Merge pull request #104 from root-systems/compliance

Companies Act Compliance

context/agm-minutes-template.md

@@ -0,0 +1,15 @@
+Can also be found in Google doc format [here](https://docs.google.com/document/d/1GGpYy2vilWaYeKBagA-4jMbOR4yUkoOJ2AfoC8ux4iE/edit) 
+
+# Shareholders Meeting for Root Systems held on [date], [time] at [location]
+
+- Checkin
+- Minutes from last AGM
+- Agenda
+  - item
+- Resolutions shareholders will be voting on (to be decided and to sent to shareholders with agenda 10 days before meeting)
+  - Election of Directors (if needed)
+
+
+
+Signed (chairperson): _____________________				Date: _____________
+

context/agm.md

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+# Annual General Meeting
+
+## 10 days Before the meeting
+
+- Send the follwing:
+  - an agenda to all shareholders and Root Systems ['Auditor'](http://www.legislation.govt.nz/act/public/2013/0101/latest/DLM4632946.html#DLM4632946)
+  - Any resolutions the shareholders will be voting on
+    - Voting in a new director etc.
+  - Proxy forms (only needed if someone cannot attend)
+  - The annual report (only needed if we have more than 10 shareholders or have opted in to wanting to do this)
+  - Any relevant information
+
+## During the meeting
+
+The format of the meeting is quite strict and must be followed by law. Details are listed in the [copmanies act](http://www.legislation.govt.nz/act/public/1993/0105/latest/DLM323288.html)
+
+- The chair of the board of directors must also be chair of the AGM
+- Minutes must be taken. [Here's a template](agm-minutes-template.md)
+
+## After the meeting
+
+- Minutes signed by chair

context/rhythm.md

@@ -28,3 +28,7 @@ This is a chill environment for us to relax and spend time with each other. Mayb
 Every year we spend 4-7 days somewhere out-of-town to set our annual big picture strategy.
 
 This is basically a long retreat with a specific focus on large-scale business planning and coordination.
+
+To comply with the [Companies Act](http://www.legislation.govt.nz/act/public/1993/0105/latest/whole.html#DLM320614) we also use this meeting as our Annual General Meeting for shareholders (all of our shareholders are members)
+
+We follow [this format](agm.md) for the formal part of the meeting.

roles/director.md

@@ -22,4 +22,9 @@ The purpose of a director is to keep the business running long term (as opposed
 
 ### Rhythm
 
-* Monthly meeting with second director to discuss issues, finances and projects
+* [Monthly meeting](directors-meeting.md) with second director to discuss issues, finances and projects
+
+## Change of directors
+If a director would like to step down, [by law](http://www.legislation.govt.nz/act/public/1993/0105/latest/whole.html#DLM320800) a director must resign by letter to the listed Root Systems address
+
+> A director of a company may resign office by signing a written notice of resignation and delivering it to the address for service of the company. The notice is effective when it is received at that address or at a later time specified in the notice.

roles/directors-meeting.md

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+# Directors meeting
+
+Format of meeting must follow the [companies act](http://www.legislation.govt.nz/act/public/1993/0105/latest/whole.html#DLM323510)
+
+- Minutes must be taken and signed by chair
+
+## Minutes Template
+This can also be found as a google doc [here](https://docs.google.com/document/d/10sDQPQPc9ZDy7b63haPG3M5aI7PYdEp8oyOV2nduA5Q/edit)
+
+# Minutes of the meeting of Root Systems held on [date], [time] at [location]
+
+Present:
+
+Apologies:
+
+---
+
+- Checkin
+- Minutes from last meeting
+- Resolution: That the minutes of the meeting dated XXXX be accepted as a true and accurate record.
+  - Passed?
+- Action items from last meeting
+- Agenda
+  - item
+
+
+
+
+Next meeting of Root Systems to be held on [date], [time] at [location]
+
+These minutes have been accepted as a true and accurate record by the board of Root Systems
+
+Signed (chairperson): _____________________				Date: _____________
+