Meeting opened 7.35pm, by teleconference.

 

2. Present: Graeme Lindup (GL; Chair), Jane Dawson (JD), Clare Simpson (CS), Stephen Wood (SW), Glen Koorey (GK), Elaine Richardson (ER), David Hawke (DH); PLUS 3 proxies (Lynn Sleath, Robert Ibell, Graham Anderson).

GL confirmed that the numbers attending constitutes a quorum.

 

3. Apologies: Barb Insull.

 

4. Audited accounts: These were available before the meeting as per Notice provided to Members.

• The 2010 figures are for 6 months only, related to the change in financial year. 
• JD explained the time delay in presenting the accounts. The delay was mostly related to multiple changes in Treasurer, with the different individuals doing things (especially coding) in different ways.

 

5. Questions relating to the accounts:

• From the audited accounts, GL noted a surplus of approx. $2300; JD confirmed.
• GK asked if CAN is showing a net loss of members. JD replied that there is a slow decline, but that it is not clear whether the decline relates to lower retention of existing members or lower recruitment of new members.
• GK asked whether printing costs relate to Chainlinks only. JD replied that printing costs also derive from both miscellaneous printing (eg business cards) and printing related to projects such as Stop at Red. (If the latter, then costs are charged against the project involved.) So, not just Chainlinks.
• Some discussion around whether (or not) membership subscriptions are covering Chainlinks costs (as intended). SW noted that advertising rates have gone up, but that this has not been communicated to advertisers. See Action Point 1.
• GK asked whether the levy charged to local groups should change. JD replied that the levy has increased effective 1 January 2011, & that this will be reflected in the next year's accounts. 

 

6. Adoption of accounts:

 

• ER moved Accounts adoption (seconded GK): Adopted unanimously (including proxies).

 

 

7. Rule changes: GL noted that most arise from the change to financial year. When the financial year was changed, a sufficient check wasn't done on concordance with the Rules. (Hence the need to address now.)

 

• GK questioned the need for a specified annual conference (as opposed to the AGM). JD & GL noted a desire to have the AGM & Conference separated (in terms of the Rules).
• Some discussion around whether Rule 5.3 could be deleted, because the AGM requirements (accounts, election of officers etc) are all covered elsewhere. However, GL checked the Rules and found that there is a requirement (in the Rules) to advise members in advance, if a Rule is to be deleted. SW & GK therefore proposed addressing this question at the next AGM. See Action Point 2.

 

8. Adoption of Rule changes:

 

• DH read out comments sent in by proxy, for the benefit of those present.
• JD moved that the Rule changes be accepted as a block (seconded DH). Passed unanimously by those present, but DH to record (in the minutes) individual votes Rule by Rule.

 

Rule	For	Against	Result
5.1	9	1	PASSED
5.2	10	0	PASSED
5.3	9	1	PASSED
5.4	10	0	PASSED
7.3	10	0	PASSED
10.5	9	1	PASSED
10.6	10	0	PASSED
12.1	10	0	PASSED

 

• The next step: see Action Point 3.

 

Action Points

No.	Item	Comments	Done
1	Make sure that updated advertising rates have been communicated to Chainlinks advertisers (JD)
2	Status of Rule 5.3 to go the Agenda for the next AGM (GL)		Yes
3	Send amended Rules to Secretary then Treasurer for signing. Treasurer to post to Registrar of Companies Office. (GL, DH, ER)		Yes