Minutes of the Special General Meeting of the University Computer Club Wednesday 6th October 1999 Present ======= [DJL] = David Luyer [luyer] [NTU] = Nick Bannon [nick] [SAF] = Simon Fryer [fryers] [DES] = Duncan Seargent [dunc] [AJW] = Andrew Williams [andrew] [MTL] = Mark Tearle [mtearle] [JEB] = James Bromberger [james] [WAZ] = Warrick Mitchell [wazza] [DTA] = Leighton Haynes [dayta] [PRT] = Bruce Murphy [packrat] [YAK] = Ian McKellar [yakk] [GMB] = Grahame Bowland [gbowland] [BRQ] = Bryden Quirk [mulderq] [GEL] = Jocelyn Kuan [gelignit] [DGB] = David Basden [davidb] [BEN] = Ben Rampling [ben] [TDH] = David Manchester [mustang] [ZAR] = Tracy Brown [zarie] [AFS] = Angus Stewart [bongus] [SMD] = Stuart Duncan [sety] [PDA] = Paul Andinach [pandinac] [ATA] = Alastair Irvine [alastair] Apologies ========= [SAM] = Samantha Bentink [pol] [MEL] = Melissa Challenor [melissa] Agenda ====== Election of Secretary Election of Ordinary Committee Member Motions (as announced) Notices of Motion ================= Motion 1 ======== Spelling, numbering and consistency fixes: That item 12, Duties of the Committee, be added to the index of the constitution where it appears to be an accidental ommission between items 11 and 13. That is, add the text "12. Duties of the Committee" between the text "11. Duration of Office" and "13. Exercise of Powers". That the title of item 18 be made consistent in the index and the constitution as "General Meetings" (plural in both places). That the title of item 25 be made consistent in the index and the constitution as "Amendments to the Constitution" (plural in both places). That in item 2, definitions, the definition of "General Meeting" be changed to "Annual General Meeting or other Ordinary or Special General Meeting" That the comma in section 4 be deleted. That the words "Members must agree to abide the constitution" be changed to "Members must agree to abide by the constitution" in item 7. That in item 10.2 (Election) the words "as least ten days" be changed to "at least ten days". That item 11, Duration of office, have the word "as" inserted between the words "except" and "elsewhere" in the words "except elsewhere provided in this constitution". That in 14.1 discussing financial business, the words "open accounts" be clarified to "open banking accounts". That in section 15, the headings "Ordinary Meetings", "Notice of Meetings", "Special Meetings", "Quorum", "Voting" and "Rules of Debate" be numbered as sections 1, 2, 3, 4, 5 and 6 respectively. That in item 15 under the heading Special Meetings sub-section 2 shall be split into sub-sections 2 and three at the sentence break. That in item 16 the sections "President", "Vice-President", "Secretary", "Treasurer", "Ordinary Committee Members" and "First Year Representitive" be numbered 1, 2, 3, 4, 5 and 6 respectively. In the duties of the treasurer in item 16, change the word "provision" to "provisions" in line with all other parts of item 16. That in item 17 the sections "Resignation", "Absence" and "Election" be numbered 1, 2 and 3 respectively. That in item 18 sections 1 to 12 are numbered as in the index, and that under item 18.4 the two sub-secions are numbered 1 and 2 sequentially. That in item 18 the heading "Meeting Called by Ordinary General Members" in the body and "Meeting Called by Ordinary Members" in the index be renamed "General Meeting Called by Ordinary Members" in both places and that under the heading the first (unnumbered) section is numbered section 1, and the second section (numbered 1) is split at the sentence break to number 2 and 3. (formerly there was only number 1, the second section, due to a formatting error) That in item 22.4 the words "Executive Committee" be changed to "Committee", in line with the other changes made on 16 February 1996 of the Executive Committee to be named the Committee. Motion 2 ======== To add to item 13 "except as elsewhere provided in the Constitution". Motion 3 ======== That in item 15 under the heading Special Meetings sub-section 1 shall be changed from "The Secretary shall forthwith call a meeting of the Committee upon receiving a written requisition from at least three members thereof; and such special meetings shall be held not later than seven days immediately following the receipt of such requisition." to "The Secretary shall forthwith call a meeting of the Committee upon receiving a written requisition from at least three members thereof; and such special meetings shall be held not earlier than 4 days due to the required notice and not later than 9 days days immediately following the receipt of such requisition." Motion 4 ======== That in item 15 under the heading Special Meetings sub-section 2 the sentence "If the Secretary fails to call the meeting within that time, any one of the members signing the requisition may do so." be changed to "If the Secretary fails to announce a meeting within 5 days, any one of the members signing the requisition may do so and must 4 days of written or email notice to all other members of the Committee." Motion 5 ======== That in item 18 under the heading "Notice of meeting" the words "The Secretary shall notify all members of any General Meeting at least ten days before the date of the meeting." be changed to "The Secretary shall notify all members in writing or by e-mail, as well as by notice of meeting on the club notice-board, of the date, time and location of any General Meeting at least ten days before the date of the meeting." Motion 6 ======== That in item 18 under the heading Meeting Called by Ordinary General Members the section "The Secretary shall forthwith call a Special General Meeting upon receiving a written requisition from at least ten ordinary members of the Club and such meetings shall be held not later than fourteen days immediately following the receipt of such requisition." be changed to "The Secretary shall forthwith call a Special General Meeting upon receiving a written requisition from at least ten ordinary members of the Club and such meetings shall be held not earlier than 10 days due to the required notice and not later than 17 days immediately following the receipt of such requisition." Motion 7 ======== That in item 18 under the heading Meeting Called by Ordinary General Members the sentence "If the Secretary fails to call the meeting within that time any one of the members signing the requisition may do so." be changed to "If the Secretary fails to announce a meeting within 7 days any one of the members signing the requisition may do so and must attempt to give 10 days of written or e-mail notice of the date, time and location to all members as well as placing a notice with this information on the club notice-board." Motion 8 ======== That in item 18 the section Special General Meeting be changed from "The Committee may at any time call a Special General meeting of the Club." to "The Committee may at any time, without the need for a Committee meeting, call a Special General Meeting of the Club by the written agreement of at least 4 Committee members, at least one of whom is a member of the Executive. This meeting must be notified by the Secretary as with all other General Meetings, or if the Secretary has resigned or is unavailable by any one of the Ordinary Committee Members." Motion 9 ======== That in item 22 an item 5 be added that "The Committee may, outside a Committee meeting, agree to a payment or purchase by written consent of five Committee members including at least two Executive members of the Committee. Such written consent must be tabled and minuted at the next meeting of the Committee." Motion 10 ========= That in item 16 in section "Secretary" be added a fifth duty, "5. to ensure that an accurate copy of the Club constitution is maintained in an easily accessible portion of the Club online presence." Meeting ======= General Meeting opened 6:20pm [AJW] moves we suspend standing orders. Seconded [JEB]. Passed without dissent. [SAF] and [JEB] chosen as returning officers. [YAK] asks for nominations for secretary. [BRQ] nominates [ZAR]. She's not a UWA student. [DES] nominates [BEN]. Seconded by [WAZ]. Accepted by [BEN]. [ZAR] nominates [DES]. Seconded by [DGB]. Declined by [DES]. [TDH] nominates [PRT]. Seconded by [YAK]. Accepted by [PRT]. [BRQ] nominates [GMB]. Seconded by [ZAR]. Accepted by [GMB]. [BEN] voted in as Secretary. [YAK] asks for nominations for OCM. [DGB] nominates [SMD]. Seconded by [ZAR]. Accepted by [SMD]. [AJW] nominates [GMB]. Seconded by [YAK]. Accepted by [GMB]. [AFS] nominates [ZAR]. Seconded by [BRQ]. Accepted by [ZAR]. [DES] nominates [PRT]. Seconded by [MTL]. Accepted by [PRT]. [GMB] voted in as OCM. Motion 1 was read and discussed. [JEB] proposes [BRQ] seconds amendment to change from "banking" to "financial". Amended motion voted and passed by greater than two thirds. Motion 2 was read and discussed and passed by greater than two thirds. Motion 3 was read. [DES] proposes reducing the time periods in question to 2 days notice for special meetings and 7 days at maximum. Original motion not passed and no amendment was passed as this would expand it outside the scope of the original motion by reducing the notice period. Motion 4 was read. [PRT] proposes to amend it to "must give the same notice as required of the Secretary". Seconded [WAZ]. [DJL] proposes that the period is changed from "within 5 days" to "within the time required to give the required notice before the latest date that the Secretary could call the meeting to be at". Seconded [NTU]. The amended motion is that "If the Secretary fails to call the meeting within the time required to give the required notice before the latest date that the Secretary could call the meeting to be at then any one of the members signing the requisition may do so and must give the same notice as required of the Secretary." The first amendment by [PRT] was voted on and passed. The second amendment was voted and not passed. [YAK] proposed that we change the period from 5 days to 3 days given motion 3 did not pass. Seconded [DJL]. Voted and passed. The motion as amended by [PRT] and [YAK] was voted on and passed by greater than two thirds. Motion 5 was read. [AJW] proposes an amended motion "The Secretary shall make all reasonable attempts to notify all members using at least e-mail and a notice on the club notice-board at least ten days before the date of the meeting." Seconded by [DJL]. Motion was voted on as amended and passed by greater than two thirds. Motion 6 was read. [PRT] proposes that the words "not earlier than 10 days due to the required notice" be removed and that the words "with appropriate notice requirement" be substituted. Seconded [WAZ]. Motion was voted on as amended and passed by greater than two thirds. Motion 7 was read. [PRT] proposes that the words "must attempt to give 10 days of written or e-mail notice [...] club notice-board." be changed to "must make all reasonable attempts to give the same notice as required of the Secretary". Motion was voted on as amended and passed by greater than two thirds. Motion 8 was read. [PRT] proposes we amend it to add "with the same notice requirements of the Secretary." Motion was voted on as amended and passed by greater than two thirds. Motion 9 was read and discussed. [NTU] debated the theory of there being a better way to do it. Motion was voted on and passed by greater than two thirds. Motion 10 was read. [WAZ] suggests this should be a duty of webmasters. [DJL] points out webmasters are not a part of our constitution and that making the constitution available is a duty of the Secretary. Motion was voted on and passed by greater than two thirds. Meeting closed at 8:00pm.