The following minutes were approved at ExecMeeting20061129:

8-11-2006

Exec Meeting opened 6:55 pm

Present: all exec

Moving items involving Stuart forward

What does the club want from the School in terms of support?

Stuart: school can offer more cupboard space, if requested

Manjula suggests Interface common room

David: need someplace to put books etc., from cupboard

Manjula volunteers to sort through cupboard and catalogue books (spreadsheet)

Steve: would be good to be able to use a data projector for talks

Stuart: staff may be able to give / organise talks

Steve volunteers to co-ordinate talks with school etc.

SWANS: school doesn't like playground being in Memphis (but nothing to do with Interface...)

ElvisPresleyMemorialCup

will set up wiki page

Stuart volunteers to co-ordinate

SysAdmins

Interested parties: gvdm, CatSC, DavidHall, lorne, AndrewWalbran

Interested parties will list skills on wiki

note that Chris handles VPN

David: need to talk to MCS about network access (discuss with Donald)

What can be done in the club's name without formal exec approval?

e.g.: SFD, InstallFest, LAN party, talk

Proposed by Stephen, seconded by Jessica:

Something (e.g. running SFD events, LAN gaming event, etc.) can be done in the club's name without a full exec meeting if:

  1. it will not cost the club anything
  2. details are posted to the organisation mailing list
  3. at least 4 exec members approve (this may include the person asking for approval)
  4. it does not contradict the stated aims of the club

passed unanimously

How should we deal with deadlines for forms and such?

Suggestion that documents in club's name be sent to organisation mailing list at least 1 week in advance.

What sort of notice should be required for exec meetings, and how far in advance?

DavidHall: 1 week notice for AGM (but need to submit to Salient 2 weeks before)?

(agenda can be changed at any time)

Steve left at 7:54 pm

Proposed by Manjula, seconded by Stephen:

Exec. meetings must be announced to the announce mailing list 1 week in advance.

passed unanimously

How should we run elections?

Proposed by Jessica, seconded by Stephen:

passed unanimously

BetterWiki

Steve returned at 8:06 pm

Andrew will install MoinMoin as a trial

Regular IGMs near beginning of first trimester

Proposed by Stephen, seconded by Andrew: That Interface have an exec. meeting at the beginning of first trimester to organise new club initiatives, with all members being specially invited and administrative business avoided (suggested to be held on the first Wednesday after clubs' day). passed unanimously

Update on cupboard re-keying

David thinks: re-keyed, Donald, MCS office and Chris have keys

Possible proposal:

Primary sysadmin, Donald (for now), an exec member (treasurer initially) and MCS office have keys

(postponed to next meeting)

David will check status of keys.

Purchase of hard drive(s) for backup

Proposed by Steve, seconded by David:

Donald may spend up to $200 on 1 or 2 HDDs as necessary

passed (6 for, Andrew abstaining)

Signatories on club bank account

Stephen will look into current procedure and organise if possible.

This will be discussed further at the next exec. meeting if need be.

Extra business

We will attempt to have monthly exec. meetings.

We will attempt to add proposals / more info to agendas.

Meeting closed at 8:31 pm

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