| DISCOUNTS | GAMES | PHOTO GALLERY | HOROSCOPES | CARTOONS | SUDOKU |
Royal Holloway|
Login, : : [ Register ] Skip to Content

Latest News

► General Meetings

What is a Union Council? - Who Attends Union Councils - Members' Rights - Creating a Motion - Agenda - Agenda for next meeting -Meeting Minutes

What is a General Meeting?

The General Meeting is the highest decision making body of the Students Union.  Any member may attend and have their say, vote and get involved with student politics.

General Meetings meet monthly and are publicised on the Wallplanner and the What's On Guide.  They are chaired by the Union Chair though the agenda and approval of any motion is determined by Students. 

 

We're now on facebook!!  Click here for the facebook page and discussion boards

 

Who attends General Meetings?

Anyone and everyone is encouraged to attend General Meetings, make free speech, propose motions or simply have their say.

However there is a number of people who are mandated to attend the Union Council, they are:

  • The Union Chair (Chair)
  • The President
  • The Vice President (Education and Welfare)
  • The Vice President (Communications and Services)
  • The Vice President (Student Activities)
  • The Democracy Officer
  • The Campaigns Officer
  • The Inclusion and Representation Officer
  • The Academic Affairs Officer
  • The International Students’ Officer
  • The Postgraduate Students' Officer
  • The Communications Officer
  • The Ethics and Environment Officer
  • The Entertainments Officer
  • The Athletic Union Officer
  • The Societies Federation Officer
  • The Student Development and Volunteering Officer 

      
  • The LGBT Rep 
  • The First Year Rep
  • The Disabled Students’ Rep
  • The RAG Chair
  • The RAG Vice Chair
  • The Radio Station Manager 
  • The Radio Station Assistant Manager
  • The Publication Editor
  • The Deputy Publication Editor
  • The Halls Committee Chairs
  • The four category representatives of the Athletic Union Committee or their delegate, nominated by the committee.
  • The four category representatives of the Societies Federation Committee or their delegate, nominated by the committee.
  • One further member of the Media and Communications Committee, nominated by the committee.
  • One further member of the RAG board, nominated by the board.
  • One further student member of the Commercial Services Committee, nominated by the committee.
  • One further member of the Activities and Participation Committee, nominated by the committee.
  • One further member of the Democracy Committee, nominated by the committee.
 
80% of the above mandated students must attend a General Meeting in order for the meeting to reach quorum.  This means that the meeting is valid and that decisions made are representitve of the student body.  General Meetings are assumed to be quorate unless "quoracy" is called.  If the General Meeting fails to reach quorum then votes are considered indicative and motions can not be passed.
 

Members' Rights

 

Vote - Every motion subjected to a General Meeting is subject to a vote before it is passed.  Voting requires a valid NUS card.

Create a Motion - Any member may bring a motion to a General Meeting, see below for details of how to create a motion.

Question any Motion - After speeches have been given both supporting and opposing the motion is then thrown open for discussion.  At this point any member of SURHUL may ask a question to either the proposer or the opposer.

Free Speech - If a member wishes to speak freely they may ask the chair for a free speech.  free speeches from the floor during a debate on a Motion shall be limited to one minute. Should any speaker request an extension of the time allotted to them to speak, the Chair may add on a specified period at his/her own discretion or may put the question to the Meeting.

Oppose a Motion - If a member disagrees with a motion they may become an opposing speaker with a 3 minute speech at their disposal.  They then have the oppertunity to answer any questions from the floor.

Should a member wish to oppose a motion though not make a speech they may do so by calling "formal" and giving their name to the minutes immediately after the Chair asks if there is any opposition.  They will then have the oppertunity, if they choose, to answer questions from the floor.

Request a recount - If a member beleives the vote has been miscounted they may call for a recount

Request Clarification from the Chair - If the debate has become unclear, clarification may be seeked from the chair.

Make a point of information - Make a statement relating to the matter being discussed at any time.

For more information on Points of Procedure see Regulation A part 9

Creating a Motion

 
 
There are 6 different types of motion that can be created. Any student may create a motion and present it to Union Council. The types of motion are:
  1. Creation of Policy – If there is not currently a policy on an aspect of student life then a ‘Creation of Policy’ motion can be used to do so. A recent example of this is the guidelines for the Edinburgh Fringe.
     
  2. Amendment of Policy – If a policy is believed to be incorrect and requires changing in anyway an ‘Amendment of Policy’ motion, once passed can amend any part of Student Union Policies or Constitution. Any Motion proposing amendments to the Constitution or Regulations must be received at least seven working days before the Union Council Meeting. Holding Motions cannot be used for amendments and “Urgency” cannot be used to bring this kind of Motion before a Union Council Meeting
     
  3. Enabling Motion – If you wish for the backing of the Students Union before you perform a certain task then an ‘Enabling Motion’ creates official support for your cause.
     
  4. Holding Motion - If relevant information is not available three working days before the Union Council Meeting, a Holding Motion may be used. If these Motions have not been written in full by 1:00pm on the day of the Union Council Meeting, then they shall not be accepted (a Motion is only deemed to have been accepted once it has been posted on the Union Council notice board.)
     
  5. Emergency Motion - During the Union Council Meeting, a member may request “Urgency” for a Motion not appearing on the Agenda. Upon acceptance by a two-thirds majority vote, such a Motion will be placed on the Agenda under “Any Other Business”. “Urgency” may also be granted by the Chair on the grounds either that essential information was not available at the normal deadline, or that a decision must be reached before the next Union Council Meeting.
     
  6. Motion of No Confidence – If you believe an Elected Officer is not fulfilling their duties then a ‘Motion of No Confidence’ may be presented to the Union Council to expel the officer from their position. 
 
Some helpful pointers:
 
  • Every motion should be proposed and seconded before submission
     
  • Motions must be submitted a minimum of 3 working days in advance of General Meeting meetings to either a Sabbatical Officer or the Union Chair.  It is good to get a motion in well in advance of the deadline so it may be viewed and discussed prior to the council.

How to present your motion to a General Meeting

Before any Motion is discussed, the Chair may ask the GM if there are 20 people in favour of discussing the Motion. If there are not, the Motion shall automatically fail and discussion will move on to the next item on the Agenda.

The debate on every Motion before the Meeting shall open with a proposing speech, to be followed by a speech against. Both speeches shall be no longer than three minutes each. Should any speaker request an extension of the time allotted to them to speak, the Chair may add on a specified period at his/her own discretion or may put the question to the Meeting. 

There may then be a second round of speeches for and against. The Motion shall then be thrown open for discussion, the Chair allowing questions, addressed to both the Proposer and the Opposer, or free speeches from the floor. 

A vote shall be taken on all Motions unless there is no speech against. These shall require a simple majority to become policy, unless otherwise provided in the Constitution and Regulations 

Voting shall normally be by a show of SURHUL, or any equivalent title, Full Membership cards. During the vote, there shall be no movement in or out of the meeting. The Chair shall ask for those in favour of the Motion and those against, and those in abstention. A recount may be requested, and if, at the Chair's discretion, there is sufficient doubt, tellers may be appointed and a recount take place. A maximum of two recounts may be requested, and the second recount shall constitute the final vote.

Make an amendment to a motion

If a member wishes to ammend a motion before it is passed they may raise a point of procedure to ammend the motion.  To do this they must submit the amendment in writing to the chair before summing up.  The Chair will ask if there are 10 people interested in discussing the amendment before continuing. 

There will be speeches for and against each motion, questions from the floor and a vote on the ammendment before the General Meeting returns to the Original Motion

Click here to download blank motion template

Click here to download 'How to create a motion'

 

Agenda

The order of business shall be as follows:

 
 1.      Opening remarks
Any opening remarks from the chair on conduct of the meeting and general housekeeping points
 
2.      Apologies for Absence
The Chair will announce and apologies of absence received from any body mandated to attend the Union Council that previously submitted apologies.
 
3.      Approval of the Minutes
The Chair requests approval of the minutes from of the last Union Council from the student body.
 
4.      Matters arising from the minutes
Any discrepancies of the minutes are officially noted.
 
5.      Approval of the Agenda
Opportunity to add or remove points to the agenda by leave of the chair. Also the opportunity to un-star any starred points.
 
6.      Communication and Statements
An opportunity for any member to convey a message to the Council
 
7.      Guest Speakers
An opportunity for interested parties such as NUS, College, Runneymede council etc. to provide a speech.
 
8.      Discussion of Student Affairs
Discussion of any general points effecting students round campus, a vote may be taken for decision on and appropriate action.
 
9.      60 Second Sabb
Each Sabbatical Officer will give a 60-second review of their activities since the last Union Council
 
10.Questions and Answers
Ask any Union Representative or elected officer anything.
 
At this point the chair should provide the opportunity for attendees to leave the room if they wish before official business begins.
 
11.Amendments to the Constitution and Regulations
Any motions solely relating to changing the constitution or its regulations.
 
12.Private Members’ Motions
Motions from any member of SURHUL to be discussed and voted on.
 
13.Executive Committee Policy Motions
Motions submitted by the Executive committee to be discussed if un-starred.
 
14.Re-Presentation of Policy about to Lapse
The Democracy officer presents Policies which are about to expire.
 
15.Verbal Report from Accountability and Scrutiny Committee
A member of the Scrutiny and Accountability committee should give a spoken report on the actions of officers and its findings.
 
16.Verbal report from Staffing Committee
A member of the staffing committee to provide a spoken report on staffing issues within the union.
 
 
The following are starred items. This means they will not be discussed unless unstarred in approval of agenda.
 
17.*Ratifications and Re-ratifications*
Of any clubs, societies, election results etc.
 
18.*Delegates reports*
NUS delegates reports
 
19.*Non-executive Officers reports*
Reports from Representatives
 
20.*Committee reports*
Committee reports
 
21.A.O.B – by leave of Chair
Any other business to be discussed at discretion of the chair.
 

Agenda for next meeting

Agenda and motions for 9th October 2007

Agenda and motions for 6th November 2007

Agenda for 11th December 2007

Agenda 15th January

Agenda for 12th February

Agenda for 11th March

Agenda for 23rd September 2009

Agenda for 13th October 2009

Agenda for 10th November 2009

Agenda for 1st December 2009

Agenda for 12th January 2010

Meeting Minutes

Minutes from previous meetings can be found here.

 
Bookmark with:  delicious Delicious digg Digg facebook Facebook reddit reddit stumbleupon StumbleUpon