View Source: WlugCharterNew - Waikato Linux Users Group

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*This charter is outdated and is not the current, which is [WlugCharter]*

The following are the rules of Waikato Linux Users Group Incorporated ("WLUG"):

!!__Rule 1__ %%%
The name of this society is the Waikato Linux Users Group Incorporated.

!!__Rule 2__ %%%
The society is being established with following purpose and aims in mind:%%%

!__Rule 2a__ %%%
* As a support community for Open Source[1] and Free Software[1].
* As a support community for Linux, FreeBSD, OpenBSD, NetBSD (and other Open Source or Free Operating Systems).
* As a vector for the promotion of Open Source software and Operating Systems within non-profit, commercial and industrial organisations.
* As a vector for the promotion of Open Source software and Operating Systems within government bodies, including but not limited to educational bodies of all levels, medical bodies, local and national government, and political parties.
!__Rule 2b__%%%
* As a means of providing additional support and resources to its members. Such resources may include but are not limited to: email account, shell account, access to a society library of technical books. Only members of the society have access to these resources.

!!__Rule 3__%%%
In order to join the society one must complete a membership form, and payment for the yearly fees must be received within 90 days of the submission of the form. Failure to pay the fees within this time will result in the membership, and all membership benefits, being revoked.
The fee is determined by the committee of the society and can be changed as the needs of the society change.

Membership is for the current financial year of the WLUG. This is presently defined as being the year from the 1st of September to the 31st of August.

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.

!!__Rule 4__%%%
A member can choose to leave the society at any time, without refund of their fees. The member wishing to leave must submit written notice to the committee to this effect. Non-payment of subscription fees will result in termination of membership and all associated benefits.

A member can be expelled from the society at the decision of the committee, for reasons including but not limited to:
* Serious misconduct of a personal or professional nature towards another member of the society.
* Serious misconduct of a personal or professional nature towards an external body, while acting as a representative of the society.
* Any illegal activities conducted within the society
* Attempting to exploit or misuse the society or members of the society for pecuniary gain.

"Serious misconduct" is held at the discretion of the committee of the society, and any grievances should be brought before the committee.

!!__Rule 5__%%%
The rules of the society may be altered, added to or rescinded at an AGM or, in special circumstances, at a special meeting held for the purpose. Such meetings must be announced ahead of time and are open to all members of the society. Only members of the society can vote.

In either case, a vote by show of hands is taken on each modification to the rules, with a two-thirds majority indicating the successful modification to the rules.

The president of the club (or acting president if the president is unable to be present) has a casting vote.

No addition to or alteration of the non-profit aims, personal benefit clause or the winding-up clause shall be approved without the approval of Inland Revenue.

The provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document.


!!__Rule 6__ %%%
!Meetings%%%

!AGM
Annual General Meetings shall be announced on the society's electronic mailing list a month before they occur, and at the previous months meeting. A reminder shall be posted to the mailing list at suitable intervals prior to the event, such as two weeks, one week, two days, one day, etc.

Annual General Meetings will cover topics including but not limited to:
* the state of the society with respect to membership changes;
* results of actions conducted as society actions pursuant to the purposes and aims of the society outlined in Rule 2 above
* methods to improve the standing or membership of the society in the following year
* methods to fulfill the purposes and aims of the society as outlined in Rule 2 above

Any decisions to be made will be made by vote by show of hands, with a simple majority indicating a success.

The president of the club (or acting president if the president is unable to be present) has a casting vote.

At an AGM, a quorum shall be 50% of the society membership, or 15 people, whichever number is smaller. Only those people who were paid members in the previous financial year and who have signed a membership form for the next financial year will be considered eligible to vote.

Note that this clause does not preclude the guidelines in Rule 5 for changing the rules or charter of the society: decisions which change the rules or charter of the society still require a two-thirds majority.

!Regular Meetings:

Regular meetings are to be held initially at a monthly interval, upon the 4th Monday of the month. Announcement of meetings and the topic of the meeting will be made on the society mailing list at suitable intervals prior to the event, such as one week, two days, one day etc.

Regular meetings shall conduct of such content as is discussed by the society, including but not limited to:
* presentations on a suitable topic, preferably one which fits within the purposes and aims of the society
* "hands on" technical assistance for all attendees. Such meetings are designed to help members and non-members alike with both Open Source and Free software or operating systems, and the interaction of said software and operating systems with other software and operating systems.
* other topics considered suitable by the society members, as indicated by a simple consensus.

Members and non-members alike can give or organise presentations or discussions.

Additional regular meetings may be announced, if such a need arises.

!Committee 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.

!Special Meetings:

Special meetings are given notice to the society mailing list as is suitable to the nature of the meeting. The meeting may not require the general attendance of the society, in the case of most disciplinary meetings, or may require full attendance in the case of a change to the charter or rules of the society.

The purposes of a special meeting is to conduct any urgent society business, including but not limited to:
* conducting any urgent financial activity which cannot wait until the next general meeting
* disciplinary action to be taken against a society member
* changes to the charter or rules of the society

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.

!Electronic Mailing List:

The society will continue in its activities outside of organised meetings, in that its primary form of communication is via an electronic mailing list. This electronic mailing list (referred to as 'electronic mailing list' or 'mailing list' elsewhere in this document) is intended to be used for discussion including but not limited to:
* discussion of activities falling under the objectives of the society
* official notification of meetings of all types
* discussion of activities not included under, but directly and indirectly related to the goals and objectives of the society
* as a social environment for members and non-members of the society alike.

An "acceptable use" policy is maintained by the committee of the society, and decisions on what are acceptable topics for the mailing list are made by the committee. The List Administrator of the society is responsible for enforcing these decisions.

!!__Rule 7__%%%
The officers of the society shall consist of a president, vice-president, secretary, and treasurer. The committee of the society shall include the above named officers, as well as 5 (five) extra members. 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.

The officers and committee members shall be elected at an AGM or at a special meeting called for this purpose.

Temporary replacements can be appointed at the discretion of the committee.

The standard term of appointment is one year, or until the next AGM, whichever is shorter. If a temporary position is appointed it will arise for reappointment with the other positions at the next AGM.

!!__Rule 8__%%%
The common seal of the society shall be held with the secretary.

The seal can be used to verify documents on behalf of the society, either by the committee or officers of the committee at an AGM or special meeting, or by the president of the society if s/he deems it appropriate.

!!__Rule 9__%%%
The funds of the society shall be held under the control of the officers of the committee. The treasurer and secretary shall have joint required signing rights, and operate the bank accounts, handle investments, and make payments as needed.

Surplus funds, which are defined as being funds well in excess of the typical operating expenses of the society at the appropriate point in time can be invested, however no provision is made within the charter for this at the time of inception and should such a change be required it must be motioned at an AGM or at a special meeting called for this purpose.

No member of the organisation or any person associated with a member shall participate in or materially influence any decision made by the organisation in respect of the payment to or on behalf of that member or associated person of any income, benefit, or advantage whatsoever.

Any such income paid shall be reasonable and relative to that which would be paid in an arms length transaction (being the open market value). The provisions and effect of this clause shall not be removed from this document, and shall be included and implied into any document replacing this document.

!!__Rule 10__%%%
If the society ever needs to borrow money, the matter should be raised at an AGM for resolution. The purpose of the loan should be checked to ensure it lies within the objectives of the society.

!!__Rule 11__%%%
If upon the winding up or dissolution of the Waikato Linux Users Group (Incorporated) there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of the society but shall be given or transferred to some other organisation or body having objects similar to the objects of the Waikato Linux Users Group (Incorporated), or to some other charitable organisation or purpose, within New Zealand.

[1]
Open Source Software is defined by the Open Source Initiative at http://www.opensource.org/docs/definition.php.
Free Software is defined by the Free Software Foundation at http://www.fsf.org/philosophy/free-sw.html.
Software covered by either of these concepts are generally distributed with licenses such as as the GNU General Public License (GPL) (http://www.fsf.org/licenses/gpl.html), the BSD License (http://www.opensource.org/licenses/bsd-license.php) or the Mozilla Public License (http://www.opensource.org/licenses/mozilla1.1.php). This list is not exhaustive nor is it intended to define bounds on the definition of Free or Open Source software; this footnote is merely here as a reference for the reader.

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Last edited on Monday, March 25, 2013 8:21:29 pm by ReneBartosh
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