Constitutional Amendment

This Association Notes:

This Association Further Notes:

This Association Believes:

This Association Resolves:

  1. To replace Clause 5 of the Constitution with the following:

    	5. Principle Officers
    	(a) The Principle Officers of the Association shall be the Chair, the Vice-chair,
    	and the Treasurer. 
    	(b) The Chair of the Association will be responsible for the public communication of
    	the Association, and will have special responsibilities at meetings and otherwise, as
    	set out herein.
    	(c) The Vice-chair of the Association will be responsible for the internal
    	communication of the Association and notices to members, both official and
    	unofficial. The Vice-chair will deputise for the Chair, and assume the
    	responsibilities of the Chair, when required. The Vice-chair will act as the
    	Secretary of the Association, and will be responsible for minuting all official
    	meetings of the Association.
    	(d) The Treasurer of the Association will be responsible for all financial
    	transactions of the Association, all book-keeping, and the upkeep of a database of
    	records of the membership.
    	(e) All Principle Officers may, from time to time, delegate the work associated with
    	their post, but not the responsibility. Principle Officers will report the work they
    	have undertaken to fulfil their responsibilities at General Meetings of the
    	(f) Principle Officers are elected from the Executive Committee by the membership,
    	by the rules set out in Clause 7. Any full member of the Association
    	is eligible to put themselves forward for election, but where such a member is not
    	already a member of the Executive Committee, or have less than [three (3)] months 
    	left to	serve, they must also be elected to the Executive Committee at a 
    	simultaneous election, else they are disqualified from the results of the vote.
    	Candidates for Principle Offices will not be automatically entered into elections for
    	membership of the Executive Committee.
    	(g) A Principle Officer may resign only by resigning from the Executive Committee.
    	The date for a re-election of a Principle Officer must be set within [six (6)] months
    	of the post opening.  

    Honorary Officers are those with specific roles within the Organisation; however, Clause 5 did not clearly define those roles, and those officers were treated differently to ordinary officers of the Executive Committee as they were separately elected.

    This section lays out the Offices and responsibilities, and also outlines the method of election: there would no longer be a need for a specific election of Honorary Officers; they will be elected from the ranks of the potential Executive.

  2. To amend Clause 6 of the Constitution to say:

    	(a) Subject as hereinafter mentioned the policy and general management
    	of the affairs of the Association shall be directed by an Executive
    	Committee (hereinafter called 'the Committee') which shall meet not
    	less than [ four (4) ] times a year and when complete shall consist of
    	not less than [ five (5) ] or more than [ eleven (11) ] members.
    	(b) The members of the Committee shall be elected at the Annual
    	General Meeting of the Association in accordance with Clause 9 hereof.
    	(b) The members of the Committee shall be elected by the membership, 
    	in accordance with the rules set out in Clause {7}.
    	(c) Election to the Committee shall be for [ two (2) ] years. [ Half ]
    	of the membership shall retire annually but shall be eligible for
    	re-election, provided that no Committee member shall hold office for
    	more than [ four (4) ] years. On the expiration of such period, [ one
    	(1) ] further years must elapse before any former Committee member
    	shall be eligible for re-election, the members so to retire being
    	those who have been longest in office since the last election but not
    	reckoning the chair and honoraryPrinciple officers.
    	As between members who have been in office the same length of time, 
    	those due to retire shall be chosen by lot.
    	(d) Only full members of the Association whether individual or
    	representative shall be eligible to serve as Honorary Officers or
    	members of the Committee. Nominations for Honorary Officers or members
    	of the Committee must be made by full members of the association in
    	writing and must be in the hands of the Secretary at least [ ten (10) ] 
    	days before the Annual General Meetingany election. 
    	Should nominations exceed
    	vacancies, election shall be by ballot OR election shall be by a
    	system of postal voting (the arrangements for which shall be made by
    	the Committee) PROVIDED THAT the first members of the Committee shall
    	be elected by personal vote at the first General Meeting of the
    	(e) In addition to the members so elected and to those serving by
    	virtue of Clause 5(c) hereof the Committee may co-opt up to [ three
    	(3) ] further members being full members of the Association whether
    	individual or representative or a combination of both who shall serve
    	until the conclusion of the next Annual General Meeting after
    	individual co-option provided that the number of co- opted members
    	shall not exceed one-third of the total membership of the Committee at
    	the time of co-option.
    	(f) Any casual vacancy in the Committee may be filled by the Committee
    	and any person appointed to fill such a casual vacancy shall hold
    	office until the conclusion of the next Annual General Meeting of the
    	Association and shall be eligible for election at the Meeting.
    	(g)(f) The proceedings of the Committee shall not be invalidated by any
    	failure to elect or any defect in the election, appointment, co-option
    	or qualification of any member.
    	(h)(g) The Committee shall appoint and fix the remuneration of staff (not
    	being members of the Committee) as may in their opinion be necessary.
    	(i)(h) The Committee may appoint such special or standing committees as
    	may be deemed necessary by the Committee and shall determine their
    	terms of reference, powers, duration and composition. All acts and
    	proceedings of such special or standing committees shall be reported
    	back to the Committee as soon as possible.
    This removes reliance on the previous clause 5), and also opens up the possibility of non-AGM elections. The committee are essentially the group of people who run the affairs of the Association, with no special individual responsibility.
  3. To amend Clause 7 of the Constitution thusly:

    	A member of the Committee shall cease to hold office if he or she:
    	(TODO) Removal of members of the committee. Committee members will be removed
    	from Executive and any Principle office they hold if:
  4. To insert, into Clause 7 of the Constitution:

    	(a) Members shall be elected to the Executive Committee by the following 
    	    (i)  via ballot of a quorate General Meeting;
    	    (ii) via ballot of the entire membership of the Association;
    	(b) Deferral of ballot of General Meeting. Any ballot of a General Meeting will be 
    	deferred to a later Postal ballot of the membership under the following
    	     (i)  a successful motion to defer is carried;
    	     (ii) if the Meeting is inquorate;
    	(c) All nominations put forward to elections deferred under section (c) will be
    	automatically re-submitted to the following election unless explicitly withdrawn
    	during the period of nomination for that election.
    	(d) Nominations. All elections will have a [ten (10)] day period of nomination
    	immediately prior to the election. This period of nomination will be communicated to
    	the membership not less than [ten (10)] days before the opening of nominations. All
    	nominations must be made by full members of the Association. All nominees must be
    	full members of the Association. Nominations must be made to the Executive Committee
    	of the Association, and will be acknowledged by the Chair of the Association.
    	(e) Voting. The Returning Officer will be responsible for the production,
    	delivery, collection and processing of ballots. Ballots may be slips of paper to be
    	returned to the Vice-chair, or may be sent by electronic mail. The precise method
    	used may vary according to Standing Order of the Executive Committee, but will have
    	the following properties:
    	     (i)   the ballot will treat all candidates for election equally;
    	     (ii)  the ballot will be run under the rules of a Single Transferable Vote,
    	           as defined by the Electoral Reform Society;
    	     (iii) the ballot will include all members eligible to vote (the entire
    	           membership for a postal ballot, or those present at a quorate
    		   General Meeting);
    	     (iv)  the results of the ballot will be published openly, and the votes of 
    	           each individual will be available to be checked by that individual in
    		   a manner which does not identify their vote to others but is generally
    		   published to all to inspect;
    	(f) The Returning Officer for all elections will be the Vice-chair of the
    	Association. The returning officer may not be nominated in the election under any
    	circumstance, nor chosen (either wholly or in part) by anyone so nominated. Where 
    	the Vice-chair is unable to act as returning officer, the returning officer will be 
    	chosen by (in order of preference):
    	     (i)   the Chair of the Association
    	     (ii)  the Treasurer of the Association
    	     (iii) the Executive Committee of the Association
    	     (iv)  a present, willing member, drawn by lots if required
    	(g) The Chair of the Association will oversee the activity of the Returning Officer,
    	but will play no part in the collation and publishing of results.
    	(h) Dispute of Elections. Results of elections will be published - including
    	individual votes - to all, and thus will be available to be checked by all. Where a
    	fault in the calculation of the result of the election is found, or a member
    	identifies their vote and finds it miscast, the results of the election will be
    	immediately suspended, a new Returning Officer found according to section (f), and
    	the results re-enumerated. If the new Returning Officer cannot obtain the accurate
    	individual votes of members from the original Returning Officer, or is unable to
    	resolve the dispute within [one (1)] month, the election will be declared null and
    	void and will be re-run.
    	(i) Trigger of Elections. Elections will be held at any General Meeting occuring when
    	positions within the Executive Committee, or Principle Offices, are free and need to
    	be filled. The Chair of the Association may also call elections as he sees fit;
    	provided that no General Meeting is scheduled or may be expected within the next
    	[three (3)] months.