Federation Annual Meeting Committee

The AGM committee is assigned to:

  • review the procedures to be used in the elections at the Annual Meeting.
  • review operating procedures for the Annual Meeting.
  • develop a draft agenda for the Annual Meeting for the approval of the Executive.
  • receive and review resolutions submitted to the Annual Meeting and prepare the Annual Meeting Booklet for distribution to the membership.
  • facilitate the operation of the Annual Meeting.

TERMS OF REFERENCE (revised February 2018)

  1. Name:
    1. The name of this committee shall be the ETFO – Waterloo Region Occasional Teachers’ Local (ETFO – WROTL) Federation Annual Meeting Committee.
    2. The name Federation Annual Meeting Committee shall appear once and thereafter, the abbreviated term, the Committee, may be used.

  2. Composition:
    1. The Committee shall consist of the President, the First Vice President, the Second Vice President, the chair of the Local Constitution & Bylaws Committee, and other interested Executive members of the Local. Delegates and alternates to the Federation Annual Meeting shall become members of this committee once they are elected at a Local meeting.
    2. The chair shall be the President of the ETFO-WROTL.
    3. The secretary shall be appointed at the first meeting of the Committee.
    4. Other interested members of the Local may join the committee at a meeting should they have possible resolutions to present to the Committee and general membership for consideration.

  3. Function and Role:
    1. The Committee is responsible to, and shall take direction from, the ETFO-WROTL Executive with regard to possible resolutions to take forward to the Federation Annual Meeting.
    2. The Committee shall meet at least once prior to Jan. 31st, and as needed, thereafter.
    3. The Committee shall present potential resolutions for the Federation Annual Meeting to the general membership for approval at a general membership meeting, if required, in February. Each resolution must be duly passed by the Local to go forward to the provincial ETFO office, prior to March 1st.
    4. Following the Local Annual Meeting in May, the Committee will meet with the delegates/alternates to the Federation Annual Meeting, in June, to discuss resolutions, and determine the specifics concerning the Local’s delegation to the Federation Annual Meeting in August, i.e., rooming assignments, positions on each resolution, spirit wear, parking, meals, etc.

  4. Duties of Members:
    1. The duties of the Committee chair shall include:
      1. developing an agenda, in consultation with the other members of the Committee or the Executive, prior to each committee meeting, and the general membership meeting in February, if held.
      2. briefing the Committee members and the WROTL Executive about any possible resolutions prior to the February General membership meeting, if held.
      3. keeping records of the expenditures and receipts relative to the Committee, and maintaining the approved budget of the Committee.
      4. submitting receipts for payment of expenses, to cover expenditures incurred during the current fiscal year, to the ETFO-WROTL Treasurer by June 30.
    2. It shall be the responsibility of the Committee secretary to:
      1. record and distribute the minutes of the Committee meetings to members of the Committee.
      2. ensure that resolutions passed at a general membership meeting of the Local in February, if held, are sent to the provincial office prior to March 1st, to be included in the Annual Meeting Resolutions booklet.
      3. report to the Local Executive and the general membership, the outcome of this February General Membership meeting, if held.
      4. handle Committee correspondence.
    3. The duties of the remaining members of the Committee shall include:
      1. attending meetings, as called,
      2. to notify the chair of the Committee ahead of time, when they are unable to attend a duly called meeting.
      3. to attend a February General Membership meeting, if held.


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