Rules Schedule 3

Municipal Association of Victoria
Regulation of proceedings (Rule 27)

1. Definitions

In this Schedule, unless the context or subject matter otherwise requires –

‘Member’ means and includes any representative appointed under clause 3 of the Rules, or in his or her absence, any substitute representative who has been appointed or any person appointed by the Board to a committee.

2. Application of Parliamentary Procedures

Where the Rules do not make provision for any matter, the members may determine by a majority of votes the procedure to apply to the particular meeting of the Association.

3. Confirmation of the Minutes

  • 3.1. A copy of the minutes of the preceding meeting of the State Council must be sent to the members at least a day before the meeting, or in the case of any other meeting, must be sent to the members at least 48 hours before the meeting.
  • 3.2. The minutes of any meeting are to be confirmed at the next following meeting of the State Council, Board or committee to which they relate and are to be the first business dealt with at that meeting.
  • 3.3. If a copy of the minutes of the preceding meeting has not been delivered within the period specified in sub-clause 3.1., members will be permitted to read the minutes prior to the confirmation of such minutes.
  • 3.4. No discussion will be permitted on the contents of the minutes except as to their accuracy as a record of proceedings.
  • 3.5. When the minutes have been confirmed by the meeting they will be signed by the Chairperson.

4. Order of Business

The order of business at the meeting will be the order in which the business stands in the notice of the meeting, unless the members present agree to alter it.

5. Meeting Protocol

  • 5.1. Any member wishing to make a motion or amendment or take part in discussion on any matter or subject will address the Chairperson and must not be interrupted unless called to order, when he or she must sit down until the member (if any) calling to order has been heard and the question of order disposed of, when the member making the motion or amendment or taking part in the discussion may proceed with the subject.
  • 5.2. Any other person in attendance at any meeting may take part in discussion only at the discretion of the chairperson of the meeting but may not move a motion or amendment or vote on any question.

6. Proposing Motions or Amendments

  • 6.1. Any member wishing to propose an original motion or amendment must state the nature of the motion or amendment before he or she addresses the meeting.
  • 6.2. No motion or amendment may be withdrawn except where leave of the meeting has been given.
  • 6.3. No motion or amendment may be discussed or put to the vote unless it has been seconded.
  • 6.4. A member moving a motion will be held to have spoken on the matter, but a member merely seconding a motion will not be held to have spoken to it.
  • 6.5. If two or more members rise to speak at the same time, the Chairperson will decide who is entitled to priority.
  • 6.6. No member may speak a second time on the same question, unless entitled to reply or to ask a question of clarification or to give an explanation when he or she has been misrepresented or misunderstood.

7. Submission of Motions

If required by the Chairperson, all motions (whether original motions or amendments) will be put in writing, signed by the mover and delivered to the Chief Executive Officer immediately on their being moved or seconded.

8. Dealing with amendments

  • 8.1. No second or subsequent amendment (whether on an original proposition or on an amendment) will be taken into consideration until the previous amendment has been dealt with and finalised.
  • 8.2. If any words of an original question are rejected, the insertion of other proposed words will form the next question, whereupon any further amendment to insert other words may be moved.
  • 8.3. If an amendment is lost, then a second amendment may be moved to the question to which the first amendment was moved, but only one amendment may be submitted to the meeting for discussion at a time.

9. Right of Reply

The mover of every original motion, but not of any amendment, will have a right of reply immediately after which the question will be put from the chair, except no member will be allowed to speak more than once on the same question unless permission is given to explain or the attention of the chair is called to a point of order.

10. Time limits

  • 10.1. The original mover of a motion will not speak for more than four (4) minutes and all other speakers will be allowed not more than three (3) minutes to speak on any motion or amendment.
  • 10.2. Any speaker may be granted an extension of time for a further three (3) minutes upon a motion being moved, seconded and carried by the meeting, but no discussion will be allowed upon a motion to grant an extension of time.

11. Adjournment of meeting

  • 11.1. No discussion will be allowed on any motion for adjournment of the meeting.
  • 11.2. If the question for adjournment is lost, the subject then under consideration or the next subject on the business paper, or any other matter that may be allowed precedence, will be discussed before any subsequent motion for adjournment is made.

12. Enforcement of Standing Orders

A member may require the enforcement of any standing order by directing the Chairperson’s attention to any failure to observe it.

13. Points of Order and Members' Conduct

  • 13.1. When called upon to decide on points of order or practice, the Chairperson will state the provision, rule or practice which the Chairperson deems applicable to the case without discussing or commenting on it, and the Chairperson’s decision as to order or practice in each case is final.
  • 13.2. No member may digress from the subject matter of the question under discussion or comment on the words used by any other member in a previous debate; and all imputations of improper motives and all personal reflections on members will be deemed out of order.
  • 13.3. Whenever any member makes use of disorderly expression or one which is capable of being applied offensively to any other member, the member so offending will be required by the Chairperson to withdraw the expression and to make an acceptable apology to the meeting.

14. Voting Entitlements at Meetings

At any meeting of the Association other than a meeting of State Council, members will vote by a show of hands and the Chairperson in taking the sense of the meeting will put the question first in the affirmative, then in the negative, and the result of the vote will be recorded in the minutes.

15. Voting Entitlements at State Council Meetings

  • 15.1. At any meeting of State Council, voting entitlements on any motion or amendment will be:
    • 15.1.1. the representative of each participating member council paying an annual subscription to the Association which exceeds the mid point between the lowest and highest subscriptions will have two (2) votes; and
    • 15.1.2. the representative of each participating member council paying an annual subscription to the Association which does not exceed that mid point will have one (1) vote;
  • 15.2. and questions will be decided on the basis of the votes of the representatives voting.

Should there be an equality of votes on any question before a meeting, the Chairperson has the casting vote.

16. Absence of a Quorum

If debate on any motion which has been moved or seconded is interrupted by the absence of a quorum the debate may be resumed at the next meeting.

17. Suspension of Procedures

Any one or more of the clauses to this Schedule may be suspended by resolution for a special purpose at any meeting.