Minutes of SRCF Annual General Meeting held 18:45 19th February 2009

Venue: Music Room, Peterhouse

In attendance:

Summary of constitutional amendments

A summary of the amendments made at the AGM in comparison to the old constitution can be found here.

Minutes

  1. Ratification of previous minutes
    • The minutes of the previous AGM were ratified nem. con.
  2. Chair's report
    • The Chair delivered a report.
    • Amongst the items reported, the Chair noted:
      • there were 147 signups to the SRCF last October, a new record;
      • a new server (thunder) has been donated by Third Light;
      • there has been an increase in the default quota allocated to users;
      • stash has been acquired;
      • there have been some social events;
      • a recommendation to the next committee to arrange a machine room tour (this fell through this year);
      • an intended LAN party fell through in Michaelmas owing to lack of sponsorship;
      • there have been problems with HSBC and PayPal;
      • his thanks to the sysadmins.
  3. Junior Treasurer's report
    • The Junior Treasurer circulated a summary of the accounts (separate document), and delivered a report.
    • Amongst the items reported, the Junior Treasurer noted:
      • there was a small profit, and a large turnover, during the year;
      • expenditure on food and drink this year was greater than that on hardware;
      • funds were being put into a savings account intended as a reserve for short-notice equipment replacement, as pip will soon be out of warranty.
    • There was a question from the floor about the possibility of using (free) JANET SSL certificates; the reply was that these did not serve the required purposes, owing to the fact that the SRCF's hostname ends in .ucam.org rather than .cam.ac.uk.
  4. Sysadmins' report
    • Malcolm Scott delivered a report on behalf of the sysadmins.
    • Amongst the items reported, he noted:
      • the SRCF has nearly 5000 members, of which over 2000 have shell accounts;
      • a major achievement of the SRCF since the last AGM is the introduction of a desktop service, which has become popular;
      • there has not been any major problem with day-to-day tasks in the last year;
      • there have been some minor security incidents, but no major security incident in the last year;
      • there has been one takedown notice in the past year, which was promptly resolved.
  5. A vote of thanks for Malcolm Scott
    • The Chair noted:
      • Malcolm resigned as secretary in January;
      • the relevant details as to why he did so will be in the minutes;
      • this proposed vote of thanks is a way of showing to Malcolm that there are no hard feelings over his resignation, and also to thank him for the many years that he has donated his time both as a sysadmin and as a committee member, and also to thank him in advance for the many future years that we hope he continues to be a sysadmin;
      • he has been a sysadmin since June 2004, i.e. for 4 and a half years so far, and hopefully many more;
      • he has also been a committee member 3 times;
      • he donated us our first 'real' SSL certificate, and contributed to our first 'real' wildcard SSL certificate;
      • he did most of the work to bring us back online after we got rooted in October 2007;
      • he dealt with the only takedown request we received in the last year within 20 minutes, even though it arrived at 4:54 am.
    • This was passed nem. con.
  6. Constitutional amendments
    1. The following motion was tabled:
      Add "4.3. An Extraordinary General Meeting (EGM) of the society may be called by the Committee, or by at least six members. A notice calling for an EGM must: (1) include a clear statement of the purpose of the EGM, (2) state the date (which must be in Full Term), time, and venue (which must be in Cambridge) of the EGM, (3) be signed by those calling for the EGM, and (4) be presented to the Committee at least ten days before the EGM, but no more than fourteen days before. The Committee must circulate the notice verbatim to the society at least seven days before the EGM. An EGM may conduct any business necessary for the purpose it was called."

      Replace " or meetings called for the purpose." with ", or at an EGM called explicitly for that purpose."

      There was some discussion over the possibility of unreasonably exploiting some of the above wording. The motion was amended to add the words "(which must be reasonable)" after the word "time".

      The amended motion was proposed by at least six people.

      The amended motion was put to a vote by show of hands.
      17 voted for the motion.
      None voted against the motion.

      The amended motion was carried.
    2. The following motion was tabled:
      Amend the section on elections to include the wording "All elections shall be held using Single Transferable Vote, with each ballot including an option to reopen nominations."

      There was a discussion of this motion.

      The Chair conducted a straw poll to determine support of the motion as given above and of possible amendments. It being apparent that there was insufficient support for any single option to pass it as a constitutional amendment, the Chair did not put any motion to the meeting formally as a constitutional amendment.

      The meeting proceeded to consider how to conduct the elections for this meeting only.

      The question was put whether to include a "reopen nominations" ("RON") option in each election. A vote was held by show of hands.
      19 voted for.
      1 voted against.

      The question was therefore decided in the affirmative.

      Options for a voting system to decide the election in which there were more than two candidates were discussed. The options mooted were first-past-the-post voting and (the University's flavour of) single transferable vote.

      A vote on these two alternatives was held by show of hands.
      8 voted for first-past-the-post.
      8 voted for single transferable vote.

      A further discussion ensued, in which a number of people indicated willingness to change their position in order to break the tie.

      A second vote on the two alternatives was held by show of hands.
      15 voted for first-past-the-post.
      2 voted for single transferable vote.

      It was therefore determined to hold the elections using a first-past-the-post system.
    3. The Chair decided at this point, owing to time constraints, to move directly to the elections.
  7. Elections
    1. Chair
      • There was one nomination:
        1. Malte Schwarzkopf, proposed by David Simner, seconded by Kristian Glass.
      • A vote on the election was held by show of hands:
        • 19 voted for Malte Schwarzkopf.
        • None voted for RON.
      • Malte Schwarzkopf was therefore elected to the post of Chair.
    2. Secretary
      • There were three nominations:
        1. Han-Ley Tang, proposed by Shahar Avin, seconded by Russ Williams;
        2. Fergus Ferrier, proposed by Denitsa Jicheva, seconded by Connell Gauld;
        3. Malcolm Scott acting on the behalf of RON, proposed by Malte Schwarzkopf, seconded by Ian Abel.
      • Malcolm Scott withdrew his nomination.
      • The election being contested, the Chair invited both the remaining candidates to speak and then invited questions to the candidates from the floor. The meeting sought the views of the candidates on a number of items, although many of the questions focussed on the final proposal of Fergus Ferrier's manifesto.
      • A vote on the election was held by show of hands:
        • 7 voted for Han-Ley Tang.
        • 6 voted for Fergus Ferrier.
        • None voted for RON.
      • Han-Ley Tang was therefore elected to the post of Secretary.
    3. Junior Treasurer
      • There had been no nomination to this position in advance of the meeting. The Chair therefore invited nominations at the meeting:
        1. Fergus Ferrier was nominated, proposed by Kristian Glass, seconded by Martin Keegan.
      • A vote on the election was held by show of hands:
        • 12 voted for Fergus Ferrier.
        • 5 voted for RON.
      • Fergus Ferrier was therefore elected to the post of Junior Treasurer.
    4. PR Officer
      • There was one nomination:
        1. Daniel Thomas, proposed by Malte Schwarzkopf, seconded by David Simner.
      • A vote on the election was held by show of hands:
        • 18 voted for Daniel Thomas.
        • None voted for RON.
      • Daniel Thomas was therefore elected to the post of PR Officer.
  8. There being some time remaining before the scheduled finish of the meeting, the Chair returned to the item on Constitutional amendments.
    1. The following motion was tabled:
      Append to the aims of the SRCF ", and to do other such things conducive to the attainment of these objects."

      The wording was amended to ", and to do such other things as conduce to the attainment of these objects." and proposed by at least six people.

      A comment from the floor was made opining that the additional activities currently being held were too inclined towards the IT-literate.

      The amended motion was put to a vote by show of hands.
      21 voted for the motion.
      None voted against the motion.

      The amended motion was carried.
    2. The remainder of the constitutional amendments was not put, owing to lack of time.
  9. Other business
    • A vote of thanks to the Committee and sysadmins was proposed and passed nem. con.