Incorporation rules and housekeeping

[Wendy]

Hey,

Since we've had the AGM and changes of officers for this year, it's time to update names and addresses of title holders (and it also wouldn't hurt to update all ours because we just know it'll be asked when insurance time comes round.

Nicola needs to know who holds the password for updating the officer info on the IncSoc end - anyone know?

Meanwhile, at Summit we discussed a couple of small changes to the rules - more professional names for titles and allowance for private meetings when disciplinary matters and complaints are being discussed.  I wasn't here last time the rules were changed - does anyone have a step by step how-to on this?

Finally, related-but-not, we need to add the new excom members to the indemnity insurance, and remove those who are no longer needing it.  I asked Jax about this a while ago but got no response.  Who do we need to talk to about this?

[Nicola]

Okay - I've got the password for updating the details (Finance has it, since they upload our financial statements).

 I'm happy to draft changes to the rules for consideration if people have a list, but I've just checked the current copy of the rules and this is the process for change them:

 CHANGING THE RULES OF THE SOCIETY

10.1 The rules of the Society may be changed as agreed by majority vote at a

Society Meeting.

10.2 No addition or alteration or rescission of the rule s shall be approved if it affects the aims, personal benefit clause, or the winding up clause.  The provisions and effect of this clause shall not be removed from the document and shall be included and implied into any document  replacing this document.

 A society meeting is a meeting called “as necessary by the Committee or by written request from at least 15 Ordinary Members.  Attendance may be in person or via an internet chat facility.”. Quorum for a society meeting is 15 ordinary members. Basically, society meetings are called if there are issues to be decided outside of the AGM. If this is the only decision we need, I’d suggest we go for a rules change at the next AGM, as an AGM meets the definition of a society meeting.

Still worth getting things drafted before the 2016 AGM anyway, and I can add this to the running list in Asana for agenda items.

So far the list of draft changes is:

-       Change titles of officers (from Big Nob, Committee Wrangler, and Bean Counter to their standard incorporated societies roles of Chairperson, Secretary, and Treasurer).

 -   Allow private committee meetings in specific circumstances

The current rules read: The full content of all Committee and Subcommittee Internet meetings shall be viewable via the internet to all members. We need an amendment to allow for the internet excom list, but can someone advise what we need for the subcommittees? AFAIK, grants committees aren’t fully public.

[Nicola]

I can't see anything in Dropbox past 2014 for insurance, so I've asked Tania to check from Admin's side.

[Wendy]

Thanks!

On the subcom stuff, I think the KAC keeps the details of submissions private, along with their deliberations (not sure about this second).  The first is because the submissions contain contact details of applicants.

On 14 September 2015 at 13:45, Nicola <nicola....@gmail.com> wrote:

I can't see anything in Dropbox past 2014 for insurance, so I've asked Tania to check from Admin's side.

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[Hippie Tim]

The KAC does keep discussion of applications private, we have always done this and got permission from the ExCom to do so, way back when.

[Nicola]

Officers details have been changed in the Companies Office Register. I'm currently sitting in our new registered office. You should visit, it has gin!

On Tuesday, 13 October 2015 15:42:10 UTC+13, Hippie wrote:

The KAC does keep discussion of applications private, we have always done this and got permission from the ExCom to do so, way back when.

On Mon, Sep 14, 2015 at 1:59 PM, Wendy <tat...@gmail.com> wrote:

Thanks!

On the subcom stuff, I think the KAC keeps the details of submissions private, along with their deliberations (not sure about this second).  The first is because the submissions contain contact details of applicants.

On 14 September 2015 at 13:45, Nicola <nicola....@gmail.com> wrote:

I can't see anything in Dropbox past 2014 for insurance, so I've asked Tania to check from Admin's side.

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[Nicola]

Ok - like any private discussions, this is technically not in line with our rules so I'll add this to the drafting list for changes to the rule.
I'm thinking something like "as approved by the Excom, from time to time, in the interests of participant privacy/etc" would be more useful than changing the rules each time we see a need for a committee to be allowed private discussions. The decision to go private would usually be made in the ExcomLive group, so there's transparency in that regard.

On Tuesday, 13 October 2015 15:42:10 UTC+13, Hippie wrote:

The KAC does keep discussion of applications private, we have always done this and got permission from the ExCom to do so, way back when.

On Mon, Sep 14, 2015 at 1:59 PM, Wendy <tat...@gmail.com> wrote:

Thanks!

On the subcom stuff, I think the KAC keeps the details of submissions private, along with their deliberations (not sure about this second).  The first is because the submissions contain contact details of applicants.

On 14 September 2015 at 13:45, Nicola <nicola....@gmail.com> wrote:

I can't see anything in Dropbox past 2014 for insurance, so I've asked Tania to check from Admin's side.

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[Brendan]

Oh no! We changed address ?!

I've been trying to organise access to the bank accounts for quite a while now and one thing that Westpac asked me about was the registered address, which I then put on the minutes... which have only just been signed the second time... um, hopefully I can just print something from the companies office showing the change to support the documents that I already have. Oh bureaucracy!

[Brendan]

Also

"I'm thinking something like "as approved by the Excom, from time to time, in the interests of participant privacy/etc" would be more useful than changing the rules each time we see a need for a committee to be allowed private discussions. The decision to go private would usually be made in the ExcomLive group, so there's transparency in that regard."

Yes!

[Nicola]

Oh - sorry! I didn't realise anyone was depending on this. The problem with the old address was that it's not even where our old finance person lives anymore - it's some random strangers house now.

The PO box is still the same. Let me know if you need any info I can give to support the change.

[Brendan]

That's ok I was half-joking. It all worked out in the end. Thanks Nicola.