To better prepare trustees for our upcoming BCSTA Annual General Meeting on April 14-17, 2016, below is a refresher on the purpose and procedures for AGM.
THE MAIN PURPOSES OF BCSTA’S AGM
The main purposes of the Annual General Meeting are to:
- Discuss issues brought before the AGM by member Boards, Branches, the BCSTA Education Committee, the Aboriginal Education Committee, the Provincial Council and the Board of Directors. According to the Bylaws, the AGM:
- creates and amends Bylaws
- sets long-term Association policy
- sets a short-term advocacy agenda for the coming year.
- Elect officers for the Association who will serve until the next AGM. The officers are the President, Vice-President, and five Directors (or four Directors in years when there is an immediate Past President).Between AGMs, the Provincial Council and the Board of Directors are charged with ensuring that the wishes of the membership expressed at the AGM are carried out. The Provincial Council may adopt resolutions on emergent advocacy issues.
PROCEDURES FOR BCSTA’S AGM
The BCSTA Bylaws cover points of order and procedures. Robert’s Rules of Order and the Standing Rules of Order adopted by the meeting cover points of order and procedures not covered in the Bylaws.
DELEGATES: Delegates to the BCSTA AGM are school trustees of member Boards of Education and BCSTA life members.
QUORUM: Fifty delegates constitute a quorum under Bylaw 8(b).
CREDENTIALS COMMITTEE: The President appoints a Credentials Committee to validate duly accredited delegates and to act in the event of a dispute over voting powers. This committee reports to the delegates from time to time during the AGM on the number of duly accredited delegates present and the number of votes they carry.
CHAIRMAN: The President of BCSTA, or persons designated by the President, Chairs all sessions of the AGM.
SEATING: All delegates and special guests are asked to wear their name badges. Delegates sit with their respective Boards (in branch groupings). Gallery seating is provided for guests.
ELECTIONS: According to the Bylaws (15 (b) and (c)), nominations for office are to be submitted at least 30 days prior to the AGM. If nominations haven’t been received for all offices, a nominating committee is appointed.
Additional nominations are called for at the conclusion of the opening ceremonies.
A Board of Directors Candidates’ Forum will be held on Friday, April 15 from 3:45 – 4:30 p.m.
Each candidate for office will also have an opportunity to speak briefly (three minutes) to the delegates on Saturday morning, April 16. Elections are by ballot and will be held immediately after the speeches.
Each member Board of Education is provided with ballots. The Chair will announce the ballot number before marking takes place. Under current bylaws, a candidate must receive a clear majority of votes to be elected. In the election of Directors, balloting occurs until four (or five in years where there is no immediate past President) candidates are elected. In 2015, five Directors will be elected.
Defeated candidates may be nominated for other positions immediately before the election for that office.
According to Bylaw 9, “Delegates shall be school trustees duly accredited by the Boards of Education of which they are members. For purposes of ballot voting, Boards of Education having an annual enrollment of pupils (actual pupils, not full-time equivalents) at the most recent date established by the Ministry of Education for the reporting of student populations, shall have the following number of votes irrespective of the number of delegates:
1 to 249 pupils 1 vote
250 to 999 pupils 2 votes
1,000 to 1,999 pupils 3 votes
2,000 to 5,999 pupils 4 votes
6,000 to 11,999 pupils 6 votes
12,000 to 17,999 pupils 8 votes
18,000 to 23,999 pupils 10 votes
24,000 to 29,999 pupils 12 votes
30,000 to 35,999 pupils 14 votes
36,000 to 47,999 pupils 15 votes
48,000 to 59,999 pupils 16 votes
60,000 to 71,999 pupils 17 votes
72,000 to 83,999 pupils 18 votes
84,000 and over pupils 19 votes
RULES OF ORDER
The following Rules of Order are designed to facilitate progress at general meetings of the British Columbia School Trustees Association, to include members in orderly debate, and to ensure courtesy, fairness, and equality for all:
- THE MEETING will be conducted in accordance with the Constitution, the Bylaws of the association, Robert’s Rules of Order Newly Revised and any rules of order adopted by the assembly.
- ACCREDITED DELEGATES are school trustees of member Boards and life members. Only accredited delegates may vote on, or speak to a motion.
- GUESTS may be allowed to speak only at the discretion of the Chair. Guests must sit in the public gallery at the rear of the room.
- ORDER OF BUSINESS is as written in the program, subject to alteration by a majority of the assembly, and subject to alterations deemed necessary by time considerations, at the discretion of the Chair.
- SPEAKERS. A delegate wishing to speak must use one of the assigned microphones, be recognized by the Chair, and state their name and school district. The mover of the motion is entitled to speak first and to close debate after others have done so, except where there is a successful motion to immediately call the question.
- DEBATE shall be limited to three (3) minutes for each speaker for each question.
- COMMENTS OR QUESTIONS must be related to the pending motion or report.
- AMENDMENTS TO MOTIONS shall be presented in writing to the Business Table, then provided by the Business Table to the Deputy Chair or Parliamentarian.
- BALLOTS will be distributed at registration to each life member and secretary-treasurer (or other accredited representative) of each member Board. All ballots including the chief scrutineer’s reports shall be placed in the custody of the Chief Executive Officer to be retained until the conclusion of the Annual General Meeting, after which time, they will be destroyed if no election or voting issue has been contested.
- SCRUTINEERS will be representatives from the BC Association of School Business Officials, who will be responsible for the counting of votes and the collecting of ballots when a ballot vote is required.
- ELECTRONIC DEVICES shall be silenced during the meeting.
ELECTION OF OFFICERS
Per Bylaw 15, officers are elected in the following way:Should any candidate for the office of President or Vice-President receive a clear majority of the votes cast
Should any candidate for the office of President or Vice-President receive a clear majority of the votes cast upon the first ballot, he/she shall be declared to be elected. Should no candidate receive such clear majority, the candidate receiving the lowest number of votes on the first ballot shall be dropped from the list and a second ballot and, if necessary, subsequent ballots shall be held in like manner until one (1) candidate receives a clear majority of the votes cast and such candidate shall thereupon be declared to be elected.
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 or more candidates, not to exceed the number of candidates to be elected;
- 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 or more candidates, not to exceed the number of candidates to be elected;
- A threshold number of sub-votes is established equal to 50 per cent of the validly cast ballots;
- Candidates are elected in order of the number of sub-votes received, provided they receive more than the threshold number of sub-votes.
- If no candidate is elected on a ballot, the candidate with the lowest number of votes is dropped off.
- Further rounds of balloting continue until the required number of Directors is elected.