Association/meetings/committee/2008-07-06

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Contents 1 WordCamp Association - Committee meeting No.1 2 Agenda 3 Attendance 4 Minutes 4.1 Naming of interim office bearers 4.2 Adoption of rules for the association 4.2.1 Explanation of "Model Rules" and modifications 4.3 Report on responsibilities of incorporation 4.3.1 Committee meetings 4.3.2 Annual general meeting 4.3.3 Election of office bearers 4.3.4 Document keeping 4.3.5 Register of members 4.3.6 Further notes 4.4 Creation of a bank account 4.5 Call for volunteer to design association seal and website 4.6 Other business

[edit] WordCamp Association - Committee meeting No.1

Date:	Sunday 6th July, 2008
Time:	12:00pm
Location:	Randwick, NSW
Facilitator:	Sam Bauers
Minutes:	Sam Bauers

[edit] Agenda

1. Naming of interim office bearers
2. Adoption of rules for the association
   1. Explanation of "Model Rules" and modifications
3. Report on responsibilities of incorporation
   1. Committee meetings
   2. Annual general meeting
   3. Election of office bearers
   4. Document keeping
   5. Register of members
4. Creation of a bank account
5. Call for volunteer to design association seal and website
6. Other business

[edit] Attendance

• Anthony Cole
• Sam Bauers

[edit] Minutes

The meeting was brought to order at 12:00pm on Sunday 6th July, 2008 by the facilitator.

The agenda was read aloud by Sam Bauers.

[edit] Naming of interim office bearers

It was deemed convenient to appoint interim office bearers from the existing organising team for the WordCamp Australia 2008 conference.

The office bearers are:

• Secretary - Sam Bauers
• Treasurer - Anthony Cole

These positions will be put to an election at the first annual general meeting.

[edit] Adoption of rules for the association

It was reported to the meeting that upon registration the association adopted the "Model Rules" for associations as prescribe by the NSW Department of Fair Trading, with some modifications attached.

[edit] Explanation of "Model Rules" and modifications

The model rules and their modifications were discussed in detail. It was resolved that they should be published on the association website. Action to be completed by Sam Bauers.

[edit] Report on responsibilities of incorporation

Sam Bauers reported on the responsibilities the association has taken on now that it is incorporated.

[edit] Committee meetings

Committee meetings must occur at least once every 12 months.

[edit] Annual general meeting

An annual general meeting must occur once every 12 months.

It was agreed that this meeting should be held to coincide with the annual WordCamp Australia Conference so as to maximise participation.

[edit] Election of office bearers

Office bearers will be elected at the annual general meeting. It was discussed that notice must be given to interested parties, including non-members so they may have time to join the association and nominate themselves for the available positions.

[edit] Document keeping

It was resolved that the WordCamp Association website would be the primary repository of documentation including meeting minutes.

[edit] Register of members

The association must keep a complete and up to date register of members that is available for viewing by members on reasonable request.

Security of this list and the protection of the privacy of members was discussed. The register will be kept electronically and only as many copies as are required to allow for disaster recovery purposes will be kept. Requests to view the register will be furnished with a read-only electronic copy.

[edit] Further notes

It was noted further that generally all the rules of the association needed to be followed by the committee for the association to remain incorporated. Specific note was made of the dispute resolution policies.

[edit] Creation of a bank account

It was resolved that the association will open a bank account for the purposes of receiving membership fees and donations and to transact with suppliers.

StGeorge bank was chosen as the financial supplier for the WordCamp Association and an appointment will be made to allow the committee to create a co-signed account.

It is resolved that the account must always have at least two signatories and all withdrawals from the account require the signature of at least two signatories to the account. The initial signatories are to be:

• Anthony Cole - Treasurer
• Sam Bauers - Secretary

Action to be complete by Anthony Cole and Sam Bauers.

[edit] Call for volunteer to design association seal and website

The association will require a seal (logo) and design for it's website. It was resolved that the committee would seek volunteers from the community to provide these designs.

[edit] Other business

It was noted that the cost of registering the association was $145 and the expense was incurred by Sam Bauers. The committee resolved to reimburse this debt at such a time as it was financially able.

The meeting was adjourned at 12:30pm.