The New Zealand Association of Radio Transmitters Incorporated

1991 Branch and Delegates Guide to Conference

From: Break In April 1991
Each Branch should hold a remit meeting in time to brief your Branch
representative for the Annual General Meeting at Queen's Birthday Weekend.
If NZART is to function democratically, all Branches should be represented.
The following is a recommended procedure that complies with the
Constitution.

1. Appoint your delegate

You may appoint up to two delegates one of whom should be the senior
delegate. If your delegates disagree at Conference, it is the senior
delegate who will be recognised as being authorised to cast your Branch
vote. Try not to appoint association Councillors or Officers if you have
another willing delegate available. If asked, Councillors and Officers will
be happy to be your delegate, but they will already have had a long meeting
the day before. Besides, the Annual General Meeting is for Branches and
individual members to have their say and an opportunity for Councillors and
Officers to listen, so make the most of it.

2. Proxy

Your delegate need not be a Branch member, but must be an Association
member. If your Branch is not sending a delegate, give your voting
instruction to a delegate from another Branch, or, if that is not possible,
to the General Secretary.
3. Count the transmitting and non-transmitting members of NZART present at
your meeting, and note each total carefully
Your delegate will need these figures to apply to the Branch total voting
strength for any Conference vote. Association members attached to your
Branch by headquarters are entitled to attend and vote at your remit
meeting, even if they are not members of your Branch. Members attached to
another Branch must vote at that other Branch meeting.

4. Specifically give your delegate discretion

Your delegate will listen to the Conference debate, and needs your authority
to vote in a manner other than the way you voted at your Branch meeting.
Unless you do this, there is no point in the Association having an Annual
General Meeting, which could then just as satisfactorily be conducted by a
postal ballot. You should give your delegate discretion in all cases - even
if your Branch view seems to be set in concrete and unlikely to change. It
is surprising how new material can arise at Conference which will place
matters in a different light. Further, instructions to your delegate which
are "set in concrete" will be of no use if a remit is amended, as your
delegate will have no way of knowing how you would have voted on the
amendment. You must trust your delegate to represent you properly and
delegates themselves should insist that they have the necessary discretions.

5. Try to brief your delegate not just on your vote, but what you think

Why do you think the vote should go in a particular way? This will enable
your delegate to partake in Conference debate in a more informed way, and
ensure that your views are presented logically and intelligently.

6. At The Conference

Remember, this is an Annual General Meeting of an Incorporated Society, and
not a general forum. Only delegates may vote, except where an individual
member indicates at the commencement of the Annual General Meetings that the
member wishes to vote in person and not through a delegate. When this
happens, the Branch vote will be reduced accordingly.
Strictly, this "delegates only" rule applies also to votes on matters of
procedure, but in practice, the Chairman will, in non-contentious matters,
take a "feeling of the meeting" vote at which this rule is not observed. For
example, common sense requires that votes on such matters as acceptance of
apologies, or that the heaters be turned up or down, will be conducted as
meeting votes rather than delegate votes. Voting on contentious issues,
however, will be strictly confined to delegates.
All Association members are entitled to speak at the meeting. This is not
confined to delegates. Non-members (for example, overseas visitors and
spouses of members) may speak only at the discretion of the Chairman.
Soon after the Annual General Meeting commences, your delegate will be given
a Branch voting figure, divided into transmitting and non-transmitting.
These figures must be carefully noted. It is the delegate's task to convert
the voting ratio from the Branch meeting so that it reflects the Branch
vote. If your Branch vote was 20-10 at Branch meeting, and your Branch has
150 members, your delegate will vote 100 for, 50 against, at Conference -
unless your delegate uses discretion and alters this vote after having
listened to the discussion. Delegates who do not understand this procedure
must ensure they do so before the meeting commences.
Remember, your delegate will be given a separate voting strength for
transmitting and non-transmitting figures. Your delegate must use the
transmitting figure on transmitting remits, and the non-transmitting figure
on non-transmitting remits. Remember, too, that all constitutional remits
are transmitting and require a 60 per cent majority to be passed.

7. Discussions and Voting

The remit is introduced briefly by the delegate of the Branch that has put
it forward. If your Branch has put forward a remit, be prepared for this. No
seconder is required. Discussion will follow. The delegate from the
proposing Branch will have a brief right of reply.
Voting is first on voices. If the Chairman is satisfied the vote is
decisive, the Chairman will declare the result. If the result is unclear on
the voices, the Chairman will then call for a show of hands from delegates.
If your delegate is dissatisfied with the result declared, your delegate may
then call for a count of votes, which will be conducted immediately. Note
carefully that if your delegate requires an actual vote count, your delegate
must make this demand before the meeting proceeds to the next business. It
is the right of any delegate to require a count, but unnecessary counts
should not be called for as it delays the meeting. Notwithstanding the
above, in appropriate cases, voting may be by acclamation.

8. Debate

Do make your contribution. Identify yourself by callsign and by Branch and
address the Chairman. Do not repeat what has already been said. If you don't
understand a point, ask for clarification. When necessary, seek the help of
more experienced delegates. If you disagree strongly with what is said, say
so, but preface your remarks courteously, for example, "With respect to the
previous speaker's view, my Branch strongly disagrees. These are the reasons
...".
Don't be intimidated by the atmosphere, which new delegates may find
difficult at first. While the atmosphere takes a little while to get used to
and may seem hostile and unforgiving at first, it is actually a friendly and
tolerant forum, and delegates will soon get used to it. If in doubt, seek
guidance from Councillors and former Councillors (White Badge ) or honorary
Life Members (Red Badge ), who will be only too happy to help you.

9. Conference Venue

Towards the end of the meeting, the Chairman will call for volunteers to
hold the Conference in two years time. Is your Branch area able to be a
host? Please consider this at your remit meeting, as in recent years
delegates have tended not to come briefed on this point.

10. The Constitution

The following provisions relate to the Annual General Meeting, and are
covered in the forgoing. You may like to read the actual provisions before
Conference.
Para 2(a) definition of " Annual Conference "
Para 4(a) (i), (ii), (iii), voting etc.
Para 19,20, and 21, attendance, voting etc, note particularly 20(d). See
also19(a)
setting the venue for Conference.
Para 22, procedure for introduction and voting on remits
Para 24, constitutional remits.