AGM procedures

Introduction
Annual general meeting
Rules of order
Rules of order outline
Consent calendar
Policy resolutions
Plenaries and workshops
Motions from the floor
Other questions/issues/concerns

Note:  These procedures have been updated subsequent to a review with our parliamentarian. 

 

Introduction

Our annual convention is a fantastic time for us to get together and discuss where our party has been and where it’s going. As BC Greens, we have more to celebrate this year than ever before. While our success brings many opportunities, it also brings important responsibilities. Our convention is an opportunity to continue to lead by example and show that as BC Greens, we do things differently.

Recognizing the impact the provincial election had on our resources, staff and volunteers, we have planned for a modest convention this year. There are several opportunities to provide feedback and ideas to the party throughout the convention and we encourage everyone to participate in as many of the events as possible.

 

AGM

Although the convention runs from Fri. Jun. 1 through Sun. Jun. 3, our formal AGM is on Sun. Jun. 3 at 9:00 AM. The formal AGM is free and open to all members, but only members in good standing may vote on resolutions. During the AGM, the party is legally required to address business mandated by the BC Societies Act.

 

Rules of order

The formal AGM will be conducted according to the Green Rules of Procedure with the exception of Section III (m) which, due to the BC Societies Act, must be conducted as follows:

  1. "an ordinary resolution passes in general meeting of the members of the society by a simple majority of votes cast in person," and
  2. "a special resolution passes in general meeting by a majority of not less than 75% of those members of a society who, being entitled to do so, vote in person, of which notice of the bylaws provide and not be less than 14 days’ notice specifying the intention to propose the special resolution has been given".

 

Rules of order outline

A sponsor or the facilitator presents the motion on the floor for discussion.

The facilitator may ask for a moment of silence, during which time everyone considers the motion and notes any points of information they need to raise.

The facilitator then asks if anyone needs clarification of the motion presented. Those clarifications are made either by the facilitator, the recorder, a sponsor of the motion, or other person at the meeting.

Discussion, or amendment, then takes place until:
A. a consensus is reached,
B. it becomes clear that no consensus can be reached, or
C. it is agreed that the motion is sent back to a workgroup or its sponsors for more work.

In the event that there is no consensus, a straw poll is taken to determine support for:
A. tabling the motion (to a specified time or meeting),
B. sending the motion back for more work, or
C. going to a deciding vote.

If a deciding vote is taken and, if it is special business and not less than 75% are in favour of the motion, or if it is a procedural motion and a simple majority are in favour of the motion, the motion carries. Only members in good standing may participate in a deciding vote.

Motions sent back for more work may be re-presented at a future meeting.

 

Consent agenda (Consent calendar)

The AGM Agenda and several written reports will be shared with the membership ahead of the AGM. A number of the reports will entered into the official record of the meeting as part of a “Consent agenda”. When this portion of the agenda is reached, any member wishing to discuss or ask questions about one of the reports may ask to have it pulled out of the Consent agenda. This report can then be discussed by the assembly. Any remaining items in the Consent agenda are considered as being formally received, and no discussion or resolution is required.

The purpose of a Consent agenda is to allow for quickly dealing with information that is important, but where no further action or specific resolution is required. However, a Consent agenda still gives the members of an assembly the ability to have a further discussion or ask questions on particular reports where they feel that’s necessary. By reviewing and asking for clarification about reports prior to the formal meeting, an assembly can be kept up to date, and focus their formal meeting time on issues which require a decision (resolution) of some sort.

 

Policy resolutions (external/political policy)

Please refer to the party's policy development process for information about how to submit new policies to the Research and Policy Committee for discussion in the future. If you would like to get involved as a volunteer on the Research and Policy Committee, please send an email to policy@greenparty.bc.ca.

 

Plenaries and workshops

Plenaries and Workshops occur during the convention, but are not part of the formal AGM. All members in attendance will have an opportunity to discuss key issues that have been identified throughout the year. Staff and volunteers will be on hand to record the feedback received. There will also be a few workshops where smaller sub-groups of members can discuss topics that have been identified as important by members. Please review our convention agenda to make sure you’re not going to miss out on the topics where you can make the greatest contributions.

 

Motions from the floor

During a review of our procedures with our Parliamentarian last year, it was determined that the BC Societies Act and our bylaws require the specific text of both bylaw changes AND member proposals to be provided to the membership with the AGM notice in order for such motions to be included in the AGM. As per our bylaws, the AGM notice was sent 30 days prior to the AGM.  At that time we had not received any motion requests from members.

 

Other questions/issues/concerns

If you have other ideas/questions/concerns that don’t seem to fit the above mechanisms, there will be social time at various points during the convention to raise these issues with staff, Provincial Council, volunteers and your fellow members. Please use these opportunities to share your thoughts and ideas.

Although we get a lot of email at info@bcgreens.ca, we read and consider all of it. The sooner we hear your thoughts and concerns, the sooner we can include them in our priorities.

We’re proud of the leadership we showed by banning corporate and union donations. It’s important to us that money not be used for unfair influence. Nevertheless, the more you can help with our fundraising efforts, the greater our capacity to address the concerns that we have as a party.

Finally, we can always use more volunteers. When you volunteer – whether on a Council committee, as an organizer, or as event support – you give the party more capacity to address the things our membership is passionate about. We are still largely a party of volunteers. The more you volunteer, the more you ARE the party and thus the more influence you naturally have to shape the party’s direction.

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