Electoral District Association (EDA) Chair Handbook

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1 Electoral District Association (EDA) Chair Handbook

2 EDA Chair Handbook 1 Liberal Party of Canada Message from LPC President Suzanne Cowan Welcome! I want to thank you for your commitment to the Liberal Party as an EDA Chair, and for being a leader in the most open, inclusive, and innovative movement in Canadian politics. As President of the Liberal Party of Canada, I have always been first and foremost a volunteer - and I have seen firsthand how much our party relies on the strong efforts of community leaders and volunteers who are at the heart of our engagement with Canadians. The road to 2019 is grounded in local, grassroots engagement efforts, resulting in new volunteers and donors for our Liberal Electoral District Associations. As Liberals, we know that we must continue working together to support Justin Trudeau s commitment to positive politics, an inclusive Canada, and a stronger middle class. Whether it is with Days of Action, growing the Victory Fund and other grassroots fundraising, sharing new ideas, or election readiness training, your EDA s leadership will be essential to our success as a team. We have already made inspiring progress together both in government and as a movement, but there s much more hard work ahead of us. Thank you for taking on this leadership role at this important time. Sincerely, Suzanne Cowan President, Liberal Party of Canada

3 Liberal Party of Canada 2 EDA Chair Handbook Table of Contents 1 Message from LPC President Suzanne Cowan 3 Role of the EDA Chair 3 Elections Canada Requirements 3 Non-financial requirements 4 Financial requirements Internal reporting 4 Description of EDA Board Positions Vice-chair Secretary Organization Chair Policy Chair Director-at-large Non-voting (Board appointe) Treasurer Fundraising Chair 5 Fundraising Victory Fund Laurier Club Annual contribution limit Taxable benefits How to retain your donors 6 Registered Liberals Qualifications for registration Maintaining your base of registered Liberals 6 Types of Meetings 6 Regular EDA meeting Process to holding a regular EDA Meeting General Meetings 7 Process to holding a General Meeting Special General Meeting After a General or Special Meeting Suggestions for the EDA Chair 7 Important Contact Information 7 Liberal Solutions 8 Liberalist Riding websites My.Liberal.ca 8 Appendix A Example Chairpersons script for a Regular Meeting 8 Appendix B Template Agenda 9 Appendix C Template Meeting minutes (In person & conference call) Template 2 Meeting minutes (In person only) 9 Appendix D 9 A Guide to Robert s Rules (Code Morin) What are Robert s Rules? Why are these rules important? Reports 10 Motions Four types of motions How are motions presented? Voting on a motion

4 EDA Chair Handbook 3 Liberal Party of Canada Role of the EDA Chair As the Electoral District Association (EDA) Chair, there are a number of responsibilities that you are now responsible for. In order to best equip yourself to carry out these duties, we would recommend familiarizing yourself with the Party Constitution and By-laws as there have been important changes made in the recent past. Links to all of the Party s governing documents can be found at liberal.ca/documents. Each EDA shall: Endorse and support the candidate of the Party for election to the House of Commons for its electoral district. Engage in, and support, field organizing, outreach, and fundraising in its electoral district, and, Facilitate input into Party policy by Registered Liberals (RLs) within the EDA, consistent with the Party policy process as established by the National Board and in accordance with the Party Constitution. The main roles for which you will be responsible are: Calling regular EDA meetings to order. Ensure that the EDA fulfils its purpose as stated in the Constitution. Chairing regular meetings of the EDA. Other responsibilities as may be required, as set out in Party By-law 2. In addition, the EDA Chair should: Endeavor to attend or authorize a designate to each meeting, be it local, regional, provincial, or national. Encourage other members of the executive to accompany you to regional meetings. Keep in touch with regional presidents and Field Organizers (FOs) they are resources available to help you and your EDA wherever possible. Attend training courses. Communicate regularly with your FO to keep up-to-date with upcoming events, scheduling a General Meeting, report EDA board changes, etc.. Setting and chairing EDA meetings, in accordance with Party s governance structure. Ensure members are actively engaging at EDA events. Invite other executive members to lead or join committees. Be the Public Spokesperson for the EDA where needed. Be the voice of the EDA at Regional or Executive meetings. Ensure any non-financial reporting required by Elections Canada. Ensure transitional procedure is adhered to following General Meetings. The other EDA board of director s positions are: Vice-Chair Secretary Organization Chair; and Policy Chair There may also be up to six (6) voting directors at large, and the board appointed non-voting positions of Treasurer and Fundraising Chair. The Current Member of Parliament for the Electoral District, or the Nominated Candidate for election in that Electoral District, as well as one (1) representative from each commission may have a voting position on the board. As Chair, you play a vital leadership role within the board of directors and the EDA in general. It is important to include other table officers, directors and non-voting officers as much as possible. Actively encouraging members of the community to participate throughout the year will make for an engaged, prepared, and eager team of volunteers ready for the next federal election. Committees are an excellent way to do this, allowing an opportunity for table officers to take the lead on specific issues, such as social media, mobilization efforts, and fundraising. Special or Standing committees can be formed where appropriate by a resolution of the EDA Board of Directors. While the board of directors reserves the ability to layout other criteria, each committee member must at least be registered as Liberal. Elections Canada Requirements As the Chair of your riding association, you hold the dual title of CEO of your Electoral District Association under the Canada Elections Act (CEA). This means that you will be responsible for ensuring that certain Elections Canada requirements are completed within the timeframe set out in the CEA. Non-financial requirements The first of these, for which you will be personally responsible, is to submit an Annual Registry Confirmation update, which serves to keep Elections Canada up-to-date with the latest information. This must be done by the 31st of May every calendar year. The Chair is also required to notify Elections Canada of any changes to the EDA Board of Directors within thirty (30) days. A more detailed description on how to do this can be found at my.liberal.ca/riding-associations/registryupdate-instructions.

5 Liberal Party of Canada 4 EDA Chair Handbook Financial Requirements All other Elections Canada requirements are to be executed by the EDA s Financial Agent (FA). An annual financial return must be completed by the 31st of May of each calendar year, and shall submit all contribution and event information. The data needed to complete this update will be provided by the Liberal Party of Canada. A more in depth description of this process can be found at my.liberal.ca/riding-associations/financial-agents/yearendreporting. It is of utmost importance that these procedures are followed strictly. We would strongly encourage all EDA Chairs to familiarize yourselves with the resources made available to all financial agents. Everything can be found at my.liberal.ca/financial-agents. Should anything remain unclear after consulting these documents, please reach out to our Riding & Party Services department exec@liberal.ca. Internal Reporting In addition to the mandatory reporting required by EDAs, Chairs are responsible for ensuring that changes are also reported to the national office. This would include, but not limited to, any changes to the EDA Board of Directors, change of FA, and regular updates to contribution and event information. For more information visit my.liberal.ca/riding-associations. Description of EDA Board Positions Vice-chair: Will stand in for officers who are absent or unable to perform their duties. Will support the Chair in the execution of their responsibilities. Will perform all other functions which may serve to advance the purpose of the EDA, as set out in the Constitution. May be asked to serve as a designate for the Chair, in representing the EDA at the local, regional, provincial, or national level. Will assume the position of Chair until the next general meeting, should a vacancy in the position arise. Secretary: Will work with the Chair to ensure notices, meeting agendas, meeting minutes, and other documentation is distributed to Registered Liberals in the riding, as set out in Party By-law 2. Will work to ensure proper notice is given when changes to the EDA board occur. Will maintain meeting minutes for all meetings of the EDA, whether regular, special, or general. Will maintain a list of all Registered Liberals in the riding. Organization Chair: Will coordinate with their PTB, Member of Parliament, or nominated candidate, to organize and implement an election readiness program. Will contribute to the training and management of volunteers in the electoral district, and will prepare them for the next campaign. Will coordinate with party staff to monitor that the use of Party data is handled in accordance with the terms and conditions prescribed, and entered into Liberalist. This data is invaluable as we build towards the next election. Policy Chair: Will assist in implementing the policy development process in accordance with Party By-law 3 (Process of Policy Consultation and Development). Will work and engage community members and local Liberals to discern issues and concerns prevalent within their riding. Director-at-Large: These are individuals who hold a voting seat on the EDA board of directors, but do not have a specific area of responsibility, like the table officers discussed above. Directors may be asked to lead, or participate in any number of activities, so long as it promotes the general purpose of the EDA, as set out in Party By-law 2. Non-Voting (Board Appointed) Positions The EDA board of directors must appoint individuals to the non-voting positions of Treasurer and Fundraising Chair. Appointment to these roles occurs through a simple majority of the voting members of the EDA board. Treasurer: Will prepare an annual budget and submit it to the board for ratification. Will oversee the general financial administration of the EDA. Fundraising Chair: Will establish annual fundraising targets for the EDA and develop a strategy through which these goals can be met. Will ensure that fundraising activities follow the

6 EDA Chair Handbook 5 Liberal Party of Canada financial rules for Federal political parties, and will respect the commitment made by the Party to increase the standards of Openness and Transparency at fundraising events that include: Cabinet Members, Party Leaders, or Leadership Candidates. Will work with the Organization Chair to organize and host fundraising events within the riding. Additional non-voting members of the EDA may be created to address specific issues or areas of concern. These positions may be created through a simple majority of the voting members of the EDA Board. These positions provide an opportunity to engage individuals within the EDA. Fundraising One of the biggest obstacles to running an election campaign is the cost. A strong candidate - no matter his vision, will need money for staff, events, advertising, etc. As an EDA Chair, you will be responsible for ensuring the riding association has the funds required to get your Nominated Candidate elected, or your Member of Parliament re-elected. Fundraising programs Victory Fund The Victory Fund is an incredible tool that helps to build relationships with dedicated, monthly, grassroots donors, and raise funds that local campaigns need to succeed. By making small monthly commitments, donors can make a meaningful contribution to the success of your EDA. Victory Fund allows Canadians to donate a minimum of $5 each month to their local riding association and a minimum $5 each month to the Party. The best part? It s completely flexible monthly amounts to the EDA and the Party are completely customizable between $5 and $125, and don t have to be the same. After tax credits, the minimum $10 donation could cost as low as $2.50 a month (depending on the person s total annual contributions). New donors who sign-up will receive a welcome letter from the Leader as well, as a small token of appreciation. They ll also be entitled to other benefits - like reduced prices for various Party events - including the 2018 Liberal National Convention in Halifax. Let s build our campaign and secure victory in 2019! Laurier Club In 1918, Sir Wilfrid Laurier established the Laurier Club when he sent out 600 letters to community leaders and business professionals asking for their crucial support. Donors can continue to this long-standing tradition by contributing to the Laurier Club. Join by contributing at least $1500 annually (or $125/monthly). If you re under 35, it s just $62.50 monthly ($750 annually). These programs will ensure the long term success of the riding. Monthly donors contribute more in the long run, and tend to stay with the Party longer. For example, if you have 100 Victory Fund members at $10/month, that represents $12,000 in annual income. Annual Contribution Limit A Canadian citizen or permanent resident may donate up to $1575 per year in 2018 (with an annual increase of $25/year) to both the national party, and to their riding association. During a leadership contest, one may contribute an additional $1575 (also increases $25/year). The benefit to this kind of donation is that one donor can support an EDAs baseline operating costs for a year. Credit % Credit $ Credit on first $400 75% $300 Credit on $400 to $750 50% $175 Credit on $750 to $1, % $175 Maximum Credit $650 How to retain your donors Thank you letters are important. Make it a monthly project to send thanks to new Victory Fund members, and riding donors. It s best practice to reiterate the points used to solicit the donation. For example, reference the event if that was the source of the contribution. End-of-year thank you notes are also important. They can be used to underscore that year s achievements and to link their contributions to the riding s success. Keep donors up-to-date as to what s going on in the riding and within the Party. Engage your donors. Do your best to move them up the chain of involvement. Donors can become Registered Liberals, who can in turn become executive members.

7 Liberal Party of Canada 6 EDA Chair Handbook Registered Liberals The passage of the new Party Constitution during Biennial 2016 in Winnipeg brought forward significant changes to the old membership system. By eliminating the $10 annual membership fee and opening our Party up to anyone who wants to register, we ve become the most open, inclusive political movement in the country. Valid for three years, Canadians wishing to become Registered Liberals may do so simply by completing the online form at liberal.ca/register or by calling LIBERAL ( ). By doing so, a Registered Liberal will have the right to: Receive newsletters, information and notices of general meetings and other activities from the Party (provided that the Party may limit certain communications to electronic format); Attend, speak and vote at a general meeting of their home EDA, or any commission or club to which they are registered; Attend and speak (but not vote) at a general meeting of any Electoral District Association other than their home EDA; Attend, speak, and vote at any convention or general meeting of the Party, or their Provincial/Territorial Board (PTB); Be elected as a candidate, or or to any office in the Party, their PTB or any EDA, provided, in each case that they comply with the requirements of this constitution and the National Board in respect to such office; Vote on the Leadership vote and on the Leadership Endorsement Ballot conducted with respect to their home EDA; and Exercise any other right granted to them by the National Board or any other board, commission, committee or association of the Party. Qualifications for Registration: be at least 14 years of age; support the purposes of the Party; ordinarily live in Canada or, for Canadians living abroad, be qualified as an elector who may vote in accordance with part 11 of the Canada Elections Act; not a member of any other federal political party in Canada; and while Registered as a Liberal, not have publicly declared an intention to be a candidate for election to the House of Commons other than as a Candidate of the Party. Maintaining your base of Registered Liberals: Get to know your the RLs in your riding as building relationships is key. Engage RLs: use them or lose them. Find roles for those willing to help. This could include: Team Trudeau Volunteers Executive members Committee chairs Event organizers Canvass leaders, etc. RL status remains active for a period of three years. When the time comes, make renewal calls. Expired RLs should be contacted to ask whether they would like to renew their status. Contact event attendees, donors, and volunteers who aren t already registered. They are likely to join if given the opportunity. Types of Meetings There are three types of meetings held by EDA Chairs. Regular EDA Meeting These meetings are held regularly by the EDA Board of Directors in order to receive reports and status updates, create outlines, timeframes for projects, and assign responsibilities. The agenda should be distributed by the secretary at least three (3) days prior to all EDA members. Fixed monthly meetings dates are encouraged. For example, these meetings might be used to set goals vis-à-vis Victory Fund recruitment, Laurier Club recruitment, etc. Process to holding a Regular EDA Meeting: The EDA Board of directors must meet at least four (4) times per Calendar year, though the scheduling of regular meetings is strongly recommended. A meeting can be called with a minimum seventy-two (72) hour notice - either by the EDA Chair, or any five (5) voting members of the EDA board. A copy of the meeting notice and agenda will be sent to all voting and non-voting officers, directors, Registered Liberals, staff of the Liberal Member of Parliament (if that member is a board member), and the National Office or designated staff member. At least twenty percent (20%) of voting Directors and Officers, including at least fifty percent (50%) of the Officers listed in Section 4.1 (a) must be present, in person or electronically, for a meeting to be called to order or to continue. A meeting may be held either in person, or by electronic means, given that every member of the board is able to communicate openly with each other member. Unless otherwise stated, the authority for deciding questions of procedure will be done using the current version of Robert s Rules of Order (or the Code Morin in Québec).

8 EDA Chair Handbook 7 Liberal Party of Canada General Meetings The organizing and planning of a General Meeting must be done in accordance with the local PTB. Appropriate procedures for doing so are outlined below. It is important to ensure all constitutional requirements are met prior to the meeting to ensure a smooth and effective transition from one executive to the next. These meetings are only used to elect new Table Officers to the EDA Board of Directors, or to pass or amend riding by-laws. Constitutionally, a General Meeting (GM) must be held every twelve (12) to twenty-four (24) months of the previous GM. Notice must be given to Registered Liberals twenty-eight (28) days prior to the meeting. For this type of meeting, there will be an appointment meeting chair by the Party Secretary, as well as a returning officer (RO) appointed by the National Returning Officer to assist with the election of members. Process to holding a General Meeting: Contact the Liberal Party of Canada to discuss a suitable date. A General Meeting must be held every twelve (12) to twenty-four (24) months. The Liberal Party of Canada must approve the date, ensuring that ample time is given to provide Registered Liberals with a minimum twenty-eight (28) day notice. Once approved, the association must provide the Field Organizer with the time and location of the meeting. The General Meeting MUST be held within the EDA and be accessible to all participants. The Liberal Party of Canada will prepare and distribute the notice. Such notice will include: date & time; location; address for the organizer of the meeting; constitution listing all executive positions; the deadline to submit an intent to stand for a position; and a registration cut-off date for those eligible to vote at the meeting. Notice will be sent to all Registered Liberals within the EDA. All intentions to stand for a position must be submitted two weeks prior to a General Meeting; if none are received, any vacancies on the new Board will be filled by way of appointment. Special General Meeting This kind of meeting is reserved for the election of table officers standing to fill a vacant position on the EDA Board where, and only where, the position is contested. Notice must be posted to registered liberals eligible to attend thirteen (13) days prior to the meeting. Should this type of meeting be required, the same process applies as does for a general meeting, although the required notice period is reduced from twenty-eight (28) days to thirteen (13) days. After a General or Special Meeting: The Chair will forward a list of the new executive and all members of the EDA. Make the necessary registry update changes with Elections Canada (form available at elections.ca/pol/ dis/formsreg/ec20380_e.pdf). Make necessary EDA Board updates using the following online form (my.liberal.ca/ridingassociations/executive-board-update-form). Further information on these updates are available on my.liberal.ca. Suggestions for the EDA Chair Maintain a list of speakers, and acknowledge (non-verbally if possible) when someone has been added to the list. Should a contentious topic be up for debate, outline the debate procedure as specifically as possible. Commonly used motions to enable effective meetings are: Limit the time for each speaker Limit the number of speakers for and against Defer the motion to a committee Do not be afraid to cut off the speech of Persons failing to respect the established time limits. Ensure that meeting minutes are properly maintained and are filed appropriately by the secretary. Try to have at least one actionable item to come out of each meeting, ensuring the establish waypoint objectives and a timeline. Important Contact Information As a general rule, the first point of contact for any EDA Chair should be your local Field Organizer. However, the Liberal Party of Canada does have a number of other resources available to you, and your team. Liberal Solutions Liberal Solutions is a team of knowledgeable staff dedicated to providing front-line services to Registered Liberals, donors, and policy information to voters. For any inquiries regarding the Victory Fund, the Laurier Club, one-time donations, events posting, or tax receipts, they can be reached at assistance@liberal.ca or by phone at

9 Liberal Party of Canada 8 EDA Chair Handbook Liberalist Liberalist is a voter identification and relationship management system used by the Liberal Party of Canada to improve how we connect with and engage Canadians. As an EDA Chair, you have the ability to request and assign user accounts to members of your team. For more information about how to get started with Liberalist, visit liberalist.liberal.ca/reqaccess. Should you require any support from the party, reach out to our Campaign Technologies Team at campaign@liberal.ca or by phone at My.Liberal.ca my.liberal.ca is a resource dedicated to providing our local organizers and volunteers with the information they require to effectively carry-out their duties. At my.liberal.ca, you will find information outlining how to post events to liberal.ca, how to submit content to the LPC Social Media accounts, a Victory Fund Tool Kit, etc. If you haven t already, we strongly recommend that new Chairs familiarize themselves with this tool. Appendix A Example Chairpersons Script for a Regular Meeting Opening Remarks and Call to order Chair: Hello everyone, I would like to thank you all for being with us this evening. I would like to now call to order a Monthly Executive Meeting of the {Riding Association}. Adoption of Meeting Agenda Chair: I now call for approval of the agenda. Do I have someone who will move the adoption of the agenda? Someone to second? All in favour? All opposed? Carried. Minutes of Previous Meeting Chair: I now call for the approval of the Minutes of the previous Annual General Meeting held on {Insert Date}. Do I have someone who will move the adoption of the minutes? Someone to second? All in favour? All opposed? Carried. MP Remarks Chair: I now call upon your Member of Parliament, {Member of Parliament}, who will share a few words with us. Reports by Officers Chair: I now call upon table officers to deliver their Reports. (Call upon table officers to deliver their reports) Vice Chair {name}: Organization Chair {name}: Secretary {name}: Policy Chair {name}: Financial Update Chair: I now call upon our Treasurer to provide an update as to our financial situation. Riding Activities Chair: I now call upon the Organization Chair, {name} to provide an update with ongoing Plans or Activities. Other Business Chair: Is there any other business to discuss? (if no other business, move on) Adjournment Chair: May I have a motion to adjourn the meeting? Second? All in favour? So carried. Appendix B Template Agenda { of Riding Association} AGENDA Thursday April 20th 2017, 7:00 PM Opening remarks Attendance Adoption of the agenda Minutes Adoption of the minutes of the meeting held on *date of last meeting* Follow-up of the minutes of the meeting held on *date of last meeting* Update on the financial situation of the riding Follow-up of the activities held in the riding MP s address Other business Scheduling of the next meeting Adjournment Note: Personalize the agenda according to the specific needs of the meeting or of your riding association. For example, the following points may be integrated if necessary: Roundtable / Question period Special orders / Special projects Reading of the minutes from the last meeting Visit from Mr./Mrs. *name* to discuss *subject matter*

10 EDA Chair Handbook 9 Liberal Party of Canada Appendix C Template Meeting Minutes (In person & conference call) EDA Board Directors of {riding name} Minutes of the meeting of the meeting held {day of the week, month, day, year} at {hour}, at {location}. Follow-up of the minutes held on {date} (Optional, follow-up on the action points decided in the last meeting) 5. Update on the financial situation of the riding 6. Follow-up of the activities held in the riding 7. MP s address Present Board Members of the Association - Chair Vice-Chair Secretary Organization Chair Policy Chair Present on the Phone Board Members of the Association 8. Other business 9. Scheduling of the next meeting The next meeting of the Board of Directors will be held on {Date}. 10. Adjournment {} moved to adjourn the meeting. The motion was carried and the meeting was adjourned at {time}. Appendix D A Guide to Robert s Rules (Code Morin) 1. Opening remarks {Chair s name} called the meeting to order at {time}. 2. Attendance Attendance is taken amongst the member of the Board present, as well as members joining the meeting on the phone. 3. Adoption of the agenda {} moved the motion to approve the agenda, seconded by {}. The motion was carried. 4. Minutes Adoption of the minutes of the meeting held on {date} {} moved the adoption of the minutes, seconded by {}. The motion was carried. What are Robert s Rules? It is a set of rules for the conduct of meetings which allow everyone to be heard and enable the making of decisions without confusion. Why are these rules important? Because they are a time-tested method of conducting business at meetings and public gatherings that can be adapted to suit the needs of any given organization. By using the following guide, you will allow for efficient meetings that enable everyone to participate. Reports There are two kinds of reports that are usually delivered at meetings: general updates, and specific reports. As a matter of expediency, reports should be submitted in advance of the meeting for review by all those who plan to attend. General Updates Usually presented by the Table Officer Presentation should aim to put things into a broader context, outlining the metrics that are expected to be used. Information should be made available alongside the minutes of the meeting: Number of Registered Liberals װװ Current donors list װװ Status updates stand to provide amplification as to progress on specific projects. It is best to divide projects into a chronological checklist in order to have reportable milestones.

11 Liberal Party of Canada 10 EDA Chair Handbook Motions The method used by members to express themselves is in the form of moving motions. A motion is a proposal that the EDA take a stand on a certain issue. Individual members may either [1] Call to order a motion, [2] Second a motion, [3] Debate motions, [4] Vote on motions. Four Types of Motions Main Motions: The purpose of a Main Motion is to introduce items to the EDA for consideration. They cannot be made when any other motion is on the floor, and yield to privileged, subsidiary, and incidental motions. Subsidiary Motions: Exists to change or affect how a Main Motion is handled, and are voted on before a Main Motion is voted upon. Privileged Motions: Their purpose is to bring up items that are urgent concerning special or important matters that are unrelated to pending business. Incidental Motions: Provide a means of questioning procedure concerning other motions and must be considered before them. How are motions presented? Obtaining the floor Wait until the last speaker has finished Rise, and address the Chair by saying Mr/Mrs. Chair or Mr./Mme. Président. Wait until you are recognized by the Chair Make your motion Speak clearly, and concisely Always state motions affirmatively (i.e. I move that we as opposed to, I move that we do not Wait for your motion to be seconded Another member will second your motion, if not the Chair will call for a seconder. If no-one seconds, the motion is lost. The Chair will state your motion By saying It has been moved, and seconded that we thus placing your motion for consideration before the EDA At this time the motion is debated, unless it is moved that voting should proceed forthwith. Once the motion is presented before the EDA, it becomes property of the assembly and therefore cannot be changed without the consent of the EDA members. Amplify on your motion At this time you will speak in favour of your motion. The mover is always permitted to speak first. All comments and debates MUST be directed to the Chair. Keep within agreed-upon time limit. The mover may only speak again after all others have had a chance to speak to the motion, unless called upon by the Chair. Calling the question to a vote The Chair asks, Are you ready to vote on the question? If there is no more discussion, a vote is taken On a motion to move, the question may not be adopted. Voting on a motion The method of vote on any motion depends on the situation and the by-laws in effect in your organization. There are five such methods used by most organizations, which are: By voice the chair asks those in favour to say Yea, those opposed to say Nea. Any EDA member may move to ask for an exact count. By Roll Call Each member answers Yes or No as his name is called. This method is used when a record of each person s vote is required. By general consensus When a motion is unlikely to be opposed the Chair may ask If there is no objection At this point, the membership demonstrates agreement with silence. However, any person declaring their objection will cause the matter to be called to a vote. By division There is a slight variation of the voice vote. It does not require a count unless the Chair so desires. Members raise their hands or stand. By Ballot EDA members write their vote onto a slip of paper. This method is used when secrecy is desired.

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