Guide to Hui-ā-Tau
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Your role at Annual Meeting
Annual Meeting is the highest authority of NZEI Te Riu Roa. Your role at Annual Meeting is to:
- consider the National Executive’s report
- consider the Financial Report, note the Consumer Price Index adjustment to the subscriptions, and consider any further subscription increases needed,
- elect the members of the National Executive,
- debate and determine issues of interest to the Institute, and set Institute policy accordingly
- amend or repeal the rules of NZEI Te Riu Roa
- receive and consider the report from Te Kāhui Whetū
- receive a written report from the National Executive detailing all policy decisions that it or the Institute has made since the previous annual meeting, and
- to debate and determine policy resolutions and rule changes.
Safe space policy
NZEI Te Riu Roa is committed to providing a safe and harassment-free experience for everyone regardless of gender, gender identity and expression, sexual orientation, age, ability, physical appearance, size, race, religion or occupation.
The safe space policy will be in place for the virtual 2020 Annual Meeting.
NZEI Te Riu Roa will not tolerate harassment. Harassment includes (but is not limited to)
- Offensive written or verbal comments
- Offensive social media posts
- Cat-calling or sexual harassment
- Deliberate intimidation
- Stalking or following
- Unwanted physical contact
Intoxication, ignorance or “jokes” do not excuse inappropriate behaviour.
This policy applies to the meeting and associated events.
View the agenda for Hui-ā-Tau. Note: this is a draft agenda and is subject to change.
Pūrongo ā tau
Pūronga ā Tau is the combined National Executive, Te Reo Areare, and finance reports for 2020.
Pūrongo ā Tau upholds the mana of NZEI Te Riu Roa. It adds to the union’s history by sharing the activities of union members, National Executive and Te Reo Areare over the past 12 or so months.
It also supports National Executive and Te Reo Areare to be accountable and transparent to the members they represent. While Annual Meeting is the highest authority of the Institute, the representatives at Annual Meeting delegate their authority to the National Executive and Te Reo Areare to make decisions on their behalf during the year.
In Annual Meeting, you can ask pātai about Pūrongo ā tau. The process for asking pātai follows the standing orders for the meeting.
Questions asked about Hui-ā-Tau and Pūrongo ā Tau
Karee asked: I want to know how we can ask a question or seek clarification on one of the Resolutions that have been submitted? I know at the past conferences there has been the chance to ask a question after they have been put forward before they are voted on being accepted or not. How do we do that this year?
Kia ora Karee. Brilliant question – thank you for asking it. To help uphold our union democracy, we’ll have 20 minutes for questions, discussion, and debate for each of the resolutions. You’ll be able to ask a question or seek clarification by adding your name to the speaking list. When called on by the chairperson, you’ll get to ask your question or seek clarification. To add your name to the speaking list, there will be a form on the Annual Meeting website on the day of the meeting. When you add your name, this comes straight through to me as chairperson live during the meeting. I’m looking forward to seeing you at Annual Meeting and I can’t wait to hear your question! - Liam Rutherford
Zac asked: On page 19 of Puronga A Tau , under Inclusive education there is mention of a Learning Support project group. Further there is details of the group including special school principals, LSCs ( a new role), SENCOs, SENREG and ECE. Why was there no specialist school teacher representation in this group when as a group we could add value and mana to this group?
Kia ora Zac. Thanks for asking your question. We set up a national group to get the ball rolling and to strengthen the connection between SENRG and other practitioners working with students with additional needs. It was and is an evolving group and, when meeting online, we will invite others including special school teachers, ORS teachers in mainstream, RT Lits etc. It is certainly not designed to be exclusive but we also can’t cover every base for face to face national meetings. However, the emphasis is now very much on local organising and forming sector-wide learning support networks wherever possible where there is sufficient member interest and enthusiasm. - Byron Sanders
Formal resolutions agree the rules of the meeting. These are passed at the beginning of Hui-ā-Tau as they, alongside the standing orders, determine how the meeting is run and how you contribute to the hui.
The 2020 Annual Meeting Formal Resolutions are:
That the hours of session be:
- 10.00 am – 3.00 pm on Sunday 27 September
- At any other time the National President considers is necessary during the Annual Meeting programme on 27 September 2020.
That the Agenda for Annual Meeting be endorsed.
That tikanga Māori apply during the hui session.
That Neil Hammond be appointed time-keeper at this Annual Meeting.
That there be a time limit on speeches of three minutes for the mover of a motion and two minutes for subsequent speakers.
That a single warning bell will be rung 1 minute from the end of a speaker’s allocated time. At the end of the allocated time the bell will ring twice and the microphones will be muted.
That a question asked to Pūrongo ā tau (the National Executive Report, the Te Reo Areare report, and Finance Report) be limited to two minutes. That a statement made by National Executive or Te Reo Areare in response to an answer to a question on the National Executive Report be limited to two minutes.
That elections will be held electronically
That elections data and results will be deleted after 28 days
That the scrutineers be: Lisa Dobbie (NZEI Te Riu Roa Finance Manager), Lovi Collier (Te Reo Areare), Lisa Johnson (Te Reo Areare), & Phoebe Christensen (NZEI Te Riu Roa New and Beginning Teacher Organiser).
Resolutions for 2020
The Institute’s annual meeting can amend, add to or repeal the Institute's rules (subject to any changes required by the Registrar of Incorporated Societies) and can also amend, add to or repeal NZEI Te Riu Roa policy. Any full or provisional Institute member can submit a resolution, for discussion at the Institute’s annual meeting, proposing that the rules or policy should be amended, added to or repealed, provided that the resolution has already been sanctioned by the National Executive or a meeting of the member’s Area Council or Branch.
There are four Rule Change Resolutions for 2020. The resolutions are linked below.
Resolution from Howick Branch
Due to the impact of the COVID-19 Epidemic on the income of partners of teachers and their families, a hiatus in the annual CPI increase has been proposed. This is to assist with any negative financial impact of this unprecedented event.
Resolution from Aronui Tōmua Kahuranaki
The rules of the NZEI Te Riu Roa are dated and need amendment to include "Dual Chairpersons" in all reference to Institute meetings.
As a Treaty based organisation there is a need for the rules of NZEI Te Riu Roa to accurately reflect Area Councils Treaty based practices.
Resolution from West Auckland Branch
The election ballot will be through an electronic ballot open to all full members of the Institute.
Resolution from Rotorua Branch
Presently with the technology available for communication there is an opportunity to strengthen the voice for support staff and early childhood teachers specifically around the National Executive table.
NZEI Te Riu Roa Rules
NZEI Te Riu Roa is registered under the Incorporated Societies Act 1908 and is registered as a union and operates under the Employment Relations Act 2000.
Under the Incorporated Societies Act, NZEI Te Riu Roa is required to have a constitution (set of rules) that establish its 'objects' (purpose), and how it will operate.
The rules apply to all NZEI Te Riu Roa members, for as long as they remain members of the Institute. Any member can propose that the rules be amended, or that new rules should be added or redundant rules repealed.
NZEI Te Riu Roa Policy
Where the Rules describe the purpose of NZEI Te Riu Roa and how we operate, NZEI Te Riu Roa Policy describes what we stand for. The Policy is a body of knowledge and foundation of thinking, especially on professional issues.
Any full or provisional Institute member can submit a resolution, for discussion at the Institute’s annual meeting, proposing that the policy should be amended, added to or repealed, provided that the resolution has already been sanctioned by the National Executive or a meeting of the member’s Area Council or Branch.
Between Annual Meetings, the representatives of Annual Meeting delegate their authority to National Executive. Policy is, therefore, also amended, added to or repealed by resolutions of National Executive.
Our approach to chairing the meeting
As this meeting is being run virtually, there are some technology and time challenges, so we want to be clear about how we intend to chair the meeting.
We have 80 minutes set aside to discuss and debate the rule change resolutions. This means each one will have approximately 20 minutes of discussion and debate. If a resolution requires less time, the remaining time will shift to the remaining resolutions.
When speaking, the mover of a motion has three minutes to speak, and subsequent speakers have two minutes to speak. A bell will be rung at one minute from the end of a speaker’s allocated time. The bell will be rung twice at the end of the speaker’s allocated speaking time. National Executive and Te Reo Areare members have one minute to respond to a question on Pūrongo ā tau.
We aim to have a balanced speaking list. Following the mover and seconder (if they choose not to reserve their right to speak), we’ll have two speakers for or against the resolution in a row and then two speakers with the opposing view on the resolution in a row. The positions of subsequent speakers will then alternate between for or against until we reach the allocated time for the resolution. For each position, the speaking list is first-in first-to-speak. A reminder that the seconder of the resolution can either speak immediately after the mover or reserve the right to speak, in which case they automatically become the last speaker.
When you add your name to the speaking list, you’ll be asked to select whether you are speaking for or against a resolution. If all speakers on the list hold the same position (ie. if everyone on the speaking list is for or against the resolution) then we’ll specifically call for speakers with opposing views. If available time runs out, there are no more speakers or someone moves a motion to proceed (and that motion is carried) we’ll close the speaking list and put the resolution to the vote.
A motion to proceed to the next business, a motion that the question be put, or a point of order can be raised via the speaking list. When these occur, the speaking list is paused to respond to these motions or the point of order.
Standing Orders are the rules of procedure for Annual Meeting. The Standing Orders below are set out in Section 53 of the Rules of the New Zealand Educational Institute Te Riu Roa Incorporated as amended by the Institute’s Annual Meeting – 29th September 2019.
These standing orders apply at all times while in Annual Meeting sessions. During the Hui session of Annual Meeting, tikanga Māori applies.
Institute meetings will be chaired by the National President, unless he or she appoints someone else to act as Chairperson.
If the Chairperson rises to speak, all other representatives must sit down.
Hours of Session
The hours of session for Institute meetings will be determined by formal resolution.
The quorum for any Institute meeting is half the representatives registered for that meeting.
If, half an hour after the start of any session, a quorum is not present, the Chairperson will postpone the session and set a time for reconvening the meeting.
Representatives’ attendance will be recorded in a register.
Registered representatives must get the Chairperson’s leave to be absent from a session.
Record of Proceedings
The National Secretary, or another person acting in that capacity, will keep minutes of the meeting proceedings.
The draft minutes will be circulated to representatives as soon as possible after the meeting, so that they can identify any errors and advise the National Secretary.
The draft minutes will then be considered by the National Executive, with any discussion being limited to their accuracy. The National Executive will correct any inaccuracies and pass a motion: ‘That the minutes of annual meeting be signed as a correct record’.
Proposing motions and amendments
All motions and amendments to motions must be handed to the Chairperson in writing, in duplicate, and include the names of the mover and seconder.
The Chairperson will not accept any motion or amendment that is substantively the same as a matter already resolved earlier in the meeting.
The Chairperson will not accept any motion that deals with a matter that could have been raised using other annual meeting procedures, unless three-quarters of the registered representatives at the meeting agree to accept the motion.
Only one amendment will be considered at a time. When an amendment is accepted, debate on the motion will be suspended until the amendment has been disposed of.
A further amendment will only be considered when the previous amendment has been lost or carried. Where an amendment is carried it becomes the substantive motion.
No representative can move or second more than one amendment to any motion.
The Chairperson may order a complicated motion or amendment to be divided.
If an amendment is proposed that clarifies or strengthens the effect or intent of a motion, the Chairperson can, with the approval of the motion’s original mover and seconder, deem it to be a friendly amendment.
Where the Chairperson deems an amendment to be friendly, it proceeds as the substantive motion, without the need for a vote. However, any representative can challenge the Chairperson’s ruling, and request that the amendment proceeds as a normal amendment.
Withdrawing motions and amendments
Any move to withdraw a motion or amendment must come from the original mover. Withdrawal requires the majority consent of the registered representatives at the meeting.
Speaking to motions and amendments
Any representative who wants to speak during a meeting must stand and address the Chairperson. The representative can only speak when called on to by the Chairperson, and must give their name and Branch.
The mover of a motion has a right to reply, but loses that right by speaking to an amendment. The seconder of a motion may reserve the right to speak later.
The mover of an amendment has no right of reply. The seconder of an amendment may not reserve the right to speak later.
No representative can speak more than once to a resolution, except to:
- ask a question
- reply to a question
- explain a point
- reply to a misrepresentation.
In these circumstances, the representative may speak only when called on by the Chairperson.
Debate may be interrupted by:
- a point of order
- expiry of the time allocated to the debate
- a motion that the question be put
- a motion to proceed to the next business.
No representative can interrupt a speech, except to make a point of order.
The Chairperson can call any representative to order for irrelevance, repetition, unbecoming language or other breach of order, and may direct such representative to stop speaking.
Motions to Proceed
At the end of any speech, a representative who has not already spoken on the motion can move: “That the question be put to a vote”. If the Chairperson accepts the motion to put the question to the vote, and it is seconded and carried, the original motion shall be put to the vote straight away, unless the original mover wants to exercise his or her right of reply.
When a motion of closure is made and carried during a discussion about an amendment, the closure applies only to the amendment and not the original motion.
At the end of any speech, a representative who has not already spoken on the motion can move: “That the Institute proceed to the next business”. If this motion is seconded and carried, the Chairperson will proceed to the next item of business.
When a question is put to the vote, it will be decided by a simple majority, with the vote cast by representatives voicing their support or opposition to the motion, unless these rules require otherwise.
The Chairperson will rule on the voices, unless a show of hands, a count of all votes cast by a show of hands, or a division is called for. The Chairperson's decision is final in all these circumstances, except where there is a division.
The procedure where a division is called for is as follows:
- it will be preceded by a count of all votes cast by a show of hands
- if the show of hands shows a clear majority either way, the Chairperson will rule that a division is not necessary
- if the show of hands shows no clear majority, then the division will proceed and every registered representative present at the meeting must record a vote
- the National Secretary will record the votes in a register, in alphabetical order for all representatives
- the result of the division will be shown in the minutes for the session
- the Chairperson will have a deliberative vote, and in cases where the votes are equal, will also have a casting vote.
Suspension of a representative
The Chairperson can suspend a representative for persistently disregarding the Chairperson’s authority. When this happens, the Chairperson will state the length of the suspension and the representative will not have access to the meeting during that time.
Institute in committee
The Institute can, by unanimous decision during a meeting, resolve into a committee of the whole. When the Institute is in a committee of the whole, the standing orders about seconding motions and restrictions on speaking do not apply.
Suspension and breach of standing orders
Any standing order can be suspended by a unanimous decision during a meeting.
Where any representative considers that a Chairperson’s ruling on a particular matter breaches these standing orders, the representative can raise a point of order by stating: “I challenge that ruling”. The following procedures then apply:
- the Chairperson will ask the representative their reasons for disagreeing with the ruling
- the Chairperson will state the reasons for the ruling
- the Chairperson will put the motion: “That the ruling be accepted”
- if the vote is carried, the business of the meeting will proceed
- if the vote is lost, the Chairperson will withdraw the ruling and issue a new one.
The Chairperson will rule on any matters of order or procedure that are not provided for in these standing orders or rules.
Technical requirements to participate in Hui-ā-Tau
If you're a representative, to engage in Hui-ā-Tau you'll be using Zoom, accessing the Hui-ā-Tau website, and checking the email address you used to register for Hui-ā-Tau.
Candidates standing for National Executive
The National Executive for 2021 and 2022 are elected at Hui-ā-Tau.
Leave from Annual Meeting
It is expected that representatives attend the whole of Annual Meeting. Sometimes, however, there are reasons why you may need leave from Annual Meeting.
There are formal procedures to be followed when you apply for leave from the Annual Meeting and all requests must go before the National President.
Apply for leave using the form below. Once completed, we'll contact you about your leave application.
Why is the meeting held virtually?
During Covid-19, much has changed and will continue to change in how we assemble, how we organise, and how we advocate for our profession. During this time, one thing has remained certain – NZEI Te Riu Roa is the collective voice of educators in Aotearoa.
There are two things that are vital for maintaining a strong and powerful collective voice. The first is the awhi we have for one another. We are a collective who care, a collective who support one another, and a collective who know we are stronger when we work together.
The second is kaitiakitanga. We all have a role in upholding democracy, the constitution of our union, and our 137-year history of advancing quality education for New Zealand tamariki and improving the working terms and conditions of educators.
Because of the current restrictions on large gatherings, and the uncertainty of when these will change, National Executive have made the difficult decision that our Annual Meeting for 2020 will be held online, on Sunday 27 September.
During Covid-19, your well-being and safety is paramount. Given the nature of this current crisis, the complexities of large gatherings and travel and the need to be there for our tamariki as we move through the next few months, it does not make sense for us to gather together as we usually would.
Meeting virtually instead enables us to fulfil our democratic and constitutional duties and attend to the running of the union, albeit in a different way.