HUMBUG AGM 2011
Details
Minutes taken by who and how: Stephen Thomas on HUMBUG Wiki
Place: University of Queensland, Hawken S201
Agenda Items
The current agenda is as follows:
Contents
1. Meeting Open
- Meeting opened by Russell Stuart at 17:15
2. Attendees and Apologies
Apologies: None
Russell Stuart - President
- Gary Curtis
- Proxy for Greg Black
- Clinton Roy
- Proxy for Anthony Towns
- Clarissa Womack
- Simon Ellis
- Scott Wilson
- Proxy for Tim Kent
- Sandra Mansell
- Proxy for Elice Wu
- Peter Vidot
3. Confirmation of Previous AGM Minutes
Motion: Accept the minutes of the of the previous AGM.
Proposed: Russell Stuart
Seconded: Matthew Franklin
Result: Passed unanimously.
4. Constitutional Changes
4.1. Motion to change the definition of a Special General Meeting Quorum
Motion: Change the definition of a quorum so the size of only depends on the number of of members with voting rights at the AGM, and to make it explicit people voting using a proxy are counted. Clause 5.k in the constitution will be changed to:
- 5.k. A quorum of half of all members with voting rights plus one is required for a Special General Meeting. Members voting via a proxy are included in the quorum.
Proposed: Russell Stuart
Seconded: Matthew Franklin
Result: 18 for, 3 against, 1 abstention.
4.2. Motion to change make up of the Executitive
Motion: Eliminate the positions of Librarian and Vice President from the Executive. If the motion is successful there will be three Executive positions: President, Secretary and Treasurer. The relevant clauses in the constitution will change as follows:
- 2.a. The Executive shall be comprised of the following positions:
- President
- Secretary
- Treasurer
- 2.b. In the absence of the President the position of Acting President shall be held by the Secretary, similarly in their absence the Treasurer assumes the position.
- 2.c.ii. The Secretary shall be responsible for the day to day running of HUMBUG, and in particular arranging regular meetings.
- 2.c.iii. The Treasurer shall be in charge of maintaining the financial and membership records of HUMBUG.
- 2.e. Any executive office bearers except the President may appoint club members to be assistants for their position.
- 2.m. If the position of President falls vacant the position shall devolve upon a member of the executive in the following order:
- Secretary
- Treasurer
- This executive member shall in the process of becoming president vacate his or her old executive position.
- 4.a.i. The President must be present.
- 4.a.ii. At least 2 executive members must be present.
- 5.i. A member may proxy his voting rights for one Special General Meeting to another member with voting rights by providing a member of the Executive with signed written notice of their intent. This may be in physical, or authenticated electronic form.
- 9.b. [rescinded]
- 9.c. [rescinded]
- 2.a. The Executive shall be comprised of the following positions:
Proposed: Russell Stuart
Seconded: Matthew Franklin
Result: Unanimous.
5. Reports
5.1. President's Report for HUMBUG 2011 AGM
Welcome to the Humbug 2011 AGM. We have decided to keep this years reports as brief and to the point.
This was a big year for Humbug. We hosted LCA 2011. It was during a record flood, our venue was wiped out - yet we pulled it off.
The rest of the year has gone pretty smoothly. Matthew will give you the membership numbers, and Mark will give the treasurers report. Suffices membership has gone down, but the bank account has gone up. One thing that won't be mentioned in the membership report is we typically have in excess of 30 people in the Humbug IRC channel at any one time.
Other notable things that happened this year are:
- We have moved over to Internet banking, surrendering the cheque book and cancelling the paper bank statements.
- We moved the PO box to the UQ Postoffice. As it was only used for bank statements we aren't planning on renewing it next year.
- As the library hasn't been used in years, its contents was given away or otherwise disposed of. The only property Humbug now owns is in the meeting equipment box. It has grown in size since LCA, and has now acquired wheels.
- The Humbug VM continues to be hosted on a Virtual Machine provided by Stephen Thorne. It moved from the US an the UK recently, but otherwise continues to tick over.
And that about sums the year. I new hand your over our VP for his report.
Motion: That the Presidents report be accepted.
Proposed: Russell Stuart
Seconded: Mark Suter
Result: Passed unanimously.
5.2. Vice Presidents Report for HUMBUG 2011 AGM
Thanks Russell for the introduction.
The numbers as they stand 3/9/2011 are 30 members in total. We have only had 5 new members for the year. The email reminder that Russell sent and I had a hand in worked well and we should do this in future just to let people know that they haven't yet renewed their membership. That said most people join at the AGM so they have full membership. I expect to see the same thing tonight.
Direct deposits and the ability to join online has made it easier for people to simply pay and join. It means that people that don't live in Brisbane can join up. I would like to see that extended if possible next year.
Okay over to you Mark.
Motion: That the Vice Presidents report be accepted.
Proposed: Matthew Franklin
Seconded: Scott Wilson
Result: Passed unanimously.
Proposed: Mark Ellem
Seconded: David Formosa
Result: Outcome of Motion with vote count. Ie. Passed with 3 in favour and 2 against.
6. Nominations and Voting
6.1. President
Nominee
Proposer
Seconder
Accepted Y/N
Withdrew Y/N
Vote Count
Russell Stuart
Russell Stuart
Robert Brockway
Yes
N/A
Unopposed
6.2. Secretary
Nominee
Proposer
Seconder
Accepted Y/N
Withdrew Y/N
Vote Count
Matthew Franklin
Matthew Franklin
Russell Stuart
Yes
N/A
Unopposed
6.3. Treasurer
Nominee
Proposer
Seconder
Accepted Y/N
Withdrew Y/N
Vote Count
Mark Ellem
Mark Ellem
Russell Stuart
Yes
N/A
7
Gary Curtis
Mark Suter
N/A
No
Yes
N/A
Clinton Roy
Clinton Roy
James Iseppi
Yes
N/A
11
1 Abstain
7. General Business
7.1. Agenda Item Title
Added by: Name of Person
Amended by: Name of Person - Important, leave an empty line between items otherwise they will appear on the same line.
Replace this with Discussion of this item. The lack of a space at the beginning of the line is important to maintain the formatting of the page.
ACTION: Replace with the action item that came from this agenda item and who is going to complete the action e.g. Matthew Franklin will contact UQ about room bookings. The single space indentation is important to maintain the formatting of the page.
Motion: Replace with a motion related to this agenda item.
Proposed: Name of Proposer
Seconded: Name of Seconder
Result: Outcome of Motion with vote count. Ie. Passed with 3 in favour and 2 against.
8. Other Business
9. Meeting Close
Meeting closed at 17:39