General meetings - Revision history

Kerry McSaveney: Approved at August 2025 AGM

2025-08-15T20:19:44Z

Approved at August 2025 AGM

← Older revision		Revision as of 20:19, 15 August 2025
Line 1:		Line 1:
	{{ChapterInfo\|SCANZ ~~Draft~~ Constitution handbook\|3\|General meetings}}		{{ChapterInfo\|SCANZ Constitution handbook\|3\|General meetings}}
	==Procedures for all general meetings==		==Procedures for all general meetings==
	#The '''committee''' must give all '''subscribing members''' at least 6 weeks written notice of any '''general meeting''' and of the business to be conducted at that '''general meeting''', including a request for any further business.		#The '''committee''' must give all '''subscribing members''' at least 6 weeks written notice of any '''general meeting''' and of the business to be conducted at that '''general meeting''', including a request for any further business.

Kerry McSaveney at 20:18, 15 August 2025

2025-08-15T20:18:25Z

Kerry McSaveney: /* Procedures for all general meetings */

2025-08-10T05:22:27Z

Procedures for all general meetings

← Older revision		Revision as of 05:22, 10 August 2025
Line 4:		Line 4:
	\|}		\|}
	==Procedures for all general meetings==		==Procedures for all general meetings==
	#The '''committee''' must give all '''subscribing members''' at least 6 weeks written notice of any '''general meeting''' and of the business to be conducted at that '''general meeting''', including a request for any further business.		#The '''committee''' must give all '''subscribing members''' at least 6 weeks written notice of any '''general meeting''' and of the business to be conducted at that '''general meeting''', {{Edit}}including a request for any further business.{{/Edit}}
	#That '''notice''' will be addressed to each '''subscribing member''' at the email address notified to the '''SCANZ registrar''' and recorded in '''SCANZ's''' register of members. The '''general meeting''' and its business will not be invalidated simply because one or more members do not receive the '''notice''' of the '''general meeting'''.		#That '''notice''' will be addressed to each '''subscribing member''' at the email address notified to the '''SCANZ registrar''' and recorded in '''SCANZ's''' register of members. The '''general meeting''' and its business will not be invalidated simply because one or more members do not receive the '''notice''' of the '''general meeting'''.
	#Any interested party may attend '''general meetings''' but only '''subscribing members''' may submit motions for and vote at general meetings.		#Any interested party may attend '''general meetings''' but only '''subscribing members''' may submit motions for and vote at general meetings.
Line 27:		Line 27:
	##Direct that any person not entitled to be present at the '''general meeting''', or obstructing the business of the '''general meeting''', or behaving in a disorderly manner, or being abusive, or failing to abide by the directions of the '''chairperson''' be removed from the '''general meeting''', and		##Direct that any person not entitled to be present at the '''general meeting''', or obstructing the business of the '''general meeting''', or behaving in a disorderly manner, or being abusive, or failing to abide by the directions of the '''chairperson''' be removed from the '''general meeting''', and
	##In the absence of a quorum or in the case of emergency, adjourn the '''general meeting''' or declare it closed.		##In the absence of a quorum or in the case of emergency, adjourn the '''general meeting''' or declare it closed.
	#The '''committee''' may propose motions for '''subscribing members''' to vote on (~~'''~~committee motions~~'''~~), which will be notified to '''subscribing members''' with the notice of the '''general meeting'''.		#The '''committee''' may propose motions for '''subscribing members''' to vote on ("committee motions"), which will be notified to '''subscribing members''' with the notice of the '''general meeting'''.
	#Any '''subscribing member''' may request that a motion be voted on ("member's motion") at a '''general meeting''', by giving notice to the '''secretary''' or '''committee''' at least {{Edit}}2 weeks{{/Edit}} before that meeting. The '''subscribing member''' may also provide information in support of the motion ("member's information"). If notice of the motion is given to the '''secretary''' or '''committee''' before written '''notice''' of the '''general meeting''' is given to '''subscribing members''', notice of the motion will be provided to '''subscribing members''' with the written '''notice''' of the '''general meeting'''.		#Any '''subscribing member''' may request that a motion be voted on ("member's motion") at a '''general meeting''', by giving notice to the '''secretary''' or '''committee''' at least {{Edit}}2 weeks{{/Edit}} before that meeting. The '''subscribing member''' may also provide information in support of the motion ("member's information"). If notice of the motion is given to the '''secretary''' or '''committee''' before written '''notice''' of the '''general meeting''' is given to '''subscribing members''', notice of the motion will be provided to '''subscribing members''' with the written '''notice''' of the '''general meeting'''.
	#The agenda may not be changed within {{Edit}}2 weeks{{/Edit}} of the meeting, but may be altered prior to this as long as the agenda is republished.		#The agenda may not be changed within {{Edit}}2 weeks{{/Edit}} of the meeting, but may be altered prior to this as long as the agenda is republished.
	#Only motions relevant to the items on the agenda will be voted on at the '''general meeting'''.		#{{Edit}}Only motions relevant to the items on the agenda will be voted on at the '''general meeting'''.{{/Edit}}

	==Minutes==		==Minutes==

Kerry McSaveney: /* Procedures for all general meetings */

2025-08-10T05:21:00Z

Procedures for all general meetings

← Older revision		Revision as of 05:21, 10 August 2025
Line 17:		Line 17:
	#Unless otherwise required by this '''constitution''', all questions will be decided by a simple majority of those '''subscribing members''' in attendance in person or by proxy and voting at a '''general meeting'''.		#Unless otherwise required by this '''constitution''', all questions will be decided by a simple majority of those '''subscribing members''' in attendance in person or by proxy and voting at a '''general meeting'''.
	#Any decisions made when a quorum is not present are not valid.		#Any decisions made when a quorum is not present are not valid.
	#'''SCANZ''' may pass a written resolution in lieu of a '''general meeting''', and a written resolution is as valid for the purposes of the '''Act''' and this '''constitution''' as if it had been passed at a '''general meeting''' if it is approved by no less than 75 ~~percent~~ of the ~~eligible~~ '''subscribing members''' voting on the resolution. {{Comment}}This is ambiguous. Can be interpreted as a) requiring 75% of eligible subscribing members in favour, or b) 75% of the eligible subscribing members that actually voted on the resolution in favour. ~~From discussion, I think that a) is meant? (SC) {{/Comment}}~~		#'''SCANZ''' may pass a written resolution in lieu of a '''general meeting''', and a written resolution is as valid for the purposes of the '''Act''' and this '''constitution''' as if it had been passed at a '''general meeting''' if it is approved by no less than 75% of the number of '''subscribing members''' who are entitled to vote.
	##A written resolution may consist of 1 or more documents in similar form (including letters, electronic mail, or other similar means of communication) each proposed by or on behalf of 1 or more '''subscribing members'''.		##A written resolution may consist of 1 or more documents in similar form (including letters, electronic mail, or other similar means of communication) each proposed by or on behalf of 1 or more '''subscribing members'''.
	##A '''subscribing member''' may give their approval to a written resolution by signing the resolution or giving approval to the resolution in any other manner permitted by the '''constitution''' (for example, by electronic means).		##A '''subscribing member''' may give their approval to a written resolution by signing the resolution or giving approval to the resolution in any other manner permitted by the '''constitution''' (for example, by electronic means).

Scott Campbell: /* Procedures for all general meetings */

2025-08-10T04:24:36Z

Procedures for all general meetings

← Older revision		Revision as of 04:24, 10 August 2025
Line 28:		Line 28:
	##In the absence of a quorum or in the case of emergency, adjourn the '''general meeting''' or declare it closed.		##In the absence of a quorum or in the case of emergency, adjourn the '''general meeting''' or declare it closed.
	#The '''committee''' may propose motions for '''subscribing members''' to vote on ('''committee motions'''), which will be notified to '''subscribing members''' with the notice of the '''general meeting'''.		#The '''committee''' may propose motions for '''subscribing members''' to vote on ('''committee motions'''), which will be notified to '''subscribing members''' with the notice of the '''general meeting'''.
	#Any '''subscribing member''' may request that a motion be voted on ("member's motion") at a '''general meeting''', by giving notice to the '''secretary''' or '''committee''' at least 2 weeks before that meeting. The '''subscribing member''' may also provide information in support of the motion ("member's information"). If notice of the motion is given to the '''secretary''' or '''committee''' before written '''notice''' of the '''general meeting''' is given to '''subscribing members''', notice of the motion will be provided to '''subscribing members''' with the written '''notice''' of the '''general meeting'''.		#Any '''subscribing member''' may request that a motion be voted on ("member's motion") at a '''general meeting''', by giving notice to the '''secretary''' or '''committee''' at least {{Edit}}2 weeks{{/Edit}} before that meeting. The '''subscribing member''' may also provide information in support of the motion ("member's information"). If notice of the motion is given to the '''secretary''' or '''committee''' before written '''notice''' of the '''general meeting''' is given to '''subscribing members''', notice of the motion will be provided to '''subscribing members''' with the written '''notice''' of the '''general meeting'''.
	#The agenda may not be changed within 2 weeks of the meeting, but may be altered prior to this as long as the agenda is republished.		#The agenda may not be changed within {{Edit}}2 weeks{{/Edit}} of the meeting, but may be altered prior to this as long as the agenda is republished.
	#Only motions relevant to the items on the agenda will be voted on at the '''general meeting'''.		#Only motions relevant to the items on the agenda will be voted on at the '''general meeting'''.

Scott Campbell: /* Procedures for all general meetings */

2025-08-10T03:15:32Z

Procedures for all general meetings

← Older revision		Revision as of 03:15, 10 August 2025
Line 17:		Line 17:
	#Unless otherwise required by this '''constitution''', all questions will be decided by a simple majority of those '''subscribing members''' in attendance in person or by proxy and voting at a '''general meeting'''.		#Unless otherwise required by this '''constitution''', all questions will be decided by a simple majority of those '''subscribing members''' in attendance in person or by proxy and voting at a '''general meeting'''.
	#Any decisions made when a quorum is not present are not valid.		#Any decisions made when a quorum is not present are not valid.
	#'''SCANZ''' may pass a written resolution in lieu of a '''general meeting''', and a written resolution is as valid for the purposes of the '''Act''' and this '''constitution''' as if it had been passed at a '''general meeting''' if it is approved by no less than 75 percent of the eligible '''subscribing members''' voting on the resolution. ~~<nowiki>~~{{Comment}}~~</nowiki>~~This is ~~slightly~~ ambiguous. Can be interpreted as a) requiring 75% of eligible subscribing members in favour, or b) 75% of the eligible subscribing members that actually voted on the resolution in favour. From discussion, I think that a) is meant? (SC) ~~<nowiki>~~{{/Comment}}~~</nowiki>~~		#'''SCANZ''' may pass a written resolution in lieu of a '''general meeting''', and a written resolution is as valid for the purposes of the '''Act''' and this '''constitution''' as if it had been passed at a '''general meeting''' if it is approved by no less than 75 percent of the eligible '''subscribing members''' voting on the resolution. {{Comment}}This is ambiguous. Can be interpreted as a) requiring 75% of eligible subscribing members in favour, or b) 75% of the eligible subscribing members that actually voted on the resolution in favour. From discussion, I think that a) is meant? (SC) {{/Comment}}
	##A written resolution may consist of 1 or more documents in similar form (including letters, electronic mail, or other similar means of communication) each proposed by or on behalf of 1 or more '''subscribing members'''.		##A written resolution may consist of 1 or more documents in similar form (including letters, electronic mail, or other similar means of communication) each proposed by or on behalf of 1 or more '''subscribing members'''.
	##A '''subscribing member''' may give their approval to a written resolution by signing the resolution or giving approval to the resolution in any other manner permitted by the '''constitution''' (for example, by electronic means).		##A '''subscribing member''' may give their approval to a written resolution by signing the resolution or giving approval to the resolution in any other manner permitted by the '''constitution''' (for example, by electronic means).

Scott Campbell: /* Procedures for all general meetings */

2025-08-10T03:14:23Z

Procedures for all general meetings

← Older revision		Revision as of 03:14, 10 August 2025
Line 17:		Line 17:
	#Unless otherwise required by this '''constitution''', all questions will be decided by a simple majority of those '''subscribing members''' in attendance in person or by proxy and voting at a '''general meeting'''.		#Unless otherwise required by this '''constitution''', all questions will be decided by a simple majority of those '''subscribing members''' in attendance in person or by proxy and voting at a '''general meeting'''.
	#Any decisions made when a quorum is not present are not valid.		#Any decisions made when a quorum is not present are not valid.
	#'''SCANZ''' may pass a written resolution in lieu of a '''general meeting''', and a written resolution is as valid for the purposes of the '''Act''' and this '''constitution''' as if it had been passed at a '''general meeting''' if it is approved by no less than 75 percent of the eligible '''subscribing members''' voting on the resolution.		#'''SCANZ''' may pass a written resolution in lieu of a '''general meeting''', and a written resolution is as valid for the purposes of the '''Act''' and this '''constitution''' as if it had been passed at a '''general meeting''' if it is approved by no less than 75 percent of the eligible '''subscribing members''' voting on the resolution. <nowiki>{{Comment}}</nowiki>This is slightly ambiguous. Can be interpreted as a) requiring 75% of eligible subscribing members in favour, or b) 75% of the eligible subscribing members that actually voted on the resolution in favour. From discussion, I think that a) is meant? (SC) <nowiki>{{/Comment}}</nowiki>
	##A written resolution may consist of 1 or more documents in similar form (including letters, electronic mail, or other similar means of communication) each proposed by or on behalf of 1 or more '''subscribing members'''.		##A written resolution may consist of 1 or more documents in similar form (including letters, electronic mail, or other similar means of communication) each proposed by or on behalf of 1 or more '''subscribing members'''.
	##A '''subscribing member''' may give their approval to a written resolution by signing the resolution or giving approval to the resolution in any other manner permitted by the '''constitution''' (for example, by electronic means).		##A '''subscribing member''' may give their approval to a written resolution by signing the resolution or giving approval to the resolution in any other manner permitted by the '''constitution''' (for example, by electronic means).

Kerry McSaveney: /* Special general meetings */

2025-08-09T22:30:59Z

Special general meetings

← Older revision		Revision as of 22:30, 9 August 2025
Line 50:		Line 50:
	==Special general meetings==		==Special general meetings==
	#'''Special general meetings''' may be called at any time by the '''committee''' by resolution.		#'''Special general meetings''' may be called at any time by the '''committee''' by resolution.
	#The '''committee''' must call a '''special general meeting''' if it receives a written request signed by at least ''10'' percent of '''''subscribing members.'''''		#The '''committee''' must call a '''special general meeting''' if it receives a written request signed by at least 10 percent of '''subscribing members.'''
	#If more than ''2/3'' of the '''committee''' are unable to vote on a particular issue because they have an interest in it, the '''committee''' must call a '''special general meeting''' to determine the '''matter'''.		#If more than 2/3 of the '''committee''' are unable to vote on a particular issue because they have an interest in it, the '''committee''' must call a '''special general meeting''' to determine the '''matter'''.
	#Any resolution or written request must state the business that the '''special general meeting''' is to deal with.		#Any resolution or written request must state the business that the '''special general meeting''' is to deal with.
	#The rules in this '''constitution''' relating to the procedure to be followed at '''general meetings''' will apply to a '''special general meeting''', and a '''special general meeting''' shall only consider and deal with the business specified in the '''committee's''' resolution or the written request by '''''subscribing members''''' for the '''meeting'''.		#The rules in this '''constitution''' relating to the procedure to be followed at '''general meetings''' will apply to a '''special general meeting''', and a '''special general meeting''' shall only consider and deal with the business specified in the '''committee's''' resolution or the written request by '''subscribing members''' for the '''meeting'''.

Kerry McSaveney: /* Annual general meetings */

2025-08-09T22:30:15Z

Annual general meetings

← Older revision		Revision as of 22:30, 9 August 2025
Line 37:		Line 37:
	==Annual general meetings==		==Annual general meetings==
	#An '''annual general meeting''' must be held once a year on a date and at a location and/or using any electronic communication determined by the '''committee''' and consistent with any requirements in the '''Act''', and the '''constitution''' relating to the procedure to be followed at '''general meetings''' must apply.		#An '''annual general meeting''' must be held once a year on a date and at a location and/or using any electronic communication determined by the '''committee''' and consistent with any requirements in the '''Act''', and the '''constitution''' relating to the procedure to be followed at '''general meetings''' must apply.
	#The '''annual general meeting''' must be held ''within the period of 4 weeks either side of 15 July''.		#The '''annual general meeting''' must be held within the period of 4 weeks either side of 15 July.
	#The business of an '''annual general meeting''' is to -		#The business of an '''annual general meeting''' is to -
	##confirm the minutes of the last '''annual general meeting''' and any '''special general meeting(s)''' held since the last '''annual general meeting''',		##confirm the minutes of the last '''annual general meeting''' and any '''special general meeting(s)''' held since the last '''annual general meeting''',
	##adopt the annual report on the operations and affairs of '''''SCANZ''''',		##adopt the annual report on the operations and affairs of '''SCANZ''',
	##adopt the '''committee's''' report on the finances of '''''SCANZ''''', and the annual financial statements,		##adopt the '''committee's''' report on the finances of '''SCANZ''', and the annual financial statements,
	##consider any motions of which prior '''notice''' has been given to '''subscribing members''' with notice of the '''meeting'''.		##consider any motions of which prior '''notice''' has been given to '''subscribing members''' with notice of the '''meeting'''.
	#The '''committee''' must, at each '''annual general meeting''', present the following information -		#The '''committee''' must, at each '''annual general meeting''', present the following information -
	##an annual report on the operation and affairs of '''''SCANZ''''' during the most recently completed accounting period,		##an annual report on the operation and affairs of '''SCANZ''' during the most recently completed accounting period,
	##the annual financial statements for that period, and		##the annual financial statements for that period, and
	##notice of any disclosures of conflicts of interest made by '''officers''' during that period (including a summary of the matters, or types of matters, to which those disclosures relate).		##notice of any disclosures of conflicts of interest made by '''officers''' during that period (including a summary of the matters, or types of matters, to which those disclosures relate).

Kerry McSaveney: /* Procedures for all general meetings */

2025-08-09T22:23:19Z

Procedures for all general meetings

← Older revision		Revision as of 22:23, 9 August 2025
Line 28:		Line 28:
	##In the absence of a quorum or in the case of emergency, adjourn the '''general meeting''' or declare it closed.		##In the absence of a quorum or in the case of emergency, adjourn the '''general meeting''' or declare it closed.
	#The '''committee''' may propose motions for '''subscribing members''' to vote on ('''committee motions'''), which will be notified to '''subscribing members''' with the notice of the '''general meeting'''.		#The '''committee''' may propose motions for '''subscribing members''' to vote on ('''committee motions'''), which will be notified to '''subscribing members''' with the notice of the '''general meeting'''.
	#Any '''subscribing member''' may request that a motion be voted on (~~'''~~member's motion~~'''~~) at a '''general meeting''', by giving notice to the '''secretary''' or '''committee''' at least 2 weeks before that meeting. The '''subscribing member''' may also provide information in support of the motion (~~'''~~member's information~~'''~~). If notice of the motion is given to the '''secretary''' or '''committee''' before written '''notice''' of the '''general meeting''' is given to '''subscribing members''', notice of the motion will be provided to '''subscribing members''' with the written '''notice''' of the '''general meeting'''.		#Any '''subscribing member''' may request that a motion be voted on ("member's motion") at a '''general meeting''', by giving notice to the '''secretary''' or '''committee''' at least 2 weeks before that meeting. The '''subscribing member''' may also provide information in support of the motion ("member's information"). If notice of the motion is given to the '''secretary''' or '''committee''' before written '''notice''' of the '''general meeting''' is given to '''subscribing members''', notice of the motion will be provided to '''subscribing members''' with the written '''notice''' of the '''general meeting'''.
	#The agenda may not be changed within 2 weeks of the meeting, but may be altered prior to this as long as the agenda is republished.		#The agenda may not be changed within 2 weeks of the meeting, but may be altered prior to this as long as the agenda is republished.
			#Only motions relevant to the items on the agenda will be voted on at the '''general meeting'''.

	==Minutes==		==Minutes==

← Older revision		Revision as of 20:18, 15 August 2025
Line 1:		Line 1:
	{{ChapterInfo\|SCANZ Draft Constitution handbook\|3\|General meetings}}		{{ChapterInfo\|SCANZ Draft Constitution handbook\|3\|General 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.
	\|}
	==Procedures for all general meetings==		==Procedures for all general meetings==
	#The '''committee''' must give all '''subscribing members''' at least 6 weeks written notice of any '''general meeting''' and of the business to be conducted at that '''general meeting''', ~~{{Edit}}~~including a request for any further business.~~{{/Edit}}~~		#The '''committee''' must give all '''subscribing members''' at least 6 weeks written notice of any '''general meeting''' and of the business to be conducted at that '''general meeting''', including a request for any further business.
	#That '''notice''' will be addressed to each '''subscribing member''' at the email address notified to the '''SCANZ registrar''' and recorded in '''SCANZ's''' register of members. The '''general meeting''' and its business will not be invalidated simply because one or more members do not receive the '''notice''' of the '''general meeting'''.		#That '''notice''' will be addressed to each '''subscribing member''' at the email address notified to the '''SCANZ registrar''' and recorded in '''SCANZ's''' register of members. The '''general meeting''' and its business will not be invalidated simply because one or more members do not receive the '''notice''' of the '''general meeting'''.
	#Any interested party may attend '''general meetings''' but only '''subscribing members''' may submit motions for and vote at general meetings.		#Any interested party may attend '''general meetings''' but only '''subscribing members''' may submit motions for and vote at general meetings.
Line 28:		Line 25:
	##In the absence of a quorum or in the case of emergency, adjourn the '''general meeting''' or declare it closed.		##In the absence of a quorum or in the case of emergency, adjourn the '''general meeting''' or declare it closed.
	#The '''committee''' may propose motions for '''subscribing members''' to vote on ("committee motions"), which will be notified to '''subscribing members''' with the notice of the '''general meeting'''.		#The '''committee''' may propose motions for '''subscribing members''' to vote on ("committee motions"), which will be notified to '''subscribing members''' with the notice of the '''general meeting'''.
	#Any '''subscribing member''' may request that a motion be voted on ("member's motion") at a '''general meeting''', by giving notice to the '''secretary''' or '''committee''' at least ~~{{Edit}}~~2 weeks~~{{/Edit}}~~ before that meeting. The '''subscribing member''' may also provide information in support of the motion ("member's information"). If notice of the motion is given to the '''secretary''' or '''committee''' before written '''notice''' of the '''general meeting''' is given to '''subscribing members''', notice of the motion will be provided to '''subscribing members''' with the written '''notice''' of the '''general meeting'''.		#Any '''subscribing member''' may request that a motion be voted on ("member's motion") at a '''general meeting''', by giving notice to the '''secretary''' or '''committee''' at least 2 weeks before that meeting. The '''subscribing member''' may also provide information in support of the motion ("member's information"). If notice of the motion is given to the '''secretary''' or '''committee''' before written '''notice''' of the '''general meeting''' is given to '''subscribing members''', notice of the motion will be provided to '''subscribing members''' with the written '''notice''' of the '''general meeting'''.
	#The agenda may not be changed within ~~{{Edit}}~~2 weeks~~{{/Edit}}~~ of the meeting, but may be altered prior to this as long as the agenda is republished.		#The agenda may not be changed within 2 weeks of the meeting, but may be altered prior to this as long as the agenda is republished.
	#~~{{Edit}}~~Only motions relevant to the items on the agenda will be voted on at the '''general meeting'''.~~{{/Edit}}~~		#Only motions relevant to the items on the agenda will be voted on at the '''general meeting'''.

	==Minutes==		==Minutes==