The existing constitution is based on the model rules provided by the ACT government under the Associations Incorporation Act 1991. The Canberra Photographic Society has to comply with this act and other relevant acts and regulations governing community groups in the ACT. Our compliance is overseen by our Public Officer, Ian Marshall.
In order to have our governance mechanisms aligned with the goals of the society, the committee is seeking to update the Constitution. This task has been undertaken by
the Strategic Planning Subcommittee with legal input provided by Tony Burslem.
Rationale for change:
The most important proposed changes are around the Objects of the Society. These have been clarified and simplified with the intent to reflect who we are and what our goals are as a society (See clause 2)
We have clarified the definition of members (see clause 3 and 7) to allow honorary members and honorary life members (clause 16) to vote at general meetings. Our definition of honorary member (clause 15) has been expanded so it no longer refers to particular affiliations (such as the Australian Photographic Society) but is more generally inclusive.
Changes have also been made to clarify and facilitate administration of the
society, such as moving the closing date for payment of membership dues from 1 July to 1 March (clause 11) and making provision for electronic meetings (clause 28). We have also updated language to reflect the current use of electronic communications for membership applications (clause 8 and removal of the old Appendix 1) and the serving of notices (clause 50).
Changes are proposed that clarify the roles and responsibilities of members (clause 9)
and the committee (clause 19). Clauses around conflicts of interest (clause 29) and the declaration and recording of potential conflicts of interest (clauses 30, 31 and 32) have been added.
We have improved the definition of quorums for the committee meetings (clause 27(5)), for annual general meetings (clause 35(3)) and general meetings (clause 38(2)) so that they are more flexible and allow the society to dissolve itself if the membership dwindles to almost nothing. The calling of general meetings at the request (not requisition) of members now requires notice in writing of ten (not five) percent of members (clause 36). Only members may vote at general meetings (clause 42).
We have improved the procedures for the election of committee members (clause
22). We have introduced a requirement for nomination of members for election to the committee to be made in writing at least 24 hours ahead of the meeting and the requirement for all nominees to indicate their consent to being nominated.
The proxy form that was previously Appendix 2 now becomes Appendix 1.