] has not yet been allocated and is anticipated to be used to continue to support physician-led initiatives and projects.
The actuals on our financial statements are lower than the allocated amount as projects and initiatives is ongoing and will continue to draw down on their allocated funds until their completion.

11. Motion
The reading of the financial statements be waived and that they be accepted
Now, would anyone care to move that the financial statements of the society be taken as read and accepted?
Thank you, Would anyone care to second?
Mr./Ms says: I SECOND the motion.
Thank you.
The motion is now open for discussion.
(PAUSE)
If there is no (further) discussion I shall ask all those in favour to signify by raising their hand.
Contrary, if any?
CARRIED
[If reading of the report is requested then proceed as follows]:
In view of this request, I will now ask the secretary-treasurer to read the financial statements to the members.
Would anyone care to move that the financial statements to the members be accepted as read?
Mr./Ms says: I MOVE that the reading of the financial statements to the members be accepted as read.

12. Thank you [NAME] For leaving director:
Before I proceed with the election of the directors, I would like to take a moment to thank [NAME] for his/her term as [ROLE] of the society.
Please join me in a round of applause thanking [NAME] for his/her leadership and dedication.

13. Election of Directors
Pursuant to the bylaws of the society, the individuals elected as officers of the MSA, at the MSA AGM on [DATE] are to be appointed as directors of the society for a concurrent term.
MSA officers:
The third item of business is the appointment and election of the directors of the society in accordance with the bylaws of the society.
Pursuant to the provisions of the Societies Act of British Columbia, a society must have at least three directors.
Pursuant to the bylaws of our society, we may have a minimum of [NUMBER OF DIRECTORS] and a maximum of [NUMBER OF DIRECTORS]; furthermore, the individuals elected as officers of the MSA, at the MSA AGM on [DATE] are to be appointed as directors of the society for a concurrent term. The following physicians have been elected as officers of the MSA for a [TERM] commencing [DATE]:
 [NAME]

14. Motion
The members confirm and ratify the appointment of [NAME] as director of the society to hold office beginning [DATE].
I now ask for a motion to confirm and ratify the appointment of [NAME] as director of the society to hold office beginning [DATE].
Mr./Ms says: I MOVE that [NAME] be confirmed as director of the society to hold office beginning [DATE] and until a successor is elected, subject to the provisions of the society bylaws.
Thank you, Would anyone care to second?
Mr./Ms says: I SECOND the motion.
Thank you.
The motion is now open for discussion.
(PAUSE)
If there is no (further) discussion I shall ask all those in favour to signify by raising their hand.
Contrary, if any?
CARRIED
I hereby declare that [NAME] is confirmed as a director of the society to hold office until a successor is elected, subject to the provisions of the society’s bylaws.

15. Nominations from the Floor
Are there any nominations from the floor today?

16. Motion
The number of directors of the society be set at [NUMBER OF DIRECTORS]
Hearing no nominations from the floor, I now ask that it be resolved that the number of directors of the society be set at [NUMBER OF DIRECTORS].
Mr./Ms says: I MOVE that it hereby be resolved that the number of directors of the society will be set at [NUMBER OF DIRECTORS].
Thank you, Would anyone care to second?
Mr./Ms says: I SECOND the motion.
Thank you.
The motion is now open for discussion.
(PAUSE)
If there is no (further) discussion I shall ask all those in favour to signify by raising their hand.
Contrary, if any?
CARRIED

17. Motion
The number of directors of the society be set at [NUMBER OF DIRECTORS]
Hearing the additional nominations from the floor, I now ask that it be resolved that the number of directors of the society be set at [NUMBER OF DIRECTORS].
Mr./Ms says: I MOVE that it hereby be resolved that the number of directors of the society will be set at [NUMBER OF DIRECTORS].
Thank you, Would anyone care to second?
Mr./Ms says: I SECOND the motion.
Thank you.
The motion is now open for discussion.
(PAUSE)
If there is no (further) discussion I shall ask all those in favour to signify by raising their hand.
Contrary, if any?
CARRIED

18. Motion
The members appoint [NAME] as director of the society to hold office beginning [DATE].
I now ask for a motion to appoint [NAME] as director of the society to hold office beginning [DATE].
Mr./Ms says: I MOVE that [NAME] be confirmed as director of the society to hold office beginning [DATE] and until a successor is elected, subject to the provisions of the society bylaws.
Thank you, Would anyone care to second?
Mr./Ms says: I SECOND the motion.
Thank you.
The motion is now open for discussion.
(PAUSE)
If there is no (further) discussion I shall ask all those in favour to signify by raising their hand.
Contrary, if any?
CARRIED
I hereby declare that [NAME] is appointed as a director of the society to hold office until a successor is elected, subject to the provisions of the societies bylaws.

19. Welcome [NAME]
I would like to take a moment to welcome [NAME] to the society as a Director.
We are pleased to have you as part of the leadership team and we are looking forward to working with you as we move into the next phase of our work with the society. Your passion and fresh insight will be invaluable to us as we move forward.
Please join me in a round of applause welcoming [NAME] to the [SOCIETY NAME].

20. Special Resolution
Amendments to the constitution and bylaws to support the changes to the Societies Act which came in to effect on 28 November 2016.
The last item of business is the presentation of the special resolution to approve the revised constitution and bylaws.
The secretary-treasurer has copies of the special resolution and if you would like a copy, please raise your hand.
I will speak briefly to the proposed changes to the constitution and bylaws and then accept a motion to waive the reading of the special resolution and that it be accepted.
The Societies Act is new provincial legislation that came into effect on 28th November It governs how societies (not-for-profit corporations) are created and run in B.C. and includes significant updates to allow for more flexibility in how societies operate. There are new provisions in the Act that affect all societies. They include:
Financial statements must include a note setting out remuneration paid to its directors and employees/contractors paid more than $
Directors and senior managers have an obligation to disclose conflicts of interest.
The majority of the board of directors may not be employed or under contract with the society.
All directors must provide written consent to be directors.
[Furthermore, the addition of provisions for electronic participation in meetings as well as voting by proxy have been included in the amendments]
To support these new provisions, changes to the constitution and bylaws must be made.

21. Motion
The special resolutions of the society be taken as read and accepted
Would anyone care to move that the special resolution of the society be taken as read and accepted?
Mr./Ms says: I MOVE that the reading of the special resolutions to the members be waived and that they accept.
Thank you, Would anyone care to second?
Mr./Ms says: I SECOND the motion.
Thank you.
The motion is now open for discussion
(PAUSE)
If there is no (further) discussion I shall ask all those in favour to signify by raising their hand.
Contrary, if any?
CARRIED
[If reading of the special resolution is requested then proceed as follows:]
In view of this request, I will now ask the secretary-treasurer to read the special resolution to the members.
Would anyone care to move that the special resolution be accepted as read?
Mr./Ms says: I MOVE that the reading of the special resolutions to the members be accepted.

22. Motion for Adjournment
If there is no further business to be brought before the meeting I suggest a resolution that the meeting adjourn.
Mr./Ms says: I MOVE that the meeting adjourn.
Thank you, Would anyone care to second?
Mr./Ms says: I SECOND the motion.
Thank you.
The motion is now open for discussion. If there is no (further) discussion, all in favour please signify by raising their hand. Contrary, if any? [RW Comment: Motions to Adjournment aren’t debatable, this should be edited to just call a vote?]
CARRIED
The meeting is adjourned.

23. Discussion Period
For the next 25 minutes, we are going to take this opportunity to engage in discussion, at our respective tables, on three specific questions. After 25 minutes, you will be asked to post your top response for each question on the wall using the sticky flipchart paper provided on your table. You will then be asked to use the sticky dots in your agenda package to place your votes and identify the top priorities. These prioritized responses will be collected, collated, and shared with you in a few week's time. The information we gather here tonight will inform our society’s strategic direction for the coming year.

24. Discussion Period
Everyone gets a chance to speak and contribute (keep your ego in check)
Stay mentally present – focus on this opportunity
Avoid sidebar conversations
Don’t interrupt or use “….yes, but…” Please use “….yes, and….” instead
Listen with an open mind
Think big first – what would you like to see? – before narrowing down into practicalities
Please keep the following ground rules in mind throughout this process:
Everyone gets a chance to speak and contribute (keep your ego in check).
Stay mentally present – focus on this opportunity.
Avoid sidebar conversations.
Don’t interrupt or use “….yes, but….” please use “....yes, and….” instead.
Listen with an open mind.
Think big first – what would you like to see? – before narrowing down into practicalities.

25. Discussion Period What can the MSA do for you?
What issues are important to you as the medical staff at [NAME] Hospital?
What are the opportunities and barriers to engagement at [NAME] Hospital?
Here are the three questions we would like you to consider this evening.

26. Example Distribution of the MSA priorities
All ideas were logically grouped into five themes and organized based on percent of total vote:
Wellness and Team Care (53%)
Representation and
Communication (20%)
The Role of the MSA (17%)
Standards of Patient Care (6%)
MSA Meetings (4%)
Another facility in the Lower Mainland conducted this same exercise. Here is a snapshot of their results.

27. Discussion Period What can the MSA do for you?
What issues are important to you as the medical staff at [NAME] Hospital?
What are the opportunities and barriers to engagement at [NAME] Hospital?
Here are the 3 questions we would like you to consider this evening.