Meeting Minutes – Committee Meeting
Date: 17 March 2025
Time Opened: 7:26pm
Chair: Meeting opened by the Acting President
Absences/Apologies: None
Attendance:
- Christopher Baker
- Walter Angus
- Jason Hameeteman
- William Hameeteman
- Michelle Hameeteman
- Marty Hameeteman
- Nick Peers
- Lisa Craig
- Andrew Craig
- Jason Fields
- Sara Baker
Purpose of Meeting:
To address recent concerns and restore structure within the club.
Key Points Discussed:
- The Acting President emphasised the need to remain on topic and acknowledged that some discussions may be uncomfortable.
- Presidential Vacancy:
- The current vacancy for the role of President was discussed.
- It was confirmed that all committee positions will require renomination at the upcoming AGM.
- Nomination process:
- Must be submitted in writing.
- Requires a seconder.
- Nominee must accept the nomination.
- Self-nomination is permitted.
- Acceptance can be provided digitally.
- A notice will be sent to members on 18 March, inviting nominations to be submitted via email to the Secretary.
- Nominees will be announced at the AGM.
- It was clarified that these nomination requirements apply to all positions.
- The Constitution does not require a general meeting prior to the AGM, so a General meeting will not be held prior to the AGM
- Temporary Policy Discussion:
- Concerns were raised regarding the temporary nature of some operational practices.
- While there were reservations, the temporary arrangements will remain in place for now.
- Findings from Internal Review into the resignation of the former President:
- The Acting President presented findings from a report into recent issues involving the former President and Secretary.
- Concerns were raised by both parties, but there was a lack of communication between them.
- No evidence was found to suggest any digital misconduct (e.g. message editing or deletion).
- Conduct towards the Secretary was found to be unfounded.
- Issues of punctuality have been addressed.
- Communication Policy:
- The Acting President proposed a new communications framework:
- Discord to be the club’s primary communication platform.
- Emails are to be used only when necessary.
- Members must notify others on Discord if an email is sent, encouraging them to check it.
- Supporting elements include guidance on message etiquette, conflict resolution, and digital support.
- Motion to implement the new communication policy was seconded and passed.
- The Chair will work with the Secretary to determine the best way to communicate this change to members.
- The Acting President proposed a new communications framework:
- Other Business:
- Discussion was held on appointing an additional committee member. It was agreed the current numbers meet minimum requirements, but this may need review.
- A suggestion was made to draft a formal communication policy moving forward.
- The Chair will prepare a draft for the Secretary to review and formalise.
Meeting Closed: 8:01pm