letters to the Editor 

On Maintaining Order and Decorum

RTAM’s Bylaw 11 indicates that “where specific procedures are not already denoted in policy, the rules of procedure shall be . . . Bourinot’s Rules of Order. Where these rules and policies are silent, the will of the majority shall prevail.” This provision is replicated in RTAM policy 11.01 and a short summary of the rules is provided for delegate use at the AGM.

It is the defined responsibility of the RTAM President to prepare the agenda for RTAM Board meetings (Policy 7.01 q) but no mention of a responsibility to set the AGM agenda is noted. As a result one is moved to consider Bourinot and finds that it is the duty of the secretary to do so “following an accustomed pattern.” The agenda copies must “be made available for all in attendance.” Bourinot also states that “The chair should not depart from the prearranged order without a good reason for doing so and a change in the order of business should in any event be made only after establishing that the meeting as a whole does not object.”

Of course, there may be times when new agenda items become necessary but as Bourinot states, “At a formal meeting the chair has the right to decline to admit such questions for consideration, as members have had no notice that they would be raised and they may be inadequately informed to deal with them properly.” The chair may “permit consideration of a new issue if time permits and there is no objection to adding it to the agenda.”

At some previous RTAM annual meetings, the presiding officer (usually the President) has had to deal with an individual’s various attempts to drastically rearrange the AGM agenda or to remove previously accepted and circulated agenda items. While the chair may overrule these efforts or devise a way for the assembly to decide whether to consider such changes, it can become acrimonious and sometimes perceived as political to do so. At the annual meeting, the President should not be placed in such a position.

How can this situation be improved for the next AGM? One element is to establish in policy a standard AGM agenda, with only minor additions to the agenda allowed under specific headings such as Business Arising. Emergent situations for change would only be introduced by the President/Executive who presumably would have been informed of such an issue the day prior to the AGM when the full executive meets and can consider its relevance. Some years ago it was suggested that a neutral chair be hired to conduct the business portion of the RTAM AGM, as is done at MTS AGMs, thus freeing up the RTAM President to be a full participant during the political discussions. RTAM Bylaw 5.08 now allows for this. It should be implemented.

Vaughn Wadelius

Wrestling with Bourinot at the AGM

At the recent Annual General Meeting it was stated at the microphone that strict adherence to the Rules of Order was necessary to “level the playing field” for debate. I disagree. When only a minority of those present (read: mostly those who were active in Winnipeg One or on the MTS Executive) have had the opportunity to participate in “cut-and-thrust” political debate to a point where they are confident they have mastered the rules sufficiently to contribute to the proceedings without the fear of being shot down, ¬there is no level playing field.

As anyone who has studied human development knows, at around age five children become aware that there are “rules” and at first insist on rigid adherence to those rules. As they get older they come to realize that life is more nuanced and will usually agree to an adult’s request to modify the rules of a game so someone younger or unfamiliar with the game can participate and learn.

Surely there is a way then that attendees at an AGM, being adults, can use Bourinot’s Rules to maintain order, and a reasonable standard of debate, while at the same time creating an atmosphere which allows, even encourages, those present to express ideas which might contribute to a more effective pursuit of the goals and aims of the Association, and without fear of embarrassment.

Madam Editor, it is my hope that your readers consider this a worthwhile goal and will send their suggestions either to you for publication (dsage@mts.net) or to the RTAM Board (rtam@mts.net) for consideration: it is one more way that, with cooperation and collegiality, RTAM members can build an even stronger and effective organization.

Rita Warrian

(A reply to this letter will be in the September 2012 issue.)