Standing Orders for Meetings Policy

as ratified at the General Meeting of 4th June 1997
and amended at General Meeting 10.9.97

  1. Membership

    Membership of the Management Committee shall be determined in the rules. The Secretary shall report to each meeting of any vacant Officer or Management Committee posts.


  2. Quorum

    The Quorum for a Management Committee or General Meeting shall be that outlined in the rules.


  3. Observers

    Any member of the Co-op can attend Management Committee meetings as an observer, with speaking rights and the right to make a proposal, but not to vote. Anyone on the shortlist for Co-op housing can attend as an observer.


  4. Attendance List

    The Secretary shall record the names of all members present at each meeting.


  5. Committee Papers and Minutes

    1. Any Co-op member may place items on the agenda by contacting the Secretary. The Secretary should also be contacted at least seven days before the meeting. In an emergency, this requirement may be waived, at the discretion of the Chair.
    2. Papers (i.e agenda, reports etc) for each meeting shall be submitted to the Secretary, and shall be circulated to members at least 2 days prior to each meeting. Notice, a statement that a meeting has been set shall be given at least on the office door and on the Hut notice boards, both inside and out at least & days before a meeting. The Secretary shall ensure that each house receives a copy of the papers. In an emergency, an item or report may be taken at a meeting if it has not been circulated, at the discretion of the Chair.
    3. Minutes of all meetings will be taken by the Secretary, and circulated to members within 21 days of the meeting. They will be agreed at the subsequent meeting, with any amendments, and signed by the Chair of that meeting as a true and accurate record.
    4. The agenda for each meeting shall be drafted by the Secretary.
    5. If the Secretary is unable to take the minutes at the meeting, the meeting shall elect another member to take the minutes.


  6. Meetings

    1. Meetings: The Management Committee shall meet every month. Also there will be a General Meeting every month except for months where there is an SAGM (Semi Annual General Meeting) or AGM (Annual General Meeting).
    2. Emergency Meetings: If it is necessary to convene an emergency meeting, The Secretary shall ensure that this is done within the Co-op�s rules.
    3. Papers: An agenda, minutes and reports (when required) shall be produced for each meeting.
    4. Time: All meetings of the Management Committee and GM shall not last for more than 2 hours. A simple majority of members can agree up to four 15 minute extensions.
    5. Behaviour: All meetings shall be conducted in a Co-operative manner, and in line with the Co-op�s policy on conduct at meetings. If a member behaves in a disruptive way, the chair shall ask him/her to leave the meeting. If the member refuses to do so, the Chair shall adjourn or close the meeting. If the meeting is adjourned, it can be reconvened within one week, with the Secretary notifying all members of the date.
    6. Circulation Of Proposals: Unless considered by the Chair to be urgent, proposals shall only be voted on if they have been circulated in advance.
    7. Proposals: Once a proposal has been made and seconded, the Chair shall ask for an indication of members who wish to speak for and against the proposal. If there are no members who wish to oppose the proposal, it shall immediately be put to the vote.
    8. Amendments: If an amendment is made to a proposal, there shall be an immediate discussion of the amendment. There shall then be a vote on the amendment, and then further discussion on the original proposal (as amended).
    9. Voting: Voting shall be by show of hands, except in Officer Elections, when a secret ballot shall be used. In the event of a vote being tied, the Chair shall have a casting vote.
    10. Chair and Vice-Chair: The Co-op Chair and Vice Chair shall chair all meetings. In the event of the Chair being absent, or wishing to speak on an item of business, the Chair shall stand down, and be replaced by the Vice Chair. If the Vice Chair is not present, the meeting shall elect a member to chair that part of the meeting.
    11. Challenges to the Chair: A member of the Management Committee or any member at a General Meeting may challenge the Chair�s decision. If this is done, the Chair shall vacate the chair, and be replaced by the Vice Chair to hear the challenge. The challenger shall then speak for two minutes on their reason for challenging the Chair�s decision, and the Chair shall have the right of reply for the same length of time. A vote shall then be taken, with a simple majority deciding the matter.
    12. Time Limits: A proposer may speak for 5 minutes. All other contributions to debate shall be limited to 4 minutes. A proposer has the right of reply to the debate for 4 minutes.


  7. Procedural Proposals

    Acceptance of procedural proposals, except a challenge to the Chair, shall be at the discretion of the Chair. The procedural proposals outlined below may be moved, and there shall be one speaker for and one against, with two minutes each to speak. These shall be agreed by a simple majority except where specified.

    1. That the question now be put (ie that a vote is taken immediately)
    2. That the question now be adjourned to a later and specified meeting
    3. That the question be referred to a Management Committee meeting, or sub-Committee, or group
    4. That the meeting proceed to the next item of business
    5. That the meeting be adjourned for up to ten minutes
    6. That a specified standing order be suspended
    7. That the suspended standing order be resumed
    8. That the order of business be changed (this shall require a two-thirds majority).


  8. Points of Order and Information

    1. Points of Order: These shall take precedence over all other business, but must be made as a question to the Chair, and there shall be no discussion on them except for a reply from the Chair.
    2. Points of Information: These shall be made to offer information during the speech of another member, and shall only be made if the speaker indicates his/her agreement, and gives way.


  9. Elections

    Elections may be made by secret ballot. In contested elections, candidates shall be able to speak for two minutes prior to the election.


  10. Changes to Standing Orders

    These standing orders may be changed by simple majority at an SAGM, or General Meeting where the proposed changes have been put on the agenda in advance of the meeting in line with the rules and standing orders.