🚀 go-pugleaf

I would like to propose some rules for the running of chapters in
AUUG.  I am thinking of putting them to the incoming AUUG Management
Committee or maybe even the next AGM.

I would appreciate some feedback on this proposal (even flames if you
are so inclined).

Peter

		Proposed AUUG General Rules on Chapters

Introduction

This is a proposal for some AUUG rules on Chapters.  I don't claim that
these rules are perfect, they still needs lots of work.  I put them
forward in the hope of promoting some directed discussion about
Chapters.  I hope that this will lead to a proposal from the Management
Committee for presentation to the membership at the AGM.

I believe that there is a sub-committee of the Management Committee
currently working on a Chapter Policy.  Perhaps that sub-committee
could take these proposed rules as an input into their deliberations.

Why do we need all these rules?   Some of us believe that the delivery
of better services to members has to happen through chapters.  The
chapters need money from AUUG in order to do useful things (regular
meetings, other services).  As soon as AUUG starts handing out money to
chapters it needs mechanisms to ensure that the money is spent
correctly (for the aims of AUUG etc.), in order to do that I believe we
need rules.

Rationale

In developing this proposal I have used a few principles which I feel
are important.  I will outline those principles here to help people
understand the reasoning behind the proposal.  I would be very
surprised if everyone agreed with my principles :-).

- no changes to the current constitution.  Use the current Committee
  powers to determine the General Rules for chapters.   Those rules can
  then be presented to the AGM for approval (although technically they
  do not need to be).  (Changing the Constitution should be left for
  more wide ranging changes.  E.g. It may be that if chapters really
  take off we want to change the composition of the management
  committee to be chapter based.)

- allow current "financially neutral" Chapters to continue un-impeded 
  by financial rules which need not to apply to them.

- provide financial support to Chapters which are willing to take the 
  responsibility.

- provide the AUUG Management Committee with chapter rules which help 
  them track and manage use of AUUG funds.

- allow chapters to have input into the running of AUUG through a
  "Chapter Council".  To give chapters a formal way of making
  recommendations to the Management Committee and to promote contact
  between the chapters.

- allow a chapter committee to have lots of members (up to 10).  This
  is a way of getting people involved in Chapter operations.  But also
  allow a chapter committee to be as small as 2 people (Chairman and
  Secretary/Treasurer, the minimum required by the Constitution).

- allow members to chose which chapter(s) they wish to belong to.  (If
  someone wants to live in Perth and belong to the Canberra Chapter,
  that's their business.)  But only allow people to nominate one
  chapter to receive a portion of their subscription fee (which makes
  it easier to manage).  If they don't want to belong to any chapters
  then their money gets used generically.

- allow chapters to have "affiliates" who do not join AUUG nationally,
  but pay a fee to engage only in local chapter activities.  This is an
  attempt to involve people who don't want to be part of AUUG (for
  whatever reason) but do want to participate in local activities.

I still have some problems with membership of chapters.  When are you a
member of a chapter?   I think it is clear enough where you have a
direct financial interest in a chapter, but what about chapters where
AUUG provides no funds?  I'd appreciate some suggestions.

There are also some problems with affiliates.  How do we ensure that
AUUG funds don't end up being used on non-members?  Should we have
affiliates at all?


		Chapter Rules from the Constitution

The AUUG Constitution has rules on the formation and running of chapters.
Those rules are:

30(1)	Ten or more members of the AUUG may petition the Management Committee
	to form a chapter of the AUUG.

  (2)	General rules for organisation, operation, obligations and privileges
  	of chapters shall be resolved by the Management Committee or the
	membership as a whole from time to time.

  (3)	Each chapter shall appoint a chapter committee consisting of at least
  	a Chapter Chairman and a Secretary/Treasurer.

  (4)	The chapter committee may convene meetings consistent with the aims of
  	the AUUG, but may not enter into any financial commitments on behalf
	of or in the name of AUUG except with the written approval of the
	Management Committee.

		Proposed General Rules for Chapters

Definitions

A "Financially Endowed Chapter (FEC)" is a Chapter which receives
direct financial delegation(s) from the Management Committee.  The FEC
is responsible to the Management Committee for managing financial
delegation(s) in the interests of AUUG members as defined in these
rules.

A "Special Interest Chapter (SIC)" is a Chapter which does not receive
any direct financial delegation(s) from the Management Committee.  A
SIC may receive indirect financial assistance (e.g. visits from touring
speakers), but does not have responsibility for managing any AUUG
funds.

Throughout these rules, references to "Chapter" indicate both a FEC and
a SIC.

The definitions of "Management Committee", "President",
"Vice-President", "Treasurer", and "Secretary" are in the AUUG
Constitution.


Operation

Rules for the formation of Chapters are defined in the Constitution.

Responibility for interpreting these rules shall be vested with the 
Management Committee.

The Management Committee shall be responsible for determining whether a
Chapter is a FEC or SIC.

The Management Committee shall set aside a proportion of the annual
subscription fees for Chapter activities:

	Twenty Five (25) percent of each members annual subscription
	fees shall be available to be used as a direct FEC
	contribution.  Such money can be delegated to an FEC nominated
	by each member, for use by the FEC as defined in these rules
	and subject to other policies as determined from time to time
	by the Management Committee.

	In addition, at least fifteen (15) percent of each annual
	subscription fee shall be used by the Management Committee to
	foster Chapter activities.  Such money shall be used in support
	of Chapter (both FEC and SIC) activities in a manner determined
	by the Management Committee.

Each AUUG member may delegate their direct FEC contribution to at most
one FEC.  They shall indicate their preference on their membership
application/renewal form.

If an AUUG member indicates their preference for a direct FEC
contribution then the Management Committee shall make the contribution
available to the indicated FEC.

If a member does not indicate their preference for a direct FEC
contribution then that contribution shall be used to support Chapter
activities in a manner determined by the Management Committee.


Chapter Membership

Each AUUG member who delegated their direct FEC contribution to a FEC
shall be deemed to be a chapter member of that FEC.

Each AUUG member who indicates in writing to the Secretary that they
wish to be a member of a SIC shall be deemed to be a chapter member of
that SIC.

The Secretary shall provide to each Chapter Committee a complete list
of chapter members.


Chapter Committee

The Chapter Committee (also referred to as the Committee) shall
comprise a Chapter Chairman, a Secretary/Treasurer and no more than
eight (8) other committee members.

The Chapter Committee shall be responsible to the Management Committee
for the operation of the Chapter.

Each chapter member shall be eligible to be elected to the Committee.

The election of the Committee shall be held at the Chapter AGM.

If there is a vacany on the Committee, a meeting of the Committee may
appoint a chapter member to the Committee until the next annual
election.

A quorum for a Committee meeting shall be a simple majority
of the current members of the Committee.

At meetings of the Committee the Chapter Chairman shall be the Chair
for the meeting, or in their absence, a member of the Committee elected
by the meeting.

Resolutions of the Committee shall be decided by a simple majority
of those voting and present.  The Chair shall have a casting vote
in the event of a tie.


General Meetings

A quorum for a Chapter General Meeting of shall be ten (10) chapter
members.

The Chapter Committee shall implement any resolutions of a 
Chapter General Meeting.

Each chapter member shall be entitled to a single vote at a Chapter
General Meeting.

At Chapter General Meetings the Chapter Chairman shall be the Chair
for the meeting, or in their absence, a chapter member elected by the 
meeting.

Resolutions shall be decided at a Chapter General Meeting by a simple
majority of those voting and present.  In the event of a tie the Chair
shall cast a deciding vote.

The Chapter shall conduct at least one Chapter General Meeting per year
(referred to as the Chapter AGM).

Other Chapter General Meetings shall be held at the discretion of the
Committee or on petition from ten (10) chapter members.

At the Chapter AGM 

	1) the Chapter Chairman shall report to the members on the 
	   activities of the previous year.
	2) the Secretary/Treasurer shall report to the members on the 
	   financial activities of the previous year.
	3) the members shall elect a Chapter Committee (as above).


Funds

The signatories for Chapter financial accounts shall be at least the
Chapter Chairman and the Secretary/Treasurer.

All cheques, drafts amd other orders for payment of money out of the
funds of AUUG, if less than a limit established by the Management
Committee, may be signed by one signatory.  For other amounts, each
instrument shall be signed by at least two signatories.

Each Chapter Secretary/Treasurer shall keep correct accounts and books
and records showing the financial affairs of the chapter.

Chapter funds shall be operated according to the rules in Constitution
and as directed by the Management Committee.


Chapter Affiliates

A Chapter shall be able to have non AUUG members participate in Chapter
activities, provided that

	no AUUG member is dis-advantaged by the participation of non-AUUG
	members.

	no AUUG funds are used to support Chapter activities for 
	non-AUUG members.

If a Chapter agrees, non-AUUG members may join the Chapter as Chapter
Affiliates.  Chapter Affiliates shall pay an annual subscription fee to
the Chapter which is equal to 40% of the current AUUG annual
subscription fee.

Chapter Affiliates shall only have rights to Chapter activities.

Chapter Affiliates shall have no voting rights for Chapter Committee
positions.

If a Chapter Affiliate joins the AUUG, the Chapter to which the
Affiliate belongs shall refund to the Affilate, pro-rata, the Chapter
Affiliate annual subscription fee for the previous year.

A Chapter Affiliate is not a member of AUUG.


Obligations

At least one month before the AGM, the Management Committee shall be 
provided with:

	a written report by each Chapter Chairman on the activities 
	of the chapter during the previous year.

	a written report by each FEC Secretary/Treasurer on 
	the financial affairs of the chapter during the previous year.

A Chapter shall allow any AUUG member to participate in Chapter
activities.

A Chapter shall charge AUUG members for access to Chapter facilities
and activites only with the written permission of the Management
Committee.

A Chapter shall ensure that AUUG funds are used in the interests of
AUUG members and as directed by the Management Committee.

A Chapter Committee shall consist entirely of AUUG members.  


Chapter Council

The Management Committee shall convene an annual meeting of all
Chapters.  This meeting will be called the Chapter Council Meeting
(here-after referred to as the Meeting).  The Meeting will be an
opportunity

	- for Chapters to provide input into the operation of AUUG.
	- for Chapters to meet and exchange information.  
	- for the Management Committee to review the operation of
	  the Chapters.

Each Chapter Committee shall nominate a single delegate to attend the
Meeting.  The Chapter Committee shall advise the Management Committee
of the name of the delegate at least twenty four (24) hours before the
Meeting.

The Management Committee shall refund reasonable costs associated with
the attendance at the Meeting of each delegate.

Each delegate shall be deemed to be a member of the Chapter Council 
(here-after referred to as the Council).

The quorum for the Meeting shall be a simple majority of Council
members.

The President (or in their absence the Vice-President, or in the
absence of both, a member nominated by the Management Committee) shall
be the Chair of the Council.

Each member of the Council shall have a single vote on resolutions put
to the Council.  All Council resolutions shall be decided by a simple
majority of members present and voting.

The Chair shall not be eligible to vote on resolutions, except if the
Council is unable to decide an issue by simple majority, then the Chair
shall be able to cast a deciding vote.

All resolutions of the Council shall be put to the Management
Committee.  If the Management Committee decides not to implement a
resolution of the Council then the resolution shall be put to a vote of
the general membership at a general meeting or by postal ballot.