Governance

Guild meetings

  1. 5.1    Ordinary General Meeting regulations
  2. 5.2   Special General Meeting regulations
  3. 5.3   Referenda regulations   

5.1 Ordinary General Meeting regulations

5.1.1 One ordinary general meeting is held in each semester.

5.1.2 The quorum for an ordinary general meeting is 100 members.

5.1.3 If no quorum is present at the expiration of 30 minutes from the notified starting time of the meeting, the meeting will lapse.

5.1.4 The Guild provides at least 10 University working days' notice of its intention to hold an ordinary general meeting.

5.1.5 The notice of an ordinary general meeting—

(a) will include—

(i) the purpose for which the ordinary general meeting is being held;

(ii) the date, time and location of the ordinary general meeting;

(iii) the closing date for submission of motions on notice; and

(b) must be—

(i) displayed prominently on paper no less than size A3 on the Guild noticeboards, the rotundas and other noticeboards on the campus; and

(ii) published in any official Guild publication where the publication schedule coincides with the notice period of the ordinary general meeting.

5.1.6 The President (or Vice-President) is entitled to chair each ordinary general meeting.

5.1.7 If the President (or Vice-President in the absence of the President) nominates not to act as chair, the members present will elect a chair from amongst the members present.

5.1.8 The order of business for the ordinary general meeting held during first semester is—

(a) confirmation of the minutes of the previous ordinary general meeting and of any special general meetings held since the previous ordinary general meeting;

(b) Guild President's report;

(c) consideration of the budgets of the Guild Council and the subsidiary councils for the current year;

(d) motions on notice; and

(e) general business.

5.1.9 The order of business for the ordinary general meeting held during second semester is—

(a) confirmation of the minutes of the previous ordinary general meeting and of any special general meeting(s) held since the previous ordinary general meeting;

(b) President's report;

(c) receipt of the annual report of the Guild Council;

(d) receipt of the balance sheet of the Guild, the auditors' report on the balance sheet and the financial statements of the Guild for the previous year;

(e) motions on notice; and

(f) general business.

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5.2 Special General Meeting regulations

5.2.1 A special general meeting may be called by a—

(a) resolution of the Guild Council or of the Guild Executive; or

(b) written request, signed by at least 50 members.

5.2.2 All resolutions and requisitions for a special general meeting must specify the business for which the meeting is called.

5.2.3 No other business will be discussed at the special general meeting.

5.2.4 A special general meeting must be held within 14 University working days from the date of the resolution or receipt of the requisition, at a time and place determined by the Guild Secretary.

5.2.5 If the Guild Secretary fails to call a special general meeting within 10 University working days of receipt of the requisition, any of the persons signing the requisition are entitled to call the meeting.

5.2.6 All motions on notice to be raised at a special general meeting must be received by the Guild Secretary, in writing, signed by both the mover and seconder, at least five University working days prior to the meeting date.

5.2.7 All motions on notice duly received by the Guild Secretary must be displayed on the Guild noticeboard for at least three University working days prior to the meeting.

5.2.8 Motions may only be moved or seconded by members.

5.2.9 Except with the consent of two-thirds of the members present at a special general meeting, no person may introduce any discussion on a subject which has not been duly inserted on the notice paper for that meeting.

5.2.10 These regulations concerning motions on notice will not be construed so as to affect the right of any member to move amendments to the motions

5.2.11 The chair of the meeting has an ordinary vote and a casting vote.

5.2.12 Only ordinary members may vote at a special general meeting.

5.2.13 Associate members may contribute to the discussion and are not permitted to vote.

5.2.14 Non-members may only address a special general meeting if they are granted leave by the Chair to do so.

5.2.15 Unless otherwise provided in these Regulations and subject to any specific motion of the Guild Council, motions passed by any special general meeting will be in the form of recommendations to the Guild Council.

5.2.16 Unless otherwise provided in these Regulations, all special general meetings are conducted in accordance with the standing orders.

5.2.17 A special general meeting must not be held during a non-teaching period at the University.

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5.3 Referenda regulations

5.3.1 A special general meeting that is properly convened or requisitioned in accordance with these Regulations may, with the approval of a majority of votes of those present, requisition the Guild Council to hold a referendum on any matter affecting the student body at the University.

5.3.2 The Guild Council will determine all matters of detail in connection with any referendum.

5.3.3 Referenda under this Regulation 5.3 can only be held once a year in conjunction with the annual Guild elections.

5.3.4 A petition signed by no less than 500 members, and setting out a referendum question, may petition the Guild Council to hold a referendum of members.

5.3.5 Upon requisition under Regulation 5.3.1 or petition under Regulation 5.3.4 in accordance with the Election Regulations, a referendum is conducted unless the Guild Council otherwise directs.

5.3.6 The Guild Council may hold a referendum of students or of Guild members alone, in relation to any question.

5.3.7 All students are entitled to one vote at any referendum of students under Regulation 5.3.

5.3.8 All members are entitled to one vote at any referendum of members only under Regulation 5.3.

5.3.9 Unless the Guild Council determines otherwise, a valid vote in a referendum has only 'yes' or 'no' written on a ballot paper (other than the text of the referendum itself).

5.3.10 A referendum is decided in the affirmative if 50 per cent plus one of the valid votes cast are in the affirmative.

5.3.11 A passed referendum will become the policy of the Guild.

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