CFUW Annual General Meeting June 2020

Due to COVID-19 the 2020 CFUW AGM will not be held in Ottawa as previously planned. The 101st Canadian Federation of University Women Annual General Meeting will be taking place June 18-20, 2020 VIRTUALLY.

 

THEME: New Century – New Challenges

VENUE: VIRTUAL MEETING

REGISTRATION

  • June 18 - click here; June 19 and/or 20 register (voting and non-voting delegates) click here by June 5 

    • NOTE: IF you are going to attend any or all of the days June 18 AND/OR June 19 AND/OR June 20 you MUST REGISTER (GET TICKET) FOR EACH DAY, ie TWO SEPARATE TICKETS/REGISTRATIONS​

    • Step-to-step instructions on how to register click here

    • if joining by phone contact Rachel Deneault at cfuwgen@rogers.com to register

  • Voting delegates need to send in their voting credential forms to Betty Dunlop at cfuwfls@rogers.com by June 5

    • click here for credential form​

  • June 8 registrants will receive a confirmation email that will include the link to the webcast and detailed step by step instructions on how to participate in the meeting. ​Training will be offered to voting delegates. Note that when voting delegates receive their confirmation email, they will also receive a doodle poll to sign up for a training session. Training sessions will take place the week of June 8

EQUIPMENT NEEDED

  • an internet enabled device (e.g., PC or MAC laptop or desktop, ipad, smart phone), to see the slides and hear what is being said

    • voting delegates will have to have a second screen open on their computers in order to vote on any motions​

  • if you do not have access to an internet enabled device you can join by telephone (but will not be able to see visuals)

  • To speak or engage in any debate during this meeting, you will need access to a phone line. A phone will act as your microphone.

Platforms used

  • Chorus Call will be used for the meeting (online, slides, phone in, etc)

    • For those delegates who will be moving and seconding a motion or resolution, please use the Call Me link so you may go directly into the call. It is very important to type in your name correctly so the Operator can correlate your name with the specific part of the agenda. This will allow the Operator to open up your line when it is your turn.​ Call Me Function: the phone number is: 1-800-319-4610. Please call in 5-10 minutes in advance of the motion or resolution to which you wish to speak. 

    • Participation in Debate

      • To speak or engage in debate during this meeting, you will need access to a phone line. There is a 3-5 second lag in computer audio. While on the phone, mute your computer speakers. Make sure you know how to mute your computer before you join the meeting. You will listen and participate in the debate through your telephone. There is no need to mute your telephone. It will be activated and deactivated by the operator when it is your turn to speak in debate. When you are finished speaking, hang up and resume listening through your computer. You may dial in again to participate in debate on another question.

      • In order to move the meeting along efficiently, it will be possible dial in, or use the call me function during the agenda item immediately preceding the issue for which you would like to debate. You will be placed in the speakers’ queue. 

      • Privileged motions such as requests for information and points of order may be entered through the meeting chat. 

  • Data on the Spot will be used for voting

    • Online Voting

      • The voting system is operated by Data on the Spot which conducted our voting at the 2019 AGM in Winnipeg. Their online voting system is highly secure. All the voting data is encrypted and can only be decrypted by their software

      • The voting platform will be displayed within a tab on the Chorus Call webcast frame. Voting delegates will enter their Elector ID and Password, prior to casting a vote. The direct link for the voting platform will be provided for delegates who are voting on behalf of more than one club or are experiencing technical difficulties.

      • The voting tab will be clearly marked: Canadian Federation of University Women: Online voting. ​

  • Webcast Orientation with Screen Shots - click here

BUSINESS MEETING

  • Proposed General Rules – The AGM proposed general rules will be sent to delegates in an advisory email prior to the AGM, posted on the website and included in the conference booklet for all delegates.  The AGM proposed agenda will be finalized and circulated prior to the AGM.   Both will be voted and approved at the AGM.

  • Voting – voting will be done online 

  • Motions and Questions of Privilege

    • to speak “for” or “against” a motion (people will be allowed to speak for two minutes each)

      • ​on an internet enabled device: use the “Call Me” function to put in phone number and the operator will call them. An operator will ask you which side you are speaking on and this will be noted on the screen. The operator will cut the speaker off if she exceeds this time limit. There will be a warning at the remaining 30 second point. The operator will then say time has expired and disconnect the speaker once the maximum time has been exceeded.

    • Questions of Privilege such as points of order and requests for information may be directed to the Parliamentarian Elizabeth Haynes through the messaging sidebar in the meeting webcast system. Usage of the messaging system will
      be included in the training/orientation.

  • Elections – On Saturday, June 19, nominees for Board positions will be identified; nominations from the floor will be received and elections for contested Board positions will be held.

    • Nominations for board positions from the floor will be accepted. Supporting documents for nominations (the Nominations package--the Nomination Form completed by the club, and the Application Form completed by the nominee) should be emailed to the Nomination Committee Chairs Grace Stapleton <ges@nl.rogers.com> , Madeline Kalbach <kalbach@ucalgary.ca> and the Executive Director, Robin Jackson <cfuwed@rogers.com> ) by 10 a.m. EDT on Friday, June 19, 2020. You will need the Nomination Form (click here) and the Application Form (click here).​

    • ​At the appropriate time, Nominations from the floor may be entered into the meeting chat function by indicating the name and club of the delegate proposing a candidate along with the name, club and office of the nominee. No second is required to complete the nomination. It should be noted that there can be no campaigning conducted through the chat function. ​

    • When there is more than one candidate for a position, candidates will be permitted to speak for two minutes in support of their nomination. If there is more than one candidate for President, each candidate will be permitted to speak for five minutes. 

    • Only voting delegates from the region may vote for a Regional Vice President. All voting delegates may vote for the other positions.

    • Nominations from the floor for board positions will be dealt with at the AGM on Friday, June 19, 2020 around 2:30 p.m. EDT. Election voting opens at 2:55 p.m. EDT and closes at 3:05 p.m. EDT.

    • Election voting for board candidates will be done using the same online voting system. 

SCHEDULE:

  • Thursday, June 18 at 2:00 p.m. EDT. Zoom AGM Reception to acknowledge Clubs, Regional Directors, Board members and Staff and to present Awards to winning Clubs.

  • Friday, June 19 9:00 a.m. – 12 noon PACIFIC (12 noon – 3:00 p.m. EASTERN)

    • There will be a recess commencing at 12:00 noon PACIFIC which is 3:30 p.m. EASTERN which will be 15 minutes. During this time, voting for elections will take place​

  • Saturday, June 20 9:00 a.m. – 1:00 p.m. PACIFIC (12 noon – 4:00 p.m. EASTERN)

    • There will be a recess commencing at 11:00 a.m. PACIFIC which is 2:00 p.m. EASTERN for 10 minutes​.

AGENDA Documents

  • Annual Report 2019-2020 - click here

  • Business Booklet - click here

    • General Information

    • Proposed Agenda

    • Proposed Standing Rules

    • Proposed Amendments to CFUW Articles and Bylaws

    • Proposed Resolutions

    • CFUW Nepean Motion

    • CFUW Ottawa Motion

  • Finance Booklet - click here 

    • Report of the BP Finance​

    • CFUW Audited Financial Statements

    • Proposed Operating Budget 2020-2021 & Explanatory Guide

    • Proposed Reserve Fund 2020-2021 & Explanatory Guide

    • Breakdown of Individual CFUW Member Dues

    • Membership Trends 2015-2020

    • Reports for Information

      • Report of GWI Assistant Treasurer

      • GWI Financial Statements

  • CFUW Guelph Motion - click here

  • Mediation Town Hall Report to Members - click here

    • Mediation Town Hall June 11, 2020 Recording - click here

    • Mediation Town Hall June 11, 2020 Slides - click here

  • Charitable Trust Annual Report - click here

  • Action Reports (CFUW Board of Directors, Regional Directors, Committee Chairs and National Office) - click here

Background Documents

Notice of AGM: click here

Advisory 1: click here

Advisory 2: click here

Advisory 3: click here

Advisory 4: click here

Advisory 5: click here