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Meeting Protocols

Notice of meetings​

  1. The incoming Executive must prepare a draft schedule of meeting dates for State Executive, State Council and State Conference for the following twelve months, to be posted in the members-only section of the AGVAustralian Greens Victoria website. This schedule will be updated as necessary.

  2. Notice of the date, time and venue of an Executive meeting must be posted in the members-only section of the AGVAustralian Greens Victoria website no later than seven days before that meeting or as soon as the meeting is called, whichever is later.

  3. Notice of the date, time and venue of the State Council meeting must be posted in the members-only section of the AGVAustralian Greens Victoria website and sent out to all State Councillors no later than 7 weeks before the meeting.

  4. Notice of the date, time and venue of the State Conference meeting must be posted in the members-only section of the AGVAustralian Greens Victoria website and sent out to all members no later than 6 weeks before the meeting. Where a member elects not to receive party communication by email, they are entitled to receive a hard copy notice.

  5. Notice of the time and place of a Branch or Regional Council Annual General Meeting, including notice of the calling of nominations for any election of an office bearer of the Branch or Regional Council, must be given to all Branch or Regional Council members in good time. Where a member elects not to receive party communication by email, they are entitled to receive a hard copy notice.

Agenda items​

  1. Agenda items for State Council and State Conference must be lodged with the State Secretary no later than 6 weeks before the meeting.

  2. Agenda items for State Executive must be lodged with the Assistant State Secretary no later than 3 days before the meeting.

  3. The agenda of any party meeting will specify that the beginning of each meeting will, before any substantive matters are discussed, include:

    1. an acknowledgement of traditional landowners; and

    2. a reminder of the party’s Code of Conduct, complaints process and the contact person for that meeting.

  4. Branch meetings will include an agenda item to discuss policya statement of principle and intent about what government should do related matters unless the Branch has put other provisions for policya statement of principle and intent about what government should do discussion by Branch members in place.

Late agenda items​

  1. The State Convenor/s and State Secretary are jointly responsible for deciding whether to accept late agenda items for urgent consideration by State Council or State Conference. Unless absolutely necessary, late agenda items should only be considered under ‘Other Business’.

  2. The Assistant State Secretary is responsible for deciding whether to accept late agenda items for urgent consideration by State Executive, taking into account other options such as QDMGQuick Decision Making Group. Unless absolutely necessary, later agenda items should only be considered under ‘Other Business’.

Timeline for agenda​

  1. The draft agenda for an Executive meeting must be posted in the members-only section of the AGVAustralian Greens Victoria website no later than 48 hours before that meeting.

  2. The draft agenda for a State Council or State Conference meeting must be posted in the members-only section of the AGVAustralian Greens Victoria website and sent out to all State Councillors no later than 5 weeks before the meeting.

Supporting documents​

  1. Documents relating to substantive proposals on the agenda of a State Council or State Conference meeting must be posted in the members-only section of the AGVAustralian Greens Victoria website and sent out to all State Councillors no later than 4 weeks before the meeting.

  2. The State Convenor/s and State Secretary are jointly responsible for deciding whether to accept agenda items for State Council or State Conference not accompanied by explanatory notes or discussion papers.

Reports​

  1. Reports to State Council or State Conference may be posted in the members-only section of the AGVAustralian Greens Victoria website and distributed to all State Councillors up until one week before the meeting. Items for report only may not contain substantive proposals or decisions for ratification

Distribution of minutes​

  1. Draft Executive minutes must be circulated to Executive members within one week of the meeting they relate to, and the final version must be posted in the members only section of the AGVAustralian Greens Victoria website within one week of their confirmation at the following Executive meeting.

  2. If Executive minutes are not confirmed within five weeks of the original meeting, the unconfirmed minutes must be posted in the members only section of the AGVAustralian Greens Victoria website in lieu of the final version. If the unconfirmed minutes are unavailable, a report by the Assistant State Secretary must be sent to State Councillors within five weeks of the relevant meeting explaining why the minutes are not available, and providing a substantive report on the proceedings and decisions of the meeting.

  3. Draft State Council minutes must be sent out to all State Councillors, Branch Secretaries and the National Secretary within three weeks of the State Council meeting, inviting corrections or proposed amendments to be sent to the State Secretary. A final draft incorporating non-contentious corrections, and listing proposed amendments (if any) as an appendix, must be included with the papers for the next State Council meeting.

  4. Draft Annual or Special State Conference minutes must be included with the papers for the next State Council meeting. Time will be set aside at the State Council meeting for business arising from the State Conference minutes, including debate (if any) over their accuracy; however, the minutes cannot be confirmed until the next State Conference.

Posting on website​

  1. All meeting documents (that is, all agendas, minutes and papers) for meetings of State Conference, State Council, and State Executive must be posted in the members-only section of the AGVAustralian Greens Victoria web-site.

Saving provision​

  1. Failure to comply with this bylaw shall not in itself affect the validity of any meeting, provided other requirements have been met under the Constitution, bylaws or relevant legislation.

Modification History​

ActionBodyDate
ApprovedState Council2005-02-19
AmendedState Council2012-06-23
AmendedState Executive2019-04-18
AmendedState Executive2019-05-23
AmendedState Executive2019-06-27
AmendedState Executive2019-08-15
AmendedState Council2019-09-07
AmendedState Council2019-09-18