Resolutions may be submitted for consideration at an Association Meeting and are set out in Article 3.07 of the HSAS Bylaws. A resolution shall be considered and voted on at an Association Meeting only if either of the Executive Council or a group of at least ten (10) Active Members has given written notice of the resolution to the Secretary at least 65 days before the Association Meeting at which the Executive Council or the group of at least ten (10) Active Members intends for the resolution to be considered. A resolution affecting the Constitution or Bylaws shall be handled in the manner provided in Article 20 of the Bylaws.
Procedure for Submission of a Resolution:
1. The Executive Council or a group of ten (10) Active Members provide a resolution in a written format outlined in this policy to the Secretary, or her named Designate, to the Saskatoon HSAS office, at least sixty – five (65) days before the Association Meeting at which the Executive Council or the group of at least ten (10) Active Members intends for the resolution to be considered.
2. When the resolution is received, it is dated and forwarded to the Executive Council for its consideration.
3. The Executive Council shall consider the resolution, determine if there is an impact on the Constitution and Bylaws, If there is a potential impact on the Constitution and Bylaws, the resolution shall be handled in the manner provided in Article 20. The Executive Council may request the Governance Committee to review the proposed resolution prior to making a decision on the fate of the resolution.
4. When considering a resolution that does not impact the Constitution and Bylaws, the Executive Council shall specify the details of its support or lack of support for the resolution, including reasons.
5. The Secretary, or Designate, of an upcoming Association Meeting shall include:
- the full text of all resolutions the Secretary has received in accordance with subsection 3.07(b); and
- the details, including reasons, of the Executive Council’s support or lack of support for each resolution.
6. If, in the opinion of the Executive Council or the group of at least ten (10) Active Members putting forward a resolution, circumstances have prevented the Executive Council or the group of at least ten (10) Active Members from giving written notice of its resolution to the Secretary at least sixty-five (65) days before the Association Meeting at which it is proposed the resolution be considered, the rules outlined in Article 3.07 (f) shall apply.
Format of Resolution
The format of the proposed resolution being submitted should follow the format attached to this Procedure .. Whereas … therefore..
Where a group of ten (10) Active Members provide a resolution in a written format outlined in this procedure, the resolution must be discussed with the ten (10) Active Members prior to signing of the resolution. The resolution must include original signatures of all members of the group signing the resolution. Copying and pasting of signatures is not allowed. Original signatures are only allowed. Allow sufficient time prior to the submission deadline to have the proper signatures and completed format of the resolution to be submitted.
Once the resolution is signed by the ten (10) Active Members, the completed proposed resolution may be delivered by Canada Post, faxed, or scanned and emailed to the Saskatoon HSAS office, ATTN: Secretary and/or President, by the deadline of 65 days prior to the Association Meeting at which time the resolution is to be considered by the Delegates (as per article 3.04 HSAS Bylaws) attending the Meeting.
Where Executive Council contemplates a resolution for consideration by the Delegates, the Executive Council may direct the Governance Committee to develop the said proposed resolution for the Executive Council to consider. Resolutions submitted to the Secretary and/or President, are reviewed by the Governance Committee to determine whether the resolution received would required changes to the Constitution and Bylaws and provide Executive Council with that determination.
Procedures for Resolutions to be Considered by Membership
The procedures for Resolutions to be considered by the Membership at a meeting of the Membership are also outlined in Article 3.03 Notice of Meeting of the HSAS Bylaws.
HSAS Resolutions Form Guidelines
Members may want the union to address concerns in the form of a resolution to be considered by the membership. The purpose of a resolution is to address an issue raised by the membership. Issues pertaining to union policy, government lobbying or future action for the union, are all appropriate topics for consideration by the membership. Collective bargaining issues are not dealt with at the AGM but are dealt with through other means such as at a bargaining conference, or through surveys, and other methods of consultations with the membership, prior to the expiry of the HSAS collective agreements.
Some guidelines are provided below when writing a resolution.
What is required when submitting a resolution for consideration at an association meeting:
- The form must be completed and legible.
- The names of individuals submitting the resolution must be typed and signed.
- The resolution must also include the original signatures on the resolution form. Photocopying or faxing of names, as part of the resolution, or separately from the form, is not permitted.
- When a group of members are submitting a resolution, there should be discussion and agreement by the group of members, as to the wording and intent of the resolution, prior to signing the resolutions form.
- The Member responsible for submitting the resolution must ensure that the wording of the resolution is clear, complete, and ensures that the names and signatures are legible and attached with the resolution form. The intent of the resolution must also be clear and easy to understand.
- The resolution form with accompanying names and signatures of members, may be forward by regular mail, or scanned and emailed to the Saskatoon HSAS office, but must be received by the determined deadline as per Bylaws Article 3.07.
- The resolution form is forwarded to the HSAS Secretary :
ATTN: HSAS Secretary, 42-1736 Quebec Avenue, Saskatoon SK S7K 1V9 or here.
Writing a Resolution
Resolutions shall consist of no more than 150 words.
A resolution usually contains preamble sentences that provide the necessary background about the issue. The “whereas” statements must be a statement of fact. The “be it resolved” sentence(s) of the resolution must declare the action(s) that members are seeking and provides direction to the union as to what is to be achieved. The “be it resolved” statement must be a statement that stands alone.
For each resolution the Executive Council must give consideration to the following criteria:
- Is the intent of the resolution clear?
- Is the request something HSAS can reasonably accomplish?
- What are the overall implications of the resolution?
- What are the financial implications of the resolution?
- Does the resolution support the current policy and strategic direction