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CANADIANS CONNECTED 2021
CIRA’s symposium and annual general meeting
Thursday, September 23
1:00 p.m. ET.

AGM Guide

To raise awareness of the general procedures during annual general meetings of members (AGM), we have developed the following guide to increase members’ knowledge ahead of the meeting.

 

Here’s what’s included:

The purpose of an AGM

The role of members in an AGM

Attendee code of conduct

Rules and procedures during the AGM and how to guides

AGM terminology


 
 
 

Purpose of an AGM

The purpose of an AGM is to conduct certain business related to the operation of the organization, including:

• appoint the corporation’s auditors
• elect directors (CIRA’s election of directors starts at the AGM and runs for seven days)


AGMs may also include special business, such as member proposals, which varies from year to year.

 
 
 

Role of members

The role of a member in an AGM is critical. A quorum of members must be present for the AGM to proceed. CIRA’s By-Law No. 1 requires a quorum of at least 100 members.

During the AGM, members may move and second motions that are presented, ask questions or provide comments related to the motions, and vote on the motions.



 


Code of Conduct

All persons at the AGM will speak respectfully and with courtesy to one another. Personal attacks and disrespectful comments will not be tolerated and will be ruled out of order. Any person who, after warning by the Chair, engages in unruly behaviour or disrespectful language or conduct will be ejected from the AGM.
 


Important Rules and Procedures for this year’s AGM

At this year’s AGM, members will be presented with and will be asked to vote on the following motions:

motion to appoint CIRA’s auditors
motions arising from a Member Proposal    

Motions are provided to the membership at least 30 days in advance of the AGM to allow members to form a reasoned judgment on the business before casting their votes.


Motions

Rules:
• Each motion will be addressed separately.
• Moving and seconding motions by members is required. Except for the motions related to the Member Proposal; the Proposing Member will be recorded as having moved their motions.
• Names of movers and seconders will be read aloud.
• The Proposing Member will be given two minutes to speak to each of their motions.
• A CIRA representative will provide a two-minute statement for each member proposal motion.
• New motions on substantive matters, and amendments to existing motions will not be permitted*.


* Motions dealing with substantive matters must be provided to all members well in advance of the AGM within the prescribed deadline to allow members time to understand the details and purpose of the motion and to form a reasoned judgment on the business. However, Members who wish to make a legitimate procedural motion or demand (e.g. a demand, point of privilege, point of procedure or point of order) during the AGM must use the call-in function by calling 1-888-886-7786. Validation of the member ID will be required. Once validated, the operator will indicate when it is time for the member to speak.
How to move and second a motion:

When asked for a mover, members can:

  • click the “I move” button on screen.

The first to click will be the official person on record to move the motion. The name of the mover will be read aloud.

When asked for a seconder, member can:

  • Click the “I second” button on screen.

The first to click will be the official person on record to second the motion. The name of the seconder will be read aloud.

Note: a member who moves a motion will not be permitted to second the same motion.



Questions related to motions

Rules:
• Maximum 7 minutes per motion.
• Members are limited to one question each to allow time for other members to participate.
• Questions can be typed using the question feature in the webcast platform to be read aloud along with the name of the member asking the question.
• Questions are limited to 240 characters.
• Questions will be visible to all member attendees.
• Members can up-vote questions submitted by other members.
• Questions will be read in the order of the highest ranked, up-voted questions relating to the business at hand.
• Questions must take the form of an actual question and must be limited to the motion being discussed**.
• Questions related to the member proposal may be directed to CIRA or the Proposing Member.
• Each response to a question will be limited to two minutes.
• General questions relating to CIRA’s business, performance and activities will be reserved for the general Q&A session.


** For example, at the time of the motion to appoint the public accountant, questions and comments can only be related to the appointment of the auditor.
How to ask a question:
Members who wish to ask questions during the AGM can type their questions and up-vote typed questions from other members using the question feature in the webcast platform. Simply click on the question option in the top menu.




Comments related to motions

Rules:
• Maximum 7 minutes per motion.
• Members are limited to one comment each to allow time for other members to participate.
• Comments can only be provided live by using the call-in function.
• Comments will be limited to one minute per comment.
• Comments must take the form of a statement and must be limited to the motion being discussed.
• Comments related to the member proposal may be directed to CIRA or the Proposing Member.
• The Proposing Member will be given one minute to provide a final comment.

How to provide a comment:
Members who wish to provide comments during the AGM must:

• call: 1-888-886-7786
• validate their membership by providing their member ID

Validation with the member ID will be required. A member's ID is available on each member profile page by logging in to their profile on the member website.

Once validated, the member will be placed in a queue, and an operator will indicate when it is time for the member to speak. A member will be given one minute to provide their comment.




 

Voting

Rules:

• A vote will be called for each motion.
• Members will have the following options:

      • Vote YES to support the motion;
      • Vote NO to oppose the motion; or
      • ABSTAIN to not provide a vote.

• The poll for each motion will be open for two minutes. A countdown will be provided.
• The results will be read aloud and provided publicly on screen.

How to vote:
When a vote is called, members should see a window open on their screen with the motion and voting options. Members would then:

• select from the options provided
• review their selection
• submit their vote



 
 
 

Terminology

Wainberg’s Society Meetings: The rules CIRA follows for conducting meetings of members, as set out in the Bylaw.

Code of conduct: Rules agreed to by participants that outline the acceptable behaviour, norms and responsibilities when participating in a meeting. By virtue of attending CIRA’s AGM, attendees agree to abide by the code of conduct for the AGM. If an attendee contravenes the code of conduct, they may be ejected from the AGM.

Call-in function: Newly introduced this year, this function will allow members to provide comments live by calling 1-888-886-7786. Members who wish to use this new call-in function will be required to provide their member ID as validation. Once validated, the member will be placed in a queue, and an operator will indicate when it is time for the member to speak.

Member ID: This is a number that is unique to each member. A member's ID is available on each member profile page by logging in to their profile on the member website.

REGISTER

Join us virtually

Thursday, September 23, 2021
1 p.m.  ET

Advance registration is required BUT it's free!