Minutes of Committee Meeting held on January 22nd, 2002, at 12.25pm
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Present: Huntress, Debbie, Debbledee, Snow, troy. Apologies: Greg. | ||
| 1 | Constitution Items: The following items are carried over as items to be discussed from prior meetings and as new items to be looked at and discussed. | |
| 1.1 | The constitution states - "If there are insufficient nominations for a position, then nominations can be taken from the floor at the Annual General Meeting", does this mean that if there are fewer than 2 nominations for a position, then nominations are open to the floor (one isn't sufficient to vote on, if after it has been thrown open to the floor there is still only one candidate for a position then it is automatic that this person is elected). Arguments: Pro: People should have a choice and the opportunity for choice. Throwing the nominations open to the floor at the AGM, if there is only one prior nomination, allows people to decide at that time if they wish to nominate for a position after seeing their only choice which they may not consider good enough. Con: People have plenty of time to submit their nominations, so should not need to do it at the last minute. Allowing it to be open to the floor at the AGM also allows the possibility of enabling people to flood the AGM with supporters at that time, to play last minute power games and circumvent the outlines of the constitution. Vote: Pro 2 Con 3 | |
| 1.2 | Proxy votes being accepted at meetings other than the AGM. As the constitution only details proxy votes in reference to the AGM, and it is not mentioned for other meeting types, that does not translate to it not being allowed. Decision: All present agreed that proxy votes should be acceptable for the AGM and ordinary committee meetings, however they should not be allowed for Extraordinary meetings as such meetings really need all people present in person. | |
| 1.3 | "The Executive Committee must, on receipt, in writing, of at least ten per cent of the total number of members or ten members, whichever is the greater, convene an Extraordinary General Meeting." At this early stage this figure is too high and it is suggested that we change ten members to 4 or 5 members but keep it as "or 10%". Decision: This was accepted as discussed, with ten currently being changed to four. This is something that must be reviewed at a later date when membership numbers are much higher.
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| 1.4 | Deadlines for nominations, reports, etc for the AGM be shorter, such as 21 days rather than 28 days. Arguments: Pro: This allows people more time to submit nominations if they are not certain about doing so or are waiting to see who else nominates first. Con: Does not leave much time for sorting out nominations and reports and then getting out the final information to members for such things as the AGM. People have enough warning about submissions to get them in on time. Vote: Con unanimous | |
| 2 | Outstanding memberships: Need to start enforcing outstanding membership rules and deal with current overdue fees. Huntress will draft a letter to be sent to current members in arrears, and once approved will send this to any memberships currently in arrears to sort out payment and whether or not they wish to continue as members. | |
| 3 | Consensual: | |
| 3.1 | Fundraising: Debbie proposed that we start raising funds to help pay or subsidise for people from SA to go to Consensual 2002 in Queensland.. Arguments: Pro: Many people would like to go but can not afford to. Paying for at least a couple of committee members to go will mean SA is represented at the convention and it will give us the opportunity to see and learn how others run one so that we can use this information to help us organise and run our own, hopefully next year. Con: Hard to determine criteria for who should get subsidised. Using funds raised to send over committee members will be viewed by those we are meant to represent poorly, as they will not see it as a fact finding and learning opportunity, but rather as an opportunity to enjoy ourselves and abuse organisation funds. We do not need to attend the convention to find out how it was set up and run, that can be learned through open communication with the current and past convention organisers. Funds would be better being raised for our own future convention, not being spent attending someone else's. Vote: Pro 2 Con 3 Decision: We should look at raising funds for holding our own convention next year. | |
| 3.2 | Committee: Should advertise our intention to set up a committee to organise a convention and a bid for Consensual 2003, so that any and all interested in being a part of it may join. Huntress will draft a notice, to go out to local lists and groups, for approval by the committee. Debbledee will look into how, when and where a bid must be submitted. | |
| 3.3 | Dates: Look at October long weekend or during Feast next year as possible time to hold a convention. Need to see if this clashes with University exams and maybe how we might use Feast prestige and publicity to aid our cause. Setting a rough date allows us to make venue enquires to start working out costs and feasibility.
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| Meeting Closed: : 1.50pm | ||
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