Attachment 'constitution.txt'

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   1 The Constitution of the Home Unix Machine Brisbane User Group
   2 =============================================================
   3 
   4 Contents
   5 --------
   6 
   7 1.  The Club
   8 2.  The Executive
   9 3.  Elections
  10 4.  Executive Meetings
  11 5.  General Meetings
  12 6.  The Membership
  13 7.  Club Services
  14 8.  Finances
  15 9.  Property
  16 10. The Constitution
  17 
  18 
  19 1. The Club
  20 -----------
  21 
  22 The aim of HUMBUG is to help people with unix like operating
  23 systems, to advance the cause of free software and open
  24 systems, and provide a social environment for people who
  25 enjoy using unix like operating systems to meet.
  26 
  27 
  28 2. The Executive
  29 ----------------
  30 
  31 a.  The Executive shall be comprised of the following
  32     positions:
  33         President
  34         Secretary
  35         Treasurer
  36 
  37 b.  In the absence of the President the position of Acting
  38     President shall be held by the Secretary, similarly in
  39     their absence the Treasurer assumes the position.
  40 
  41 c.  i.    The President is the head of the Executive.
  42 
  43     ii.   The Secretary shall be responsible for the day to
  44           day running of HUMBUG, and in particular
  45           arranging regular meetings.
  46 
  47     iii.  The Treasurer shall be in charge of maintaining
  48           the financial and membership records of HUMBUG.
  49 
  50 d.  No individual may occupy two or more executive positions
  51     simultaneously.
  52 
  53 e.  Any executive office bearers except the President may
  54     appoint club members to be assistants for their
  55     position.
  56 
  57 f.  The President may create non-executive positions, and
  58     appoint club members to these positions.  These
  59     positions shall carry responsibilities as determined
  60     by the President at the time the position is created.
  61 
  62 g.  These positions must be ratified by an executive
  63     decision at the next Executive Meeting or fall void.
  64 
  65 h.  All executive office bearers may appoint an individual
  66     to act in their place at executive meetings.
  67 
  68     i.    This proxy position becomes effective as soon as
  69           a letter of authorisation from the office bearer
  70           is presented to the President.
  71 
  72     ii.   The letter of authorisation must contain clear
  73           indication of the intent to transfer power to the
  74           proxy, and must contain the time that the proxy
  75           status will expire.  Proxy status may not last
  76           longer than 28 days from the date of presentation.
  77 
  78     iii.  The letter must be personally signed by the
  79           executive officer nominating the proxy.
  80 
  81     iv.   An individual to take on the proxy position must
  82           be a member of HUMBUG, but may not be acting in
  83           another executive position.
  84 
  85 i.  An executive position shall be deemed to have fallen
  86     vacant should the member holding the position fail to
  87     attend (in person or proxy) or send apologies for three
  88     consecutive executive meetings or any one Special
  89     General Meeting.
  90 
  91 j.  If any executive position except President falls vacant
  92     the President shall appoint a member of HUMBUG who is
  93     not in the executive to this position.  This
  94     appointment will only be valid until the next Special
  95     General Meeting, at which an election for the position
  96     must be held.
  97 
  98 k.  This Special General Meeting must be announced within
  99     14 days of the temporary appointment.
 100 
 101 l.  This Special General Meeting must be held within 1
 102     month of its announcement.
 103 
 104 m.  If the position of President falls vacant the position
 105     shall devolve upon a member of the executive in the
 106     following order:
 107         Secretary
 108         Treasurer
 109     This executive member shall in the process of becoming
 110     president vacate his or her old executive position.
 111 
 112 
 113 3. Elections
 114 ------------
 115 
 116 a.  Elections for all executive positions will take place
 117     at the Annual  General Meeting.
 118 
 119 b.  Current executive positions shall fall vacant at the
 120     end of the Annual General Meeting.  The new executive
 121     will immediately take power.
 122 
 123 c.  For 14 days prior to an Election the Secretary will
 124     accept signed written nominations.  This may be in
 125     physical or authenticated electronic form.
 126 
 127 d.  During the Annual General Meeting, the President will
 128     call for nominations for the next Executive.  All
 129     members of HUMBUG may nominate themselves or be
 130     nominated by another club member for these positions.
 131     Each nomination must be seconded in order to be valid.
 132 
 133 e.  If a position has only one nomination, that person may
 134     take power without an election.
 135 
 136 f.  If no one nominates for a position, the President will
 137     declare the position vacant.
 138 
 139 
 140 4. Executive Meetings
 141 ---------------------
 142 
 143 a.  In order for an executive meeting to be opened, the
 144     following two conditions must be met:
 145 
 146     i.   The President must be present.
 147 
 148     ii.  At least 2 executive members must be present.
 149 
 150 b.  Two types of executive decisions are recognised.
 151 
 152     i.   An ordinary executive decision (here after called
 153          an executive decision) consists of a simple
 154          majority of an official executive meeting.
 155 
 156     ii.  An unanimous executive decision consists of an
 157          unanimous decision of all current executive
 158          members at an executive meeting.
 159 
 160 c.  The President has the right to bar non-executive
 161     members from an executive meeting, at any time.
 162 
 163 d.  The Executive may reverse the President's decision with
 164     an executive decision.
 165 
 166 e.  Any individual not barred by the President may be
 167     present at executive meetings, but may not vote.
 168 
 169 f.  At least one executive meeting shall be held in a three
 170     month period.
 171 
 172 g.  Notice of at least one week must be given for any
 173     executive meeting.
 174 
 175 
 176 5. General Meetings
 177 -------------------
 178 
 179 a.  The Executive has the right to bar or unbar any
 180     individual from any Ordinary General Meeting, at any
 181     time.
 182 
 183 b.  At least one General meeting should be held per month.
 184 
 185 c.  Notice of at least one week should be given for any
 186     General Meeting.
 187 
 188 d.  Special General Meetings are to be held to elect
 189     positions, and as the president sees fit.
 190 
 191 e.  Notice of at least two weeks must be given for any
 192     Special General Meeting.
 193 
 194 f.  The secretary, or their nominated proxy shall take
 195     minutes of each Special General Meeting.
 196 
 197 g.  The Acting President shall chair each Special General
 198     Meeting.
 199 
 200 h.  Only members who are financial at the start of a
 201     Special General Meeting and who were financial sometime
 202     between 3 months and 3 years prior to the start of
 203     the meeting have voting rights at that Special General
 204     Meeting.
 205 
 206 i.  A member may proxy his voting rights for one Special
 207     General Meeting to another member with voting rights by
 208     providing a member of the Executive with signed written
 209     notice of their intent. This may be in physical, or
 210     authenticated electronic form.
 211 
 212 j.  A member may not proxy his voting rights more than 14
 213     days prior to the announced date of the Special General
 214     Meeting for which his rights are to be proxied.
 215 
 216 k.  A quorum of half of all members with voting rights plus
 217     one is required for a Special General Meeting.  Members
 218     voting via a proxy are included in the quorum.
 219 
 220 l.  No member of HUMBUG may be barred from a Special
 221     General Meeting.
 222 
 223 m.  The Annual General Meeting shall be held in the month
 224     of September.
 225 
 226 n.  The Annual General Meeting shall be considered a
 227     Special General Meeting.
 228 
 229 
 230 6. The Membership
 231 -----------------
 232 
 233 a.  The membership fee is $30.00 for one year or part
 234     thereof, and falls due the 31st day of August or the
 235     next AGM whichever is the latest. The fee is discounted
 236     to $25 if payment is made with PayPal. The Executive
 237     may publish a schedule of additional payment types that
 238     attract the same discount.
 239 
 240 b.  Membership fee changes are to be considered amendments
 241     to this constitution.
 242 
 243 
 244 7. Club Services
 245 ----------------
 246 
 247 a.  The club may offer three schedules of service.
 248 
 249     Schedule 1: public access.
 250 
 251     Schedule 2: available only to financial members of
 252                 HUMBUG.
 253 
 254     Schedule 3: available to financial members upon payment
 255                 of an additional fee.
 256 
 257 b.  The club may charge fees for the use of either category
 258     of service.
 259 
 260 c.  The club mailing list is to be considered an official
 261     announcement channel of the club.  Any information
 262     announced on the mailing list shall be considered to
 263     have been announced to the club membership. All club
 264     members should be subscribed to the mailing list.
 265 
 266 d.  Any member may request in writing, that the secretary
 267     send them a copy of official announcements in writing.
 268 
 269 
 270 8. Finances
 271 -----------
 272 
 273 a.  All finance records are to be maintained by the
 274     Treasurer.
 275 
 276 b.  Only members of the executive are to be signatories to
 277     the clubs bank accounts.
 278 
 279 c.  All club expenditure must be approved by a unanimous
 280     executive decision.
 281 
 282 d.  The executive may authorise the payment of recurring
 283     expenses or the allocation of a fund to pay for a class
 284     of expenses.
 285 
 286 e.  All financial/bank statements are to be sent to the
 287     secretary who should forward them to the treasurer.
 288 
 289 f.  The treasurer should be able to provide a statement
 290     regarding the clubs financial position on one weeks
 291     notice.
 292 
 293 g.  A copy of the financial records (all or partial) of the
 294     club must be made available to any member of the club
 295     should they request it. The costs of preparing the copy
 296     may be recovered from the member.
 297 
 298 h.  The President is responsible for arranging an annual
 299     audit of the clubs financial records.  This may be done
 300     internally.
 301 
 302 i.  A full financial statement and audit must be presented
 303     to the club at the AGM.  Should a motion to accept them
 304     as accurate fail, the President must propose an
 305     external audit.
 306 
 307 j.  In a motion passed at a Special General Meeting the
 308     club membership may decide against an external audit.
 309 
 310 k.  Should an external audit be required, it must be
 311     performed by a non-member approved at a Special General
 312     Meeting.
 313 
 314 
 315 9. Property
 316 -----------
 317 
 318 a.  Any property in the possession of the club shall be
 319     held by it for the purpose of the body and if at any
 320     time the body ceases to exist shall devolve upon an
 321     organisation with similar aims and goals.
 322 
 323 b.  [rescinded]
 324 
 325 c.  [rescinded]
 326 
 327 d.  A report on all property and non-financial assets
 328     owned, or controlled by the club is to be presented to
 329     the club at the AGM. Should a motion to accept the
 330     report as accurate fail, the President must propose an
 331     audit.  This may be done internally.
 332 
 333 e.  This audit must be presented to the club at a Special
 334     General Meeting called no later than two months after
 335     the Annual General Meeting.
 336 
 337 f.  If the audit fails to pass a motion to accept it.  The
 338     President must propose an external audit.
 339 
 340 g.  The club may decide against an external audit.
 341 
 342 h.  Should an external audit be required, it must be
 343     performed by a non-member of the club approved at a
 344     Special General Meeting.
 345 
 346 
 347 10. The Constitution
 348 --------------------
 349 
 350 a.  This Constitution is the basis of the authority and
 351     operation of elected and appointed positions of HUMBUG.
 352 
 353 b.  The constitution may only be altered by a two thirds
 354     majority vote of the members present at a Special
 355     General Meeting.
 356 
 357 c.  This constitution shall override all and any governing
 358     documents of any HUMBUG chapters.
 359 
 360 d.  Changes to this constitution can only be moved if a
 361     public notice containing the text of the proposed
 362     change has been sent to members at least one week prior
 363     to the meeting.

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