Hybrid AGM

In order to translate our standard physical AGM to a digital and/or hybrid AGM, we have adapted our usual procedure to include the Zoom functions that will be used by members at the meeting. We run our hybrid AGM will as a Zoom webinar for those who cannot attend in person. Those attending digitally are required to register and will be prompted to do so by email. You must be an Individual Member of Scarlet Alliance in order to attend the AGM, and you must attend the AGM via your own device.

When you register, you will be asked to enter your name and email address. Please use the name and email address your membership is under. If we cannot verify both against our member register, we cannot approve your registration. 

You will also be asked to enter a phone number so that if there are any discrepancies between the info you enter and the info on our member database, we are able to contact you.

Chairperson

The chairperson runs the meeting and guides us through the meeting procedures, and is usually the President, or another member of the Committee as decided by the Committee.

Motions & resolutions

A motion is a proposal that is put before a meeting for discussion and a decision. A motion can consist of ordinary business at our AGM (passing the last AGM minutes, President’s and Treasurer’s reports, and appointing the Auditor and Public Officer), or special business on other matters that come up before or at the AGM.

In recent years, Scarlet Alliance has requested pre-registration of motions in response to feedback from members who wanted more time to consider motions and consult with other sex workers. According to the Scarlet Alliance constitution:

Notice of a meeting given under rule 10.2(b) must specify the general nature of the business to be transacted at the meeting. Any other business can only be transacted if all members of Scarlet Alliance in attendance unanimously agree to treat it as urgent business.

This means that, other than those for the ordinary business of a general meeting, only motions that have been registered in advance can be presented at the AGM. Members are prompted for pre-registered motions via email in the months leading up to the AGM.

Motions that have not been pre-registered need to be unanimously voted on by the voting members present at the AGM as urgent business before they can be moved.

1. To put forward a motion, please use the ‘raise hand’ function. You will then be called upon when it is your turn to speak to explain the motion.
2. Your motion will need to be seconded by another voting member. The person is referred to as the seconder. If a motion is not seconded, it lapses. To second a motion, you can use the ‘raise hand’ function on Zoom.
3. The Chairperson then opens up debate on the motion, often by saying ‘does anyone wish to support/speak against the motion?’ The mover of the motion can speak to the motion – outlining why the motion should be passed.
4. Discussion follows. To join the speaking list, please use the ‘raise hand’ function and ask to be added to the speaking list, and you will be called upon and un-muted when it is your turn to speak.
5. After adequate debate, the person who originally moved the motion may make a right of reply comment.
6. The motion is read aloud and voted on. To vote, we will use a show of hands. Use the ‘raise hand’ function on Zoom to raise your hand. Please leave it raised until all have been counted.
7. If the motion is passed, it becomes a resolution. Resolutions are binding.

Amending a motion or resolution

A mover can amend a motion after discussion. Alternatively, someone may wish to move an amendment to the original motion, which, if successful, creates a second motion. Resolutions can be withdrawn or cancelled at the same meeting by following the same procedure that applies for moving and adopting a resolution.

Points of order

Generally, the rules of debate are that someone should not be interrupted while they are speaking for or against a motion unless the chairperson interrupts in the interest of orderly conduct or there is a point of order.

A point of order can be addressed to the chairperson by using the Q&A function and entering ‘point of order’. This means that the person making the challenge is saying the speaker should stop because they have breached a principle of ordered debate or our safer spaces policy. The chairperson takes the point of order, listens to the reasons why the point of order has been raised and can ask for discussion on the order (for and against). Previous debate is stopped while the point of order is discussed. It is the task of the chairperson to rule on the point of order and their decision is final. Examples of when a point of order may be called are:

• the speaker is addressing issues outside the subject matter of the motion
• fair rules of debate are not being followed
• time limits have been reached
• a quorum is not present
• the language is offensive or abusive

Priority issues

Though the AGM is not a platform for general discussion, it is important to prioritise the voices of members at the National Forum. As a result, we have increased the amount of time allocated to discussing priority issues as a collective overall and moved it to an earlier time slot at the Forum. Because the call for pre-registered motions helps us to budget our time, no other business than that given notice for can be transacted at the AGM unless it’s unanimously agreed upon as urgent business by the members present.

There are many opportunities for members to contribute to and shape Scarlet Alliance as an organisation, both at the National Forum and throughout the year. We urge all members to participate fully in shaping Scarlet Alliance wherever possible and to join us in getting through the AGM on time.

If you have ideas about the work of Scarlet Alliance, have a concern or want to bring something to the attention of Scarlet Alliance, there are several options. These include:

• Email to the president president@scarletalliance.org.au Please note that for responses that need a Committee decision there is a minimum two-week turnaround period.
• Contact the Scarlet Alliance office via phone, in writing or in person.
• Participate in membership surveys and consultations that are circulated to our membership through the Scarlet list and to member-provided email addresses.
• Share information and help to build awareness and knowledge by sharing information on the Scarlet List.

If you’d like to make a formal complaint, you can find more information here.