October 22, 2020
Welcome to CBOQ Assembly 2020
This might not be how we intended to meet, but COVID-19 has created many new challenges and opportunities. The challenges are obvious—the opportunities less so—but our online Assembly has made it possible for people to attend from across our two provinces, to have their voices heard and to work with other members of our Canadian Baptist family in Ontario and Quebec.
We look forward to welcoming you!
About CBOQ Assembly
CBOQ is a family of churches, transformed by Christ, revealing God’s kingdom. Part of being that family means gathering together at our annual family reunion, a time for Canadian Baptists from across Ontario and Quebec to gather, worship together, pray for one another, make decisions together and grow as a family of churches. At CBOQ Assembly, we welcome engaging speakers, thoughtful and talented worship leaders and—most of all—delegates and members from our churches.
Documents & Details
|Welcome||Tim McCoy, Executive Minister|
|Opening of CBOQ Assembly/AGM||Steve Barker, CBOQ President|
|Organizing Motions||Janice Charko, 2nd Vice President|
1. Report on the work of the Board since last Assembly
|Steve Barker, CBOQ President|
1. CBOQ Identity and Beliefs Process of Discernment Phase 5: Feedback Shared
|Steve Barker, CBOQ President|
1. Appointment of Auditors for 2020 Financial Statements
|Steve Barker, CBOQ President|
|Treasurer’s Report||Rob Jackett, Treasurer|
|EM Report||Tim McCoy, Executive Minister|
|Celebrating new member churches and new ordinands|
|Recognizing new milestones in ministry|
1. Member Proposal—Forest Baptist Church
2. Member Proposal—First Baptist Church, Leamington
3. Member Proposal—Walsh Baptist Church
|Steve Barker, CBOQ President|
|Nominations Committee Report||Bob McCarty, Nominations Committee Chair/CBOQ Past President|
|Commissioning of Officers||Lionel Pye, Pastor, Campbellford Baptist Church|
|New President Remarks||Rob Denhoed, CBOQ New President|
|Adjournment and Close of CBOQ Assembly 2020||Rob Denhoed, CBOQ New President|
1. When is the meeting and how long will it last?
The meeting is on Thursday, October 22 at 1:00 pm. It will last approximately 3 hours.
2. How is the meeting being held?
The meeting is being held via Zoom Webinar through an attendee’s personal device (computer, tablet, phone, etc.). You will require a computer with sound and internet capabilities, and a microphone if you wish to ask a question or speak. Access via email link will be granted to the email address you provide on the registration form.
3. Why are we having CBOQ Assembly 2020 in this format?
Every year, we are required to have an AGM (Assembly) in order to gather the membership of CBOQ to discuss the business of the organization over the last year. We are having a virtual meeting this year due to the COVID-19 pandemic.
4. What is the benefit of meeting remotely?
We are taking advantage of new opportunities and technology available to us which will allow more people to participate in meetings. Due to restrictions of the COVID-19 pandemic, meeting remotely also allows everyone to stay safe and healthy and limits the spread of the virus.
5. What will we be discussing at this meeting?
We will discuss the business of CBOQ over the last year, including, but not limited to, a Board Report, Executive Minister’s Report and Treasurer’s Report. We will also discuss three member proposals that were submitted within the deadline dictated by CNCA (Canada Not for Profit Corporations Act [see #7 for details on the deadline to submit member proposals]). Please see the Agenda for more details.
6. What will this online meeting look like in terms of technology?
The Zoom invite link will be sent to the email provided during registration. Only delegates will be able to vote. Guests must select the “Guest” option in the polls.
This is a view-only webinar with chat, polls, and a Q&A functionality. Please ensure you have wifi/internet and sound capabilities, and a microphone if you wish to ask a question or speak to a motion. It is recommended that you access the webinar via Chrome but it is usable across all web platforms and all devices. The web browser client will download automatically when you start or join your first Zoom meeting, and is also available in the App Store/Google Play for manual download. If this is your first Zoom meeting, it is recommended that you get everything set up early, as we will begin promptly at 1:00 pm.
Additional instructions regarding technology are provided in a separate document.
7. What are the rules for submitting a motion?
In order to maintain compliance with The Canada Not for Profit Corporations Act (CNCA) and CBOQ’s By-law, we are required to provide all formal Motions (with a few regular exceptions) to our Members in the Formal Notice of Meeting. Motions will be included in the Assembly package. Per section 163 of the Act, members can submit a proposal for items to be discussed at an annual meeting, which would be included in the notice of the meeting. To include a proposal, a member must have submitted the proposal “90 to 150 days before the anniversary of the previous annual meeting of members.” This date has now passed, and new motions can no longer be accepted for the 2020 Assembly.
8. What if more than one delegate is using the same device?
For each person to have a registered vote, each delegate will need to be on their own device. Please use separate devices, in separate rooms (to avoid any feedback), for voting.
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.
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.
- 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.
- 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
- 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.
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.
- 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.
- 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.
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.