• TwelveAprilTwoDoubleOhSixExecMeeting

• Approve minutes of previous meeting

• Date at which to schedule the AGM (in the second trimester), and decide officially whether we need a SGM in the near future, a date for it if so, and whether we need to have a full, partial, or no election at that meeting. (see SGM2006-01)

• Replace Patrick as Secretary (if we do not decide to do this by general election at an SGM)
• Decide if we need (and details of) a UPS for the server cupboard.
• Progress report: VUWSA grant
• Progress report: re-affiliation
• Discuss booking status of cotton club for weekly meetings
• Future events scheduling: Software freedom day?, others?

• NewUnibus -- the old one is slow.

• The following items have been put forth by a member for discussion at an exec meeting. Each item will be introduced, and the executive will decide whether to discuss it at this meeting, defer it to a subsequent meeting, or discard it entirely.
  • Set a schedule for holding the AGM each year

{{{ eg. AGM in 2nd-last week before the end of lectures at end of year

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  • Ascertain what positions are in the exec, what others exist outside the exec, and how they are appointed. The constitution is not entirely clear on this matter.

{{{ eg. President, Vice President, Secretary, Treasurer, 3 general positions.

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{{{ Cultural Clubs rep to be appointed by the exec from exec members. (i.e

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{{{ there is an additional general position instead of a special-case position

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{{{ for this role) Additional general members to be co-opted by the exec

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{{{ from members.

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  • Clear rules of how much notice is required for meetings, and where such notice is to be published.

{{{ eg. at least 1 full week, on announce and organization list for any exec meeting, and

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{{{ additionally in Salient for a General meeting. The notification for

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{{{ a general meeting must include an agenda for the meeting.

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  • Create clear rules about what can be done on behalf of Interface without direct exec approval, and by whom.

{{{ eg. if approval is not direct, it must have been approved in general - if

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{{{ spending is within the budget that has been approved as a whole, then the

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{{{ spending is approved. The secretary can write letters about membership

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{{{ info etc, because that is the secretary's job. The exec can approve a

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{{{ person to work on a project, but must explicitly authorise that person

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{{{ to write communications on the topic, perhaps with conditions such as

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{{{ mailing list discussion or approval by certain exec members.

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  • Ascertain procedural rules for completing tasks with deadlines.

{{{ eg. Any task that needs to be dealt with by a particular date must be brought

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{{{ up in time for proper procedure to deal with it, rather than demanding attention

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{{{ at short notice.

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  • A schedule of when budgets should be released, and what periods they should cover.

{{{ eg. immediately before the AGM by the outgoing treasurer, based on the

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{{{ last year, then a revised version at the end of the first executive

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{{{ meeting of the new year.

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• The following item has been put forth for introduction at this meeting, but if the exec decides to take action on this matter, a decision will have to take place at a subsequent meeting.
  • Set a procedure for running elections

{{{ eg. when must nominations be by, order of elections for positions,

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{{{ whether nominations may be changed after the election has commenced,

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{{{ what kind of algorithm: simple ballot/show of hands or algorithmic

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{{{ preference system, and so forth (Proposals for this must be in

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{{{ before the meeting that discusses them - this might have to wait for

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{{{ a more-future meeting)

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• Accertain status of rack, and perhaps set a date for install and collection if parties are willing.
• Hastily get the Wireless support BB setup... as it is pointing at us and ITS have launched the service.
• Pizza ordering person