1 The Constitution of the Home Unix Machine - Brisbane User Group 2 3 4 Section 1: The Club 5 6 1a) The name of the club is the Home Unix Machine - Brisbane User Group. 7 8 1b) The name of the club may either be identified by its full name, 9 or by the acronym HUMBUG. 10 11 1c) The aim of HUMBUG is to help people with Unix(tm) and unix like 12 operating systems, to further the use of Unix(tm) and unix like 13 operating systems, and to act as a focal point for people who 14 enjoy using Unix(tm) and unix like operating systems to meet. 15 16 17 Section 2: The Executive 18 19 2a) The Executive shall be comprised of the following 20 positions: President 21 Vice President 22 Secretary 23 Treasurer 24 Librarian 25 26 2b) The relative rank of the executive members is as follows: 27 28 1st President 29 2nd Vice President 30 3rd Secretary 31 4th Treasurer 32 5th Librarian 33 34 In the absence of the President, the highest ranking executive member 35 shall assume the role of Acting President. 36 37 2c) (i) The President is the head of the Executive. 38 39 (ii) The Vice-President shall assist the President in the 40 execution of their duties. 41 42 (iii) The Secretary shall be responsible for the day to day 43 running of HUMBUG. 44 45 (iv) The Treasurer shall be in charge of maintaining the 46 financial records of HUMBUG. 47 48 (v) The Librarian shall be in charge of maintaining the 49 equipment owned by HUMBUG. This includes arranging 50 storage for equipment not in use. 51 52 2d) No individual may occupy two or more executive positions 53 simultaneously. 54 55 2e) Any executive office bearers except the President and Vice 56 President may appoint club members to be assistants for their position. 57 58 2f) The President may create non-executive positions, and appoint club 59 members to these positions. These positions shall carry 60 responsibilities as determined by the President at the time 61 the position is created. 62 63 2g) All executive office bearers may appoint an individual to act in 64 their place at executive meetings. 65 66 (i) This proxy position becomes effective as soon as a letter 67 of authorisation from the office bearer is presented to the 68 President. 69 70 (ii) The letter of authorisation must contain clear indication of 71 the intent to transfer power to the proxy, and must contain 72 the time that the proxy status will expire. Proxy status 73 may not last longer than 28 days from the date of presentation. 74 75 (iii) The letter must be personally signed by the executive 76 officer nominating the proxy. 77 78 (iv) An individual to take on the proxy position must be a member 79 of HUMBUG, but may not be acting in another executive 80 position. 81 82 2h) An executive position shall be deemed to have fallen vacant should 83 the member holding the position fail to attend (in person or 84 proxy) or send apologies for three consecutive executive meetings 85 or any one Special General Meeting. 86 87 2i) If any executive position except President falls vacant the 88 President may appoint a member of HUMBUG who is not in the 89 executive to this position. This appointment will only be valid 90 until the next Special General Meeting, at which an election for 91 the position must be held. 92 93 2j) This Special General Meeting must be announced within 14 days of 94 the temporary appointment. 95 96 2k) A Special General Meeting must be announced within 1 month of the 97 vacancy being announced. 98 99 2l) If the position of President falls vacant, the highest ranking 100 executive member shall immediately assume that position, and shall 101 in the process of becoming President vacate his or her old executive 102 position. 103 104 Section 3: Elections 105 106 3a) Elections for all executive positions will take place at the Annual 107 General Meeting. 108 109 3b) Current executive positions shall fall vacant at the end of the Annual 110 General Meeting. The new executive will immediately take power. 111 112 3c) For 14 days prior to an Election the Secretary will accept signed 113 written nominations. This may be in physical or authenticated 114 electronic form. 115 116 3d) During the Annual General Meeting, the President will call for 117 nominations for the next Executive. All members of HUMBUG may 118 nominate themselves or be nominated by another club member for these 119 positions. Each nomination must be seconded in order to be valid. 120 121 3e) If a position has only one nomination, that person may take power 122 without an election. 123 124 3f) If no one nominates for a position, the President will declare the 125 position vacant. 126 127 Section 4: Executive Meetings 128 129 4a) In order for an executive meeting to be opened, the 130 following two conditions must be met: 131 132 (i) The President or Vice-President must be present. 133 134 (ii) At least 3 executive members must be present. 135 136 4b) Two types of executive decisions are recognized. 137 138 (i) An ordinary executive decision (here after called an 139 executive decision) consists of a simple majority of an 140 official executive meeting. 141 142 (ii) An unanimous executive decision consists of an unanimous 143 decision of all current executive members at an executive 144 meeting. 145 146 4c) The President has the right to bar non-executive members 147 from an executive meeting, at any time. 148 149 4d) The Executive may reverse the President's decision with an 150 executive decision. 151 152 4e) Any individual not barred by the President may be present 153 at executive meetings, but may not vote. 154 155 4f) At least one executive meeting should be held per month. 156 157 4g) Notice of at least one week must be given for any executive 158 meeting. 159 160 161 Section 5: General Meetings 162 163 5a) The Executive has the right to bar or unbar any individual from 164 any Ordinary General Meeting, at any time. 165 166 5b) At least one General meeting should be held per month. 167 168 5c) Notice of at least one week should be given for any General 169 Meeting. 170 171 5d) Special General Meetings are to be held to elect positions, and as 172 the president sees fit. 173 174 5e) Notice of at least two weeks must be given for any Special General 175 Meeting. 176 177 5f) The secretary, or their nominated proxy shall take minutes of each Special General Meeting. 178 179 5g) The Acting President shall chair each Special General Meeting. 180 181 5h) A Financial Member must have been a member for a minimum of three 182 months to have voting rights at a Special General Meeting. 183 184 5i) An eligible Financial Member may proxy his voting rights for one 185 Special General Meeting by providing the president, vice-president, 186 or secretary with signed written notice of their intent. This may 187 be in physical, or authenticated electronic form. 188 189 5j) A member may not proxy his voting rights more then 14 days prior to 190 the announced date of the Special General Meeting for which his rights 191 are to be proxied. 192 193 5k) A quorum of one third of the Financial Membership of the Club is 194 required for a Special General Meeting. 195 196 5l) No member of HUMBUG may be barred from a Special General Meeting. 197 198 5m) The Annual General Meeting shall be held in the month of 199 September. 200 201 5n) The Annual General Meeting shall be considered a Special General 202 Meeting. 203 204 Section 6: The Membership 205 206 6a) The membership fee varies depending on the month in which it is 207 paid, and expires on the 31st day of the following August or the 208 next AGM whichever is the latest. 209 210 The membership fee can be determined from this table. 211 212 Month Fee 213 -------------------- 214 September $15 215 October $15 216 November $15 217 December $12 218 January $12 219 February $12 220 March $9 221 April $9 222 May $9 223 June $6 224 July $6 225 August $3 226 -------------------- 227 228 6b) Membership fee changes are to be considered amendments to this 229 constitution. 230 231 232 Section 7: Club Services 233 234 7a) The club may offer two categories of service. 235 236 (i) Club Services are provided solely to financial members of the 237 club. 238 239 (ii) Public Services are to be provided to all interested parties. 240 241 7b) The club may charge fees for the use of either category of 242 service. 243 244 7c) The club mailing list is to be considered an official announcement 245 channel of the club. Any information announced on the mailing list 246 shall be considered to have been announced to the club membership. 247 All club members should be subscribed to the mailing list. 248 249 7d) Any member may request in writing, that the secretary send them a 250 copy of official announcements in writing. 251 252 Section 8: Finances 253 254 8a) All finance records are to be maintained by the Treasurer 255 256 8b) Only members of the executive are to be signatories to the clubs 257 bank accounts. 258 259 8c) All club expenditure must be approved by a unanimous executive 260 decision. 261 262 8d) The executive may authorise the payment of recurring expenses or 263 the allocation of a fund to pay for a class of expenses. 264 265 8e) All financial/bank statements are to be sent to the secretary who 266 should forward them to the treasurer. 267 268 8f) The treasurer should be able to provide a statement regarding the 269 clubs financial position on one weeks notice. 270 271 8g) A copy of the financial records (all or partial) of the club must 272 be made available to any member of the club should they request it. 273 The costs of preparing the copy may be recovered from the member. 274 275 8h) The President is responsible for arranging an annual audit of the 276 clubs financial records. This may be done internally. 277 278 8i) A full financial statement and audit must be presented to the club 279 at the AGM. Should a motion to accept them as accurate fail, the 280 President must propose an external audit. 281 282 8j) The club may decide against an external audit. 283 284 8k) Should an external audit be required, it must be performed by a 285 non-member approved at a Special General Meeting. 286 287 Section 9: Property 288 289 9a) Any property in the possession of the club shall be held by it for 290 the purpose of the body and if at any time the body ceases to exist 291 shall devolve upon an organisation with similar aims and goals. 292 293 9b) All club property and non-financial assets are to be administered 294 by the Librarian. 295 296 9c) The Librarian should be able to provide a statement regarding the 297 clubs assets on one weeks notice. 298 299 9d) A report on all property and non-financial assets owned, or 300 controlled by the club is to be presented to the club at the AGM. 301 Should a motion to accept the report as accurate fail, the 302 President must propose an audit. This may be done internally. 303 304 9e) This audit must be presented to the club at a Special General 305 Meeting called no later then two months after the Annual General 306 Meeting. 307 308 9f) If the audit fails to pass a motion to accept it. The President 309 must propose an external audit. 310 311 9g) The club may decide against an external audit. 312 313 9h) Should an external audit be required, it must be performed by a 314 non-member of the club approved at a Special General Meeting. 315 316 Section 10: The Constitution 317 318 10a) This Constitution is the basis of the authority and operation of 319 elected and appointed positions of HUMBUG. 320 321 10b) The constitution may only be altered by a two thirds majority vote 322 of the members present at a Special General Meeting.
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