Location: B01.03.026 Harry Heath Room

Agenda

• Review of Exec Responsibilities and Managing Complaints
• Removal of Vice President from the Committee
• Adding a new Committee Position; Producer. The Producer has the following responsibilities:
  • Social Media: supporting and posting on the Guild’s social media platforms
  • Media: supply photography and video productions to advertise the Guild
  • Community Management: handle complainants and collecting data from the members on how to better the Guild’s community.
  • Networker: build and maintain relationships formed from both the Guild and personal connections to support the Guild with collaboration events, club supporting opportunities, and sponsorships.
• Modifications to ‘Other Officers’ section of the Constitution for general neatness and additional Specialist/Lieutenant as Responsibilities. The new section will read as follows:
  • Non-Executive Officers
    • 1.1 Non-Executive Officers may be instated to or stood down from their positions at any time by motion of the Committee.
    • 1.2 Non-Executive Officers may voluntarily resign their position by lodging written notice of such resignation with the Secretary, in the event of the Secretary’s absence notice may be lodged with the President.
  • Lieutenants
    • 2.1 Guild Lieutenants are Guild Members selected and empowered by the Committee that are responsible for the execution of Guild Events and the safety of the Guild and its equipment during Events.
    • 2.2 Lieutenants are responsible for making sure members follow the Rules and Regulations.
    • 2.3 Lieutenants have the right to disallow access to club bookings or equipment to any attendee who breaches the Rules and Regulations.
  • Specialists
    • 3.1 Guild Specialists are Guild Members selected and empowered by the Committee that make their skills available to the Guild for the purposes of designing promotional material, maintaining or assembling the Guild’s equipment or for some other specific task decided by the Committee.
    • 3.2 Specialists are responsible for completing tasks set by the Committee within the time periods set by the Committee.
    • 3.3 Where necessary Specialists are empowered to act as Lieutenants to ensure the smooth running of club events.
  • Introduction of the EGG Handbook
  • Event Recap of January – March

 

 

Attendance

• Kieren Sambaiah
• Zeki Ahmet
• Vivianne Neal
• Thomas Morgan
• Scott Davis
• Karl Martin
• Kijana Moss Williams
• Jordan Supramaniam
• Olivia Tu
• Xiang Shu
• Llyod Ma
• Tung Nguyen
• Aimee Blackadder
• Peter Harvey
• Jacob Tripp
• Kyron Ho
• Grant Collins

 

 

Minutes

Acknowledgement of Quorum

• Total Membership: 244
• Quorum Required: 10
• SGM Member Attendance: 16
• Quorum Met: Yes

Meeting Start

6:03pm

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

Review of Exec Responsibilities and Managing Complaints

• Reminder to give complaints as the exec team will listen and work to improve ourselves

Removal of Vice President from the Committee

• Vote to have the removal of the Vice President and the addition of Producer be one vote
• Amount Voting: 16
  • For: 15
  • Against: 0
  • Abstain: 1
• The addition of the Vice President and the addition of Producer will be voted together

 

• The position of Vice President is being revamped into a new Committee position known as Producer
• Producer will have the following responsibilities
  • Social Media: supporting and posting on the Guild’s social media platforms
  • Media: supply photography and video productions to advertise the Guild
  • Community Management: handle complainants and collecting data from the members on how to better the Guild’s community.
  • Networker: build and maintain relationships formed from both the Guild and personal connections to support the Guild with collaboration events, club supporting opportunities, and sponsorships.
• This position change has been brought up by Activate

Adding a new Committee Position; Producer

• Refer to the previous agenda point for information
• Amount Voting: 16
  • For: 12
  • Against: 0
  • Abstain: 3
• The motion has been passed

The Producer Position

• Zac Gachon has been nominated as Producer
• Amount Voting: 16
  • For: 9
  • Against: 0
  • Abstain: 7
• Zac Gachon is now Producer

Modifications to ‘Other Officers’ section of the Constitution for general neatness and additional Specialist/Lieutenant as Responsibilities

• Motion to change to
  • 1.1 Non-Executive Officers may be instated to or stood down from their positions at any time by motion of the Committee.
  • 1.2 Non-Executive Officers may voluntarily resign their position by lodging written notice of such resignation with the Secretary, in the event of the Secretary’s absence notice may be lodged with the President.
• This change is simply to clean up the line so that it is easier to read
• Also to have it so that other roles such as Specialists can be supervisors/ act like lieutenants

 

• Motion to change to
  • 2.1 Guild Lieutenants are Guild Members selected and empowered by the Committee that are responsible for the execution of Guild Events and the safety of the Guild and its equipment during Events.
  • 2.2 Lieutenants are responsible for making sure members follow the Rules and Regulations.
  • 2.3 Lieutenants have the right to disallow access to club bookings or equipment to any attendee who breaches the Rules and Regulations.
• This change is simply clean up and clarify the lines

 

• Motion to change to
  • 3.1 Guild Specialists are Guild Members selected and empowered by the Committee that make their skills available to the Guild for the purposes of designing promotional material, maintaining or assembling the Guild’s equipment or for some other specific task decided by the Committee.
  • 3.2 Specialists are responsible for completing tasks set by the Committee within the time periods set by the Committee.
  • 3.3 Where necessary Specialists are empowered to act as Lieutenants to ensure the smooth running of club events.
• This change is to clean up and clarify the lines

 

• Amount Voting: 16
  • For: 14
  • Against: 0
  • Abstain: 2
• The above motions have been passed

 

Introduction of the EGG Handbook

• The handbook will be altered to have stronger and commanding language
• Note to add speakers to the volume control/ limit
• Add a point; try to keep your bags off the tables, if you are asked to remove your bags please don’t feel offended
• Note to have a line that notes that lieutenants have the power to remove and deny access for those people who don’t abide by the rules

 

Event Recap of January – March

• January: rocky start with Sydney SMASH but it’s been sorted
• February: O’Day went quite well, not many people were playing board games but that was mainly due to the environment
• March:
  • Newbies Roleplay: the event ended earlier (started at 12pm and ended around 6pm) due to a lack of people at that time
  • Welcome LAN: Went incredibly well. Note to keep the computers out throughout the whole event
  • Interactive Game Design Soc joint event: was alright but it in the ended it resulted in IGDS group playing their own games and EGG playing their own games. This often occurs in joint events
  • Newbie’s Fireside: didn’t go well due to having trouble setting up the tavern
  • MEGNEG: it was alright but it could be improved, it should have been marketed more towards current members
• Weekly Events
  • Magic nights have been going well
  • Board game night still needs some help
    • Note to try to always have a few people in the room for the event
  • Consoles on the Concourse
    • Issue with the Switch only being used for SMASH
    • Possible solution is to buy another Switch
  • Weekend events
    • Issue with execs not being here on the weekends
    • Possible solution is to have lieutenants be able to open and look after the room
    • Also possible solution is to book the concourse instead of the Harry Heath room

Meeting End

7:23pm