2003 Natcon BM minutes

From Australian sf information

This article includes the minutes of the NatCon Business Meeting conducted at Swancon 28 in Perth in 2003.

Minutes

Minutes of 2003 Natcon Business Meeting
Monday, April 21, 2003

Chair: David Cake
Secretary: Jeremy Byrne

Meeting opened 9.35am.

David Cake (Chair) noted that the rules of order for the meeting would  
be those from Guide for Meetings and Organisations, by N. E. Renton, 
7th Edition.

MINUTES OF THE PREVIOUS MEETING

Motion
That the confirmation of minutes be moved to later in the meeting when 
printed copies of the minutes are available for review.
David Cake/Robin Johnson: Carried

BUSINESS ARISING
David Cake reports on the timing of Ditmars, as asked to by the 
2002 business meeting. It is reported that there are two motions on 
notice about timing of nominations and ballots as a result of this 
investigation.

SITE SELECTION
One nomination only, from Thylacon in Tasmania.
Bill Wright spoke eloquently in favour of the Thylacon bid.
Robin Johnson spoke for the bid
Tansy Rayner Roberts spoke for the bid
Eastern states Queens birthday weekend selected as the date.
There was discussion of transport options to Tasmania.
An attractive gift box containing cheese and wine was displayed as 
incentive for supporting memberships purchased at Swancon 2003.

Motion
That Thylacon be the site of the 2005 National convention.
Robin Johnson/(unknown): Carried unanimously

REPORTS
Report from Returning officer of the 2003 Ditmars was presented by 
Luigi Cantoni (see Appendix A).

Julian Warner also noted that the William Atheling award did not specify 
individual pieces of work.

Brett Griggs presented a report on the nomination process of the Ditmars 
(see Appendix B).

Motion
That the recommendation of the Swancon awards committee be referred to 
the Natcon standing committee for presentation to the 2004 business 
meeting, and that opinions on the proposal be canvassed widely.
David Cake/Julian Warner: Carried unanimously

Motion
That the rules be amended such that the line "Votes will be accepted 
only from full members or supporting members of the convention" be 
removed from section 4.1 and becomes section 6.2, and the existing 
6.2 become 6.3.
David Cake/Brett Griggs: Carried unanimously

Motion
That the rules be amended such that the new section 6.2 be changed 
to read "full members or supporting members or memberships greater 
than or equal in value to the supporting membership".
Luigi Cantoni/Robin Johnson: Carried unanimously

The minutes having been circulated, confirmation of the minutes was 
now put to the meeting.

Motion
That the minutes of the last AGM as circulated be recognised as a 
true and accurate representation of the meeting (and Jack Herman's 
sense of humour).
Bill Wright/Sue Ann Barber: Carried unanimously

MOTIONS ON NOTICE

Motion
That the Australian Science Fiction ("Ditmar") Awards be amended as 
follows:
- at the end of rule 6, a new paragraph be added stating 'Voting
  shall be open for a minimum of 30 days. Voting periods may differ
  for postal ballots and other ballots. Postal ballots shall be  
  counted as valid based on postmark or receipt, whichever is
  earlier, if received before the deadline for other ballots or 
  the deadline for final receipt set by the committee.'
- at the end of rule 4, a paragraph be added stating 'Nominations
  shall be open for a minimum of 30 days. Postal nominations shall
  be counted as valid based on postmark or receipt, whichever is
  earliest, if received before the final deadline set by the
  committee.'
- Rule 8.1 be amended to read 'It is foreshadowed that further 
  formal rules governing timing of ballots be laid down to govern
  timing of non-postal ballots.'
Brett Griggs spoke in favour.
David Cake/Brett Griggs: Carried unanimously

The proposed rules of the Natcon Standing Committee were put to the 
meeting. Some amendments were suggested, these being acceptable to 
the mover and seconder they were accepted without debate. (The 
amendments to be inserted as appropriate to correct the name of 
the Awards and add political correctness in the form "Chair", and 
to amend 1.3 to replace "it" with "the Natcon Business Meeting".)
(Rules as amended are attached as Appendix C.)

Motion
That the proposed rules of the Natcon Standing Committee be accepted.
Speakers Rohan Wallace, David Cake (in favour).
Rohan Wallace/Julian Warner: Carried unanimously

Nominations were called for the Standing Committee of the natcon, as
follows: David Cake, Russell Farr, Julian Warner, Jeremy Byrne.
All declared elected.
Also appointed Robin Johnson (Thylacon), Rose Mitchell (Conflux), 
Brett Griggs (Swancon 2003).

GENERAL BUSINESS
Conflux Update provided by Donna Hanson; Membership to rise May 1; 
Ditmar help still needed. Julian Warner volunteered to chair the 
2004 business meeting.

Motion
That the Standing Committee consider Appendix 8.4 of the Rules, 
with the addition of the words "or the 2003 Ditmar Awards." and 
report their findings to the 2004 BM.
Brett Griggs/Julian Warner: Carried unanimously

Meeting closed 11.29am.

(Minutes: David Cake, Jeremy Byrne)