Canadian Baptists of Ontario and Quebec

You will receive a link via email that will allow you to join the webinar. Click on that link, and then click on “Open Zoom Meeting” in the pop-up window that shows at the top of your screen. If it does not activate, follow the instructions to download and run Zoom.

Our AGM/Assembly this year is a recorded, one-way live video feed where the audience can view and listen. This webinar will go live at 1:00pm EST. Please ensure high speed internet connectivity and audio capability, and a microphone if you wish to ask a question or speak to a motion. The zoom web browser client will download automatically when you start or join your first Zoom meeting. If you are using Zoom for the first time, please give yourself extra time to get setup. If you are unable to get into the meeting, please contact Kristi Pollard at 416-620-2951 or Paola Alvarez at 416-620-2931.

Once you are logged on, ensure your audio is on. Please also ensure the name on your account is your full name that you used on the delegate registration form in order to be properly identified. Once you are in the meeting, you will not be able to rename yourself. On your screen you should see a control panel along the bottom that offers a chat function that looks like a speech bubble, and a Q&A option. If you cannot see the interactive options, please move your mouse over the bottom and it will appear. If you are viewing this on a mobile device, you will need to tap the screen to access the interactive options and to view the poll when it comes time to vote. These will give you the opportunity to interact with us as we work through our Agenda items. If you cannot see them, click on the “more” button to view more options.

Chat: use the chat function to move or second a motion, and to ask any technology questions if you are having difficulties. Please refrain from chatting back and forth while the meeting is taking place.

Q&A: use the Q&A function for questions related to the reports and motions, or if you would like to speak to a motion. Please write “I have a question” or “I would like to speak to the motion”. The webinar host will unmute you, and you will receive a prompt to confirm you would like to unmute or remain muted; you must choose to unmute in order to speak to a motion. Please do not write out your question; only verbalized questions will be answered (i.e. your questions will not be answered in the Q&A feature). Please begin by stating your name and of which Church or Association you are a delegate. As a general rule, you can only speak once about a motion. You may speak for up to two minutes. Please note that the webinar host will put your microphone on mute once you have finished speaking to a motion.

To vote: someone will read the motion aloud. Use the chat function to move or second a motion and join the competition to beat another church to the punch. Remember to let us know your name and the church you are representing when you move or second a motion. Someone will also speak the mover and seconder aloud. Individuals will be able to participate by using the real-time poll that will come up on your screen, with the text of the motion that is being voted on. Please select yes/no/abstain/guest and press submit.

** As per COVID-19 guidelines, we encourage all delegates and guests to be on zoom from their own homes or offices to allow for adequate social distancing.

As Baptists, we cherish the freedom that allows for diversity of opinion in our gatherings, but we also appreciate the grace and goodwill that fosters respect and charity within the family. The necessity of dealing publicly with contentious issues provides an opportunity to treat our brothers and sisters with love and respect, even when we disagree.

Each item of business has been allocated a certain amount of time. The presiding officer will indicate how much time has been allocated before each item. The presiding officer will attempt to adjourn discussion and ask for a decision within the time allotted. We respectfully request that delegates who wish to speak to a motion adhere to a two-minute limit and avoid the repetition of arguments. Someone will time each speaker, and the speaker will be notified when they have 30 seconds to finish.

Ultimately, the presiding officer will have to decide whether or not to permit debate to continue. Such a decision will be based on personal judgment, on the urgency of the issue before the members and on the potential disruption to the remainder of the agenda. If someone in the meeting disagrees with the ruling of the presiding officer, that person may appeal the officer’s ruling in accordance with item #6 below. The members will then make the final decision.

Motions

Any delegate has the right to make a motion regarding any item already on the agenda. We encourage you, however, to allow the motion to be reviewed by the Board prior to being presented at the meeting.

Procedures for Discussion

For the convenience of voting delegates, the following guide to procedures is provided.

1. To speak about a motion
   Delegates can express their agreement or disagreement with a motion. Use the Q&A feature to indicate you would like to speak to a motion by writing “I would like to speak to the motion”, and wait to be recognized by the presiding officer. The webinar host will unmute you, and you will receive a prompt to confirm you would like to unmute or remain muted; you must choose to unmute in order to speak to a motion. Please do not write out your question; only verbalized questions will be answered (i.e. your questions will not be answered in the Q&A feature). Please begin by stating your name and of which Church or Association you are a delegate. As a general rule, you can only speak once about a motion. You may speak for up to two minutes. Please note that the webinar host will put your microphone on mute once you have finished speaking to a motion.
2. Once given the opportunity to speak, you can do one of four things:
   • Speak to or against the motion
   • Make a motion to amend the main motion (an amendment may not reverse the main intent of the motion)
   • Make a motion to defer action until another day
   • Make a motion to refer the matter to the Board
3. To end debate
   If you feel that there has been enough discussion, you can make a motion “that the vote be taken now.” This motion to end debate must then be voted on.
4. Amendments
   An amendment usually deals with a specific part of the main motion and may not undo the intent of the main motion. You may make a motion to amend an amendment. When we have only the main motion on the floor, that is what is discussed and voted upon.When someone moves “to amend the main motion,” we stop discussing the main motion and debate only the proposed amendment. Then we vote on the amendment. If the amendment carries, it immediately changes the main motion. This new, amended motion is then debated and put to a vote.While debating an amendment, someone may make a motion to amend the amendment. Then this motion is voted upon; if it is carried, we then discuss the revised amendment that we have just created. If the amendment to the amendment is defeated, we then go back to discussion of the original amendment.
5. Honorary Counsel
   Our General Operating By-law provides for the appointment of honorary counsel to advise and assist the officers as needed. From time-to-time, the presiding officer may choose to consult with counsel during the Business Session. Counsel’s only responsibility is to provide advice, which the presiding officer may or may not choose to accept.
6. The Presiding Officer
   The presiding officer’s main role is to act as a facilitator, helping to keep the discussions flowing in an orderly way. Sometimes a delegate will raise a “point of order,” which is basically questioning whether proper procedure is being followed. The presiding officer will then rule on the point of order before the debate is resumed. The presiding officer’s decision is binding unless a delegate immediately challenges it. If that happens, the challenge is immediately put to a vote of the delegates.

Voting

When it comes time to vote on a motion, someone will read the motion aloud. Use the chat function to move or second a motion and join the competition to beat another church to the punch. Remember to let us know your name and the church you are representing when you move or second a motion. Someone will also speak the mover and seconder aloud. Individuals will be able to participate by using the real-time poll that will come up on your screen, with the text of the motion that is being voted on.

• Select your response of yes, no, abstain or guest
• Press “SUBMIT” to send the presiding officer your vote via the real-time poll
• Once we have received all the votes, you will see a report on your screen stating the final results, and the presiding officer will verbally declare the motion as carried, if applicable.
• Please note that there will be a brief pause of live-feed-spoken-word after each poll is put on the screen as it takes some time to gather in all the votes. Thank you in advance for your patience.