The CLA Board proposes that the CLA Constitution be amended by:
Paragraph 8.1 – adding at the end of the paragraph the words:
For the purposes of a general or special meeting that is conducted fully or partly electronically, the formal date of the meeting will be that date the board determined and advised members which will be the date for the declaration of the result of the vote for that meeting. At other times it will be the date of the meeting.
Paragraph 8.5 – Adding at the end of the paragraph the words:
Notice may be given as a separate email/notice, or in the CLArion or other newsletter/regular communication, emailed, communicated or posted to members.
Background
The CLA constitution recognises that a meeting and any vote conducted by CLA may be held electronically. The adoption of electronic meetings has enabled all CLA’s members to participate, regardless of location, in meetings held in accordance with the Constitution. CLA has held four electronic Annual General Meetings under the existing constitution. However, there is a need to provide clarity as to what constitutes the date of a meeting.
Current Provisions
The Constitution at paragraph 8.1 requires a general meeting to be held once a year between 1 March and 31 May and further, at paragraph 8.5, requires notice of a meeting to be given to members 21 days beforehand.
The process of holding an electronic meeting provides the opportunity to actively involve members in the process of the meeting. For 2013 that process involves:
- inviting members to propose motions to be considered by a meeting (1-16 February);
- to participate in an on-line discussion of any motion (18 February – 9 March);
- voting on motions, reports and the election of Board members (11 March – 4 April); and
- Declaration of the results of the eAGM (5 April).
CLA has taken the position that has been accepted by the Registrar General of ACT Societies, the date of the meeting is the date of the declaration of the results of the eAGM.
Proposed Changes
This proposal amends the CLA Constitution to (changes are italicised):
8.1 The board of Civil Liberties Australia Inc shall hold an annual general meeting, or its electronic equivalent, as soon as convenient after 1 March each year, but at least by 31 May each year (The inaugural annual general meeting shall be held in 2005). For the purposes of a general or special meeting that is conducted fully or partly electronically, the formal date of the meeting will be that date the board determined and advised members which will be the date for the declaration of the result of the vote for that meeting. At other times it will be the date of the meeting.
and
8.5 The board shall give at least 21 days notice in writing to the last-known address (postal or electronic) of members in advance of any general meeting. Notice may be given as a separate email/notice, or in the CLArion or other newsletter/regular communication, emailed, communicated or posted to members.
The proposed changes explicitly give a date for a meeting, whether it is conducted electronically or is a physical meeting of members. The CLA Board will determine the date for the declaration of results of the meeting.
Secondly, the proposal also better states that any notice required by the Constitution can be included in CLA’s regular methods of communicating with its members.
Recommendation
The CLA Board at its February 2013 meeting agreed to put the above change to the members and recommend their acceptance of the Motion
Commenting on the motions is now closed
(Ed note: This page was sourced from Trove’s archives on 10 Dec 19)