GLP Annual General Meeting

What are resolutions?

They are motions or proposals submitted to the GLP Chapter AGM, urging a policy or a course of action that will guide the chapter in the coming months or years.

However, resolutions adopted at the AGM are only binding if there is a quorum of members present at the meeting. Without a quorum, the resolutions are considered as advice to the GLP Chapter Executive, which normally acts upon and reports on the outcome of the various resolutions.

Who may submit a resolution?

Any GLP Member may submit resolutions to the AGM provided that at least one other Member seconds each resolution and received by the Victoria office prior to the published deadline. A resolution may be withdrawn with the agreement of the submitting member and seconder. The executive may submit resolutions to the AGM.

What happens to resolutions after they have been submitted?

The GLP Resolutions Committee, comprised of three Members, including the Vice-Chairperson, shall meet prior to the AGM to consider each resolution submitted. Members should be made aware that committee shall be empowered to combine like resolutions, amend for clarity and/or replace with substitute resolutions. The committee will make a recommendation on each resolution, substitute or composite resolution to the AGM.

When determining a recommendation on a resolution, the committee may evaluate the following considerations:

What are the possible ramifications of the resolution?
What will the impact on our current policy be?
Is it a change to our constitution or policy?
Is it going to cost the membership money to implement?
Is it practical and how would the chapter deliver the change?

The Resolutions Committee’s Report, which includes all resolutions, amended resolutions, and recommendations is presented at the AGM.

What’s the proper format for resolutions?

Resolutions and amendments should be in two parts:

One or more “WHEREAS” clauses, explaining WHY the proposal is being made (this part of the resolution is not voted on); and
One or more “THEREFORE BE IT RESOLVED” clauses, i.e., the proposal itself, which is what the assembly actually votes on.

Members submitting resolutions are encouraged to ensure that the wording and intent of the resolution is clear and unambiguous. Each resolution should deal with one specific topic or proposal. Rather than mixing or combining topics, members are encouraged to submit multiple resolutions.

For example, the following resolution was submitted to the AGM in 2012 and was amended. Other resolutions may be viewed through the minutes of previous AGMs posted on the PEA website.

SAMPLE RESOLUTION #1

WHEREAS member engagement in GLP Chapter activities is required to ensure member needs are identified and addressed;

WHEREAS PEA policy limits the ability to engage member participation at GLP Chapter Annual General Meetings;

WHEREAS the current GLP Chapter policy receives limited grant funds from the PEA; and

WHEREAS chapter within the PEA is are geographically dispersed making it a challenge to engage with members;

THEREFORE BE IT RESOLVED that the GLP Chapter Executive review the PEA funding policy for PEA funding of participants to the chapter AGM and propose a change to PEA policy, as may be appropriate, to enable greater participation of chapter members through increased members numbers able to be funded to travel to GLP Chapter AGMs.

The Resolutions Committee amended Sample Resolution #1 as follows:

SAMPLE RESOLUTION #1 (AMENDED)

WHEREAS member engagement in GLP Chapter activities is required to ensure member needs are identified and addressed;

WHEREAS The PEA funds a limited number of members to attend the GLP AGMs;

WHEREAS the current GLP Chapter policy receives limited grant funds from the PEA from which to enhance AGM activities; and

WHEREAS the GLP Chapter members are geographically dispersed making it a challenge to engage with members;

THEREFORE BE IT RESOLVED that the GLP Chapter Executive review the PEA funding policy for PEA funding of participants to the chapter AGM and propose a change to PEA policy, as may be appropriate, to enable greater participation of chapter members through increased members numbers able to be funded to travel to GLP Chapter AGMs.

The Resolutions Committee recommended acceptance of the amended Sample Resolution 1, and delegates voted in favour of the recommendation.

As a result of the resolution, the Association Executive amended the policy on chapter expenses for chapters with more than 100 members, whose members are geographically dispersed, to allow for one representative for every 25 members or portion thereof, for the first 100 members and one representative for each additional 75 members or major portion thereof.

The policy change resulted in five additional funded positions for the 2013 GLP AGM.

What if I miss the deadline for submitting resolutions?

Resolutions not submitted the published deadline may be considered from the meeting floor provided that a majority (50% + 1) of members present and voting vote to accept the resolution for consideration.