Canadian Medical Association

 

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2024 AGM
How does the AGM work?
How to participate
How to prepare
Frequently asked questions


2024 AGM

At the CMA, we champion better health, health care and a thriving health workforce. Member participation in the Annual General Meeting (AGM) is a chance to help lead that change.

The AGM is a forum for members to hear from and ask questions of CMA leadership, provide input on CMA governance and address other corporate matters; it’s followed by the Nominations Committee report, where delegates can vote to approve nominees for CMA leadership positions.

The 2024 AGM will be held virtually on May 29 from 11 am to 3:30 pm ET.

Registration for the 2024 AGM has now closed. All participants will receive their log-in credentials by Mon., May 27.

Please contact [email protected] with any questions.

View a list of past AGMs and their corresponding reports. Note: Member log-in may be required for some files.


Agenda

Welcome and outline of meeting (11 am ET)

Remarks from CMA leadership and Q&A session on CMA strategy

  • Dr. Kathleen Ross — President’s opening remarks
  • Dr. Suzanne Strasberg and Mr. Tim Smith — Annual report from board chair and CEO
  • Dr. Jean-Joseph Condé — Francophone spokesperson update
  • Dr. Joss Reimer — Incoming president’s inaugural address

At the AGM, Dr. Joss Reimer from Manitoba will step into the role of CMA president.

Owing to a change in the date of the AGM from August to May starting in 2024, the presidential terms of Dr. Reimer and current president Dr. Kathleen Ross are overlapping by three months. They will serve as co-presidents for the period of May 30 to Aug. 30, 2024, after which point Dr. Reimer will serve exclusively as president until May 2025.

Audit and Finance Committee report and Q&A session on financials

  • Dr. Allison Kennedy, Chair, Audit and Finance Committee
    • Vote on motion AGM-1: appointment of auditors

Every year, members vote to approve an auditor who is responsible for examining the financial statements of the CMA, performing procedures to obtain audit evidence about the amounts and disclosures in the statements and preparing a report in accordance with generally accepted auditing standards.

Governance Committee report and Q&A session on governance

  • Dr. André Bernard, Chair, Governance Committee

Members will have the opportunity to learn more about and vote on several minor proposed bylaw changes to:

  • strengthen and modernize the eligibility criteria for CMA board directors;
  • affirm members’ autonomy in applying for leadership positions; and
  • clarify AGM notices in the digital age.

Members will also be consulted on concepts for proposed bylaw amendments in 2025.

Want to learn more in advance of the meeting? Join the ongoing governance discussion on CMA Community. (Please note: You must be logged in with your cma.ca credentials to participate.)

General Q&A session with president, board chair, CEO and Francophone spokesperson

  • Dr. Kathleen Ross — President
  • Dr. Suzanne Strasberg — Board chair
  • Mr. Tim Smith — CEO
  • Dr. Jean-Joseph Condé — Francophone spokesperson

Nominations Committee report (3 pm ET)

  • Dr. Alika Lafontaine, Chair, Nominations Committee
    • Delegates will vote on the nominees for CMA leadership positions (including president-elect)

Only delegates can vote to approve nominees for CMA board and committee positions; non-delegates have the option to stay on as observers for this portion. The Nominations Committee report – which includes bios for each nominee as well as details on the nominations and elections processes – will be made available to delegates at least 15 days before the meeting.

Close of meeting (3:30 pm ET)


How does the AGM work?

View transcript

AGM video 'How does the AGM work?' transcript

[Text on screen:] How does the AGM work?

[Overview:] Artist stands with his back to the camera, drawing images on a white board that illustrate what is being explained in the voiceover.

[Voiceover:]

At the CMA, hosting an effective Annual General Meeting is important. It’s why we follow rules of order, including our Bylaws and Operating Rules and Procedures, as well as Robert’s Rules of Order, Newly Revised.

  • Rules of order establish how to participate in a meeting and how to vote
  • Their purpose is to balance the rights of ALL members on a given issue

So, what’s different about a meeting that uses rules of order?

  • The meeting chair must recognize a member before they speak
  • Only one member can comment at a time and must keep to a time limit
  • Only one motion can be considered at a time
  • Each member has one vote for a given motion
  • In most cases, a motion is passed when it receives a majority of votes
  • For some motions, such as amending bylaws, a two-thirds majority is needed

Learn more about how the AGM works.

Your participation can help shape our future.

[Text on screen:]

  • CMA logo
  • Shaping our future. Together.
  • cma.ca/AGM

Note: Except for facilitative business motions such as approval of bylaws or appointment of auditors, motions at the AGM are encompassed by the corporate business proposals described in the Operating Rules and Procedures.

The role of the chair

  • Declares the meeting open
  • Ensures fairness
  • Observes and enforces the rules of order
  • Follows the agenda
  • Rules on points of order
  • Manages appeals from the ruling of the chair
  • Responds to members’ requests for information and parliamentary questions
  • Puts motions to a vote and announces results

The role of the member

  • Informs themselves on the agenda items for the meeting
  • Develops a functional understanding of the rules of order
  • Attends the meeting
  • Participates by asking questions and debating 
  • Supports a respectful and collaborative environment
  • Votes

      How do I participate in the AGM?

      View transcript 

      AGM video 'How do I participate in the AGM?' transcript

      [Text on screen:] How do I participate in the AGM?

      [Overview:] Artist stands with his back to the camera, drawing images on a white board that illustrate what is being explained in the voiceover.

      [Voiceover:] Participation in the CMA’s Annual General Meeting is a chance for members to shape the future of our association.

      In order to take an active role in the meeting, it helps to be familiar with some basic rules of conduct:

      • Follow the instructions of the meeting chair and seek their recognition before speaking
      • If recognized, state your full name and location
      • Direct all comments to the chair and not to previous speakers
      • Ensure comments are clear, concise and germane
      • Avoid personal comments about other members and respect their right to participate
      • Be sure to vote

      Learn more about how to participate in the AGM and help lead change in health care.

      [Text on screen:]

      • CMA logo
      • Lead change in health care.
      • cma.ca/agm

      How to prepare for the AGM

      Learn more about proposed bylaw changes

      Join the ongoing governance discussion on CMA Community. (Please note: You must be logged in with your cma.ca credentials to participate.)

      Read the annual report

      The CMA encourages members to read our annual report in advance of the meeting to learn more about AGM business, discover how our strategy is driving change and view our 2023 non-consolidated audited financial statements.

      Renew your membership

      Physicians and medical learners must join the CMA or renew their CMA membership for 2024 by 11:59 pm ET on May 23, 2024, to participate in the AGM. If you’re unsure about your membership status, please log in to your CMA account. If you have any questions, please contact the CMA Member Service Centre at [email protected].


      Frequently asked questions

      What happens at the AGM?

      The AGM is where members receive the annual report, vote on proposed bylaw amendments (if there are any in the given year), appoint the external auditor and ask questions of CMA leadership.

      Who’s eligible to attend the AGM?

      All active CMA members are entitled to participate in the AGM. Non-members, including members of the public, may register to observe the meeting.

      How many members must attend the AGM in order to conduct business?

      The minimum number of members who must be present to conduct business (known as “quorum”) is set at 50 members.  

      What are bylaws?

      Bylaws describe the purpose of the association and outline the rules that govern it. They are approved by the members, and require a 2/3 majority vote of members. They contain information about the organization’s objectives, and its membership, officers and meetings. The bylaws also lay out the composition and duties of the board of directors and certain committees.

      Can I ask a question or share a comment at the AGM?

      Yes. Instructions will be provided on how to submit a question or seek recognition to speak. Questions and comments must be respectful, germane and show proper decorum. To allow as many members as possible to participate, verbal participation will be limited to two minutes per member in a debate on a motion. Questions may also be posed in writing and will have an upvote feature.

      Can I make a motion at the AGM?

      Procedural motions (e.g., a point of order) may be made at the AGM. The AGM chair will rule on whether they’re in order or not. Main motions from the floor relating to corporate issues, bylaw amendments or health policy issues are not in order at the AGM. These types of motions must be submitted to the CMA in advance under Corporate Business Proposals or Member Health Policy Proposals.

      What’s a point of order?

      A point of order is a motion used when a member feels meeting rules are not being followed and they call upon the AGM chair for a decision. A point of order must be dealt with before whatever was being discussed can proceed. If the chair is not sure how to rule, the point of order can be submitted to members for a vote.

      What happens during the Nominations Committee report?

      The Nominations Committee report includes the nominations for certain key leadership positions on the CMA Board of Directors and committees as well as president-elect. It is an opportunity for delegates to vote to approve nominees for these leadership positions.

      Who's considered a delegate?

      Some delegates are appointed by virtue of their position (e.g., the chair and members of the CMA Board of Directors, the AGM chair and vice-chair, the president of each division, and some past officers). Provincial/territorial and affiliate society delegates are members appointed by their respective provincial/territorial medical association or affiliate society to vote during the Nominations Committee report. See section 10.2.1 of the bylaws for a complete list.

      To learn more about becoming a delegate, members should contact their provincial/territorial medical association or affiliate society; members in Quebec can email [email protected].

      What’s the role of the Nominations Committee?

      The Nominations Committee is elected by the delegates. Its composition is set out in the bylaws, as established by CMA members. The Nominations Committee has the mandate to recruit and secure strong balanced leadership for the CMA. It has a robust vetting and interview process and bring nominations to delegates at the AGM.

      What’s the difference between ratification of a nomination and election?

      When nominations from the floor are not in order and a single nominee has been presented by the Nominations Committee, delegates approve the nomination through a vote called “ratification.” An election is held if there’s more than one nominee for a particular position.