1 LIONS CLUBS INTERNATIONAL DISTRICT 105-BN DISTRICT CONSTITUTION and STANDING ORDERS 2014
2 Contents:- Constitution Page Authority 3 Interpretation 3 Article I Purpose 4 Article II Membership 4 Article III District Officers 4 Article IV District Governor s Cabinet 5 Article V District Organisation 5 Article VI District Strategy Development Group 6 Article VII District Finance 7 Article VIII District Convention 8 Article IX Elections 11 Article X District Convention Finance 11 Article XI Club Members Fees and Annual Dues 12 Article XII Club Fund Raising 12 Article XIII District Governor s Memoranda 12 Article XIV Amendments 12 Appendix A Standing Orders. Chairman 13. Speaker 13 Section 3. Resolutions & Amendments 13 Section 4. Emergency Resolutions 13 Section 5. Delegates to speak once 14 Section 6. Time limit on speakers 14 Section 7. Voting 14 Section 8. Motion to proceed to next business 14 Section 9. Point of order or question Quorum Level of approval Suspension of standing orders 15
3 AUTHORITY LIONS CLUBS INTERNATIONAL DISTRICT 105-BN DISTRICT CONSTITUTION The authority of this constitution and standing orders is based upon the constitution submitted to the 16th annual District Convention held at Runcorn on the 6th of March 1999 as amended at that and subsequent Conventions. INTERPRETATION This Constitution shall be read, construed and operated in the general context and spirit of the Constitution and Bye-Laws of Lions Clubs International and shall be binding on the whole of the Membership. All disputes and differences arising from, incidental to, or consequent upon any ambiguities or uncertainties herein, or omissions here from, or otherwise concerning matters dealt with in this Constitution shall be resolved by the District Governor. Any such decisions shall take immediate effect, shall be communicated forthwith to all Clubs in the District and thereupon shall be binding on all concerned. Any such decisions shall stand and have full force and effect while the District Governor remains in office unless meanwhile constitutionally amended at a District Convention. If any such decision shall be so amended, any interim acts, deeds or omissions consequent upon such decision shall be deemed nevertheless to have been valid and effective until constitutionally amended as aforesaid. For the avoidance of doubt the following words shall have the meanings assigned to them:- WHEREVER THE MALE GENDER OR PRONOUN PRESENTLY APPEARS IN THIS CONSTITUTION AND STANDING ORDERS, IT SHALL BE INTERPRETED TO MEAN BOTH MALE AND FEMALE PERSONS. WORDS Lions Clubs International Multiple District District Club or Clubs Year Cabinet District Convention MEANING The International Association of Lions Clubs. District 105 of Lions Clubs International Sub-District 105-BN Any Lions Club or Clubs within the District chartered and in good standing of the International Association of Lions Clubs. The period from 1st July to 30th June the following year, both dates inclusive. District Administrative Committee for the District Governor. Convention of the District.
4 ARTICLE I PURPOSE The purpose of this Constitution is to provide this District with an effective organisation to advance Lionism and proper administration throughout this District, consistent with the Constitution and Bye-Laws of Lions Clubs International as amended from time to time. The Constitution of Lions Clubs International shall take precedence over the Multiple District Constitution, which shall take precedence over this District Constitution and the Constitutions of those Lions clubs within the District. ARTICLE II MEMBERSHIP The membership of this District shall consist of all Chartered Clubs in this District. The boundaries of this District shall be as may have been, or shall be, determined in accordance with the Multiple District Constitution and approved by the Board of Directors of Lions Clubs International. ARTICLE III DISTRICT OFFICERS The Officers of this District shall be the District Governor who shall be the Presiding Officer, the First and Second Vice District Governors, Immediate Past District Governor, any officers allowed for or required by the International Constitution, the International Board, the Multiple District through its Council of Governors or MD Convention, or this District constitution and such other officers as the District Governor may appoint. They shall take office from the close of the International Convention next succeeding the election of the District Governor and (subject as herein provided) shall serve until the completion of the next following International Convention. The District Governor is the sole officer of Lions Clubs International. He shall be elected at the appropriate District Convention as provided in the Constitution and Bye-Laws of Lions Clubs International and this Constitution. Section 3 The First and Second Vice District Governors shall be elected at the appropriate District Convention as provided in the Constitution and Bye-Laws of Lions Clubs International and this Constitution. Section 4 The District Governor shall have appointed, by the time he officially takes office, from those allowed in, those District Officers required for the district administration and activities. Section 5 Each officer appointed by the District Governor shall be and continue to be an active member in good standing of a chartered Lions Club in good standing within the District. Section 6 Any District Officer ceasing to be an active member of such a Club in the District, Region or Zone in respect of which he was appointed shall forthwith cease to hold such office and the District Governor shall appoint another person in his stead. Section 7 The District Governor shall have the sole authority to remove and replace any District Officer appointed by him. Section 8 There shall be no salary paid to any Officer of this District.
5 Section 9 The District Governor or his representative shall be entitled to inspect the Books of Accounts and Minute Books and attend meetings, Board Meetings, and Committee Meetings of any Club within the District. ARTICLE IV DISTRICT GOVERNOR'S CABINET The powers and responsibility for the administration and general good government of the District and its part in the advancement of the Objects and Ethics of Lionism shall be vested in the District Governor. He shall be assisted by the Cabinet. The Cabinet in the District shall be composed of:- District Governor, Immediate Past District Governor, First and Second Vice District Governors, District Secretary, District Treasurer, Region Chairmen (as required), Zone Chairmen, and such other District Officers as may be appointed by the District Governor. Section 3 A minimum of eleven (11) members of cabinet as defined in section 2 above shall constitute a quorum. Section 4 In the event of a vacancy in the Cabinet or in any office except that of District Governor and the First and Second Vice District Governors, the District Governor shall have the sole power to fill such vacancy for the unexpired term thereof. Section 5 The District Governor shall hold a meeting of the Cabinet (convened by at least ten (10) days notice in writing given by the District Secretary) on at least four occasions during his year of office and the first of such meetings shall be held as soon as practicable after the annual International Convention; he shall hold special meetings of the Cabinet (convened by such notice as aforesaid) upon receiving a request in writing to do so from a majority of the members of the Cabinet. Every such convening notice as aforesaid shall be accompanied by an informative agenda in respect of the meeting convened. Section 6 The District Governor shall take the chair at all Cabinet meetings. In the event of the District Governor being unable to attend the First or Second Vice District Governor shall take the chair unless the meeting is called to select a replacement for the District Governor and the First or Second Vice District Governor is a candidate for that office. Section 7 Any matter under consideration by the Cabinet requiring a decision by vote shall be approved by a simple majority of the voting members present by a show of hands. In the event of a tie, the Chairman of Cabinet shall have a casting vote. Section 8 a) Any member of the District, who is in good standing, wishing to attend Cabinet meetings may do so after seeking and obtaining permission of the District Governor. b) The Cabinet, through the District Governor, may invite any member of the District to attend a Cabinet meeting if this is considered desirable.
6 ARTICLE V DISTRICT ORGANISATION The District Governor of this District shall divide the District into as many Regions as he shall see fit, each Region containing not more than sixteen (16) Lions Clubs, due regard being given to the geographical location of the Clubs. These Regions may be altered by the District Governor if he considers any alteration necessary in the best interests of Lionism, but not so that any Region shall contain more than sixteen (16) Clubs. The District Governor of this District shall divide each Region of the District into as many Zones as he shall see fit, each Zone containing not more than eight (8) Lions Clubs, due regard being given to the geographical location of the Clubs. These Zones may be altered by the District Governor if he considers any alteration to be necessary in the best interest of Lionism, but not so that any Zone shall contain more than eight (8) Clubs. Section 3 Sections 1 and 2 above apply at the start of any Fiscal year. Should any Region or Zone exceed the specified number of Clubs, due to extension during the Fiscal year, reallocation of Clubs within Regions or Zones shall be at the discretion of the District Governor. NOTE:- IT IS STRONGLY RECOMMENDED THAT THE DISTRICT GOVERNOR CONSULT WITH THOSE CLUBS INVOLVED IN ANY PROPOSED CHANGES TO ZONES OR REGIONS BEFORE IMPLEMENTING SUCH CHANGES. Section 4 A District Governor s Advisory Committee is a meeting of Club representatives Zone by Zone. The representatives of each Club shall consist of at least the President and Secretary, or if they are unable to attend, such other members as the President shall appoint. Such meetings shall be held in each Zone at such intervals and places as shall be decided by the Zone Chairman, but there shall be at least three (3) such meetings during any one year. ARTICLE VII DISTRICT STRATEGY DEVELOPMENT GROUP In this District there shall be a Standing Committee called the District Strategy Development Group. This Committee shall consist of the Immediate Past District Governor, the 1 st Vice District Governor and 2 nd Vice District Governor plus the Global Leadership Team Chair and the Global Membership Team Chair. The Chairman of this Committee shall be the 2 nd Vice District Governor. In the event that a vacancy occurs in the office of 2 nd Vice District Governor, the District Governor will appoint the Chair. Section 3 The Chairman may invite such Lions as have relevant experience to attend any specific meeting and to contribute to any to any project as the members of the Strategy Development Group shall decide. Section 4 The Strategy Development Group shall meet at such intervals, places and times and for such business as the Chairman shall decide. Section 5 In the year immediately before District 105BN is scheduled to provide a representative to the Multiple District Long Range Planning Committee the District Governor, in consultation with the 1 st and 2 nd Vice District Governors and the District Strategy Development Group shall appoint an experienced Lion to serve in that role for the period of time as may be specified by the then ruling Multiple District Constitution.
7 ARTICLE VII DISTRICT FINANCE a) The revenue to pay the administrative expenses of this District shall be provided by funds remitted to the District Treasurer by every Club in this District. A District Subscription to be paid by every member of every Club shall be decided upon at every Annual District Convention and shall be paid by every Club in two equal installments due not later than 31 st July and 31 st January in each year. The amounts payable by each Club shall be ascertained by reference to the membership of each Club on June 30th and December 31st in each year. b) The District Cabinet shall be empowered to levy a carrying charge, as it may set from time to time, at a rate not to exceed the maximum amount permitted by law, on past due club account balances as determined by the Cabinet. c) Newly formed Clubs shall NOT be liable to pay District Subscriptions for the period following the date of its organisation up to the following 30th June or 31st December. a) The revenue to pay the premium for the District Insurance shall be levied equally on each and every Club in the District. The level of cover to be provided and the total premium to be paid shall be decided upon at every District Convention and paid before the 31 st July in each year. b) Newly formed Clubs shall NOT be liable to pay the District insurance premium for the period from the date of it's organisation up to the following June 30th. Section 3 a) To save the necessity for several requests for contributions to support various District and Multiple District youth activities an annual contribution may be requested from all Clubs in the District. b) The disbursement of the contribution in terms of the amount and the event or persons to be supported shall be determined by the District Cabinet meeting immediately following the annual Multiple District Convention. The contribution may be paid from the appropriate Club Charity Funds and sent to the District Treasurer in July each year. Section 4 a) All revenue apportioned to the District in respect of the Multiple District Affinity Card programme shall accrue to the general fund of the District. b) The revenue raised by the District Subscriptions shall be passed to the District Funds. All payments from District Funds shall be by cheque signed by at least two out of four authorised signatories who shall be separate individuals. The District Governor, the immediate Past District Governor, the District Secretary and the District Treasurer shall be the authorised signatories. Section 5 a) The District Governor and the three other signatories jointly shall have management and control over the property and funds of this District and its Committee. No obligation may be approved, or made, which would result in a deficit in the total funds of this District at the end of any financial year b) District funds may not be used for the purpose of overseas travel or subsistence. Section 6 The four authorised signatories jointly shall have power from time to time and at all times:- 1) To sign on behalf of this District, receipts, acceptances, cheques, contracts and other documents whether of a financial or any other nature as legally required. 2) To invest and deal with any of the moneys of the District not immediately required for the purposes thereof, and to vary or realise such investments from time to time. Such moneys only to be invested as authorised by law for the investment of Trust Funds.
8 Section 7 Any two of the four authorised signatories shall authorise all expenditure and disbursements relating to District affairs. They may delegate authority to the District Treasurer for disbursements relating to items within approved rules of audit. The Cabinet shall lay down rules of audit governing all levels of expenses and other disbursements and in particular maximum sums payable by way of expenses for travelling and accommodation. These rules shall be reviewed and authorised by Cabinet at their final Meeting in each year. Section 8 The District Governor shall arrange for an independent examination and a report upon the District Treasurer's accounts up to 30th June in each year by a independent examiner and shall cause copies of such accounts and report to be sent to every Club in the District at least fourteen (14) days before the date of the next District Convention; such independent examiner to be appointed at the District Convention. Section 9 The District Governor may call for an independent examination and report upon the District Treasurer's accounts at any time. ARTICLE VIII DISTRICT CONVENTION A District Convention shall be held at which the District Governor's report, financial and other reports shall be presented and a secret written ballot conducted when appropriate. It shall be held not later than fourteen (14) days prior to that set for the Multiple District Convention. The District Governor shall be responsible for the arrangement of a programme for the Convention and the same shall be the order of the day for all sessions. This programme shall include the entertainment which is to be provided by the Host Club for those attending Convention. The District Governor shall supervise all phases of the District Convention. Section 3 The District Governor shall appoint a Constitution Nominations and Resolutions Officer and such other officers as he shall deem advisable. The District Governor shall have power to fill all or any vacancies that may arise in these appointments. Section 4 The District Governor shall issue an official call for the Annual District Convention, not later than the 1st of August prior to the date fixed for holding the same, and such official call shall be circulated to all Clubs. This Convention call shall incorporate the name and address of the Constitution Nominations and Resolutions Officer and the closing date for receipt of nominations and resolutions. The District Governor may at his discretion include in addition such other information as he considers desirable. Section 5 The District Governor, through the District Constitution Nominations and Resolutions Officer, shall receive all resolutions proposed to be deliberated upon by the District Convention. All resolutions must be in the hands of the Constitution Nominations and Resolutions Officer by an appointed date, and must be supported by a detailed financial statement if they have financial implications. Resolutions for discussion at the District Convention shall be circulated under arrangements to be made by the District Governor to all Clubs in the District at least four (4) weeks prior to the District Convention. Section 6 The District Governor shall have the power to accept an emergency resolution being a resolution which could not have been submitted in accordance with Article VIII, Section 5, if received in writing by him before the commencement of the opening session of a District Convention. If he shall think fit, the resolution shall be submitted to the Convention and, if a simple majority of those present and voting shall so decide, the resolution shall be dealt with as an ordinary resolution.
9 Section 7 a) In the event of any doubt arising as to the acceptability of any resolution there shall be liaison between the Constitution Nominations & Resolutions Officer and the proposers of the resolution with the aim of allowing the resolution to be put for debate. b) Where two or more resolutions, received by the Constitution Nominations & Resolutions Officer, are so similar in content and intention that they would be likely to duplicate debate, then the Constitution Nominations and Resolutions Officer will offer the Clubs involved the opportunity to work together to formulate a composite resolution, subject to which the Constitution Nominations & Resolutions Officer will consider the acceptability of the composite resolution as in Paragraph a) above. c) The Constitution Nominations & Resolutions Officer shall, after such additional consultation as he may think appropriate, report to Cabinet as to the acceptability of all resolutions received. The Cabinet shall determine all questions of acceptability. d) It shall be good and sufficient reason for any resolution to be determined to be unacceptable for debate if :- i. The substance of the resolution has been voted upon at either of the two immediately preceding Conventions, or ii. The resolution has any consequences of a financial nature and the proposers do not send to the Constitution Nominations & Resolutions Officer, with the resolution, adequate illustrative details of the effect the resolution would have if passed. e) If the Cabinet hold the view that to put a resolution to the forthcoming District Convention would be a waste of time or would otherwise inconvenience the proceedings, the Secretary(s) of the Club or Clubs concerned shall be informed of the fact. If the Club or Clubs do not share the view of Cabinet a resolution to accept the original resolution shall be put to the District Convention. Section 8 Subsections a) to e) of Section 7 shall apply to amendments as they apply to resolutions. Section 9 The District Governor shall through the Constitution Nominations and Resolutions Officer receive all nominations for the office of District Governor, First and Second Vice District Governors and when appropriate, for International Director or International 2nd Vice-President. All nominations must be in the hands of the District Constitution Nominations and Resolutions Officer by an appointed date. Nominations shall be circulated under arrangements made by the District Governor to all Clubs in the District at least four (4) weeks prior to the District Convention. 0 a) If no nominations have been received from Clubs in the District at the time the District Convention assembles, nominations may be presented to the Chairman from the floor of that Convention with the exception of nominations for the office of either First or Second Vice District Governors. b) In the event that no nominations for the office of either First or Second Vice District Governor are received by the Constitution Nominations and Resolutions Officer by the closing date for nominations, the District Governor shall instruct the Chairman of the Long Range Planning Committee to convene a meeting of that Committee with a view to seeking out and obtaining nominations of suitably qualified Lions for the office of either First or Second Vice District Governor for the following year. Such nominations are to be brought to the notice of Cabinet at its February meeting and any nominations agreed by Cabinet to be eligible shall be put to Convention in accordance with Article IX Section 6 of the District Constitution. c) In the event that Long Range Planning Committee is unable to bring forward nominations of eligible candidates for consideration by Convention, the Constitution Nominations and Resolutions Officer will provide to Convention a timetable for convening an extraordinary Cabinet meeting, to be held immediately prior to the May meeting of Cabinet, at which the Past District Governors residing within the District in good standing and members of a Club within the District in good standing together with the Cabinet Officers will recommend a
10 suitably qualified Lion to be nominated to the office of either First or Second Vice District Governor for the following year. d) No nominations for the post of either First or Second Vice District Governor will be accepted from the floor of Convention. 1 a) The District Governor shall, through the Constitution Nominations and Resolutions Officer receive invitations in writing from the Clubs desiring to act as District Convention Host Club two (2) years later. The invitations must be in the hands of the Constitution Nominations and Resolutions Officer by an appointed date. b) The Convention Officer will investigate such invitations from all view points commensurate with the requirements of a District Convention and certify to the Cabinet that the inviting Club can meet the same. Invitations thus certified shall be circulated to all Clubs in the District by its Secretary at least four (4) weeks prior to the District Convention. c) If no invitations are received pursuant to Subsection a) of this Section within the prescribed time limits, it shall be the duty of the Cabinet to arrange the venue of the appropriate Convention at such place within the District and by such means as it shall decide. 2 a) Each Chartered Club in the District, in good standing, shall be entitled to representation at the convention and shall be entitled to ONE voting Delegate and ONE Alternate for each TEN (10) members who have been enrolled for at least one year and a day in the Club, or major fraction thereof as shown on the records of the International Office on the first day of the month last preceding that month during which the convention is held. Not withstanding the foregoing, each Club shall be entitled to a minimum of ONE voting Delegate and ONE Alternate. The major fraction referred to shall be FIVE (5) or more. b) Not withstanding the forgoing, each Club shall be entitled to a minimum of ONE voting Delegate and ONE Alternate. c) If a member transfers to a Club prior to the Delegate record date, he or she will be counted in the Delegate record only if the Transfer date is at least one year and one day prior to the Delegate record. 3 The District Governor shall preside at all sessions of the District Convention. In his absence then either the First or Second Vice-District Governor shall preside 4 A minimum of thirty-five (35) voting delegates in attendance at Convention shall constitute a quorum. 5 Within THIRTY (30) days of the closing of the District Convention, the Secretary shall prepare a report, in writing, which shall be a summary of the proceedings of such District Convention. He shall within that period transmit ONE (1) copy of such report to the Headquarters of Lions Clubs International, the VISITING International Representative and the District Governor. 6 Resolutions adopted at District Conventions shall be notified to all Clubs in the District as soon after the date of adoption as is practicable. 7 Standing Orders for use at Convention shall be in accordance with Appendix "A" attached to this Constitution.
11 ARTICLE IX ELECTIONS The Delegates attending the District Convention may, when appropriate, nominate by Resolution a candidate for the office of International Director or International 2nd Vice-president who will be qualified as provided for in the Constitution of Lions Clubs International. The Delegates attending each District Convention shall elect a District Governor provided that any candidate for such office shall be qualified under the Constitution of Lions Clubs International. Section 3 The Delegates attending each District Convention shall elect a First and Second Vice District Governor provided that any candidate for such office shall be qualified under the Constitution of Lions Clubs International. Section 4 In the event a vacancy occurs in the office of District Governor then the procedures to be used to fill that vacancy are given in the International constitution. Section 5 In the event a vacancy occurs in the office of either First or Second Vice District Governor, or either the First or Second Vice District Governor (Elect), the Constitution Nominations and Resolutions officer together with the Long Range Planning Committee shall produce a procedure and timetable for electing a replacement. Section 6 Elections shall be by secret written ballot of registered Delegates present and voting, and the Candidate receiving simple majority of the votes cast shall be declared elected. In the event that there are three (3) or more candidates then the ballot shall be carried out using the single transferable vote system. In the event of a tie, the Chairman of Convention shall have a casting vote. Section 7 Voting for Convention Host Club shall be by secret written ballot of registered Delegates present and voting and a simple majority will decide. In the event of there being more than two Clubs desiring to act as District Convention Host Club, then the Club receiving the largest number of votes cast will be declared the winner. In the event of a tie, the Chairman of Convention shall have a casting vote. Section 8 After an election all ballot papers shall be sealed in an envelope and retained by the Nominations & Resolutions Officer until the next Cabinet meeting following the Convention. All ballot papers will be destroyed after that Cabinet meeting. ARTICLE X DISTRICT CONVENTION FINANCE The whole of the administration expenses of District Conventions including the cost of hiring halls, decorations therein and miscellaneous expenses incidental to running the business side of a Convention shall be borne out of District funds. An estimate of the above costs is to be prepared and submitted by the host Club to the Cabinet and approved by the Cabinet in writing. Included in such costs may be those resulting from the presence of VIP guests invited by the Cabinet to either the business or social functions. The Host Club shall submit to the Cabinet for approval the proposed charges for the various social activities held in conjunction with the District Convention on the basis that any surplus realised on these activities shall be equally shared between the Cabinet and the Host Club and any deficit shall be borne by the Host Club, subject to an appeal for assistance to the Cabinet.
12 Section 3 a) If pursuant to Article VIII, 1, Subsection b), the duty of arranging the venue falls on the District Cabinet, then any surplus realised from the Social events shall be divided equally between the District Cabinet and the Host Committee participating in the detailed organisation of the Convention. The Host Committee may be one or several clubs who would therefore divide equally that portion allocated to the Host Committee. b) Any deficit resulting from the Social Events shall be borne by District funds. ARTICLE XI CLUB MEMBER'S FEES AND ANNUAL DUES The Entrance Fee and Annual Subscription shall be determined by the individual Clubs, but shall be adequate to cover their administrative costs and International, Multiple District and Single/Sub-District dues. ARTICLE XII CLUB FUND RAISING No Club shall raise or attempt to raise or cause to be raised any funds or subscriptions or donations in cash or in kind within the boundary of another Club without the prior approval in writing of that Club. ARTICLE XIII DISTRICT GOVERNOR'S MEMORANDA The District Governor shall ensure that all decisions which are made either with or without the advice of Cabinet and of which all Clubs in the District should be notified are promulgated by means of District Governor's Memoranda. Such Memoranda are to be forwarded to Clubs as soon after the date of the decision as is practicable and will be binding upon the whole membership until the District Governor ceases to hold office in that capacity. The District Governor Elect will review such decisions and ensure that such decisions then existing are reaffirmed, amended or cancelled, and Clubs advised accordingly, not later than within thirty (30) days of the date upon which he becomes District Governor. ARTICLE XIV AMENDMENTS This Constitution can be amended only by Resolution reported by the Constitution Nominations and Resolution Officer to a District Convention and adopted by an affirmative vote of not less than two thirds of the registered Delegates present and voting. Incoming Presidents will be issued with the District 105 BN Constitution OR amendments following the first Cabinet meeting of the fiscal year.
13 APPENDIX A DISTRICT 105-BN CONVENTION STANDING ORDERS 1. Chairman 1.1 The District Governor shall preside at all sessions of the District Convention. In his absence, the Vice District Governor shall preside. No Candidate for the post of District Governor shall preside over that part of convention during which the election of the District Governor takes place. 1.2 The Chairman shall have discretion in selecting speakers; in deciding on the number of speakers to any Resolution/ Amendment and in terminating discussion whenever he considers it appropriate. 1.3 The Chairman being entirely neutral shall not be a delegate of his Club and if at any time he wishes to express a personal opinion on a matter under discussion he shall vacate the chair for this purpose. 2. Speaker 2.1 On the Chairman standing, any speaker shall yield to the Chair and immediately resume his seat. 2.2 Any delegate wishing to speak on any Resolution/ Amendment or any other matter of business, must use a microphone when available, announce his name and Club and address the Chair. It is not necessary for the Constitutions, Resolutions and Nominations Officer to introduce himself each time he addresses Convention. 2.3 If a member of the Cabinet speaks on any Resolution/ Amendment or other matter of business he shall state whether he is representing the views of Cabinet or otherwise. 3. Resolutions & Amendments 3.1 Resolutions/Amendments will be moved and seconded as follows : By nominees on behalf of the Cabinet By Delegates on behalf of a Club (or of two Clubs when a Resolution is sponsored by more than one Club) If no Delegates are present from a Club submitting a Resolution/Amendment then unless that Club advises the Nominations and Resolutions Officer in writing at least ten (10) days before the commencement of Convention of the names of a proposer and seconder from another Club, the Resolution / Amendment shall be withdrawn unless Convention shall otherwise decide. With this one exception, no Resolution/Amendment may be withdrawn without the consent of Convention If a Resolution be withdrawn with the consent of Convention and there are one or more Amendments to that Resolution then the original Resolution suitably amended by the first amendment shall become the substantive Resolution All Resolutions/Amendments shall be moved and seconded before consideration by Convention, and not more than one Resolution/ Amendment shall be discussed at any one time A delegate shall not move more than one Amendment to any Resolution nor shall the mover of a Resolution move any Amendment to such Resolution Any Resolution of a financial nature shall be accompanied by a statement of the financial implications.
14 4. Emergency Resolutions The Chairman shall have discretion to accept and/or submit an emergency Resolution/Amendment for consideration at Convention provided :- 4.1 Where appropriate, the Resolution / Amendment was received by him in writing before the commencement of the opening session of Convention. 4.2 In his opinion the Resolution/Amendment could not reasonably have been submitted to the Nominations and Resolutions Officer on or before the closing date published for their receipt by him, and 4.3 Convention consents by a majority of registered Delegates present and voting to the Resolution / Amendment being so considered. 5. Delegates to speak once 5.1 Only the Chairman, or the Mover of a Resolution/Original Amendment, exercising his right of reply, shall speak more than once on any resolution. 5.2 Subject to the Provisions of Section 9 hereof, any other Delegate shall not speak more than once to the same Resolution / Amendment without the consent of Convention. 6. Time limit on speakers 6.1 The proposer of a Resolution/Amendment will be permitted a maximum of three minutes to put his case and after doing so shall formally move the Resolution / Amendment. Normally the seconder will formally second the Resolution and reserve the right to speak later. At the conclusion of the debate and before a vote is taken, the proposer of a Resolution /Amendment shall have the right of reply for the purpose of answering questions or clarifying points raised. He will not be permitted to introduce fresh arguments and shall not be allowed more than two minutes for this purpose. 6.2 With the exception of the time limits stated in Clause 6.1 every speaker in General Debate will be limited to two minutes and must direct his speech to the Report / Resolution / Amendment under discussion. 6.3 The times specified for speakers may be exceeded only with the approval of Convention. 7. Voting 7.1 The voting on any Resolution/Amendment on general business shall be by a show of Delegates Cards of those present and voting and the Chairman shall declare the result or order a count. If the Chairman's declaration is challenged by twenty (20) or more Delegates the votes shall be counted. 7.2 Any election of Candidate for office shall be by secret written ballot and the Candidate receiving a simple majority of the votes cast shall be declared elected. In the event of a tie, the Chairman of Convention shall have a casting vote. 7.3 In the event that there are three (3) or more candidates then the ballot shall be carried out using the single transferable vote system. By this system, the votes cast for the candidate receiving the least support are recast according to the subsequent choice as stated on the ballot papers. The process being repeated until one candidate receiving the desired simple majority of the votes cast shall be declared the winner. In the event of a tie, the Chairman of Convention shall have a casting vote. 7.4 Any election for the appointment of Host Town for future Conventions, shall be by secret written ballot and the Club receiving the largest number of votes cast shall be declared selected. In the event of a tie, following a show of hands or secret ballot, the Chairman of Convention shall have a casting vote.
15 8. Motion to proceed to next business Any Delegate, provided he has not already spoken on the matter under discussion, may move at any time that Convention proceed to the next business and if this Resolution is seconded the Chairman shall put the matter originally under debate to Convention after the Mover of that Resolution has been offered the right of reply. 9. Point of order or question Any Delegate may at any time ask a question or raise a point of order through the Chair but must confine the question or point of order to the subject before Convention. 10. Quorum A minimum of thirty five (35) voting delegates in attendance at Convention shall constitute a quorum. 11 Level of approval 11.1 Any Resolution on a Constitutional matter requires the approval of a majority of at least two thirds of the registered Delegates present and voting for a resolution to become effective All other resolutions and amendments require the approval of a simple majority present and voting for a resolution or amendment to become effective. 12 Suspension of standing orders Any one or more of these standing orders may be suspended by Resolution of Convention in relation to a specific item of business properly before Convention provided that at least two thirds of the Delegates present and voting shall vote for the Resolution.