Purpose:
• To provide policy for Annual General Meetings and Special Meetings in accordance with the CMMOTA Bylaws and the Societies Act of Alberta. This policy also outlines rules of order to govern these meetings, quorum requirements, and the election process for the Board of Directors.
Policy:
1. Annual General Meeting (AGM) Requirements
1.1. The AGM shall be held no later than July 31st each year unless this requirement is suspended by law.
1.2. The AGM may be held in person, virtually, or a hybrid combination of both.
1.3. The AGM must be hosted within the Province of Alberta.
1.4. At a minimum, the following items must be presented:
1.4.1. Agenda; and
1.4.2. Audited Financial Statement from the prior fiscal year; and
1.4.3. List of nominees for the Directors and positions on the Board, including their biographical information and resumes; and
1.4.3.1. Guidelines for the nomination process are laid out in Board of Directors Nominations Policy
1.4.4. Minutes from the previous year’s AGM and any Special Meetings of the Membership since the previous AGM; and
1.4.5. Notice of any Special Resolutions; and
1.4.6. Any other documents that may be relevant to the conduct of the AGM.
2. 21 Day Notice of AGM
2.1. Not less than 22 days prior to the AGM, the Board of Directors shall approve by motion:
2.1.1. Date, time, and location for the AGM; and
2.1.2. Invitation list; and
2.1.3. Attendance methods; and
2.1.4. Agenda; and
2.1.5. Audited Financial Statements from the Prior Fiscal Year for distribution; and
2.1.6. List of nominee(s) for elections including biographical information; and
2.1.7. Distribution of unadopted minutes from previous Annual General Meeting(s); and
2.1.8. Distribution of unadopted minutes from previous Special Meeting(s); and
2.1.9. Notice of Special Resolution(s) to be brought forward at the Annual General Meeting; and
2.1.10. Any other relevant documents to be distributed.
2.2. Administration shall distribute this information to the last known e-mail address of all members not less than 21 days prior to the AGM.
2.3. Administration shall distribute instructions for registration to participate not less than 21 days prior to the AGM.
3. Quorum for Annual General Meetings
3.1. Quorum is required to conduct business.
3.2. Quorum is 15 members in good standing in accordance with CMMOTA Bylaw 5.5.1..
3.3. Quorum may be met in person, virtually, or a combination of both.
4. AGM Rules of Order
4.1. Meetings shall follow relevant legislation, bylaws, or policy.
4.2. Only Full members (Registered Massage Therapist, Full Massage Therapist, Spa Therapist and Full Manual Osteopathic Therapist) may participate fully.
4.3. Other members, or specially invited guests may attend by Board invitation, but may not move motions, speak in debate, or vote.
4.4. A parliamentarian may be appointed by the Board to conduct the meeting.
4.5. Members must identify themselves by name and CMMOTA Member number for motion making and debate.
4.6. Documents provided in advance will not be read aloud unless motioned and carried.
4.7. In accordance with CMMOTA Bylaw 5.1.1. and 5.1.3., Special Resolutions must be provided to the membership 21 days prior to the meeting in which they are to be addressed.
4.8. Special resolutions may not be amended without proper notice (defined as 21 days), and the motion must be brought to question as presented to the membership in the notice of Special Resolution or be deferred to allow time for proper notice to take place. No amending motions which would pertain to items described in CMMOTA Bylaws 5.1.3.1. to 5.1.3.7. may be accepted from the floor.
4.9. A member wishing to speak on any matter at a meeting must wait to be recognized by the Chair or presiding officer.
4.10. Members may speak twice per motion, up to three (3) minutes each time. The motion maker has the right to speak first, before any other member, if the motion maker wishes.
4.11. Debate must be relevant and related to a pending motion.
4.12. Voting shall be by a show of hands, secret ballot, and/or electronic ballot.
4.13. Motions pass by simple majority, unless otherwise required by legislation or the bylaws.
4.14. Members are responsible for their own internet connectivity and every aspect concerning electronic connection. No action taken, or vote result, is invalid on the grounds that a member’s connectivity failed.
4.15. Members must maintain respectful behaviour and decorum.
4.16. The AGM begins at the Call to Order and ends when the agenda is completed and adjournment is called by the chair.
4.17. Robert’s Rules of Order, Newly Revised (most recent edition – RONR) shall be a source of reference and guide concerning procedural matters at CMMOTA Annual General Meetings.
5. Annual General Meeting Elections
5.1. Elections are conducted during the AGM by the Executive Director, or a person designated by the Executive Director.
5.2. Ballots list nominees alphabetically for contested positions.
5.3. A sole nominee shall be declared elected by acclamation.
5.4. For each position the nominee with the most votes shall be declared elected.
5.5. If no suitable nominee for a position has been nominated, then in accordance with CMMOTA Bylaw 4.12.2., the Board of Directors may, with mutual agreement between the Board and the appointee, appoint a member to serve in that position on an interim basis until the next AGM or a Special Meeting called to elect a nominee for the position, provided that the appointee meets the requirements set out in CMMOTA Bylaw Sections 4.3. and 4.4..
6. Special Meeting Requirements
6.1. The Board of Directors, under the guidelines set out in CMMOTA Bylaw 5.2.1. may, by motion call a Special Meeting of the Association, not less than 22 days prior to the date of a duly called Special Meeting.
6.2. Special Meetings may only be called to deal with a Special Resolution, or to hold an election to fill a vacant board position(s).
6.2.1. Where a Special Meeting is called for the purpose of election a nomination process must be conducted in accordance with the Board of Directors Nomination(s) Policy, which must begin 60 days prior to the date of the Special Meeting and end 30 days prior to the date of the Special Meeting.
6.3. Special Meetings may be held in person, virtually, or a hybrid combination of both.
6.4. The meeting must be hosted within the Province of Alberta.
7. 21 Day Notice of Special Meetings
7.1. Not less than 22 days prior to the Special Meeting called for election(s) the Board, by motion, shall approve:
7.1.1. Date, time, and location for the Special Meeting; and
7.1.2. Invitation list; and
7.1.3. Acceptable methods of attendance; and
7.1.4. Agenda; and
7.1.5. Nominee list with biographical information; and
7.1.6. Any other relevant documents to be distributed.
7.2. Not less than 22 days prior to the Special Meeting the Board, by motion, shall approve:
7.2.1. Date, time, and location for the Special Meeting; and
7.2.2. Invitation list; and
7.2.3. Acceptable methods of attendance; and
7.2.4. Agenda; and
7.2.5. Notice of Special Resolution(s); and
7.2.6. Any other relevant documents to be distributed.
7.3. Administration shall distribute the information to the last known e-mail address of all members not less than 21 days prior to the Special Meeting.
7.4. Administration shall distribute instructions for registration to participate in the Special Meeting not less than 21 days prior to the Special Meeting.
8. Quorum for a Special Meeting
8.1. Quorum is required to conduct business.
8.2. Quorum is 15 members in good standing per CMMOTA Bylaw 5.2.2.4..
8.3. Quorum may be met in person, virtually, or a combination of both.
9. Special Meeting Rules of Order
9.1. The same rules as outlined in item 4 of this policy apply.
9.2. Only matters listed in the agenda distributed to members may be considered, no other business may be conducted.
10. Special Meeting Elections
10.1. Elections are conducted by the Executive Director or their delegate.
10.2. Ballots list nominees alphabetically for contested positions.
10.3. A sole nominee shall be declared elected by acclamation.
10.4. For each position the nominee with the most votes shall be declared elected.
Original Date of Policy Adoption: May 6, 2025
Date of Last Policy Revision:
©2025 CMMOTA, All Rights Reserved.
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