CCHS Incorporation: Rule voting and call for nominations

[Mitch Davis]

(Online version for those with text only email: http://groups.google.com/group/connected-community-hackerspace/web/cchs-incorporation-announce)

September 3, 2010

Call for vote on association rules
Call for election of office bearers

Hello CCHS members and friends,

As you will all know, we have been moving to incorporate CCHS for quite some time.  A core group of members has been carefully working on our association rules, our fees, and the incorporation procedures.

The time has come!  On Tuesday September 21, members can vote on whether to accept the rules of our association.  We will also choose CCHS office bearers.

You may vote if you have paid the $50 annual membership fee.  See below for more information about fees.  To become a member, come to any of our meetings and make a membership payment. Alternatively, you can contact Andy Gelme (an...@geekscape.org).

Voting isn’t compulsory, and you can be a member and participate in the future, even if you don’t vote.

Rules of our association

A few weeks ago we published some “model rules” from Consumer Affairs Victoria.  Having received and considered several submissions and suggestions about the rules, and having made some modifications, we now call for a vote on accepting these revised rules.

The rules (which include the membership fee and various blank forms for our use) can be found here:

 http://connected-community-hackerspace.googlegroups.com/web/CCHS-Association-Rules-6.odt.

They are the same as were posted for comment earlier, except that:

• CCHS will be a non-profit organisation, with an annual membership fee of $50.
• We are able to get income from facilities fees, and from trade.
• If we are wound up, CCHS’ assets must go to a similar organisation, or to a charity.
• If you are no longer taking part in CCHS, we can ask you to return loaned items.
• You can use email to vote by proxy (although whoever you choose as your proxy must still be present at the meeting), and it’s up to the returning officer to judge validity of proxy forms.
• We can make by-laws, for example, about safety and operating procedures.

On September 21, we will hold a Special General Meeting, where we will vote on accepting these rules.  The rules will be accepted if we receive at least six votes from members who are present or are voting by proxy, and at least two-thirds of the votes (rounded down if not a whole number) are in favour.

Membership fees

Our rules need to specify the fees required for association membership.  After much discussion, we have agreed that the annual membership fee will be $50 a year.  There is no concession on this fee.  There will also be an additional facilities fee with a number of payment options for coming to CCHS meetings.

Election of office bearers

Consumer Affairs Victoria requires our association to have the following offices:

• President
• Vice-president
• Treasurer
• Secretary (may also serve as Public Officer, for communication with CAV)
• At least two ordinary members.

We will be holding elections for these positions, and our returning officer will be George Patterson (george.p...@gmail.com).

Nominations

We hereby call for nominations for these positions.  In order to stand, you must be a paid member, and you can’t be the Returning Officer (sorry George).  All positions are open and there are at present, no nominations.
Nominations must be in writing, show consent of the member being nominated, and be signed by two other members.  Nominations must be delivered to the returning officer by the end of our meeting on September 14.

Voting

If there is only one nomination for an office, that nominee becomes the office bearer.  If there are no nominations, any member present at the meeting may stand for an office.  If there is more than one nomination for an office, the Returning Officer will conduct an election.  You may vote in an election in person, or by proxy.  When the office-bearers have been chosen, the Returning Officer will announce the results.

To vote by proxy, use the attached form and give or email it to the Returning Officer.

• The person you nominate as your proxy must be present at the election.
• You must have the proxy’s written approval to act as a proxy for you.
• The Returning Officer may act as a proxy.
• Your proxy form can only be used to decide on the issues listed on the proxy form.
• If emailing it, the proxy form should originate from your customary email address.  The Returning Officer will assess and decide on its validity and authenticity.
• Proxy votes are not counted if there is no suitable advertised candidate for an office, and it is necessary to conduct an office election of members present for that office.

This is an exciting time for our club.  Get involved!


Statement of Purpose

The Statement of Purpose of the association is as follows:

The Connected Community Hackerspace provides an environment and equipment to support and encourage cross-discipline project development, collaboration and education.  The disciplines include computer software, electronics, mechatronics and broad engineering skills.  Collaboration occurs both within the organization, as well as with other like-minded organizations in the technical community.  This all occurs within the context of predominately open-source hardware and software licensing and standards.  The primary goals are for members to have fun and learn.

The Statement of Purpose can also be found online here:
http://groups.google.com/group/connected-community-hackerspace/web/cchs-statement-of-purpose
Nomination for association office

1. I,
   (name)

of
   (address)

being a member of Connected Community Hackerspace, do nominate


   (name)

(for the office of __________________ / as an ordinary member):


2. I,
   (name)

of
   (address)

being a member of Connected Community Hackerspace, do accept the above nomination.

3. I,
   (name)

of
   (address)

being a member of Connected Community Hackerspace, do hereby witness the above nomination.


(Nomination must be according to section 23 of the association rules)
Vote to incorporate the association

In accordance with CAV instructions, I wish to vote on the incorporation of Connected Community Hackerspace as an Incorporated Association.

Matter	Agree	Disagree
I authorise Andy Gelme, who is at least 18 years old and resides in Victoria, to incorporate the association.
I approve the above proposed statement of purpose.
I approve the proposed rules, which I understand comply with the Associations Incorporation Act 1981.

Name:   

Date:   

Proxy (if used):

(Correspondence to the association which has equivalent content to this form, and shows a member’s voting intentions, will be accepted as a vote in lieu of this form)

Appointment of voting and election proxy

I,
   (name)

of
   (address)

being a member of Connected Community Hackerspace

appoint
   (name of proxy holder)

of
   (address of proxy holder)

being a member of that Incorporated Association, as my proxy to vote on my behalf at the special general meeting of the Association to be held on—

21 September, 2010
   (date of meeting)

and at any adjournment of that meeting.

My proxy is authorised to vote *in favour of/*against the following resolutions:

Resolution	In favour of:	Against:
I authorise Andy Gelme, who is at least 18 years old and resides in Victoria, to incorporate the association.
I approve the above proposed statement of purpose.
I approve the proposed rules, which I understand comply with the Associations Incorporation Act 1981.

I also authorise the proxy holder to lodge my vote for office bearers, as follows:

Office	Nominated Candidate
President
Vice-president
Treasurer
Secretary / Public Officer
Ordinary member 1
Ordinary member 2

Signed


Date

[Antoinette J. Citizen]

I won't be able to make it this weekend. But hopefully will see everyone on tuesday evening! And i would love to become an official member then.

Cheers,
___

Antoinette 

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[Grant Diffey]

This is awesome thanks Mitch for your efforts.

I won't make this weekend as I have too many commitments sfd this morning family this afternoon choir tomorrow morning Bleh