2012-06-06 AGM Minutes

Roll Call

Board Members

• James Hayward
• Matt Lloyd
• David Hayward
• Michael Proctor
• Matt Little
• Dominic Morrow (skype)

Members

• Kate
• James F
• John W
• Spencer (also acting as proxy for John C)
• Gill
• Jake
• Max
• Jimena
• David C
• Craig
• Jezz A

This AGM was quorate

Full Minutes

Time	Name	Minute
20:05:50	Nachimir	Nottingham A.G.M. about to start.
20:05:57	Nachimir	18 members present, making us quorate.
20:07:49	Nachimir	Roll call: James H, Matt Lloyd, David H, Kate B, James, F, John Woodcock, Spencer, Gill Z, Micheal P, Matt Little, Jake Howe, Max M, Jimena, David C, Craig P, Jezz A. Skype: Dominic Morrow. Proxy for John Crouchley: Spencer Owen.
20:08:22	Nachimir	Item: Constitution
20:08:45	Nachimir	Nottinghack constitution has been online for a while, we need to ratify to run elections.
20:08:54	Nachimir	Everyone has seen: Yes.
20:09:24	Nachimir	David H: People should be allowed to abstain if they want. James H: That's been added.
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20:10:38	Nachimir	Spencer: Should people have to use all of their votes? For instance: someone votes by email , but for just one person when four board positions are open?
20:10:44	Nachimir	Max: I think it should count.
20:11:02	Nachimir	James: I think there's a risk of not filling all board positions.
20:11:25	Nachimir	Matt Little: Yes, include it.
20:11:53	Nachimir	Unanimous show of hands: votes for less than four (in this instance) places should count.
20:12:49	Nachimir	James: Should I read it? Jake: Read and discuss each section.
20:13:57	Nachimir	James H reads: Interpretation, no dissent.
20:15:23	Nachimir	James H reads section 1, trustees. David C: 1.5, "additional member". Michael P: "Is that with the consent of the member?" *laughter*.
20:15:52	Nachimir	(Link to draft constitution: https://docs.google.com/document/d/1pC3BI0129rS7owoW3jdlsfJ4ECiDC2JksYF1jo1RuaI/edit#heading=h.lcxu0wvmjkck )
20:19:17	Nachimir	James reads section 2: AGMs. Spencer: What happens if there's a tie in the voting?
20:20:49	Nachimir	(Various) reach suggestion of a rerun election between tied parties. Go back to whole membership with proxy vote.
20:22:12	Nachimir	2.5.10 added to constitution, 7 day window for proxy voting in event of ties.
20:22:26	Nachimir	James H reads section 3.
20:23:34	Nachimir	3.2 added.
20:25:03	Nachimir	James H reads section 4: terminations.
20:26:22	Nachimir	David C suggests there should be a clause in 3 that the board should have private meetings about matters relating to termination.
20:27:31	Nachimir	A few people say "That's a bad idea".
20:27:57	Nachimir	David H: Complex: there are situations where people need privacy, but anything the board does also has to be accountable.
20:28:06	Nachimir	Dominic: That meeting should be board only.
20:28:24	Nachimir	James: I'm not comfortable having something in the constitution that says we can have secret meetings.
20:31:10	Nachimir	James F: Can we just go back to the bit about non-payment? Surely it should include some effort on the part of the board to contact people?
20:31:41	Nachimir	Dominic: What we're addressing here is someone who just stops paying and doesn't reply to reminders.
20:35:02	Nachimir	Wording of 4 changed according to group: non-payment terms less absolute, don't relate only to membership fees.
20:35:31	Nachimir	Craig P: What about the loss of a board member? James, Matt Ll: It goes to an EGM accrding to the articles.
20:35:43	Nachimir	James moves that we ratify constitution.
20:35:49	Nachimir	No one requests secret vote.
20:35:58	Nachimir	Carried unanimously.
20:36:16	LWK_mac	http://wiki.nottinghack.org.uk/wiki/AGM_Financials_June_2011_to_May_2012
20:36:20	Nachimir	Item: Finances to year end.
20:36:35	Nachimir	LWK_mac / Matt Lloyd links above
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20:37:13	*	Nachimir discovers that he can make LWK_Mac 's macbook ding at will )
20:38:10	Nachimir	Average membership dues over the year were 14.24, now 13.86.
20:38:38	Nachimir	Electricity for the year was £1530.
20:39:31	Nachimir	IOnternet: £549 including line moving.
20:40:25	Nachimir	(Rest at link)
20:43:15	Nachimir	James: Came back from DMMF with £330. Minus £25 for PAT testing, and £26 to Ben Gray for a few of his kits we sold. Matt Little given £90 for badge bits, have a load of bits left but sold all badges.
20:43:42	LWK_mac	Income over the Year
20:43:42	LWK_mac	Membership due's: £10,583.12
20:44:49	Nachimir	Item: Election
20:45:14	Nachimir	Has anyone not voted? *some people put hands up*
20:45:37	Nachimir	James: Everybody vote!
20:46:25	Nachimir	Question from Matt Little on the election: No time for people putting themselves forward to promote themselves. In future, are we having a session where people introduce themselves?
20:47:28	Nachimir	David: If we're doing it, I think we should minimise it, as in, an image and a paragraph of text. I'd hate it if it became a bunch of long campaigns and electioneering.
20:47:39	Nachimir	Dominic: I think people should also be able to opt out.
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20:48:13	Nachimir	James: Open up a thread on the mailing list, but it can all be optional.
20:48:50	Nachimir	Matt Little: Announcement email should be separate to the email group. James: Yes, announcement always goes through the members only list or mailshot.
20:49:35	Nachimir	(Everyone goes to vote).
20:53:51	Nachimir	LWK_Mac
20:53:54	Nachimir	LWK_Mac
20:53:55	Nachimir	LWK_Mac
20:53:57	LWK_mac	Nachimir
20:56:11	Nachimir	David H proposes that people be allowed to pay by cash if they want to.
20:56:47	Nachimir	Especially now we're banking cash from the space.
20:57:19	Nachimir	Matt and Max: Sure they get six weeks rather than their membership being terminated?
20:57:29	Nachimir	Dominic: I think it should be discouraged.
20:58:52	Nachimir	James: It's no more secure for us to have it from the bank or in cash. We can't trace people through the bank.
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21:03:54	Nachimir	(Long discussion) David: A few related problems here, mainly that people are excited and we send them away for a week before they can be members.
21:04:10	Nachimir	A lot of entropy in our current system because so much of it is manual.
21:04:17	Nachimir	Dominic: Should be simple.
21:04:31	Nachimir	Matt: No one is getting paid to administer this, and we have to keep ourselves sane.
21:05:58	Nachimir	(Late entrant) John: Process would be better for people if they knew what delay was coming.
21:06:16	Nachimir	Not knowing is the thing that makes it awkward.
21:06:57	Nachimir	Dominic: Issue is that more board members need to be able to see the bank account.
21:07:48	Nachimir	Improve the process we have.
21:08:00	Nachimir	No objections.
21:08:46	Nachimir	James: Want to give people specific references. We'd need to go back through the membership and make them change their standing order.
21:09:23	Nachimir	Dominic: If people have to cancel their standing orders, that's full of danger.
21:09:35	Nachimir	James: Reason is so we can automate stuff.
21:09:43	Nachimir	Dominic: We'd lose 20 members immediately.
21:09:55	Nachimir	Michael Proctor: Let's just do it for new members.
21:10:08	Nachimir	Matt Little: How diverse are the existing references?
21:10:24	Nachimir	Michael P: We can probably come up with rules to look after the existing ones?
21:10:51	Nachimir	Max: What about last four digits of the bank account? Michael: We don't see that, which is annoying. sometimes I have to refund but don't have bank details.
21:10:59	Nachimir	James: Any more AOB?
21:11:38	Nachimir	Matt Little: One little thing. Emails relating to workshops. A few people are not on the google group to reduce noise. Could we put people on a mailing list?
21:11:57	Nachimir	James: We can send them information, but we can't send them advertising.
21:12:13	Nachimir	Kate: We could set up a nottinghack public announcements list.
21:12:23	Nachimir	Item: Over to spencer for election results.
21:13:28	Nachimir	Spencer: 51 for Dominic Morrow, everyone with exception of Dominic. 42 votes for Kate. David C with 41 votes. Tie for fourth place: 33 votes each, Michael Erskine and Jake.
21:13:59	Nachimir	Spencer: Happy for someone to recount votes if they want to.
21:14:37	Nachimir	Dominic: Huge thank you to Michael Proctor and Matt Little, who are stepping down. Both been with us since the start, and have done a tremendous amount of work. *applause*.
21:16:25	Nachimir	James: We should hold election immediately by email. Spencer has list of emails.
21:16:35	Nachimir	David: Need to be updated with a few more as of tonight.
21:17:41	Nachimir	AOB from Kate: Green Festival this Sunday, who wants to help?
21:17:49	Nachimir	(Some people volunteer).