Rules of the New Zealand Oracle Users Group
as of 19 November 2010
1.1. The name of this society shall be the New Zealand Oracle Users Group Incorporated (NZOUG).
The objectives of the NZOUG are:
2.1. To facilitate contact, professional and social, and the flow of information between members.
2.2. To facilitate contact and the flow of information between Oracle Corporation and NZOUG members.
2.3. To facilitate contact and the flow of information between members and other organisations which have some association with Oracle Corporation or its products.
2.4. To provide a vehicle for making representations to Oracle Corporation relating to problems or other matters of mutual interest and concern to members.
3.1. The membership structure and any changes to that structure shall be approved by the members at a General Meeting.
3.2. A member is an individual or organisation who has paid the relevant membership fee (if any) within the first three months of being issued a membership invoice or membership renewal notice.
3.3. Membership may be terminated by a member a) by notice in writing (which includes but is not restricted to standard hardcopy, email, and fax) to the Treasurer or any other member of the committee or b) via the online membership system should one exist.
3.4. A membership shall lapse automatically if the membership fee is unpaid 3 months after the issue of the membership invoice.
3.5. The Committee may, for reasons of gross misconduct only, suspend or terminate the membership of any member; any such action to be subject to confirmation by a General Meeting to discuss this action. Notice of any such meeting is to be posted as soon as practicable and the meeting to be held within 21 days of the Committee’s decision.
3.6. Membership fees may be determined at any General Meeting.
3.7. The organisation name of a member may be displayed on the NZOUG web site or other NZOUG material.
4.1. A Committee comprising a President, Vice-President, Secretary, Treasurer, and at least one other member shall be responsible for day to day management of the NZOUG. The committee members must be registered contacts of current members with voting rights of the NZOUG.
4.2. Committee members shall be elected at the AGM of the NZOUG for a maximum term of two years.
4.3. Should a vacancy occur, for whatever reason, the Committee may co-opt another member. That person will hold office until the next Annual General Meeting at which time a committee member will be elected.
4.4. The Committee may also co-opt members of the NZOUG to undertake specific tasks.
4.5. The Committee shall have no power to borrow money other than as approved by a General Meeting of members.
4.6. A quorum at a Committee meeting shall comprise at least two Officers and one other Committee member.
4.7. All decisions of the Committee to be decided by majority vote of the Committee.
4.8. Voting shall be by voice for those committee members present in person, or in writing (which includes but is not restricted to standard hardcopy, email, and fax) for those committee members unable to be present in person and who choose to vote.
4.9. The decision of the Committee shall be recorded in the minutes and distributed to all Committee members before the next Committee Meeting. The minutes shall be subject to confirmation at the next Committee Meeting.
5. General Meetings
5.1. An Annual General Meeting shall be held each year before 31 December to consider the accounts to date of the NZOUG, elect a Committee for the coming year and consider any other business of the NZOUG.
5.2. The Committee shall give notice of the AGM in writing (including email) to members, the notice to be posted no later than 10 business days before the meeting.
5.3. A quorum at a General Meeting shall be one registered contact each from five (5) different members.
5.4. Any meeting of members of the NZOUG may be designated a General Meeting of the NZOUG by notice in writing (including email) posted no later than 10 business days before the date of the meeting to consider the business advised in the notice of meeting.
5.5. General Meetings shall be chaired by the President of the NZOUG. Should the President be absent, the members present at a General Meeting may elect a chairperson for the meeting.
5.6. All decisions of the General Meetings to be decided by majority vote.
5.7. Voting shall be by voice or in writing (which includes but is not restricted to standard hardcopy, email, fax and via the NZOUG web site) for those members present in person, or in writing or by proxy for members unable to be present in person and who choose to vote.
5.8. When voting at a General Meeting, each registered contact on a current membership with voting rights shall have one vote, up to a maximum of 10 votes per such membership.
5.9. The decisions of a General Meeting shall be recorded in the minutes and distributed to all members before the next General meeting. The minutes shall be subject to confirmation at the next General Meeting.
6.1. The Treasurer shall be responsible for the orderly management of the NZOUG’s financial affairs, shall keep records of the NZOUG’s financial affairs and shall report on the annual accounts of the NZOUG at the Annual General Meeting.
6.2. The financial year of the NZOUG shall be 1 April to 31 March.
6.3. A bank account(s) shall be maintained at an appropriate banking institution. Cheques and other instruments of withdrawal of funds shall require the signature of any one of the Treasurer, the President and the Vice President.
6.4. Any surplus funds of the NZOUG may be invested by way of short term deposit at an appropriate banking institution, as approved by the committee at a regular committee meeting.
6.5. The accounts shall be independently reviewed.
7. Common Seal
7.1. The Common Seal of the NZOUG is to be held by the Secretary of the NZOUG and is to be used only as approved by the Committee.
8. Winding Up
8.1. Any General Meeting attended by a quorum of members who have received due notice of the business to be discussed, posted to all members not later than 10 business days prior to the meeting, may wind up the society and after payment of all expenses and liabilities any remaining assets and funds of the Association on hand shall be disposed of as decided by the members provided however that no such disposal of assets or funds shall be made to the members.
8.2. In the event that there are insufficient members of the Society to form a quorum at a General Meeting, the remaining members may wind it up and donate any remaining assets to any well known and recognised public charity organisation.
8.3. In the event that, for any reason, the Registrar of Incorporated Societies winds up the society, any residual assets are to be donated to a well known and recognised public charity organisation.
9. Amendments to the Rules
9.1. These rules may be altered, added to or rescinded by majority vote at any General meeting of the NZOUG providing that the proposed changes have been posted to all members for their consideration at least ten business days prior to the date of the General Meeting.