11 Feb 2012 meeting minutes

Minutes for the Pirate Party NZ Special General Meeting on 11th February 2012

Actionables

 * Pervach to send laserface O-Week materials.
 * Flattr support agreed on, but yet to be added - webmasters to do.
 * zcat to write up re database security handbook and motions. CRM to be implemented following resolution of unspecified server issue.
 * laserface and piratepepe responsible for Auckland Uni O-Week stall
 * 8 tasks suggested for media unit when they are ready
 * Membership term is now 3 years (each year being feb 20 - feb 19)
 * Pervach responsible for getting membership form updated
 * Policy Committee to establish parliament-monitoring system by 22/04/12
 * Audit items (questions) to be periodically published on wiki by EC
 * Full audit (answers) to be kept private between all PPNZ volunteers

Agenda

 * planning for O-Week
 * material and tips
 * appoint people in charge of specific campuses
 * Graphics discussion
 * logo developments
 * media 'unit' plans - other design work coming up, who and when to help out on it
 * Reconsider the membership term.
 * Extend memberships to three years (maximum allowed by electoral law)?
 * Expire all memberships at the same time?
 * When to expire? (suggest immediately following the first AGM after a general election)
 * Policy Committee
 * Changes to scope of Policy Committee
 * Set electoral term of Policy Committee, next election planned for 11-18 March
 * Audit suggestion - should help new volunteers understand the current situation
 * Local / Young Pirates meetings and elections to be held afterwards

Minutes
Meeting declared open by Pervach at 1413


 * Attendance: (4)
 * laserface
 * Pervach
 * Darwinter
 * benjr


 * Late: (3)
 * trotzig
 * Ubergeek
 * Perry


 * Apologies: (2)
 * pj
 * Qu4Z

Previous Minutes

 * Motion: "to accept the minutes from the December 10 2011 SGM"
 * 10_Dec_2011_meeting_minutes
 * Moved: Pervach, seconded: Laserface
 * 4 in favour (Pervach, benjr, DarkWinter, laserface)
 * 0 opposed or abstaining
 * Motion Carried: 4/0/0


 * Actionables from previous minutes:
 * zcat to prepare motions on database security for the next SGM and write a summary for PPNZ admin volunteers
 * zcat to write up. CRM to be implemented following resolution of unspecified server issue.
 * that we add flattr support to the website if and only if we can confirm that no connection is made to flattr except when the flattr button is clicked by a use
 * Flattr support agreed on, but yet to be added.

Executive Reports

 * President:
 * 3 articles on PPNZ published.
 * Computerworld: Megaupload interest a mixed blessing for Pirate Party
 * Computerworld: Pirate Party’s position on Megaupload case
 * Sunday Star Times: New-age pirates set sail for battle in cyberspace (not online)
 * Auckland chapter effectively non-existant.
 * Secretary:
 * 183 members
 * Slow holiday growth
 * Treasurer:
 * Balance: $964.89
 * Outgoings: $900 in three bank cheques for the election, ~$100 for the hamilton east campaign in fees.
 * We still have one $300 bank cheque in Auckland

1 - Planning for O-Week

 * material and tips
 * Get Student id's
 * appoint people in charge of specific campuses
 * Auckland - laserface and piratepepe
 * Canterbury - possibly tbd (update: won't be happening - 12/02/12)

2 - Graphics Discussion
deferred until bradt gets here


 * logo developments
 * media 'unit' plans - other design work coming up, who and when to help out
 * Suggestions:
 * Brochure specifically for O-Week
 * Brochure of key issues to hand out to public
 * highly dependent on literature being available
 * Generic Letterhead / stationary design
 * Membership cards
 * Business cards for EC
 * Re-design website to match print design
 * Standard graphics for media outlet use.
 * Membership Certificates

3 - Reconsider the membership term.

 * Understanding that, despite membership term being 3 years, the secretary/membership should ask everyone to renew every year. This is to keep details up-to-date and keep contact with members


 * Motion: "to set the term of membership to 3 years, including the current year"
 * Moved: Pervach, seconded: laserface, ubergeek
 * 6 in favour (laserface, Pervach, ubergeek, benjr, PerryDaPlatypus, trotzig)
 * 0 opposed
 * Motion carried 6/0/0


 * Motion: "to consider each year of membership to be from 20 February to 19 February the following year"
 * Moved: Pervach, seconded: laserface, ubergeek, PerryDaPlatypus
 * 6 in favour (laserface, Pervach, ubergeek, benjr, PerryDaPlatypus, trotzig)
 * 0 opposed
 * Motion carried 6/0/0

4 - Policy Committee

 * Changes to scope of Policy Committee


 * Motion: "to have the policy committee establish an ongoing, documented and  revisable process for gathering information on parliamentary activities  relevant to the party interests and analyse/report on findings, process to be in place by 22-04-2012"
 * Moved: laserface, Seconded: Pervach
 * 5 in favour (laserface, Pervach, ubergeek, benjr, PerryDaPlatypus)
 * 0 opposed
 * Motion carried 5/0/0


 * Set electoral term of Policy Committee, next election planned for 11-18 March
 * Motion "that the Executive Council organize elections to the Policy Committee on a 12 monthly basis"
 * Moved: Pervach, Seconded: laserface
 * 4 in favour (Pervach, laserface, ubergeek, benjr)
 * 0 opposed
 * Motion carried 4/0/0

5 - Audit suggestion - should help new volunteers understand the current situation

 * issues discussed
 * questions possibly put to an audit comittee for clarification and to be put in the audit
 * answers only visible to volunteers.
 * questions can be submitted (anonymously?) by anyone
 * Separate from enquiries@pirateparty.org.nz
 * Use answers to help new volunteers to come up to speed.


 * Motion: "to keep the audit private between PPNZ volunteers, and the Executive Council to occasionally publish on the wiki a list of all audit items (i.e. questions), with the progress (i.e. answers) omitted"
 * Moved: Pervach, seconded: ubergeek
 * 6 in favour (Pervach, laserface, trotzig, ubergeek, PerryDaPlatypus, benjr)
 * 0 opposed
 * Motion carried 6/0/0

Meeting declared concluded by Pervach at 1743