# Minutes of meeting 2019-04-30 ## Ordinary General Meeting *Meeting opened 13:25* ## Attendance [MLG] [FVP] [PJA] [JGM] [MPT] [NTU] [TAY] [GOZ] [DBA] Wil Leyland [042] [TEC] [AJT] Nadia ALangton Alex Sheldon Lewis [LE@] Aiobinn Daniel Finley Max ## Reports -[FVP] proc motion to skip reports -[MLG] seconds, unanimous ### President's Report ### Vice President's Report ### Treasurer's Report ### Secretary's Report ### OCM Reports ## Elections - Disussions on who would like to be RO - Nick nominates himself, mpt seconds - Unanimous ### Secretary - [PJA] nominates [MLG], seconded by [JGM], accepts - [FVP] nom donald, declines - [FVP] nom alistair, declines - alex nom [FVP], declines - [MLG] nom [FVP] again, [PJA] seconds, decliend - alistair nom aiobhin, declined - [FVP] nom alex, alistair secodns, declines - Nominations close - [MLG] wins by default - Speech: tried to get on 2 and 3 years ago, wore ths shirt, curse lifted - Will do an average job ### Other Positions Arising - Not relevant ## General Business ### Life Membership - [SJH] - [MPT] reads motion - [NTU] put forward [MSH] before, but [SJH] is also des - In some ways good that it's completely separate - [MPT] thanks [SJH] for her input - [NTU] concern raised before over whether we still see this person, in this case, yes - Have relatively - [MPT] Seconds - [FVP] speaks in favour - From her contributions that have been evident and what I have heard of her contributions to CS I believe it is well deserved - *[TAY] and [GOZ] and [DBA] enter 13:37* - Liam Spence : Q how many? 10 - Any special privs? [MPT]: No except honour - [NTU] actually takes, cause not financial -VOTE: 16:0:3 - [FVP] would like to welome [SJH] as a life member ### Constitutional Amendments - [FVP] proposed amendments for compliance with the Associations act - *13:47* Wil Leyland arrives - Rationale: Update the references to the new Act to 2015, - [TAY]: What is the motivation for exec to have to be members of the club - [GOZ]: Does SOC requirements mean that all full time students have to be allowed to join - [TAY]: No, as long as it's not discriminatory - [TAY]: seems unnecessary - [MLG]: problem engaging with the member base is the issue with people getting elected that aren't a good fit, not a problem if good attenance at ordinary meetings - [JGM]: enters 13:53 - [FVP]: moving AGMs to the end of the year might benefit this problem - [042]: on the topic of club culture - [TAY]: limit discussion to constitutional change - Exec requirement - Changing common seal requirement - Has barely been used - Other: Could you change what it means -[JGM]: The motivation for removing it? - [MLG]: It isn't useful - Payments to committee members - [MPT] motivations for differentiations - [TAY]: payments to normal members often go to committee - [FVP]: already a restriction on payments to members, need to clarify how this happens to committee - [MPT]: I think the clause just needs to clarify that committee are subject to the same restrictions as to other members - Explicitly include committee in the payments to members section, is there a reason not to? *[TEC] leaves 14:02* - [NTU] does any of these need to be made now? - About people being not a member, will this happen? - [TAY]: go through them one by one - [FVP] Some changes aren't needed - Need typo fix - Need the payments to committee - [GOZ]: Constitution doesn't bind us by soc, wouldn't satisfy the act - Named the two proposed motions with the tr - [NTU] believes we are already in compliance - [TAY] doesn't believe you should be required to be a member for 6 months, but nominating while not a member seems stuffed - Lewis: Case of returning member, might be fully qualified but not meet 6 months rule - Wil Should address culture with other policy - [FVP] Happy to not include 6 months provision in this vote, needs further discussion - [JGM] Don't think the constitution needs to clarify - [TAY] Seems to be jumping around, please go through them one at a time - [TAY] Procedural motion to separate the constitutional amdms out - Alistair seconds - Vote: 15:0:3 [THA] [PJA] leaves 14:15 [AJT] leaves 14:17 (lost quorum) - [FVP] will read out each change and its wording [AJT] returns 14:19 (regained) -[NTU] can we do some sort of indicative vote on the broad before discussing the details Nadia enters 14:20 - Amending 1987 2015 ([FVP], seconded [TAY]) - All-1:0:1 - Section 6, defining when membership starts and ceases -[TAY]: 6.6 seems weird -[NTU]: I believe this can be worded much better given time - Could be turned into an exhaustive list - Would like to word this better - JGM Speak on the wording, everything seems to be on a subscription model, think about how memberships will be run in the future - [GOZ] that's not how subscriptions - [FVP] Making our constitution clear and concise is a long project - [GOZ] are these changes requried for compliance? -[MPT] Yes. - [NTU] needs to be clarified, this stuff is implicit - [MPT] this is stated clearly that needs to be explicit - [GOZ] This is about whether we want to be implicit or explicit -[FVP] please keep opinions on the goodness of the constitution to outside the meeting -[JGM] would object to giving discretion to committee? - [GOZ], [TAY]: Yes - GOZ Putting it in is a bit gross, but things won't go wrong. Things could go wrong if it's not in there - [MLG] can we vote on this now? - [NTU] as for gaining membership, we need to look at our policy of adding new memberships - should be reviewed at a next committee meeting or similar -[TAY] Not allowed to deny current students membership except for explicit reason -[JGM] Proposes temporary membership idea - [TAY] seems like an overcomplication to me - could cause issues with oday grants - [FVP] could we keep discussion to the indiviual amendments, or propose of your own - [NTU] and [JGM]'s proposals will change the procedure of the club, and that's what this is about - [NTU] this motion *does* change the function of the club, there are previous - Propose an amendment to allow us to vet applications in some way - [JGM] my idea is to remove the explicit burden on committee to approve, just will allow rejection within a reasonable timeframe - [TAY] [NTU]'s problem can be solved by making expultion permanent - [GOZ] Change "receipt" to "receipt and acceptance" and leave acceptance explicitly vague - 16:2:0 ALangton leaves 14:46 - Motion as amended read - [NTU]: Wish to make a minor change to .6 - Make it an exhaustive list - [GOZ] seconds "..1 Resignation ..2 Non-payment ..3 Cancellation of membership under sec. 20" -Vote: 15:0:2 -[NTU]: "A person may leave the club or resign a particular post they hold, at any time, by stating so publicly" - [TAY] Think being in writing is important - [JGM] A number of people have made statements about resigning and would have counted under this - Would create a management nightmare if it's not submitted to the club - [NTU] Not ruling out writing, in fact encourages it - No seconds - [NTU] "A person may leave the club or resign from a particular post they hold at any time by providing written notification to the secretary" - Seconded by [JGM] - [TAY] Would leave the constitution in conflict? - [FVP] just an amendment to the previous motion - Vote: 13:0:4 - Sheldon enters 15:00 - [NTU] Do you believe that removing 16.1 will also satisfy this - [MPT] resiging as a member does not require resigning as an exec with the current requirements - [JGM] this is important to get right - [FVP] resigning as a member -[FVP] Motion to amend the motion to include the Vacancies.Resignation changes -[GOZ] seconded - [TAY] Rationale for removing notice period? - [FVP] absurd to require times for volunteer positions - And handover can take place without being in the position - [TAY] and are you aware that this would shorten the deadline for the OGM afterwards by 2 weeks? -[FVP] yes - Vote: 15:0:1 - [FVP] any other comments to make on the special resolution before vote? - Unanimously passes - [FVP] Voting the common seal isn't necessary now, withdrawn - Procedural motion to adjourn for 5 minutes - Here after adjournment: 17 - [FVP] Vacancies.Cessation and Acceptance of Other Positions - [TAY] Should be as an eligibility requirement but not as a vacancy - [GOZ] I think it's an elegant solution - Seconds - [TAY] Does what's needed, will vote for it - Vote: Unanimous (16) - [FVP] Require executive members to be members of the club as well - [GOZ] seconds - *Text here* - Lewis: Clarify: Loophole on financial members of the club -[GOZ] reccomend changing to "financial members" - [JGM] shouldn't exclude life members - [TAY] LM's are allowed to be financial, allowing this would allow exec that can't vote a general meetings - [TAY] seconds - Vote: 15 *[NTU] leaves 15:36* - [FVP] rereads the motion - Vote: 15:0:1 - [FVP] Motion to add Elections.7: requirement of holding at most one position - [GOZ] seconds - Vote 14:2:0 - [FVP] Motion to change Duration of office - [JGM] should end midway through the AGM - [TAY] not specified but this is what happens - [MPT] this is a legal requirement - [MPT] how to word it? - [TAY] Upon election - [GOZ] Seconds - Vote 15:0:1 -[FVP] Motion to change Finance.6 to include ", including to a member of the committee," - [MPT] seconds - [MPT] No cost, affirms our compliance - [GOZ] Constitution is already a mess, let's do it - Vote: 14:1:1 *[AJT] reenters 15:48* - [FVP] motion to require a full review of all group memberships - [MLG]: We don't need to vote on this to allow the committee to do this, don't think we need to force the committee to do it - [JGM] Against this - [LE@]: Why? - [FVP]: Don't feel like there's an agreement amongst those who this will affect - Want to seek a mandate from the member base to see if this is something that the club wants - [GOZ] remove the deadline if all you want is a mandate - [JGM]: please explain to the meeting why this is something we should support? - Can't say I have full confidence in everyone on every group - Feel like this is something that should be done regularly - [TAY]: Constant discussion since 2014 amongst members and committee to do but hasn't been done yet still - [GOZ] currently, chain of trust is long in wheel, endorse anything that can shorten the chain of trust - [LE@]: Have you proposed this as a method of "getting back" at a specific member [FVP]? - Nadia: You could vote of no confidence - [LE@] don't believe it rises to that level, but have been disgusted at some of the machinations following the AGM - Should this be withheld? - Aiobinn: Someone with a conflict of interest should abstain, this is something that is done as a committee as a whole - [GOZ]: Should only speak if you're trying to sway someone - [LE@]: - Wil: This is to increase trust - [JGM]: Inherantly touchy, shouldn't be addressed directly - [TAY]: New regs, no-one has been reassessed since then - I have to trust people appointed by committees from before I was born currently - Should be a standard procedure, which is what other clubs do - Lewis: Unigames: we were storing member addresses (as only committee), decided even that was an unacceptible risk - Daniel: Not very involved, but see what's going on - If people haven't done anything wrong, there's no isssue - Wil: Issue here is transparency. Committee represents the members of the club. -[MLG]: Risk of losing valuable older members of the club, who still contribute to the club (i.e. online) - [FVP] responds, concerned that people will feel like there is hostility - [TAY]: That's separate, if someone has expressed interest and interacted that that's review done, they're good to go - Lots of concern about how the review will take place - [MLG]: Remember how many door members we lost last time? - Not sure that this committee would be able to make an ethical review of wheel - [LE@]: Light paper trail for 5 years - Hard not to consider the genesis of this attempt - Been suggested rather credibly that this could be a pretext - Finley left - [GOZ] Procedural motion to vote on this - Vote: 8:5:2 *Max enters 16:20* *[JGM] returns 16:22* - [FVP] rereads the motion - [JGM] amendment proposal: potentially an early deadline for putting in a procedure for - Vote: 11:3:1 ### Other Business *Meeting closed 16:30* -------------------------------------------------------------------------------- *Minutes uploaded by [MLG] at 16:23 on 2019-05-11*