I’ve attended a couple of annual meetings and wanted to pin down some common meeting procedures. Mainly because I’ve been looking for this kind of documentation myself and have not found any good drafts to start off with. I thought that I might as well share it here.
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Online version (current version)
Common Swedish Meeting Procedures
By Eric Gustafsson | FP: 20191004 | Rev: 20191101 | CC by-sa 4.0
§1 Procedures for Decision Making
§1.0.1 Voting rights
For eligibility to vote please refer to the by-laws. This document will refer to every person with voting rights as a delegate.
§1.0.2 Simple majority
Simple majority is used for decision making as long as the by-laws does not say otherwise. This means that the option with the highest number of votes wins.
§1.0.3 Voting method order for all questions besides election of people
- Open acclamation
- Open vote count
- Ballot voting
When voting for a proposal, motion or other decision where the board has uttered an opinion, the boards proposal should first be counter-propped first. The only exception being if it’s an election of a person.
To leave a claim one must write it down on a piece of paper. For it to be eligible it must mention who wrote it (number or letter on voting slip) and what question on the agenda it regards.
§1.1 Voting methods
§1.1.1 Open acclamation
The standard method of voting for all questions besides the election of a person is open acclamation. This means that the delegates raise their voting slip and says yes for the option they support.
§1.1.2 Open vote count
All delegates hold up their voting slips and the vote counters count the result.
§1.1.3 Ballot vote
The standard method of voting for all elections of persons. Ballots are handed out to all delegates and they write their vote on the ballot. The ballots are then collected folded over, in a bowl, by the vote counters. The vote counters count the votes and makes sure that the number of votes corresponds to the number of present delegates.
§1.2 Election of a Person
§1.2.1 Voting method for personal elections
Voting in elections of persons should always be done by ballot vote.
§1.2.2 Procedures for election of person
- All candidates nominated for the position currently discussed should exit the room.
- The candidates will enter the room one at a time, and hold a 5 minute presentation about themselves.
- After every presentation the nomination committee shall ask a selection of two questions from the interview to the candidate. The same two questions have to be asked to all candidates.
- After the nomination committee has asked their questions the audience can ask general and personal questions to the candidate.
- After all candidates present (or on link) have presented themselves it is time for debates. For rules, please read debate conduct.
- General questions: a question applicable to all candidates running. All general questions must be asked to all candidates running for that position.
- Personal question: a question only applicable to that one candidate. This question does not have to be asked to any other candidate.
§1.2.4 Debate conduct
One is not allowed to speak against any one candidate, only for another candidate. In case a person holds information that demonstrates the direct eligibility of a candidate or that a candidate is a threat to the organisation this information should be relayed first to the meeting presidium which will call a paus of the meeting and assemble the nomination committee.
§2 Interactions with the meeting
§2.0.1 Matter of fact questions
Matter of fact question is a question with the purpose of dubbel check a factual statement durring the meeting.
§2.0.2 Procedural questions
A procedural question is directed to the presidium including operational controllers and shall refer to meeting procedures.
§2.0.3 Speak or debate
To speak out on a question one raises ones voting slip.
§3 Eligibility of decisions
§3.1 Motions and propositions
In accordance with organisational praxis the meeting shall not take decisions on behalf of other organisations. If a motion or proposition is improperly written the motioner should be given the option to reformulate the motion so it is properly written.
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