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One member one vote 2018

Communication to stakeholders 10 April 2019 – Information about voting

Dear Member,

On 14 March you will have received notification of the NZNO AGM (17 September) and that the call for constitutional and policy remits is now open.

This year we have moved to a ‘one member one vote’ system and voting will mostly be done online. The purpose of this communication is to familiarise you with the online voting paper and process. Note that postal voting will be available for those who cannot vote online.

Voting on will open on 7 August and, closer to that time, we will send you more information about how to vote online. In the meantime we have posted a mock-up of the online voting form on our website so you can familiarise yourself with it. This mock-up contains just five sample constitutional and five sample policy remits. It could be that the actual voting form presented to you at the time has more remits for you to vote on. The online voting paper will be in two sections and you will be asked to vote in each one:

  1. Board member elections
  2. Remits (constitutional and policy)

Also closer to the time of voting we will be sending you an electronic booklet containing all of the remits to be voted on in full. In our next communication we hope to send you an example of this booklet, again to familiarise you with the process.

Remit process timeline 2019

14 March
(not less than six months before AGM)

Remits open – notice of AGM sent to members

10 May (four months before AGM)

Remits close

13-31 May

Remits prepared by the Remit Committee

Remits sent to Te Poari for its special Hui ā-Tau (AGM) review process

21 June
(12 weeks before election day)

Notice of Board election; call for nominations issued to members

19 July
(not less than two months before AGM)

AGM agenda and remits issued to all members

7 August
(not less than six weeks before AGM)

Voting on remits and Board nominations opens

13 September

Voting on remits closes 12 Noon

17 September

NZNO AGM

Finding out more

Updates and further information will be added to this page as they occur.

Communication to stakeholders 12 March 2019 – Information about remits

Dear Member,

On 14 March we will be sending you notice that the 'Call for Remits' or remit submission process is open. A remit is a statement submitted for consideration that seeks change to NZNO policy or to its constitution.

Though we have moved to a One Member One Vote system, the process for submitting remits has not changed. A step-by-step guide to preparing remits and a remit template (Word) are available on the NZNO website to help guide you through the process and ensure your remit submission goes smoothly.

The only significant difference is that from this year onwards, voting on remits will take place online (or by postal ballot where necessary) rather than at the AGM. We will send you more information about voting in due course.

Because there will no longer be opportunity to discuss and amend remits at the AGM, it will be important that you consult widely so your remit is well-understood and agreed-to before it comes to the Remit Committee. Delegates and representatives will be essential to this.

Remits are proposed by Regional Councils, Colleges and Sections, Te Poari, the Membership Committee or the National Student Unit (member groups). Individual members should approach these member groups, which may decide to develop a remit proposal on the suggested constitutional or policy change.

It will also be really important that you think through the issues in the guide including:

  • clearly identifying the problem you hope to solve and how to solve it
  • considering the implications of your remit and any risks involved, for example knowing and understanding the implications of a proposed constitutional change to the constitution as a whole – not just one part
  • consulting with Te Rūnanga, your delegate and the appropriate member group representative.

Remit process timeline 2019

14 March
(not less than six months before AGM)

Remits open – notice of AGM sent to members

10 May (four months before AGM)

Remits close

13-31 May

Remits prepared by the Remit Committee

Remits sent to Te Poari for its special Hui ā-Tau (AGM) review process

19 July
(not less than two months before AGM)

AGM agenda and remits issued to all members

7 August
(not less than six weeks before AGM)

Voting on remits opens

13 September

Voting on remits closes 12 Noon

17 September

NZNO AGM

Finding out more

Updates and further information will be added to this page as they occur.

Communication to stakeholders 28 January 2019

This update contains information for members about preparing a remit before the 2019 AGM.

In early December 2018 we alerted members and stakeholders about changes to the NZNO constitution affecting voting processes on constitutional and policy remits which were ratified at the 2018 NZNO AGM and are now in effect. Before these changes, voting on constitutional and policy remits at the AGM was done by delegates/representatives from NZNO groups but a new Clause 29 added to the Constitution now entitles each financial member to one vote. Voting will take place online (or by postal ballot where necessary) rather than at the AGM.

You can read the December communication, which includes the reasoning behind the change below.

The process for submitting remits and role of the Remit Committee have not changed.

Remit process timeline 2019

14 March
(not less than six months before AGM)

Remits open – notice of AGM sent to members

10 May (four months before AGM)

Remits close

13-31 May

Remits prepared by the Remit Committee

Remits sent to Te Poari for its special Hui ā-Tau (AGM) review process

19 July
(not less than two months before AGM)

AGM agenda and remits issued to all members

7 August
(not less than six weeks before AGM)

Voting on remits opens

13 September

Voting on remits closes 12 Noon

17 September

NZNO AGM

Preparing a remit

A remit is a statement submitted for consideration that seeks change to NZNO policy or to its constitution. Remits are vital to our democratic process and should be thought through carefully. If you are considering a remit, please be sure to fully understand the policy or part of the constitution you would like to change.

A step-by-step guide to preparing remits and a remit template are available at this website. Please follow the advice in this document carefully to ensure your remit submission goes smoothly. Keep it short and make sure it is written clearly.

Because there will no longer be opportunity to discuss and amend remits at the AGM, it will be important to share your remit appropriately (e.g. with Regional Councils, Colleges and Sections, Te Poari, the Membership Committee and the National Student Unit) so it is well-understood and agreed-to before it comes to the Remit Committee. Delegates and representatives will be essential to this. It is particularly important that Te Rūnanga is consulted about all proposed remits, especially when those remits may impact on Te Rūnanga.

Remits are usually proposed by Regional Councils, Colleges and Sections, Te Poari, the Membership Committee and the National Student Unit (member groups). However, individual members wanting to propose a remit are encouraged to approach these member groups, which may decide to develop a remit proposal on the suggested constitutional or policy change.

Remember, remits close on 10 May.

The role of the Remit Committee

The role of the Remit Committee includes identifying constitutional remits which affect Te Rūnanga and/or checking their consistency with Ngā Ture. Such remits will be presented for endorsement at Hui ā-Tau before being presented to the AGM.

During its considerations, the Remit Committee may ask members or groups with similar remits to consult together and consolidate them.

Finding out more

Updates and further information will be added to this page as they occur.

Communication to stakeholders 5 December 2018

There have been changes to the NZNO constitution affecting voting processes on constitutional and policy remits. They come into effect in 2019 ahead of the Annual General Meeting (AGM) and were ratified at the NZNO AGM on 19 September 2018.

Before these changes, voting on constitutional and policy remits at the AGM was done by delegates/representatives from the following NZNO groups: Regional Councils; Colleges and Sections; the National Student Unit; Te Rūnanga; the Membership Committee; and Te Poari. Individual financial members of NZNO not involved in any of these groups did not have the right to vote.

Changes around voting

A new Clause 29 has been added to the Constitution which states that each financial member will now be entitled to one vote. Voting will take place online (or by postal ballot where necessary). Results of voting will be announced at the AGM, but voting will no longer be done by delegates/representatives alone at the AGM.

The affected clauses are:

  • Clause 25.3.3 – The business of the AGM shall be to: receive the outcome of member decisions to policy and constitutional remits
  • Clause 29 – Voting for constitutional and policy remits (new)
  • Clause 29 – Voting at AGM (now Clause 30)
  • Clause 30 – Alterations to constitution and policy remits (now Clause 31).

The original Clause 29 has become Clause 30. Clause 30 has become Clause 31 and so on.

Why the change?

The ‘one member one vote’ system is to reduce variable member consultation. For example, one delegate/representative could have several votes counted depending on the number of groups they belong to, with many members not being consulted prior to voting or having input into decision-making. Also, larger Regional Councils representing more members had a stronger voting power compared to those from smaller regions, yet voting decisions at the AGM were made by a handful of delegates/representatives.

The new system enhances NZNO’s democratic process by allowing every financial member to have the right to vote. It is also hoped the new process will make voting more visible to the wider membership and encourage greater engagement and involvement.

This has been a matter of concern to NZNO for some time and the changes result from a working group that has consulted widely to develop a ‘one member one vote’ strategy. At the 2016 AGM the intention was signalled to propose changes to the Constitution to bring this into effect in 2019 if changing to ‘one member one vote’ was endorsed at the 2018 AGM.

Summary: important points to note

  • Voting on constitutional changes and policy remits will now take place by ballot via electronic or postal voting before the AGM, rather than at the AGM. Results of member voting will be announced at the AGM.
  • This means debates over remits will no longer occur at the AGM. Instead, it will be the role of delegates and representatives to discuss issues with their constituency base in an advocacy role as remits are developed. This will play an important role in member engagement, participation and decision-making.
  • Member votes cannot be changed once they are cast.
  • The timelines (see draft 2019 timeline below) around remits will not change. Remits will still open six months before the AGM.
  • The process for submitting remits has not changed.
  • The role of the Remit Committee includes identifying constitutional remits which affect Te Rūnanga and/or checking their consistency with Ngā Ture. Such remits will be presented for endorsement at Hui ā-Tau before being presented to the AGM. In practical terms this means before being voted on by financial members through the ‘one member one vote’ system.

The importance of members/groups consulting when developing remits

Because there will no longer be opportunity to discuss and amend remits at the AGM, it will be important to share remits in development (e.g. with other regions, Colleges and Sections, Te Poari, the National Student Unit) so they are well-understood and better agreed-to before they come to the Remit Committee. As mentioned above, delegates and representatives should be essential to this.

During its considerations, the Remit Committee may ask members or groups with similar remits to consult together and consolidate them. 

Remit process draft timeline 2019

14 March
(not less than six months before AGM)

Remits open – notice of AGM sent to members

10 May (four months before AGM)

Remits close

13-31 May

Remits prepared by the Remit Committee

Remits sent to Te Poari for its special Hui ā-Tau (AGM) review process

19 July
(not less than two months before AGM)

AGM agenda and remits issued to all members

7 August
(not less than six weeks before AGM)

Voting on remits opens

13 September

Voting on remits closes 12 Noon

17 September

NZNO AGM

Finding out more

Updates and further information will be added to this page as they occur.