Click for full meeting documents here
General Membership Meetings
All meeting dates are posted to our Facebook events. Minutes for Member's Meetings, Board Meetings, and the Annual General Meeting are posted on this page after meetings. Agendas are posted before meetings. Agenda items must be submitted to firstname.lastname@example.org five days in advance of any meeting in order to be considered. Follow @wpirg on Twitter or Facebook for direct notifications.
We are committed to using accessible spaces for all events and meetings. If you need access to any other accessibility tools, please let us know either by visiting us in the office, giving us a call at +1 (519) 888 4882 or emailing us at email@example.com.
Member's Meetings Procedure
Starting with the 2014/2015 academic year, the WPIRG Board of Directors, following a period of consultations with members, is introducing Member's Meetings to our governance structure. Member's Meetings will be held two to three times per term, usually on the last Thursday of the selected month. Member's meetings will be an opportunity for members (all UW full-time undergrads who have not refunded the WPIRG levy) to shape the work of WPIRG in three key areas:
- Member's Meetings will decide endorsements of campaigns, statements and other like matters that establish a position on an issue for the entire WPIRG membership.
- Member's Meetings will review funding applications (as processed by the Solidarity Funding Committee) from our three solidarity budget lines: Campus Solidarity, Community Solidarity and Indigenous Solidarity.
- Member's Meetings will be spaces where members can inform each other of what is happening on campus and use these knowledge to inform the work of WPIRG's action groups, projects and other activities.
In addition to these three areas, Member's Meetings will also give members the opportunity to find out about ongoing WPIRG activity and provide feedback and suggestions for future work and connect with other students and groups working on social and environmental issues on campus.
PRIOR TO THE MEETING
- Agenda items must be submitted in advance, no later than 5 days prior to the meeting. Agenda items can be emailed to firstname.lastname@example.org
- Agenda items must be within the jurisdiction of the Member's Meeting (as described above – the Board of Directors will decide the final agenda).
- Members must sign in and present either a WatCard or a community member card.
AT THE MEETING
- Decisions are reached by a majority vote.
- The Board of Directors will provide a Chair and Secretary.
- Meetings are to be 2 hours long, usually between 6-8pm. The Members may motion to extend the meeting.
- Dinner will be provided half hour prior to the meeting.
RULES OF ORDER
Member's Meetings will use a simplified set of rules drawn from Rusty’s Rules of Order. The goal is to provide an efficient structure to the meeting that allows for good discussion and avoids the pitfalls of the more formal and complex Robert’s Rules of Order. Specifically, the following rules of order will be used:
MAKING A MAIN MOTION
- A Main Motion concerns business to be carried out by the group. There may be only one main motion on the floor at a given time. The motion is stated, beginning with: “I move that” The motion should be clear and concise.
- If the motion is not seconded it dies. If the motion is seconded, the chair calls for discussion on the motion. Discussion continues until all relevant opinions have been heard.
- A member may offer a Friendly Amendment during discussion. It should be stated in exact wording. The chair asks the maker if she accepts that amendment. If not, discussion continues on the original motion. If the maker accepts the amendment, it is repeated by the chair, agreed upon, recorded and read back from the minutes. Then the discussion continues on the Amended Motion, which becomes the motion on the floor.
- The vote is taken when discussion is completed. The chair may call for the vote (Call the Question) or a member may do so. Call the Question is a Procedural Motion (see below).
- The vote is taken, counted, and recorded in the minutes.
- Before moving on, the motion must be implemented. Decide what is needed to carry out the motion, who is going to take responsibility, by what time, and when they will report back to the group. This should be prearranged if possible.
PROCEDURAL POINTS AND MOTIONS
Points of Procedure and Procedural Motions speak to the process of the meeting. They are in order at any time and must be dealt with right away, before going on with the meeting.
- A Procedural Motion must be seconded and voted on by the group. This should be done quickly, so as not to distract from the main business at hand.
- The chair may make a point of procedure, or suggest (entertain) a procedural motion.
- To Table (includes when it is to be dealt with)
- To Refer (to committee or wherever)
- To Adjourn
- To Recess (take a break)
- To Call the Question (call for a vote)
- To Call for a Straw Poll (this is a non-binding vote, to assess the feeling of the group)
Points of Procedure:
- The maker raises their hand and speaks out: “Point of Procedure” (or “Point of Order”). The chair must recognize the member immediately.
- The chair may rule on a point of procedure.
- Point of Personal Privilege: It’s too hot, too stuffy, can’t hear the speaker, etc.
- Point of Procedure (or Order): This is a suggestion as to how to carry out the business better. It is ruled on by the chair.