July 2019 SGM Meeting Minutes: Thursday 11/07/2019

EGG: The Gamers Guild

Thursday 11th July 2019 SGM: Meeting Minutes

Location: Harry Heath Room (Building 1, Level 3, Room 026)

Agenda

• Rebranding
  • Purpose of rebrand
  • Rebrand changes
  • Constitution Changes
• Redefinition of Executive Responsibilities

Attendance

• Kieren Sambaiah
• Zeki Ahmet
• Zachary Gachon
• Dale Grant
• Vivianne Neal
• Robert Norman
• Scott Davis
• Karl Martin
• Geale Geale
• Peter Harvey
• Grant Collins (Enters at 12:50pm)

Minutes

Acknowledgement of Quorum

• Total Membership: ~250
• Quorum Required: 10
• SGM Member Attendance: 10
• Quorum Met: Yes

Meeting Start: 12:12pm

Voting Method:

Voting will be done by the raising of hands to vote either for, against or abstain from voting on a motion.

• Amount Voting:
  • For:
  • Against:
  • Abstain:
• The motion has been

Rebranding

• Purpose of the rebrand
  • Due the previous decisions of the previous exec and previous actions of the club
• The new name “Gamers Guild” may cause some issues with regards to the trademark “GG”
  • However, “GG” is fine as it can’t be trademark
• The name change demonstrates the beginning of change for the club
• Vote for the name from “EGG: The Gamers Guild” to “Gamers Guild”
  • Amount Voting: 10
    • For: 7
    • Against: 0
    • Abstain: 3
  • The name has been changed to the “Gamers Guild”
• Rebrand Constitutional Changes include
  • Changing Line 1.1.1 to “The name of the Club is Gamer Guild.”
  • Changing Line 1.2.1.1 to “Club: Gamers Guild.”
  • Changing Line 1.2.1.2 to “Guild: Gamers Guild.”
  • Changing Line 1.2.1.6 to “Member: A registered, financial member who has undergone induction into Gamers Guild.”
  • Changing Line 1.2.1.7 to “Trustee: The President, Treasurer or Secretary of Gamers Guild.”
  • Changing Line 1.2.1.11 to “Rules and Regulations: Those rules and regulations governing the smooth running of Gamers Guild, as writ in section 18”
• Vote for all the constitutional changes for the rebrand
  • Amount Voting: 10
    • For: 9
    • Against:
    • Abstain: 1
  • The Constitution has been updated for the rebrand

Redefinition of Executive Responsibilities

• Changing Line 3.3.1 so that the president responsibilities have been made to be more concise
• New line: “The President is a Signatory and shall be the primary representative of the Guild. They shall act as the director working with the Secretary to ensure the smooth operation of the Guild and be the primary representative of the Guild when interacting with the public and other societies. The President shall, on behalf of the Committee, submit a report on the conduct of the affairs of the Guild at the Annual General Meeting and shall be Chairperson and preside at all meetings at which they are present.”
  • Amount Voting: 10
    • For: 8
    • Against: 0
    • Abstain: 2
  • The line has been changed
• Changing Line 3.3.2 so that it highlights the true responsibilities of the secretary
• New line: “The Secretary is a Signatory and shall be the administrator of the Committee. They shall manage all executive members and communication amongst the Committee to ensure the smooth operation of the Guild. The Secretary shall act as the secondary representative of the Guild when interacting with the public and other societies, and they shall keep a record of all business transacted at meetings to present to ActivateUTS for re-affiliation.”
  • Amount Voting: 10
    • For: 9
    • Against: 0
    • Abstain: 1
  • The line has been changed
• Changing Line 3.3.3 so that it’s been cleaned up, removing any redundant lines.
• New line: “The Treasurer is a Signatory and shall be the bookkeeper of business when money is involved. They shall be the primary financial advisor for the Guild and work with the Committee to ensure the smooth operation of the Guild. The Treasurer shall receive all monies of the Guild and deposit them in the Guild’s bank, pay accounts, and keep records of receipts and payments. They shall also present a statement of accounts at each regular meeting of the committee and shall present the Annual Statement of Accounts and Balance Sheet for the preceding financial year to ActivateUTS within re-affiliation.”
  • Amount Voting: 10
    • For: 9
    • Against: 0
    • Abstain: 1
  • The line has been changed
• Changing Line 3.3.4 so that it actually outlines the role of the events master
• New line: “The Events Master shall be the organiser of Guild events and work with the Committee to ensure the smooth operation of the Guild. They shall guarantee that all venues for Guild events are booked, organise any and all grants and equipment associated with the event, and draft rosters comprising of Committee members and other Officers for Guild events. The Events Master shall also, if necessary, liaise with ActivateUTS and the University as required for Guild events.”
  • Amount Voting: 10
    • For: 8
    • Against: 0
    • Abstain: 2
  • The line has been changed
• Changing Line 3.3.5 so that it actually outlines the role of the producer
• New line: “The Producer shall be the manager of communication of the Committee to the members of the Guild, other societies, and the public and shall work with the Signatories to ensure the smooth operation of the Guild. They shall monitor and upkeep Guild social media platforms, supply photography and video production of the Guild, handle complaints and collect data from members of the Guild to better the Guild’s community. The Producer shall also act as a networker to build and maintain relationships formed by Guild and shall support the Guild with collaboration events, club opportunities, and sponsorships.”
  • Amount Voting: 10
    • For: 5
    • Against: 0
    • Abstain: 5
  • The line has been changed

Meeting End: 12:53pm