Proposed changes to the WLUG Incorporated Charter:

1. Rule 2a be renamed Rule 2b, and all references to Rule 2a be updated to refer to Rule 2b

PASS

2. Rule 2 be renamed Rule 2a, and all references to Rule 2 be updated to refer to Rule 2a.

PASS

Membership

3. Membership of the LUG is formalised by completing a membership form. Payment of the yearly fees must be received within 90 days of this, or the membership is deemed void. (Rule 3)

PASS

4. Membership is for the current financial year. The financial year begins on the 1st of September and ends on the 31st of August the following year.

PASS

Committee

5. The size of the committee be amended so that there are the 4 executive members (President, Vice-President, Treasurer, Secretary, and 5 (five) others. (Rule 7)

PASS

6. The position of List Maintainer be clarified (Rule 7)

The electronic mailing list is the primary means of communication and activity within the society. As the mailing list requires some administration, an ex-officio position of 'list administrator' will be appointed by the committee.

PASS

7. Commitee meetings - currently the Charter states that the committee will hold a meeting at the same time as the regular meeting. This needs to be amended or removed (Rule 6):

Proposed Change: Remove the last line of the Regular Meetings clause, and add a Committee Meetings clause, containing:

Commitee Meetings:

The WLUG Committee shall meet once per month, either at the Regular Meeting for the month, or a separate date, time and location, at the discretion of the committee. Committee meeting details and a tentative agenda will be published to the society mailing list seven days prior to a committee meeting.

The purpose of the Committee Meeting is to discuss matters pertaining to the ongoing running of the society. If a society member wishes to raise an issue at a committee meeting, they can give at least two day's notice to the Secretary, who will then put the item on the agenda and invite the member to the meeting if appropriate. Otherwise, committee meeting attendance is restricted to committee members.

Only Committee members are allowed to vote at a Committee Meeting. The quorum will be five members of the committee.

Minutes of committee meetings shall be made available via the society's electronic mailing list as soon as practical after the committee meeting.

PASS

Quora

8. At a committee meeting, a quorum shall be 50% of the committee, rounded up if neccessary (Rule 6)

REMOVED

9. The committee can call a special general meeting by a pass vote at a committee meeting. A member may call a SGM if backed by a majority of the society's membership.

At a SGM, a quorum shall be 50% of the society membership, or 15 people, whichever is smaller. (Rule 5,6)

PASS

10. At an AGM, a quorum shall be 50% of the society membership, or 15 people, who were paid members in the previous financial year and who have signed a membership form for the next financial year. Only people who meet these criteria will be eligible to vote.

PASS

Other:

11. Rephrase the section on membership to highlight that membership is not required for attendance to meetings or usage of the mailing list. It's not as clear as it could be at the moment.

Membership is encouraged but not required: regular meetings are open to all and casual requests for assistance or information are allowed. Only members will have access to the areas outlined in Rule 2b above.

Membership of the WLUG mailing list and membership of the Waikato Linux Users Group Incorporated are independent.

PASS

12. First line of the Rules should be changed to read: "The following are the rules of the Waikato Linux Users Group Incoporated ("WLUG"):

PASS

13. The changes to the charter as outlined above will be made by the President, and also any grammatical or typographical errors, providing the intent of the charter is preserved, are permitted to be corrected.

Moved Matt Brown Seconded James Spooner

PASS