Annual general meeting

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.

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

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

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.

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.

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.

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.

The CMA’s General Council is a body that has sole responsibility for approving the slate of nominees for CMA leadership positions at the AGM.

General Council is comprised of the following delegates:

• Provincial/territorial and affiliate society delegates are CMA members appointed by their respective provincial/territorial medical association (PTMA) or affiliate society.
• Delegates from Quebec are appointed directly by the CMA because that province does not have a PTMA.
• Other delegates are appointed by virtue of their position: the members of the CMA Board of Directors; the AGM chair and vice-chair; the president of each PTMA; the chairs of the CMA Committee on Ethics, Governance Committee and Awards Committee; a delegate from the Royal Canadian Medical Service, at the direction of the Surgeon General; and some past officers. 

A minimum of 50 members appointed as General Council delegates must be present to approve the slate of leadership nominees (known as “quorum”).

If you are a member of a PTMA or affiliate society, you may reach out to your organization directly with a request to be appointed as a General Council delegate for the next AGM. Please note that each PTMA has a specific entitlement of delegates based on its respective number of CMA members, and each affiliate society is entitled to appoint one delegate. The Ontario Medical Association can also appoint a delegate from Nunavut because that territory does not have a PTMA.

Once appointed as a delegate, you will be able to register for the AGM and General Council online.

General Council delegates can engage at the AGM as follows:

• They can ask questions of CMA leadership and vote on the motion on the external auditor and proposed bylaw changes (if any) along with other members.
• They can vote as an exclusive body on the slate of leadership nominees put forward by the CMA Nominations Committee (learn more about the leadership selection process).

General Council delegates receive the following documents in advance of the AGM:

• Annual report to members — available in late April and includes motions related to the external auditor and proposed bylaw changes, if any. 
• Nominations Committee report — available in mid-May and includes the names and biographies of leadership nominees (president-elect, board and committee members, and the AGM chair and vice-chair) that are put forward by the Nominations Committee.

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 General Council delegates to vote to approve nominees for these leadership positions.

The Nominations Committee is elected by General Council 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.

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

If you have any questions, please email [email protected].