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Non-coaching volunteers play an integral role in Special
Olympics BC. They help ensure that Special Olympics
BC programs are available to athletes in communities
across the province. The tips and resources in this section will
help volunteers in their administrative roles.
FEATURE TIP: RUNNING AN EFFECTIVE
AGM
NOTICE OF AN AGM:
-
The notice of the meeting should be sent at least one month
prior to the meeting. It should contain all the information
pertinent to the meeting including the name of the association,
place, date, and time of meeting. It should also include the
estimated time of adjournment of the meeting.
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A general meeting notice can be produced in one of three ways;
by written notice, by publishing the notice in the local newsletter
or by using a newspaper advertisement in appropriate areas where
the majority of members reside.
ELIGIBILITY:
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The Provincial Office list of registered volunteers and athletes
is the official list of members eligible to vote at the Local's
AGM.
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These individuals whose registration forms have been received by
the Provincial Office by 4:30pm, fourteen days in advance of the
Local's AGM, who have volunteered for the Local a minimum of
fourteen hours in the program or administrative area in the past
year and who meet the criteria established in the
Volunteer Screening Policy shall be deemed registered and
eligible to vote.
-
Volunteers and athletes must be involved in the ongoing
operations of the local as opposed to individuals involved in a one
day special event.
PROCEDURES DURING AN AGM:
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Candidates become eligible for election to a board or office by
a member stating "I nominate ---- for election to the position of
----."
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A nomination does not require a seconder.
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The Chair will indicate acceptance of the nomination by stating
"---- has been nominated, is he/she willing to be nominated?"
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The Chair will then ask if there are further nominations and
repeat the process until no additional names are put forward.
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The Chair will then declare nominations closed.
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In the election of the officers each position shall be filled
separately.
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A newly elected chairperson assumes the office immediately upon
being declared elected and this is then recorded in the meeting
minutes.
BALLOTS:
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When voting by ballots, vote counters are appointed by the Chair
and then those that count the ballots report the results to the
Chair and the Chair announces the candidate(s) elected.
For more information on running an effective AGM please refer to
the
Local Committee Operational Guidelines Policy, or contact Denise Yuen, Manager
of Community Development at (604) 737-3125 or toll free
at 1-888-854-2276.
VOLUNTEER TIPS
Effective Meetings
Running an Effective AGM
Taking Meeting Minutes
Volunteer Recognition
VOLUNTEER RESOURCES
Please click
here for non-coaching volunteer resources.
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