All You Need to Know About the AGM and More, but Were Afraid to Ask

All You Need to Know about the AGM and more, but were afraid to ask

What is the purpose of an AGM?

Mandated by the Constitution to be held annually (cf. Constitution)
Allows those in attendance to be updated re: regional business
Provides opportunity for discussion re: issues of concern
Permits action to occur by way of vote

Who can attend?

All members of SWOntario region of CASC including students
Guests can attend, but cannot vote

Who can vote?

Only current members of CASCSWOntario (associate, certified and retired)
[Suggestion: Red, Green and Yellow voting cards may be helpful; these are sets made up and distributed to voting members at registration]

What reports are presented at the AGM?

As directed in Constitution but usually from: Regional Chair, Financial Treasurer, Professional Practice Chair, Regional Admitting Chair, Regional Ethics Chair
Require formal submission; some need to be circulated prior to meeting e.g. changes to Constitution or Bylaws
Minutes from previous AGM as provided by the Recording Secretary
Other reports for information purposes only e.g. recent College developments

How are reports accepted by members?

will require Mover, Seconder and vote by the assembly to be accepted
simple majority of those present required to pass

What is a motion?

Item of business moved by an AGM delegate, seconded by another AGM delegate, that requires action by the assembly
Needs to be crafted in such a way that its intent is clear,unambiguous and productive of the business at hand

Who can put forward a motion?

Can only be made by an AGM delegate supported (seconded) by another delegate
After properly moved and seconded, the floor (those assembled) is open for discussion
Members speaking identify themselves (for ease of secretary and verification they are members); state if they are in favour or opposed to the motion prior to speaking to the motion; respond directly to the chair and not to other members
At the Chair’s discretion discussion may be limited by calling the question

How can a motion be changed?

Motions can only be amended by another formal motionto amend, secondedby another member
Motions to amend must be voted on prior to returning to original motion and require a simple majorityto pass
Only mover and seconder can withdraw a motion that is tabled and under discussion
At the Chair’s discretion a request for withdrawal may be made should it appear the motion is without merit

How does a motion get passed?

The Chair calls the question (or the question is called from the floor) and a vote is taken; each member indicates if they are in favour, opposed or abstaining
Usually simple majorities (50% plus 1) suffice, however, certain procedural votes require a 75% majority (see Constitution)
The Chair only votes in case of a tie and then will cast the deciding vote
Voting may be done either by show of hands or by way of ballot should secrecy be required

Who makes up the Executive? What is the length of term for each?

The Executive is composed of the: Regional Chair, Vice-Chair, Communications Officer, Treasurer, Regional Admitting Chair, and Professional Practice Chair.
The Regional Ethics Chair is welcomed to participate with the Executive, but is not a member of the Executive.
The Peer-Review Coordinator is welcomed to participate with the Executive, but is not a member of the Executive
Excepting the Regional Chair, Vice-Chair and Peer-Review Coordinator, each position may be held for a two year term renewable for a further two years .

Who can be nominated for each Executive role?

Certified members of CASC are eligible to be nominated for: Regional Chair, Vice-Chair, Regional Admitting Chair, Professional Practice Chair and Regional Ethics Chair
Non-certified members of CASC are eligible to be nominated for the Communications Officer and Treasurer positions

What does the Regional Chair do?

The Regional Chair is responsible for preparing the agenda for and chairing the executive meetings as well as the region’s Annual General Meeting

What does the Vice-Chair do?

Responsibilities vary depending on the needs of the Regional Chair and the executive body.
The first year of the term provides a time of learning and preparing for responsibilities as Regional Chair
The second year of the term provides a time of mentorship as the new Regional Chair steps into their new role

What does the Communications Officer do?

The Secretary is responsible for minute keeping for all the executive meetings as well as the region’s Annual General Meeting
The Secretary is also responsible for communication between the region’s executive and the region’s membership. This includes publishing communiques and maintaining the region’s webpage content.

What does the Treasurer do?

The Treasurer is responsible for maintain the region’s financial accounts as well as preparing and presenting the annual budget for the region
The Treasurer also acts as registrar for the region’s networking days and Annual General Meetings[Z1]
Something about dispersing the bursary

What does the Regional Admitting Chair do?

The Regional Admitting Chair is responsible for facilitating the region’s requests for those seeking Advanced, Provisional Supervisor, and SPE clinical placement consultations
Serves on the Education Standards Commission, contributing to the oversight, development and revision of the Education Standards of CASC

What does the Professional Practice Chair do?

The Professional Practice Chair serves on the Professional Practice Commission, providing leadership in promoting the professional practice and enhancing the professional identity of CASC’s membership

What does the Regional Ethics Chair do?

The Regional Ethics Chair serves on the National Ethics Committee, working to uphold, promote, review and implement the CASC Code of Ethics and Professional Conduct of the Association.

What does the Peer-Review Coordinator do?

The Peer-Review Coordinator reports to the Professional Practice Chair
Responsible for arranging peer-reviewers for members requiring their five year peer-review

What is the structure of CASC (nationally, provincially, regionally)?

At the national level CASC is composed of a: President, Vice-President, Recording Secretary, Financial Treasurer, Educational Standards Commission Chair, Professional Practice Commission, Chair and Professional Ethics Commission Chair
Each national chair oversees a committee composed of representatives from the different regions of CASC which meet formally twice-yearly to discuss matters of common concern within the larger organization
Membership on national committees are determined in the following manner:
Regional Admitting Chair (RAC) sits on Education Standards Commission
Regional Professional Practice Chair (PPC) sits on the Professional Practice Commission
Regional Ethics Chair (REC) sits on the Professional Ethics Commission
As yet there are no formally recognized provincial bodies within CASC excepting the CASC Ontario Council
Ontario is the only province sub-divided regionally (Ontario Central Region, which includes the northwest; Ontario North and East; Ontario Southwest) given the large number of spiritual care practitioners within its boundaries

What role does CASC National play?

CASC National is the governing body for the organization whose aim and purpose is to standardize delivery of spiritual care through an accreditation process ofteaching centres, certificationand peer review of clinical members, and professional support of associate and retired members
Each year this process is facilitated through a National Conference whereby suggested improvements to the delivery of spiritual care are affirmed by those members present at the AGM
Continuing professional development is encouraged through various workshops and keynote speakers
The National Conference also offers opportunities for networking, building collegial relationships, sharing in leisure activities and time for reflection and celebration

Prepared by David Jones and Michael Chow

October 22, 2013

How do I apply for a bursary?

[Z1]