<div dir="ltr"><div>Hi members,</div><div><br></div>Regarding changes to the LA constitution, I propose we stay within the NSW Fair Trading Model Constitution document [1].<br><br>The NSW Fair Trading Model Constitution section 4, "Register of members", is the basis for the Linux Australia Constitution section 7 ", Register of members" [2].<br><br>Deviating too much from the model constitution will likely cause misinterpretation and open the floor to possible legal issues.<br><br>The main issue our members must resolve is satisfying the purpose of obtaining member information and how that works with our privacy policy [3].<br><br>Our constitution S7(4) [4] states that a member can request "any" part of the register, whereas the model constitution S4(4) states that a member can request "a" part of the register. This word is crucial as in addition to name, postal address and joining date, the register <i>could </i>contain additional information, such as email address, phone number etc.<br><br>I would suggest changing the wording in our constitution S7(4) [4] from "any" to "a", which will help council members vet the member data portion requested with the purpose of the request as outlined in S7(6) both parts (a) and (b) [5], and bring our constitution in line with the NSW Fair Trading model constitution.<br><br>The purpose of using member data outlined in S7(6)(b) is clear and a compliance requirement.<br><br>The purpose of using member data outlined in S7(6)(a) needs to be clarified. Using member data for postal newsletters and communications of member meetings and events seems reasonable. However, the phrase "or other material relating to the association" [6] is open for interpretation.<br><br>Could I suggest that members debate what "other material relating to the association" is appropriate to communicate to a member via their personal data on the register, now and in the foreseeable future?<br><br>Onboarding New Members:<br>Something within our control and without having to change the constitution is ensuring that when new members register, they are sent links to the constitution and privacy policy. <br><br>We could also clarify what data is stored, how members can request access, and for what purposes within the same onboarding message (once everything has been appropriately defined).<br><br>In the same communication, we could ensure the member understands they can exercise their S7(5) [7] right to keep their data private and how to action that request.<br><br>I welcome feedback and thoughts from our members on this topic.<div><br></div><div>Wil.<br><br>[1] <a href="https://www.fairtrading.nsw.gov.au/associations-and-co-operatives/associations/starting-an-association/model-constitution">https://www.fairtrading.nsw.gov.au/associations-and-co-operatives/associations/starting-an-association/model-constitution</a><br>[2] <a href="https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=7.%20Register%20of%20members">https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=7.%20Register%20of%20members</a><br>[3] <a href="https://github.com/linuxaustralia/constitution_and_policies/blob/master/privacy_policy.md">https://github.com/linuxaustralia/constitution_and_policies/blob/master/privacy_policy.md</a><br>[4] <a href="https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=of%20the%20association.-,(4),-A%20member%20of">https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=of%20the%20association.-,(4),-A%20member%20of</a><br>[5] <a href="https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=available%20for%20inspection.-,(6),-A%20member%20must">https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=available%20for%20inspection.-,(6),-A%20member%20must</a><br>[6] <a href="https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=or%20other%20material%20relating%20to%20the%20association">https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=or%20other%20material%20relating%20to%20the%20association</a><br>[7] <a href="https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=of%20the%20information.-,(5),-If%20a%20member">https://github.com/linuxaustralia/constitution_and_policies/blob/master/constitution.txt#:~:text=of%20the%20information.-,(5),-If%20a%20member</a><br></div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Mon, Dec 19, 2022 at 3:45 PM Kathy Reid <<a href="mailto:kathy@kathyreid.id.au">kathy@kathyreid.id.au</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex">
<div>
<p>Thanks so much Wil and Jonathan - super helpful! <br>
</p>
<p>We have a clear way forward for anyone wanting to contribute to
changing the Constitution :-) <br>
</p>
<p>Best, Kathy<br>
</p>
<div>On 19/12/2022 12:10 pm, Wil Brown
wrote:<br>
</div>
<blockquote type="cite">
<div dir="ltr">Thanks, Kathy
<div><br>
</div>
<div>Since the initial ask for members' information was
requested, we (the council) have discussed and noted that the
current Constitution wording for section seven, specifically
subsections three and four, likely need to be updated [1] to
be 1) in line with changes to the NSW Fair Trading Act model
constitution, 2) set a realistic time for response, 3) clarity
of what data can be obtained, 4) what it can be used for and
5) how the constitution and privacy policies work together.</div>
<div><br>
</div>
<div>We also noted that the timeframe between the then council
meeting (October 26, 2022) and the upcoming AGM was
unrealistic to discuss and implement the changes. We will
raise this as an issue for the 2023 LA Council to action.</div>
<div><br>
</div>
<div>In the meantime, we welcome all members to contribute to
the discussion on this thread.</div>
<div><br>
</div>
<div>Refs:</div>
<div>[1] <a href="https://linux.org.au/council-meeting-26th-october-2022-minutes/#:~:text=Do%20we%20need%20to%20change%20the%20wording%20in%20the%20constitution%20S7(3)%20and%20S7(4)%20to%20explicitly%20state%20what%20register%20data%20a%20member%20can%20receive%20upon%20request%3F" target="_blank">https://linux.org.au/council-meeting-26th-october-2022-minutes/#:~:text=Do%20we%20need%20to%20change%20the%20wording%20in%20the%20constitution%20S7(3)%20and%20S7(4)%20to%20explicitly%20state%20what%20register%20data%20a%20member%20can%20receive%20upon%20request%3F</a> </div>
<div><br>
</div>
<div>Regards,</div>
<div>Wil.</div>
</div>
<br>
<div class="gmail_quote">
<div dir="ltr" class="gmail_attr">On Mon, Dec 19, 2022 at 11:02
AM Kathy Reid via linux-aus <<a href="mailto:linux-aus@lists.linux.org.au" target="_blank">linux-aus@lists.linux.org.au</a>>
wrote:<br>
</div>
<blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex">Hi
folx,<br>
<br>
Firstly I hope that this note finds everyone safe, well and
doing OK, <br>
after another challenging year on several fronts.<br>
<br>
Here, I'm weaving together several threads of discussion on
the mailing <br>
list in an attempt to help the community forge a path ahead;
this isn't <br>
Council endorsed - I'm doing this because I know how much
Council has on <br>
at this time of year with end of year accounting, annual
report and <br>
election preparation. They simply don't have time to get
involved in <br>
discussions on list at the moment. So, I'm providing
information that <br>
the community needs if they want to change the Constitution. I
am going <br>
to remain neutral on whether the constitution *should* be
changed - and <br>
limit the information here to the tools the community can use
to <br>
*effect* change, if desired.<br>
<br>
CONSTITUTIONAL BACKGROUND<br>
<br>
Linux Australia is an incorporated association registered in
the state <br>
of New South Wales. As such, the primary legislative authority
is the <br>
Office of Fair Trading in NSW [1]. The primary underpinning
legislation <br>
is the NSW Incorporated Associations Act 2009 (NSW) [2]. The
<br>
legislation divides Associations into Tier 1 and Tier 2
organisations, <br>
depending on their size and assets. Linux Australia, due to
its <br>
holdings, is a Tier 1 organisation.<br>
<br>
The Office of Fair Trading makes available a "model
constitution" that <br>
associations can use as their association constitution - this
gets <br>
updated from time to time, and was most recently updated
earlier in the <br>
year [3]. For example, the new model constitution is more
specific about <br>
elements such as the quorum required at general meetings. It
provides an <br>
excellent basis for LA's constitution, but has had holes in it
in the <br>
past. I haven't read the new one in depth, so cannot comment
on it here.<br>
<br>
PREVIOUS CONSTITUTIONAL CHANGES<br>
<br>
Linux Australia has previously made constitutional changes,
generally <br>
with the intent to come into compliance with the Act, or to
remain <br>
compliant. Some of the organisational history here is before
my time, <br>
but I've done my best to provide links to relevant changes.
You'll note <br>
that community discussion on changes was, ah, equally
vociferous.<br>
<br>
- In 2004, changes were made to allow the Secretary to approve
<br>
memberships without needing approval by a Committee (Council)
meeting <br>
(among others I think) [4]<br>
<br>
- In 2011, changes were made to align with the Act and I
believe to move <br>
the financial year of the organisation to better align with
conference <br>
financials [5]<br>
<br>
MAKING A CONSTITUTIONAL CHANGE<br>
<br>
In general, the Council has the power to make a constitutional
change <br>
without consulting the membership. In practice, this has been
discussed <br>
on this mailing list, and often put to a formal vote of
members. For <br>
example, in 2017, a proposal to change the organisation's name
was <br>
proposed (for transparency, by me in my capacity as
then-President), and <br>
voted on as a motion at the upcoming AGM [6]. Once a decision
has been <br>
arrived at, a member of the Council, or the organisation's
public <br>
officer then contacts the Office of Fair Trading to update the
<br>
Constitution. Fair Trading must agree to the change, and for
this <br>
reason, Linux Australia will provide a rationale for the
change - <br>
including, for example, results of a motion voted on at an AGM
or SGM.<br>
<br>
MAKING CHANGE HAPPEN IN PRACTICE<br>
<br>
So, that's the *legislative* and *procedural* aspect of
constitutional <br>
change for Linux Australia. In reality, the process of change
often <br>
takes months of negotiation, discussion and debate on list.
These <br>
discussions can get heated and occasionally, uncivil - so
let's avoid <br>
that - but the energy here shows the passion that our
membership has for <br>
creating structures that reflect our values and desired ways
of working.<br>
<br>
WHAT NEXT?<br>
<br>
- If the community wishes to change the Constitution, you need
to reach <br>
agreement on what you want to change it *to*<br>
<br>
- The Model Constitution is a good starting point.<br>
<br>
- In the past, GitHub has been used as a platform to
transparently <br>
discuss and see changes and proposals - <a href="https://github.com/linuxaustralia" rel="noreferrer" target="_blank">https://github.com/linuxaustralia</a>.<br>
<br>
- When a loose consensus has been arrived at, the change is
generally <br>
put up for voting on - at an AGM or SGM. They both have notice
periods.<br>
<br>
<br>
Kind regards,<br>
<br>
Kathy Reid<br>
<br>
<br>
<br>
<br>
<br>
<br>
[1] <br>
<a href="https://www.fairtrading.nsw.gov.au/associations-and-co-operatives/associations" rel="noreferrer" target="_blank">https://www.fairtrading.nsw.gov.au/associations-and-co-operatives/associations</a><br>
<br>
[2] <a href="https://legislation.nsw.gov.au/view/html/inforce/current/act-2009-007" rel="noreferrer" target="_blank">https://legislation.nsw.gov.au/view/html/inforce/current/act-2009-007</a><br>
<br>
[3] <br>
<a href="https://www.fairtrading.nsw.gov.au/associations-and-co-operatives/associations/starting-an-association/model-constitution" rel="noreferrer" target="_blank">https://www.fairtrading.nsw.gov.au/associations-and-co-operatives/associations/starting-an-association/model-constitution</a>
<br>
see also <br>
<a href="https://www.fairtrading.nsw.gov.au/__data/assets/word_doc/0018/1102491/Model-Constitution-for-Associations-2022-3.docx" rel="noreferrer" target="_blank">https://www.fairtrading.nsw.gov.au/__data/assets/word_doc/0018/1102491/Model-Constitution-for-Associations-2022-3.docx</a><br>
<br>
[4] 2004 - <br>
<a href="https://lists.linux.org.au/pipermail/linux-aus/2004-January/009490.html" rel="noreferrer" target="_blank">https://lists.linux.org.au/pipermail/linux-aus/2004-January/009490.html</a><br>
<br>
[5] 2011 - <br>
<a href="https://lists.linux.org.au/pipermail/linux-aus/2011-May/018832.html" rel="noreferrer" target="_blank">https://lists.linux.org.au/pipermail/linux-aus/2011-May/018832.html</a><br>
<br>
[6] <a href="https://lists.linux.org.au/pipermail/linux-aus/2017-December/023288.html" rel="noreferrer" target="_blank">https://lists.linux.org.au/pipermail/linux-aus/2017-December/023288.html</a><br>
<br>
<br>
_______________________________________________<br>
linux-aus mailing list<br>
<a href="mailto:linux-aus@lists.linux.org.au" target="_blank">linux-aus@lists.linux.org.au</a><br>
<a href="http://lists.linux.org.au/mailman/listinfo/linux-aus" rel="noreferrer" target="_blank">http://lists.linux.org.au/mailman/listinfo/linux-aus</a><br>
<br>
To unsubscribe from this list, send a blank email to<br>
<a href="mailto:linux-aus-unsubscribe@lists.linux.org.au" target="_blank">linux-aus-unsubscribe@lists.linux.org.au</a></blockquote>
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</blockquote></div><br clear="all"><div><br></div>-- <br><div dir="ltr" class="gmail_signature"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div dir="ltr"><div><font size="2">Wil Brown</font><br><div><div style="font-size:small"><br></div><div><b style="font-size:small"><font color="#666666">WordPress Consultant, Developer & Educator at </font></b><b><font color="#666666"><a href="https://zeropointdevelopment.com/" target="_blank">Zero Point Development</a></font></b><b style="font-size:small"><font color="#666666"><br></font></b></div></div><div><b><font color="#666666">Vice President of <a href="https://linux.org.au/" target="_blank">Linux Australia</a></font></b><br></div><div><b><font color="#666666">WordPress Community Deputy</font></b><br></div><div><b style="font-size:small"><font color="#666666"><br></font></b></div><div><b style="font-size:small"><font color="#666666">m. <a href="tel:+61423526829" target="_blank">0423 526 829</a> </font></b><b style="color:rgb(102,102,102)">w. <a href="https://zeropointdevelopment.com?utm_source=wil-zpd-email-signature" target="_blank">zeropointdevelopment.com</a> t. <a href="https://twitter.com/WilBrown_AU" target="_blank">@WilBrown_AU</a> LIn. <a href="https://www.linkedin.com/in/developerwil/" target="_blank">LinkedIn</a></b></div></div><div style="font-size:small"><br></div><div style="font-size:small"><b style="color:rgb(102,102,102)">Get my <a href="https://courses.wilbrown.com/catalog/free" target="_blank">FREE business courses</a>. 👩🎓</b></div><div style="font-size:small"><b style="color:rgb(102,102,102)"><br></b></div><div style="font-size:small"><b style="color:rgb(102,102,102)">Join me at <a href="https://rebrand.ly/66982?utm_source=wil-zpd-email-signature" style="color:rgb(17,85,204)" target="_blank">WordPress Sydney</a> and <a href="https://events.elementor.com/elementor-sydney/" target="_blank">Elementor Sydney</a></b></div><div><div><table border="0" cellpadding="0" cellspacing="0">
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