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A Guide for Branches of the Association


 

 

 


The NSW Greyhound Breeders, Owners & Trainers' Association

 

A Guide for Branches of the Association

February 2007

Contents:

 

Sample Standing Orders for Branch Meetings

Procedure for Conduct of Elections at Branch

Annual General Meetings

 

Role of Branch Officials

 

 

Presented to Branches February 2007

 

 

 

 

 

 

Section 1

Standing Orders for Branch Meetings

 

Branch members are advised that Directors of the Association believe that it is important for all branches to adopt Standing Orders for their meetings. The following is a sample form of basic Standing Orders which may assist branches in formalising meeting procedures.

1.   Branch Meetings:  

 

Meeting Date and Time

Every branch shall meet once a month at a time agreed to at the February AGM every year. This time to be consistently maintained during the year. The time is to be advised to Head Office following the Branch's AGM for advertising on the Association's website.

Quorum

A quorum for a Branch meeting is ten members as outlined in the Association's Articles of Association.

 

 

2.   Branch Meeting Agenda

 

A suggested Agenda for a Branch Meeting is below. This agenda is intended to be flexible to accommodate the individual needs of a branch and is a guideline only.

 

•  Chairman Opens Meeting/Welcome

•  Apologies   

•  Reading , Confirmation and Adoption of Previous Meeting Minutes

•  Business Arising from the Minutes of the Previous Meeting

•  Correspondence (Inward/Outward)   

•  Treasurer's Report     

•  District Association Report (if applicable)     

•  Point Score Report

•  Directors Report

•  Any other reports or social activities relating to the specific branch

•  General Business

•  Closure of Meeting     

 

Notes relating to Agenda Items:

 

Chairman Opens Meeting/Welcome

Chairman opens the meeting and welcomes any guests, speakers etc. Any changes to the meeting agenda can be advised at this point.

Reading , Confirmation and Adoption of Previous Meeting Minutes:

The minutes may be accepted as read if the Secretary has circulated the previous minutes to all members prior to the commencement of the meeting and members consider them read. If not they should be read to the meeting. The Chairman should seek a motion taking the minutes as read, with such motion being supported by a majority of members in attendance.

 

The Chairman should then seek a motion confirming the accuracy and adoption of the minutes as being a true and correct account of proceedings of the previous meeting.

 

In seeking such a resolution, the Chairman must accept discussion as to any suggested changes to the minutes. Any changes must be agreed to by the majority of members who were in attendance at the previous meeting.

 

Business Arising from Minutes of Previous Meeting:

 

This agenda item should permit the discussion of any business arising from the previous meeting (or meetings with regard to ongoing business).

 

The Chairman should ensure that any motions raised as a result of discussion arising in this agenda item are moved, seconded and carried by a majority vote of members in attendance.

 

Correspondence (Inward/Outward)

Correspondence:

Inward : to be accepted, discussed or noted depending on content and formally received.

 

Outward: to be accepted and noted and endorsed, if necessary.

 

The Chairman should seek a motion supporting the above actions as necessary with such motion being seconded and carried by a majority vote of members in attendance.

 

Treasurer's Report:

Updated Income and Expenditure report and balance of Branch's accounts.

 

Members may wish to appropriately raise with the Treasurer, through the Chairman, any financial matters relating to the Branch.

 

The Chairman should seek a motion receiving the Treasurer's report, with such motion being seconded and carried by a majority vote of members in attendance.

 

District Association Report:

This agenda item should provide for the following:

•  A report by Branch delegates on the most recent District Association meeting, including an outline of motions forwarded to Directors and replies received.

•  Discussion and confirmation of any motions to be sent to the District Association.

 

The Chairman should seek a motion receiving the delegates report and the motion should be seconded and carried by the majority of members in attendance.

 

The Chairman should also seek a motion supporting any motions to be put to the District Association and the motion should be seconded and carried by the majority of members in attendance.

 

Please note: This agenda item only refers to Metropolitan and Newcastle & Hunter River Branches.

 

Point Score Report:

Updated report on the Point Score categories.

 

The Chairman should seek a motion to receive the Point Score Captains report and the motion should be seconded and carried by the majority of members in attendance.

 

Directors' Report:

Directors visiting the Branch may wish to give members an updated report on matters relating to the Association.

 

The Chairman should seek a motion to receive the Director's report and the motion should be seconded and carried by the majority of members in attendance.

 

Any other reports or social activities relating to the specific branch:

 

This section of the agenda can be used to suit the specific needs of the branch.

 

The Chairman should ensure that a motion is moved to receive any reports that may be submitted and the motion should be seconded and carried by the majority of members in attendance.

 

General Business:

This agenda item provides an opportunity for members to raise new business, including information exchange considered important to members and issues of concern. It is possible that motions will be moved and passed during general business. These motions may require further action by Branch Officials such as:

•  Writing to Directors regarding an issue.

•  Writing to Directors with particular requests or suggestions.

The Chairman should ensure that any motions arising are seconded and carried by a majority vote of members in attendance.

 

Closure of Meeting:

Time of meeting to be noted and recorded.

 

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3.   Motions

 

a.

Content of Motions

 

All motions put for resolution should reflect the members' decisions/wishes. They must, where applicable, contain all known information relative to the motion (where, when, what). This applies, in particular, to motions put forward to the District Association where accuracy and detail of information are of extreme importance.

 

b.

Amendments to Motions

Amendments can be put to motions, if they do not change the intent of the original motion. Only the mover of a motion has the right of reply to an amendment. Once the amendment is carried it becomes the motion.

 

c.

Rescission Motions

Once a motion becomes a resolution, a rescission motion cannot be moved at the same meeting. A member must give notice of intent to move a rescission motion at a subsequent meeting.

 

d.

Point of Order

During discussion on a motion, any member who believes that the speaker is not speaking to the motion, not speaking in an acceptable manner or having already spoken, may raise a ‘ Point of Order' and the Chairman of the meeting should act to correct the speaker accordingly.

 

e.

Chairman's Casting Vote

The Chairman of the meeting will have the casting vote when the voting on a motion results in a tie.

 

4.   Meeting Conduct

 

•  Any member who wishes to speak should raise their hand and when called upon by the Chairman, address the meeting through the Chairman. If two or more members raise their hand at the same time, the Chairman shall indicate which member speaks first.

 

•  When the Chairman speaks, any member indicating their wish to speak shall wait until the Chairman has spoken.

 

•  The ruling of the Chairman shall be final.

 

•  If a member disagrees with the Chairman's ruling, the member must put a motion indicating that ‘the Chairman's ruling is disagreed with'. The Chairman should then vacate the Chair. The Chair is then occupied by the Vice Chairman or, in his/her absence, a member elected by a simple majority of the members. The debate on the original motion should be suspended and the Chairman's ruling discussed and a decision taken. Following such discussion and decision the former Chairman shall resume the Chair.

 

•  No member should leave the meeting without the acknowledgement of the Chairman.

 

 

5.   Questions to Directors/Guest Speakers

 

a.   Questions to Guest Speakers

Questions to guest speakers should be in a form agreed to by the speaker and Chairman prior to the meeting and should not deviate from the speaker's discussion subject.

 

b.   Questions to Directors

Members may, through the Chairman, request from a Director:

 

•  Explanations regarding Association policy and its application.

•  General information on decisions of the Board of Directors.

•  Clarification of any points made in a speech to members.

 

 

c.   Members may not request from a Director:

 

•  A personal opinion.

•  A legal opinion.

 

 

At all times, members should put any questions forward in a professional, non-confrontational and non-threatening manner. The Chairman should ensure that all members abide with appropriate behaviour in this regard. Members should also be aware that, in order for the Board of Directors to function effectively, some matters and will remain confidential to the Board. Directors obviously seek to minimise the number of confidential matters but, nevertheless, there will be some.

 

 

6.    Suspension of Standing Orders.

Suspension of Standing Orders occurs when the procedure of a meeting is temporarily discontinued for the conduct of other matters (ie elections, speakers etc). Any suspension should be recorded in the minutes of the meeting.

Section 2

Conduct of Elections for Branch Annual General Meetings

 

 

Under the NSW GBOTA's ‘Articles of Association' branch elections must be held during the branch's Annual General Meeting in February each year. Occasionally, an additional election for office bearers may be required – due to resignation or other reasons.

 

All persons nominated, all persons accepting a position and all persons voting at any election must be financial members of the NSW GBOTA. Intending members, visitors, or guests are not eligible to either stand for a position or vote.

 

 

For Branch Annual elections a suggested procedure is:

 

•  A Suspension of Standing Orders should be moved, seconded and carried while the outgoing Chairman still has the Chair and resumed following the completion of the elections.

 

•  The Chairman calls for nominations for a person to act as Returning Officer, such person must not be a person standing for office at that election.

 

•  The Returning Officer then takes the Chair and calls for persons to be nominated as Scrutineers. The persons acting as Scrutineers must not be persons standing for office at that election. A maximum of three Scrutineers is adequate.

 

•  The Returning Officer then outlines the procedure for the ballot.

 

•  The Returning Officer then calls for nominations for:

•  Chairman

•  Vice-Chairman

•  Secretary

•  Treasurer

•  Other positions as the Branch make-up requires.

At any election for any position, or positions, the Returning Officer can accept a written acceptance of nomination from a person not present at the election.

 

•  The Returning Officer then calls for (i) a seconder for the nominations and then (ii) asks the nominated person if they are prepared to take the position.

 

•  Scrutineers assist the Returning Officer in collecting and checking the ballot papers. In the event of a dead-heat another ballot may be conducted unless one candidate involved in the dead-heat concedes to the other candidate.

 

•  If a position is not filled then the vacancy may be held over to a following meeting.

 

•  After an election all ballot papers should be sealed and retained by the Branch Secretary for six months, after which period the ballot papers can be destroyed.

 

Section 3

Role of Branch Officials

 

Chairman

 

The Chairman is responsible for meeting protocol, including the orderly conduct of members and guest speakers at meetings. The Chairman is responsible for the setting up of the agenda of the meeting, usually with the assistance of the Secretary. The Chairman, when necessary, allots the time given to each item on the agenda, including the maximum time allowed for the various reports and/or questions and comments arising.

 

The Chairman of a General Meeting of the Branch is required to:

 

•  Establish the quorum and open the meeting or otherwise dissolve the meeting through lack of quorum.

 

•  Introduce the items of business in the order set out in the agenda and shall not change such an order without the approval of a resolution of the members present pursuant to the motion specifying the change required in such an order.

 

•  At all times, rule on points of order and other procedural motions by endeavouring to be concise in his/her statements to the meeting and be fair in summing up points at issue or as have been or are subject of debate and to speak clearly so as to be heard by the members.

 

•  Ensure motions are properly moved, seconded and carried with such motions being supported by the majority of members in attendance.

 

•  Ensure that he/she vacates the chair promptly and in good grace if required to if a motion that the Chairman's ruling be dissented from, is in order. The Chairman resumes his chair im media tely after the motion of dissent has been resolved one way or the other. Refrain from entering any debate on substantive questions except on a matter of procedure involving the conduct of the debate.

 

•  Ensure/execute the content of any correspondence which relates to the dealings of the Branch with sponsors, race clubs, governing bodies and other parties. The Secretary may execute standard correspondence with Association and members.

 

 

Secretary

 

The Branch Secretary shall exercise and perform all the usual secretarial functions and generally attend to the secretarial work of the Branch and in particular:

 

•  Keep and maintain the roll of Branch members.

 

•  Keep minutes of all proceedings of meetings of the Branch.

 

•  Keep and maintain complete records of the affairs of the Branch.

 

•  Keep and maintain complete record of awards made to all members of the Branch.

 

•  In conjunction with the Treasurer, control the Branch funds in accordance with the conditions contained in the Association's Articles.

 

•  Provide the Secretary of the Association with a list of all Office Bearers of the Branch, their addresses and contact numbers and all resolutions regarding the formation of Sub-Committees and changes to the rules.

 

•  Provide the District Association with the names and addresses, contact numbers of all delegates and alternative delegates (Metropolitan and Newcastle & Hunter River District Branches only).

 

•  When required by the Branch, seek information or confirmation of facts from outside sources to verify details in Branch motions.

 

Treasurer

 

The Branch Treasurer shall carryout his duties in regards to the Branch funds in conjunction with the Secretary, as required under the conditions of the Articles of Association and in general shall:

 

•  Prepare the annual balance sheet and accounts and accompanying reports.

 

•  Submit financial statements to all meetings of the Branch.

 

•  Produce to members in general meeting the cash books and bank accounts (pass book etc) when requested to do so.

 

•  Keep vouchers for payments authorised by the Branch.

 

•  Keep a true and correct inventory of all property held by the Branch.

 

District Association Delegates

 

The Branch Representatives are the delegates to the District Association in which the Branch is grouped (ie Metropolitan or Newcastle & Hunter River ). Their duties include:

 

•  The transmission of Branch motions to the District Association.

 

•  The lobbying and debate and voting in favour of the Branch's motion to have it adopted as a District resolution.

 

•  The representation of the Branch's view on motions of other branches motions where the Branch has prior knowledge.

 

•  Representing the Branch's view, when known, on motions moved by other branches.

 

•  Asking questions on facts to the Directors attending the District Association meetings and reporting answers and other matters in the Director's reports.

 

•  Reporting to the Branch all matters of interest at the previous District Association meeting, including the continuing action on matters involving Branch members concerns and previous unresolved motions.

 

Branch Accounting Officers.

 

Perform an independent internal audit on the financial accounts of the Branch and report to members on the veracity of same.

 

Social Secretary, Assistant Secretary, Minute Secretary

 

The members may appoint, from the above classifications of secretaries, and their duties will be determined by members in general meeting. When required, the above positions will keep registers and records otherwise kept by the Secretary.

 

Publicity Officer

 

The members may appoint a Publicity Officer who shall adopt the editorial policy of the Branch determined from time to time by the members in general meeting and by the Board of Directors of the NSW GBOTA, when necessary.

 

Point Score Captain.

 

The members may appoint a Point Score Captain who will subject to the rules and resolutions of the members in general meeting from time to time, determine the allocation of points awarded to various classification of competitions to establish the Branch trophy and prize winners.

 

 

 

Acknowledgement

 

This guide has been prepared by the NSW GBOTA Board of Directors for the assistance of all NSW GBOTA Branches. The Board of Directors, in compiling the guide, has been assisted by detailed submissions from George Bates (Patron and Life Member), George Hayes (Life Member), the late Lionel Nye (Life Member) and John Tracey (Member). The Board of Directors acknowledges the significant contribution made be each gentleman.

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