[Unisfa] UniSFA AGM Minutes

[Corin Rowell]

Hey everyone~

My last act as past-secretary is to email out these minutes from our AGM. It was good fun working on the committee this year, and I for one welcome our new UniSFA overlords.

UniSFA AGM 10/03/2017


Attending:

Toby Joske

Leah Chappell

Corin Rowell

Tim Haig

Brooke Judson

Marlea Evans

Jake Alexander

Jono Astbury

Patrick Mitchell

Alex Thatcher

Harry Trumble

Simon Lawrence

Theo Vickery

Annique Cockerill

Jack Kay

Kurt Williams

Louis Price

Liam Spence

Gavin Tay Fernancez

Edward Leman

Finley Hoskins

Edward Kanmann

Katherine Scott

Natasha Gilford

Alfred Burgess

Blair Johnson

Nicholas Browning

Kai Edwards

Benjamin Slusarczyc

Cam Locke

Jordan Meerwald

James Blacker

Taylor Home



Agenda

- Committee Reports

- Constitution Alteration

- Election of New Committee

- General Business



Begin: 1:10 pm



1.	Committee Reports

President

It’s been amazing to be able to work with this committee over the past year and I’m really proud of how well the club has been doing thanks to their efforts. We’ve had a general increase of activity with screenings almost every day even towards the end of semester and pretty frequently during uni breaks. Personally I have loved doing my game screenings and sharing a lot of wonderful SF games with you, as well as indulging in my stupid polls. We implemented a few new organisational things which turned out well including the screenings page and the new money system. We also started work on a ccc form which I hope the next committee will continue to work on and implement. As for events, we’ve had great success with all our classic events including the hobbit’s picnic and the easter picnic, Prosh, which was very successful with a collaborative Cameron hall theme and overnight screening, Relay for Life, with a phenomenal effort from our jock members, our sponsor crawls, fresher welcomes, and a few UniSFA goes. We also had success with our traditional collaborative events including the quiz night, which I think was particularly good this year, charity vigil, which had a great turn out in our club room and likewise for uncharity vigil. We also added a lot of brand new events including our Shadowrun LARP, led by Leah and Liam Spence, which wildly exceeded my expectations. I also started the de-stress pyjama parties which I really enjoyed and hope the next committee will continue with, and maybe increase focus on making students aware of mental health services on campus. On top of this we did a Pokémon Go event during the height of the craze and even dragged some UniSFAns to a Fringe show. Our new Book Theme of the While, a wonderful idea from Corin, has helped spark more interest and discussion in our library as well as making the room more interesting and welcoming. Finally of course we brought back a camp. A huge amount of work went into this and although numbers were relatively low with a turn out of around 17 I’m really pleased with how it went and the feedback from those who attended was very positive. Hopefully this will be a good foundation for the next committee to build on. Two intiatives that we were not able to achieve that I hope next committee will attempt are the shirts, and the Halloween party which was cancelled due to the venue’s last minute closure. Other negatives include the gazebo and the vacuum cleaner breaking, some instances of theft and the ongoing trouble we’ve had with our roof leak, which hopefully has been fixed. Overall, although my health sometimes got in the way it’s been a fantastic experience working with and for you all and seeing the club do well.



Vice President

2016 was a hellsih, terrifying, stressful, year, but, shockingly, only about 40% of that came down to UniSFA related things. 

In terms of events, we had a pretty good year: we ran, or helped run, all the old favourites, like the Easter picnic and Hobbits picnic, the Cameron hall quiz night, and the charity vigil, as well as our usual assortment of odds and ends, like sponsor crawls, Prosh, screenings, and UniSFA-goes events.

We also ran some new events in 2016 – in addition to expanding UniSFA Goes to include some Fringe shows, and expanding our screenings to include events like the de-stress pyjama parties and the great UniSFA bake-off, we also ran a camp, and co-ran a series of successful LARPs. 

Despite all of these events happening, there are still some things that nearly happened this year but didn’t, that I’d like to see in the coming years in terms on UniSFA events.

UniSFA Goes has proven to be a hit, so an increase in frequency of these events, particularly over non-semester times, would be a positive. 

We nearly had a cool Halloween party happen, but venue problems prevented that from happening – I would very much like to see this become a thing in future years. 

I’d love to see UniSFA get more involved with SwanCon and GhengisCon – while we’ve definitely being doing our best to promote and take part in these cons, having UniSFA members, or UniSFA as a club, be involved in some ways in panels or events for these cons would be incredible. 

Despite these potential improvements, I’m still pretty proud of how UniSFA events were organised and run – for the most part, I think we had a pretty successful year.

Given that my role is essentially that of an events manager, there isn’t much else I have to say – as a committee, we implemented some new policies and new organisational things; the money box is going strong, the new screenings page seems to be a success, moving the anthologies has definitely given us more room in the clubroom, and the book theme of the while has resulted in some great local memes. 

All in all I can look back with pride at what my term on committee involved, and look to the future with hope because I will no longer have to censor myself and can be as mean as I want, look out 2017 get ready for new levels of complaining. 



Secretary

It was a fun year working as a secretary for UniSFA. The bulk of my year was editing minutes and emailing them out along with relevant information about upcoming events. I like to think I did that okay. But it’s hard to maintain the mailing list when I know very little about computers or coding and the mailing list thinks I’m spam. Also, there was a problem last night with a bunch of emails bouncing back so will talk to the next secretary about that.

I participated in events like Relay for Life where I dyed my hair and wore a cosplay. It was also really fun doing the Easer Picnic. I typed up the new updated clubroom rules and dooring policy which should be up in the clubroom. The book theme of the while was my idea and I’m really glad that was so successful. I also worked with Leah on the Fresher Guide and O-day, and latterly I had ideas about a new logo which isn’t the ying-and-yang so I’d like to work with the new committee on that.



Treasurer

We have money but unfortunately I can’t just stop at that. Started with: $11,760.14
Currently have: $12,001.69
So we have a change of: $241.55 Profit 

Spent on Library: $1100 Fridge profit: $3693.10 Fridge Spent: $3325 Room maintenance: $330 Events In: $1211.75 Events out: $1300 

Spent on ODAY: $385
O-day: $520
Grants and Interest: $1651.05 

With the financial report done, onto my report.

I have enjoyed my time as treasurer and enjoyed working with last year’s committee and CCC.  I would like to thank Committee and CCC for their patience during the transition to the money box system, which despite the few hiccups I think has been a good change.  For the new committee I recommend setting up a formal deposit scheme to ensure deposits from the money box happen regularly.



Librarian

 Ran the book buy.
Got prizes from sponsors for charity vigil etc.
Got the 'broken' status on KOHA for books to be repaired.
Destroyed the library by: throwing out books due to mould.
Moved heaps of books out away from the leak to temporary storage.
Moved anthologies to cupboards to make more room on our shelves and have a feature shelf.
Dyed hair terribly for relay.
Ran many screenings.
Did book audit.
Plenty for next librarian to do especially if constitution changes pass, and possibly also new shelving systems.


OCM Report - Jake

This year I did a few things, mainly to do with the many collaborative events with other clubs,  both old with the quiz night and Uncharity and charity vigils and new,  with Space being brought into the fold with my sausage party. Swancon occurred,  I was on a panel,  we should definitely get more involved with both that and maybe Genghis Con. 

I've enjoyed this time on drama-free committee it was pleasant. 

I'm excited to not have to be nice to people.  

CCC didn't disappoint me this year.



OCM Report - Jono

Relay for Life!
o	UniSFAst

o	We raised $1623.67 for the Cancer Council!

o	Running Training sessions!

o	Number of Laps may have been lost to time and exhaustion. Was it like around 540? I cannot remember.

o	I ran 47.5km though.

o	RIP Piper.

Quiz Night
o	Big Event, helped organise and run it.

Camp
o	All hail House Baratheon.

Hobbit’s Picnic
o	In the clubroom.

o	Many bread, much Hobbit.

Prosh
o	Was fun, collaborative experience with Cameron Hall clubs.

o	Came second at Proshlympic.

Swan Con
o	Sold books, saw old nerds, advertised clubs to old nerds at panel

Ice Skating
o	Ran one, it was fun. Did not run another even though it would have been fun

Posters
o	Put up a whole lot of them

Pokemon Goes
JJBA Screening


OCM Report - Patrick

Hello!  I’m fairly sure I’m the last committee member to report so this is likely going to seem to have a lot of repeated achievements due to collaboration on events and stuff, so I’ll try keep it concise. For the past year I have played an active role in many of UniSFA’s events. I have attended and helped at our Library sortings and Swancon prepping , as well as our recent audit. I took part in leadership training at the start of the year. Aided in making EMP’s for Sponsor crawls and organising the event pages. Illustrated many Book Themes of the While. Played a role on the super elite exclusive Destress Task Force. Was involved with Relay For LifeAnd was a significant organiser of Charity Vigil (Black Dog Institute) and Unisfa Camp: Origins (House Baratheon noted victors), both of which I acted as a liaison with UWA Events, planned itineraries, filtered through paperwork, and had countless meetings for. And both of which were lovely and enjoyable events! Bless everyone who got involved and every other organiser <3 Aside from input for UniSFA’s events and general activities I have served as a position of leadership in general cleaning, upkeep of clubroom, and stocking of fridge/fridge running when needed. This has been a notable year of achievement for the club as we have successful run a collection of new events with popular response, as well as continuing an array of our annual events and other collaborations with Cameron Hall.



Fresher Representative

Freshers are all alive and well. I wrote the Camp menu and cooked a lot of the food, I also did a lot of meetings for organising the camp which involved planning activities etc. I helped write the quiz night for camp and co-ran the talent quest. I made a lot of very professional and amazing event photos. I did arranging for charity vigil and made a lot of rosters and tables for various club events. I took photos for charity vigil. I helped arrange the de-stress pyjama party and walked  in relay for life. I also paid a bunch of money to make Brooke dye her hair red. Toby and I took a bunch of nerds to Graeme of Thrones which was great and hopefully we can run more Fringe events in future. I made the fresher group for this year and helped run the fresher welcome.



2.	Constitution Alteration

Grammatical Change

Move to change apostrophe in 7.5.1 so it’s grammatically correct.
Motion passed.
Motion A - AGM

Move to change the date of the AGM to the last three weeks of second semester. Elect all of committee except Fresher Rep at this time, would elect Fresher Rep at an OGM at start of first semester.
Discussion

Benefits: longer handover, less dead-period over the summer, puts us in line with guild, new years event written by new committee (ie fresher guide), freshers are introduced to committee with no handover
Cons: Concerns about camp in summer, UniSFAns tend not to know what they’ll be doing after the summer, won’t line up with other Cameron Hall elections, end-of-semester grant would be tricky with treasurer training, freshers wouldn’t be able to vote for their committee or run for committee positions such as OCM, end of semester is full of exams/assessments.
With camp, could it potentially be moved? We could discuss possible dates.
We have had committee drop out already for various personal reasons.
At end of the year, everyone is stressed and may not be up to handover during exam period.
May be better to have fresher rep elected at an OGM so freshers don’t have to sit through big things like constitutional amendments. No obligation to elect the Fresher Rep in the first three weeks, but will elect them in 1st semester. Can have an election in the first three weeks, but not necessary.
Leah asks about the 4 months between AGM and OGM, the summer. In Summer very little happened Leah says, but Toby says we had Camp and Larp and Fringe. Nic says it was dead in the middle, but people go away in the middle of Summer anyway so that’s not uncommon. Nic wants this because all committee is dead usually at that part of the year because people finished degrees and don’t want to come back to uni. But also it’s not for events, it’s for changes to the club and new ideas for the club to make improvements over the huge break. Annique knows there were a bunch of events planned but people went away and couldn’t run them, and people in new committee would also go away over the break. But she agrees it would be better to change the clubroom etc over the summer.
Jake’s big issue is not having leadership training, possibly the most important thing for new committee to run events. And Guild will not be open at that time so it would be difficult to get new events through. Pat says in regards to leadership training, is that a given they don’t do it? Leah says no, all facsocs have leadership training over the Summer and people have done it over this Summer. But it’s still February which is late? Nic says we could potentially ask Guild to move training forward for multiple clubs’ benefit.
Cam says the idea that committee is lethargic is because everyone is lethargic at that point of the year, everyone in general is happy at the start of a year. It doesn’t mean anything, it’s just a new year. Gav points out things like O-day and the Fresher Welcome need a comfortable and experienced committee, if you’re new you won’t be able to do those things effectively. Edward says having a committee experienced at end of the year/over break is good because they know by then what needs improvement and how best to do it.
Kurt says we should put our best foot forward and shouldn’t limit the number of people who can run for positions, he said that a fresher to UniSFA but who has been on other committees could not run if the date is changed and we could miss out. Also, people don’t know what their timetable is or their workload is before the break. Leah does think it’s a good idea to bring in new people. Someone else points out that he has time now at the start of the year, but if he was asked last year they would’ve said no because they were stressed. Jake points out people don’t know if they’ll pass certain exams until later. Blair says he would have run at the end of his second year, and then not be a student in his third. Liam points out that UWAnime does their elections at this point of the year and it can work.
Fresher Katherine says one of her new committees floundered, so she says having elections at the beginning of the year when the old committee can help carry things over is an okay idea. Toby says people would need to guarantee 3 semesters to run if the date is changed: the last half of the year then all the next year. This is opposed to the current date where you just need to know about two semesters’ availability.
Toby says our camp won’t be effected because it probably wouldn’t be at that date if the AGM date is changed, we couldn’t run it then by having it with an inexperienced committee. Tim says couldn’t we have the newmittee not take over for a little while? Handover after camp? Guild may not like that.  Also having a committee stay around is bad, it ruins potential new momentum. Maybe camp as part of handover - but that could result in too many cooks bickering over the brother. We could potentially run camp in winter break? Or potentially run camp in the study break, but Gav thinks this isn’t a good idea because that break is full of assignments and actually studying. Also we tend to run camps over long weekends. Annique says there’s not a lot of leeway for moving LARP, we’re running it with other clubs.
Nic says a lot of problems are very speculative, and he knows it’s a huge change but one of the issues is we won’t know how it goes until we try it. Fin says if it doesn’t work it’s not irreversible.
Voting

Amendment doesn’t get passed.
Motion B- Library

Suggested change is a way of getting rid of books when we don’t want them any more.
At the moment we’re obligated to keep all books unless they’re damaged or doubles. This change would let us dispose of items that aren’t just doubles, but there is an appeals process in case committee tries to get rid of everything. Committee needs a list of reasons to get rid of the book and must distribute this list to the club. If committee gets five appeals the book needs to be retained, if they receive less than five appeals than the book needs to be reconsidered. Anything getting disposed of is offered to membership at no cost if they want it, or returned to the donor if we have record of that. Also we want to add a clause where a fifth of the total number of books being disposed of must be added to the library.
Discussion

Ed says there are a lot of safeguards and he foresees very few books actually being thrown out, he suggests trialling it for a year.
Gav says that by having it be a unanimous decision to throw out a book, a single committee member could block things. Nic says if that happens it could got to a general meeting. Jake points out that to remove a person from a club we don’t need a whole committee to agree on it unanimously, so it’s easier to remove a member of UniSFA than it is to get rid of a book which seems weird.
Liam points out we bought a lot of books this year, our club will consistently get books and we won’t get more shelves. He says we need a system to get rid of books. Our club exists for social purposes and a bookstore isn’t social. We need a system where we’re not increasing the numbers of books and keep it stable. Toby says this rule is to make room for bookbuys. Someone points out, if you’re buying 50 books a year you’d you also will have to add more books when you get rid of them. But the books you add when you remove them can potentially include things from book buy.
Annique would like to know the amount of books that haven’t actually been checked out or read as well. It’s easy to check that according to Blair, we currently have about 6000 books and probably half of them have never been checked out.
Would all of committee need to be in the meeting for this unanimous vote or just quorum? Probably all of committee yes. Absent committee members could give proxies.
Simon points out we have a large number of books unaccessible because they’re behind sofas. So it will be a very slow process to make these books accessible if we’re buying back a fifth of books. Ed says we have books already in storage so we could rearrange them and make things accessible. Toby points out ones behind the couch are accessible just inconvenient. Brooke says at any point someone can look up a book in KOHA. Simon yes it is possible, but it’s not probable. People look at shelves to see what we have more than they look for a specific book in KOHA. And yes in theory we could get rid of lots of books with our book buy but that isn’t feasible.
Nat asks if we can put up an actual limit on books we can get rid of in a year. Possibly yes in practice that will happen.
Nic says one problem is people not encouraging use of the library. Taylor asks if there’s a time limit to replacing books. Yes, within that committee’s term. Cam says he’s going through UCC books and people refuse to get rid of books, he thinks the ability to get rid of books when auditing will make an audit more purposeful. Gav says we do need this in some form, but he doesn’t know if this exact form is good.
Amendment

Gav wants to change “unanimous vote of committee” to “majority vote of commitee”. This is to prevent singular individuals from holding it up.
Can we do two-thirds majority? Nic says if people are holding up the vote, we can kick them off committee. But that’s drastic. Nat says if it’s been held up twice by one person it can go to an OGM perhaps? Fin says why not make it quorum for getting rid of the books? Or unanimous of members present? Cam asks us to have faith in future committee to communicate. Liam says it is silly to be easier to kick out members than books which is ridiculous, he wants to change it to majority vote.
We vote and this amendment goes through.
Possible amendment to change the requirement to buy on fifth of books we throw out. Ben asks how many books we want to throw away. It’s highly unlikely we’ll get rid of 250 there in a year. Gav says committee had more freedom, could you say in a year you have to buy back one fifth? We’d rather not write that in the constitution. Jake says there are hundreds of books we’d not like to have in the clubroom, we’re looking at maybe two years of throwing out books. Taylor says one fifth is an appropriate number, we don’t want to replace garbage books with garbage books to fill numbers. And there are debates about what is relevant, eg horror. Nic points out that we’re getting rid of “library items” we can replace books with DVDs or GNs etc. Ed says main argument is as soon as committee has this power they will throw out as many as possible, he trusts committee.
Voting

The motion is passed.


3.	Election of New Committee

Election of Returning Officers

We elect Cam and Blair.
Suspension of Standing Orders

It is done, we are officially free!
President

Jake noms Annique, she accepts.
Edward L nominates themself, Simon seconds.
We motion to skip seconding! Motion passed.
I nominate Fin, they decline.
Annique is voted in as president!
Vice President

Jake nominates Edward L, they accept.
Fin nominates themself.
Ben nominates Jack, they decline.
Leah nominates Simon, they accept.
Jono nominates Nat, they decline.
Ed, Fin, and Simon are up.
Edward is voted in as vice president!
Secretary

Alex nominates Nat, they accept.
Nat nominates Alex, they accept.
Liam nominates Fin, they decline.
Gav nominates Simon, they decline.
Toby nominates Liam, they decline.
Kurt nominates themself.
We’ve got Nat, Alex, and Kurt.
Natasha is nominated as secretary!
Treasurer

Ed nominates Harry, they accept.
Toby nominates Alex, they accept.
We’ve got Harry and Alex.
Harry is nominated as rreasurer !
Librarian

 Leah nominates Simon, they accept.
Liam nominates Ed, they decline.
Ed nominates Finley, they accept.
Toby nominates Alex, they decline.
Liam nominates Kurt, they accept.
We’ve got Simon, Kurt, and Finley.
Simon is nominated as librarian!
Fresher Representative

Kurt nominates themselvf.
Katherine nominates themself.
Alfred nominates themself.
 Katherine is nominated as fresher representativ!
OCMs

Finley is nominated by Edward, they accept.
Kurt is nominated by Toby, they accept.
Jack is nominated by Annique, they accept.
Alfred is nominated by Ben, they accept.
Lewis is nominated by Jack, they accept.
Alex is nominated by Toby, they accept.
Simon is nominated by Leah but he’s already in a position.
Alex, Alfred, Jack, Kurt, Fin, and Lewis are nominated as OCM.
Jack, Kurt, and Fin are elected!
Standing Orders Reinstated

They’re reinstated.


4.	General Business

Who will I talk to about changing the logo? Annique!
UniSFA needs a new air con. Leah has a list of things to buy, maybe a vacuum? No there’s a tenancy vacuum we can use, we can use other club’s vacuums as well. The Air Con will be a major expense, if we buy new we’re looking at maybe $800. We want one that isn’t too loud, that’s why it’ll be expensive. Blair can give us some advice.
Nic also has expensive stuff. Last year we had the library discussion and talked about mobile bookshelves, they’re expensive but will increase the shelf space and can be moved. Taylor has some shelves in her basement and hasn’t talked to her mother or measured them but that could potentially be an option. She thinks there are three sliding sections and two that sit on the walls. Only thing she’d say is she’d have to look at the shelves, she thinks they’re quite high. We may want to look into decreasing shelf height but that could be cheaper than buying new ones. She will get back to newmittee with a price. And we’d need to check if we can install them properly, too. We could also possibly get a grant for shelves? Or other businesses may be selling them. Also it might be worth messaging Thatcher to see if any library is looking to get rid of any suitable shelves.
Something to consider is possibly selling the Wii U, it barely got used but we could possibly use funds on other consoles etc. Maybe a joint steam account, but that would need to be monitored to make sure people aren’t buying frivolous games.
The screenings page worked out pretty well but only admins can post, but for people who want to screen things they have to contact committee members. But also they need to contact committee or CCC to sit in on the screening anyway? If one UniSFA problem is cliquiness, wouldn’t a seperate screenings page make it more cliquey? the reason we made it was people were complaining about constant screening reminders but we don’t think this is a problem. It’s just a page for people who specifically want to see movies. But we could have ‘anyone can post but admin must approve post’ potentially yeah. Ed wants a way of scheduling screenings a long way ahead, we used a physical calendar for that it was good.
What is CCC procedure? Toby will go through it after this, it’s a handover thing.


Finish: 4:25 pm


——————————————————————————

Have a great day today, everyone!

Corin Rowell
Past Secretary (◦′ᆺ‵◦) ♬° ✧❥✧¸.•*¨*✧♡✧ ℒℴѵℯ ✧♡✧*¨*•.❥
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