NOTICE OF THE 2021 OAPSB ANNUAL GENERAL MEETING

NOTICE OF THE 2021 OAPSB ANNUAL GENERAL MEETING

Pursuant to Section 11.04 of the General By-law of the Ontario Association of Police Services Boards, this is formal notice of the 2021 OAPSB Annual General Meeting of the Association’s membership. Please share this notice with all members of your board.

The 2021 Annual General Meeting will be held by on Friday, May 28, 2021 commencing at 10:30 a.m. or shortly thereafter for the purpose of:

  1. Confirming the Minutes of the 2020 Annual Meeting being held on Friday, May 29th, 2020 held virtually
  2. Receiving the Financial Statements and Auditor’s Report for the 2020 Fiscal Year.
  3. Appointment of an Auditor for the 2021 Fiscal Year.
  4. Consideration of proposed Resolutions 
  5. Ratification of the Board of Directors for the term 2021-2022 as submitted by the Zones 

Please note this AGM is restricted to voting delegates (PSB members) and their staff. Non-members are not entitled to attend the meeting.

During this AGM, voting delegates (PSB members) will have the ability to vote and interact with our Board of Directors during our designated Q&A periods. Questions must be submitted in writing at the beginning of the virtual meeting. Board staff may listen to the meeting, but may not vote. 

Member Partnership remains available. Thank you to the Boards that have agreed to sponsor this first-ever virtual AGM.  We hope that all boards will consider sponsoring this event.  

CALL FOR RESOLUTIONS

Proposing Resolutions for the Annual General Meeting (AGM)

What are AGM Resolutions?

AGM Resolutions are the decisions made by members at an AGM, which direct the OAPSB Board of Directors. Generally speaking, resolutions address either:

  • Members’ advocacy interests (such as proposed legislative changes); or
  • Internal Association matters (like By-law changes).

How do I Propose a Resolution?

  1. A member board or zone (or the OAPSB Board of Directors) may propose a resolution electronically in WORD format, complete with any relevant background information, to the OAPSB office by the posted deadline (if any) for an AGM.
  2. OAPSB staff collate all proposed resolutions, and provide them to every AGM delegate prior to the AGM.
  3. When called upon during the AGM, the originator introduces the proposed resolution. Following discussion, voting delegates are called upon to vote for or against the proposed resolution.
  4. The OAPSB Board of Directors acts upon all resolutions that are carried at the AGM.

How do I Prepare a Proposed Resolution?

A good resolution addresses three questions:

  1. What is the problem?
  2. What is causing the problem?
  3. What is the best way to solve the problem?

All resolutions contain a preamble and an operative clause. The preamble describes the issue, and the operative clause outlines the action being requested.

The Preamble

The preamble starts with a recital, “WHEREAS” clause. Each clause is a separate but concise paragraph describing the problem and/or reason corrective action is being requested. Ideally the preamble does not contain more than four “WHEREAS” clauses.

The Operative Clause

The operative clause begins with the words “THEREFORE BE IT RESOLVED”. This clause should be as short as possible, clearly describe the corrective action being requested to solve the problem identified in the preamble, and identify the agency that is being asked to implement the proposed solution.

The clearer the solution is stated in the operative clause, and the better that the preamble describes the problem that needs fixing, the more likely that the resolution will be understood and acted upon in a meaningful way.

Identification
The proposed resolution also needs:

  • a title that describes the topic and/or the proposed solution
  • the name of the member board or zone that is proposing the resolution

This allows the AGM Chair to call identify the proposed resolution to the members present, and to request the proposing board/zone to introduce the proposal to those members.

Some Keys to Successful Resolutions:

  • The language of the resolution should be simple, action-oriented and easily understood
  • Each resolution should address only one specific subject
  • Resolutions should be accompanied by supporting facts/evidence
  • Resolutions should be properly titled
  • Resolutions should deal with issues relevant to police service boards