Procedures for meetings
Realising that meetings may require different approaches the following shall serve as a guide line for meetings.
- Meetings shall be convened and facilitated by the co-chairs and or the facilitators of commissions.
- Members of the Committee who are unable to attend the meeting need to inform the co-chairs of the reasons for their absence and apologise for such absence in advance, except in exceptional cases.
- All proceedings of the meetings shall be recorded by an official minute keeper.
- The minutes of the previous meeting shall be adopted once corrections have been made.
- Reports back need to be submitted in writing.
- During discussions around aspects of the organising the following shall be adhered to:
- Remarks to be directed through the facilitators.
- If decisions have already been taken by a quorum discussion can not be entered into again.
- Discussions should be aimed at coming to a consensus around issues.
- Once discussions have ended a resolution shall be drafted and recorded.
- All resolutions shall be proposed and seconded by members attending the meeting.
- Any resolution drafted by the Organising Committee shall be passed by voting procedures. A majority (50 + 1) shall ensure that the resolution is passed. A quorum of the committee needs to be present when such resolutions are passed.
- Before the meeting is adjourned the date for the next meeting shall be set.