[Unisfa] OGM Minutes 11/08/17
natasha gilford
natashagilford1 at hotmail.com
Mon Aug 14 16:05:58 AWST 2017
Hi everyone,
Sorry for the wait but not having internet plus a broken laptop does not equal a fast secretary.
Also, remember to submit your CCC applications! Applications close soon so just message either Natasha or Annique your availability, involvement with the club, ideas for screening/small events, why you want to apply and your experience with fridge runs. Bonus points for finding the oldest meme from OCM Finley's tumblr. Applications close 18th of August at 5pm.
UniSFA OGM Minutes 11/08/17
Attending
* Annique Cockerill
* Jack Kay
* Natasha Gilford
* Harry Trumble
* Simon Lawrance
* Katherine Scott
* Finley Hoskins
* Kurt Williams
* Edward Leman
* Theodore Vickery
* Alex Thatcher
* Taylor Home
* Edward Kammann
* Laird Liam Spence
* Nick Bannon
* Kai Edwards
* Ada Wright
* Jono Astbury
* Leah Chappell
* Nic Browning
* Patrick Mitchell
* Ben Slusarczyk
Meeting Opened: 12:24pm
Agenda
* Committee Reports
* Committee Election
* Constitutional Amendments
* General Business
Committee Reports
President’s Report
* Nervous about fresh committee. All committee has committed to training to fill any gaps we were uncomfortable with and I’m really proud of you all ❤ personally got my RSA, treasurer training, leadership training, president training, mental health first aid. Golly gosh, I could almost trick someone into thinking I’m qualified for this.
* Collaborations with sister clubs (Quiz night), forming new bonds (SPACE stargazing)
* Usual events, Easter picnic and book buys, unisfa goes (zoo, Swancon, panto plays)
* Bookclubs every fortnight run by Leah – amazing response
* Screenings have been going on almost every night still, with marathon screenings in the holidays
* Welfare week, with special screenings and Student Assist guests
* Steam account and Netflix account, which have both been super successful
* Coffee machine and vacuum cleaner and new money handling system – shhh I totally didn’t drill into a wall
* Preparations for the clubroom being renovated – compact bookcase, painting, filling, floors, mould (yay)
* Busy bee’s and tenancy/SOC meetings – attended all
* More storage, shifted fan shrine into storage to bring out anthologies
* Voting to remove books from the library – the constitutional changed in action 😉
* Prep for future events – semester two: unisfa boogaloo
* Camp – site visits
* Charity vigil
* Relay for life – meetings
* Triple C elected and trained (note that CCC elections are open at the moment, and you too should apply)
Former Vice-President’s Report
Edward has stepped down as VP and this is his report for the 6 months in the role:
* Many event things as event coordinator
* coordinated the unisfa contribution to the cameron hall prosh group
* ran the easter picnic
* thanks to many hours booking this room for the OGM
* ran various screenings; lovers in a dangerous spacetime, portal, portal 2
* ran unisfa goes; spy school musical, alien covenant, Perth zoo
* promises that not dying
OCM Jack’s Report
* Went on fridge runs, did a fridge audit, assisted Harry with new pricings (wowee $1.50 pies what fun)
* Coordinated the UniSFA / SPACE collab events, such as the stargazing night (which earned the club $6 woo)
* Ran screenings such as Twin Peaks (soon everyone will see it and my plans will be complete haha)
* Was on the quizmittee for the CH quiz night, mostly back-end organisation stuff (oh and the tickets, YOU’RE WELCOME)
* Camp business, went on a site visit to DARE Adventure Camp (hoooooo boy I sure love tarps)
* Attended sponsor crawl and easter picnic
* Appointed as VP (but that’ll be decided for sure in a bit)
Vice President Report
* Took on responsibilities as camp events organiser
* We decided DARE ‘Wasn’t for us’ – so went on a site visit to two other camp sites, Ern Halliday and Woodman Point.
Secretary’s Report
So I’ve really enjoyed the past six months. Mostly my job has been editing minutes and emailing them out along with relevant information about upcoming events. So far it’s been alright and at least no-ones received mattress adverts through the mailing list. I also did Leadership training, first aid, mental health first aid, Responsible Service of Alcohol and Food Safety Training, secretary training. booked Ern Halliday
I’ve participated in number of events and was really happy with how the Welfare Week went this semester especially with the support of Student Assist and hope to do better for this semester’s. I’ve also been part of different sub-committees such as the tenancy sub-committee in the hopes of improving the clubroom. I’m also running a screening and hoping to do more next semester as well.
I’m looking forward to upcoming events such as the halloween party and the camp and hope that as food manager it’ll all go well.
Treasurer’s Report
Started with: 12,001.69
Currently have: 11759.39 (as of Thursday evening, worth nothing that the camp deposit has not been subtracted yet) - after 440 subtracted, 11 319.39
Spent on room maintenance: $482.81 (purchases included a new lock and vacuum)
Spent on events: $1397.40 (this includes the sponsor crawl, just under $600, as well as the deposit for camp at $440)
Got from events: $299.75 (only stargazing and quiz night were intended to be profitable events)
Got this from grants: $987.03 (o day grant at $213 as well as the semester grant at $774)
Spent this on the fridge: $2326.67
Got this from the fridge: 2492.50
Did multiple screenings and thought that screening Iron Fist was a good idea. Reformed the money system including putting in a wall money box and totally didn’t plagiarize that from Unigames. Purchased many items for unisfa as detailed previously. Did the SOC grant and the Special Projects Grant. Did the usual deposits and withdrawels as well as fridge runs with the essential help from Leah, Katherine, Finley, Annique and Jack. Also did leadership training, mental health first aid training and was on the stargazing committee.
Librarians’s Report
Been a busy semester, with a lot of changes to the library.
Learnt how to use Koha, which still seems to be functioning.
Removed 29 super librarians who could delete the entire library
I’ve removed 48 books with the new regulations, as well as switching out the fanshrine for the anthologies and reorganising/reordering the entire library. No longer books behind green sofa.
I ran the sponsor crawl where we bought 29 books and graphic novels including out first wonder woman comic, as well as getting all the prizes we offered for the quiz night from our sponsors. About $500 worth of prizes. 21hour LOTR/Hobbit, lucifer, final fantasy xv
I’ve also run several screenings and set up a new book theme each month with varying success of having it up by the 1st of the month - no screams only space.
Did first aid, leadership and treasurer training.
Currently working towards the next sponsor crawl and a writing competition with the Creative Writing and Poetry Club for October.
Fresher Rep’s Report
I’ve really enjoyed joining and getting to know the quirks of this actually wonderful club, and many of the people who choose to involve themselves with it, especially working with this lovely committee. Freshers are alive and well, they (we) seem to particularly enjoy the formal bookclubs and shitpost screenings. The encouragement to use the library earlier in the year has paid off and newcomers use the library quite a bit! I have hosted some screenings, attended many others, attended camp meetings, completed leadership and mental health first aid training, administrated the fresher facebook group. The *response* to this page isn’t great, but the group does have many members (thanks IP frep Marlea), and I think the group helps the freshers to feel welcomed into the club. I organised a fresher table for the Cam Hall quiz night, in collaboration with UniGames, and I also attended many of bigger events such as the sponsor crawl, UniSFA goes to the zoo, and stargazing with SPACE, and I helped with a fridge run once. I’m looking forward to doing lots more this semester.
OCM Finley’s Report
* Brought back Committee endorsed shitposts which I’m very proud of
* done a lot of screenings - running Danganronpa
* Christmas in July - hope next committee does it as a tradition
* did a fridge run
* first aid, mental health first aid, leadership
* helped out with camp
* on charity vigil subcommittee
* positive message of the while in an effort to get people to read the minutes
OCM Kurt’s Report
This year, I was elected to the position of Ordinary Committee Member and have been extremely grateful. Whilst in this position I assisted in a number of events, creating posters for the Easter Picnic, running a Eurovision Screening which was clearly important and helping to organise the joint Stargazing Event we ran with SPACE. I have also been involved with subcommittees including taking over LARPmittee and Campmittee. I am currently working on organising the UniSFAst Relay for life team and creating marketing resources for the upcoming Club Carnival and Camp. Also done leadership, first aid, and coined ‘Gahhhhhh’ as committee report for OCM’s.
Committee Election
Ratification of Jack as Vice President
* Jack wants to be VP due to experience within club committees
* Taylor asks why we did a committee vote for Jack earlier but Jack was only an acting VP and within our constitution this is the method.
* Leah asks whether he can stand up to Annique and he assures he he can
* Simon - as President of Space will it interfere, Jack says that as SPACE is a smaller club it will not interfere and Annique has stepped down as VP of Space.
* We decided to do the same hand signal method for discussion as in Book Club Discussion.
* Voting
* Motion to Jack is Ratified as VP
* Motion passes
Ordinary Council Member Election
* Liam nominates Patrick and Patrick does not accept.
* Theo and Edward are standing nominations.
* Corin as a standing nomination has withdrawn their nomination.
* Voting
* Motion to vote for OCM
* Theo is the new OCM
Constitutional Amendments
16.3.3 Section 16.3.3. "Except those subject to section 16.3.2, appeals must be reconsidered by Committee at the next committee meeting and not disposed of until after another successful unanimous majority vote of Committee" actually reads "successful two-thirds majority vote of Committee" as per the amendment to Motion-B passed on 10/3/17.
2.2 Amend Section 2.2 - Proposed change to read “Guild - the University of Western Australia Student Guild”
* There are no objections or questions.
* Voting - Motion to amend Section 2.2
* Motion passes
Grammar Change
5.6.3 Amend Section 5.6.4 - Proposed change to switch 5.6.3 and 5.6.4
* Taylor does not understand the way the slide is set up
* Nic bannon says that it is a confusing layout
* Annique explains that it is just a switch between the two
* There is no further discussion
* Voting - Motion to amend Section 5.6.3 and 5.6.4
* Motion passes
Fresher Representative Elections
6.5.1 Amend Section 6.5.1 - Proposed change to read “Elections for all positions shall be conducted by approval voting in the order President First Year Representative, Vice-President, Secretary, Treasurer, Librarian, Ordinary Committee Members”
* Nic says that Unigames does this and it makes sense
* Taylor says that people want to leave early and got to classes, more freshers can run for OCM positions
* Voting - Motion to amend Section 6.5.1
* Motion passes
6.6.5 Amend Section 6.5.5 - Proposed change to read “No Candidate for a position can vote for that position except as outlined in Section 6.5.6”
* Nic - freshers should be represented
* Taylor says that issue with only freshers’ voting when the Fresher representative has to work in a committee so it should be changed so everyone’s vote is counted.
* Nic counters with that 20 people who aren’t fresher’s versus 4 freshman is not fair and can be stacked against
* Kurt says that if fresher rep clashes with committee it’s symbol of the time as the freshman will have a new perspective and will be chaning the club for the new generation
* Taylor - says that the issue is with only the fresher’s voting
* Taylor - proposed motion “If there are more than three (3) candidates for First Year Representatives then only votes from members eligible for the position will be counted. In the event of a tie, the ordinary members shall elect a First Year Representative from the tied candidates with Section 6.5.5 in effect” - similar to absentee votes -
* Nic Bannon says that it is getting too longwinded with the further specifications
* Theo - decide on fresher rep based on first vote by freshman and do math to figure out the rest of the voting
* Annique - fresher’s may not know what the role is exactly and may not vote based on realistic expectations
* Leah - worth considering trying to word it in such a way that it is a part of how we run OGM’s and AGM’s and input by club with returning officers having the decision
* Nic says that we would have to first include returning officers into the constitution as they are not currently in there
* Ed K. re-weight fresher votes, and don’t want to make it club versus freshers.
* Taylor - a change to motion - “no candidate for a position can vote for a position’
* Motion to amend the proposal by Taylor and to remove section 6.5.6- Simon seconded.
* New motion “No candidate for a position can vote for that position with the exception of candidates for first year representative.
* Motion to accept this amendment
* Motion passes
* Voting - Motion to amend Section 6.5.5 to the new No candidate for a position can vote for that position with the exception of candidates for first year representative.
* Motion passes
Grammar Change
12.2 Amend Section 12.2 - Proposed change to read “their” instead of “him or her”
* no discussion required – everyone in agreement
* we discover that Unigames had a similar issue with technically there being no women immediate past presidents according to old unigames constitution
* Voting - Motion to amend Section 12.2
* Motion passes
Library
16.3.2 Amend Section 16.3.2 - Proposed change to read “Should an item receive appeals by five (5) or more members where at least three (3) are ordinary members, it must be retained in the Library”
* Nic - says due to discussion on Facebook really where this was brought up
* Taylor proposes making it ‘financial ordinary members’ - Edward K. seconds it
* Liam proposes amending it to four (4) as they should have a higher weighting than other members.
* Nic B. proposes that members in general to send in appeals.- remove ordinary - Taylor seconds it
* Simon explains appeal process
* Annique explains that committee pays attention to facebook discussion and all appeals when making their own decisions.
* Nic says that more members should have a vote despite their own reasons for not being financially part of the club anymore. Such as people that moved to a different state etc.
* Taylor says that it rare for difference between associate and ordinary members to actually come up
* Annique says that we’ve never received more than 2 appeals for any one book
* Motion to ‘Should an item receive appeals by five (5) or more members it must be retained in the Library’ to change the vote’.
* Nic b. - asks about brick wall for appeals
* Simon says that apart from 3 books, books that have had an appeal made against it have been retained despite never reaching more than 2 appeals for any book.
* Annique says that rule put in to stop shitposting
* Liam says that we haven’t been bad when coming to appeals - based on numbers for 5
* Ed K. said that failsafe has not been triggered
* Nic B. says that if wanted to prevent time wasting appeals, in practice, never hit the five so five is not too low and minimum is not required.
* Simon - about 6-7 people have submitted appeals across books, so five is not too high for people. It is reasonable that at least 5 appeals could be made for one particular book
* Leah - really good that committee is listening but not everyone will be. Also committee should be based on reasonable people. Cue raucous laghter
* Voting - Motion to amend Section 16.3.2 “Should an item receive appeals by five (5) or more members it must be retained in the Library’ to change the vote”
* Motion passes
16.3.4 Amend Section 16.3.4 - Proposed change to read “Any item not disposed of in this way must be retained until at least two Annual General Meetings have occurred before it may be eligible for further consideration”
* Annique motions to make it ‘as described in 16.3.3’ Nic seconds it
* motion passes
* Simon says that it is to stop Librarian’s from continuously putting up books and to offer protection for the books.
* Annique says that the way it’s read it could count books other than those put up.
* Annique motion to included ‘or 16.3.2’
* Motion passes
* “Any item not disposed of in this way must be retained as described in 16.3.3 or 16.3.2 until at least two Annual General Meetings have occurred before it may be eligible for further consideration”
* Voting - Motion to amend Section 16.3.4 to “Any item not disposed of in this way must be retained as described in 16.3.3 or 16.3.2 until at least two Annual General Meetings have occurred before it may be eligible for further consideration”
* Motion passes
16.3.4 Amend Section 16.3.4 - Proposed change to become 16.3.5
* no discussion and no disagreement
* Voting - Motion to amend Section 16.3.4
* Motion passes
16.3.5 Amend Section 16.3.5 - Proposed change to become 16.3.6
* no discussion or objections
* Voting - Motion to amend Section 16.3.5
* Motion passes
Name Change
1.1 Amend section 1.1 - Proposed change to read “The Name of the club shall be: the University Science Fiction and Fantasy Association”
* Ed says that it is keeping with our aims as science fiction and fantasy - reflect our aims as described in the constitution,
* Ed K. proposes sanderson and butcher club
* Simon - alternate name has been suggested ‘University Speculative Fiction Association’
* Ed says that bad idea due to people need know about what our club is about and speculative fiction is a little bit pretentious and inaccessible,
* Annique - says that we already use science fiction and fantasy colloquially, we could still say that even if we use speculative Fiction and could add legitimacy through pretentiousness.
* Ed K. would say that you would get more people as they would recognise sci-fi/fantasy and ordinary people do not like fancy terms
* Katherine says that we really are only sci-fi and fantasy and don’t include genres such as horror
* Annique says that we should accomodate more genres than sci-fi and fantasy and we already do screenings that are under speculative fiction
* Simon - we have kept books based on speculative fiction already, we’ve had the argument of horror versus speculative fiction during the book removal discussions
* Ed – On Odays it’s better to attract freshman with sci-fi and fantasy versus speculative fiction
* Taylor said that fans of fantasy would be attracted to sci-fi and fantasy club not the speculative fiction club.
* Finley says people coming to high school speculative fiction definition is different to what we know of it and they bring up the example of Tomorrow When the War Began which counts as speculative fiction
* Nic bannon, - we’ve had t-shirts with universal science fiction, squashed frog, and even science fiction and fantasy on them in 1996. He is strongly in favour of keeping it the way it is due to lack of discussion and that this has been rushed. Fantasy could mean anything than hard non-fiction and could be too inclusive
* Taylor says it’s clearly not rushed if discussed since 1996
* Nic says that this current one has been rushed
* Taylor says that it has been up on the Facebook for 2 months and many discussions in clubroom with members
* Patrick - this is a point that Nic Bannon has brought up for every constitutional change, maybe there should be a change to constitutional amendment process, also we have evolved as a club and our name should reflect that.
* Finley - with the death of Tardis, we can also combine fantasy and sci-fi more with adverts
* Annique - with advertising we’ve wanted to include more fantasy and science fiction
* natasha - with the harry potter issues the committee has discussed that people may not know that fantasy is included in our club’s events/library/interests.
* Voting - Motion to amend section 1.1
* Motion passes
2.1 Amend Section 2.1 - Proposed change to read “Unisfa - the University Science Fiction and Fantasy Association”
* No discussion as lead on from section 1.1 amendment.
* Voting - Motion to amend section 2.1
* Motion passes
General Business
Constitutional changes
* Leah says that we may need to change the way constitutional changes are delivered
* Ed says that it should be sent out by email and more easily laid out although in the constitution it only says that the person has to submit the changes to the secretary before the OGM/AGM so this should be something we look into.
* taylor suggests using a google docs page with tracking enabled so you can see the alternate changes
Clubroom renovations
* Finley says that it should be reflective of unisfa so get rid of wall and add a tarp
* Annique says that Committee wants to paint walls remove dungeon, sand down floors, fill wall cracks, deal with mould,and we want input on placement of the television television
* Taylor recommends work order to strategic renovations so we wouldn’t have to pay for it
* Annique has talked with Guild and they are looking to do the floors themselves, we can also fill wall cracks ourselves.
Logo Change
* Theo brings up currently not a great logo
* Annique says that we should change it
* At ODAY, Patrick said that it was mistaken for spiritual symbol which is not great for club advertisement
* We’ve received two proposals with one a unicorn being beamed up by a spaceship and another with an alien in a witches hat
* Edward Kammann suggests crossed sword and lightsaber
* Nic Bannon says that we could add a new logo not remove the old one as the old one could still be relevant to science fiction and fantasy
* Leah has spoken with the guy who made it and he said himself that it was not relevant in any way
Meeting Closes: 2:12
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