Current Union Rules page 5 continued

Appendix F: Standing Orders for the Conduct of Council and Other Meetings

 

 

1

Standing Orders

1.1

At the beginning of the first meeting in each quadrennium or other electoral period, the Chairman shall announce that Council meetings and such other meetings as are appropriate will be conducted under these Standing Orders. Throughout these Standing Orders, references to the Chairman shall be held to mean the Chairman of the meeting. Throughout these Standing Orders, references to the Council shall be held to include such other meetings as are appropriate.
 

1.2

Any motion for the suspension of these Standing Orders shall be proposed and seconded and the proposer shall be allowed two minutes to state his/her reasons, after which the Chairman shall give a ruling with no further debate. The motion shall specify whether the suspension is to continue for the duration of the debate on one motion or for the remainder of the session. During the suspension, the meeting shall be conducted in accordance with Standing Order 8.1. At the end of the suspension, the Standing Orders shall again be effective without any further motion. Standing Orders shall not be suspended more than once during any one meeting.
 

2

Business

2.1

The date, time and place of Council meetings shall be as specified by the Council subject to the right of the Chairman to vary the time of start if circumstances warrant it.

2.2

The order of agenda shall be generally as laid down by the Council subject to the right of the Chairman to determine detail and to prescribe fixed business.

2.3

Standing Order 2.2 above may be suspended for a specified time and for a specified purpose provided that a motion for the suspension is supported by at least two thirds of those present and entitled to vote.

2.4

The minutes of a meeting shall be sent to those entitled to receive them within twenty-eight days of the meeting subject to the right of the Chairman to vary the period allowed if circumstances warrant it.

2.5

Objections to the substance of the minutes shall be notified in writing to the Honorary Secretary within fourteen days of the receipt of the minutes, but objections on the grounds of clerical inaccuracy may be stated at the next meeting. Voting upon objections shall be required only if the grounds for objection are contested.

3

Rules of Debate

3.1

Each motion shall have a proposer and seconder except that the Chairman shall not require a seconder.

3.2

Once a motion has been proposed and seconded it must be decided before any further motion may be proposed, except that amendments and/or procedural motions may be proposed.
 

3.3

Once a motion has been proposed and seconded it shall not be withdrawn except by agreement of the proposer and seconder and by permission of the meeting.
 

3.4                 

The Chairman shall have the right to ask that any motion which has been proposed and seconded be confirmed in writing before being debated

3.5                 

Debates on motions shall not exceed thirty minutes and speeches shall not exceed five minutes except by permission of the meeting

3.6         

A member shall have the right to speak once only upon a motion except that the proposer shall have the right of reply. This right of reply shall not introduce any new material and shall be followed immediately by the reading out of the proposal by the Chairman and then by the vote.

3.7         

Any motion of which advance notice is to be given shall be received by the Chairman at least twenty-one days before the date of the relevant meeting. All such motions shall appear on the agenda, but shall not be debated unless proposed and seconded.

3.8                 .

Advance motions may be submitted by any member of the Council, or on behalf of an appropriate committee or a Federation/electoral area, provided that such motions have been agreed by an appropriate and quorate meeting.

3.9         

The Council may decide not to debate an advance motion except as specified under Standing Order 9.2 but no such motion may be refused at three consecutive meetings provided that a proposer and a seconder are available.
 

4            

Amendments  

4.1

Only one amendment shall be considered at a time.

4.2         

No amendment shall be permitted which negates the original motion.

4.3         

Amendments to amendments shall not be permitted.

4.4         

Each amendment shall have a proposer and a seconder.

4.5         

An amendment may be accepted by the proposer and seconder of the original motion, in which case the original motion as amended shall become the substantive motion.

4.6         

An amendment shall be decided before any further debate takes place on the original or substantive motion.

4.7         

Once an amendment has been proposed and seconded it shall not be withdrawn except by agreement of the proposer and seconder and by permission of the meeting.

4.8         

The proposer of an amendment shall have no right of reply.

4.9         

The proposer of the original motion shall have the right at the end of the debate upon an amendment to speak to the amendment but in exercising this right shall forfeit the right of reply to the original motion.

4.10      

All speeches to an amendment shall be confined to the amendment and speeches to the original motion shall be ruled out of order by the Chairman.

4.11      

If an amendment is carried, the proposer of the original motion shall lose his/her ownership of the substantive motion.

4.12      

If an amendment is defeated, the ownership of the original motion shall not be affected.

5            

Procedural Motions
The following procedural motions may be proposed:

5.1         

(a)           that permission be given to withdraw a motion or an amendment;  

                 

(b)            that the question be now put;

(c)            that the meeting proceed to the next business;

 

(d)           that consideration of the motion be adjourned;

(e)           that the motion be referred back;
(f)           that the time limit be extended;

 

(g)           that the minutes cease to be taken for a specified period;

(h)           that the conduct of a member of the Council named by the Chairman be discussed.

 

 

5.2         

All procedural motions shall require a proposer and seconder.

5.3         

The proposer of a procedural motion shall have one minute to explain his/her reasons.

5.4         

The Chairman shall have the right to refuse a motion under 5.1(b) or (c) if he/she feels that the item on the table has not been sufficiently discussed.

5.5         

If a motion under 5.1(b) or (c) is proposed, the proposer of the original motion shall have one minute in which to reply.

5.6         

No member who has spoken in a debate shall be allowed to propose or second under 5.1 (b) or (c) a procedural motion curtailing that same debate.

5.7         

Except as indicated above there shall be no debate on a motion proposed under 5.1 (b) or (c).

5.8                 .

If a motion under 5.1(g) is proposed, the period of time during which no minutes shall be taken shall be specified but any decisions taken during this period shall be recorded

5.9         

Written notice of any proposal for a rescission of a resolution of Council shall be received by the Chairman at least twenty-one days before the meeting at which such a proposal is to be tabled. No such proposal shall be allowed unless six calendar months have elapsed since the resolution was carried or unless at least two thirds of those present and entitled to vote shall vote in favour of rescission or unless the proposal in question is a valid amendment to a proposal to be made on behalf of the Council at the next general meeting.
 

5.10      

Any member shall be entitled to propose or second a motion that the meeting be adjourned to a specified date, time and place, but such a proposal shall not be allowed to interrupt a speaker on the floor and such a proposal shall not carry any right of reply.
 

6            

Points of Order/Information

6.1         

A point of order may be raised at any time provided that the member raising it shall state his/her objection which may be on the grounds of: (a) a breach of Standing Orders; (b) irrelevance or repetition; (c) impropriety; (d) exceeding the time limit. The Chairman shall give an immediate ruling upon a point of order and the speaker under challenge may contest the point of order only if invited to do so by the Chairman.

6.2         

A point of information may be raised by permission of the Chairman and the speaker on the floor and, if allowed, shall be used only to seek clarification or to contest the factual accuracy of what has been said.

7            

Voting

7.1         

The outcome of a vote shall be determined by a simple majority except where these Standing Orders specify otherwise.

7.2         

Voting shall be by show of hands except where these Standing Orders specify otherwise.

7.3         

Voting shall be by secret ballot where: (a) the Chairman so specifies; or (b) the number of members required for a quorum so demands; or (c) a prescribed majority is required; or (d) the vote is one of dissent or no confidence.

7.4         

Individual voting preferences shall not be recorded except upon request.

7.5         

The Chairman shall have a second or casting vote.

7.6         

The Chairman shall declare to the meeting the result of any vote.

8            

Good Order

8.1         

It shall be the duty of the Chairman to preserve good order.

8.2         

It shall be the duty of the Chairman to determine the order of speakers except that the person seconding a motion may speak immediately after the proposer if he/she so wishes and there shall be no further speech after the right of reply has been exercised.

8.3         

It shall be the duty of the Chairman to call to order any member who violates these Standing Orders.

8.4         

It shall be the duty of the Chairman to name any member: (a) who refuses to conform to the Chairman's ruling; or (b) who persists in violating the rules of good debate; or (c) whose conduct is prejudicial to good debate; or (d) who persistently refuses to accept a point of order.

8.5         

Any member dissatisfied with the Chairman’s ruling may propose a motion “that the Chairman’s ruling be dissented from”. If such a proposal is seconded, the Chairman shall immediately vacate the Chair and shall call upon the Vice Chairman to take the chair. When the proposer and the Chairman in that order have stated their cases the acting chairman shall put to the vote the proposal “that the Chairman’s ruling be dissented from”.

8.6         

The Chairman shall accept a proposal for a vote of no confidence in a member or an officer only in the capacity in which that member or officer has carried out his/her duties.

9            

Limitations

9.1         

The quorum for meetings of the Council shall be ten members, including at least one officer with full voting rights. The quorum for other appropriate meetings shall be one third of the appropriate de facto membership. Should no quorum be present within an hour of the advertised time for starting a meeting, the meeting shall be adjourned to the same day in the following week at the same time and place, when no quorum shall be necessary. Once a meeting is quorate, the number of members leaving the meeting shall have no effect except that an adjourned meeting shall be judged quorate upon the resumption only if the meeting was quorate when the motion for adjournment was carried.

9.2         

These Standing Orders may be amended only by a resolution of the Council following the submission of a motion of which due notice has been given in accordance with Standing Orders 3.7 and 3.8 above. Notwithstanding Standing Order 3.9, no such motion for amendment may be refused debate if duly proposed and seconded. No amendments may be made unless a motion for amendment is supported by at least two thirds of those present and eligible to vote.

 


APPENDIX G: GENERAL SECRETARY ELECTIONS

The Selection Process for a Council-preferred Candidate

 

The process for selecting a Council-preferred Candidate for a General Secretary election will be conducted by three panels; the Job Specification and Person Specification Panel (Job Specification Panel), the Shortlisting Panel, and the Interview Panel.

The following procedure has been agreed by Council to ensure that the selection process for the Council-preferred Candidate takes place in an open, merit-based and transparent manner.
 

A.    The Job Specification and Person Specification Panel

A.1         The following tasks are delegated given to the Job Specification Panel by Council:

i.         To draw up for Council’s approval a Job Specification and a Person Specification for the post of
           General Secretary.

ii.       To draw up for Council’s approval the procedure for the shortlisting and interview processes based on
          the Job Specification and Person Specification. 

A.2         The Composition of the Job Specification Panel is:

i.       Two National Officers (one of whom will be the Chair or Vice Chair).

ii.      Two Council members.

iii.     An internal or external HR adviser.

A.3         The Job Specification Panel may at any time seek advice or information from:

i.         the outgoing General Secretary;

ii.       an external adviser.
 

B.    The Shortlisting Panel

B.1        The Shortlisting Panel is required to draw up a shortlist of a minimum of three and a maximum of five candidates,
             taking into account the Job Specification and Person Specification.  The Panel may decide to engage the
             services of external advisers for the shortlisting.

B.2       The Composition of the Shortlisting Panel is:

i.        The two National Officers serving on the Job Specification Panel.

ii.       The two Council members serving on the Job Specification Panel

iii.      One staff member, elected by staff.

 

C.    The Interview Panel

C.1     The composition of the Interview Panel is the same members as the Shortlisting Panel and the Panel will conduct its
           business as follows:

i.         Prepare and conduct the interviews to make a selection from the shortlisted candidates, engaging if
           the Panel so wishes the services of external advisers.  Thereafter, the Panel will make a
           recommendation to Council that either;

a)       the successful candidate is the Council-preferred Candidate in the election for General Secretary
         or

b)       there was no successful candidate.

ii.       In the case of either a) or b) inform the unsuccessful candidates of the outcome in writing. 

Although the Interview Panel may select a Council-preferred Candidate by a majority vote, the objective is to select the successful candidate by consensus. 

C.2     If the Interview Panel does not recommend to Council any of the candidates as the Council-preferred
          Candidate, Council  will be required to repeat the selection process from the outset with new Panel
          members for the
Shortlisting Panel, and the Interview Panel.  The original Interview Panel will provide
          the incoming panel with the reasons why it did not select any of 
the candidates.

C.3   There will be no more than two attempts to select a Council-preferred Candidate.  If a Council-preferred
        Candidate is not selected after a second round of the process, an election will be called without a
        Council-preferred Candidate.

 

D.    Training
D.1   If requested by Panel members at any stage of the shortlisting or selection process, Council will provide
         internal or external training as appropriate.

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