2.1 Quorum No business shall be transacted by the Conference unless at least 100 delegates are present
2.2 Date The Conference shall be held on a suitable weekday in June of each year
2.3 Circulation of Papers The Forum Secretary shall issue to all delegates copies of the agenda and other necessary papers, to reach them at least 14 days before the Conference.
2.4 Order of Business The Executive Committee shall have responsibility for drawing up the order of business which shall be submitted for the approval of the Conference. The position of any item on the agenda may be altered on a motion carried before the order is approved. It shall also be open to the Chairperson (or other Chairperson for the time being) to invite the Conference to approve, without debate, a necessary change in the order at any time.
2.5 Executive Committee Report A written report on the conduct of the Forum business by the Executive Committee shall be issued to delegates at least 14 days before the Conference
2.6 Appointment of delegates
2.6.1 Delegates shall be elected by each affiliate in terms of clause VII (1) of the Constitution
2.6.2 In the event that a delegate is unable to attend the Conference a reserve delegate shall be appointed by the affiliated body and the Forum Secretary so notified without delay
2.7 Attendance of Individual Members and Other Individual Members Individual Members and Other Individual Members shall be eligible to attend Conference in terms of clause VII (1) of the Constitution
2.8 Notice of Motions
2.8.1 A notice of motion for debate shall not be placed before the Conference unless it has been submitted to the Executive Committee and a recommendation to Conference agreed.
2.8.2 Notices of Motions must be received by the Secretary at a date in April to be determined in each year by the Executive Committee. A notice of motion from an affiliate must be in writing and signed off by two office bearers of the affiliated organisation. A notice of motion from an Individual Member/Other Individual Member must be in writing and signed by the individual member. Entitlement to submit motions shall be a maximum of two motions and two amendments per affiliate, Individual Member and Other Individual Member.
2.8.3 All notices of motions shall be submitted to the Standing Orders Committee which shall decide those motions which may competently be debated by the Conference. Where there are two or more of similar content, the Standing Orders Committee shall make arrangements for the placing of a composite motion before Conference. The Standing Orders Committee shall also arrange the order in which the motion shall be considered.
2.8.4 To be deemed competent, a notice of motion must be unambiguous. Where any action is called for, such action must fall within the powers and objects of the Forum.
2.8.5 Notices of motions declared competent by the Standing Orders Committee shall be circulated to members not later than a date in April to be determined in each year by the Executive Committee.
2.8.6 Notices of motions declared incompetent by the Standing Orders Committee shall not be placed before Conference. Intimation of such rulings shall be sent to the individuals or affiliates not less than 7 days before the Conference. Final appeals by those submitting motions shall be heard by Standing Orders Committee on the day of the Conference.
2.8.7 The Executive Committee shall be empowered to bring a maximum of two motions before the Conference. any such motion shall be open to amendment by the Conference in accordance with Standing Order No 2.9
- 2.9 Amendments
2.9.1 An amendment to a notice of motion shall not be placed before the Conference unless it has been submitted to and a recommendation agreed by the Executive Committee
2.9.2 Amendments must be received by the Forum Secretary on a date to be determined in each year by the Executive Committee and no later than 21 days before Conference. A proposed amendment from an affiliate must be in writing and signed by two office bearers of the affiliated body.
2.9.3 A proposed amendment from an Individual Member/Other Individual Member must be in writing and signed and received by the Forum Secretary on a date to be determined in each year by the Executive Committee and no later than 21 days before Conference.
2.9.4 All proposed amendments shall be submitted to the Standing Orders Committee which shall depend on the competency and order of those amendments which may be debated by Conference. Intimation of such rulings shall be sent to individuals or affiliates not less than 14 days before the Conference. Final appeals by those submitting amendments shall be heard by the Standing Orders Committee on the day of the Conference.
2.9.5 To be deemed competent an amendment must add to or alter in part the original motion.
2.9.6 Amendments deemed incompetent by the Standing Orders Committee shall not be placed before Conference.
- 2.10 Timetable of Dates
The Executive Committee shall publish a timetable of dates in each year for the submission of the names of delegates, notices of motions and amendments and nominations of Auditors for the forthcoming year.
- 2.11 Conduct of Debate
2.11.1 The Standing Orders Committee may state a time limit for the consideraion of each section of the agenda. Motions and amendments not overtaken within the time available be deemed to have fallen.
2.11.2 A motion or amendment shall not be debated unless moved by a representative of its sponsoring body and seconded. It may be seconded formally.
2.11.3 A motion or amendment may be withdrawn at any time by the mover and with the approval of the Conference given without debate.
2.11.4 Movers of motions and amendments shall be allowed 5 minutes and other speakers 3 minutes.
2.11.5 Delegates may speak only once on any motion or amendment except that the movers of motions and amendments shall have the right to reply to any points raised during the debate. They shall not introduce any new matter.
2.11.6 In the consideration of an amendment the mover of the original motion shall have the right to close the debate.
2.11.7 A motion shall not be debated and voted on until all amendments have been disposed of, in the order in which they are placed by the Standing Orders Committee. When all amendments have been considered, the surviving motion shall be put to the Conference as the main question.
2.11.8 A delegate may raise a question of order or explanation at any time, but may not interrupt another speaker. The point must be stated without argument and the Chairperson's ruling thereon shall be final.
2.11.9 A delegate must be seated and cease speaking at the direction of the Chairperson.
- 2.12 Procedural Amendments
2.12.1 To put the question, it shall be competent at the conclusion of any speech for a delegate who has not spoken during the debate to move without comment that the question be now put. If seconded and if accepted by the Chairperson, the motion shall be put forthwith, subject to the right of the movers of amendments and motions to reply to the debate.
2.12.2 To remit the question to the ?Executive Committee. When all amendments have been disposed of, it shall be competent for a delegate who has not previously spoekn in the debate to move that the original or substantive motion be remitted to the Executive Committee for further consideration and decision.
2.12.3 To proceed to next business, it shall be competent for any delegate who has not previously spoken in a debate to move without comment that the Conference proceed to the next business. If seconded, the motion shall be put forthwith, and if carried, the question under consideration shall not be further debated.
2.12.4 To adjourn the debate. It shall be competent for any delegate to move that the debate be adjourned. If seconded, the motion shall be put forthwith, and if carried, the question under discussion shall not be further debated at that time but may be resumed at such later time as the Conference shall determine.
- 2.13 Voting
2.13.1 All questions of debate, election of Executive Committee and election of auditors shall be decided by a simple majority of those voting.
2.13.2 The normal method of voting shall be by a show of hands. Is hall eb open to any delegate to demand a count and if this call, without debate, is supported by a simple majority, this shall be granted by the Chairperson. when a count has been called, delegates must remain in their places until voting slips have been issued and collected. The Chairperson shall call, for this purpose, scrutineers from among the delegates who shall retain their rights to vote.
- 2.14 Suspension of Standing Orders
2.14.1 A motion to suspend Standing Orders must identify the particular order, and specify the purpose for which it should be suspended. It must be seconded and shall be carried only if supported by two thirds of those entitled to vote and present. Once the purpose of the motion has been fulfilled the proceedings shall revert immediately to Standing Orders.
2.14.2 The Chairperson shall not refuse a motion to suspend Standing Orders, but may delay putting it to the Conference until the completion of any discussion in progress.
- 2.15 Standing Orders Committee
2.15.1 The Standing Orders Committee fot the Annual Conference of the Forum shall be appointed by the Conference and shall hold office until the close of the succeeding Annual Conference.
2.15.2 The Committee shall comprise the Chairperson and Vice Chairperson of the Forum, the Forum Administrator, all ex officio, the immediate past Chairperson, who shall be the convenor of the Committee and 3 members who shall not be members of the Executive Committee, elected by the Annual Conference. The Conference shall also elect a reserve member to be available in the event of a casual vacancy arising in the course of the year.
2.15.3 Members of the Committee shall be entitled to attend and speak at the Annual Conference held during their term of office, but shall not be entitled to vote unless they are delegates in their own right.
- 2.16 Changes to Standing Orders Changes may be made to these Standing Orders only by means of a motion from the Executive committee, an affiliate or an Individual/Other Individual Member which is approved by two thirds of those voting at the Annual Conference. A motion for change must be submitted to the Forum's Secretary on a date to be determined in each year by the Executive Committee and not later than 21 days before Conference.