¶ Committee Meeting - 2023-09-16 - Post AGM
Previous meeting: 2023-08-19
Next meeting: 2023-10-21
Scheduled start: 2023-09-16, 14:00
¶ Agenda
- Elect office bearers
- Reaffirm Subcommittees
- Review Previous Meeting's Minutes
- Review Previous Meeting's Action Items
- Review online motions
- Other Business
¶ Minutes
These minutes document a meeting of the Perth Artifactory Inc Management Committee
¶ Members Present
-
Present:
- Beau Scott
- Ben Connor
- Fletcher Boyd
- Joshua Rospondek
- Lewis Yip (Li-aung)
- Renae Currie
- Tegan Murphy
-
Apologies:
- JC
-
Absent:
- Nil
-
Observing:
- Nil
-
Minute taker: Lewis
-
Chair: Beau
¶ Meeting Times
- Opened: 14:04 hrs
- Closed: 14:21 hrs
- Next meeting: 2023-10-21 Time: 13:00hrs
¶ Elect office holders
Refer to procedure in s35 of the constitution regarding Election of office holders.
35 Election of office holders
35.1. Subject to subrule 42.2, the newly elected committee members must hold the first committee meeting as soon as practicable after the annual general meeting.
35.2. The chairperson of the first committee meeting must be —
- 35.2.a. The first committee member to volunteer; or
- 35.2.b. If no committee member volunteers - determined at random.
35.3. The ordinary business of the first committee meeting is as follows —
- 35.3.a. To elect the chairperson of the Association; then
- 35.3.b. To elect the other office holders of the Association; then
- 35.3.c. Any other business which the by-laws require to be addressed at the first com-
mittee meeting.35.4. A separate election must be held for each position of office holder of the Association,
as follows —
- 35.4.a. The chairperson of the meeting must call for nominations from the committee members at the meeting.
- 35.4.b. If there is no nomination for a position, the chairperson of the meeting must appoint a committee member to the position.
- 35.4.c. If only one committee member has nominated for a position, the chairperson of the meeting must declare the committee member elected to the position.
- 35.4.d. If more than one committee member has nominated for a position, the committee members at the meeting must vote by secret ballot to decide who is to be elected to the position.
- 35.4.e. Each committee member present at the meeting may vote for one committee member who has nominated for the position.
- 35.4.f. A committee member who has nominated for the position may vote for themselves.
- 35.4.g. On the committee member’s election, the new chairperson of the Association may take over as the chairperson of the meeting.
- Beau volunteered to chair the meeting.
¶ Office holder elections
| Position | Nominees | Result |
|---|---|---|
| Chairperson | Beau | Beau appointed |
| Deputy chairperson | Fletcher | Fletcher appointed |
| Secretary | Lewis | Lewis appointed |
| Treasurer | Renae | Renae appointed |
¶ Officer appointments
Review of officers is not officially a part of the standard agenda for this meeting. However it makes sense to review it at this time.
| Position | Incumbent(s) | Result |
|---|---|---|
| Deputy secretary | Phoebe | Tegan Murphy appointed. |
| Deputy treasurer | Renae, Ben Connor | Ben Connor appointed. |
| Event officer | Phoebe | Phoebe vacated the role. JC self-nominated and appointed. |
| IT officer | Vacant | Vacant |
| Membership officer | Fletcher | Fletcher continuing. |
| Member storage officer | Steve Hodges | Steve vacated the role. Beau appointed. |
| Quartermaster | Vincent | Vincent vacated the role. Fletcher appointed. |
| Rehearsal room coordinator | JC, Martin Gonzalez | JC, Martin Gonzalez to continue. |
| The Ambassador | Magnus Danger Magnus | Magnus Danger Magnus to continue. |
¶ Reaffirm Subcommittees
Refer to the subcommittees bylaws regarding Annual review and Membership of subcommittee.
Annual review
At the first committee meeting after each annual general meeting, the committee must consider each subcommittee, and determine -
- Whether the subcommittee meets the minimum requirements to continue operating; and
- If the subcommittee will continue or be disbanded.
Membership of subcommittee
A subcommittee ---
- must have at least two members.
- must include at least one committee member.
- may include any person the committee considers appropriate, whether the person is a member or not.
¶ Annual review of subcommittees
| Subcommittee | Current membership (Committee members marked  ) |
Meets requirements to continue operating | Subcommittee to continue or be disbanded |
|---|---|---|---|
| IT | Nick Bannon, Blake Samuels, Vincent Dalstra, Fletcher Boyd, Thomas White |
Y | Continue |
| Infrastructure | Joshua Rospondek, Ben Connor, Fletcher Boyd, Iain Graham, Beau Scott, Renae Currie |
Y | Continue |
| Lasers | Blake Samuels, Fletcher Boyd, Glenn Martin, Kamil Seda, Nick Bannon, Bruce Chambers, Lewis Yip |
Y | Continue |
| Promotions | Phoebe-Jean Harris, Johannes Chuah |
Y | Continue |
| Associate Membership Panel | Beau Scott, Ben Connor |
Y | Continue |
¶ Motions
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Continue operation of the IT subcommittee with the membership recorded above. | Beau | Fletcher | PASSED |
| Continue operation of the Infrastructure subcommittee with the membership recorded above. | Beau | Fletcher | PASSED |
| Continue operation of the Lasers subcommittee with the membership recorded above. | Beau | Fletcher | PASSED |
| Continue operation of the Promotions subcommittee with the membership recorded above. | Beau | Fletcher | PASSED |
| Continue operation of the Associate Memberships Panel subcommittee with the membership recorded above. | Beau | Fletcher | PASSED |
¶ Review Previous Meeting's Minutes
| Motion Text | Moved by | Seconded by | Status |
|---|---|---|---|
| Accept previous meeting minutes. | Beau | Ben Connor | 6 in favour. 1 abstention (was not present at previous meeting. Passed |
¶ Review Previous Meeting's Action Items
| Action Items | Who | Status |
|---|---|---|
| Reply to invitation from Maylands Street Festival | Beau | Not done |
| Advertise the next Work On The Workshop event | JC | Complete |
| Complete ACNC application to change charity subtype | Renae | Complete |
| Update our social media presence to reflect our community shed nature | ??? | |
| Update the website to better reflect our community shed nature | Spondy | Complete |
| Finalise the notices and forms for the AGM. | Lewis | Complete |
| Send the AGM notice to all members no later than 5pm on Friday 25th Aug. | Lewis | Complete |
¶ Review Online Motions
| Date raised | Date completed | Motion text | Outcome |
|---|---|---|---|
| 2023-08-19 | 2023-08-23 | Approve Concession Membership application for Lyci Coulson | Passed: 8 in favour, 1 did not participate. |
| 2023-08-20 | 2023-08-22 | Approve Full Membership application for Penny Wood | Passed: 9 in favour (unanimously) |
| 2023-08-21 | 2023-08-25 | Approve Full Membership application for Bosun Michael | Passed: 8 in favour, 1 did not participate. |
| 2023-08-26 | 2023-08-29 | Issue RFID key for member Penny Wood | Passed: 9 in favour (unanimous) |
| 2023-09-10 | 2023-09-13 | Issue RFID key for member Bosun Michael | Passed. 7 in favour, 2 did not participate. |
¶ Other Business
¶ Onboarding / offboarding committee members
IT access permissions, safe codes, physical keys to the Artifactory, etc.
| Action Items | Who | Status |
|---|---|---|
| Onboard committee members: Tegan | Lewis and Fletcher | XXXX |
| Offboard committee members: Vincent and Phoebe | Lewis and Fletcher | XXXX |
| Change safe code | Renae | XXXX |
¶ End of Meeting
Remember to set next meeting time before closing meeting!
- Next meeting: 2023-10-21, 13:00 5 weeks
Minutes: 2023-10-21