September 30, 2020
11:30 AM–12:00 PM

Thank you for being a part of the Special Meeting of Members. As we work together to respond to the challenges presented to us by COVID-19, we are grateful for the support and participation of our family of churches. All registered delegates will receive an email on Monday, September 28, 2020, with the Zoom link to join the Special Meeting of Members.
If you have any questions, or you don’t receive the email, please contact Kristi Pollard, Registrar.

Agenda

Welcome Tim McCoy, Executive Minister
Opening of Meeting Steve Barker, CBOQ President
Motion
1. Amending by-law No. 5
Steve Barker, CBOQ President
Special Meeting of Members Adjournment Steve Barker, CBOQ President

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 Special Meeting of Members is a recorded, one-way live video feed where the audience can view and listen. This webinar will go live at 11:30am EST. Please ensure high speed internet connectivity and audio capability, and a microphone if you wish to ask a question or speak to the 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 motion, or if you would like to speak to the 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 the 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 the motion.

To vote: Someone will read the motion aloud. Use the chat function to move or second the 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 the 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.

1. When is the meeting and how long will it last?

The meeting is on Wednesday, September 30th at 11:30 am. It will last approximately 30 minutes.

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 this Special Meeting of Members?

This Special Meeting of Members was called to gather the membership of CBOQ to vote on a by-law amendment that would allow us to hold our AGM (CBOQ Assembly) in an all-virtual format, as well as send out meeting materials through electronic means (i.e. email).

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 be discussed at this meeting?

We will discuss the Amending By-Law No. 5 and take a vote for its approval.

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 the 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 11:30am.

Additional instructions regarding technology are provided in a separate document.

7. 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.

Purpose of By-law No. 5

Given the ongoing COVID-19 pandemic and the current restrictions on public gatherings in Ontario, the CBOQ is unable to hold an in-person Annual Meeting of Members this year (“2020 Annual Meeting”). Accordingly, the CBOQ has determined that, in order to hold the 2020 Annual Meeting at all before December 31, 2020, it is necessary to amend the CBOQ’s General Operating By-law No. 3, as earlier amended by By-law No. 4 (2018) (collectively “General Operating By-law”), to permit both annual and special Meetings of Members to be held entirely by telephone and/or electronic means if necessary from time to time, together with other related By-law amendments. This is the main purpose of the proposed By-law No. 5, which was approved by the CBOQ Board of Directors on May 29, 2020 and will be presented for approval at a Special Meeting of Members to be held on September 30, 2020 at 11:30 a.m. EST.

The purpose of this Executive Summary is to provide CBOQ’s Members with a brief overview of the key amendments in the proposed By-law No. 5 and their purpose. If By-law No. 5 is approved at the September 30, 2020 Special Meeting of Members, the CBOQ will then be authorized to hold the 2020 Annual Meeting on a fully telephone/ electronic basis, with this Annual Meeting anticipated to be held on October 22, 2020 at 1:00 p.m. EST. Formal notice of the 2020 Annual Meeting will be sent out after the September 30, 2020 Special Meeting takes place.

Summary of Key Amendments Set out in By-law No. 5

While not exhaustive, the ley proposed amendments in By-law No. 5 are the following:

  1. Amendment of Section 2.12(l)(i), as well as the defined terms “Delegate” and “Non-Voting Representative”, to recognize that quorum, as well as attendance, at Meetings of Members will also include persons who are present at the Meetings “by telephonic and/or by other electronic means” in addition to attending “in person”;
  2. Addition of 3 new subsections to Section 2.12, as well as related amendments to other Sections to do the following: (a) allow Members, if they are unable to attend in person, to participate in any Meeting of Members by telephone or electronic means (new 2.12(m)); (b) allow Meetings of Members to be held entirety by telephone or electronic means if determined necessary by the CBOQ (new 2.12(n)); and (c) allow voting by Members at Meetings of Members to take place, as required, by telephone or electronic means (new 2.12(o)); and
  3. Amendment of Sections 2.12(g)(i) and 14.06 to allow notice of any Meeting of Members to also be sent to Members by telephone, electronic or other communication facility, i.e. fax and email, during a period which is 21 to 35 days prior to the said Meeting of Members.

Next Steps

All CBOQ Members are encouraged to read Amending By-law No. 5 in its entirety and, if helpful, to contact CBOQ with any questions and/or to request an electronic copy of its Consolidated General Operating By-law which sets out the entirety of the CBOQ By-laws, including the amendments in the proposed By-law No. 5. Please contact Emma Elshaw, Board Secretary, by email in this regard.