STANDING ORDERS OF THE CONGRESS
- Participation in the Congress
- Each Member may be represented at the Congress by a maximum of three delegates, all of whom may take part in the debates.
- The names of the delegates, including the one with the right to vote, shall be submitted to the general secretariat before the opening of the Congress. The general secretariat enters the delegates mentioned on to a list (numbered 1 to 3). The delegate with the right to vote is entered as number 1. If the delegate with the right to vote leaves the Congress during the debates, the delegate entered as number 2 on the Member’s delegation list is entitled to vote. If this delegate is also absent, the delegate entered as number 3 is entitled to vote.
- Each WAFF member shall bear the costs of travel and accommodation for the delegates it sends to take part in the Congress.
- The President shall chair the Congress. If the President is unable to attend, the longest-serving vice-president available shall deputize. If none of the vice-presidents is present, the Congress shall elect a member of the Executive Committee as chairman.
- The chair shall ensure that the Congress is conducted in strict compliance with these Standing Orders, open and close the Congress and debates, and, unless the Congress decides otherwise, grant delegates permission to speak and conduct all discussions.
- The chair shall be responsible for maintaining order during debates. He may take the following action against any Congress participant who disturbs the debates:
- a call to order;
- a reprimand;
- exclusion from one or more sessions.
- If an appeal is made against such action, the Congress shall decide immediately without debate.
At the beginning of the ﬁ rst session, the Congress shall appoint an adequate number of scrutineers to count the votes and to assist the Secretary General in distributing and counting voting papers issued for the elections. The Executive Committee may decide to use electronic equipment to determine the results of a vote.
The official language of the Congress is English. If a translation is needed – the respective Member should organize ofﬁcial interpreters for its representatives, co-ordinated with the General Secretary.
- Debates on each item on the agenda shall be preceded by a short report:
- by the chair or a member of the Executive Committee designated for this purpose;
- by a representative of the committee designated by the Executive Committee to give a report;
- by a delegate from the Member that requested the item be included in the agenda.
- The chair then opens the debate
- Permission to speak is granted in the order in which it is requested. A speaker may not begin speaking until he has obtained permission to do so. Speakers shall address the Congress from the rostrum intended for this purpose.
- A speaker may not speak for a second time on the same item until all other delegates who have requested permission to speak have spoken.
- All proposals shall be submitted in writing. Proposals which are not relevant to the subject under discussion shall not be admitted to the debate.
- Any amendment shall be drawn up in writing and passed to the chair before being put to the debate.
- Procedural motions and closing of debates
- If a procedural motion is made, discussion on the main question shall be suspended until a vote has been taken on the motion.
- If a motion is made to close the discussion, it shall immediately be put to the vote without debate. If the motion is approved, permission to speak shall only be granted to those Members who have asked to speak before the vote was taken.
- The chair shall close the discussion unless the Congress decides otherwise by a simple majority (more than 50%) of the valid votes cast.
- Voting by secret ballot is prohibited.
- Before each vote, the chair, or the person designated by him, shall read the text of the proposal aloud and explain the voting procedure (quorum) to the Congress. If an objection is raised, the Congress shall decide immediately.
- Votes may be taken by roll call if requested by at least 15 of the Members present and eligible to vote.
- No-one is compelled to vote.
- As a rule, votes are taken by a show of hands (voting cards) or by the use of electronic equipment.
- Proposals shall be put to the vote in the order in which they are submitted. If there are more than two main proposals, they shall be put to the vote in succession and the delegates may not vote for more than one of the proposals.
- Alterations to amendments shall be put to the vote before the amendments proper, and amendments before the main proposal.
- Proposals without a vote against are regarded as having been passed.
- The chair shall check the results of the vote and announce it to the Congress.
- No-one is permitted to speak during the vote and until after the result has been announced.
- Elections shall be carried out by secret ballot with ballot papers or by using televoters, electronic vote counters that guarantee the secrecy of the election. Elections of the President shall not be carried out by using televoters. The Secretary General, assisted by the scrutineers, shall conduct the distribution and counting of the ballot papers or the distribution and evaluation of the televoters.
- The number of ballot papers that have been distributed shall be announced by the chair before the count. If the number of ballot papers returned is equal to or less than the number of ballot papers distributed, the election shall be declared valid. If the number returned exceeds that of the ballot papers distributed, the vote shall be declared null and void and another vote shall be taken immediately.
- The chair shall announce the result of each ballot.
- The Secretary General shall put the ballot papers that have been collected and counted into envelopes intended for this purpose and seal them immediately. The general secretariat shall keep these envelopes and destroy those 100 days after the end of the Congress.
- Calculation of majorities
- The simple majority (more than 50%) shall be calculated for elections, votes and other decisions on the basis of the number of valid ballot papers collected or the number of valid votes cast electronically. Blank ballot papers, invalid votes or electronic votes manipulated in any other way as well as abstentions shall be disregarded when calculating the simple majority.
- The absolute majority (more than 50%) shall be calculated on the basis of the number of Members present and eligible to vote.
- If during an election a Member casts two or more votes in support of one candidate on one ballot paper or through an electronic vote counter in an election round, or if during a vote a Member casts two or more votes for the same matter, only the last vote cast shall be considered valid and counted.
These Standing Orders of the Congress were adopted by the Congress in Veliko Tarnovo on 31 March 2013 and come into force on 31 April 2013.
31 March 2013
For the WAFF Executive Committee