National Conference Procedure Rules

National Conference Procedure Rules


THE NATIONAL CONFERENCE

PROCEDURE RULES

 

2014

 

NATIONAL PRAYER

O God of Creation

Direct our noble cause

Guide our leaders right

Help our youths the truth to know

In love and honesty to grow

And living just and true

Great lofty heights attain

To build a Nation where peace

And justice shall reign

 

Amen.

 

TABLE OF CONTENTS

Contents                                                                                                                    Page

 

ORDER I – RULES FOR CONDUCT OF BUSINESS

 

1.         Business of the Conference conducted according to

Procedure Rules…….………………………………………………………………  6

2.         Further Rules………………………………………………………………………..      6

 

ORDER II – MEETING OF THE CONFERENCE

 

1.         First day of meeting of the Conference…………………………………….    6

2.         Vacancy in the position of the Chairman and Deputy Chairman….

3.         Language…………………………………………………………………………………

 

ORDER III – DELEGATES

 

1.         Delegates to leave address with the Secretary……………………………

2.         Journeys abroad………………………………………………………………………

3.         Attendance at sittings ……………..………………………………………………

4.         Mode of resignation from the Conference………………………………..

 

ORDER IV – QUORUM

 

1.         Quorum…………………………………………………………………………………

2.         Insufficient Quorum ………………………………………………………………

3.         Application of Procedure Rules to Committees ………………………

4.         Adjournment for insufficient Quorum ……………………………………

 

ORDER V – SITTINGS OF THE CONFERENCE

 

1.         Business of the Conference to be conducted by Plenary

or Committee ………………………………………………………………………   

2.         Allocation of seats to Delegates …………………………………………….

3.         Re-assembly of the Conference ..…….……………………………………..

4.         Meeting hours of Conference ………………………………………………..

5.         Discretion by the Chairman ………………………………………………….

 

ORDER VI – DUTIES AND FUNCTIONS OF OFFICERS OF THE CONFERENCE

 

1.         Duties of the Chairman…………………………………………………………

2.         Duties of the Deputy Chairman………………………………………….….   

3.         Duties of the Secretary………………………………………………………….

4.         Duties of the Assistant Secretaries.…………………………………………  

 

ORDER VII – ARRANGEMENT OF BUSINESS

 

1.         Arrangement of Business ……………………………………………………..

2.         Precedence of the Orders of the day ……………………………………..

3.         Suspension of Rules ……………………………………………………………..

 

ORDER VIII – MOTIONS AND AMENDMENTS

 

1.         Motions and Amendments ……………………………………………………

2.         Communication to Secretary to be printed and signed ……………

3.         Opening Hours of Secretariat to Delegates ………………………………

4.         Particulars of Communication …………………………………………………

5.         Hansards ………………………………………………………………………………..

 

ORDER IX – RULES OF DISCUSSION

 

1.         Rules of Discussion …………………………………………………………………

2.         Secretariat to determine number of Committees ……………………..

3.         Secretarial Services to be provided by the Committee ……………..

4.         Raising of a point of order ………………………………………………………

 

ORDER X – CONDUCT OF DELEGATES AT THE CONFERENCE

 

1.         Conduct of the Delegates at the Conference …………………………….

2.         Relevance in discussion ………………………………………………………….

3.         Contempt Ex-facie ………………………………………………………………….

 

ORDER XI – VOTING

 

1.         Voting ……………………………………………………………………………………

 

            ORDER XII – COMMITTEE

 

1.         Membership Appointment ……………………………………………………..

2.         Rules of Procedures for Committees in General ………………………

 

ORDER XIII – FINAL REPORT

 

1.         Details of the Final Report ……………………………………………………

2.         Approval by Delegates …………………………………………………………

3.         Options for integrating Final Report into the Constitution …….

 

            ORDER XIV – MISCELLANEOUS

 

1.         Miscellaneous ………………………………………………………………………   

2.         Employment of Delegates in professional capacity …………………

3.         Stranger ………………………………………………………………………………..

4.         Press ……………………………………………………………………………………

5.         Conference Hall ……………………………………………………………………

 

ORDER XV – DEFINITIONS

 

1.         Definition ………………………………………………………………………………

2.         Citation ………………………………………………………………………………..

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

ORDER I

Business of the Conference conducted according to Rules of  Proceedings

RULES FOR CONDUCT OF BUSINESS

 

(1)      The Proceedings in the Conference and in all Committees of the Conference shall be conducted in accordance with these Rules.

 

Further Rules

(2)      In all cases not provided for in these Rules, the Chairman may in consultation with the Deputy Chairman and Secretary, in pursuance of his mandate, make further Rules for the success of the Conference, provided a simple majority of Delegates present and voting adopts such rules.

 

ORDER II

First day of

Conference

 

MEETING OF THE CONFERENCE

 

(1)      On the first day of the meeting of the Conference after its inauguration by the President of Federal Republic of Nigeria, Delegates shall assemble at the Auditorium of the National Judicial Institute at the time so appointed.

 

Vacancy in the office of chairman and Deputy Chairman

(2)      Whenever a vacancy has occurred in the office of Chairman or Deputy Chairman during the sitting, the Chairman, Deputy Chairman or the Secretary shall report same to the President, Federal Republic of Nigeria who shall proceed to the appointment of a new Chairman or Deputy Chairman.

 

 

Language

(3)      The proceedings and discussion of the Conference shall be conducted in English Language.

 

 

ORDER III

DELEGATES

 

Delegate to leave address with Secretary

(1)      Every Delegate shall enter his/her name and address, in a book to be kept by the Secretary of the Conference. It shall be a breach of these Rules for any delegate to enter the name or signature of any other delegate whether that other delegate is present at the sitting or not.

 

 

Journeys abroad

(2)      A Delegate going abroad shall so inform the Secretary, and must indicate the purpose, the time of his/her stay abroad and his/her whereabouts.

 

 

Attendance at sittings

(3)      A Delegate shall to the best of his/her ability, regularly attend the sittings of the Conference and those of the Committee of which he/she is a member.

 

(a) No delegate shall miss sittings without prior authorization.

 

 

 

 

 

 

 

 

Mode of resignation from the conference

(4)      A Delegate shall resign his/her seat in the Conference by writing to the Chairman which letter shall be submitted personally by him/her to the Chairman in the open session of the Conference on the day preceding the date of resignation.

 

(5)      The Chairman shall cause the letter to be read by the Secretary as soon as it is received. The letter shall be published in the Proceedings of the Conference.

 

ORDER IV

Quorum

QUORUM

 

(1)      The Quorum of the Conference shall not be less than one third of all the Delegates of the Conference.

 

Insufficient Quorum

(2)      If any Delegate draws the attention of the Chairman that the quorum of the Conference is not formed, the Chairman shall count the number of Delegates present. If the Chairman determines that it is so, he shall thereafter adjourn the Conference.

 

 

Application of procedure to Committees

 

(3)      This procedure shall also apply to sittings of Committees.

 

 

Adjournment for insufficient Quorum

(4)      In cases where the Plenary or sitting of Committees is adjourned because quorum was not formed, the business under consideration shall stand over until the next sitting.

 

 

ORDER V

Business of conference by plenary and Committee

SITTINGS OF THE CONFERENCE

 

(1)      The business of the Conference shall be conducted in Plenary         and in Committees.

 

Allocation of seat to Delegate

(2)      The body of Delegates shall be constituted into Committees for expeditious discharge of the business of the Conference.

 

(3)      The Chairman shall allocate a seat to each Delegate provided that the Chairman may change the allocation from time to time.

(a)    A Delegate may only speak from the seat allocated to him/her

(b)    A Delegate shall address the Conference standing except the physically challenged or at the discretion of the Chairman.

 

Re-assembly of the Conference

(4)      Whenever the Conference shall stand adjourned to a date not fixed, the Secretary shall give notice accordingly and the Conference shall meet on the date and at the time stated in the notice.

 

 

Communication by appropriate means

(5)      Whenever the Conference stands adjourned by the operation of these Rules, the Secretary may give notice accordingly and the Conference shall meet on the date and at the time stated in the notice.

 

 

Meeting hours of

Conference

(6)      The notice referred to in the preceding paragraph shall be by any appropriate means.

 

(7)      The Conference shall meet every working day, except on Fridays; between the hours of 10am and 6pm. The Conference shall observe a break period every sitting day between the hours of 2pm and 4pm.

 

Discretion by the Chairman

(8)      Without prejudice to the above, the Conference shall sit on such days as the Chairman, having regard to the state of business may, from time to time, direct.

 

 

ORDER VI

DUTIES AND FUNCTIONS OF OFFICERS OF THE CONFERENCE

                      CHAIRMAN

 

Duties of Chairman

(1)      The Chairman in Plenary shall take the Chair on every day at the hour of which the Conference shall have adjourned at the last sitting. The Chairman having examined the Proceedings of the last day’s sitting shall approve the same and announce his approval to the Conference.           This Procedure shall also apply mutatis mutandis to sittings of Committees.

 

(2)      The Chairman shall preserve order and decorum.

 

Consensus or 70%.

(3)      The Chairman shall have general control of the Conference provided that such powers of general control do not impede on the provision of any Rule or law.

 

(4)      Any questions proposed for decision in the Conference shall be determined by consensus and when this is not achievable, by seventy-percent (70%) majority of the Delegates present and voting.

(5)      The Chairman shall interpret the Rules.

(6)      (a) The Chairman shall, in consultation with the Deputy Chairman and Secretary, appoint the Chairmen and Deputy Chairmen of Committees.

 

(b) The Chairman shall have the powers to review the performance of the Chairmen and Deputy Chairmen of the Committees and remove them in consultation with the Deputy Chairman.

 

 

Duties of the Deputy Chairman

DEPUTY CHAIRMAN

 

(7)      In the absence of the Chairman, the Deputy Chairman shall exercise all the powers of the Chairman and perform all the duties of the Chairman.

(8)      In the absence of the Chairman and Deputy Chairman without any communications to the Secretary of the Conference within a period of 3 consecutive days or where both have been incapacitated on health grounds, the Secretary shall adjourn the Conference pending the appointment of a new Chairman and Deputy Chairman by the President of the Federal Republic of Nigeria.

 

THE SECRETARY

 

Duties of the Secretary

(9)      At the opening of each day’s proceedings at Plenary, the Secretary shall prepare and distribute to Delegates a paper known as the Order Paper, setting forth the business of the day.

 

(10)    The Secretary at Plenary shall keep minutes of the proceedings of the Conference at each sitting and shall cause same to be transcribed as Hansards which shall be circulated to delegates the day following each sitting or as soon as possible thereafter.

(11)    The Hansards shall reflect all decisions of the Conference and shall be signed by the Secretary.

(12)    The Secretary shall prepare from day to day an order book showing all business appointed for any future day.

 

Custody of votes, records and documents of the Conference

(13)    The Secretary shall be responsible for the giving and receiving of Notices and all communications addressed to or from the Conference.

 

(14)    The Secretary shall be responsible for the custody of the votes, records, and other documents laid before the Conference.

(15)    Should there be any vacancy in the office of the Secretary; the President shall have the power to appoint a new Secretary.

 

 

ASSISTANT SECRETARIES

 

Duties of Assistant Secretaries

 

(16)    The Assistant Secretaries Conference Proceedings; Finance and Administration, Publicity and Communications shall assist the Secretary in the discharge of her duties, as shall be assigned to them by the Secretary.

 

 

(17)    In the absence of the Secretary, the duties of the Secretary shall be performed by the Assistant Secretary, Conference Proceedings or, should the latter be absent, by the Assistant Secretary, Finance and Administration or the Assistant Secretary, Media and Publicity.

                            ORDER VII

          

       ARRANGEMENT OF BUSINESS

Arrangement of Business

 

(1)      Unless the Conference otherwise directs, the business of each sitting day shall be transacted in the following order:

 

Precedence of the orders of the day

 

i.               Formal entry of the Principal Officers;

ii.            Prayers;

iii.          Approval of Proceedings;

iv.          Other announcement by the Chairman;

v.             Matter(s) of Urgent Public Importance; (if any)

vi.          Order of the Day.

 

(2)                  The Chairman shall immediately after prayers, read to the Conference any message addressed to the Conference by the President of Federal Republic of Nigeria, (if any).

 

(3)      Order of the day shall have precedence of each other according to the order in which they appear on the Order paper.

 

Unfinished business of each day shall be moved to the next sitting.

 

Suspension of Rules

 

(4)      No portion of this Rules shall be suspended except by a vote of two-thirds (2/3) majority of the Delegates sitting and voting at the particular time.

 

 

ORDER VIII

MOTIONS AND AMENDMENTS

 

(1)      Unless the Rules otherwise direct, notice shall be given of any motion or amendment which is proposed to be moved with the exception of the following:

 

 

Motion and amendments

(a)       a motion for the adjournment of the Conference or of any discussion;

 

 

Communication to be printed and signed

 

(b)      a motion arising out of the business of the day made immediately after that business is disposed of and before any fresh matter is entered upon; and any amendment flowing therefrom.

 

 

(2)      Communications from Delegates to Secretary must be printed and signed.

 

(3)      All notices of motions and other communications shall be submitted to the Secretary between the hours of 2pm and 4pm every Wednesday and Thursday except on Public Holidays.

 

Particulars of communication

(4)      Every such notice and other communications must be duly signed by the Delegate and stating clearly the particulars of the Delegates which would include his/her address, zone and interest (organisation) which he/she represents.

 

 

Publication of notices of Motions in Hansards

 

(5)      The Secretary shall cause such notices of motions received to be numbered and published in the Hansards and assigned to relevant Committees not later than seven days after the publication. Where in the discretion of the Chairman, the matter is fit to be discussed at Plenary, the matter shall be taken at the next Plenary.

 

 

ORDER IX

RULES OF DISCUSSION

 

 

Rules of discussion

(1)      At Plenary sessions each representative body shall speak through a Delegate nominated by the representative body through its leadership.

 

 

(2)      Each representative body shall speak for a period of ten minutes or such other time as may be approved by the Chairman on any given subject. Provided that delegates shall be entitled to make written submissions of their positions. Such written submissions shall be clearly typed and bear the signature and particulars of the delegate or interest presenting same.

 

(3)      The format for such written submissions shall include the following: Introduction, Facts, Issues, Arguments in support and Prayers to be sought.

 

(4)      Representative bodies shall speak in alphabetical sequence.

 

(5)      A Delegate shall not read his/her speech save if he/she is moving a motion.

 

(6)      A Delegate may however read short extracts from books or papers in support of his/her argument, and may refresh his/her memory by reference to notes.

 

(7)      A Delegate must confine his/her contributions to the subject under discussion and shall not introduce matters irrelevant thereto.

 

(8)      Reference shall not be made to any matter on which a judicial decision is pending, in such a way as might in the Chairman’s opinion prejudice the interest of parties thereto.

 

(9)      It shall be out of order to attempt to reconsider any specific question upon which the Conference has come to a conclusion.

 

(10)    It shall be out of order to use offensive and insulting language during sittings either at Plenary or in Committees.

 

Secretariat to determine 

number of Committee

 

(11)    No Delegate shall impute improper motives to any other Delegate

 

(12)    A Delegate desiring to address an issue in Plenary or Committee shall submit his/her name to the Secretary on a paper to be provided and when called upon, shall stand and address his/her observations to the Chairman or the Chairman of Committee.

 

Principal Officers to propose number of Committees

 

(13)    The Principal Officers of the Conference shall propose the number of Committees that shall be necessary for the effective discharge of the mandate of the Conference.

 

Secretarial Services to be provided by the Committee

 

(14)    Secretarial services shall be provided for each Committee by the    Secretary.

 

 

Raising a point of order

(15)    Any Delegate deviating from the provisions of these Rules
may be immediately called to order by the Chairman or the Chairman of the Committee, or by a Delegate rising to a point of order.

 

 

(16)    When the question of order has been stated, the Delegate who raised it shall resume his/her seat, and no other Delegate, except with the leave of the Chairman or Chairman of the Committee shall rise until the Chairman or Chairman of the Committee has decided the question, after which the Delegate who was addressing the Conference or Committee at the time the question was raised shall be entitled to proceed with his/her speech.

 

(17)    All Committees shall forward their report to the Secretary at the conclusion of its sitting. The Secretary shall at her discretion determine when such reports of Committee shall be brought up at Plenary for deliberation.

 

(18)    The Committee shall examine the substance of all motions referred to it and if approved for presentation to the Conference, shall forward its recommendation to the Secretary for presentation at Plenary.

 

 

 

 

 

 

ORDER X

CONDUCT OF DELEGATES AT THE CONFERENCE

 

 

Decorum

 

(1)      During a sitting all Delegates shall enter and leave the
Conference with decorum.

 

 

(2)      Every Delegate of the Conference when he/she comes into the Conference Room shall take his/her seat and shall not at any time stand in any of the passages or gangways.

 

Delegates to take obeisance to the Chair.

 

 

(3)      Every Delegate shall make obeisance to the Chairman in passing to or from his/her seat.

 

Crossing the floor of the Conference.

 

 

(4)      Delegates shall not cross the floor of the Conference
unnecessarily nor sit in a place allotted to any other Delegate.

 

Delegates  passing through the Conference.

 

 

(5)      Delegates shall take care not to pass between the Chairman and any Delegate who is speaking, or between the Chairman and the Table.

 

When Chairman  is putting questions.

 

(6)      When the Chairman is putting a question, no Delegate may walk out of, or, across the Conference Room.

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