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Council Standing Orders

1 COUNCIL MEETINGS
2 THE SECRETARY, TREASURER AND MANAGER
3 THE CHAIRMAN
4 NOTICE OF MEETINGS
5 MINUTES
6 ORDER OF BUSINESS
7 MOTIONS
8 PROCEDURAL MOTIONS
9 RULES OF DEBATE
10 VOTING
11 POSTAL OR ELECTRONIC DECISION MAKING
12 RESCINDING OF COUNCIL RESOLUTIONS
13 COUNCIL COMMITTEES AND PANELS
14 COUNCIL PRACTICE BOOK AND SIGNIFICANT DECISIONS
15 GUESTS AT MEETINGS
16 COUNCIL VACANCIES
17 CONSTITUTION OF THE ASSOCIATION
18 INTERPRETATION OF LAWS, RULES AND REGULATIONS
19 AMENDMENTS TO STANDING ORDERS
20 SUSPENSION OF STANDING ORDERS
21 ATTENDANCES
22 CONFLICTS OF INTEREST

 

THE CROQUET ASSOCIATION

STANDING ORDERS OF THE COUNCIL

April 2016 Edition

In this document use of the masculine gender shall be deemed to include the feminine gender

1 COUNCIL MEETINGS

1.1 The first ordinary meeting of the Council in each yearly session shall normally be held on the day of the Annual General Meeting of the Association.

1.2 Further ordinary meetings of the Council in each yearly session shall be held on such days and at such times as the Council may decide.

1.3 A special meeting of the Council may be called by the Chairman or, in his absence, by the Vice-Chairman; or by any five members of the Council on giving written notice to the Secretary of the Association. Fourteen days notice must be given of any special meeting and no business other than that specified in the notice of the meeting may be transacted at that meeting.

1.4 The quorum for any meeting of the Council shall be as specified in Clause 23 of the Constitution of the Association. If within half-an-hour of the time appointed for any meeting to begin a quorum is not present the meeting shall be dissolved.

2 THE SECRETARY, TREASURER AND MANAGER

2.1 The "Secretary" and "Treasurer" in this document are the Honorary Secretary and Honorary Treasurer of the Association appointed under Clause 20 of its Constitution. They are responsible to the Association through Council for providing independent leadership and guidance in matters relating to administration and finance respectively, encouraging the highest standards of integrity, effectiveness and openness, and have a duty to ensure the Association's regulatory compliance. Specific duties for them may be determined by the Council from time to time and recorded in the Council Practice Book.

2.2 The "Manager" is the Manager of the Association appointed under Clause 21 of its Constitution. The Manager reports to the Chairman of Council with functional reporting relationships to the Honorary Secretary and Honorary Treasurer and is responsible for the operation of the Association's administrative and commercial activities.

3 THE CHAIRMAN

3.1 An individual may not hold office as Chairman of the Council for a period exceeding three years in succession but shall be eligible for re-election after an interval of five years from the end of his previous tenure of office.

3.2 The chair at all meetings of the Council shall be taken by the Chairman or, in his absence, by the Vice-Chairman; or, if both are absent, by a member of the Council elected for that meeting only.

4 NOTICE OF MEETINGS

4.1 The Notice must be signed by the Secretary and state the date, time and place of the meeting and the business to be transacted (the Agenda) in the order in which it is to be taken.

4.2 The Notice must be posted, emailed or otherwise distributed to each member of the Council at least seven clear days before the date of the meeting.

5 MINUTES

5.1 Initial, and if necessary revised, drafts of the minutes of the meetings of Council and its committees shall be circulated to those present as soon as possible after each meeting. A draft will be taken as approved if no requests for corrections to it are received by the chairman of the meeting within a week of it being circulated, or, in the event of a disagreement, if agreed by a simple majority of those present.

5.2 Except for the Executive Committee, the chairman shall ensure that the approved minutes are published to Associates on the website, together with any reports and agreed policy papers referred to therein, and a signed copy sent to the CA Office. This should normally be done within 4 weeks of the meeting.

6 ORDER OF BUSINESS

6.1 The order of business shall normally be as follows unless otherwise decided by the Chairman:

  1. Matters arising out of the minutes;
  2. Business appointed for the meeting by a resolution of a previous meeting.
  3. Report of the Management Committee and other reports;
  4. Adjourned debates
  5. Motions for debate (of which proper notice has been given) in the order in which they appear on the agenda paper.
  6. Routine Business and Correspondence
  7. Questions to the Chairman;
  8. Policy matters for consideration at a later meeting;
  9. Any Other Business;
  10. Date of Next Meeting.

6.2 The Chairman may propose that the lack of notice or of a paper for discussion shall not prevent the Council from discussing an urgent matter. If the Chairman's motion is carried (by a simple majority of those present and voting) the matter may then be dealt with accordingly.

6.3 Discussion of the Management Committee Report should be confined to those matters which the Management Committee have indicated are matters which concern policy and need therefore to be referred to the Council. Any Council member who wishes to raise a matter, either on the Report itself or connected with the work of a Standing Committee, which has not been indicated by the Management Committee as a matter of policy must, prior to the Council Meeting have discussed the matter with the appropriate Standing Committee Chairman.

7 MOTIONS

7.1 Notices of Motions, of amendments thereto and of withdrawals of Notices of Motions which are to appear on the Agenda for a meeting of the Council must normally be e-mailed or sent to the Secretary in writing signed by the members of the Council giving them and be received by him at least fourteen days before the date of the meeting.

7.2 Nevertheless a Motion of which notice has not been given as provided by Standing Order nod. 7.1 above may be moved at any time during a meeting of the Council if it is deemed to be a matter of urgency and a majority of not less than three-fifths of the members present and voting shall consent thereto.

8 PROCEDURAL MOTIONS

8.1 The following motions may be moved without notice and need not be in writing:

  1. For the precedence of any particular business.
  2. For the reading or answering of correspondence or other documents.
  3. To refer any matter to a committee.
  4. To appoint any business for consideration at a future meeting.
  5. To refer a recommendation of a committee back for further consideration and report.

9 RULES OF DEBATE

9.1 Any Motion of which notice has been given may, in the absence of the giver of such notice, be moved by any other member of the Council.

9.2 Every Motion must be moved and seconded before it can be considered by the meeting. Once seconded it may not be withdrawn without the consent of a simple majority of the members.

Amendments

9.3 The mover and seconder of the Motion are entitled to speak before any amendment is moved. However, the seconder may elect to postpone his speech until later in the debate and in that event an amendment may be moved at any time after the mover has spoken.

9.4 The mover and seconder of a Motion may themselves move an amendment to it, but only with the consent of a simple majority of the members.

9.5 An amendment must be relevant to the motion on which it is moved and must not merely negate the motion. No substantive motion may be moved in the form of an amendment.

9.6 Amendments need not be in writing but amendments in writing delivered to the Chairman before the meeting shall be dealt with before any others.

9.7 An amendment must be moved and seconded before it may be considered. Only then is the mover, and the seconder if he so wishes, entitled to speak to the amendment. An amendment, once seconded, cannot be withdrawn without the consent of the meeting.

9.8 No other amendment may be moved until the first has been disposed of.

9.9 If an amendment is rejected, other amendments may be moved on the original motion.

9.10 If an amendment is carried, the motion as amended shall take the place of the original motion and become the main question upon which further amendments may be moved.

Speakers

9.11 A member must stand and address the Chairman when speaking to a motion. If two or more members rise at the same time, the Chairman shall decide to whom priority shall be given.

9.12 A member must direct his speech strictly to the motion and amendments under consideration, or to a motion or amendment to be proposed by himself, or to a question of order.

9.13 If the Chairman wishes to speak to a motion or any amendments thereto he may relinquish the Chair prior to the debate in favour of another member who does not intend to speak.

9.14 Subject to Standing Orders nod. 9.15, 9.17 and 9.18 below, a member may not speak more than once on any motion or amendment.

9.15 The mover of the original motion may reply at the end of the debate but must confine himself to answering previous speakers and not introduce new matter.

9.16 The mover of an amendment has no right to reply.

9.17 At the discretion of the Chairman, a member may speak briefly in explanation if it appears that his argument has been materially misunderstood. He must state concisely the point he desires to explain and confine himself strictly thereto.

Points of Order

9.18 A member may at any time address the Chairman on a Point of Order arising during the debate but must confine his observations strictly thereto.

9.19 The decision of the Chairman shall be final upon all Points of Order.

Termination of Debate

9.20 A motion "that Council do now proceed to next business" or "that the debate be now adjourned" or "that the Council do now adjourn" may be moved at any time and takes precedence over any amendments. It requires a mover and seconder and shall be put forthwith without speech or debate except that the mover of the original motion being debated retains his right of replying to the debate when adjournment is proposed, but not otherwise. If the terminating motion is not carried no further motion to the same effect may be moved in respect of the same debate within half an hour.

9.21 If the Chairman believes that the evident sense of the meeting is in favour of closing a debate, he may, at the request of a member and without any further debate, propose a motion "that the question now be put". If this is carried by the simple majority of the members present, a vote shall at once be taken on the motion under discussion.

10 VOTING

10.1 Voting shall be decided ordinarily by a show of hands.

10.2 A simple majority of those present and voting will decide the issue for all motions other than those specified below in Standing Order nod. 10.3. The Chairman is entitled to vote and in the case of an equal division of votes shall have a second or casting vote.

10.3 A majority comprising at least three fifths of the members of Council present and voting is required to carry a motion:-

  1. To allow consideration as a matter of urgency of a motion that would ordinarily require prior notice of it to be given.
  2. For the rescinding or alteration of a Council Resolution under Standing Order nod. 12.1 below.
  3. For the alteration of the Constitution of the Association.
  4. For the amendment of, or confirmation of changes in, Standing Orders.
  5. For the temporary suspension of Standing Orders.

11 POSTAL OR ELECTRONIC DECISION MAKING

11.1 The Chairman may ask all members of Council, by post or electronic means, to vote on a motion between meetings if he believes the matter to be urgent and not important nor contentious enough to justify calling a special meeting.

11.2 Such votes shall be cast by communicating them to the Secretary by post or specified electronic means within the voting period, which shall be at least 10 days. Any member of Council who believes that the matter should be discussed at a meeting may require the vote to be abandoned by asking the Secretary to do so before the end of the voting period, otherwise the Secretary shall then announce the result.

11.3 The majority required by Standing Order nod. 10, with at least seven votes in favour and no more than four against, is required to carry the motion.

12 RESCINDING OF COUNCIL RESOLUTIONS

12.1 A Council Resolution may not be rescinded or altered within six months of having been passed except at a special meeting called for the purpose, at which meeting the motion embodying the rescission or alteration shall require a majority vote of at least three fifths of the members present and voting if it is to be carried.

12.2 The rule in the above Standing Order nod. 12.1 does not apply to resolutions passed in accordance with Standing Order nod. 13.4 below nor 11.3 above.

13 COUNCIL COMMITTEES AND PANELS

13.1 Pursuant to Clause 25 of the Constitution of the Association the Council may

13.1.1 From among its members, elect a Management Committee and other such Standing Committees with such terms of reference and powers to act as may be necessary or convenient for the purposes for which the committee is appointed.

13.1.2 Appoint members of Council and other Individual Members to the pool of people available to serve on Disciplinary Panels.

13.1.3 Appoint current and past Presidents, Vice-Presidents, Chairmen of the Association and if necessary other Individual Members to the pool of people available to serve on Appeals Panels. A member of an Appeals Panel must not consider an appeal against a decision of a Disciplinary Panel of which he was a member.

13.1.4 No member of a Disciplinary or an Appeals Panel may adjudicate on a matter concerning a member of a club, or the club itself, of which he is a current or former member.

13.2 Subject to the constraints laid down in the Council Practice Book, Standing Committees may co-opt any Individual Members to serve on those Committees, whether or not they are members of Council. Such persons shall be entitled to vote in committee.

13.3 The composition, manner of conducting business, duties and powers to act of the Standing Committees and the Disciplinary and Appeals Panels as determined from time to time shall be recorded in the Council Practice Book maintained as provided under Standing Order nod. 14.1 below.

13.4 Any matter affecting the committees and panels which is pursuant to the above Standing Orders nod. 13.1.1, 13.2 and 13.3 may be changed by means of a Motion at the Council meeting without notice. If it is carried (by a simple majority of those present and voting) it comes into immediate effect, does not require ratification at a subsequent Council Meeting and is not subject to the constraints in Standing Order nod. 12.1.

14 COUNCIL PRACTICE BOOK AND SIGNIFICANT DECISIONS

14.1 Document(s) shall be kept by the Secretary for the purpose of recording:-

  1. Council Resolutions concerning the composition, manner of conducting business, duties and powers of the Management Committee, other Standing Committees and Disciplinary and Appeals Panels of the Council as required by Standing Order nod. 13.3 above.
  2. Council resolutions affecting the application of the Standing Orders of the Council.
  3. Other Resolutions of Council which are regarded as significant and of continuing import.

14.2 The Document(s) may also contain such administrative detail appertaining to the conduct of Council business as the Secretary may deem appropriate but such material shall not have any continuing authority unless so resolved by the Council.

15 GUESTS AT MEETINGS

15.1 The Manager and the Editor of the primary magazine of the association ("The Croquet Gazette") shall ex officio be entitled to attend all meeting of the Council.

15.2 The Chairman or, in his absence, the Vice-Chairman may invite a person or persons who are not members of Council to attend any meeting of Council if he considers that person's attendance would be in the interests of the Association.

15.3 Persons attending by virtue of the provisions in Standing Orders nod. 15.1 or 15.2 above shall be entitled to speak but not to vote or be counted in the quorum for the meeting.

16 COUNCIL VACANCIES

16.1 Members of Council wishing to retire at the end of the session or who are retiring by rotation and not intending to seek re-election should inform the Secretary before the Spring meeting of the Council. At that meeting the Secretary shall inform the Council of the number of vacancies for membership of Council for the next session and the number of members of Council who, although retiring by rotation, are seeking re-election.

17 CONSTITUTION OF THE ASSOCIATION

17.1 Any motion on matters affecting the Constitution of the Association must first be passed by a majority of at least three fifths of the members of the Council present and voting and is then submitted as a Motion of the Council to a General meeting of the Association for ratification.

18 INTERPRETATION OF LAWS, RULES AND REGULATIONS

18.1 The Chairman of the Association Croquet Laws Committee may, subject to the provisions of Clause 27(c) of the Constitution of the Association, issue rulings on questions arising from the interpretation of the Laws of Association Croquet and the Regulations for Tournaments or the Instruction to Referees and Examining Referees without confirmation from the Council. The chairman of the Golf Croquet Rules sub-committee has equivalent powers with regard to Golf Croquet.

19 AMENDMENTS TO STANDING ORDERS

19.1 These Standing Orders may be amended at any meeting of the Council by a motion (either with or without notice) which is passed by a majority of three fifths of the members present and voting. The changes then have immediate effect but if they are to remain in permanent force they must be confirmed at the next following ordinary meeting and again passed by a three fifths majority of the members present and voting.

20 SUSPENSION OF STANDING ORDERS

20.1 These Standing Orders may be suspended at any meeting of the Council by a motion (either with or without notice) which is passed by a three fifths majority of the members present and voting. The member moving the suspension must clearly state the nature and urgency of his business, the numbers of the Standing Orders affected and the length of time (not exceeding 30 minutes) he desires suspension to last. At the option of the meeting a further extension of time may be allowed.

21 ATTENDANCES

21.1 A table showing the attendance of each member at Council meetings shall be prepared by the Secretary.

22 CONFLICTS OF INTEREST

22.1 A register showing the commercial interests and their family commercial interests of all current Council and Committee members shall be maintained by the Secretary. All such members are obliged to provide this information to the Secretary and to ensure that the information is at all times up-to-date.

22.2 Where a member of the Council or a member of any committee formed by the Council has a financial or commercial interest in an item for discussion and/or decision at a Council or Committee meeting he must either withdraw from the meeting while the matter is discussed and/or decided; or, if he remains in the meeting, he must declare his interest in the matter and not contribute to the discussion or vote on the matter.

22.3 Members of the Executive Committee or of the Management Committee are not allowed to represent their personal and/or commercial interests in any discussion in Committee or in the Council.

22.4 If any contracts are let out on a regular basis Council must decide whether to appoint a commercial panel to undertake routine negotiations on behalf of the Council and its committees. This panel will exclude any members who may have a conflict of interest.

 

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