1.1. Conference Procedures Committee (herein referred to as CPC) is elected by Conference to set and propose the Order Paper and Standing Orders for Conference, and deal with representations arising from its decision.

1.2. CPC is composed of five voting members:

Four ordinary members elected by Conference for a two-year term, two per year.

One Regional Director (RD) representing Regions and Branches Committee.

1.3. In addition, CPC is supported in a non-voting capacity by the Company Secretary, a member of the National Executive (NE), a senior member of staff, the Members’ Weekend Co-ordinator and a Secretary (should the senior member of staff delegate one). CPC routinely invites the CAMRA Chair and Chief Executive to attend meetings in an observer capacity and to provide guidance.

2.1. Any ordinary member that is not currently the Regional Director representative to CPC can stand for election. They must be proposed and seconded, which may be conducted by post or email, with verification by the committee Secretary. Candidates are invited to submit a photograph and hustings statement of 300 words to be published in the Volunteers Resources Area of the website and in relevant CAMRA publications.

2.2 As CPC is ultimately responsible to Conference, elections to CPC are carried out at Conference, in person, by the attendees of Conference. Elections are by secret ballot on the Saturday of Conference, and results are published in the Members’ bar at Conference on the evening of the Saturday. A new CPC takes effect immediately following the closing of that year’s Conference.

2.3 In the event that there are insufficient candidates for the relevant number of vacancies, CPC shall have the power to co-opt ordinary members. In case the number of vacancies in a particular year is greater than two, owing to previous co-option, and equal to the number of current vacancies, the candidates will draw lots to determine those serving one-year and two-year terms, in order to return the vacancy cadence to two members per year. This will be done at the first meeting at which all candidates are present, but no later than the meeting on the evening before Conference. Should not all candidates be present at the meeting on the evening before Conference, the senior staff member or Secretary (as applicable) will draw those lots on behalf of the absent candidates.

3.1 The Chair of CPC is chosen from among the ordinary members of CPC by the voting members of CPC, at the earliest opportunity following the conclusion of Conference. This will be arranged by electronic means and overseen by the NE representative and senior staff member or Secretary (as applicable). The Chair will take office as soon as results are announced and remain in office until the close of the following Conference. In the event of a tied vote to elect the Chair, the NE representative, as Chair of the meeting, shall have the casting vote.

3.2 In the event that the Chair communicates that they are unable to continue in their duties owing to resignation, incapacity or other reasons, the NE representative shall take over as interim Chair and a new election will be organised at the earliest available opportunity by electronic means as in 3.1.

4.1 Ordinary motions

4.1.1 Following the publication of the notice of Conference, members are invited to submit motions for debate at Conference. The deadline for submission of motions is 63 days clear before the Saturday of Conference. Motions can be proposed by:

The NE.

• A national committee, through the NE.

• A region, through the Regional Director, having been voted for at a quorate regional meeting.

• A branch, through the Branch Chair or Secretary, having been voted for at a quorate branch meeting.

• A paid-up proposer and seconder that are not currently suspended from CAMRA.

4.1.2 Members wishing to propose a motion but unsure of how to go about it, or of the wording that is likely to be acceptable as a valid motion, are invited to contact CPC for guidance no less than two weeks before the deadline for submission. A proposed wording, or direction towards a national committee or the NE, will be given.

4.2 Emergency motions

Any motion submitted after the deadline for submission of motions to Conference will be considered at the meeting immediately following its submission. Emergency motions will only be accepted on to the Order Paper if they pass the test of being a ‘true emergency’, that is to say that the situation requiring the motion arose after the deadline for submission of motions and could not have been anticipated before the deadline. Any motion not fulfilling this test will generally be disallowed from the Order Paper as proposed at the start of Conference and remitted to the NE for their consideration.

Any motions that would require a change to the Articles of Association are out with the remit of CPC and should instead follow the procedures set out in Article 25 of the Articles of Association.

Except under exceptional circumstances, CPC meets three times a year, once following the deadline for submission of motions, in order to set the Order Paper and the Standing Orders, once on the evening prior to Conference, and once after Conference to elect a Chair for the next year, as set out in 3.1.

6.1 Meeting to set the Order Paper and Standing Orders

This meeting takes place as soon as possible after the closure date for submission of motions at a location communicated in advance to members. Members wishing to attend this meeting are advised, in line with CAMRA policy, to inform the Chair of their intention prior to the meeting. This meeting will:

6.1.1    Deal with any matters arising from the elections for CPC and make recommendations for co-options if necessary.

6.1.2    Deal with any correspondence received by CPC.

6.1.3    Discuss the Standing Orders as proposed for adoption, including any changes proposed by CPC or by a motion to Conference.

6.1.4    Discuss each motion submitted and be satisfied that:

6.1.4.1 The motion is proposed by two paid-up members not currently suspended from CAMRA or a quorate regional or branch meeting, or that motions submitted by national committees have the support of the NE.

6.1.4.2 Any motion on administration, internal policies or procedures of CAMRA has been appropriately raised to the CAMRA Chairman, and that the NE has not already decided to alter internal policy or procedure as authorised under Article 41 of the Articles of Association. CPC shall allow any such motion only when any of the following apply:

• The NE has failed to respond to a suggestion or complaint within a reasonable time following its next full meeting, or

• The response of the NE does not satisfy the person making the suggestion or complaint, or

• The suggestion or complaint arises from a situation or incident that could not have been notified to the NE before 14 days before the submission deadline for motions and CPC consider the matter to be of sufficient importance to merit discussion by Conference.

6.1.4.3  Any motion submitted between the deadline and meeting meets the test of a ‘true emergency’ at 4.2.

6.1.4.4  Any motions submitted on the same topic are composited to reflect the merits of each motion. In such case, the motion retaining the majority of the substance shall take precedence when assigning proposers.

6.1.4.5 Any motions submitted on multiple topics are split into separate motions, in which case the proposers will be notified that they have been given two separate motions to propose.

6.1.4.6 The motion is clear and unambiguous. Should CPC deem it necessary and have not agreed a wording with the proposers in advance, they will unilaterally attempt to revise a motion to reflect the proposers’ wishes, based on the motion submitted and correspondence received, and communicate the revised motion to the proposers. Representations can be made under 6.2.6 below.

6.1.5    Categorise and number motions that are deemed in order, on the Order Paper.

The following precedence will be given:

6.1.5.1  Matters relating to the procedure, policy or administration of Conference itself (such as national Policy Documents or changes to the Standing Orders).

6.1.5.2 Matters external to CAMRA within or related to the scope of the Campaign Policy Document.

6.1.5.3 Matters internal to CAMRA.

Any matters that have been debated at Conferences in the last three years will normally be disallowed, and those debated in the last five years will be given a lower precedence on the Order Paper in order to prioritise new matters for discussion.

6.1.6    Arrange for the publication of the Order Paper as agreed, and the Standing Orders, in a timely and appropriate manner, using methods approved by the NE.

6.1.7    Arrange for the communication of the motions and the restrictions on publication, as decided by the NE, to the proposers.

6.1.8    Discuss arrangements for Conference with the Members’ Weekend Co-ordinator as they pertain to CPC carrying out their duties at Conference.

6.1.9    Discuss any other business proposed by the committee.

6.2 Meeting prior to Conference

CPC shall meet on the evening before Conference at a place and date communicated in advance of Conference. This meeting is open to all members attending Conference as observers. This meeting will:

6.2.1    Consider any emergency motions submitted between the previous meeting and the present time and be satisfied that they meet the tests specified in 4.2.

6.2.2    Consider any amendments submitted and be satisfied that:

6.2.2.1 They satisfy 6.1.4 1, replacing the word “motion” with “amendment”.

6.2.2.2 They are submitted in good faith.

6.2.2.3 They seek to clarify or add context to the motion, and do not aim to change the purpose of the motion fundamentally. Any amendment that is deemed to change fundamentally the purpose of a motion will be deemed a ‘wrecking amendment’ and ruled out of order.

6.2.3    Endeavour to communicate any amendment accepted that meets those tests to the proposers and seek their approval to take this forward. Should the proposers accept the amendment, the proposers of the original motion will propose the motion as amended. If the proposers decline the amendment, the amendment, having been found in order, will be passed to the CAMRA Chairman for debate prior to the original motion. Should the amendment pass, the proposers of the amendment will continue the debate on the motion as amended. Should the amendment fail, the original proposers will continue the debate on the original motion.

6.2.4    Address any correspondence received by CPC since the last meeting.

6.2.5    Hear representations to CPC from proposers of motions not deemed in order at the previous meeting:

6.2.5.1 Members wishing to appeal the decision of CPC at the previous meeting will be invited to be heard and CPC will debate the merits of the argument.

6.2.5.2 Other members of CAMRA present at the meeting may be called on with express permission of the Chair, when it is evident that they have context or background to add, in order to help CPC in the decision-making process.

6.2.6    Discuss any final arrangements for Conference, including distribution and dissemination of any changes to the Order Paper decided on at this meeting.

6.7.6    Discuss any other relevant business that has arisen since the last meeting.

7.1 As Standing Orders are in place during the debate, the procedure set out in the Standing Orders for submitting amendments during debate shall be followed.

7.2 CPC will briefly convene while the debate continues and be satisfied that the amendment meets the tests set out in 6.2.2 before submitting the amendment to the CAMRA Chairman.

Other than the Chair’s approval of reasonable expenses for its Ordinary Members to attend the meeting to set the Order Paper and Standing Orders, CPC does not have any financial authority unless expressly authorised by the CAMRA Chairman.