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Memorandum of Incorporation
RULES FOR LINUX USERS OF VICTORIA, INC.
1. Name
The incorporated association is Linux Users of Victoria, Inc. (in these
Rules called "the Association").
2. Definitions
(1) In these Rules, unless the contrary intention appears -
"Act" means the Associations Incorporation Act 1981;
"committee" means the committee of management of the Association;
"financial year" means the year ending on 30 June;
"general meeting" means a general meeting of members convened in
accordance with rule 12.
"member" means a member of the Association;
"ordinary member of the committee" means a member of the committee who is
not an officer of the Association under Rule 21;
"Regulations" means regulations under the Act;
"relevant documents" has the same meaning as in the Act.
"form" includes an electronic form where the signature is replaced
by appropriate validation;
"in writing" includes electronic transmission;
"written" includes electronic transmission.
(2) In these Rules, a reference to the Secretary of an Association is a
reference -
(a) if a person holds office under these Rules as Secretary of the
Association - to that person; and
(b) in any other case, to the public officer of the Association
3. Alteration of the rules
These Rules and the statement of purposes of the Association must not be
altered except in accordance with the Act.
4. Membership, entry fees and subscription
(1) A person who applies and is approved for membership as provided in
these Rules is eligible to be a member of the Association on payment
of the entrance fee and annual subscription payable under these Rules.
(2) A person who is not a member of the Association at the time of the
incorporation of the Association (or who was a member at that time
but has ceased to be a member) must not be admitted to membership
unless -
(a) he or she applies for membership in accordance with
sub-rule(3); and
(b) the admission as a member is approved by the committee
(3) An application of a person for membership of the Association must -
(a) be made in writing in the form set out in Appendix 1;
(b) be lodged with the Secretary of the Association.
(4) As soon as practicable after the receipt of an application, the
Secretary must refer the application to the committee.
(5) The committee must determine whether to approve or reject the
application.
(6) If the committee approves an application for membership, the
Secretary must, as soon as practicable -
(a) notify the applicant in writing of the approval for membership; and
(b) request payment within 28 days after receipt of the notification
of the sum payable under these Rules as the entrance fee and the
first year's annual subscription.
(7) The Secretary must, within 28 days after receipt of the amounts
referred to in sub-rule(6), enter the applicant's name in the
register of members.
(8) An applicant for membership becomes a member and is entitled to
exercise the rights of membership when his or her name is entered in
the register of members.
(9) If the committee rejects an application, the committee must, as soon
as practicable, notify the applicant in writing that the application
has been rejected.
(10) A right, privilege, or obligation of a person by reason of membership
of the Association -
(a) is not capable of being transferred or transmitted to another
person; and
(b) terminates upon the cessation of membership whether by death
or resignation or otherwise.
(11) The entrance fee is the relevant amount set out in Appendix 4.
(12) The annual subscription is the relevant amount set out in Appendix 4
and is payable in advance.
5. Register of members
(1) The Secretary must keep and maintain a register of members containing -
(a) the name, postal and electronic mail address of
each member; and
(b) the date on which each member's name was entered in the register.
(2) The register is available for inspection free of charge by any member
upon request.
(3) A member may make a copy of the details
specified in sub-rule (1) from entries in the register.
(4) The register of members may be kept in electronic form (in whole or
in part).
6. Ceasing membership
(1) A member of the Association who has paid all moneys due and payable
by a member to the Association may resign from the Association by
giving one month's notice in writing to the Secretary of his or her
intention to resign.
(2) After the expiry of the period referred to in sub-rule (1) -
(a) the member ceases to be a member; and
(b) the Secretary must record in the register of members the date on
which the member ceased to be a member.
(3) A member who has not made other arrangements with the committee
may be deemed by the committee to have resigned if:
(a) in the case where an annual membership fee is payable, that
fee has not been paid within 28 days of the due date; and
(b) in the case where no annual membership fee is payable, the
member has not been contactable for a period of 28 days.
7. Discipline, suspension and expulsion of members
(1) Subject to these Rules, if the committee is of the opinion that a
member has refused or neglected to comply with these Rules, or has
been guilty of conduct unbecoming a member or prejudicial to the
interests of the Association, the committee may be resolution -
(a) fine that member an amount not exceeding $500; or
(b) suspend that member from membership of the Association for a
specified period; or
(c) expel that member from the Association.
(2) A resolution of the committee under sub-rule (1) does not take effect
unless -
(a) at a meeting held in accordance with sub-rule (3), the committee
confirms the resolution; and
(b) if the member exercises a right of appeal to the Association
under this rule, the Association confirms the resolution in
accordance with this rule.
(3) A meeting of the committee to confirm or revoke a resolution passed
under sub-rule (1) must be held not earlier than 14 days, and not
later than 28 days, after notice has been given to the member in
accordance with sub-rule (4).
(4) For the purposes of giving notice in accordance with sub-rule (3),
the Secretary must, as soon as practicable, cause to be given to
the member a written notice -
(a) setting out the resolution of the committee and the grounds on
which it is based; and
(b) stating that the member, or his or her representative, may
address the committee at a meeting to be held not earlier than
14 days and not later than 28 days after the notice has been
given to that member; and
(c) stating the date, place and time of that meeting; and
(d) informing the member that he or she may do one or both of the
following -
(i) attending that meeting;
(ii) give to the committee before the date of that meeting a
written statement seeking the revocation of the resolution;
(e) informing the member that, if at that meeting, the committee
confirms the resolution, he or she may not later than 48 hours
after that meeting, give the Secretary a notice to the effect
that he or she wishes to appeal to the Association in general
meeting against the resolution.
(5) At a meeting of the committee to confirm or revoke a resolution
passed under sub-rule (1), the committee must -
(a) give the member, or his or her representative, an opportunity
to be heard; and
(b) give due consideration to any written statement submitted by
the member; and
(c) determine by resolution whether to confirm or to revoke the
resolution.
(6) If at the meeting of the committee, the committee confirms the
resolution, the member may, not later than 48 hours after that
meeting, give the Secretary a notice to the effect that he or she
wishes to appeal to the Association in general meeting against
the resolution.
(7) If the Secretary receives a notice under sub-rule (6), he or she
must notify the committee and the committee must convene a general
meeting of the Association to be held within 21 days after the date
on which the Secretary received the notice.
(8) At a general meeting of the Association convened under sub-rule (7) -
(a) no business other than the question of the appeal may be
conducted; and
(b) the committee may place before the meeting details of the
grounds for the resolution and the reasons for the passing of
the resolution; and
(c) the member, or his or her representative, must be given an
opportunity to be heard; and
(d) the members present must vote by secret ballot on the question
whether the resolution should be confirmed or revoked.
(9) A resolution is confirmed if, at the general meeting, not less
than two-thirds of the members vote in person, or by proxy, in
favour of the resolution. In any other case, the resolution is revoked.
8. Disputes and mediation
(1) The grievance procedure set out in this rule applies to disputes
under these Rules between -
(a) a member and another member; or
(b) a member and the Association.
(2) The parties to the dispute must meet and discuss the matter in
dispute, and, if possible, resolve the dispute within 14 days after
the dispute comes to the attention of all of the parties.
(3) If the parties are unable to resolve the dispute at the meeting, or
if a party fails to attend that meeting, then the parties must,
within 10 days, hold a meeting in the presence of a mediator.
(4) The mediator must be -
(a) a person chosen by agreement between the parties; or
(b) in the absence of agreement -
(i) in the case of a dispute between a member and another
member, a person appointed by the committee of the
Association; or
(ii) in the case of a dispute between a member and the
Association, a person who is a mediator appointed or
employed by the Dispute Settlement Centre of Victoria
(Department of Justice).
(5) A member of the Association can be a mediator.
(6) The mediator cannot be a member who is a party to the dispute.
(7) The parties to the dispute must, in good faith, attempt to settle
the dispute by mediation.
(8) The mediator, in conducting the mediation, must -
(a) give the parties to the mediation process every opportunity to
be heard; and
(b) allow due consideration by all parties of any written statement
submitted by any party; and
(c) ensure that natural justice is accorded to the parties to the
dispute throughout the mediation process.
(9) The mediator must not determine the dispute.
(10) If the mediation process does not result in the dispute being
resolved, the parties may seek to resolve the dispute in accordance
with the Act otherwise at law.
9. Annual general meetings
(1) The committee may determine the date, time and place of the annual
general meeting of the Association.
(2) The notice convening the annual general meeting must specify that
the meeting is an annual general meeting.
(3) The ordinary business of the annual general meeting shall be -
(a) to confirm the minutes of the previous annual general meeting
and of any general meeting held since that meeting; and
(b) to receive from the committee reports upon the transactions of
the Association during the last preceding financial year; and
(c) to elect officers of the Association and the ordinary
member of the committee; and
(d) to receive and consider the statement submitted by the
Association in accordance with section 30(3) of the Act.
(4) The annual general meeting may conduct any special business of which
notice has been given in accordance with these Rules.
10. Special general meetings
(1) In addition to the annual general meeting, any other general meeting
may be held in the same year.
(2) All general meetings other than the annual general meeting are
special general meetings.
(3) The committee may, whenever it thinks fit, convene a special general
meeting of the Association.
(4) If, but for this sub-rule, more than 15 months would elapse between
annual general meetings, the committee must convene a special general
meeting before the expiration of that period.
(5) The committee must, on the request in writing of members representing
not less than 5 per cent of the total number of members, convene a
special general meeting of the Association.
(6) The request for a special general meeting must -
(a) state the objects of the meeting; and
(b) be signed by the members requesting the meeting; and
(c) be sent to the address of the Secretary.
(7) If the committee does not cause a special general meeting to be held
within one month after the date on which the request is sent to the
address of the Secretary, the members making the request, or any of
them, may convene a special general meeting to be held not later
than 3 months after that date.
(8) If a special general meeting is convened by members in accordance
with this rule, it must be convened by the committee and all
reasonable expenses incurred in convening the special general
meeting must be refunded by the Association to the persons incurring
the expenses.
11. Special business
All business that is conducted at a special general meeting and all
business that is conducted at the annual general meeting, except for
business conducted under the rules as ordinary business of the annual
general meeting, is deemed to be special business.
12. Notice of general meetings
(1) The Secretary of the Association, at least 14 days, or if a special
resolution has been proposed at least 21 days, before the date fixed
for holding a general meeting of the Association, must cause to be
sent to each member of the Association, a notice stating the place,
date and time of the meeting and the nature of the business to be
conducted at the meeting.
(2) Notice may be sent -
(a) to the electronic mail address appearing in the register of
members; or
(b) to the postal address appearing in the register of members.
(3) No business other than that set out in the notice convening the
meeting may be conducted at the meeting.
(4) A member intending to bring any business before a meeting may notify
in writing the Secretary of that business, who must include that
business in the notice calling the next general meeting.
13. Quorum at general meetings
(1) No item of business may be conducted at a general meeting unless
a quorum of members entitled under these Rules to vote is present at
the time when the meeting is considered that item.
(2) Five members personally present (being members entitled under these
Rules to vote at a general meeting) constitute a quorum for the
conduct of the business of a general meeting.
(3) If, within half an hour after the appointment time for the
commencement of a general meeting, a quorum is not present -
(i) in the case of a meeting convened upon the request of
members - the meeting must be dissolved; and
(ii) in any other case - the meeting shall stand adjourned to
the same day in the next week at the same time and (unless
another place is specified by the Chairperson at the time of
the adjournment or by written notice to members given before
the day to which the meeting is adjourned) at the same place.
(4) If at the adjourned meeting the quorum is not present within half
an hour after the time appointed for the commencement of the meeting,
the members personally present (being not less than 3) shall be a
quorum.
14. Presiding at general meetings
(1) The President, or in the President's absence, the Vice-President, shall
reside as Chairperson at each general meeting of the Association.
(2) If the President and the Vice-President are absent from a general
meeting, or are unable to preside, the members present must select
one of their number to preside as Chairperson.
15. Adjournment of meetings
(1) The person presiding may, with the consent of a majority of members
present at the meeting, adjourn the meeting from time to time and
place to place.
(2) No business may be conducted at an adjourned meeting other than
the unfinished business from the meeting that was adjourned.
(3) If a meeting is adjourned for 14 days or more, notice of the
adjourned meeting must be given in accordance with rule 12
(4) Except as provided in sub-rule (3), it is not necessary to given
notice of an adjournment or of the business to be conducted at an
adjourned meeting.
16. Voting at general meetings
(1) Upon any question arising at a general meeting of the Association,
a member has one vote only.
(2) All votes must be given personally or by proxy.
(3) In the case of an equality of voting on a question, the Chairperson
of the meeting is entitled to exercise a second or casting vote.
(4) A member is not entitled to vote at a general meeting unless all
moneys due and payable by the member to the Association have been
paid, other than the amount of the annual subscription payable in
respect of the current financial year.
17. Poll at general meetings
(1) If at a meeting a poll on any question is demanded by not less
than 3 members, it must be taken at that meeting in such manner as
the Chairperson may direct and the resolution of the poll shall be
deemed to be a resolution of the meeting on that question.
(2) A poll that is demanded on the election of a Chairperson or on a
question of an adjournment must be taken immediately and a poll that
is demanded on any other question must be taken at such time before
the close of the meeting as the Chairperson may direct.
18. Manner of determining whether resolution carried
(1) If a question arising at a general meeting of the Association is
determined on a show of hands -
(a) a declaration by the Chairperson that a resolution has been -
(i) carried; or
(ii) carried unanimously; or
(iii) carried by a particular majority; or
(iv) lost; and
(b) an entry to that effect in the minute book of the Association
is evidence of the fact, without proof of the number or
proportion of the votes recorded in favour of, or against, that
resolution.
19. Proxies
(1) Each member is entitled to appoint another member as a proxy by
notice given to the Secretary no later than 24 hours before the time
of the meeting in respect of which the proxy is appointed.
(2) The notice appointing the proxy must be -
(a) for a meeting of the Association convened under rule 7(7),
in the form set out in Appendix 2; or
(b) in any other case, in the form set out in Appendix 3.
20. Committee of Management
(1) The affairs of the Association shall be managed by the committee
of management.
(2) The committee -
(a) shall control and manage the business and affairs of the
Association; and
(b) may, subject to these Rules, the Act and the Regulations,
exercise all such powers and functions as may be exercised by
the Association other than those powers and functions that
are required by these Rules to be exercised by general meetings
of the members of the Association; and
(c) subject to these Rules, the Act and the Regulations, has power
to perform all such acts and things as appear to the committee
to be essential for the proper management of the business and
affairs of the Association.
(3) Subject to section 23 of the Act, the committee shall consist of -
(a) the officers of the Association: and
(b) four ordinary members - each of whom shall be elected at the
annual general meeting of the Association in each year.
21. Office holders
(1) The officers of the Association shall be -
(a) a President;
(b) a Vice-President;
(c) a Treasurer; and
(d) a Secretary.
(2) The provisions of rule 23, so far as they are applicable and with
the necessary modifications, apply to and in relation to the
election of persons to any other offices referred to in sub-rule (1).
(3) Each officer of the Association shall hold office until the annual
general meeting next after the date of his or her election but is
eligible for re-election.
(4) In the event of a casual vacancy in any office referred to in
sub-rule(1), the committee may appoint one of its members to the
vacant office and the member appointed may continue in office up
to and including the conclusion of the annual general meeting next
following the date of the appointment.
22. Ordinary members of the committee
(1) Subject to these Rules, each ordinary member of the committee shall
hold office until the annual general meeting next after the date of
election but is eligible for re-election.
(2) In the event of a casual vacancy occurring in the office of an
ordinary member of the committee, the committee may appoint a member
of the Association to fill the vacancy and the member appointed shall
hold office, subject to these Rules, until the conclusion of the
annual general meeting next following the date of the appointment.
23. Election of officers and ordinary committee members
(1) Nominations of candidates for election of officers of the Association
or as ordinary members of the committee must be -
(a) made in writing by two members of the
Association and accompanied by the written consent of the
candidate (which may be endorsed on the form of nomination);
and
(b) delivered to the Secretary of the Association not less than
7 days before the date fixed for the holding of the annual
general meeting.
(2) A candidate may nominate for one or more committee positions,
but may only be elected to one office, or as an ordinary member
of the committee.
(3) If insufficient nominations are received to fill all vacancies on
the committee, the candidates nominated shall be deemed to be
elected and further nominations may be received at the annual
general meeting.
(4) If the number of nominations received is equal to the number of
vacancies to be filled, the persons nominated shall be deemed to
be elected.
(5) If the number of nominations exceeds the number of vacancies to
be filled, a ballot must be held.
(6) The ballot for the election of officers and ordinary members of
the committee must be conducted at the annual general meeting in
such manner as the committee may direct.
24. Vacancies
(1) The office of an officer of the Association, or of an ordinary
member of the committee, becomes vacant if the officer or member -
(a) ceases to be a member of the Association; or
(b) becomes an insolvent under administration within the meaning of
the Corporations Law; or
(c) resigns from office by notice in writing given to the Secretary.
25. Meetings of the committee
(1) The committee must meet at least 3 times in each year at such place
and such times as the committee may determine.
(2) Special meetings of the committee may be convened by the President
or by any 4 members of the committee.
26. Notice of committee meetings
(1) Written notice of each committee meeting must be given to each
member of the committee at least 2 business days before the date
of the meeting.
(2) Written notice must be given to members of the committee of any
special meeting specifying the general nature of the business to
be conducted and no other business may be conducted at such a meeting.
27. Quorum for committee meetings
(1) Any 4 members of the committee constitute a quorum for the conduct
of the business of a meeting of the committee.
(2) No business may be conducted unless a quorum is present.
(3) If within half of hour of the time appointed for the meeting a
quorum is not present, the meeting lapses.
(4) The committee may act notwithstanding any vacancy on the committee
28. Presiding at committee meetings
(1) At meetings of the committee -
(a) the President or, in the President's absence, the
Vice-President presides; or
(b) if the President and the Vice-President are absent, or are
unable to preside, the members present must choose one of
their number to preside.
29. Voting at committee meetings
(1) Questions arising at a meeting of the committee, or at a meeting of
any sub-committee appointed by the committee, shall be determined
on a show of hands or, if a member requests, by a poll taken in
such manner as the person presiding at that meeting may determine.
(2) Each member present at a meeting of the committee, or at a meeting
of any sub-committee appointed by the committee (including the
person presiding at the meeting), is entitled to one vote and, in
the event of an equality of votes on any question, the person
presiding may exercise a second or casting vote.
30. Removal of committee member
(1) The Association in general meeting may, by resolution, remove any
member of the committee before the expiration of the member's term
of office and appoint another member in his or her place to hold
office until the expiration of the term of the first-mentioned member.
(2) A member who is the subject of a proposed resolution referred to
in sub-rule(1) may make representations in writing to the Secretary
or President of the Association (not exceeding a reasonable length)
and may request that the representations be provided to the members
of the Association.
(3) The Secretary or the President may give a copy of the representations
to each member of the Association or, if they are not so given, the
member may require that they be read out at the meeting.
31. Minutes of meetings
(1) The Secretary of the Association must keep minutes of the
resolutions and proceedings of each general meeting, and each
committee meeting, together with a record of the names of persons
present at committee meetings.
(2) Where the Secretary is not present, the committee may appoint
another committee member to serve in this role.
32. Funds
(1) The Treasurer of the Association must -
(a) collect and receive all moneys due to the Association and make
all payments authorised by the Association; and
(b) keep correct accounts and books showing the financial affairs
of the Association with full details of all receipts and
expenditure connected with the activities of the Association.
(2) All cheques, drafts, bills of exchange, promissory notes and other
negotiable instruments must be signed by two members of the
committee, at least one of whom must be an officer.
(2) The funds of the Association shall be derived from entrance fees,
annual subscriptions, donations and such other sources as the
committee determines.
33. Seal
(1) The common seal of the Association must be kept in the custody of
the Secretary.
(2) The common seal must not be affixed to any instrument except by the
authority of the committee and the affixing of the common seal must
be attested by the signatures either of two members of the committee
or, of one member of the committee and of the public officer of the
Association.
34. Notice to members
(1) Except for the requirement in rule 12, any notice that is required
to be given to a member, by on behalf of the Association, under
these Rules may be given by -
(a) delivering the notice to the member personally; or
(b) electronic transmission, to the member at that
member's address shown in the register of members; or
(c) sending it by prepaid post addressed to the member at that
member's address shown in the register of members.
35. Winding up
(1) In the event of the winding up or the cancellation of the
incorporation of the Association, the assets of the Association must
be disposed of in accordance with the provisions of the Act.
36. Custody and inspection of books and records
(1) Except as otherwise provided in these Rules, the Secretary must
keep in his or her custody or under his or her control all books,
documents and securities of the Association.
(2) All accounts, books, securities and any other relevant documents
of the Association must be available for inspection free of charge
by any member upon request. This does not include details of
other members apart from those listed in section 5(1).
(3) A member may make a copy of any accounts, books, securities and
any other relevant documents of the Association as outlined in
sub-rule (2) above.
-------------------------------------------------------------------------------
APPENDIX 1
APPLICATION FOR MEMBERSHIP OF LINUX USERS OF VICTORIA, INC.
I, _________________________________________________________________________,
of _________________________________________________________________________
desire to become a member of ______________________________________________.
In the event of my admission as a member, I agree to be bound by the rules
of the Association for the time being in force.
______________________________________________ Signature of Applicant
______________________________________________ Date
-------------------------------------------------------------------------------
APPENDIX 2
FORM OF APPOINTMENT OF PROXY FOR MEETING OF
ASSOCIATION CONVENED UNDER RULE 7(7)
I, _________________________________________________________________________,
of _________________________________________________________________________
being a member of __________________________________________________________
appoint ____________________________________________________________________
of _________________________________________________________________________
being a member of that Incorporated Association, as my proxy to vote for
me on my behalf at the appeal to the general meeting of the Association
convened under rule 7(7), to be held on -
__________________________________________________ (date of meeting)
and at any adjournment of that meeting.
I authorise my proxy to vote on my behalf at their discretion in respect
of the following resolution (insert details of resolution passed under
rule 7(1).
______________________________________________ Signed
______________________________________________ Date
-------------------------------------------------------------------------------
APPENDIX 3
FORM OF APPOINTMENT OF PROXY
I, _________________________________________________________________________,
of _________________________________________________________________________
being a member of __________________________________________________________
appoint ____________________________________________________________________
of _________________________________________________________________________
being a member of that Incorporated Association, as my proxy to vote for
me on my behalf at the annual/special* general meeting of the Association
to be held on -
__________________________________________________ (date of meeting)
and at any adjournment of that meeting.
My proxy to vote in favor of/against* the following resolution (insert
details of resolution).
______________________________________________ Signed
______________________________________________ Date
* Delete if not applicable
-------------------------------------------------------------------------------
APPENDIX 4
Fee Amount
Entrance fee _________
Annual subscription fee _________ 
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