Rules and procedures for initiating a motion by a CMPA member
As set out in Article 3 of the CMPA By-law, any member, with the signed endorsement of 10 other members, may initiate a motion to be included in the agenda of an annual meeting for consideration by members. Written notice of such a motion must be provided to the executive director at least 60 days prior to the annual meeting.
To ensure a consistent and fair process, this page describes the CMPA's rules and procedures governing motions brought by members.
Receipt of member-initiated motions
- Upon receipt of a notice of motion from a member and if agreeable to the member, the executive director generally works with the member to:
- confirm the rules governing member motions
- determine if a motion to the membership is the most effective and appropriate manner to address the issue or if an alternative approach might be considered
- finalize the content of the motion to ensure a common understanding of the intent of the motion and that the motion complies with the CMPA By-law
- As part of (i) above, the executive director assesses whether it is reasonable to place a member motion on the agenda of a meeting of members. In considering the reasonableness, the executive director ensures the motion does not:
- contravene the Act of Incorporation or By-law
- infringe on the appropriate management of the affairs of the Association
If the proposed motion seeks to amend the CMPA By-law, the executive director, in accordance with Article 10.02 of the by-law, brings it to the next annual meeting for consideration by the membership.
In the event a motion is assessed as not being appropriate (e.g. contravention of the by-law), the executive director, in consultation with the president, informs the submitting member and provides reasons for the decision.
Informing members of motions to be considered
- For member motions not seeking to amend the CMPA By-law, a notice is placed in the June edition of CMPA Perspective (time permitting), or through an alternate means of communication such as an eBulletin, informing members that such motions will be posted on the CMPA website at least 30 days prior to the annual meeting.
- For member motions seeking to amend the CMPA By-law, the content of these motions is mailed to all CMPA members at least 30 days prior to the annual meeting.
Discussion of motions
- Chapters V to X inclusive of Robert’s Rules of Order (current edition) provides guidance regarding the discussion of motions, and notes the larger the meeting attendance, the more strictly rules regarding discussion should be enforced.
- Generally, members are permitted to speak to a motion once but may speak a second time only as long as every other member who desires to speak has first had an opportunity to do so once. The member may speak a second time to respond to questions or to close the discussion on the motion.
- Should the Chair and/or the meeting wish to limit time spent on discussion of a particular motion for reasons of time, Robert’s provides the procedures to limit discussion (§15, pp. 191 to 197) or to immediately close debate and vote immediately (§16, pp. 197 to 209)
Acting on motions
- The CMPA has discretion concerning the actions undertaken in response to an approved motion, and considers the guidance of the meeting and the specific circumstances involved.
- As a minimum, the CMPA shall report back to the membership at the following meeting concerning the actions taken with respect to the motion or, if no action is taken, the rationale for such a decision.
- It may be appropriate for the CMPA to report on the steps taken via a CMPA publication or its website.