Committee meetings - Revision history

Kerry McSaveney: Approved at August 2025 AGM

2025-08-15T20:21:03Z

Approved at August 2025 AGM

← Older revision		Revision as of 20:21, 15 August 2025
Line 1:		Line 1:
	{{ChapterInfo\|SCANZ ~~Draft~~ Constitution handbook\|5\|Committee meetings}}		{{ChapterInfo\|SCANZ Constitution handbook\|5\|Committee meetings}}
	==Procedure==		==Procedure==
	#'''Notice''' of '''committee meetings''', including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the '''committee'''.		#'''Notice''' of '''committee meetings''', including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the '''committee'''.

Kerry McSaveney at 05:57, 11 August 2025

2025-08-11T05:57:59Z

Kerry McSaveney at 08:33, 7 August 2025

2025-08-07T08:33:54Z

← Older revision		Revision as of 08:33, 7 August 2025
Line 1:		Line 1:
	{{ChapterInfo\|SCANZ Draft Constitution\|5\|Committee meetings}}		{{ChapterInfo\|SCANZ Draft Constitution handbook\|5\|Committee meetings}}
	{\| class="wikitable" style="margin-left: 10px;"		{\| class="wikitable" style="margin-left: 10px;"
	\|Text in ''italics'' has been added for our purposes including content from our previous rules of incorporation. Plain text is from the Companies Office's [https://isb.companiesoffice.govt.nz/constitutionbuilder/ Constitution Builder]. Items in '''bold''' are defined terms.		\|Text in ''italics'' has been added for our purposes including content from our previous rules of incorporation. Plain text is from the Companies Office's [https://isb.companiesoffice.govt.nz/constitutionbuilder/ Constitution Builder]. Items in '''bold''' are defined terms.

Kerry McSaveney: Kerry McSaveney moved page Committee Meetings to Committee meetings without leaving a redirect: update url to match page name

2025-08-02T07:06:07Z

Kerry McSaveney moved page Committee Meetings to Committee meetings without leaving a redirect: update url to match page name

← Older revision		Revision as of 07:06, 2 August 2025
(No difference)

Kerry McSaveney at 07:05, 2 August 2025

2025-08-02T07:05:26Z

← Older revision		Revision as of 07:05, 2 August 2025
Line 1:		Line 1:
			{{ChapterInfo\|SCANZ Draft Constitution\|5\|Committee meetings}}
	{\| class="wikitable" style="margin-left: 10px;"		{\| class="wikitable" style="margin-left: 10px;"
	\|Text in ''italics'' has been added for our purposes including content from our previous rules of incorporation. Plain text is from the Companies Office's [https://isb.companiesoffice.govt.nz/constitutionbuilder/ Constitution Builder]. Items in '''bold''' are defined terms.		\|Text in ''italics'' has been added for our purposes including content from our previous rules of incorporation. Plain text is from the Companies Office's [https://isb.companiesoffice.govt.nz/constitutionbuilder/ Constitution Builder]. Items in '''bold''' are defined terms.
	\|}~~{{DISPLAYTITLE:Committee meetings}}~~		\|}
	~~<div class='rulesNumbering' style="counter-reset: page 5">~~
	==Procedure==		==Procedure==
	#'''Notice''' of '''committee meetings''', including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the '''committee'''. ''		#'''Notice''' of '''committee meetings''', including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the '''committee'''. ''

Kerry McSaveney: /* Frequency */

2025-08-02T03:27:28Z

Frequency

← Older revision		Revision as of 03:27, 2 August 2025
Line 17:		Line 17:

	==Frequency==		==Frequency==
	#The '''committee''' shall meet ''at least monthly, but need only meet once in the December-January period''~~{{Edit}}~~. Meetings shall be~~{{/Edit}}~~ at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as the ~~{{Edit}}~~'''committee'''~~{{/Edit}}~~ may determine and otherwise where and as convened by the '''chair''' or '''~~secretary~~''~~'. {{Comment}}Vice~~-chair rather than secretary, here? (SC){{/Comment}} {{Comment}}"at such times and places...": does that apply to the overall monthly requirement, or only to the Dec-Jan period? Current wording is ambiguous. This would be better framed as two sentences: when to meet, and where/how to meet. (SC) This is verbatim from the template. ~~(KM) That does not prevent it from being badly written. (SC){{/Comment}}~~		#The '''committee''' shall meet ''at least monthly, but need only meet once in the December-January period''. Meetings shall be at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as the '''committee''' may determine and otherwise where and as convened by the '''chair''' or '''''vice-chair'''''.
	#'''''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.''		#'''''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.''

Kerry McSaveney at 03:25, 2 August 2025

2025-08-02T03:25:13Z

← Older revision		Revision as of 03:25, 2 August 2025
Line 3:		Line 3:
	\|}{{DISPLAYTITLE:Committee meetings}}		\|}{{DISPLAYTITLE:Committee meetings}}
	<div class='rulesNumbering' style="counter-reset: page 5">		<div class='rulesNumbering' style="counter-reset: page 5">
	==Procedure ~~(mandatory section)~~==		==Procedure==
	~~{\| class="wikitable" style="margin-left: 10px;"~~
	\|Your society's constitution must cover the procedures for committee meetings, including voting procedures. Choose the number required to form a quorum and whether the committee chairperson has a casting vote.
	\|}
	#'''Notice''' of '''committee meetings''', including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the '''committee'''. ''		#'''Notice''' of '''committee meetings''', including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the '''committee'''. ''
	#''Agendas must be worded in such a way as to protect the privacy of any individuals to be discussed.''		#''Agendas must be worded in such a way as to protect the privacy of any individuals to be discussed.''
Line 19:		Line 16:
	#Except as otherwise provided in this '''constitution''', the '''committee''' may regulate its own procedure.		#Except as otherwise provided in this '''constitution''', the '''committee''' may regulate its own procedure.

	==Frequency ~~(recommended section)~~==		==Frequency==
	~~{\| class="wikitable" style="margin-left: 10px;"~~
	~~\|This rule is commonly found in society constitutions, and needs to be adapted to suit the needs of each society.~~
	~~<P>It is usual to specify who in the committee is responsible for convening meetings (most commonly the Secretary).~~
	\|}
	#The '''committee''' shall meet ''at least monthly, but need only meet once in the December-January period''{{Edit}}. Meetings shall be{{/Edit}} at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as the {{Edit}}'''committee'''{{/Edit}} may determine and otherwise where and as convened by the '''chair''' or '''secretary'''. {{Comment}}Vice-chair rather than secretary, here? (SC){{/Comment}} {{Comment}}"at such times and places...": does that apply to the overall monthly requirement, or only to the Dec-Jan period? Current wording is ambiguous. This would be better framed as two sentences: when to meet, and where/how to meet. (SC) This is verbatim from the template. (KM) That does not prevent it from being badly written. (SC){{/Comment}}		#The '''committee''' shall meet ''at least monthly, but need only meet once in the December-January period''{{Edit}}. Meetings shall be{{/Edit}} at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as the {{Edit}}'''committee'''{{/Edit}} may determine and otherwise where and as convened by the '''chair''' or '''secretary'''. {{Comment}}Vice-chair rather than secretary, here? (SC){{/Comment}} {{Comment}}"at such times and places...": does that apply to the overall monthly requirement, or only to the Dec-Jan period? Current wording is ambiguous. This would be better framed as two sentences: when to meet, and where/how to meet. (SC) This is verbatim from the template. (KM) That does not prevent it from being badly written. (SC){{/Comment}}
	#'''''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.''		#'''''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.''

Kerry McSaveney at 03:23, 2 August 2025

2025-08-02T03:23:55Z

← Older revision		Revision as of 03:23, 2 August 2025
Line 1:		Line 1:
	{\| class="wikitable" style="margin-left: 10px;"		{\| class="wikitable" style="margin-left: 10px;"
	\|Text in ''italics'' has been added for our purposes including content from our previous rules of incorporation. Plain text is from the Companies Office's [https://isb.companiesoffice.govt.nz/constitutionbuilder/ Constitution Builder]~~. The help text in boxes is usually that provided by the Constitution Builder to explain requirements~~. Items in '''bold''' are defined terms.		\|Text in ''italics'' has been added for our purposes including content from our previous rules of incorporation. Plain text is from the Companies Office's [https://isb.companiesoffice.govt.nz/constitutionbuilder/ Constitution Builder]. Items in '''bold''' are defined terms.
	\|}{{DISPLAYTITLE:Committee meetings}}		\|}{{DISPLAYTITLE:Committee meetings}}
	<div class='rulesNumbering' style="counter-reset: page 5">		<div class='rulesNumbering' style="counter-reset: page 5">

Scott Campbell: /* Frequency (recommended section) */

2025-07-20T09:11:38Z

Frequency (recommended section)

← Older revision		Revision as of 09:11, 20 July 2025
Line 24:		Line 24:
	<P>It is usual to specify who in the committee is responsible for convening meetings (most commonly the Secretary).		<P>It is usual to specify who in the committee is responsible for convening meetings (most commonly the Secretary).
	\|}		\|}
	#The '''committee''' shall meet ''at least monthly, but need only meet once in the December-January period''{{Edit}}. Meetings shall be{{/Edit}} at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as it may determine and otherwise where and as convened by the '''chair''' or '''secretary'''. {{Comment}}Vice-chair rather than secretary, here? (SC){{/Comment}} {{Comment}}"at such times and places...": does that apply to the overall monthly requirement, or only to the Dec-Jan period? Current wording is ambiguous. This would be better framed as two sentences: when to meet, and where/how to meet. (SC) This is verbatim from the template. (KM) That does not prevent it from being badly written. (SC){{/Comment}}		#The '''committee''' shall meet ''at least monthly, but need only meet once in the December-January period''{{Edit}}. Meetings shall be{{/Edit}} at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as the {{Edit}}'''committee'''{{/Edit}} may determine and otherwise where and as convened by the '''chair''' or '''secretary'''. {{Comment}}Vice-chair rather than secretary, here? (SC){{/Comment}} {{Comment}}"at such times and places...": does that apply to the overall monthly requirement, or only to the Dec-Jan period? Current wording is ambiguous. This would be better framed as two sentences: when to meet, and where/how to meet. (SC) This is verbatim from the template. (KM) That does not prevent it from being badly written. (SC){{/Comment}}
	#'''''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.''		#'''''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.''

Scott Campbell: /* Frequency (recommended section) */

2025-07-15T11:33:11Z

Frequency (recommended section)

← Older revision		Revision as of 11:33, 15 July 2025
Line 24:		Line 24:
	<P>It is usual to specify who in the committee is responsible for convening meetings (most commonly the Secretary).		<P>It is usual to specify who in the committee is responsible for convening meetings (most commonly the Secretary).
	\|}		\|}
	#The '''committee''' shall meet ''at least monthly, but need only meet once in the December-January period'' at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as it may determine and otherwise where and as convened by the '''chair''' or '''secretary'''. {{Comment}}Vice-chair rather than secretary, here? (SC){{/Comment}} {{Comment}}"at such times and places...": does that apply to the overall monthly requirement, or only to the Dec-Jan period? Current wording is ambiguous. This would be better framed as two sentences: when to meet, and where/how to meet. (SC) This is verbatim from the template (KM){{/Comment}}		#The '''committee''' shall meet ''at least monthly, but need only meet once in the December-January period''{{Edit}}. Meetings shall be{{/Edit}} at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as it may determine and otherwise where and as convened by the '''chair''' or '''secretary'''. {{Comment}}Vice-chair rather than secretary, here? (SC){{/Comment}} {{Comment}}"at such times and places...": does that apply to the overall monthly requirement, or only to the Dec-Jan period? Current wording is ambiguous. This would be better framed as two sentences: when to meet, and where/how to meet. (SC) This is verbatim from the template. (KM) That does not prevent it from being badly written. (SC){{/Comment}}
	#'''''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.''		#'''''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.''

← Older revision		Revision as of 05:57, 11 August 2025
Line 1:		Line 1:
	{{ChapterInfo\|SCANZ Draft Constitution handbook\|5\|Committee meetings}}		{{ChapterInfo\|SCANZ Draft Constitution handbook\|5\|Committee meetings}}
	~~{\| class="wikitable" style="margin-left: 10px;"~~
	\|Text in ''italics'' has been added for our purposes including content from our previous rules of incorporation. Plain text is from the Companies Office's [https://isb.companiesoffice.govt.nz/constitutionbuilder/ Constitution Builder]. Items in '''bold''' are defined terms.
	\|}
	==Procedure==		==Procedure==
	#'''Notice''' of '''committee meetings''', including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the '''committee'''. ''		#'''Notice''' of '''committee meetings''', including the agenda, must be published electronically to the membership not less than 1 week before the date of the meeting, so that the membership can provide feedback to the '''committee'''.
	#''Agendas must be worded in such a way as to protect the privacy of any individuals to be discussed.''		#Agendas must be worded in such a way as to protect the privacy of any individuals to be discussed.
	#The quorum for '''committee''' meetings is at least ''2/3'' the number of members of the '''committee'''.		#The quorum for '''committee''' meetings is at least 2/3 the number of members of the '''committee'''.
	#A meeting of the '''committee''' may be held either -		#A meeting of the '''committee''' may be held either -
	##by a number of the members of the '''committee''' who constitute a quorum, being assembled together at the place, date and time appointed for the meeting; or		##by a number of the members of the '''committee''' who constitute a quorum, being assembled together at the place, date and time appointed for the meeting; or
	##by means of audio, or audio and visual, communication by which all members of the '''committee''' participating and constituting a quorum can simultaneously hear each other throughout the meeting.		##by means of audio, or audio and visual, communication by which all members of the '''committee''' participating and constituting a quorum can simultaneously hear each other throughout the meeting.
	#A resolution of the '''committee''' is passed at any meeting of the '''committee''' if a majority of the votes cast on it are in favour of the resolution. Every '''officer''' on the '''committee''' shall have one vote.		#A resolution of the '''committee''' is passed at any meeting of the '''committee''' if a majority of the votes cast on it are in favour of the resolution. Every '''officer''' on the '''committee''' shall have one vote.
	#''If the '''chair''' is unavailable, the '''vice-chair''' will perform the role of chairperson.''		#If the '''chair''' is unavailable, the '''vice-chair''' will perform the role of chairperson.
	#The '''chairperson''' ''has'' a casting vote in the event of a tied vote on any resolution of the '''committee'''.		#The '''chairperson''' has a casting vote in the event of a tied vote on any resolution of the '''committee'''.
	#''The '''committee''' may choose to invite others, such as (but not limited to) '''corporate officers''' and the '''Kingdom Seneschal''', to advise, inform and/or observe, for all or part of a meeting.''		#The '''committee''' may choose to invite others, such as (but not limited to) '''corporate officers''' and the '''Kingdom Seneschal''', to advise, inform and/or observe, for all or part of a meeting.
	#Except as otherwise provided in this '''constitution''', the '''committee''' may regulate its own procedure.		#Except as otherwise provided in this '''constitution''', the '''committee''' may regulate its own procedure.

	==Frequency==		==Frequency==
	#The '''committee''' shall meet ''at least monthly, but need only meet once in the December-January period''. Meetings shall be at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as the '''committee''' may determine and otherwise where and as convened by the '''chair''' or '''''vice-chair'''''.		#The '''committee''' shall meet at least monthly, but need only meet once in the December-January period. Meetings shall be at such times and places and in such manner (including by audio, audio and visual, or electronic communication) as the '''committee''' may determine and otherwise where and as convened by the '''chair''' or '''vice-chair'''.
	#'''''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.''		#'''Committee meetings''' may be called by the '''chair''' or by 2 other '''committee''' members.

	==''Minutes''==		==Minutes==
	#''Proper minutes of all proceedings of '''committee meetings''' must be kept by the '''secretary'''.		#Proper minutes of all proceedings of '''committee meetings''' must be kept by the '''secretary'''.
	#''The minutes for each '''committee meeting''' must be reviewed and approved by the '''committee''' no later than the next succeeding meeting.''		#The minutes for each '''committee meeting''' must be reviewed and approved by the '''committee''' no later than the next succeeding meeting.
	#''Duly recorded and approved minutes are, until proven otherwise, evidence that the meeting was convened and duly held, and all proceedings at the meeting have been duly held, and that appointments made at the meeting are valid.''		#Duly recorded and approved minutes are, until proven otherwise, evidence that the meeting was convened and duly held, and all proceedings at the meeting have been duly held, and that appointments made at the meeting are valid.
	#''Minutes of '''committee meetings''' will be published on '''SCANZ's''' website (sca.org.nz), within four (4) weeks after the date of the meeting.''		#Minutes of '''committee meetings''' will be published on '''SCANZ's''' website (sca.org.nz), within four (4) weeks after the date of the meeting.
	#''Any letter or document sent to the '''committee''' and cited in the minutes will be considered a public document.''		#Any letter or document sent to the '''committee''' and cited in the minutes will be considered a public document.
	##''These may be obtained from the '''secretary''' by a written request as long as this request itself can be considered a public document.''		##These may be obtained from the '''secretary''' by a written request as long as this request itself can be considered a public document.
	##''The '''committee''' will honour requests for privacy and rights of authorship.''		##The '''committee''' will honour requests for privacy and rights of authorship.
	##''If the author of a communication stipulates at the time that it be kept private, it will not be cited in the minutes or distributed outside the '''committee''' or the appropriate '''officers''' of '''SCANZ''' unless the author's permission has been obtained first.''		##If the author of a communication stipulates at the time that it be kept private, it will not be cited in the minutes or distributed outside the '''committee''' or the appropriate '''officers''' of '''SCANZ''' unless the author's permission has been obtained first.
	#''The '''committee''' will not receive, consider or act on anonymous communications.''		#The '''committee''' will not receive, consider or act on anonymous communications.
	#''All electronic votes held by the '''committee''' between '''committee meetings''' will be listed in the next set of '''committee''' minutes.''		#All electronic votes held by the '''committee''' between '''committee meetings''' will be listed in the next set of '''committee''' minutes.
	~~[[Category:SCANZ\|E]]~~