Rough Guide to Conference

GUIDE TO THE CWU YOUTH CONFERENCE

Introduction

This very brief CWU Youth Conference Guide has been put together to give delegates a good understanding of how the conference is likely to run.

What is it?

• Under the rules of the Union, the CWU Youth Conference happens once a year, usually on a Saturday.
• This year's conference is the seventh. It is organised on the basis of branch delegations. Attendance will probably be around 100.

What is it there for?

• CWU Youth Conference can debate and make decisions on two motions to go to Annual Conference.
• Conference can prioritise, formulate and set the Youth Agenda on issues of concern to young members.
• Conference is an opportunity for the activists of the Union to get together to exchange ideas and debate issues.

Policy Making?

Policy is made by conference voting to adopt a motion or proposition (the two words mean the same thing).

A. Who can submit motions?

Motions can be submitted by the following:

• Branches
• Regional YACs
• YAC

B. How many can they put in?

Currently the allocation for the conference is:

• Branches/Regional YACs - 1 motion
• Youth Advisory Committee - 3 motions

C. What happens after they are submitted?

• When a motion is submitted, whoever submits it, receipt is acknowledged and then all the motions are looked at by the Standing Orders Committee (SOC).
• The SOC will determine whether or not a motion is "in" or "out" of order (i.e. whether or not it can be debated at conference because it complies with the rules governing what can be submitted).
• They will then put the motions in order depending on their importance as they assess them.
• They will resolve any contradictions by means of consequential rulings.
• They will then compile the agenda which will be published and distributed to those attending conference.

D. What are the Different Categories of motions on the Agenda Pad?

• There are generally two different categories of motions, namely those of an industrial nature and those of a national nature.
• Industrial motions are specially worded to be relevant to industrial issues affecting our members at a local level.
• National issues: Any motion that is non-industrial.
• There are some motions not admitted to the Agenda Pad because they are either vague or indeterminate. They do not give clear instructions and are not relevant to that conference. It is up to the SOC, having considered the motion/s to decide whether or not they are to be admitted to the agenda pad.

E. What happens to them at Conference?

• At conference motions are called for debate according to the timetable set out by the SOC but voted on and agreed by delegates at the start of the conference.
• The motion must then be seconded by a speaker from a different branch, or done formally.
• There is then debate with people being able to make contributions both for and against the motion.

• The YAC will also speak to make sure conference knows what its view is.

• There will then be a vote by a show of hands or, if it is a particularly close or controversial matter, by a card vote.
• There are only a set number of things that can happen to a motion at Youth Conference. These are:

a. Carried - it is adopted as policy

b. Lost/Not carried - it is defeated in the vote (N.B. Not Carried has a different meaning at the union's main conference).

c. Remitted - conference has agreed to remit the motion to the YAC without voting on it (in other words they are agreeing to leave the matter up to the YAC to pursue).

d. Withdrawn - motions can be withdrawn either before or at the conference by the organisation that has submitted them to start with.

F. Card Votes

• A card vote may be called for if requested by at least 5 delegates present at the conference.
• The Chairperson of conference or branch delegates can call for a card vote.
• For a delegates' call for a card vote to be successful, the set number of delegates (5) must literally call for one when the outcome of a show of hands is declared by the Chairperson.
• To call for a card vote, the formal procedure is to stand in your place and call "Card vote please Chairperson".
• When a card vote is taken, no-one is allowed in or out of the conference hall (the Chairperson will ask for the doors to be closed).
• The SOC will walk through the rows of seats collecting the voting slips in ballot boxes.
• The votes are then counted and a vote declared. This usually takes no more than 10 minutes at most.

G. What happens after Conference?

• Motions that have been adopted or remitted to the YAC are presented to the NEC for further endorsement.
• Progress is made and reports are given by means of Letters to Branches, and by means of updating the Matrix of all the motions that are adopted that can be found on the CWU Youth website.

H. Where do motions come from?

• Although constitutionally speaking motions are submitted by the organisations listed above, the terms of the motions that are submitted come from debate, and decisions at meetings of those bodies.
• The debate is initiated by propositions drawn up by individual members and representatives.
• So in a very real sense, the motions that decide the future policy and allocation of resources within the Union come from individual members like you.

I. Now you're here...

Once you are at conference there will be a number of individuals or groups of people who have an important role. These are:

Chairperson /Vice Chair: The Chairperson and Vice Chair of the YAC will operate as a team and Chairperson conference. You can tell who the Chairperson is because they are the person sitting in the middle of the front row of the top table usually on a slightly raised podium.

SOC: The SOC is the committee that makes sure conference runs smoothly. Before Conference they have sifted through the motions and determined which ones meet the criteria for being debated, what order they should be placed in, what time slots should be allocated to what sections.

Administration: There is an administrative team present to make sure that all necessary documentation and other arrangements are in place.

Delegates/Observers/Visitors

Delegates are people who are on the floor of conference and have the right to vote.

Observers are not able to participate in the debate or vote.

Visitors are individuals who are not particularly attached to any branch or regional delegation.

Standing Orders

• The Standing Orders are to be found at the front of every conference agenda. These are the rules of the conference.
• At first reading they can seem very intimidating, but they are essentially common sense - to make sure people know how to conduct themselves.
• There is a lot of jargon but if you have any questions the SOC or any member of the YAC/Executive will be happy to answer them.
• Importantly the Standing Orders give details of:

• The timetable
• How to move a motion
• How long you can speak for
• What to do if you think things are not going right.
• The Standing Orders also contain "points of order". These are procedural rules that can be used if you think things are going wrong.

• Overall the Standing Orders are very much like a road map. It pays to read them immediately prior to Conference.

Points of Order

• Points of Order are procedural devices to try and influence the way on which business is being conducted.
• The things you can raise a point of order on are listed in the Standing Orders.
• You raise a Point of Order by raising your hand in the air from your place on the floor and shouting "point of order".
• The Chairperson is then required to stop the speaker and ask you to clarify what your point of order is.
• The Chairperson will then give a ruling which either supports your point of order or rejects it, or he/she may refer it to the Standing Orders Committee or put it to a vote of conference.

SPEAKING AT CONFERENCE

• If you wish to make a contribution to conference you need to catch the eye of the Chairperson. This is usually by raising your hand when he/she asks for speakers. It sometimes helps to be holding in your hand something very visible - perhaps a very brightly coloured piece of paper.
• Alternatively, you can try and talk to the Chairperson before the start of the formal sessions of conference to say that you do wish to make a contribution and to ask him/her to keep an eye out for you.
• When you approach the microphone, it is adjustable so make sure it is at the right height for you.
• Position yourself 15cms away from the microphone and speak normally. Do not shout.
• It can be unnerving hearing your own voice amplified back at you a split second after you have spoken, but remember that even the most experienced speaker can suffer from nerves.
• Every speaker has a different style in terms of preparation. It may take you a little while to find which one is right for you - either no notes at all, cards with clearly written headings on them, or a fully scripted speech.
• If you get a chance, you may wish to look at the lectern before the business of conference starts so that you can have an idea about where you want to put your notes if you are using them.

The time set out by the Standing Orders is the maximum time for your contribution.

• You will see what are known as "traffic lights" on the top of the lectern - one green, amber and red light.
• When the amber light shows you have one minute of speaking time left.06 07
• When the red light shows you must conclude your remarks.
• If you carry on beyond some concluding remarks and the red light is showing the Chairperson will instruct you to leave the lectern and the sound will be cut.
• Remember to give your name and the branch you are representing when you start your contribution.

FINALLY.....

• Please let us know what you think of this publication.
• Please also let us know what you think about Conference. Is it the best way to do business? How can it be improved?
• Remember Conference arrangements were not ordained on tablets of stone handed down from on high. They were created to make sure we have a set down understood way of making policy and conducting debate. They are certainly capable of being changed, and it is up to you to decide whether they should be.

Have a good conference!

Simon Sapper
National Youth Officer
January 2012

Hard copies of this booklet can be ordered through youth@cwu.org