Tuesday, October 10
Article 5. Meetings:
5.1 Annual General Meeting of CPEG members shall be held on such date, at such time and location as the Executive may determine from time to time. There shall be at least one Annual General Meeting per calendar year.
5.2 Special General Meeting may be called at any time by the President, by the Past-President, by the President-Elect, by a resolution of the Executive, or by signed written request to the Secretary of not less than one-fifth (1/5) of Active Members in good standing.
5.3 Scientific Meeting of CPEG shall take place at least once a year. The program committee shall be responsible for scientific content and a local organizing committee shall be named at least one year in advance.
5.4 Notice of Meeting shall be by electronic mail to each member’s address on file in the secretarial office. Notice shall be sent not less than 30 days prior to the Meeting, except for Special Meetings for which notice shall be sent not less than 14 days and not more than 30 days in advance.
5.5 Voting privileges at a General Meeting are retained by Active Members in good standing. A quorum is established by the presence of one fourth (1/4) of such members. Resolutions are approved by simple majority vote (fifty percent plus one) of voting members present. Amendments to these Articles of Association require two-thirds majority of voting members present or represented by proxy. Voting shall be by secret ballot only for contested elections to the Executive or upon approved resolution. The President shall only vote on a resolution or amendment in the event of a tie.
5.2 Special General Meeting may be called at any time by the President, by the Past-President, by the President-Elect, by a resolution of the Executive, or by signed written request to the Secretary of not less than one-fifth (1/5) of Active Members in good standing.
5.3 Scientific Meeting of CPEG shall take place at least once a year. The program committee shall be responsible for scientific content and a local organizing committee shall be named at least one year in advance.
5.4 Notice of Meeting shall be by electronic mail to each member’s address on file in the secretarial office. Notice shall be sent not less than 30 days prior to the Meeting, except for Special Meetings for which notice shall be sent not less than 14 days and not more than 30 days in advance.
5.5 Voting privileges at a General Meeting are retained by Active Members in good standing. A quorum is established by the presence of one fourth (1/4) of such members. Resolutions are approved by simple majority vote (fifty percent plus one) of voting members present. Amendments to these Articles of Association require two-thirds majority of voting members present or represented by proxy. Voting shall be by secret ballot only for contested elections to the Executive or upon approved resolution. The President shall only vote on a resolution or amendment in the event of a tie.
# posted by Robert Barnes @ 20:37 
Comments:
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5.5 - quorum equaling 1/4 of voting members seems low - currently approximately 60 active members - therefore if 15 active members are present, should 8 be able to decide what CPEG does or doesn't do/stand for etc??? I realize that you have raised this to 2/3 for amendments to the articles of associations but I would recommend going higher than 1/4 for quorum
Margaret Lawson
Margaret Lawson
# posted by 
: 10 October, 2006 21:17
: 10 October, 2006 21:17
Hmm, it's interesting that the comments are pushing us even higher than we pushed ourselves. The CSEM constitution recognizes a quorum at 10% of membership, and Guy & I both felt that this would be inadequate for CPEG purposes. So we bumped it up to 20%, rather arbitrarily.
I suggest that we do not want to make life too onerous for future CPEG memberships by calling for a minimum that is too high. Note that a 20% quorum requirement certainly does not prevent us from continuing to enjoy a large turnout at our meetings.
It will be good to see more commentary on this point.
What is not mentioned, and what was to be discussed in Toronto, is the concept of proxy voting for amendments to the Articles.
I suggest that we do not want to make life too onerous for future CPEG memberships by calling for a minimum that is too high. Note that a 20% quorum requirement certainly does not prevent us from continuing to enjoy a large turnout at our meetings.
It will be good to see more commentary on this point.
What is not mentioned, and what was to be discussed in Toronto, is the concept of proxy voting for amendments to the Articles.
What is NOT in here yet is any particular requirement for the Executive to actually MEET. In recent past, as Sec-Treas I am not aware of a single instance at which the "CPEG Council" (as it was defined in a prior document of Terms of Reference) actually met or did anything.
Now that we are becoming more official, and especially now that we will be sitting on some pretty major cash, should the Executive be required to meet? Physically in-person? Conference-Call? Email discussion thread that could take a week or two? IM chat session (we will each need to bring a grade nine-student patient of ours to babysit each of us during such a meeting)? Some other format? To what extent should specific text be placed in the ArtsOfAssoc to flesh this out? Comments, please.
Now that we are becoming more official, and especially now that we will be sitting on some pretty major cash, should the Executive be required to meet? Physically in-person? Conference-Call? Email discussion thread that could take a week or two? IM chat session (we will each need to bring a grade nine-student patient of ours to babysit each of us during such a meeting)? Some other format? To what extent should specific text be placed in the ArtsOfAssoc to flesh this out? Comments, please.
OK, back to the minutes to count, as per Cheri's suggestion:
Feb 2005 Montréal: 41 staff
Oct 2005 Edmonton: 25 staff
Feb 2006, Edmonton: 28 staff
Feb 2005 Montréal: 41 staff
Oct 2005 Edmonton: 25 staff
Feb 2006, Edmonton: 28 staff
I suggest that the quorum be at least 1/3 of the active members. Our group is much different from CSEM or CDA. We may consider different meeting formats in the future with only 1 Annual General Meeting at our Scientific meeting and a different type of meeting at the CDA/CSEM meeting without voting on issues unless an urgent issue arises
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# posted by : 16 October, 2006 22:34
: 16 October, 2006 22:34 << Home
