Standing Orders

Definitions

For the purposes of these standing orders the following definitions apply:

“QC2017” the collective of individuals registered as participants for the Queer Collaborations conference 2017.

“Participant” any individual registered as participating in the Queer Collaborations conference 2017.

“Conference Floor” refers to any meeting convened in accordance with standing order 3. Conference Floor represents the collective position of Queer Collaborations.

“The Chair” this collectively refers to the facilitators elected to chair the session of Conference Floor.

“Secretary” the person or persons elected under standing order 7.5.

“Motion” means a proposed decision of conference floor.

“Resolution” means a motion that has been passed by the requisite majority voting in its favour.

“Simple majority” means a majority of the votes (50% plus one) of the participants voting at the time.

“Shaker” is a synonym for seconder used by people who have been to QC too many times

Applicability

All sessions of Conference Floor shall be conducted in accordance with these standing orders

Scheduling Conference Floor

The times designated for conference floor shall be set by the QC2017 organising body.

The QC2017 organising body may adjust these times during the conference but must make a reasonable attempt to notify all participants as soon as possible.

An emergency session may be called by a petition bearing the signatures of at least 10 participants. The organising collective must schedule this session as soon as is reasonable to do so, and not later than 24 hours after receiving the petition.

Agenda

The agenda shall be the responsibility of the Secretary.

Any item submitted to the Secretary with reasonable notice shall be included in the agenda unless the Secretary rules it out of order.

Unless Conference Floor otherwise resolves, the ordering of the agenda will be as follows:

  1. Acknowledgment of Country
  2. Election of Facilitators
  3. Confirmation of Agenda Order
  4. Reports
  5. Grievance Collective
  6. Caucuses and Workshops
  7. Agenda Items with Notice
  8. General Business

Quorum

Quorum is defined as 25% of the participants for QC2017 registered as of the first day of the conference. For the purposes of calculating quorum fractions must be rounded up.

If quorum is not met within 30 minutes of the appointed time for Conference Floor or if at any point quorum is lost Conference Floor may continue however no decisions made by Conference Floor shall stand unless subsequently ratified by quorum either at that Conference Floor or at a later Conference Floor.

If a session of Conference Floor is declared inquorate but proceeds in line with standing order 5.2 and is later ratified by quorum the session is considered to be like any other session of Conference Floor.

Facilitators

The facilitators shall be elected from the participants present at Conference Floor in order to chair the meeting.

The role of the facilitators is to ensure that that the meeting is run correctly and smoothly.

The facilitators are responsible for the orderly progression of the meeting through agenda items.

If a motion or motions on Conference Floor specifically address an individual axis of oppression:

Previously elected facilitators should temporarily vacate the Chair unless they identify as a member of the affected population.

Only people who identify as a member of the affected population can nominate for facilitator for the duration of these motions, except if there are less than two persons nominated for such a motion then any nominees shall be automatically elected and there shall be a new call for nominations in which any participant may be nominated.

The participants acting as facilitators shall vacate the Chair if any of the following should happen.

The participant leaves the room;

The participant declares to Conference Floor that they intend to vacate The Chair; or

Temporarily for a motion regarding a specific axis of oppression is currently being discussed and the facilitator does not identify as a member of the affected population

If the Chair wishes to take part in substantive debate then they should vacate The Chair.

If a participant vacates the Chair then a new facilitator must immediately be elected from the members present.

If Conference Floor cannot elect two facilitators to hold the Chair then the meeting shall lapse from that moment and cannot be re-opened.

Secretary

The Secretary shall be elected from amongst the participants during the first session of Conference Floor of the conference in accordance with the General Election Procedure in Section 23.

The position of Secretary may be held by up two persons

In the event that the persons holding the position of Secretary cannot reach an agreement they may resolve the conflict with a procedural motion calling for dissent in the Secretary.

The Secretary’s power and responsibilities are as follows:

At the request of the Chair, when a Point of Order has been called, or during any other dispute regarding the interpretation or application of the standing orders the Secretary may advise the correct interpretation or application;

The Chair may request that the Secretary take the speaking list, or otherwise assist with the tasks contributing to smooth running of Conference Floor;

Receive motions for Conference Floor;

Assist participants who wish to draft motions to be submitted to Conference Floor; andhttp://qcgong2017.com/wp-admin/themes.php

Advise Conference Floor on best practice of meeting procedure in situations not included within these standing orders or where these standing orders are ambiguous.

The Secretary shall be present at all sessions of Conference Floor.

Manner and Right of Speech

Any participant desiring to speak shall make known such an intention to The Chair, or the individual the Chair has designated to manage the speaking list.

The Chair may adopt a progressive speaking list or any other method of order to ensure the smooth running of Conference Floor.

Once called upon by the Chair, the participant may speak.

Speakers may only be interrupted by the Chair, a procedural motion or a point of order or clarification.

The movers and shakers of a motion have the right to speak first in a discussion about that motion. These first speaking rights may be waived to another participant present at the Conference Floor.

If three male-identifying individuals have spoken in a row, then priority will be given to any non-male identifying individual who wishes to speak.

Formal Debate

The Conference Floor may resolve by a procedural motion to conduct discussion around a motion through formal debate.

The order of debate in formal debate shall be:

Mover;

Shaker;

Speaker against, followed by a speaker for, repeated until the list for or against is exhausted;

Mover’s right of reply;

No member, with the exception of the mover, may speak twice in formal debate.

In formal debate the following time limits apply, unless the meeting resolves otherwise:

Mover of a motion – 5 minutes

Right of reply, other speakers to motions, movers of amendments – 3 minutes

Other speakers to amendments – 2 minutes

All speakers to dissent in the chair, point of order or point of clarification – 1 minute

Voting

All participants shall have a vote.

Voting shall be by a show of hands, except where otherwise provided for within these standing orders.

The Chair shall determine the result of a vote by asking:

For those in favour of the motion.

For those against the motion.

For those abstaining on the motion.

After a motion is voted upon, the Chair must declare whether the motion has been passed.

On the immediate request of a participant, that participant’s vote shall be noted in the minutes.

A participant’s vote cannot be noted in the minutes if they do not consent for the vote to be noted.

A recount of a vote will be held if:

It is brought to the attention of the Chair that not every participant present took part in the vote;

At least three members request a recount be held before the Chair has moved to the next agenda item; or

The Chair resolves that the first vote was not conducted in accordance with these standing orders and a recount is required.

During the recount of a vote only those participating in the original vote may participate in the recount.

If during a vote the Chair is having difficulty counting votes by show of hands, the Chair may call for a division in which those who vote in favour move to one side of the room and those who voted against move to the other side of the room. Those abstaining from the motion will remain in the middle of the room.

Any motion fails if there are equal to or fewer “For” votes than either “Against” or “Abstain” votes.

Voting by secret ballot

Conference Floor may resolve by a procedural motion to conduct a vote by secret ballot.
If a vote is to be conducted by secret ballot the Chair will act as the Returning Officer and ballot papers must be provided to all participants voting. The participants must then indicate on their ballot whether they are ‘in favour’, ‘against’ or ‘abstention’ before submitting it to the Chair.

When voting in a secret ballot, participants must be provided with a space to fill their ballot in private if they do not feel the secrecy of their ballot will be maintained by voting in the room in which the Conference Floor is being held.

The Chair must allow participants at least two minutes to complete and submit their ballot vote. If all of the votes are submitted in less than two minutes, the Chair may proceed to begin counting as soon as the final vote has been submitted.

The Chair must allow any participant to observe the counting of the ballot if they wish.
Observers to the ballot count cannot handle the ballots at any point in time.

The Chair shall determine the formality of the ballot votes. If a participant writes some variation of the options outlined in standing orders 10.3.1-10.3.3 but the intention of the vote is clear, the Returning Officer must allow the vote to stand. If the intention of the vote is not clear, the Returning Officer must consider the vote an abstention on the motion.

If a participant fails to submit their voting ballot they will have considered to have abstained on the motion.

Once the ballot has been counted, the Chair must state to the meeting the number of votes in favour, against and abstaining and then declare whether the motion has been carried.

A recount of a secret ballot may only be conducted if at least three members request that a recount be held before the Chair has moved to the next agenda item.

Motions

All proposed decisions of Conference Floor must be in the form of motions.

Motions must be affirmative in nature.

All motions must be put in writing and submitted to the Secretary before the first item of Conference Floor.

All motions must have a mover and a shaker. If a motion does not receive both a mover and a shaker, the motion will lapse.

An official caucus or autonomous workshop of QC may both move and second a motion. Where a mover or shaker would be called to speak, a nominee from the caucus or autonomous workshop may speak.

The Secretary may rule out any motion that is:

Inconsistent with the Safer Spaces Policy or these standing orders;

Disrespectfully worded or ambiguous;

Too similar to a motion already being discussed or a resolution passed at a previous meeting;

Either directly or in effect, constituting either a negative of a resolution already passed meeting; at the same Conference Floor, or attempts to reverse the result of a motion lost when voted on at the same Conference Floor;

Contradictory to a resolution passed at a previous Conference Floor and that has not been rescinded;

Not relevant to the scope of the conference.

A mover or shaker of a motion may withdraw their moving or seconding at any stage before the motion is voted upon.

A motion may be withdrawn by the mover without the consent of the shaker but in such event, the shaker shall have a primary option to move the motion as originally proposed.
The mover or shaker of a motion may decide to amend the wording of the motion at any time before it is voted upon, as long as both the mover and the shaker are in agreement about the amendment.

Before putting any motion to a vote, the Chair shall read it or cause it to be read to the meeting.

Foreshadowed motions

A foreshadowed motion is a motion moved that is contradictory in meaning or intent to a motion that is being discussed.

A foreshadowed motion can only be moved in between speakers.

Foreshadowed motions shall be considered in the reverse order in which they were foreshadowed, unless the Chair resolves otherwise.

If a foreshadowed motion is passed, the motion it is foreshadowing lapses unless the Secretary rules that that motion and the foreshadowed motion are not mutually exclusive.

There will be no limits on how many foreshadowed motions can be moved during a meeting, so long as it is not in breach of standing orders 12.5.1-12.5.6

Amendments

An amendment is a proposed change to a motion by either inserting or removing word/s from the original motion.

An amendment can only be moved in between speakers.

All amendments must have a mover and a shaker. If an amendment does not receive both a mover and shaker, the amendment will lapse. The mover and the shaker of the original motion cannot move or second an amendment to that motion.

The Secretary may rule out any amendment that:

Is a direct negative of the motion; or

Would lead to the motion being ruled out for one of the reasons in standing order 12.5.

When an amendment is moved, the mover and shaker of the original motion being amended may decide to accept the amendment in which case the amendment is incorporated into the motion. However, both the mover and the shaker must agree for the amendment to be accepted.

If an amendment to a motion is not accepted by the mover and the shaker, the amendment will be discussed and voted upon. The amendment will be considered before the original motion is scheduled to be voted upon and if the amendment is carried, the original motion is in effect amended and will then be voted upon in the amended form.

Amendments shall be considered in the reverse-order in which they were moved, unless the Chair resolves otherwise.

Rescission of Resolutions

A resolution passed by Conference Floor may be rescinded at a later Conference Floor.

However for a rescission of a resolution to be considered at a Conference Floor:

There must be a reasonable attempt to circulate the motion to all participants at least at the beginning of Conference Floor; and distributed to all participants.

There must be reasoning for the rescission, in writing, attached to the rescission motion

If a resolution has also prompted an action that cannot be reversed, then that resolution cannot be rescinded.

If a rescission motion lapses, it may be moved again at a later meeting.
Procedural Motions

A procedural motion is a motion that relates to the conduct of meetings.

A procedural motion can be moved at any time during a meeting

A procedural motion requires only a mover and not a shaker,

A participant can only move a procedural motion outlined in Standing Orders 16.9.1-16.9.9 if they are yet to speak in the discussion or debate about that agenda item.

A member can only move one procedural motion per agenda item in a meeting.
If a procedural motion is moved in a session of Conference Floor and is not carried, the same procedural motion can still be moved at a later agenda item in the meeting.

Once a procedural motion had been moved it must immediately go to a vote.

Participants cannot abstain from voting on a procedural motion.

The forms of procedural motion that can be moved during a session of Conference floor.

They are as follows:

That the motion/s now be put to vote.

This procedural may not be moved unless the mover of the motion in question has been allowed to speak to the motion;

That the speaking list be closed now / at the end of the next speaker;

That the speaking list be re-opened;

That the speaker no longer be heard;

That a time limit be placed on speakers / not be placed on speakers;

That a time limit be placed on agenda items / not to be placed on agenda items;

That Conference Floor be adjourned;

That Conference Floor move onto the next item on the agenda;

That Conference shall move into formal debate;

That motions be moved en bloc;

If this motion is moved for all motions on the agenda, each shall be read and participants given the opportunity to star a motion, so it will not be moved en bloc

That Conference Floor shall consider a motion that was not submitted to the Secretary prior to the session of Conference Floor in General Business;

Dissent in the Chair;

Dissent in the Secretary; and

Vote of no confidence.

The Chair may move any of the procedural motions outlined in standing orders 12.9.1 -12.9.11.

Dissent in the Chair

Any ruling by the Chair may be challenged by a procedural motion calling for dissent in the chair.

Upon dissent in the Chair being moved the Chair must be vacated and the Secretary shall assume the Chair, but only for the procedural motion.

The mover must, in speaking to the motion, propose an alternative ruling.

The Chair, whose ruling has been challenged, may reply, with a speaking limit of two minutes.

The procedural motion must then be put to a vote with no further discussion.

If the procedural motion is passed, the alternative ruling proposed takes effect.

If the procedural motion lapses, the Chair’s ruling stands.

The Chair whose ruling has been challenged resumes the Chair as soon as the procedural motion has been voted upon.

Dissent in the Secretary

Any ruling by the Secretary may be challenged by a procedural motion calling for dissent in the Secretary.

The mover must, in speaking to the motion, propose an alternative ruling.

The Secretary may reply, with a speaking limit of two minutes.

The procedural motion must then be put to a vote with no further discussion.

If the procedural motion is passed, the alternative ruling proposed takes effect.

If the procedural motion lapses, the Secretary’s ruling stands.

Vote of No Confidence

Any persons elected under these standing orders, excluding those elected under section 22, may be removed by a procedural motion calling for a vote of no confidence.

If a vote of no confidence is called against the Chair of a Conference Floor, the Chair must be vacated and the Secretary shall assume the Chair, but only for the procedural motion. If the procedural motion is lost the Chair who was challenged resumes the Chair.

The person/s being challenged may reply, with a speaking limit of 2 minutes.

The procedural must then be put to a vote with no further discussion.

If the procedural motion is passed, the persons shall be removed from their elected position and elections shall immediately be held under the relevant standing orders the person/s were elected under.

If the procedural motion lapses, the person/s’ position is maintained.

Points of Order

A participant may at any time draw the Chair’s attention to a breach of these standing orders or an irregularity in the procedure by raising their hand and forming an “O” with their fingers.

The participant must state the breach or irregularity alleged and any ruling desired.

The Chair must then rule on the point of order.

Points of Clarification

Any participant at Conference Floor may at any time request a clarification of an issues raised in immediate debate by raising their hand and forming a “C”.

A point of clarification must be a factual question related to the substance of the matter under discussion.

The Chair must then rule on the point of clarification and, if necessary, request another participant of Conference Floor to respond.

Entrenched Elections

During the first session of Conference Floor of QC2017, election for the Grievance Collective and Listening Posts shall be held. These elections shall be held in accordance with the 2017 Grievance Policy and the General Elections Procedure in Section 23.

During the final session of Conference Floor of QC2017 elections for Queer Collaborations 2018 and Querelle 2018 shall be held.

A Returning Officer for these elections shall be elected no later than 48 hours before the final session of Conference Floor of QC2017.

Bids for these elections shall be submitted to the Returning Officer.

Nominees shall have 15 minutes speaking time.

Time for questions for each bid shall be allotted for after each bid has had their initial speaking time.

The process of election shall be determined by the number of nominees participating within it.

If there are more than two nominees there shall be two rounds of voting.

A first round of voting shall be conducted and the two nominees receiving the highest number of votes shall participate in the second round of voting.

The nominee to receive the highest number of votes in the second round of voting shall be declared elected.

If there are only two nominees, there shall be one round of voting with the nominee receiving the highest number of votes being declared elected.

A recount of a vote will be held if:
it is brought to the attention of the chair that not every participant present took part in the vote;

At least three members request a recount be held before the Chair has moved to the next agenda item; or

The Chair resolves that the vote was not conducted in accordance with these standing orders and a recount is required.

During the recount of a vote only those participating in the original vote may participate in the recount.

If during a vote the Chair is having difficulty counting votes by show of hands, the Chair may call for a division in which those who vote in favour move to one side of the room and those who voted against move to the other side of the room. Those abstaining from the motion will remain in the middle of the room.

For participants who are unable to participate in a division, the Chair shall accept the participant’s vote without the participant having to move.

General Election Procedure

This Election Procedure applies for the election of the Facilitator(s), Secretary(ies), Grievance Officer(s) and Listening Post(s).

Any participant may nominate themselves for election.

Once all nominations have been received, nominees may speak to their nomination for no longer than 1 minute. This length can be extended if necessary due to accessibility requirements.

Prior to the election, participants will have the opportunity to notify the Chair of any dissent for any nominee by raising their hand whilst nominees’ backs are turned to the voting delegation.

If there is no dissent against any nominee(s):

In the case of Grievance Officer and Listening Post elections:

A procedural motion may be moved to elect all nominees en bloc.

There is no limit to the number of Grievance Officers or Listening Posts who may be elected.

In the case of Facilitator and Secretary elections:

Each participant may cast two votes for two different nominees.

Participants may abstain from casting one of their votes or from the vote entirely.

The two participants with the highest number of votes shall be elected.

At most, only one of the elected nominees shall be male identifying individuals. In the event two individuals who identify as male receive the highest number of votes, then the nominee with the highest number of votes and the non-male identifying nominee with the most votes shall be elected.

If there is dissent against any nominee(s), all nominees will leave the room and the dissenter(s) will have the opportunity to speak towards their dissent to the voting delegation.

Once all dissenter(s) have spoken towards their dissent, the voting delegation will vote on each nominee in accordance with the procedures in Section 23.4.1.1 and 23.4.1.2 with the exception that elections must be conducted for each individual nominee.

Once all elections have taken place, nominees may re-enter the room and be notified of the election result without any discussion surrounding the procedure or contents of the dissent.

Modification of these Standing Orders

These Standing Orders can be modified by a resolution of Conference Floor.