AGM Motions 2008
01/AGM/2008:MSC(Jan Chapman) Move that the assembly through the Board of
Directors receive and consider the list of twenty-three motions as circulated at the
members tables, and that the Board of Director report the results of these motions
on the web site.
1.
A detailed job description is developed for Regional Delegates, which includes
but not limited to the role responsibilities, expectations and limitations, duty to
record and archive role related activities.
This is being worked on
2.
Each Regional Delegate (Director) is provided by the BCFFPA with a copy of
the British Columbia Society Act (Chapter 433) and BCFFPA Constitution and
By Laws, at the time of their election or appointment.
This is already being done
3.
All Regional Delegates be provided with password protected email addresses
which would be posted on the BCFFPA website.
There is no funding available to redesign the web page for this use. This
would also contribute to a lack of transparency
4.
BCFFPA create within their annual budget, and allocation which provides an
hourly pay rate for Regional Delegates attending scheduled or unscheduled
meetings as Directors of the Board.
The BCFFPA Bylaws does not allow for paid positions for board members
As well in contacting the Registrar of Societies we have been informed that
"a society is a not for profit organization and the members cannot gain any
financial benefit from holding a position"
5.
The Board of Directors reviews and rewrites Article II: Purposes, in the
Constitution and By-Laws.
This is being worked on and requires a Special Resolution to pass those
changes.
6.
The Board of Directors reviews and rewrites Article III, Sec.2, item B of the
Constitution and By-Laws.
Further clarification regarding the reasons for this motion will be sought.
This would have to come forward as a special resolution at the next AGM
BCFFPA Business
1.
BCFFPA Record and Post all motions presented at each AGM on provincial web
site in a manner, which allows members the ability to monitor the status of said
motions. Access would be gained by entering their BCFFPA membership number.
Motions are currently posted on the web site, and are available to all. The
Annual report reflects prior motions and their outcomes and is also posted
on the web site.
2.
At each AGM the status of motions accepted by vote from the previous year is
conveyed orally, available in print form, and on the web site for those unable to
attend.
This is and has been provided through a Resolution Report brought forward
by the Secretary, which is included in the Annual Report and is also posted
on the web site as part of the Annual Report
3.
All job postings for positions with BCFFPA must be tendered through a minimum
of two (2) major newspapers in BC for a period no less than one (1) month.
Posting for this time period was deemed too expensive. In this time of
economic restraint it was felt that posting for 1 week would be sufficient.
This motion was accepted with amendments
4.
All postings and screenings for the position of Executive Director be
commissioned by a professional consultant or agency with appropriate skills and
history.
If it were required to hire a new Executive Director it would be prudent of
the Board to hire a professional consultant or agency only if the funds were
available and the Board was unable to promote from within the organization.
This motion was accepted depending on funding availability.
5.
The Executive Committee develop, complete and distribute the job description
for the position of Executive Director for voting into the Constitution and By-
Laws no later than the established period sixty (60) days prior to the 2009 AGM.
To post the complete job description of the Executive Director would be
difficult to accomplish, as part of the job is to facilitate the Board as per
requests. There is also the issue that all personnel issues are confidential.
This motion was rejected
6.
The business meeting, including the reading of motions at AGM’s is archived
through video recording.
This is already addressed in the Conference Standing Rules, and is at the
discretion of the President.
7.
All employees whether paid hourly, annually or by contract, have wages
reviewed by the Director of Personnel and Directors of Board, and adjusted with
approval of a majority vote (3/4) of the full Board.
All employees’ wages are already reviewed by the Director of Personnel and
adjusted with the approval of the whole board.
8.
The Board of Directors, including the Executive committee establish limits on
annual wage and salary adjustments and approve by majority vote (3/4) of the full
board.
This is currently being done. The Director of Personnel recommends the
action however the full board must vote on it.
9.
BCFFPA secure the services of a professional minute taker for all AGM’s.
The Executive Director is required to take minutes of the meetings and is a
professional who provides this service to other non-profits. The expenses of
hiring a separate minute taker is not financially feasible at this time
This motion was rejected
10. BCFFPA consult with appropriate party to design an Organizational Evaluation,
which would be distributed to membership, MCFD staff, business partners, and
other resource agencies having affiliation with BCFFPA.
This will be looked at when funding to accomplish it becomes available. An
organizational review was undertaken in 2001 and paid for by MCFD. The
results are available on the BCFFPA web site
11. BCFFPA membership is governed by the BC Society Act and its Constitution and
By-Laws.
This is true.
12. BCFFPA shall undertake a full review of the Constitution and By-Laws by an
appointed committee.
A full review and rewrite of the Constitution and Bylaws was undertaken in
2004. This was then presented to the members via mail and in person at the
2004 AGM as a special resolution and was passed. Due to budget issues there
is currently no plan to rewrite the document in its entirety.
13. BCFFPA will allow members access to membership lists.
Due to privacy legislation, this is not possible. Membership lists are given to
Regional Delegates for their use as it pertains to specific BCFFPA Business
and are held in confidence by that individual.
14. BCFFPA will review the financial policy of the Federation annually.
The BCFFPA Financial policies are constantly reviewed and updated as
necessary.
15. BCFFPA will post on the web site the unaudited financial statements including
income, expenses, assets and liabilities on a quarterly basis.
Audited financial statement are shared with members at the BCFFPA AGM.
Bylaws state that members may view the financial statements in the office at
any time. This is already available
16. All mail in ballots relating to the election of officers at the AGM be mailed
directly to the accounting firm retained by BCFFPA at that given time, and that
all hand delivered ballots are deposited with representative/s of same firm at the
AGM.
It would be inappropriate to hand deliver ballots at the time of the vote, as
this goes against the BCFFPA by-laws. As for ballots being forwarded to the
accountant’s office, this would incur an expense which is unjustified as the
Federation already has a method to secure ballots until the time of the count.
The count is overseen by the auditor, a social worker and the BCFFPA senior
staff member.
17. BCFFPA research examples of voting ballots used by other non-profit agencies
and incorporate those examples in the redesign of the current BCFFPA ballots.
Researching of other organizations voting policies is ongoing, however at this
time there have been no major differences in methods used
