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1. NAME The name of the organisation shall be the Ethnic Minority Liberal Democrats (EMLD) 2. OBJECTIVES AND ACTIVITIES 2.1 The objectives are to support the party and its values and principles as set out in the preamble to the party Constitution : a) Develop and increase the participation and representation of Black, Asian and Minority Ethnic (BAME) people within the party. b) Recruit and BAME members towards greater involvement in the political processes of the party. c) Pursue policies of equal opportunities for all and seek positive action to bring about equal opportunities for BAME members of the Liberal Democrats. d) Campaign for increased representation of BAME in Parliament, and at every elected level within the Party. 2.2 EMLD shall maintain its status as a Specified Associated Organisation in accordance with the Constitution of the Party. 2.3 Serve as an umbrella body for party bodies representing members from different ethnic groups, or from others countries. 3. MEMBERSHIP 3.1 Membership of the group is open to members of the Party who subscribe to the objectives of the Ethnic Minority Liberal Democrats. 3.2.1 Applications for membership shall be made in a form prescribed by the Executive and placed before the Officers who may approve the application or refer it to the next meeting of the Executive for consideration. The Executive may approve or decline any application for membership. 3.2.2 Liberal Democrat Groups (Council Groups) may apply for affiliation to EMLD. Members of affiliated groups shall enjoy Associated Member status (as per 3.7). 3.3 The Executive may terminate the membership of any person on one or more of the following grounds: 3.3.1 Material disagreement, evidenced by conduct, with the fundamental values and objectives of the Party; 3.3.2 Conduct which has brought, or is likely to bring, the Party and/or EMLD into disrepute. 3.3.3 Material disagreement, evidenced by conduct, with the objectives of the party or EMLD or giving a knowingly false account of agreed EMLD policies; 3.3.4 Conduct which has brought, or is likely to bring the Party and/or EMLD, into disrepute, provided that the individual concerned shall have the right to be heard by the Executive, accompanied by a friend, before a final decision is made;
3.4 Any member who ceases to be a member of the Party, publicly declares their support for another political party, or stands in any election to public office against a candidate of the Liberal Democrat Party shall automatically forfeit their membership forthwith without right of audience or appeal; 3.5 Where, in accordance with this Constitution, the Executive is considering terminating the membership of any person, the Officers (or any three of them) may suspend that person's membership pending determination of the decision whether or not to terminate their membership. 3.6 Full Members of EMLD must also be members of the Party and have full voting rights at the BiAGM and Special meetings of EMLD members. 3.7 An additional category of Associate Members of EMLD will not have voting rights at the Bi-AGM and Special meetings of EMLD members but can attend meetings and speak with the permission of the Chair. Associate Members do not have to be members of the Party but cannot be members of any other UK political Party or declare support for any other Party or stand for office against a Liberal Democrat Party candidate. 3.8 EMLD shall encourage Associate Members to join the Party. 3.9 Membership of EMLD shall be continuous until EMLD is notified that the member no longer wishes to be an EMLD member or is no longer a member of the Party. 3.10 Membership Fees shall be determined by the Executive, including the possibility of joining for free.
4. OFFICERS 4.1 The Officers of shall be: a) Chair b) 3 Vice-Chairs* At least one of whom shall be female c) Secretary d) Treasurer e) Membership/ data Secretary 4.2 No person may serve in any office for more than two consecutive terms in any period of four years. 4.3 The executive may appoint members to such other positions as are required. 4.4 The executive and officers shall be elected for a two-year term and any vacancies that arise during that term shall be filled by agreement of the Executive. 4.54 The Annual General Meeting may decide that the posts of Secretary and Membership Secretary be combined and/or that either of these posts or the combined post be combined with that of Treasurer. 5. HONORARY OFFICERS
5.1 There shall be the following Honorary Officers of: a) An Honorary President b) Up to six Honorary Vice-Presidents 5.2 Honorary Vice-Presidents shall be elected at an AGM and shall serve for two terms. 5.3 The Executive may allocate responsibilities to Honorary Officers at its discretion. 5.4 Honorary Officers shall be entitled to attend (but not vote at) meetings of the Executive and receive all documents that Executive members receive. 6. EXECUTIVE 6.1 The Executive shall be the sovereign governing body of the Ethnic Minority Liberal Democrats and shall comprise: a) The Officers b) Up to nine ordinary members c) Up to three co-opted members 6.2 The Officers and the ordinary members will be elected bi-annually at the AGM and shall hold office for two calendar years (from 1st January to 31st December) following their election. Casual vacancies may be filled by the Executive at its discretion. The names and addresses of the Officers shall be notified to the Chief Executive of the Party. 6.3 The Executive may assign special responsibilities to any of its members. The Executive may appoint sub-committees or working groups for any specified purpose. No sub-committee, working group or Executive Member may take action on behalf of the Executive beyond the terms of their appointment. All sub-committees shall report on their activities to the Executive and may include persons who are not members of the Executive. 6.4 The Executive may co-opt up to three additional members, usually to undertake particular responsibilities, for a term ending on the following 31 December. Co-opted members may be re-coopted at the discretion of the Executive. 6.5 A member of the Executive shall cease to hold office if they: 6.5.1 Are absent without the permission of the Executive from all their meetings held within a period of six months and the Executive resolve that their office be vacated; or 6.5.2 Notifies the Executive, in writing, of their wish to resign; or 6.5.3 Ceases to be a member of the Liberal Democrat Party. 6.6 The Executive shall hold at least four ordinary meetings each year and shall seek to hold one outside London. A special meeting may be called at any time by the Chair or by any two members of the Executive upon not less than 4 days' notice being given to the other members of the Executive of the matters to be discussed. 6.7 The Chair, or in their absence any Vice-Chair, shall act as chair at meetings of the Executive. If the Chair and all the Vice-Chairs are absent from any meeting, the members of the Executive present shall choose one of their number to chair the meeting.
6.8 There shall be a quorum when at least one quarter of the members of the Executive for the time being is present at a meeting. 6.9 Where there is a division of opinion matters shall be determined by a majority of votes of the members of the Executive present and voting on the question but in the case of equality of votes the chair of the meeting shall have a second or casting vote. 6.10 The Executive shall keep minutes of its proceedings. 6.11 Members are entitled to attend executive meetings but may not vote, and only speak if invited to do so by the Chair. 6.12 Executive may vote to exclude non-executive members if confidential matters are to be discussed. 6.13 Members may suggest items for discussion by contacting the Secretary in advance.
7. GENERAL MEETINGS 7.1 There shall be Annual General Meeting (AGM), which may be held during an EMLD Annual Conference or the autumn meeting of the Party's Federal Conference in each year or as soon as practicable thereafter, or at a special meeting convened for that purpose, normally in October or November. . 7.2 The Executive shall call every AGM. The Secretary shall give at least 21 days' notice of the AGM to all the members and s/he or the returning officer call for nominations. All members of Ethnic Minority Liberal Democrats shall be entitled to attend and vote at the meeting. 7.3 The Chair, or in their absence the Vice-Chairs, shall chair the general meetings, but if they are not present the persons present shall appoint another member of the Executive as chair of the meeting. 7.4 The Executive shall present, at each annual general meeting, the report and accounts for the preceding year, ended on 31 December. 7.5 The Executive may call a special general meeting of at any time, if at least twenty members (or one fifth of the membership if less) request such a meeting in writing stating the business to be considered the Secretary shall call such a meeting. At least 21 days' notice must be given. The notice must state the business to be discussed. 7.6 The Secretary, or other person specially appointed by the Executive, shall keep minutes of proceedings at every general meeting. 7.7 There shall be a quorum when at least 15 members (or one- fifth of the membership if less) are present at any general meeting. 8. FINANCE
8.1 Ethnic Minority Liberal Democrats is a 'members' association' as defined by Schedule 7 of the Political Parties Elections and Referendums Act 2000 ('the Act'). In accordance with the Act accounting period shall be annual, ending on 31st December each year. 8.2 The Treasurer shall keep accounts, maintain previous records for six years, and pass to their successor accounting records which shall be available for inspection in accordance with legislation . 8.3 The Treasurer shall ensure that no donation of more than £500 is accepted except from a permissible donor as defined by the Act and shall keep records and submit donation reports to the Executive and to Electoral Commission. 8.4 The Treasurer shall annually produce accounts which shall be approved by the Executive and if required by the Act shall be audited and submitted to the Electoral Commission. 8.5 The Treasurer shall submit the accounts together with an independent auditor’s report to the AGM. 8.6 A copy of the annual accounts shall be sent to the Chief Executive of the Party. 8.7 Ethnic Minority Liberal Democrats shall maintain one or more bank, or other appropriate, accounts in the name of the Ethnic Minority Liberal Democrats for which the mandate for withdrawal shall require the signature of at least two Officers who shall not come solely from members of any one family. Ethnic Minority Liberal Democrats may maintain further accounts for the deposit of money not required for the time being, requiring the same signatures. 9. NOTICES Any notice required to be sent to any member shall be in writing and shall be sent by the Secretary or the Executive electronically or by post. 10. AMENDMENTS TO THE CONSTITUTION Subject to the following provisions of this clause the Constitution may be altered by a resolution passed by not less than two-thirds of the members present and voting at a general meeting. The notice of the general meeting must include notice of the resolution, setting out the terms of the alteration proposed. 11. DISSOLUTION/ WINDING-UP If the Executive decides that it is necessary or advisable to dissolve the Ethnic Minority Liberal Democrats, it shall call a meeting of all members of the Ethnic Minority Liberal Democrats which not less than 21 days' notice (stating the terms of the resolution to be proposed) shall be given. If the proposal is confirmed by a two-thirds majority of those present and voting the Executive shall have the power to realise any assets held by or on behalf of. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to such other institution or institutions, within the Liberal Democrat Party, having objects similar to the objects of as the members of the Executive may determine.
ANNEX A - ELECTION REGULATIONS 1. Administration 1.1 As soon as practicable after the first General Meeting each year, and whenever there is a vacancy, the Executive shall advertise for a Returning Officer. It shall then appoint a Returning Officer by simple majority. 1.2 The Returning Officer shall be responsible for the day-to-day running of all EMLD elections. This shall include: (a) Overseeing production of election publicity materials and ballot papers, (b) Chairing the Hustings at any meetings, (c) Counting the votes cast, (d) Notifying candidates of the result, (e) Dealing in the first instance with any issues arising out of the conduct of the election. 1.3 The Returning Officer shall submit a report to the Executive after each set of EMLD elections. 1.4 The Returning Officer shall not be a candidate and shall remain strictly neutral in all EMLD elections during their tenure. 1.5 The EMLD Executive or Returning Officer may appoint one or more Deputy Returning Officers to assist the Returning Officer. Appointment shall be in the manner laid down in Section A. 1.1. 1.6 Lot shall resolve any tied election. 1.7 The Returning Officer, who shall be appointed by the Executive, shall be responsible for the receipt of nominations, issuing of ballot papers and the counting of votes for each election covered by these regulations. 1.8 All contested elections shall be held by secret ballot and the single transferable vote. 1.9 Nomination forms for all posts must be available on the website and to applicants not less than 30 days before the date of the AGM. The deadline for the receipt of nominations shall be seven days before the date of the AGM. 1.10 Each candidate must be nominated by a member of the Ethnic Minority Liberal Democrats, which could include the candidate him / her self, and seconded by another member. To be eligible to stand, a candidate must, at the date nominations close, be a member of the Party and of EMLD. 1.11 Each candidate may provide a personal statement of no more than 500 words for circulation in the event of a contested election. No candidate may incur, or directly or indirectly authorise or cause to be incurred any further EMLD expenses on campaigning at any time before or after the close of nominations. 1.12 In the event of a contested election, copies of the personal statements of all candidates involved shall be circulated to members before the AGM. Ballot papers shall be distributed to members present in person at the AGM. 1.13 Ballot papers must be returned either to the Returning Officer by the end of the AGM, and the count shall be conducted immediately after the AGM.
1.14 Any dispute in the interpretation of these Regulations, or any appeal against any decision of the Returning Officer, shall be referred to the Honorary President, whose decision shall be final. 2. Timetable 2.1 The Returning Officer shall give notice of each EMLD election to all members. From this time, nominations shall be deemed to be open. 2.2 This notice shall include: (a) Names of the posts for election, (b) Whether the election is a by-election, (c) Whether the election shall be an all member ballot or EMLD General Meeting election. If the election is to be an EMLD General Meeting election, the Returning Officer shall advertise the existence of a postal, and or proxy, voting system if deemed necessary, (d) The timetable under Section A.2, (e) Job descriptions for each post to be elected, (f) Arrangements for hustings, (g) The text, or an abridgement, of Article 10 of the Constitution and Section A of the Standing Orders, (h) The name and address of the Returning Officer, (i) A nomination form. 2.3 The Returning Officer, in consultation with the EMLD Executive, shall set the date for close of nominations. 2.4 Postal ballots shall be available upon request to any member, during the period of advance postal voting. Members who have voted in the postal ballot shall not be entitled to vote at the EMLD General Meeting. They shall also have the option to cast a proxy vote if the Returning Officer in consultation with the EMLD Executive sees fit. 2.5 The Steering Committee shall, in consultation with the EMLD Executive, set the date for the close of poll, which shall be at the relevant EMLD General Meeting, and the times during which the ballot shall be open at the General Meeting, which may span days if held at Federal or other Party Conference. 2.6 The Returning Officer, in consultation with the EMLD Executive, shall set the date for the declaration of the result. This shall be no more than 7 days after the close of poll, unless there are complaints outstanding, in which case the result will be declared as soon as possible after the resolution of the complaint. 3. Nominations 3.1 A valid nomination shall consist of a document or email containing: (a) The name, address, other contact details such as fax telephone and e-mail as might be available, as well as the Party membership number of the prospective candidate,
(b) The post(s) being contested, (c) A statement from the candidate consenting to nomination and indicating their willingness and ability to serve in the post. (d) The contact details and membership number of a proposer / seconder which may be sent in separately. 3.2 A nomination shall only be valid if it reaches the Returning Officer before the close of nominations. Provisions may be made to allow faxed or e-mailed submissions, provided that original copies are provided as soon as viably possible. Copies may be dispatched to any member of the EMLD Executive if the person wishes to ensure inclusion and verify their willingness to stand and that member of the Executive will be responsible for reporting its receipt to the Returning Officer. 3.3 Nomination form shall be placed on the EMLD website, or printed copies made available on request from the Returning Officer or in his or her absence, the Secretary, at least one month before the date of the AGM. 4. Publicity 4.1 All candidates may submit, along with their nomination, a manifesto of 500 words promoting their candidacy. 4.2 Posts representing EMLD to the Party and external bodies shall be chosen by the Executive. 4.4 Notwithstanding the number of posts a candidate is contesting within an election category, they shall be entitled to one manifesto only per category. 4.5 Manifestos may not defame, implicitly or explicitly, any candidate running in any EMLD election. 5. Voting 5.1 Voting shall take place between times laid down under Section A.2 at EMLD General Meetings. 5.2 Advance postal voting shall take place between the times laid down under Section A.2. 5.3 Voting by proxy shall only be permitted with the permission of the Returning Officer and EMLD Executive. 5.4 Only one ballot paper shall be issued to each voter. 6. Election Offenses 6.1 It shall be an election offense to: (a) Threaten, bribe or impersonate the Returning Officer, Deputy Returning Officer(s), ballot box scrutineers, or any other official involved in the running of the election, (b) Breach any provision of the EMLD Constitution or Standing Orders, (c) Disrupt the smooth running of the election and/or the count, (d) Threaten, bribe, harass any voter, or impede their ability to vote freely and secretly, (e) Submit false information to, mislead, or obstruct the Returning Officer or Elections Tribunal, (f) Influence the voting decisions of others within a designated area of the ballot box,
(g) Attempt to commit any electoral offense. 7. Election Appeals 7.1 Any member of EMLD, other than the Returning Officer, who wishes to make a complaint about the conduct of an election, may complain to the Returning Officer. Should the Returning Officer wish to make a complaint, he/she may complain directly to the Appeals Panel under the relevant Articles or Sections. 7.2 Complaints about the conduct of the count must be no more than 48 hours after the declaration of the result. Any other complaint must be submitted before the opening of the ballot box(es). 7.3 On receipt of a complaint, the Returning Officer shall suspend any count, and consider the complaint in accordance with the Articles and or Sections relating to it. The Returning Officer shall: (a) Uphold, or partially uphold, the complaint, or (b) Dismiss the complaint. 7.4 The Returning Officer shall have the power to provide effective redress. This may include one or more of the following: (a) Disqualification of a candidate (b) Annulment of the election and the holding of a repoll (c) Statement of reprimand. 7.5 Rulings by the Returning Officer shall be binding on all concerned, although any party with a substantial interest in the matter, to be adjudicated by the Appeals Panel, may mount an appeal to the Appeals Panel under the Articles and or Sections relating to it. Such an appeal shall be dealt with in accordance with Article 15 and another relevant Articles or Sections.
ANNEX B: EMLD General Meetings 1. Administration 1.1 With the members of EMLD Executive the Secretary will organise General Meetings, and nominate a body to act, as Steering Committee for such meetings, from its own and the EMLD membership. The Secretary will be responsible for the running of the General Meeting. 1.2 The Secretary may delegate its powers to a Steering Committee of up to six members, chosen by the Secretary. Throughout these Standing Orders, any reference to the Secretary shall be deemed to include the Steering Committee. 1.3 The administration of Special General Meetings (SGM), Annual General Meetings (AGM) and General Meetings (GM) shall be the same. 1.4 General Meetings may span set times over a series of days in order to complete its business if it is deemed necessary. This may be done if the EMLD General Meeting coincides with any other Party or related Conference where a majority of the membership is likely to attend or be able to travel to. 2. Notice 2.1 The Secretary, in consultation with the EMLD Executive, shall for all EMLD General Meetings, set deadlines for the receipt of: (a) Constitutional Amendments and Topical Motions which shall be not less than 14 days before the beginning of the EMLD General Meeting, (b) Emergency Motions, which shall be at the EMLD General Meeting, (c) Amendments to Topical Motions and amendments to motion proposing Constitutional Amendments which shall be at EMLD General Meeting. 2.2 The Secretary, in consultation with the EMLD Executive, shall, for the EMLD Annual General Meeting, set deadlines for the receipt of: (a) Motions objecting to Policy Lapse, which shall be at EMLD General Meeting, (b) Policy Motions, which shall be no less than 14 days before the beginning of the EMLD General Meeting. 2.3 The secretary shall give at least 21 days notice of EMLD General Meeting to all members by way of a Calling Notice. 2.4 The Calling Notice shall include: (a) The dates and place of the General Meeting, (b) The procedure for registration as a delegate to EMLD annual conference, (c) The procedure for submitting a motion, amendment or constitutional amendment, (d) Details of elections to be held at that General Meeting.
3. Agenda 3.1 Secretary shall prepare and distribute an agenda for the EMLD General Meeting to all members who have registered for the EMLD General Meeting. 3.2 The agenda for the EMLD General Meeting shall include time for: (a) An oral report by the Chair, or designated person, on EMLD as a whole, (b) Oral reports by other relevant members of the Executive, (c) All elections and hustings required, (d) Topical motions, (e) Constitutional amendments, (f) Emergency motions, approved by a simple majority of those present and voting, (g) Reports from Standing and Additional Committees, (h) Training sessions, (i) Motions objecting to the ratification of Regulations, (j) General Meetings, or equivalent, of Regional Groups, on demand from those organizations, (k) Meetings of other EMLD groups, at any level, on demand from those groups, subject to the discretion of Secretary. (I) Transact any other business put forward by the Chair or Executive Committee. 3.3 The agenda for a normal EMLD General Meeting shall additionally include time for a mid-term Financial Report from the Treasurer. 3.4 The agenda for the EMLD Annual General Meeting shall additionally include time to: (a) Consider, and pass the audited accounts for the previous financial year, and any proposed budgets for the next, (b) Appoint Auditors. 4. Motions 4.1 There shall be the following types of Motion: (a) Policy motions, not taken at EMLD conference, which shall contain proposed EMLD Policy on at least one issue of substance, (b) Constitutional amendments, which shall contain proposed amendments to the EMLD Constitution, or Standing Orders, (c) Topical motions, which shall contain proposed EMLD Policy on at least one issue of substance, which has arisen since the last EMLD General Meeting, (d) Emergency motions, which shall refer to an issue of substance, which has arisen since the passing of the deadline for Topical Motions, (e) Motions objecting to Policy Lapse which shall state reasons for objecting to the lapsing of any specified EMLD Policy, due to lapse immediately after the EMLD General Meeting,
(f) Motions objecting to the ratification of Regulations which shall state reasons to oppose ratification of any specified set of Regulations, 4.2 All motions must be submitted by the relevant deadline under Section B.2, and contain the names and addresses of a proposer and a seconder, who shall both be members of EMLD. 4.3 All Motions shall require a simple majority of those present and voting to pass . 4.4 Secretary shall have the power: (a) To determine whether a motion is in the correct format under Section B.4.1, (b) To determine whether a motion was submitted before the relevant deadline, (c) To composite together similar motions and/or amendments with the permission of the proposer and seconder, (d) To redraft motions to improve clarity with the permission of the proposer and seconder, (e) To prioritize up to two motions for debate. 4.4 All motions accepted by the Secretary, and not prioritized, shall be the subject of a Priorities Ballot to take place at the EMLD General Meeting by the Single Transferable Vote. 5. Reports 5.1 The agenda distributed under Section B.3.1 may be accompanied by all reports to be presented at the Meeting. 5.2 The following reports shall be presented at each EMLD General Meeting: (a) A report from every Executive Officer (b) A report from each Standing Committee, (c) A report from each Additional Committee, (d) A report from any suspended office-holder or body. 5.3 Reports shall be considered in the following manner: (a) The Chair of the session (who shall not be an Executive Officer) shall introduce each report, (b) The Executive Officer or Committee Chair may speak on their report, (c) EMLD members may ask questions on the report. 5.4 EMLD members may submit the following motions following the presentation of reports: (a) A motion of No Confidence in the Executive Officer or Committee for a specified reason, (b) A motion to censure the Executive Officer or Committee for a specified reason. If no such motions are submitted, the General Meeting shall be deemed to have approved the reports. 5.5 Motions of No Confidence or Censure shall be debated in the following manner: (a) The proposer of the motion, or his/her nominee, shall introduce the motion, (b) The EMLD General Meeting shall debate the motion, (c) The subject of the motion, or his/her nominee shall be allowed to make a speech against the motion. 5.6 Motions of Censure shall require a simple majority of those present and voting to pass.
5.7 The Articles of the Constitution and any subsequent Sections in the Standing Orders, which may arise, govern motions of No Confidence. 6. Procedural Motions 6.1 Any member of the EMLD General Meeting may at any time propose a Procedural Motion under Sections B.6.2, B.6.3 or B.6.4 below. 6.2 The following Procedural Motions shall require a two-thirds majority of those present and voting to pass: (a) A motion of 'No Confidence in the Chair'; (b) A motion to 'Overturn a Ruling from the Chair', (c) A motion to 'Change the Agenda' in a specific way, (d) A motion to suspend specified Standing Orders for a specified reason and for a specified time; to 'Suspend Standing Orders'. 6.3 The following Procedural Motions shall require a simple majority of those present and voting to pass: (a) A motion to refer all or part of the business under discussion to a specified body or person; to 'Refer Back', (b) A motion to 'Move to a Vote' on the specified amendment, parts or substantive immediately, (c) A motion to take a separate vote on a specified part of a Motion or amendment to a Motion; to 'Take in Parts'. 6.4 The following Procedural Motions shall pass automatically when proposed and without debate: (a) A motion to refer any relevant ambiguity in the Constitution or Standing Orders to the chair for a Rule of Interpretation under Article 15, (b) A motion to count a vote precisely or to hold a secret ballot if supported by ten members. 6.5 Procedural motions shall be debated immediately. In the case of a procedural motion relating to the chairs conduct or ruling, the Vice-Chair or Aide shall take the chair. If several procedural motions are raised, then they shall be dealt with in the order the chair sees fit, but with priority such that fall in the order of: (a) Request for 'Ruling from the Chair'; (b) Motion of 'No confidence in the Chair'; (a) Motion to 'Overturn a ruling from the Chair' (d) Motion to 'Refer back' (e) Motion to 'Move to the Vote'; (f) Motion to 'Take in Parts' (g) Motion to 'Change the Agenda'; (h) Motion to 'Suspend Standing Orders' for a specific reason. 6.6 Debates on procedural motions under Sections B.6.2 and B.6.3 shall be conducted in the following manner:
(a) A speech from the proposer of the procedural motion; and (b) In the case of motions under Sections B.6.3 (a) or (b) above, a speech from the Chair, or his/her nominee; or (c) In the case of Sections B.6.2 (c) (d), or B.6.3 (a), (b) or (c) a speech from the Secretary. (d) The General Meeting shall vote on the procedural motion. 6.7 If a procedural motion is passed it shall take effect immediately. If a procedural motion under Sections B.6.2 (a) above is passed, the Secretary shall select a new Chair. 6.8 A meeting shall be deemed Quorate, until found to be otherwise. 6.9 If a member of the floor calls for a 'Quorum Count', provided that a vote is not already in session, or being disputed, then the General Meeting shall be put on hold. During this time the Steering Committee shall count those present and able to vote to ensure that the quorum, as laid out in the Standing Orders, is reached. If a vote is in session or disputed, then the Quorum count shall take place immediately at the end of that vote. 6.10 If a Quorum Count is passed, the meeting shall register this fact and continue as before. If it is felt necessary Steering Committee may monitor people entering and leaving after that point. 6.11 If a Quorum Count fails, then all matters already decided shall be taken as read and need only be ratified at the next meeting. No other matters, except to discuss the rescheduling of the event may be officially discussed by the body, which has been deemed inquorate. 7. Voting Procedures 7.1 Voting at the EMLD General Meeting shall be restricted to those members who have validly registered for the EMLD General Meeting if so required and who have voting rights as laid down in the Constitution. 7.2 All votes shall be by show of voting cards or hands at the discretion of the Chair, unless a Secret Ballot is called for. 7.3 If a vote is to be counted precisely, the Secretary, Vice-Chair, Aide, and one or more members selected by the Chair shall carry out the count and give the results to the Chair. 7.4 The Chair shall only have a casting vote. 7.5 All members of EMLD, except for those conducting the count, shall remain seated and quiet during the count.
ANNEX C: The EMLD Executive
1. Meetings 1.1 The EMLD Executive shall meet at least four times in a year during its executive year of least one out of London. 1.2 Full minutes, agendas and calling notices of every Executive meeting shall be kept, and shall be available to all members on request, subject to payment of an appropriate fee to be set by the EMLD General Meeting from time to time if it is deemed necessary. 1.3 All Executive Members and Honorary Officers shall receive full documentation free of charge. 1.4 Executive Members shall be required to attend all Executive meetings. If they are unable then they must send apologies. Executive members may appoint a Proxy who shall be treated as having their powers, though the elected officer holder will be held responsible for their actions et cetera. 1.5 Any EMLD member may attend Executive meetings. 1.6 A representative of any employed staff of EMLD shall be entitled to attend Executive Meetings. 1.7 The Executive may, by simple majority, designate any Executive Agenda Business. Closed Business shall be discussed only in the presence of Honorary Officers. The minutes of Closed Business shall only be available to the present members of the Executive and any Honorary Officer. 1.8 The Executive may invite non-members of EMLD to Executive meetings at its discretion. 1.9 The Quorum for meetings shall be five, or one Quarter of its total-voting members excluding Regional Coordinators if the Executive exceeds 20 voting members. If the meeting is not quorate for any reason, then the Executive may hold the meeting and the next Quorate meeting may ratify its decisions. 2. Administration of EMLD 2.1 The administration of EMLD as a whole shall be governed by these rules and any regulations made under them. 2.2 Individual executive responsibility shall be outlined, but not restricted to the provision of Section C 3. 2.3 In the case of Suspension and or No-Confidence in the Officer, or simple resignation before the end of their term in office, then all property of EMLD, and or its records, shall be returned promptly to the other Members of the Executive, or in the case of a serious dispute, a body designated by the Honorary President or Federal Party. 2.4 At the termination of a post due to end of term in office, then the Executive Member will be expected to conduct hand over with their successor such that continuation is assured. 3. Responsibilities of Executive Members 3.1 The Executive Members specified herein shall have the following, but not exhaustive, responsibilities, which may be added to via Regulations, made under these Standing Orders: 3.2 The Chair shall be:
(a) The chief spokesperson of the EMLD organization; (b) Responsible for coordinating its activities as a whole; (c) Act as Chair for all General and Executive Committee Meetings (d) Be responsible for ensuring that the Objectives of EMLD, as laid out in the Constitution, are met. (e) The Chair shall be jointly responsible with theTreasurer for the compliance with the Political Parties, Elections and Referendums Act 2000; 3.3 The three Vice-Chairs, will aid the Chair in fulfilling the above when the Chair is unable to for whatever reason. 3.4 The Treasurer shall: (a) Keep up to date financial books or equivalent, which shall be available for inspection upon a request within reasonable time; (b) Be responsible for the financial affairs of the organization, including producing the annual budget and the mid-term financial report. (c) be jointly responsible with the Chair for the compliance with the Political Parties, Elections and Referendums Act 2000; (d) The Treasurer shall ensure that no donation of over £500 is accepted except from a permissible donor and shall keep records and submit donations reports to the Executive Committee and to Compliance Department of the Federal Party. (e) The Treasurer shall annually produce accounts which shall be in form specified by the Political Parties, Elections & Referendums Act 2000 and which shall be approved by the Executive Committee and if required be audited and submitted to the Electoral Commission. 3.5 The Secretary shall be responsible for: (a) Keeping copies of all official EMLD Correspondence which should be copied to the person in this post in the first instance, or as the need arises; (b) Keeping minutes of all Executive and other EMLD meetings, although need not act as Secretary to all of them, it is the responsibility of the Secretary to that meeting to ensure that this is fulfilled; (c) Holding an up to date copy of the Constitution and Standing Orders; (d) Keeping accurate records of all EMLD Executive decisions. 3.6 The Media Coordinator shall be responsible for: (a) Administering press releases or the equivalent; (b) Producing regular communications to members, one of which shall include an annual newsletter; (c) Maintain a list of current contacts within the Media community. (d) Develop and maintain the Internet Website of EMLD and any other form of communication development modes to promote the objects of EMLD as laid in the Article 2.1. 3.7 The Membership Coordinator shall be responsible for ensuring Article 3 is upheld, Article 2.1 is promoted and in addition shall be responsible for: (a) Receiving all notices of application for membership;
(b) Referring membership applications to the Executive Committee for ratification; (c) Maintaining a register of all members, past, present and discharged; (d) Ensuring compliance with the data protection Act and relevant legislation in respect of the register of members; (e) Promoting membership of EMLD amongst ethnic minority members of the party. 3.8 The Policy Coordinator shall, with the aid of the Policy Committee be responsible for: Drafting policy for EMLD and the Party as well as general policy development; keeping up to date copies of all EMLD and related Party Policy. 3.9 the Fund Raising Coordinator shall be responsible for: Raising Funds on behalf of EMLD and helping, with the Treasurer, suggest suitable subscription et cetera. Keeping lists of both past and possible contributors. 3.10 The Campaigns Coordinator shall, with the aid of the Campaigns & Events Committee is responsible for the promotion of EMLD's policy and objectives to bodies which the EMLD Executive see fit. 3.11 The Training and Development Coordinator shall be responsible for training and developing current EMLD members; administering the Shadowing scheme or related schemes, liaising with other internal Party and external bodies for training provisions of the members of EMLD. 3.12 The Women Co-ordinator shall encourage and support BME Women for recruitment and greater participation in Politics guiding them to training and development and mentoring support through other mechanism within the Party. 3.13 The Youth Co-ordinator shall encourage and support Youth and Students for recruitment and greater participation in Politics guiding them to training and development and mentoring support through other mechanism within the Party. 3.14 Regulations may contain additional responsibilities for the above Officers. 3.15 All Executive Members shall be responsible for: Promoting the organization within their job descriptions Assisting in the general activities of the organization, Liaise with other Executive and Committee members in the execution of their responsibilities. Assisting their successor by producing a Hand over Report 3.16 The responsibilities of General Executive Officers shall be divided into portfolios as required. Portfolios shall be detailed in Regulations and shall be allocated amongst the General Executive Members by the Chair in response to an indication of preferred portfolios from each General Executive Member. 3.17 the allocation of portfolios shall take place after a new EMLD Executive is elected. 3.18 At least two of the General Executive Officers shall be without full Portfolio and shall carry out any role they deem fit, with the EMLD Executives approval, to further the Aims and Objectives of EMLD or the Party. 4. Job Share
4.1 If two candidates standing for a position as job share candidates are elected, they shall have one vote each on the committee(s)they were elected to. 4.2 At least one job share officer must attend each committee meeting under C.4. 1 to be counted as attending.
ANNEX D: External Representation 1.1 The EMLD Executive shall be responsible for the provision of the election of members to other bodies as the need from time to time might arise, to whom EMLD may send delegates. 1.2 Any Member of the Executive may act as an individual and refer to their title, but must have prior permission from the EMLD Executive to act or speak on its behalf or outside of that individuals remit. 1.3 The Chair, Vice-Chair and Media Coordinator are exempt from Sections D.1.2. above, provided that such action can be seen to bring benefits to EMLD. They will be required to report all actions to the EMLD Executive in their reports. ANNEX E: Finance 1. The Budget, Financial Report & Accounts 1.1 The Treasurer, with the aid of the Fund Raising Coordinator, shall draw up a Budget containing figures for projected income and expenditure in all areas of EMLD' activities. 1.2 The Budget shall be submitted to the EMLD Annual General Meeting by the deadline for Topical Motions and shall be proposed by the Treasurer. 1.3 Audited accounts for the previous financial year shall be produced by auditors appointed by the EMLD General Meeting from time to time if it sees fit. They shall be submitted for ratification to EMLD Annual General Meeting by the deadline for Topical Motions and shall be proposed by the Treasurer. 1.4 The Treasurer, with the aid of the Fund Raising Coordinator, shall draw up a mid-term Financial Report containing, if required, amended figures for projected income and expenditure in all areas of EMLD' activities and an explanation for any deviations from the previous Budget. 1.5 The mid-term Financial Report shall be submitted to the other EMLD General Meeting by the deadline for Topical Motions and shall be proposed by the Treasurer. 2. Authorisation 2.1 Expenditure in excess of any budget may only be undertaken by: (a) The EMLD Executive as a whole; or (b) If it is not practicable to call an Executive meeting, the Chair and Treasurer, shall report to the Executive. 3. Financial Year 3.1 The Financial Year of EMLD shall run from 1st January to the 31st December.
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