Suggested Constitution Revision, January 2021 (Helen Irvine, assisted by David Jones, Mary Mahoney, Fran Herriott and Barbara Whybird.)

  1. Classes of Members

The Constitution at present lists: associate members, life members and honorary life members. Life membership and honorary life membership are for exceptional loyal service over an extended period of time. We suggest we delete life members

Motion:

————————————- moves that we delete the category life members from Section 5, Classes of Members in U3AAT Constitution page 2. Seconded ————————–

 

  1. New membership

Because we are now moving to increasing use of technology, we suggest adding to Section 7 an electronic option so that Section 7 will now read An application for membership must be (a) in writing, signed by the applicant, or (b) electronically in a form decided by the management committee.            

Motion:

…………………………………………. moves that we alter Section 7 so that section 7 will now read: An application for membership must be (a) in writing, signed by the applicant, or (b) electronically in a form decided by the management committee. Seconded ………………………………………..

 

  1. When membership ends

Section 3 states: The management committee may terminate a member’s membership if the member (c) has membership fees in arrears for at least 2 months. We would like to delete for at least 2 months because we allow a period of leeway at the beginning of the year.

Motion:

……………………………………….  moves that we delete from Section 9, 3(c) the words for at least 2 months.   Seconded ……………………………………..

 

  1. Register of Members

We feel 12(3), which says: The register must be open for inspection by members of the Association at all reasonable times contravenes the Privacy Act and should be deleted.

Section 12(4), which says: A member must contact the secretary or treasurer to arrange an inspection of the register should be amended to: A member must contact the membership secretary or treasurer to arrange an inspection of the register to check own details.

Section 12(5), which states the management committee may withhold register information about a member other than his/ her name … if disclosure of the information would put the member at risk of harm, should be deleted.

Motion:

……………………………………………. moves that we delete Section 12(3), which says: The register must be open for inspection by members of the Association at all reasonable times – because it contravenes the Privacy Act. Seconded ………………………….

Motion:

……………………… moves we amend Section 12(4) to include the underlined words: A member must contact the membership secretary or treasurer to arrange an inspection of the register in order to check their own details. Seconded ………………………………………..

Motion:

………….……………. moves we delete Section 12(5), which states the management committee may withhold register information about a member other than his/ her name … if disclosure of the information would put the member at risk of harm. Seconded ……………………………

 

  1. Proxies

The first change we need to make here is it should be 39 Proxies, as there is no 39 in our U3AAT Constitution and there are two 40s.

We have a standard proxy form on page 13 to use if a member wants to inform the Committee that they have appointed someone as a proxy to vote on their behalf. Under the form there is a footnote that this form can be modified to indicate whether the member wants the proxy to vote for or against a resolution but there is nowhere on the form to state whether the member is in favour of or against. We feel that it would be better if our proxy form included space for these details. So now the form would be added to like this (see underlined sentences):

U3A Atherton Tablelands

I ——————————— of ————————-being a member of the association, appoint ———————————- of ———————————- as my proxy to vote for me at the (annual) general meeting of the association, to be held on the  ————————-day of ———————— 20— and at any adjournment of the meeting.

I authorise my appointed proxy to vote as follows:

(insert details of the resolution(s)  —————————————— in favour of / against.

And

In the event of any amendment or new resolution(s) made by the voting meeting to the original resolution I authorise / do not authorise my appointed proxy to exercise their discretion and vote as they see fit.

Signed this  ———– day of ————— 20—

Signature

 

Motion:

——————————– moves that we change 40 Proxies to 39 Proxies and we add to the proxy form:

 I authorise my appointed proxy to vote as follows:

(insert details of the resolution(s)  —————————————— in favour of / against.

And

In the event of any amendment or new resolution(s) made by the voting meeting to the original resolution I authorise / do not authorise my appointed proxy to exercise their discretion and vote as they see fit.

Signed this  ———– day of ————— 20— . Seconded ——————————

  1. Alteration of Rules

It is a requirement in QLD State U3A Constitution but not written into ours that the committee must give the entire membership 14 days’ notice of a plan to vote to alter our Constitution. We suggest we add this requirement to our Constitution to 42(2), which will now say that: the committee must provide details to the full membership of all proposed amendments, deletions, and additions to the constitution at least 14 days before the AGM.  However, an amendment, repeal or addition is valid only if it is registered by the chief executive. The Office of Fair Trading must approve any changes we make to the constitution.

Motion:

…………………………… moves that we amend 42(2) to include: the committee must provide details to the full membership of all proposed amendments, deletions, and additions to the constitution at least 14 days before the AGM. Seconded ………………………………………

  1. Grievance Officer

According to QLD Gov: Law Changes for Incorporated Associations, by June 2022 all incorporated associations must have a grievance resolution procedure in place, either by adopting the model rules or using their own rules. As our association wants to use our customised dispute resolution process, compiled by Helen Myles, we need to include this in our constitution by passing a special resolution.

Motion:

………………………………….. moves that we add to Section 47 of our constitution that: immediately after an AGM, U3AAT management committee appoints a grievance officer (GO), who is not a member of the management committee, to handle disputes by following our customised dispute resolution process:

1) A formal written complaint must be sent to President or Secretary.

2) A confidential meeting will take place between the complainant and the GO to ascertain details and advise complainant of their rights

3) The person named in the complaint will be made aware and will be able to respond.

4) A meeting between parties and GO will be held with a view to finding a resolution as soon as possible.

5) If the matter is not resolved the GO may seek support from the Management Committee, who may choose to appoint a mediator acceptable to both parties.

6) If still unresolved, disciplinary action requiring apology / official warning / cancelling membership may be invoked.

Seconded …………………………………………………..