MEETINGS USING TECHNOLOGY

26 March 2020
Dear Members

A question has been asked whether Clubs or States can meet using technology such as Skype, Facebook or other mediums given that the ACDS has announced a cessation of driving activities and as part of that, indicated that meetings should not occur.
The intention behind the banning of meetings was to prevent face to face contact during the COVID-19 pandemic.
Clubs or States can using technology to meet however should be mindful of the following points:
 The Rules of your Club or State must specifically allow for the use of technology to meet;
 You should check that your Rules do not state something like “a quorum for a meeting is XXX members in person. If this is stated, then the meeting can only be legal if the members are present in person.
 If you Rules state something like “a quorum for a meeting is XXX members, and you have members join by technology, then the meeting is legal.
 If you Rules state something like “a quorum for a meeting is XXX members in person; and there is a separate clause that states something like” without limiting the discretion of members to regulate meetings, the members may, if they think fit, confer by any technology; and you have members join by technology, then the meeting is legal.
 The reason I have referred to a meeting being legal is that you do not want to make an important decision via a meeting using technology and later work out that you were not authorised to use technology as this will make the decision void.
 If you use technology to hold a meeting, you need to ensure that all members entitled to attend the meeting are able to attend i.e. they have the technology available to attend.
 Normal rules about notice of meeting, etc need to be observed.
This is not intended to be legal advice but a few matters to consider if you wish to use technology for a meeting.

PETER LEE
Federal President

Technology meetings – members announcement 26-03-2020