NZOUG Rules

Rules of the New Zealand Oracle Users Group as of 1 November 2010

1. Name

• The name of this society shall be the New Zealand Oracle Users Group Incorporated (NZOUG).

2. Objectives

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. Membership and Voting Rights

• 3.1. There shall be two classes of membership: individual membership open to individual people and corporate membership open to bodies corporate.
• 3.2. 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.
• 3.3. Membership shall lapse automatically if the annual subscription (if any) is unpaid 3 months after the issue of subscription invoices.
• 3.4. 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.
• 3.5. Up to three representatives of any corporate member organisation may represent that member at a General Meeting of the NZOUG and exercise voting rights on behalf of that member organisation.
• 3.6. A member is an individual or organisation who has paid the membership fee (if any) due for the current financial year or, during the first three months of any financial year, has paid the membership fee (if any) in respect of the preceding financial year.
• 3.7. When voting at a General Meeting, each individual member shall have one vote and each corporate member shall have three votes regardless of the number of representatives of the corporate member present.

4. Committee

• 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 shall be individual members or employees of organisations which are corporate members of the NZOUG.
• 4.2. The Committee shall be elected at the AGM of the NZOUG for a term of two years with 3 positions being elected each year.
• 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 15 financial members. For the purpose of determining whether a quorum exists, each corporate member represented shall be taken as the equivalent of 3 members whether or not 3 representative of that member are present.
• 5.4. Any full meeting of members of the NZOUG may be designated a General Meeting of the NZOUG by notice 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 Chairperson 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. 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. Subscriptions

• 6.1. Annual membership fees shall be determined by the Annual General Meeting and shall be paid no later than three months after the issue of membership renewal notices.
• 6.2. Accepting membership means that you are accepting that your organisations name may be displayed on our website or other NZOUG material.

7. Finance

• 7.1. The Treasurer shall be responsible for the orderly management of the Association'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.
• 7.2. The financial year of the NZOUG shall be 1 April to 31 March.
• 7.3. A bank account 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.
• 7.4. 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.
• 7.5. The accounts shall be independently reviewed annually.

8. Common Seal

8.1. The Common Seal of the NZOUG is to be held by the Secretary of the Association and is to be used only as approved by the Committee.

9. Winding Up

• 9.1. 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.
• 9.2. 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.
• 9.3. 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.

10. Amendments to the Rules

• 10.1. These rules may be altered, added to or rescinded by majority vote at any General meeting of 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.