Forums – Regional Delegates

1 Introduction

1.1 These meetings are held every May at the site of the CWSF. Each affiliated region has one delegate (with a vote). Each region may also have one alternate (no vote) and as many observers as they wish. Members of the NSFC have voting privileges. The meeting is run by the NSFC, which represents the delegates.

2 Types of Meetings

2.1 Information meetings: The main purpose of these meetings is to allow the delegates and NSFC to get acquainted, and for the delegates to exchange ideas. These meetings will follow the CWSF Delegate Meeting Rules of Order (See Appendix 1.7.1A).

2.2 Subcommittee meetings: These are organized by the NSFC Chairperson and may be set up to bring in a report and recommendations. Only delegates or alternates may be members, with a maximum number of nine, plus one NSFC member. All reports shall be in writing and will be given to the Vice Chair of NSFC for inclusion in the minutes.

2.3 Workshop meetings: These are organized by the NSFC and are set up to involve as many delegates as possible in a participatory workshop setting. A variety of topics predominantly related to science fairs will be discussed.

2.4 Business meetings: The Delegates Meetings usually run in two parts, meeting on separate days. It is through the discussions and motions made at these meetings that recommendations regarding policy are made to the NSFC. The remainder of this section deals with the procedures used at this meeting.

3 Order of Business

3.1 Roll call.

3.2 All delegates are to check in with the Vice Chair of NSFC at the beginning of each meeting or sign in.

3.3 All voting delegates must have their delegate identification at the time of registration and for each vote taken.

3.4 Approval of agenda as presented by the NSFC.

1. Items of business may be added at this time.

3.5 Business of agenda.

3.6 Election of Vice-Chairperson.

1. The election of the new Vice-Chairperson will take place during the second delegates’ meeting at a suitable point in the agenda determined by the Chairperson.

4 Role of Youth Science Canada and the NSFC

4.1 Operational policy related to regional science fairs and the Canada-Wide Science Fair requires approval of the NSFC and the Executive Director. A recommendation for amendment to these policies may be made by the adoption of a motion with the support of a majority of voting delegates.

4.2 The NSFC shall consider all recommended policy amendments in consultation with other Youth Science Canada committees and the Executive Director. The NSFC shall report to regions on the status of all recommended amendments within a period of one year.

5 Delegate Voting

5.1 The Principle.

1. Voting is based on the principle of one vote for each affiliated RSF that has at least one finalist present at the CWSF.

5.2 The Election Process.

1. Each Delegate from a region currently affiliated with Youth Science Canada has one vote. An Alternate from the region may vote in the absence of the Delegate.
2. Secret ballots are used to elect the new NSFC Vice-Chairperson and the Zone Representatives. Candidate’s names are written on a special ballot.
3. The Chairperson destroys all ballots after each vote.
4. Two scrutineers will be appointed by the Chairperson from among the non-voting delegates to count the ballots for the election of Vice-Chairperson, and by the Past Chairperson for Zone Representatives.
5. A Quorum shall be at least two-thirds of the eligible delegates present at the Delegates Meeting.
6. A simple majority is necessary to declare a winner.
7. If a clear winner is not declared, the candidate with the lowest number of votes is dropped and a new vote is taken until such time as a winner can be declared.

5.3 Rules of Order.

1. CWSF Delegate Meeting Rules of Order (See Appendix 1.7.1A) will apply with the following explanations and emphasis:
2. Any Host Team member may speak on their operations at the CWSF.
3. Subcommittees may be set up to bring in a report and recommendations. Only delegates or alternates may be members, with a maximum number of nine, plus one NSFC member. All reports shall be in writing and will be given to the Vice Chair for inclusion in the minutes.
4. A quorum shall consist of two-thirds of the delegates.
5. Each region is allowed one voting delegate and one alternate, each of whom may speak to the meeting, but only one of whom may vote. Observers may not speak to the meeting.
6. Regional fairs not in attendance may not be represented by a delegate from another regional fair.
7. The ruling of the Chairperson on points of order or privilege can be challenged from the floor. The challenger and the Chairperson can each speak to the issue and a vote is taken immediately thereafter. A two-thirds majority is needed to overrule the Chair.
8. Voting delegates only may move and second motions.
9. All motions shall be submitted to the Chair in writing no later than midnight on the evening preceding the meeting at which the motion is to be presented and voted upon. Motion sheets will be provided.

5.4 Motions.

1. A motion sheet for use at the Delegates Meeting is attached as Form 1.7.1A.

6 Nomination to National Science Fair Committee

6.1 Vice Chair.

1. A nomination form for the position of Vice-Chairperson is attached as Form 1.7.1B. Only first delegates (not alternates) may nominate or second candidates for the position of Vice-Chairperson. This form must be completed in duplicate (one to be retained by candidate).

6.2 Zone Representative.

1. A nomination form for the position of Zone Representative is attached as Form 1.7.1C.

Appendix 1.7.1A

CWSF Delegate Meeting Rules of Order

Source:The Guide to Better Meetings for Directors of Non-Profit Organizations by Eli Mina (2000).

Preamble: The purpose of the rules of order is to facilitate progress, not to impede it. Rules of order enable the group to deal effectively and efficiently with differences of opinion. Rules of order enables all delegates to participate in the decision making process equally on a level playing field within the constraints of time. The chair may loosen the rules for efficiency reasons if fairness and effectiveness are not compromised.

Voting Methods

Votes without a Motion (Unanimous Consent): The chair asks if all delegates agree to a proposed action. If there is no objection, the delegates have agreed to the proposed action. For example: Changes to the agenda, non-controversial (friendly) amendments, closing debate.

Formal Votes: A formal vote (show of hands or delegate badges) is required when there is a difference of opinion regarding a proposed action or for a substantive proposal. A tie vote defeats the proposal. The chair can vote to break a tie (pass the proposal) or vote to create the tie (defeat the proposal). Each region has one vote.

Procedural Violations

Delegates may rise and speak on a point of order if there is a perception of a significant violation of a rule of order or a Youth Science Canada bylaw or policy. Significant violations infringe on the rights of delegates, harm the organization, or hamper the progress of the meeting. The chair has three options. (a) The point of order is ruled significant and appropriate action is taken. (b) The point of order is ruled insignificant. No further action is taken. (c) The chair may ask for a formal vote of the delegates to decide if the violation is significant.

Delegate Motions

Delegate motions must be submitted in writing to a NSFC executive or zone rep by midnight of the evening prior to the first meeting at which delegate motions are presented for discussion and vote. The mover and seconder (signatures required) must be voting delegates. Motions should be concise, unambiguous and complete. At the delegate meeting each motion will be dealt with in the following manner. Delegate motion forms are available from any NSFC member or from the Youth Science Canada web site.

1. Presentation of the Motion. The chair displays and reads the motion and names the mover and seconder. (Note: At this point the chair may then rule the motion out of order and give the reasons. If there is an objection to the ruling from the group, the decision to withdraw the motion is made by a formal vote.)

2. Discussion. The chair then opens the floor for discussion and gives the mover the opportunity to speak first. (Note: Once the motion is presented, it belongs to the group. The mover has no more control over it.) Subsequent speakers are recognized on a first-come, first-served basis by raising hands. Only registered delegates may speak. Speakers should begin by identifying themselves and their region, and stating their position on the motion (in favor, against, or unsure). They should keep their remarks concise and avoid repetition. Delegates may speak a second time, but first time speakers are given priority. The group can suspend these privileges under certain circumstances. (See Closing Discussion.)

3. Amending Motions. Speakers can propose a change to a motion before the final vote. Change can be made by adding, deleting, inserting or changing certain text. The amendment can be accepted by unanimous consent. If there is opposition to the amendment, acceptance requires a mover and a formal vote after group discussion. Debate then returns to the main motion as amended or not. Secondary amendments can be made to the first amendment in the same way. Amendments do not need approval of the mover.

4. Delaying or Avoiding a Vote. Once a motion is opened for debate, the delegates may choose to delay the vote until a future delegate meeting, refer the motion to staff or a committee, or avoid the vote (withdraw the motion). The chair or any delegate can suggest the action. The action can be accepted by unanimous consent. If there is opposition to the action, acceptance requires a mover and a formal vote after group discussion. (Note: The term ‘tabling a motion’ is ambiguous and is to be avoided.)

5. Closing Discussion. Generally all delegates in line should be allowed to speak before discussion is closed. The chair can end debate and put the motion to a vote in several ways. (a) If there are no more speakers indicated, the chair will ask “Are the delegates ready for the vote?” If no one wishes to speak, the chair closes discussion and the motion is put to the vote. (b) When under time constraints the chair may ask the group (for example) “Given time constraints, can we close debate after two more speakers?” If there is no opposition, debate will be closed as indicated. (c) The chair or members can request a vote to close debate when a good reason is indicated (i.e. repetition, time constraints). The chair will ask for unanimous consent to close debate. If there is opposition, a formal vote requiring 2/3’s majority is required to close debate. (Note: The mover does not have last speaker privilege.)

NSFC Follow Up

All motions accepted by a vote of the delegates are forwarded to the NSFC for discussion and possible action. It will be the priority of the NSFC to deal with the motions and take appropriate actions before the following September. (Note: Any changes in policy affecting science fair projects do not come into effect until the following September 1^st. The NSFC will report delegate motion responses to the regions as soon as possible (before September 1) and to the delegates at the following CWSF.)