[ucc-announce] UCC Ordinary General Meeting Agenda for 2016-10-21

[Oscar Hermoso]

Hi UCCans,

Please find below; the agenda for UCC's Ordinary General Meeting this
Friday, the 21st of October.

Big thanks to [SOS] and [SAS] for writing up the bulk of the
constitutional amendments.

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UCC Ordinary General Meeting

21st October 2016, 6PM Guild Council Meeting Room

AGENDA
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1.  Election of Vacant Committee Positions
- Secretary
- Any other positions made vacant by the election or otherwise
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2.  Vote for constitutional changes
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As the University Computer Club is an incorporated association, new
law changes affecting incorporated entities means that we require a
few constitutional amendments.

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Changes to Section 2 Definitions

- Grievance Procedure

- the Chair of Guild Council

- the Guild Council


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The number of members who may at any time require that a general
meeting of the incorporated association can be convened must be
expressed as a percentage of membership.

Proposal: Amend 18.4.1 of the constitution to:


18.4.1. The Secretary shall forthwith call a Special General Meeting
upon receiving a written requisition from the lower of ten percent of
the total membership or ten ordinary members of the Club, and such
meetings shall be held with appropriate notice requirement and not
later than 17 days immediately following the receipt of such
requisition.


(Previously 10 members)

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18.8 Quorum

The quorum of a general meeting shall be twenty ordinary members
present in person.


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The constitution must contain the circumstances (if any) in which
payment may be made to a member of the committee out of the funds of
the association. Note: Any rules that provide for payment to a
committee member a from the Association’s funds must state that this
can only occur if the payment is authorized by a resolution of the
association.

Proposal: Append to new Section 24 (Finance);


24.6 A payment to a member out of the funds of the Club is authorised if it is -


1. the payment in good faith to the member as reasonable renumeration
for any services provided to the Club, or for goods supplied to the
Club, in the ordinary course of business; or


2. the reimbursement of reasonable expenses properly incurred by the
member on behalf of the Club.


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The constitution must contain a procedure for dealing with any dispute
under or relating to the rules: between members; or between members
and the incorporated association.

Proposal: Append to the constitution two new sections, titled "Dispute
Resolution" and “Mediation”

note: Dispute Resolution shall deal with disputes between members of
the club while Mediation shall deal with disputes between members and
the club itself.


22. Dispute Resolution


1. The parties to a dispute must attempt to resolve the dispute
between themselves within 14 days after the dispute has come to the
attention of each party.


2. If the parties to a dispute are unable to resolve the dispute
between themselves within the time required by subrule 1, any party to
the dispute may start the grievance procedure by giving written notice
to the secretary of —

(a) the parties to the dispute; and

(b) the matters that are the subject of the dispute.


3. Within 28 days after the secretary is given the notice, a committee
meeting must be convened to consider and determine the dispute.


4. The secretary must give each party to the dispute written notice of
the committee meeting at which the dispute is to be considered and
determined at least 7 days before the meeting is held.


5. The notice given to each party to the dispute must state —

(a) when and where the committee meeting is to be held; and

(b) that the party, or the party’s representative, may attend the
meeting and will be given a reasonable opportunity to make written and
oral submissions to the committee about the dispute.


6. If the dispute is between one or more members and the Club, the
Committee must not determine the dispute.


7. At the committee meeting at which a dispute is to be considered and
determined, the Committee must —

(a) give each party to the dispute, or the party’s representative, a
reasonable opportunity to make written and oral submissions to the
committee about the dispute; and

(b) give due consideration to any submissions so made; and (c)
determine the dispute.


8. The Committee must give each party to the dispute written notice of
the Committee’s determination, and the reasons for the determination,
within 7 days after the committee meeting at which the determination
is made.


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23. Mediation

1. If the dispute is between one or more members and the Club, the
Chair of Guild Council shall mediate the dispute, henceforth known as
the mediator.


2. In the event that the Chair of Guild Council is unable to perform
the role of the mediator, a mediator shall be elected by the Guild
Council from its constituent members.


3. The mediator may be a member or former member of the Club but must not —

(a) have a personal interest in the matter that is the subject of the
mediation; or

(b) be biased in favour of or against any party to the mediation.


4. The parties to the mediation must attempt in good faith to settle
the matter that is the subject of the mediation.


5. Each party to the mediation must give the mediator a written
statement of the issues that need to be considered at the mediation at
least 5 days before the mediation takes place.


6. In conducting the mediation, the mediator must —

(a) give each party to the mediation every opportunity to be heard; and

(b) allow each party to the mediation to give due consideration to any
written statement given by another party; and

(c) ensure that natural justice is given to the parties to the
mediation throughout the mediation process.


7. The mediator cannot determine the matter that is the subject of the
mediation.


8. The mediation must be confidential, and any information given at
the mediation cannot be used in any other proceedings that take place
in relation to the matter that is the subject of the mediation.

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Regards,

Oscar Hermoso