Hi all,
As we announced a week or so back there is an SGM this Thursday 12 February to make changes to the Constitution to allow for the Society's incorporation.
It will take place at 6pm in ALGIE LECTURE THEATRE. We hope it will be over before 6:30pm! Note that it is not taking place in Stone as previously advertised.
Notice of SGM
The Debating Society will be holding a Special General Meeting on Thursday 12th February at 6pm in Algie Lecture Theatre to make some very specific and minor amendments to our Constitution.
Why are we changing the Constitution?
Most of you will recall that prior to the 2008 AGM we held an SGM to, among other things, insert a number of clauses that were intended to allow us to become an Incorporated Society with a 'not for profit' exemption.
The IRD took significantly longer than anticipated to reply to us and has only recently informed us they would like the 'not for profit' clauses of the Constitution to be more explicit. They suggest six additions. So, the SGM on 12 February is purely to insert those clauses. We will also change our numbering format to something more appropriate, without changing the content or words of any clause. Besides that, no other changes will be made.
We are doing this now (rather than waiting until University starts) to help facilitate sponsorship applications over the next few months. We believe the goal (incorporation) is one our members share, as was made clear at the last SGM. Further we feel that this goal is worth pursuing now if it results in a greater chance we can secure sponsorship for you, the members.
How does an SGM work?
To vote in the SGM you will need to be physically present and also a current paid-up member. Because 2008 membership expired at the end of the calendar year you will need to re-join in order to be able to vote. You can pay at the SGM or transfer money to our account in advance if you wish to do so.
Under the Constitution, quorum for the meeting is '25 paid up members or one third of the total paid up members (whichever is lower)'. Because of the time of year it is possible that (for this SGM) we will be using the 'one third of paid up members' measure rather than seeking 25+ attendees. Nevertheless, because we believe constitutional change should not be taken lightly and should only be done with a clear mandate from the members we will be taking three extra measures. They are:
1) We will only pass the amendments if we receive at least 15 valid 'yes' votes at the SGM. This is the requirement of the Companies Office and is also more than what would be required to pass the motion if we did have the higher quorum of 25 members (where 13 votes would have a majority).
2) We will be accepting submissions via email from people who can't make the SGM. Although such absentee votes are not valid and are not counted, anyone with genuine concern will be listened to.
3) Before the end of Semester One we will call a second SGM to confirm the changes with a larger quorum.
What are we changing?
I have attached a simple summary page that outlines the new clauses to be introduced. The motion before the SGM will be to accept all of the proposed changes (or not). If they are accepted then incorporation will go ahead as planned; if not then incorporation will be put on hold.
As an aside:
As should be apparent, the present Constitution allows SGM's to validly be called from January (once previous financial membership has expired) and before University starts with a lower quorum than would normally be required after O-Week. Because the changes in the present scenario do not change the meaning of the Constitution as such, but rather clarify the intentions and clauses that were clear from the previous SGM, we have opted to take advantage of this lower onus.
For the sake of transparency however we have opted to place the three voluntary obligations on ourselves mentioned above. It is a minor concern that in future an SGM at this time of year could be used to also pass more dramatic changes that do alter the meaning of the Constitution (although this has not happened in the past). We feel this possibility should be addressed but we have opted to save this change (and/or any other substantive policy changes) to the aforementioned second SGM later this year.
If anyone has any concerns please get in touch. If you would intend to attend the SGM please RSVP.
Thanks,
Brad
