1. Annual General Meetings and Special General Meetings (hereinafter referred to as Meetings unless the context otherwise requires) shall be convened in accordance with the provisions of the Association's Rules.

2. NOTICES ^ Return to TOP ^

2.1 Notices of the time and place of such Meetings and of business to be transacted shall be given in accordance with the provisions of the Association's Rules.

3. RECORDS

3.1 The National Secretary shall keep or cause to be kept a record until after the next succeeding Meeting of those National Officers, National Councillors and delegates from constituent clubs attending a Meeting.

4. PROCEDURE FOR CLUB DELEGATES

4.1 Every delegate entitled to vote at a Meeting shall sign the Register.

4.2 No member of a constituent club may represent any other constituent club of which he is not a member unless appointed as a proxy voting delegate under Rule 17.3

4.3 Voting papers shall be issued only to delegates who have signed the Register immediately prior to the Meeting.

5. TELLERS AND SCRUTINEERS ^ Return to TOP ^

5.1 The National Council shall appoint five tellers and, in the case of an Annual General Meeting, five scrutineers who shall not be delegates or nominees for office.

5.2 Tellers and scrutineers may be the same persons.

5.3 The tellers shall be responsible for reporting to the Chairman the result of a vote and the figures so reported other than those for an election shall be recorded in the minutes of the Meeting.

5.4 The scrutineers shall be responsible for checking the ballot papers for the election of National Officers.

5.5 All voting for the election of National Officers shall be confidential and all voting papers shall be destroyed immediately following the Annual General Meeting.

6. QUORUM

6.1 The quorum at a Meeting shall be 5 per cent of the constituent clubs.

6.2 The business of a Meeting shall not commence until a quorum is present and if at any time during the Meeting there is not a quorum present the Chairman shall adjourn the Meeting.

6.3 If there shall not be a quorum present thirty minutes after the time appointed for the commencement of the Meeting the Meeting shall not take place.

7. ATTENDANCE ^ Return to TOP ^

7.1 Except with the consent of the Meeting only members of constituent clubs, paid servants of the Association, accredited members of the press and persons specifically invited by the National Executive shall be admitted to a Meeting.

8. BUSINESS

8.1 The business to be transacted at Meetings shall be conducted in accordance with the provisions of the Association's Rules. The Chairman shall determine the order of the Agenda.

8.2 The Chairman shall have absolute discretion as to what business he will admit under the item "any other business" except that such business shall be for discussion only and no resolution may be moved or adopted under this item.

8.3 No business shall be transacted at an adjourned Meeting except as set out in the notice concerning the Meeting of which it is an adjournment.

9. RESOLUTIONS (which shall include Motions) ^ Return to TOP ^

9.1 A resolution submitted by a constituent club shall be moved by a delegate representing that club unless the Club's Secretary has given the written consent of that club for the resolution to be moved by a delegate from another constituent club.

9.2 No resolution or amendment thereto shall be put to the vote unless it has been proposed by a constituent club and seconded by a different constituent club except that a resolution or amendment may be proposed without a seconder on behalf of the National Council by a member of the National Executive.

9.3 No resolution or amendment shall be withdrawn without the consent of the Meeting.

9.4 The following resolutions may be made without prior notice but must be duly proposed and seconded in accordance with these Standing Orders and, with the exception of (c), put to the Meeting without debate:

(a) That any of these Standing Orders should be suspended.
(b) That any subject on the Agenda should be given precedence.
(c) That any business should be adjourned.
(d) That the Meeting should be adjourned.
(e) That the Meeting should proceed to the next business on the Agenda.
(f) That the question be now put, provided that the Chairman shall have discretion not to accept such resolution if he considers that the question has been insufficiently discussed.

10. AMENDMENTS ^ Return to TOP ^

10.1 Any amendment to a resolution on the Agenda which seeks to amend the Association's Constitution, Rules or Standing Orders must be put in writing and submitted to the National Secretary at least seven days prior to the Meeting.

10.2 The Chairman may at his discretion require any amendment to a resolution on the Agenda (not covered by 10.1 of these Standing Orders) to be put in writing and handed to him.

10.3 An amendment may be moved by any delegate notwithstanding that he has already spoken in debate.

10.4 An amendment must require either the deletion of part of the original resolution or the addition of certain words to the original motion or the substitution of certain new wording for certain words in the original motion.

10.5 When an amendment has been moved and seconded in accordance with these Standing Orders, it shall forthwith be discussed exclusively and, until it has been put to the Meeting, no other amendment shall be accepted by the Chairman.

10.6 If an amendment is carried it shall replace the original motion and itself become the substantive motion for consideration and may be further amended

10.7 If an amendment is lost a further amendment to the original resolution may be moved but no delegate may move or second more than one amendment to a resolution.

11. RIGHT OF AUDIENCE ^ Return to TOP ^

11.1 All participants shall be expected to stand when speaking and address the Chairman. No participant may speak for longer than five minutes unless he obtains the permission of the Chairman who may submit the request to the Meeting for decision without debate.

11.2 When the Chairman rises any speaker shall resume his seat and remain seated until called upon by the Chairman.

11.3 No participant shall speak more than once on each resolution proposed except in the following cases:

(a) The proposer of a resolution or amendment shall have the right of reply:
(b) A participant may speak to a point of order.
(c) A participant may give an explanation if asked by the Chairman to do so.

11.4 Participants shall confine their remarks to the question before the Meeting unless explaining any matter at the request of the Chairman. No participant shall speak before another speaker has finished speaking except with the permission of the Chairman.

11.5 The seconder of a resolution or amendment may reserve his right to speak until later in the debate.

11.6 (a) The proposer of an original resolution shall, if no amendment be moved, have a right of reply at the close of the debate on such motion.

(b) If there shall be an amendment, the proposer of the original resolution shall be entitled to speak upon such amendment or any subsequent amendments before the proposers of those amendments exercise their right of reply.

(c) The proposer of an original resolution shall be entitled to reply after an amendment has been carried before the substantive resolution is put.

(d) After the proposer of a resolution or amendment has exercised his right of reply the resolution or amendment shall be put from the chair without further debate.

12. DUTIES AND POWERS OF THE CHAIRMAN ^ Return to TOP ^

12.1 Subject to these Standing Orders the ruling of the Chairman on a point of order or on the admissibility of a personal explanation or on any matter or question before the Meeting shall be final and shall not be open to discussion.

12.2 The Chairman may call the attention of the Meeting to continual irrelevance, tedious repetition, unbecoming language or any breach of these Standing Orders on the part of a participant and may direct such participant to discontinue his speech.

12.3 If the votes cast on any question or election be equal the Chairman may have a casting vote.

13. VOTING

13.1 All questions (other than elections) shall be determined by a show of voting cards. The tellers shall be instructed to count voting cards if directed by the Chairman or if requested forthwith by a simple majority of voting delegates on a motion duly proposed and seconded. The result of the vote as counted by the tellers shall be reported to the Meeting by the Chairman and if in the opinion of the Chairman the difference in the votes For and Against is marginal an immediate ballot shall take place. The total balloted votes For and Against shall be reported to the Meeting by the Chairman.

13.2 Whenever there is more than one nominee for any National Office the vote shall be taken by ballot. A simple majority will suffice.

13.3 Whenever there are more than two nominees for any National Office the ballot conducted shall be on the single transferable vote system whereby delegates shall cast votes for the candidates in order of preference. If no candidate has an overall majority of votes cast those votes cast for the candidates with the least number of votes are re-allocated to the remaining candidates in accordance with the indicated preference. This process shall continue until a candidate with an overall majority emerges and such candidate shall be declared elected.

13.4 Whenever a ballot is required the National Secretary shall provide voting slips which shall be issued to each delegate registering immediately prior to the Meeting.

13.5 Except as otherwise provided in these Standing Orders or in the Constitution and Rules of the Association a resolution shall be carried by a simple majority of votes cast in its favour.

14. SUSPENSION OF STANDING ORDERS ^ Return to TOP ^

14.1 No suspension of these Standing Orders shall be effective unless carried by the votes of not less than two-thirds of the delegates present and voting at any Meeting.

APPENDIX UNDER RULE 7.3

The following notes define in broad terms the commitments undertaken by the National Officers and Members of Council to interested members of all affiliated Clubs.

The objectives are:-

i) To remove some of the "mystique" that prevails regarding these appointments
ii) To encourage rank and file members to offer their services and seek nomination
iii) To ensure, as far as is practicable, that a potential applicant is able to become aware of the commitment he would incur if successful.

Eligibility for National Office ^ Return to TOP ^

Any member of an Affiliated Club may seek nomination provided his Club's capitation fees are not in arrears.

It should be noted that in accordance with Rule 6.5 nominations for National Vice President must be from a member or recent member of Council.

Election for National Officers

These elections are held annually, balloting taking place at the A.G.M. Nomination forms are circulated to all affiliated Clubs with the statutory notice convening the A.G.M.

Election for National Councillors

These are for a three year term and balloting is confined to Clubs of the appropriate region. Nomination forms are circulated to all clubs in the appropriate region with subsequent postal balloting being supervised by the National Secretary.

Pre-amble ^ Return to TOP ^

All National Officers and Members of Council are required to act within the rules, byelaws or standing orders as applicable of the Association in the execution of their duties. Individually they are responsible to Council, reporting to four meetings per year with The National President presiding as "Chief Executive".

It is vital to the continued success of the Association that the National Council actively encourages candidates for National Office to come forward. Fresh enthusiasm and new ideas are vital to the well being of our organisation.

NATIONAL COUNCIL OF THE ASSOCIATION CONSISTS OF:-

National Officers:

National President
National Vice President
Immediate Past National President
National Secretary
National Treasurer
National Editor
National Membership and Extension Officer
National Sales Officer
National Conference Officer
International Officer

National Councillors

JOB DESCRIPTIONS AND LISTS OF DUTIES. ^ Return to TOP ^

National President

Shall:

1) Be Chairman of the National Council, The Executive Committee and of every General Meeting of the Association.

2) Be an ex-officio member of all Committees of the National Council.

National Vice President

Shall:

1) In the absence of the National President preside at meetings of the National Council, the Executive Committee and at General Meetings of the Association.

2) Be an ex-officio member of all Committees of the National Council.

National Secretary

Shall:

1) Give notice of all meetings of the National Council and General Meeting of the Association.

2) Make all arrangements for the elections of National Officers and National Councillors.
3) Be responsible for interpretation of the Rules and Bylaws of the Association in consultation with the Honorary Solicitor.
4) Supervise all activities of the General Secretariat.
5) Cause to be prepared and kept all Minute Books and records of the Association, except financial records.
6) In consultation with the Executive Committee, have power to act in all matters regarding legal proceedings by or on behalf of the Association.

National Treasurer

Shall:

1) Be responsible for the maintenance of the financial records of the Association, the collection of capitation fees and other income, and the control and disbursement of all expenditure.

2) Present Annual Audited Accounts and a Budget Statement for the following year to the National Council and to the Association at the Annual General Meeting.
3) Recommend to the Association the annual capitation fee.

National Editor ^ Return to TOP ^

Shall:

1) Be responsible on behalf of the Association for the production of any regular publication of the Association.

2) Be the Press Officer of the Association.
3) Be responsible for publishing the activities of the Association.

National Membership & Extension Officer

Shall provide the development of the Association by:

1) Assisting bona-fide groups of ex-Tablers to form new 41/Ex-Tablers' Clubs in affiliation with the Association.
2) Encourage existing unaffiliated Clubs to affiliate to the Association.

National Sales Officer

Shall:

1) Be responsible for the Regalia policy of the Association, and in particular the range of products and the pricing and policy.

2) Direct and supervise the duties of the General Secretariat relating to Regalia, and involve himself in those duties when necessary.
3) Control the use of the insignia of the Association.

National Conference Officer

Shall:

1) Select for the approval of the National Council the venues for all National Conferences and such other functions as the National Council may direct.

2) Be responsible for the administrative arrangements at National Conferences.
3) Control the budgets of National Conferences.
4) Direct and supervise all National Conference Committees.

International Officer ^ Return to TOP ^

Shall:

1) Be responsible for directing the international policy of the Association, and for representing the Association at International meetings as the Council may from time to time approve.
2) Represent the interests on the Council of those Overseas Clubs which are members of the Association.

National Councillor

Shall:

1) Seek to establish and maintain contact with Clubs in the Region for which he has been elected.
2) Encourage Clubs to arrange inter-club visits and joint functions.
3) Seek to identify and encourage the establishment of new Clubs in his Region and the affiliation of established Clubs presently outside the Association in liaison with the National Membership & Extension Officer.
4) Represent the interests on the National Council of the affiliated Clubs in his Region.
5) Submit a brief written factual report to the National Editor for inclusion in the National Magazine.

Applicable to all National Officers and Members of Council

1) To act within the rules, bylaws or standing orders, as applicable of the Association in the execution of individual duties.
2) To make best endeavours to attend FOUR Council Meetings per year.
3) To consult with the appropriate National Officers on any contentious issues which may arise, when the subject matter is not clearly defined by the Rules.

Applicable to all National Officers

1) To submit articles to the National Editor of FortyOne from time to time on issues pertinent to the individual office held in furtherance of the objectives of that office.
2) To be responsible for all activities in his office to the National Council.
3) To submit a brief written factual report to the National Secretary prior to each Council Meeting.

CONFIDENTIALITY - Collective Responsibility ^ Return to TOP ^

All National Council Meetings are conducted in accordance with established democratic procedures.
Open discussion is encouraged and robust debate ensues.
Opportunity is always given for minority opinion to be expressed and receive due consideration.
Sensitive issues do arise and following debate voting takes place and National Council policy decisions are made.
The debate leading to these policy discussions is sometimes held to be strictly confidential and limited to members of National Council.
All members of National Council are expected to give their full support to all National Council decisions: as is normal with the "simple majority" system. Only by strict observance of these common courtesies can the credibility of National Council be maintained.