Hi Everyone,
here is the sample constitution that I mentioned in my previous mail. It's long-ish, so here's the gist of it:
* Objective: promotion of Free Software * A general committee of 6+ people meeting not less than once a year * An executive committee of 3+ people meeting not less than bi-monthly (for "ordinary business") * Positions: Chairman, Secretary, Treasurer (all on both committees) * Membership: open to all, with annual fees.
I hope I haven't left any serious gotchas in the rules - they are adapted from various templates.
The one term that is not defined here is 'Free Software' - I would advocate including either (i) The GNU Free Software Definition (my personal preference) (ii) the DFSG (or the OSI's OSD - same thing) as an appendix to clarify things. I have written Object 2 assuming we will do that. I have purposely not selected a solution in this document since I don't want to distract from the purely procedural things that are also contained in it. Eventually this would be something the committee would do when adapting the rules.
======= Proposed Constitution for IFSO =======
OBJECTS
1. The name of the Club shall be Irish Free Software Organisation ('IFSO')
2. IFSO will promote the writing and use of Free Software as defined by the guidelines below. IFSO will be active in affiliation and liaison with other similar groups and promote Free Software in the media, online and in daily activities
CONSTITUTION
1. MEMBERSHIP
1.1. IFSO will grant membership to anyone who asks for it.
1.2. Membership of IFSO shall comprise Ordinary, Student, and Honorary members. The Membership of Honorary Members may be limited in time.
1.3. All new members shall be invited to complete an application form for membership for consideration and approval by the Membership Committee.
2. ANNUAL GENERAL MEETING
2.1. At the start of each year the Chairman shall convene an Annual General Meeting.
2.2. At least four weeks notice of the Annual General Meeting shall be given to each member of IFSO by such means as the Secretary shall deem appropriate. The notice shall specify the time and place of the Meeting and be accompanied by an agenda of the business to be transacted at it.
2.3. The agenda shall include, inter alia,
2.3.1. nominations for the offices to be filled for the ensuing year and shall include the following: The Chairman, the Secretary and the Treasurer all of whom shall be members of IFSO and shall hold office for one year but shall be eligible for re-election.
2.3.2. Nominations for these offices and any other offices shall be made to the Secretary in writing not later than two weeks before the Annual General Meeting.
2.3.3. The appointment of a General Committee which shall consist of the Officers under 2.3.1 above and at least three members whom the General Meeting elect.
2.3.4. A proposal to receive and approve the Annual Accounts copies of which shall be made available to the General Meeting which may be adjourned to receive and approve the audited accounts.
2.4 The amounts of the annual subscriptions and the dates upon which they become due shall be decided at the Annual General Meeting.
2.5. All paid up members of IFSO shall be entitled to attend and vote at the Annual General Meeting.
2.6. Election of officers shall be by a show of hands and in the event of any dispute the Chairman may call for an election by paper ballot or adjourn the meeting for that issue to be determined separately.
2.7. A quorum for a General Meeting held under these Rules shall be five paid up members of IFSO.
3. EXTRAORDINARY GENERAL MEETING
3.1. An Extraordinary General Meeting shall be convened by The Chairman upon receipt by him of a written request so to do signed by not less than six paid up members of IFSO such request to make specific the purpose of the request and any resolutions proposed.
3.2. The Chairman of IFSO shall within a reasonable period of time following receipt of such request convene an Extraordinary General Meeting by giving a notice to all paid up members as prescribed in clause 2.2. above.
4. COMMITTEES
4.1. General Committee
4.1.1. The General Committee shall have power to appoint a member to fill any office falling vacant after the Annual General Meeting.
4.1.2. A Meeting of the General Committee may be convened upon not less than one weeks notice being given to each member thereof.
4.1.3. The General Committee may co-opt additional members to any Committee or sub-Committee and may appoint one or more sub-Committees and for such purposes as it may deem appropriate.
4.1.4. A quorum for a General Committee Meeting held under these Rules shall be five members.
The Executive Committee
4.2.6. The Executive Committee shall consist of The Chairman, the Secretary, the Treasurer and any additional members appointed from IFSO Membership by the General Committee. A quorum for an Executive Committee Meeting shall be three members.
4.2.7. The Executive Committee shall have the conduct of the ordinary management of IFSO and shall meet as often as it may decide but not less than every eight weeks. The ordinary management of IFSO shall include the suspension of any Member of IFSO who has not paid his subscription.
4.2.8. The Executive Committee may refer any matter and shall refer any extraordinary or contentious matter to the General Committee.
7. ALTERATIONS
7.1 None of these rules shall be altered or rescinded unless the proposed alteration or rescission shall first have been submitted to the General Committee and subsequently shall be approved by not less than two thirds of those present at the Annual General Meeting or at an Extraordinary General Meeting.
7.2. Any dispute concerning the construction or interpretation of these Rules shall be decided by the General Committee whose decision shall be final.