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2013 Natcon BM minutes

13,274 bytes added, 07:49, 20 May 2013
Copy in raw minutes from original .odt file.
'''Raw minutes as follows:'''
Dave opened the meeting at 12:02pm
Peter Lyons taking minutes
Agenda online. Dave apologies that printouts not available, but Nicole goes to print it.
1.Confirmation of minutes. Delayed for printouit
Available online on wiki site
2.Business arising
2a. Calendar for Ditmar running
Dave reports that we have a loose calendar for ditmar running which now includes detailed instruction for software running etc. Mostly nailed down except for some issues about elgibility list.
2b. consideration of linking
Discussed, talked about as being feasible to do drop down list etc, but we didn't do it. We did have some issues – eligibility list is a lot of work, done by creating page and hoping filled in, nominees have incentive andThomas Bull to our gratitude normally fills it in. Linking has issue with filling in ones which aren't on list. David McDonald cited this as problem for works not on . Talked about problem with a marginal work in wrong category for most of the nomination period, flagging a problem
2c. subcom decisions
Dave clarified what this means: subcom needs to make decision and they should be documented. Some examples cited: Stephanie Smith, chapter titles vs author bio, merging fan artists mentioning specific work but not for artwork/Atheling, non-specific nominations for periodical not for a specific issue. As these are subcoms interpretation of the rules, the business meeting is entitled to comment and change the rules
2d. cultural baggage
We have a page – wiki document on the website – didn't change much this year, as weren't sure what to add. We do have how to run the bm, awards, natcon etc. How much further do we add to this? Open to suggestions on what to add there, and what may be important to future committees. Tim Reddan suggested separate sections. Julian Warner suggested that Rose could write on financial tips, if she wanted to. Possiblities suggested included: typical panels and events at the natcon.
2e. permanent page for the ditmars
Talked about, someone volunteered but was not done. Could help for fixing google hits. A page for someone who is external to the community, eg: publishers wanting to “enter” their work. Want to make it automaintaining, and links to the standard pages.
Bill Wright raised issue about the question of PRs as elgible for Fan Pub award. Talked about the various things that were nominated and not having to vote for silly things.
David McDonald asked about removal of Best Achievement awards.
Dave spoke about it as the catch-all, hard to follow award. Paul Ewins spoke about the process of removing the category: proposed at one meeting ratified at next. Bill Wright cited the existence of two achievement awards already.
2f. voters pack
Dave reported that we considered it, decided it was a lot of work, and thought we'd ask bm to consider who would do it, before adding it. Nicole Murphy cited the amount of time required to do it, Dave agreed that it would require more time before nomination close and voting open. Julian Warner suggested putting onus on nominees/publishers to state how their work could be available to the voters. Guidance from the BM? Rose Mitchell cited the delay in the current Hugo packet. Ross Temple suggested keeping the voting open to the convention and having a display of works. Dave noted the problems with “at-con” voting, ie : controversies about “home city advantage”.
Ian Nichols noted an argument for: new fans who have read the work being disenfranchised. Bill Wright noted that the pro argument is to extend the franchise. Dave noted that we have extended the franchise which has hopefully reduced the state bias, and we have electronic voting. Dave noted that the committee's preferred way of having at-con voting is electronic; main argument is getting the awards engraved on time, some conventions have been able to do it, eg: current one's solution.
Discussion continue; Dave noted that it's a lot of work to do after the convention is over.
eg: Ian Nichols cited the idea of spare awards making their way into fan's hands.
3 Standing Committee report.
There was a ditmar subcommittee not consisting of all SCM – members. Slightly improved process, had some technical hiccups which only internal concern Ballot software is working fairly well, though, produces reports, can be independently verified, but no longer tend to do it. Nomination process still under development, eligibility linking would help us.
Rohan Wallace noted that ballot program could be useful for other awards, could it be used for them? Dave noted that the software could be available, would need to ask the original author.
Suggested that we make it available to those who ask.
Dave noted that we had no broader natcon related issues handled during the year.
Julian Warner asked if there were any attempts to pervert the nomination/voting process. Dave reported that there were no obvious shennanigans. Only big problem was the work with just above the word count, requiring some work to determine exact word count for category purposes.
Ian Nichols noted that the eligibiklity list was not complete and could be a problem. Dave said that it was a community created wiki, and people were encouraged to add to it. Paul Ewins noted that tying the list to the nomination process would be a problem for nominating as people might assume that things not on the list were not nominatable.
4.Site Selection
Only one bid currently known.
To Ian's question, Dave did report that No Award is available
Amanda Rainey gave the bid speech on behalf of Cathleen ? - not convened before but being trained and Kitty Hemsley?. No specific theme yet, but concentrating on a party and bringing in old and new fans.
IN question – hotel? AR – not yet, not the small one though.
IN – guests? AR – not yet, but want diversity.
A small discussion about tradition of revealing guests ensued.
Noted that though Cathleen never convened before, Kitty has and is secretary, there are 2 previous convenors on committee.
Some discussion about viability of Ibis Styles as hotel, AR reported that the main reason to go back is money – number of memberships
Justin Ackroyd noted that he thought that Swancon's had not beeing doing enough interstated communication and asked about what they planned to do. Sue-Ann asked about state reps. AR said that she would be happy to discuss that.
IN raised the possibility of not awarding it this year, but doing it next year where more information available. Discussion ensued about whether this would be good or bad for convention.
Bill Wright asked if pre-supporting memberships would be available if the bid was won. It was noted that Swancons typically didn't do this and prices not yet available and some discussion ensued on the matter. Noted that Bill Wright needs to plan his schedule this far ahead in order to guarantee attending the convention.
AR reported that GoH will probably not be announced until launch at Swancon 2014.
Dave asked if there were any motions to be foreshadowed if the bid is not accepted.
Sue-Ann noted that bid had only been formed a few weeks ago and AR not on that committee but has done sterling job on selling the bid.
Dave moved to a vote, which was carried by a substantial majority.
Dave asked for conventions reports
Dave read emilly's report on C8 from her email
IN moved that report be accepted and it was.
C9 report was held in abeyance while Nicole arranged for some printing.
David McDonald reported the C10. Have locked in an internaional guest, working on grant which would allow more australian guests. Theme is Carnival of Lost Souls, still exploring hotel options – public transport will be important in this choice. Julia has some ideas on Ditmar design but will be seeking input from designers. In negotiation with Kathleen Jennings for convention artwork. And exploring ways fo making payment easier.
Bill Wright offered to put them in touch with his award makers
IN moved to accept award.
Moved onto selection of the standing committee as Nicole still out of room printing documents.
Dave described the composition of the Standing Committee: reps from current, previous and next convention. Nicole remains on the committee, emilly drops off but was rep for 2 continuums so remains, taking the rep as being kitty for the moment. Current list.
JGB nominated, DC would like to be on it, PL also. Dave asked for further nominations.
When asked by PK, Dave reported on the process of the committee and encouraged people to come in.Patrick Keuning nominated. With sufficient nominations the committee was formed.
Dave noted that we skipped over the subcom report as mostly covered and get to after the many motions.
First motion: addition of 1.3 JB/IN
Paul asked about the wording suggesting the just the
“current and previous” PE/IN moved amendment, poassed as amended.
Second: 3.8 JB/IN passed.
Third: 3.10 JB
Bill Wright fanzine, Dave noted that it did.
IN noted problem with electronic media – eg: series of small reviews.
Lync asked about leaving it as body of work
PE noted that people tend to nominate everything done this year.
DC noted that atheling wording could be used instead.
lapsing for lack of seconder.
“a work or group of related works” BW/IN carried.
Fourth: 3.11 TS/PE
Dave spoke about the “Tin Ducks not being special”.
RM asked about timing of the Hugo/Nebula vis a vis the Ditmar nominations.
Dave spoke about issues which have occurred in this issue.
IN asked about the Tin Ducks preculding Ditmar and suggested amending to international only.
PE noted that current motion is best as being least prescritive
motion carried.
Fifth: 3.11 JB/PE
PE asked about wording alteration to conform, DC noted that JB had already done this presuming passage of previous.
Motion carried.
Sixth: 5.1 JB/PE
Discussion on the wording.
Seventh: 5.3 JB/IN
IN asked about the merging text being ambigous. Lync noted that the motion was about additon of “1 nominee for category” change.
Ditmar electronic works. IN
IN spoke about eligibility lists being so long, thought that some people read only print and some electronic. Discussion about lists duplicated. IN withdrew
Atheling electronic works. IN
IN chose not to withdraw this motion. He thinks that paper works are at a disadvantage, electronic works have won mostly in recent times. DC noted that it is available online. IN said that there are a lot of things not available online, eg: Helen Merrick's hugo nominated work.
AR said that IN had recognized an issue, but that this was not the solution.
Motion lapsed for lack of seconder.
Atheling body of work. IN/AR
DC noted that this needed to put into form of rules amendment; he also noted that the rules say this.
IN noted that elgibility list said different. DC proposed amendment that it apply to elgibility list, IN accepted.
Amended motion passed.
Atheling is a Ditmar. JB/DH
IN spoke about the Atheling as being a distinct work, not fan/professional distinction. DC noted that New Talent is similarly not fan/professional distinction. Talk about historical distinctions.
Motion passed
References to Atheling award. JB/DH
Discussion about changing in opposite direction
To add “for Criticism or Review” after the word “award”. PE/Lync
Amendment passed.
New motion is add the words in 3.12 amd 5.2.
Motion as amended is passed.
Conflux 9 convention report.
Nicole Murphy reported membership count 270, greater than procjeted, so please. Final finances not done, but pre broke either. Though Ditmar ceremony was well received and asked that it be noted that thanks are due for Terri Sellen and DB for running the ceremony. She also noted that voting finished later than liked. DC noted that this was due to subcom not leaving enough time and will have to allocate more time next time. IN asked about availbilityu of voting forms, DC reported on previous discussion before IN could make it to meeting. DC reported that no postal ballots had been received in recent times. At-con voting does cause problems for conventikon committee.
PE asked about A4 certs and pins, Nicole reported that this would be done post-con.
General Business.
Gillian Polack's offer to help was noted and accepted with gratitude.
Trackback functionality.
Any other?
Bill Wright noted that DC's chairmanship peformance agreed well with Bill Renton's guide.
DC noted that there is no formal requirement for meeting porocedure but he does try to conform to it.
PE/RM moved thanks for DC performing role over many years and passed by acclamation.
DC noted that all finance/budget
IN/BW moved that a vote of thanks for the particularly beaufiful ditmars be extended to Lewis Morley. Passed by acclamation.
(DC ruled BW/IN motion on fund conversion to liquid form was intra veris)
Ditmar subcommittee report briefly noted and put back on committee's remit.
IN asked about badges for 25 natcons. RM noted that question of who would pay for it. DC also noted that membership lists were dodgy except in recent times. PE noted that the Ditmar pins were not very expensive. RW reported that swancon pins about $3 each. DC pointed out that committee had no budget but would be happy to entertain it if someone could step up.
Meeting closed at 2:05pm
==Agenda copy==
approved, natconcom