Radio Malaspina Society 2012 AGM and Elections

Agenda
Approval of Agenda
Approval of 2011 AGM Minutes
2012 Program Manager Report
2012 Board Report
Approval of payment for 2012 Auditor
2012 Financial Reports
Appointment and approval of payment for 2013 Auditor
2012 Settlement Committee Report
2013 Budget
Election of DirectorsSpecial Resolutions (Listed below)BIRT all reference to Malaspina College be replaced with
Vancouver Island University

BIRT Bylaw II(1):
1. Members
The members of the Society shall be:
a)All students who have registered in at least one credit course at Vancouver Island University Nanaimo Campus, for the current College semester and who have paid membership fees to the Society.
b)Any individuals who are faculty, staff administration at Vancouver Island University campus, or any members of the greater Nanaimo community, and who have paid membership fees to the Society.be replaced with:

1. Members
The members of the Society shall be:
a) All students who have registered in at least one credit course at Vancouver Island University Nanaimo Campus, for the current or previous semester and who have paid membership fees to the Society.
b)Any individuals who are faculty, staff or administration at Vancouver Island University campus, or individuals from the community at large who have paid membership fees to the Society.

BIRT Bylaw III(2):
2. Amount of Membership Fees
The membership fee shall consist of:
a) $0.95 per month per member applicable to the months in which they are students.
b) Faculty, staff and administration at Vancouver Island University, and members of the greater community shall pay $20 per year, or portion of year, up to the society’s fiscal year end.

be replaced with:

2. Amount of Membership Fees
The membership fee shall consist of:
a) a fee of not less than $0.95 per month per member applicable to the months in which they are students at Vancouver Island University
b) Faculty, staff and administration at Vancouver Island University and members of the community at large shall pay a fee of not less than $20 per year.

BIRT Bylaw III(3):
3. Amount of Sponsorship Fees
Individuals or corporations that are members may wish to support the society by sponsorship of programs. Sponsorship rates are based on a peak or off-peak rate set by the station manager.

be replaced with:

3.Amount of Sponsorship Fees
Sponsorship rates are set by the station manager.

BIRT Bylaw V(1):
1. Establishment of a Policy
Policies and procedures of the Society may be established from time to time by:
a) a 50% majority vote of those voting in a general meeting or referendum of the Society, or
b) a 50% majority vote of the board of directors, or
c) 75% majority vote of the Forum is required to set policy.

be replaced with:

1. Establishment of a Policy
Policy and procedures of the Society may be established from time to time by:
a) a simple majority vote of those voting in a general meeting or referendum of the Society, or
b) a simple majority vote of the board of directors, or
c) a 75% majority vote of the Forum
is required to set policy.

BIRT Bylaw VI:
BYLAW VI – BOARD OF DIRECTORS OF THE SOCIETY
1. Composition of the Board of Directors
a)The Board of Directors shall be comprised of:
i) President;
ii) Vice President
iii) Secretary;
iv)Treasurer;
v) Minister of Internal Affairs
vi) No more than 5 other positions
b)The Board of Directors must be comprised of no less than 60% student members as defined in Bylaw II

be replaced with:

BYLAW VI – BOARD OF DIRECTORS OF THE SOCIETY
1. Composition of the Board of Directors
a)The Board of Directors shall be comprised of:
i) President;
ii) Vice President
iii) Secretary;
iv) Treasurer;
v) Minister of Internal Affairs
vi) No more than 5 other positions
b) The positions of each Director shall be decided upon each year by a plurality vote of the Board of Directors and shall be subject to review and reallocation from time to time at the discretion of the Board of Directors.
c) Six seats of the Board of Directors will be reserved for student members and four seats for community members as defined in Bylaw II

BIRT Bylaw VI:
5. Remuneration of Directors
a) The remuneration to be paid to the members of the board of directors shall be sufficient pizza to be consumed at Forum/Board meetings. The purpose of this bylaw is to encourage volunteerism.

be replaced with:

5.Remuneration of Directors
a)The remuneration to be paid to the members of the board of directors shall be determined by resolution at a general meeting

BIRT Bylaw VII:
BYLAW VII – ELECTION OF THE BOARD OF DIRECTORS
1. Notice of Elections
Sufficient notice shall deemed to have been given by:
a) the posting, on or about the Nanaimo Campus of Vancouver Island University, not less than three days prior to the opening of the nomination period, of not less than fifty notices, not less than 8.5” x 11” in size,
OR
b) by the notification of the election in at least one issue of the Navigator newspaper, being not less than one-eighth (1/8) of a page in size.
This notice shall include:
i) the position vacant or expiring;
ii) the opening and closing date and time of the period of submission of nominations;
iii) the location at which nomination forms may be obtained;
iv) the location to which completed nomination forms are to be submitted;
v) the Period of time allotted to candidates for campaigning; and
vi) the days on which polling will take place
vii) ADDED 6 Oct. 00
c) the posting, on or about the Nanaimo Campus of Vancouver Island University, not more than three days after the closing of the nomination period, of not less than fifty notices, not le3ss than 8.5” x 11” in size.
This notice shall include:
i) the members nominated for vacant positions on the executive;
ii) the date, time and location of polling stations; and
iii) the date, time and location of the all-candidates’ forum
2. Voting
a) Members of the society may vote only once for each position in a board of directors election.
b) When the number of candidates is equal to or less than the number of positions, members shall be asked to approve or disapprove of each candidate. This rule shall apply even if only one.
c) Voting shall be conducted at the Annual General Meeting by ballot, counted by the secretary, verified by (2) non-Board members and recorded by the secretary.

be replaced with:

BYLAW VII – ELECTION OF THE BOARD OF DIRECTORS
1. Notice of Elections
Sufficient notice shall be deemed to have been given by:
a) the posting, on or about the Nanaimo Campus of Vancouver Island University, not less than three days prior to the opening of the nomination period, of not less than fifty notices, not less than 8.5” x 11” in size,
OR
b) by the notification of the election in at least one issue of the Navigator newspaper, being not less than one-eighth (1/8) of a page in size. This notice shall include:
i) the position vacant or expiring;
ii) the opening and closing date and time of the period of submission of nominations;
iii) the location at which nomination forms may be obtained;
iv) the location to which completed nomination forms are to be submitted;
v) the Period of time allotted to candidates for campaigning; and
vi) the days on which polling will take place
vii) the term of office for position

c) the posting, on or about the Nanaimo Campus of Vancouver Island University, not more than three days after the closing of the nomination period, of not less than fifty notices, not less than 8.5” x 11” in size.
This notice shall include:
i) the members nominated for vacant positions;
ii) the date, time and location of polling stations; and
iii) the date, time and location of the all-candidates’ forum
2. Voting
a) Members of the society may vote only once for any candidate in a board of directors election.
b) If the number of candidates is the same or less as the number of positions , members shall be asked on the ballot to approve or disapprove of each candidate.
c) Voting shall be conducted at the Annual General Meeting by ballot, counted by the secretary, verified by (2) non-Board members and recorded by the secretary.

BIRT Bylaw IX:
1. President
The president shall have the following duties:
a) preside at all meetings of the society and
b) supervise the other directors in the execution of their duties and, if necessary, carry out the duties of the other directors
c) maintain public relations with the administration of Malaspina University-College, the faculty, the staff, and the Greater Nanaimo community.
d) any other duties prescribed by a 3/5 vote of the Board of Directors

be replaced with:

1. President
The president shall have the following duties:
a) preside at all meetings of the society unless an independent chairperson has been appointed by the board of directors
b) supervise the other directors in the execution of their duties and, if necessary, carry out the duties of the other directors
c) maintain public relations with the administration of Vancouver Island University, the faculty, the staff, and the community at large
d) any other duties prescribed by a 3/5 vote of the Board of Directors

BIRT Bylaw XII:
BYLAW XII- SOCIETY FINANCES
1. Signing Officers
The signing officers for the Society shall be no less than two (2) members and no more than four (4) members, one being the Treasurer, one being the President, one being the program director and one being the station manager.
a) The signatures of at least two (2) signing officers shall be required for the execution of any legal documents or the disbursement of any funds on behalf of the Society.

be replaced with:

BYLAW XII- SOCIETY FINANCES
1. Signing Officers
The signing officers for the Society shall be no less than two (2) members and no more than four (4) members, one being the Treasurer, one being the President, and two paid staff members.
a) The signatures of at least two (2) signing officers shall be required for the execution of any legal documents.

Notice of Elections

As per section 4.2 of RMS bylaws. “Voting for the new board of directors shall be presented on the Agenda of a General Meeting”

Election Guidelines:

Positions Available: 8 directors
Term: 2 years
Nomination Period: October 3 – October 12

Nomination Process: The Nomination Period will take place from October 3 – October 12, 2012. Nomination forms will be downloadable on http://chly.ca/ or can be picked up at the CHLY-FM office and must be submitted in hardcopy to the CHLY-FM office during office hours Monday – Friday 10am-4pm or mailed to #2-34 Victoria Cres, Nanaimo, B.C., V9R 5B8. Forms to be signed by two nominators and the nominee. Nominees must be a member of the RMS Society for at least 30 days before October 30, 2012. Nominator must be a member of RMS. All Candidates forum during the AGM – October 30, 2012 6-9pm.
Voting: held during the AGM October 30, 2012 6-9pm. Polling stations located at the AGM October 30, 2012 6-9pm

Email Questions to election2012@chly.ca

2012_nomination_form