Sample Minutes minutes of a general meeting of the puppetry society (soc puppet) held at 5: 00pm on tuesday 25 may 2016 in the common room, holme building present executive



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Sample Minutes
MINUTES OF A GENERAL MEETING OF THE PUPPETRY SOCIETY (SOC PUPPET)

HELD AT 5:00PM ON TUESDAY 25 MAY 2016 IN THE COMMON ROOM, HOLME BUILDING
PRESENT
EXECUTIVE: Matthew Nichols, President, Chair

Josephine Ferrell, Vice-President

Morgan Edwards, Treasurer

Margaret Williams, Secretary

Catherine Hayes, Social Director

MEMBERS: 24 Ordinary Members as signed
BY INVITATION: Lindsay Dey

The Chair opened the meeting at 5:05pm.


1. OPENING AND WELCOME

The Chair opened the meeting with an acknowledgement of country and welcomed attendees to the meeting.


2. APOLOGIES AND LEAVES OF ABSENCE

The Society heard apologies from Katherine Sharp and Mia Gregory, a request for late arrival from Catherine Hayes and a request for early departure from Josephine Ferrell.


GM 034/10 RESOLVED that apologies be accepted from Katherine Sharp and Mia Gregory, that late arrival be granted to Catherine Hayes and that early departure be granted to Josephine Ferrell.
Aaron Watson / Daniel Bell
3. MINUTES OF THE PREVIOUS MEETING

Minutes of the meeting held 11 March 2016 were tabled.


GM 035/10 RESOLVED that the minutes of the meeting held 11 March 2016 be confirmed as a true and accurate record of proceedings.

Josephine Ferrell / Brian Edwards


4. BUSINESS ARISING FROM THE MINUTES
Sebastian Coats asked whether the issue of missing t-shirts had been resolved.

The Chair confirmed that they had been found.


5. CORRESPONDENCE

Correspondence was considered by the attendees but no discussion followed.


GM 036/10 RESOLVED that the correspondence be received.

Chispa Flaskas / Eloise Rennie
6. MOTIONS ON NOTICE

6.1 Amendment to the Constitution
Josephine Ferrell spoke to the motion, reasoning that due to a high frequency assessment period of students in September annually, it was often difficult to both reach a quorum at the Annual General Meeting and to ensure a good Executive handover period. She clarified that as the Annual General Meeting would still need to be held during Semester it would occur at the commencement of Semester Two each year.

No further debate was heard. The motion was put to a vote.


GM 037/10 RESOLVED AS A SPECIAL RESOLUTION that the Constitution of the Society be amended at Clause 8.1 and any subsequent points be re-numbered as necessary.

8. ANNUAL GENERAL MEETING

8.1 The Society shall hold an Annual General Meeting annually in the month of September July.



Josephine Ferrell / Brian Edwards
7. ELECTION

7.1 Appointment of a Returning Officer

The Chair received the suggestion that Morgan Edwards be the Returning Officer for the election.


GM 038/10 RESOLVED that Morgan Edwards be appointed as the Returning Officer

Lewis Mitchell / Tyler Bates
7.2 Nominations

The Chair opened up the floor for nominations.


Mia Gregory nominated Chispa Flaskas, seconded by Sean Hay.

Chispa Flaskas accepted her nomination.

Camilla Cale nominated Daniel Bell, seconded by Sebastian Coats.

Daniel Bell accepted his nomination.

The Chair invited each candidate to speak for 2 minutes.

Chispa Flaskas outlined her experience as a theatre manager.

Daniel Bell outlined his experience as an executive member of a number of different societies.
7.3 Election of General Executive

Voting was conducted.

Chispa Flaskas was elected into the General Executive position.
8. REPORTS OF EXECUTIVE MEMBERS

8.1 Report of the President
GM 039/10 RESOLVED that the Chair be conferred to Josephine Ferrell.
Chloe Thomson / Leah Whitehouse
[Catherine Hayes arrived at the meeting at 5:25pm.]
The Chair invited the President to deliver his report.
The President delivered his report, which included an overview on the progress of the accessing archives of the Society in Fisher Library, and developing relationships with the Department of Performance Studies. The President also tabled recommendations regarding publicity and fundraising for the Society.
The President congratulated Scott Matthews and Holly Wells for their achievements; winning the regional Puppetry Eisteddfod.

The President thanked the Vice President for her support during his leave in April.


GM 040/10 RESOLVED that the Report of the President and all recommendations contained within be adopted.

Recommendation 1: That the Society investigates further avenues of publicity off campus.

Recommendation 2: That the Society revises its Policy on Fundraising.

Catherine Hayes / Aaron Watson
GM 041/10 RESOLVED that Matthew Nichols resume the Chair.
Tyler Bates / Lewis Mitchell
8.2 Report of the Treasurer

The Chair invited the Treasurer to deliver his report.

The Treasurer delivered his report which included financial statement information and analyses on event income and expenditure for Semester Two.
GM 042/10 RESOLVED that the Report of the Treasurer be adopted.

Josephine Ferrell / Evan Schofield



[Josephine Ferrell departed from the meeting at 5:48pm.]
9. OTHER REPORTS

There were no other reports.


10. GENERAL BUSINESS

10.1 Annual Ball

The Chair advertised the Annual Ball of the Society to be held Friday 12 November 2014. She called for volunteers to express interest after the close of the meeting.


10.2 Yearbook

The Social Director spoke to the report of the Yearbook Sub-Committee which detailed the progress of the design and publication of the Yearbook.


The Social Director advised that submissions would continue to be accepted until Friday.
GM 043/10 RESOLVED that the Report of the Yearbook Sub-Committee be adopted.
Daniel Bell / Chloe Thomson
10.3 End of Semester Party
The Social Director advertised the End of Semester Party to be held on Friday 11 June 2016. She asked those in attendance for ideas for the theme of the event.

Consensus was reached to theme the event ‘Hollywood’.


GM 044/10 RESOLVED that the End of Semester Party to be held Friday 11 June 2016

(a) be themed ‘Hollywood’ and

(b) be held at Manning Bar.
Brian Edwards / Catherine Hayes
11. OTHER BUSINESS

The Chair recommended that all Members of the Society join the Facebook group of the Society to be informed of upcoming social events.

Joel Chambers advertised that the Jewellery Club was holding their annual exhibition on Friday 3 June 2014.
12. DATE OF THE NEXT MEETING

The next General Meeting of the Society will be held at 5:00pm on Tuesday 8 June 2016 in the Common Room, Holme Building.


13. CLOSE OF MEETING

With no other business to be attended to the Chair declared the meeting closed at 6:33pm.

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