Saturday 9th October, 2010 (AGM)

From EGGWiki

Contents 1 Agenda 2 Minutes 2.1 Attendance 2.2 Late Arrivals 2.2.1 Apologies 2.3 Previous AGM's Minutes 2.4 Reports 2.4.1 President's Report 2.4.1.1 Important Notes of 2010 2.4.2 Secretary's Report 2.4.3 Treasurer's Report 2.4.3.1 Notes 2.4.4 Events Master's Report 2.4.4.1 Repeat Events 2.4.4.2 One Off Events 2.4.5 Quartermaster's Report 2.5 Election of Executive Committee 2.5.1 President 2.5.2 Secretary 2.5.3 Treasurer 2.5.4 Events Master 2.5.5 Quartermaster 2.5.6 Vice President 2.6 Motion to Change the Role of Vice President 2.6.1 Continuation of Vice President Election 2.7 Closing

Agenda

• Attendance
• Late Arrivals
  • Apologies
• Previous AGM's Minutes
• Reports
  • President's Report
  • Secretary's Report
  • Treasurer's Report
  • Event Master's Report
  • Quartermaster's Report
• Election of Executive Committee
  • President
  • Secretary
  • Treasurer
  • Event Master
  • Quartermaster
  • Vice President
• Motion to Change the Role of Vice President
  • Continuation of Vice President Election
• Closing

Minutes

MEETING START: 7:00pm

Attendance

• Philip Fyvie (President and Chairperson of this meeting)
• Morgan Hastings (Vice President)
• Sabina Fischer (Treasurer)
• Christopher Davies (Secretary)
• Ariel Michael (Events Master)
• Andrew Harkness (Quartermaster)
• Grant Collins
• Hanna Parsons
• Kristina Zrim
• Sebastian Cheung
• Justin Bell
• David Liu Lau
• Melvin Wong
• William Ward
• Margaret Colville
• Erwan Ascouet
• Jake Cruwys
• Brad Boundy
• Carolyn Wiley
• Patrick Hamid
• Nathan Frawley
• William McDonald
• Zaraar Khattak
• --REDACTED--
• Priscilla Yuen
• Kyron Ho
• Matthew Geale

Late Arrivals

• Sam Pritchard (8:17pm)

Apologies

• Sean Jacobs

Previous AGM's Minutes

• The minutes of the previous AGM (17/10/2009) were reviewed by the gathered members. Morgan Hastings led the review process.
• The following mistakes were noted in the previous year's minutes.
  • The previous year's minutes rolled the members gained from OzHadou events into the general EGG members count. This was felt to be in need of rectification.
  • Matthew Geale was not present on the attendance list.

• A motion to accept the amended minutes for the meeting on the 17th of October 2009 was made by Philip Fyvie. This was seconded by Sabina Fischer.
• Motion was put to vote. For: 17, Abstaining: 10, Against: 0.
• The motion to accept the amended minutes of the AGM on the 17th of October, 2009 as an accurate record of the proceedings was passed.

Reports

President's Report

• President Fyvie began his report with a summary of EGG's progress within the last two years. Over this period of time, the Club has gone from a crisis situation to a success, with options to grow even greater in the coming years.
  • EGG as of mid-2008 was in serious debt, threatened with dissolution and reviled by most of the major university organisations, including Security and the Union.
  • EGG has since gone on to pay off all of its long term debts, run many highly successful events, expand its capital acquisitions, improve internal accountability and revitalise itself in general.

• After getting into detail about some of the clubs accomplishments during 2010, President Fyvie concluded that EGG is awesome and is currently position to become even more awesome in the next year.

Important Notes of 2010

• Despite not getting a double booth promised to us for jointly winning Club of the Year 2009, O'Day 2010 was one of the most successful on record.
• The club has donated record amounts of money to charity this year after several successfully run charity events.
• The EGG computer fleet is now fully kitted out with Steam access, Steam Cafe Licenses and is currently being upgraded to Windows 7.
• The club helped host EVO APAC, the first Australian qualifying championships for the Evolution International Tournament held in Las Vegas.
• The University asked the club to help run high profile events with significant public scrutiny, such as Info Day and the Sydney International Animation Festival.
  • It is possible that the EGG will be called upon to act as guides for the University's expanding focus on gaming and culture next year as a result of EGG's success at these events.

Secretary's Report

• Secretary Davies reported that the club currently has 301 members as of 9/10/2010.
  • Of this, 174 signed up at O'Day whilst the rest have trickled in over various EGG public events such as Consoles, Movie Nights, Anime-Geek Trivia and Tuesday LAN's.
• EGG has improved its relationship with many other university organisations, including the university itself. This has led to EGG being involved in the running of several high-profile events, such as Open Day & the Sydney International Animation Festival. This may lead to further opportunities in this area in the future.
• Overall, the club has had a very solid in terms of membership, with one of the highest membership numbers on record excluding inflation from OzHadou events in previous years.
  • The Electronic Gamers' Guild currently has 45 non-student members, 84 Advantage Program members and 68 Female Members.

Treasurer's Report

• Treasurer Fischer led the gathered members through the state of the club's finances.

• Currently the club's expenses for this year exceed its income by a small margin. By the end of the year and re-affiliation, however, both should roughly equalise.
• The club's effective account balance stands at approximately $1500.
• The club is currently free of any long term debt.

Notes

• The main focus of spending this year was on upgrading the computer fleet. This is mostly complete, with 7 computers running new hardware, 7 new LCD screens, 11 Steam Cafe Licenses fully deployed and Windows 7 copies for 11 EGG computers.

• The primary increases in income for this year have been in Drink sales (up by over $2000) and LAN's (over $1000).
• The primary drops in income from last year have been in Chocolate Sales (since they were not stocked for most of semester 1) and Capital Grants from the union (due to new yearly limits).

• The major changes with expenses are an increase in the amount of hardware and software bought by the club, as part of its efforts to upgrade the computer fleet.
• In addition, chocolate and drink expenses were adjusted proportionally to the new volumes sold this year.
• Most other expenses have remained proportional to their values over the previous year.

• New treasury items of note:
  • EGG has made a financially significant level of charity donations this year (up by over $1000) due to a combination of the EGG charity BBQ and a successful raffle draw.
  • The listing for OzHadou has been replaced by EVO APAC for this year only.
  • A Thinkgeek order was placed during early 2010. This order was complicated significantly by Australian customs.
  • EGG-Anime Geek Trivia was run successfully this year and has come close to breaking even.
  • Pirate Day trivia was a thank you event run for club members and was run at loss.

Events Master's Report

• Events Master Michael reported that overall, the club has had both a greater number and variety of events during this year over last year.

Repeat Events

• EGG held regular events during the first semester of 2010 on Tuesdays (LAN Cafe), Wednesdays (Roleplay) and Friday (Consoles on the Concourse & Chillout).
  • In addition, EGG hosted a number of semi-regular events that ran on a mostly-fixed schedule. These were Painting Days (later renamed Non Electronic Games days) and Movie Nights.

• Second semester repeat events largely followed on from first semester ones. However, events were also opened up on Thursdays and Saturdays (both Roleplay).
  • Painting Days and Movie Nights not held as frequently during second semester.
  • Weekend events increased in popularity during semester two, whilst weekday events decreased slightly due to Wednesday's roleplay campaign moving to Thursday, then ending.

One Off Events

• The following events were run by the club during semester one of 2010.
  • Easter EGG LAN (2nd of April to the 5th of April)
  • LANZAC (24th of April to the 26th of April)
  • Firefly Marathon (30th of April)
  • EGG-Anime Geek Trivia (14th of May)
  • Post Exam LAN (25th of June to the 26th of June)

• The following events were run by the club during semester two of 2010.
  • Child's Play Charity Raffle & BBQ (10th of September)
  • ZOMGWTFBBQ (19th of September)
  • Pirate Day Trivia (24th of September)
  • LANbour Day (1st of October to 4th of October)

• In addition, EGG provided operations support for a number of events organised by external entities. These are:
  • EVO APAC (29th of June to the 30th of June, run by Evolution Asia Pacific)
  • Open Day (28th of August, run by the University)
  • Sydney International Animation Festival (25th of September to the 26th of September, run by the University)

Quartermaster's Report

• Quartermaster Harkness reported that the club has made a significant number of acquisitions during the past year.
  • The club has also devoted time to repairing the computer fleet as part of the focus on upgrading it.

• The following items of note were acquired during 2010:
  • A third PS3.
  • Upgrades and repairs for the computer fleet.
  • A number of new games for the consoles owned by the club.
  • Bags for the consoles.

• As a final note, one of the X-BOX 360 consoles has recently failed, so a replacement will be needed. This is to be evaluated by the next Quartermaster.

Election of Executive Committee

• The executive of 2009-2010 stood down from their positions.
• The election proceedings explained to the gathered members by Philip Fyvie.
  • As a note, because the chairperson can only cast a vote in a tie breaker situation, it is assumed that the Philip Fyvie has abstained from all votes unless otherwise specified.

President

• Nomination for Morgan Hastings for the position of President made by Nathan Frawley. Seconded by Ariel Michael.
  • Morgan Hastings accepted the nomination.
• No other candidate was nominated. Members present voted on whether to accept Morgan Hastings as President.
  • Members voted: Unanimously For.
• Morgan Hastings was elected as President of the Electronic Gamers' Guild.

Secretary

• Nomination for Christopher Davies for the position of Secretary made by Priscilla Yuen. Seconded by Nathan Frawley.
  • Christopher Davies accepted the nomination.
• No other candidate was nominated. Members present voted on whether to accept Christopher Davies as Secretary.
  • Members voted: Unanimously For.
• Christopher Davies was elected as Secretary of the Electronic Gamers' Guild.

Treasurer

• Nomination for Kristina Zrim for the position of Treasurer made by Priscilla Yuen. Seconded by Patrick Hamid.
  • Kristina Zrim accepted the nomination.
• No other candidate was nominated. Members present voted on whether to accept Kristina Zrim as Treasurer.
  • Members voted: Unanimously For.
• Kristina Zrim was elected as Treasurer of the Electronic Gamers' Guild.

Events Master

• Nomination for Kyron Ho for the position of Events Master made by Sabina Fischer. Seconded by Grant Collins.
  • Kyron Ho accepted the nomination.
• No other candidate was nominated. Members present voted on whether to accept Kyron Ho as Events Master.
  • Members voted: Unanimously For.
• Kyron Ho was elected as Events Master of the Electronic Gamers' Guild.

Quartermaster

• Nomination for Patrick Hamid for the position of Quartermaster made by Carolyn Wiley. Seconded by David Liu Lau.
  • Patrick Hamid accepted the nomination.
• No other candidate was nominated. Members present voted on whether to accept Patrick Hamid as Events Master.
  • Members voted: For: 21, Abstaining: 5, Against: 0.
• Patrick Hamid was elected as Quartermaster of the Electronic Gamers' Guild.

Vice President

• Nomination for Nathan Frawley for the position of Vice President made by Carolyn Wiley. Seconded by Erwan Ascouet.
  • Nathan Frawley accepted the nomination.
• Nomination for William Ward for the position of Vice President made by --REDACTED--. Seconded by Kristina Zrim.
  • William Ward accepted the nomination.

• A motion to remove the position of Vice President was made by Matthew Geale.
• Motion was not seconded, therefore the motion failed.

• A motion to alter the role of the Vice President position was made by Matthew Geale. This was seconded by Sabina Fischer.
• Motion was put to vote. For: 19, Abstaining: 7, Against: 0.
• The motion to alter the role of the Vice President position was passed.
• Vice President Election suspended, pending full resolution of this motion.

Motion to Change the Role of Vice President

• Upon consulting the constitution, Philip Fyvie proposed a refined motion to amend the Vice President's role within the Electronic Gamers Guild.
• Motion changes proposed by Philip Fyvie were to:
  • Lapse the position of Vice President.
  • Hold a Special General Meeting (SGM) to change the role of Vice President within the constitution.
  • Hold an election of a new Vice President at this SGM.
• Motion changes accepted by Matthew Geale. Motion seconded by Sabina Fischer.

• Upon further discussion, Nathan Frawley proposed that the motion be amended again to elect a Vice President at this AGM instead of later at the SGM.
• Proposed changes were refined by Philip Fyvie with the permission of Matthew Geale and Nathan Frawley.

• Motion proposed by Philip Fyvie were to:
  • Elect a candidate to the position of Vice President at this AGM on the condition that an SGM will be called by the Executive committee with the intention of changing the role of the Vice President within the constitution.
    • The SGM's date will need to be announced by the end of November, 2010.
    • Changes to the Vice President's role will be worded and proposed by the executive committee.

• No more amendments were made.
• Motion was put to vote: Unanimously For.
• Motion passed.

• Vice President election resumed.

Continuation of Vice President Election

• The Vice Presidential candidates made their speeches, answered questions and left the room. A discussion by the assembled members commenced.
  • Sam Pritchard entered the room during this discussion period.

• After an extended discussion, the assembled members requested alternative options from the chairperson to the two proposed candidates.
  • Philip Fyvie proposed to conduct the election as normal, which would include a motion to let the position of Vice President lapse under normal constitutional provisions.
• No further propositions were made. Voting for Vice President commenced.

• First motion was whether the position of Vice President should lapse.
• Motion was put to vote. For: 18, Abstaining: 6, Against: 1.
• Motion passed.

• Since the lapse motion passed, neither candidate was put to vote.
• The position of Vice President has lapsed.

Closing

• A motion for the club to run an Ordinary General Meeting at the end of the first semester of 2011 was made by --REDACTED--. This was seconded by Carolyn Wiley.
• Motion was put to vote. For: 19, Abstaining: 7, Against: 1.
• The motion to run an Ordinary General Meeting at the end of the first semester of 2011 was passed.

• Mr Fyvie thanked all members for attending the Annual General Meeting and hoped that all Guild members will enjoy the next year of EGG.

MEETING END: 8:35pm