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Amendments to the Constitution for AGM 2020
Articles of Association - needs to link to File:Nottingham Hackspace Ltd M&A.pdf
Nottinghack and The Space needs to go above The Board, in order to match up the definitions for The Board with Trustee
Member needs to refer to Section 1.1 of the Articles, not Section 2.
Annual General Meetings
Add in a new 2.3.1 and adjust all numbering afterwards accordingly.
2.3.1 All submissions must identify what exists in the current Constitution and/or Articles and what is being proposed as a change
Add in 2.7.1
2.7.1 A member can attend the AGM through a proxy vote, as specified in 1.161-1.172 of the Articles
2.8 Constitutional changes can only be carried by a 60% of more majority of AGM attendees
Move 2.4, 2.5, and 2.6 down under 2.9 and rearrange numbers accordingly, so that all the EGM stuff is together
4.3 any sum as part of their monthly dues from the member to Nottinghack is not paid in full within six weeks of it falling due - a minimum of one reminder will be sent during that time;
A replacement Trustee servers the remainder of the retiring Trustee's term. This does not count towards the consecutive terms counted in 1.3
The flow would be better if it went:
- Making Decisions
- Board Meetings
- Annual General Meetings
This way it goes (loosely):
- What trustees are
- How we get them in
- How they make decisions
- How we communicate monthly
- How we communicate annually
- What we have to do in case of an ex-member
As we saw in 2019, the current method and timeline for submissions does not give any room for discussion, debate or clarification before the amendments are locked.
I would propose making alterations such that:
- submissions carry with them a clear definition of the purpose of the amendment, covering what currently happens, why this is perceived to be a problem, and how the amendment aims to redress that
- submissions in the main carry with them the name of the proposer, unless they have specifically requested anonymity
- submissions be put forward no later than 2 weeks before the AGM
- submissions be able to be amended up to 1 week (7 days) before the AGM by either the original proposer (with a reason for the amended submission) or by the Trustees in order to clarify its meaning or effectiveness
- in the event that a submission is amended by the Trustees, the original proposer can ask that it be voted on in the original form should the amended submission not pass
Apart from agreeing with a lot of Jymbob's stuff (that certainly is a good set of suggestions we should work on for 2020 to improve submissions), a further proposal to divorce in-presence AGM from the actual voting on items, something like;
- AGM is there to do X, Y and Z (financials, what we've done, items for discussion, legal responsibilities) - really would be nice if standardised so is clear what is going on. EGM still is separate one-item agenda.
- Items for voting will be discussed and amended as necessary in the AGM and finalised there (proxy trustee if the person submitting it isn't present or is anonymous)
- Voting will be done electronically within a week of the AGM for all members (options for secret voting as appropriate)
- XXXTREME OPTION: Quorum could be removed from the AGM or set very low since voting no longer is enforced there (downside: less presence to discuss the items being voted on :( )
Some hackspaces do virtual AGMs and remote voting. Also a possible option?