[EuroPython] Europython society
Jacob Hallén
jacob at strakt.com
Wed Feb 4 17:04:39 EST 2004
I have put together a proposal for bylaws, a template for minutes from the
formative meeting and a template for minutes from an initial board meeting.
We should form the society in our meeting on Monday, so that it can start
operating as a fiscal entity as soon as possible.
If you want anything changed, please post this to the list, so we don't waste
valuable IRC time on such details.
We also need a proposal for at least 3 board members, including a chairman and
a treasurer. At least one of these should be available in Göteborg, so we can
actually access bank accounts and make payments.
Feel free to propose people or volunteer on the list or at the meeting.
Jacob
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Minutes of the initial board meeting of the Europython Society
Held 2004-02-09
Present:
XX, Chairman
YY, Board member
ZZ, Board member
1. XX opened the meeting and wished everybody welcome.
2. The board decided to open an account with F?reningssparbanken
and to connect the account to Internet access.
3. The board decided to register the association with the Swedish
Tax Authorities, to get an official registration number.
4. The board decided that XX, YY and ZZ
may, each on their own, sign for the association.
5. The board meeting was closed.
XX YY
Secretary Chairman
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Bylaws of the Europython Society
1. The name of the society is "The Europython Society", abbreviated "EP".
2. The society is a non-profit society (ideel f?rening) under Swedish
law. The purpose of the EP is to organise conferences centered around
the programming language Python
3. The legal residence of the board is in G?teborg, Sweden
4. Membership is open to individuals wishing to participate in the
organising of a Europython conference.
5. To become a member, the applicant must submit an application
to the board of the society. The board accepts or declines the
application by a simple majority vote at its next meeting. The board
may delegate the right to accept membership application to one or more
individual board members, but denial of membership must always be done
by a vote of the board.
6. The formal decision making bodies of the society are
- The General Assembly
- The Board
7. The General Assembly is the highest decision making body of the
society. It meets in a regular annual meeting and in extra sessions
when called.
All decisions of the General Assembly are made by simple majority
among the voting members. Members may vote by proxy or submit written
votes in specific issues to the board. All written votes must be
declared by the chairman at the beginning of the meeting. If there is
a draw between two proposals a second vote shall be made. If that one
fails, the issue shall be decided by the drawing of lots.
8. At the annual meeting of the General Assembly the following items
of business must be on the agenda:
- Opening of the meeting
- Selection of chairman, secretary and 2 checkers of the minutes for
the meeting
- Motion establishing the timeliness of the call to the meeting
- Presentation of the annual report and annual accounts by the board
- Presentation of the report of the auditor
- Discharge from liability for the board
- Determination of the size of the board for the period until
the next annual meeting of the General Assembly
- Election of chairman of the board
- Election of members of the board
- Election of one auditor and one replacement
The auditor does not have to be certified in any way and is normally
selected among the members of the society.
- The optional election of a nomination committee for the next annual
meeting of the General Assembly
- Presentation of a budget by the outgoing board
- Acceptance of budget and decision on membership fees for the
upcoming year
- Propositions from the board
- Motions from the members
- Closing of the meeting
9. An extra meeting of the General Assembly must be called by the
board when requested by
- a member of the board
- the auditor or the auditor replacement
- at least one fourth of the members of the society
The meeting must be held within 28 days of the request.
At an extra meeting of the General Assembly the following items of
business must be on the agenda:
- Opening of the meeting
- Selection of chairman, secretary and 2 checkers of the minutes for
the meeting
- Motion establishing the timeliness of the call to the meeting
- The item of business that was the reason for the extra meeting
- Propositions from the board
- Motions from the members
- Closing of the meeting
An extra meeting of the general assembly may make decisions on any
issue that has been duly announced, including the election of a new
board, changing of membership fees and modifications of the bylaws.
10. Meetings of the General Assembly must be called at least 14 days
before they are to be held. Propositions of the board and motions of
the members must be made available to all members at least 5 days
before the meeting.
The General Assembly may not make decisions on items of business that
were not announced in due course before its meetings.
11. Meetings of the General Assembly may be called by postal or
electronic mail. It is up to each member to keep the board informed of
current addresses for both forms.
12. Meetings may be held in person, by telephone conference or over
the Internet, using a text or audio based format. It is up to the
board to decide the form of the meeting, subject to limitations
imposed by the General Assembly. Under all circumstances the selection
of medium for meetings should be made to ensure that all members have
a chance to exercise their rights to vote and have a voice in the
affairs if the society.
13. The board consists of a chairman and 2-6 board members.
14. The board handles all day-to-day business of the EP. It is allowed
to enter contracts for the society and handle any issues that have not
been otherwise regulated in the bylaws or by the General Assembly.
15. The chairman of the board together with any one member of the
board has the authority to sign for the society. The authority to sign
for the society may be delegated to individual board members through a
decision of the board.
16. The board may within itself select officers for special
functions. However, the board as a whole is responsible for the
activities and finances of the society.
17. The fiscal year of the EP is from 1 January to 31 December.
18. A member may at any time terminate the membership by informing
the board in writing.
19. A member is automatically considered to have terminated the
membership if the membership fee has not been paid within three months
after the annual meeting of the General Assembly.
20. A member that acts against the interests of the society may be
suspended by a majority decision of the board. The member may then be
expelled from the society at a meeting of the General Assembly by a
regular vote.
21. The society may be dissolved by the General Assembly if two thirds
of the present voting representatives vote for the dissolution. If the
motion to dissolve the society passes, the General Assembly has to
decide on the disposition of the assets of the society.
22. If the society at any time has less than two members or if it for
a continuous period spanning two annual General Assembly meetings has
less than five members, the society is automatically dissolved. In
such a case, any assets shall be donated to the Python Software
Foundation. If that organisation no longer exists, the assets shall go
to the Red Cross.
23. Any motion to ammend the bylaws of the society has to be submitted
with the actual wording of the proposed change. The General Assembly
may modify the proposal in details before passing it, as long as the
general intent of the motion is unchanged. A motion to change the
bylaws must be supported by at least two thirds of the present voting
representatives in order to pass.
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Minutes of the meeting where the Europython Society is formed
Held 2004-02-09
Present:
Laura Creighton
Tom Deprez
Martijn Faassen
Beatrice Fontaine
Jacob Hall?n
Michael Hudson
Anna Ravenscroft
Joachim Schmitz
1. Jacob Hall?n opened the meeting and wished everybody welcome.
2. Jacob Hall?n was elected Chairman of the meeting.
XX was elected secretary of the meeting.
YY and ZZ were selected to check the
minutes of the meeting.
3. The persons present unanimously decided to form the Europython Society.
All persons present decided to join the Europython Society.
4. The motion to adopt the bylaws as presented in Appendix 1 was
approved.
5. AA was elected chairman of the board.
BB and CC were elected members
of the board.
7. DD was elected auditor, with EE as
replacement.
8. The membership fee for 2004 was set to SEK 1.00 per person.
9. The meeting was closed by the chairman.
XX Jacob Hall?n
Secretary Chairman
Minutes approved:
YY ZZ
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