To all SCCQ members - the Special General Meeting to be held on Fri 8 Nov 2024:
 
Points.

1. The SGM is a special purpose meeting for the election of office bearers.

2. The SGM is not a general or committee meeting to discuss any other business.

3. There will be no motions put regarding the constitution and/or rule additions or amendments.

4. Voting for Positions will be by show of hands, with a simple majority of over 50% of votes cast for a nominee to win a position. Should there not be this 50% majority on a first round of voting, for example if there are more than 2 nominees, the lowest nominee vote will be eliminated and further votes taken of the remaining nominees in the same way until a majority of greater than 50% is achieved. This the easiest preferential method.

5. Our suggested steps are:

5.1 Introduce ourselves, and our role - a volunteer sub-group which was agreed at the AGM to organise the SGM in an open fashion

5.2 The meeting chair will be one of the three current elected committee members.

5.3 Request if secret ballots are wanted and organise a vote for it - this is covered under Rule 22 of the Constitution, requiring 20% of meeting attendees to approve.

5.4 Confirm that the SGM sole agenda item is to conduct elections for the vacant Positions:

Committee Positions:

President ( 2 nominations received by email as at 29 Oct 2024)
Vice President ( 1 nomination received by email as at 29 Oct 2024)
Secretary ( 1 nomination received by email as at 30 Oct 2024)
Media ( 2 nominations received by email as at 29 Oct 2024)

Non Committee Positions:
 
Regalia and Asset ( 1 nomination received by email as at 29 Oct 2024)
Catering ( no nominations received by email)
Club Captain ( 2 nominations received by email as at 29 Oct 2024)

5.5 Presentation of Nominee(s) by Position.

For each Position in turn:

- Each nominee with their proposer & seconder be named (for both written nominations written / emailed in, and / or proposed from the floor)
- Should there be more than one nominee, each nominee in turn will be asked to give a 1 minute talk to state their case if they wish (in Oxford Union Debate style)
- Questions can be from the floor, but moderated by the meeting chair to avoid rancour or contentious situations
- For a secret vote request, then an immediate vote requiring 20% minimum of attendees is required to approve this
- Vote put
- Further voting rounds to establish a majority of greater than 50% if required
- Result declared
- The next vacant Position vote action to be started.

6. Once all positions are declared and filled, the purpose of the SGM will have been achieved.

6.1 Rule 5 Para (5) states that the new Committee shall hold office immediately, and will be subject to Rule 16 - Quorum. The number of Committee Positions present will be the deciding factor here.

A General Meeting cannot be held straight away, as Rule 17 requires notice of 14 days. However, members can put requests for actions to be discussed at the next General or Committee meeting, and these will be recorded.
 
The General Meeting scheduled on 13 December could be suitable for such requests to be raised and discussed, but as this is Christmas, many members will be away and unable to attend. It may be better to start the action at the February 2025 General Meeting, followed by a Committee Meeting at a date after that. Various constitutional changes will be considered in the new year.

Looking forward to you attending the SGM on Fri 8 Nov 2024, so that you can have your say on the positions.