Delegates Handbook

Resolutions/motions
These must be clear statements of intent or concern not
rambling philosophies.
• motions should be in a positive form that calls for
action (rather than a statement) – it should be clear
who is to take the action and what is required
• motions should preferably be in writing to avoid
misunderstanding
• motions must be seconded before they are debated
• if there is no seconder, the motion lapses.
Amendments
• an amendment to a motion must be clear and relevant
to the original motion (i.e. it modifies or clarifies the
motion but is not in opposition to it)
• an amendment that is carried becomes the motion
and is then voted on.
Foreshadowed motions
• to put a motion in a different form to that before the
meeting, another motion can be foreshadowed
• the foreshadowed motion should be read to the
meeting
• if the original motion is lost, the foreshadowed motion
may be moved
• if the original motion is carried, the foreshadowed
motion lapses if it is incompatible.
Debate
• the mover of a motion has the opportunity to speak
to it – if they don’t, they can’t speak again until the
end of the debate when the mover has a second right
to speak
• usually speakers should be “one for” then “one against”
the motion
• no more than two speakers from either side should
speak in a row – if there are no speakers for the other
side, the motion should be put (voted upon)
• at any time during the debate a member can ask for
the motion to be put, a vote is then taken and if it has
the majority, the motion is put to the meeting
• the Chair of the meeting should ensure debate doesn’t
get bogged down or repetitious – if this occurs they
should, with the support of the meeting, end debate
and put the motion.
Suspending standing orders and moving “into
committee”
Standing orders can be suspended to:
• consider an item of importance not on the agenda
• allow a visiting speaker to be heard.
• moving “into committee” means that matters can
be discussed less formally and members can speak
several times.
Voting on a motion
When a motion is moved:
• The Chair calls for a seconder
• seconder seconds the motion
• mover states the reasons for the motion and why it
should be supported (optional)
• seconder speaks in support of the motion (optional)
• The Chair asks if there is any opposition to the motion
(if not, the vote should be taken immediately)
• speaker against speaks against motion
• The Chair calls for further speakers for or against
• mover can exercise “right of reply”
• The Chair takes the vote on the motion and declares
the result
• where “tellers” (vote counters) are used they should
be people who have not spoken in the debate and are
acceptable to the meeting.
Disclosure and Perceived Conflict
On occasions a member’s workplace role may be
perceived by other members as posing a conflict.
The onus on all members is to disclose if they have
a conflict of interest and to determine how best to
manage that conflict.
It is not the role of other members or delegates to
determine if a PSA member has a conflict or how that
conflict should be managed. However it is recognised
that the management of perceived conflicts by
delegates can be complex and advice in these situations
may be sought from a PSA Organiser.
(See PSA Statement of ethics Section 6.2)
After the meeting
• ensure that the minutes or updates properly represent
what took place
• arrange for the decisions of the meeting to be carried
out and identify who by
• set a date, time and place for the next meeting and
publicise the details.
Formal meetings can be confusing at first and probably
will not occur that frequently. But they are important
from time to time when a group of members needs to
make a formal decision. For example, to accept a pay
rise, a change in conditions or around a restructure.
Remember, you can always call the MSC for advice and
the union runs training on formal meeting procedure.
See Section 6.4 of this manual for more details about
formal meeting procedure.
28 | Delegates Handbook