Attachment 'ExecMinutes27_06_09.txt'

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   1 Humbug Exec meeting - 27/06/2009.
   2 
   3 Attendees: 
   4 Scott Wilson - Secretary
   5 Mark Ellem - Vice President
   6 Matthew Franklin - Librarian
   7 
   8 Proxy: 
   9 Shaun Nykvist - President
  10 
  11 Non-exec members:
  12 Greg Black
  13 Stephen Thomas
  14 Russell Stuart
  15 Simon Ellis
  16 Byron Ellacot
  17 Sean Greene
  18 
  19 
  20 Apologies:
  21 None.
  22 
  23 Not in attendance:
  24 Elspeth Thorne - treasurer.
  25 
  26 Meeting Declared Open 2:30pm 
  27 
  28 Expenses discussion:
  29 
  30 Mark raised the point that we need to have adequate management of expenses, to prove to both exec and general membership that we're not spending lavishly. Members do not believe they are adequately kept up-to-date with financial states - sourced from the fact that our treasurer is effectively MIA. Ideally, a treasurers report would accompany the minutes of every meeting - however this has not occured. 
  31 
  32 A requirement has been proposed that a treasurers report should be produced and presented at every executive meeting as well as at the AGM. Mark has offered to give a quick rundown of our finances in the interim.
  33 
  34 Current Balance: 6769.17
  35 
  36 Recent expenditures:
  37 PO Box - 18/03/09 $185
  38 Installfest: $200 
  39 
  40 Deposits:
  41 Cashbox deposit (excess float) 27/03 $85.50
  42 Cashbox deposit (membership fees) 01/06 $140 - 27.80 from installfest donations
  43 
  44 Matthew Moves to accept financial report as fair and correct
  45 Scott seconds
  46 
  47 passed unopposed.
  48 
  49 As for the matter of the missing treasurer, a proposal has been made that given that we're close to the AGM, we may just struggle along without a effective treasurer until the AGM.
  50 
  51 motion proposed that we accept this action and have the secretary gently remind the treasurer of her duties, and that proxies should be given before each meeting - additionally a treasurers report should be presented eithher in person or via email.
  52 
  53 Proposed by mark ellem
  54 Seconded by matthew
  55 
  56 passed unopposed
  57 
  58 Expenses reimbursement:
  59 Mark presented various expenses paid by his own pocket recently:
  60 $6.81 - replacement key for cashbox
  61 $5.55 - scissors for cutting out membership cards
  62 $47.24 - removeable-type stamp for marking humbug correspondence, humbug property, etc.
  63 
  64 $52.79 to mark ellem for stamp and scissors
  65 $6.81 to matthew for cutting the key
  66 
  67 shaun moves
  68 scott seeconds
  69 passed unopposed
  70 
  71 Large purchase:
  72 
  73 Mark presented a digital video camera purchased with his own money. 
  74 some background:
  75 mark and matthew hvae been experimenting with recording and presenting talks. The borrowed camera that we were using was a: not ours and b: not entirely suited for the task (no firewire, no mic-in). Mark suggested we would need camera, tripod, microphones, and cables to join same. 
  76 
  77 Reasons presented for owning a HUMBUG camera:
  78 no reliable camera source, loaned cameras can be lost at any time.
  79 Can be loaned to trustworthy financial members for projects that are aligned with humbug ideals.
  80 can be used to record our OWN talks.
  81 f
  82 Member Greg Black raised the question that if we record and present talks electronically, it provides less incentive for members to show up at meetings. however, mark and mathew raised the point that archiving the talk, raising questions, etc.
  83 
  84 Clinton raised the question that the process for purchasing equipment may not have been followed in this instance - gently reminded the exec members to show a little more restraint in future. Linux australia also has a budget for equipment that may be able to be used - clinton has offered to do the paperwork for reimbursement of camera funds from linux australia.
  85 
  86 proposal: HUMBUG to reimburse mark for purchase of video equipment and in turn to seek a grant from linux australia via clinton roy.
  87 
  88 Motion for previous from matthew:
  89 scott seconds.
  90 passed unopposed.
  91 
  92 Mark proposed that we produce a budget for future AV purchases and present to a future exec meeting. a two-week timeframe. matthew to present to next meeting for future voting.
  93 
  94 Shaun has offered to donate a video tripod to HUMBUG. executive gratefully accepts. 
  95 
  96 Meeting closed 2:10pm

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