37th WORLD CONFERENCE 2021 · T he Agenda f or t he c onf erenc e is p rep ared by. t he W orld B...

Walking together, walking far.

May 2021

WOCO 1B: RULES OF PROCEDUREFOR THE VIRTUAL 37TH WORLDCONFERENCE

37th WORLD CONFERENCE 2021

The purpose of the Rules of Procedure (Rules) is tofacilitate the handling of the business of the 37thWorld Conference and establish the way decisionswill be taken in line with the requirements of theWAGGGS Constitution and Bye-Laws. TheseRules ensure a clear, democratic and transparentdecision-making process and provide clarificationon attendance, circulation of information, andvoting procedures at the conference.

Member Organisations are expected to becomefamiliar with the Rules before they are approvedat the start of the conference. Amendments tothese Rules cannot be proposed at the conference.

Each Full or Associate Member Organisation ofWAGGGS is entitled to send two Delegates,appointed from within its own membership. TheDelegates carry the authority of their MemberOrganisation to speak on its behalf and areexpected to participate in all proceedings. One ofthese Delegates should be identified as the HeadDelegate and will carry the additional authority tovote on behalf of the Member Organisation.

Each Member Organisation may also invitemembers of their association to observe theconference. The Observers act in support of theirHead Delegate. Each Member Organisation maysend up to a maximum of ten (10) Observers.

Representatives of National Girl Guide/GirlScout Organisations working towardsMembership of WAGGGS;WAGGGS representatives at the UnitedNations and its specialized agencies;Representatives of organisations associatedwith Girl Guiding/Girl Scouting;Members of the Board of Directors, ExecutiveDirector and National Co-ordinators of theOlave Baden-Powell Society;Other invited guests.

Members of WAGGGS Committees, HonoraryAssociates and holders of the World Board Pinmay attend the conference.

Other guests invited by the World Board mayinclude:

be fully informed of their MemberOrganisation's view on all agenda items;in the case of the Head Delegate, beprepared to vote on agenda items inaccordance to the direction of theirMember Organisation;make a full report to their MemberOrganisation on the conference and thedecisions reached; andparticipate in an evaluation of theconference.

Delegates are expected to have read thecontent of all documents before theconference, and:DELEGATES AND OBSERVERS FROM

MEMBER ORGANISATIONS

PURPOSE OFTHE RULES OFPROCEDURE

ATTENDANCE

37th World Conference 2021 WoCo 1b: Rules of Procedure for the virtual 37th World Conference | 1

WORLD BOARD AND WAGGGS STAFF

OTHER ATTENDEES

EXPECTATIONS

Members of the World Board and WAGGGSstaff will attend the conference and may beinvited to speak by the Conference Chair.

A Roll Call of Member Organisations (asrepresented by their Head Delegate) is taken atthe opening of the conference to record allMember Organisations in attendance.

The quorum at the conference is one-third of theMember Organisations entitled to vote upon thebusiness being considered. If it appears before theconference that the quorum will not be reached,the World Board should encourage any MemberOrganisations that have not confirmed theregistration of their delegates to confirm theirintention to attend.

If the quorum ceases to be present during theconference, then the conference can still proceed.The conference can discuss issues and makerecommendations to the World Board butdecisions cannot be taken.

For each session the quorum is half plus one ofthose attending the conference and entitled tovote upon the business at that session.

QUORUM DOCUMENTS


The languages of the conference are Arabic,English, French and Spanish and participantsshould have a good working knowledge of oneof these. All documents will be available inthese languages. Simultaneous interpretation inthese four languages will be available during theconference.

LANGUAGES

The Agenda for the conference is prepared bythe World Board and shared with MemberOrganisations at least sixty days before the dateof the conference.

Documents (for acceptance, discussion, anddecision) which support the agenda will be madeavailable to Member Organisations by email andthrough the App. These documents shall includethe Rules of Procedure and any ProposedMotions and Proposed Amendments. MemberOrganisations are requested to ensure that theirdelegation has access to the required documents.

With the approval of the Conference Chair andthe Procedural Team Coordinator, items notincluded on the Agenda may be considered at theconference for discussion only. This requestrequires a simple majority vote to be approved.

There is one overall Chair of the conference,appointed by the World Board, who will ensurethat the conference is run effectively. There mayalso be up to two Vice-Chairs, appointed by theWorld Board from amongst their number tosupport the Chair in her duties. The ConferenceChair and Vice-Chairs will be confirmed byMember Organisations at the start of theconference by general consent or a simplemajority vote. The Chair may delegate chairing ofsessions to one of the Vice-Chair(s) (known as theSession Chair in respect of that session)

The Chair, following consultation with theProcedural Team Coordinator, will decide on anypoint of voting not covered in the Rules ofProcedure including the sequencing of voting onProposed Motions and Proposed Amendments.The ruling of the Conference Chair will be final onall procedural matters including, but not limited tolength of speeches, voting methods, andmanagement of agenda items.

There will be a Procedural Team of at least threeindividuals from different Member Organisations,and reflecting the diversity of WAGGGS, one ofwhom will be the Procedural Team Coordinatorand will lead the Procedural Team. TheProcedural Team will be ratified by MemberOrganisations at the start of the conference bygeneral consent or a simple majority vote.

The Procedural Team supports MemberOrganisations to understand the Rules ofProcedure and works with them, in a fair andconsistent manner, to coordinate and clarify anyProposed Motions and/or ProposedAmendments. During the conference, theProcedural Team supports the Chair to ensurethat the WAGGGS Constitution and Bye-Lawsand the Rules of Procedure are appropriatelyimplemented and complied with.

KEY ROLES ANDRESPONSIBILITIES

After the conference, the Procedural Team isresponsible for preparing the final record of alldecisions made during the conference.

There will be at least three Tellers selected by thePlanning Team, on behalf of the World Board.The Tellers will be ratified by MemberOrganisations at the start of the conference bygeneral consent or a simple majority vote.Members of the Procedural Team (excluding theProcedural Team Coordinator) may alsoundertake the role of Teller when needed.

The Tellers will count and verify the results ofeach vote and report the results to theConference Chair.

CONFERENCE CHAIR

TELLERS

PROCEDURAL TEAM

WoCo 1b: Rules of Procedure for the virtual 37th World Conference | 337th World Conference 2021


THE DEADLINES FOR PROPOSED MOTIONS TO BE RECEIVED WERE AS FOLLOWS:

Before WorldConference

Proposed Motions that affect theWAGGGS Constitution and Bye-Laws

Proposed Motions that do not affect theWAGGGS Constitution and Bye-Laws

23.59pm (UTC) onSunday 7th March 2021

23.59pm (UTC) onSunday 4th April 2021

To make changes in the wording of a Proposed Motion to ensure clarity and a clearpresentation; To work with another proposer to develop or agree to a composite Motion if two or moreProposed Motions on the same or similar topics are submitted. If no composite Motion is agreed upon, then all Proposed Motions on the same or similar topicswill be considered by the World Board to determine if they are suitable for presentation toConference.

The Proposer may be required to work with the Procedural Team:

Proposed Motions relating to: policy and standards, Triennial policy, Membership, and generalfinancial policy must have been submitted by the 4th April 2021 deadline.

Proposed Motions submitted during the Conference require the approval of the Conference Chairand Procedural Team Coordinator. Such motions (also known as tabled motions) cannot beamended.

PROPOSED MOTIONS

MOTIONS AND AMENDMENTS

Proposed Motions should be clear in intent and outcome, concerned with and related to the Missionof WAGGGS, or an issue on which the proposer considers WAGGGS should express an opinion and, where possible, indicate future ways of action.

A Proposed Motion that does not meet the criteria stated or that is not clear enough in its wordingto be voted on can be rejected. This decision is made by the Procedural Team Coordinator inconsultation with, and acting on behalf of, the World Board. The proposer will be informed if theirProposed Motion has been approved or not. Proposed Motions submitted and not approved will notbe circulated to Member Organisations.

make such changes in the wording of aProposed Amendment to ensure clarity and aclear presentation;work with another Proposer to develop oragree to a composite Motion or Amendment.

Member Organisations can propose amendmentsto Proposed Motions circulated before theconference as set out in the table above. ProposedAmendments to Proposed Motions relating to theWAGGGS Constitution and Bye-Laws must havebeen submitted by 25th April 2021 to allow timefor them to be duly considered prior to the formalnotice and Agenda for the World Conferencebeing circulated.

A Proposed Amendment should not introduce adifferent topic but should clarify, strengthen orchallenge the original Proposed Motion. AProposed Amendment that does not meet thecriteria stated or that is not clear enough in itswording to be voted on can be rejected. Thisdecision is made by the Procedural TeamCoordinator in consultation with, and acting onbehalf of the World Board. Before a decision toreject a Proposed Amendment is made, theProcedural Team will advise the Proposer on whya rejection is being considered so that theProposer can consider altering the ProposedAmendment. The Proposer will be informed iftheir Proposed Amendment has been approved ornot. Proposed Amendments submitted and notapproved will not be circulated to MemberOrganisations.

The Proposer may be required to work with theProcedural Team to:

The Chair will ask the individual to state whethershe/he is speaking in the capacity of a WorldBoard member or Delegate and, if appropriate, theMember Organisation they represent.

Following the presentation of each item, the Chairwill open the discussion to others. The Chairdetermines and declares when the discussionends. Each Member Organisation may speak forup to three minutes and may only speak onceunless the Chair makes an exception. TheProposer is also able to speak once during thediscussion, in addition to presenting the ProposedMotion/Amendment.

If a Proposed Amendment is not carried, theoriginal Proposed Motion is then put to the vote. Ifone or more Amendments are carried, then theyare incorporated into the original Motion, which isthen put to the vote in its amended form.

Decisions will be recorded in a Record ofDecisions that is sent to Member Organisationsand is made available on the WAGGGS websitewithin one month of the conference.

If the registered Head Delegate is unable to attendthe conference, or unable to cast their vote foranother reason, the Member Organisation shallauthorise their other delegate or another personto act as its representative and vote instead.Notice of this should be provided to theProcedural Team Coordinator before votingopens.


PROPOSED AMENDMENTS

All Proposed Motions and Proposed Amendmentsreceived, approved and circulated with the noticeand Agenda will be presented and discussed at theconference. The Chair will ask for a member of theWorld Board or from a delegation of a MemberOrganisation to formally present the ProposedMotion/ Amendment.

Proxy voting is not permitted under the WAGGGSconstitution.

PRESENTATION AND DISCUSSIONOF PROPOSED MOTIONS ANDPROPOSED AMENDMENTS

PROXY VOTING

VOTING


To be eligible to vote, a Member Organisation must have paid their annual WAGGGSMembership fee up to and including the financial year immediately preceding theConference, unless remission or postponement of fees has been authorised by the WorldBoard. If remission or postponement of fees has been authorised by the World Board, theMember Organisation must be complying fully with the conditions on which this has beengranted.

Suspended Member Organisations do not have the right to vote.

ELIGIBILITY TO VOTE

WHO

Delegates

Observers

World Board

Any otherattendees(Including:members ofWAGGGSCommittees,WAGGGS staff,and individuals orrepresentatives ofgroups invited toattend as guests)

SPEAKING

May speak only if their Head Delegaterequests this and if approved by theConference/Session Chair

May speak on any and all issues, whenrecognised by the Conference/SessionChair in accordance with the procedures

May be invited to speak by theConference/ Session Chair duringsessions

May speak on any and all issues, whenrecognised by the Conference/SessionChair in accordance with the procedures

VOTING

Do not have a vote

Do not have a vote

Do not have a vote

Have one vote perMember Organisation,exercised by the HeadDelegate.

SPEAKING AND VOTING RIGHTS


Each Member Organisation present and eligible to vote at the conference has one vote.However, there are some issues on which only Full Member Organisations can vote. Thevoting rights at the conference are as follows:

ISSUES FOR VOTING

Confirmation of World Conference Chair and Vice-ChairsProcedural Team Coordinator andProcedural Team membersTellersConference Agenda

Approval of the Rules of Procedure

Opening business items:

Election of the World Board

Bid to host the next World Conference

Other Motions and Amendments

Changes to the Constitution and Bye-Laws;Policy, strategy and standards;Triennial policyAdmission and cancellation ofMembership;General financial policy/issues;Making a session a Closed Session; andChanges to those permitted to attendthe World Conference

Approval of:

Full and AssociateMembers



Full Members only

Full Members only

General Consentor Simple majorityof votes cast

75% majority ofvotes cast

Simple majority ofvotes cast



The following voting methods may be used at theconference.

General Consent: When a Proposed Motion is not likely to beopposed, the Chair says, “If there is no objection”.The members show agreement by their silence. Ifan objection is raised, the Chair shall ask for acounted vote.

Electronic ballot: For use when a full count is required. The HeadDelegate casts their vote by using the votingfunction in the WAGGGS app. The votes cast willbe counted and verified by the Tellers andreported to the Chair who will announce thenumber of votes received for and against theproposal and the number of abstentions. Theresults will be shown in detail, apart from the bidto host the next World Conference, election ofWorld Board members and decisions on thecancellation of Membership, when only thedecision and not the counted vote will bedisplayed.

Where there are more than two bids there will beone initial round of voting for all the bids. If no bidreceives a simple majority, a further round ofvoting will take place between the two bids whichreceived the highest number of votes in the firstround.

what the vote is about;who is entitled to vote;the order in which any Proposed Amendmentswill be voted on;the required majority and how many votes areneeded for the ProposedMotion/Amendmentto be carried;how the vote will be taken;the outcome in the case of passing ordefeating the Proposed Motion orAmendment.

Before taking a vote on Proposed Motions andProposed Amendments the Chair will explain:

Voting is by secret electronic ballot. The names of the candidates shall be displayedin alphabetical order on the voting platform. There will be a single round of voting. EligibleMember Organisations shall vote by allocatingone vote each for up to a maximum of sixcandidates. Member Organisations do nothave to allocate all six votes. The six highest-scoring candidates shall beannounced in alphabetical order. Should there be parity of votes for the finalplace, a new round shall take place betweenthe candidates who have received the samenumber of votes. The Approved Persons will be filled by thecandidates receiving the seventh and eighthhighest votes. Should there be parity of votesfor the eighth place, a new round shall takeplace between the candidates who havereceived the same number of votes. There will be a final vote by simple majority toratify the new members of the World Boardand the Approved Persons.


METHODS OF VOTING VOTING ON BIDS TO HOST THENEXT WORLD CONFERENCE

VOTING ON PROPOSED MOTIONSAND PROPOSED AMENDMENTS

ELECTION OFTHE WORLDBOARD

In the event of a tied vote, the Motion /Amendment is not carried. The Tellers havethe final word in relation to the number ofvotes cast during the voting and the results ofthe vote.

All agenda items are open to all registeredconference participants. However, at any time theWorld Board or any Member Organisation mayrequest for a specific item to be dealt with in aclosed session and will be allowed up to threeminutes to explain the reasons for the request. Topass, the request needs to be agreed to by 75% ofvotes cast of Full Member Organisations presentat the conference.

Only Head Delegates and Delegates of eligiblevoting Member Organisations, the World Board,and WAGGGS staff may attend a closed session ofthe conference. During the closed sessioncommunication with others beyond this group willbe restricted, including the use of Social Media.

Items concerning clarification of procedures,or problems of understanding can be raised atany time, by any delegation and be addressedby the Session Chair, in consultation with theProcedural Team Coordinator, if required.

The use of social media is allowed during theconference including voting sessions, excludingClosed Sessions. Should the use of social mediahave to be restricted for any reason, participantswill be informed by the Chair.

CLOSEDSESSIONS

SOCIALMEDIA

GENERAL



GLOSSARY

Abstention

Amendment

App

Approvedpersons

AssociateMembers

Full Member

Member

Head Delegate

Conference Chair(also referred toas ‘Chair’)

Agenda

Delegate

member

During a vote, when a Member Organisation does not vote ordeclares that it is neither voting for, or against, a proposal, thiscounts as an “abstention”. Abstentions do not count towards thevoting threshold.

A change in wording to a Proposed Motion or a ProposedAmendment, which has been moved by the conference.

A software programme or application that you use online or onmobile devices.

World Board candidates who were not elected to the World Boardbut who received the next highest votes at World Conference.

A national organisation that has achieved Associate Membership inaccordance with 10.9.2.of the WAGGGS Constitution.

A national organisation that has achieved Full Membership inaccordance with 10.9.1 of the WAGGGS’Constitution.

When written with a capital “M” this refers to a MemberOrganisation that is either an Associate or Full Member ofWAGGGS.

A person selected to represent, and vote on behalf of, a MemberOrganisation.

The person who has been appointed by the World Board topreside over the conference and to ensure that the business of theconference is properly carried out.

Formal list of matters to be considered at the conference.

A person selected to represent a Member Organisation.

When written with a small “m” this refers to a person.


Majority

Observer

Procedural Team

Motion

The number of votes in favour required for a Proposed Motion tobe carried. A simple majority is more than half of the votes cast.

A person appointed by a Member Organisation to be part of thedelegation of a Member Organisation, and act in support of itsDelegates at the conference. Observers do not have voting rights.

The Team which ensures the conference is run as per the Rules ofProcedure, WAGGGS Constitution and Bye-Laws and which is thestarting point and coordinator of any wording changes forProposed Motions and Proposed Amendments.

A proposal that has been moved by one Member Organisation,which has been moved by the conference.

Procedural TeamCoordinator

ProposedAmendment

Proposed Motion

Quorum

Record ofDecisions

Tied Vote

Vote

Tellers

Leads the Procedural Team

A suggested change in the wording of a Proposed Motion.

A Proposed Motion is a suggested proposal that is open fordiscussion by the conference.

The minimum number of Member Organisations required to makethe conference proceedings valid.

Written record of all Motions/Amendments and their proposer,together with the votes for, against and abstentions.

When an equal number of votes has been received for and againsta Proposed Motion or Proposed Amendment.

A formal indication of a decision or choice made by a MemberOrganisation on a proposal

The Tellers are responsible for counting all votes cast by MemberOrganisations where a count is required and assist, as necessary,with electronic voting.

Walking together, walking far.

37th WORLD CONFERENCE 2021

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