25 September 2014 Executive Reports

Minutes for the Pirate Party of New Zealand board meeting 25 September 2014 19:00

Attendees Meeting started
 * AndrewR
 * Daniel
 * Ben
 * Andrew McP (Late a bit)

Excused
 * David Peterson (am on set from Thursday to Sunday)

Absent  Meeting opened: 19:34 Minutes of last meeting: taken as read

Matters arising: none

Correspondance: one new member

Finances: $362

Agenda

1 Migration to a new Host Motion: As Aki is willing to continue to be our web master, YPNZ rep and board assistant that the Board confirm their postion. Vote passed

Motion: That Aki be tasked with finding a new host and to report back to the board as soon as they have done so.

Vote Passed unanimously

1b Resolving the issues with the current server Vote: considered Passed from vote in loomio https://www.loomio.org/d/m7Dthpqb/ppnz-server-infrastructure?proposal=jbAPutL6 (added 12 Oct 214)
 * Who to pull a backup?
 * Who to contact the current service provider to pay bills ASAP and end the contract?

2. Comms The comms group needs to be reformed and its perview extended. Not only press releases but all social media channels should be under the comms group. Create a new Communications group - to discuss rules and report to board Vote Passed unanimously

There is only one active member with admin rights to social media channels. This should be extended to the chairman and at least one other board member. Despite repeated request that member, David Peterson, has not complied or replied. Proposal: That David Peterson be required to grant Chairman and secretary admin rights to all social media accounts by the next meeting or face censure from the board

vote Passed unanimously

Additional proposal : all members of the board ? vote Passed unanimously

Yes Andrew McP Hubat AndrewR no

abstain

We should define rules for official social media posts and press releases the communications group should become a working group to work on this.

I have a request in to join the Communications Group (AndrewR) Is that the Loomio group ? yes see above Done

I am willing to be an admin for the facebook and twitter groups. (Andrew McP)

Me too. (Hubat)

3. Membership / Constitutional reform The Internet party has a two tier membership system we could use General and full membership https://internet.org.nz/rules working group to be established

We can adopt this prior to our internal membership drive so lapsed full members can still be general members. Any objections?

4. Rules for Board Attendance Proposal: Vote Passed unanimously
 * Board members who cannot attend a scheduled board meeting should place their name in the excused list in the agenda of the meeting with a reason.before the meeting starts
 * If that is not possible another board member should be informed so they can do it for them.
 * If either of the above options are not possible the board member should contact the secretary with in three days after the meeting so the minutes can be updated
 * Failure to do any of these will be considered an unexcused absence.
 * Three consecutive unexcused absences will be regarded as a resignation

Proposed addition to the above: * In case of an unexcused absence the board has to ensure that tasks assigned to the absentee that require attention in the time period before the next meeting are reassigned or acted upon by the board.

Vote Passed Yes Hubat Andrew McP AndrewR No Abstain Ben V - proposition needs punctuation to make sense.

5. Aki's role on the Board Aki is not an official board member. However, as they have responsibility for IT they should have a veto on any motion that concerns IT. This veto can be overruled by the board with a full 100% of all board members at the next scheduled meeting. Aki has expressed a desinre not to have this authority due to the arguments that it caused in loomio - Motion withdrawn

Opposed - David (granting veto power which requires 100% board approval to overturn, is waaay too much power to grant)

I agree with David on this one. Standard majority is adequate.(Hubat) I agree with David here on standard majority. (Andrew McP)

Amended motion submitted by Andrew McP 5a. Andrew McP as Treasurer, is granted a financial veto on all matters, which can be overruled by a standard majority of board members at the next scheduled meeting. Vote Passed unanimously Yes Andrew McP AndrewR Hubat Ben V No

Abstain

6. The Google calendar reminders be scrapped or reset

Vote Reset - David (as it's useful, let's not scrap it) Reset - same reason as David. (Andrew McP) Reset (AndrewR)

Andrew McP will do the reset

7. Using Trello instead of RedMine as a task management system RedMine is way too overpowered for our needs (a simple task management system), and Trello would be a better fit for us. Some board members have experience in using Trello, and it's easy to use. We should create a Trello organization for PPNZ, then create a board for the PPNZ board to use for task management.

move discussion back to loomio

8. Orientation Officer The membership form has an option to express interest in being contacted by the Orientation Officer to ease the transition of the new entrant into the party processes. I am under the impression that ticking this box currently has no consequences. If this is so I would offer to take over this duty.

Andrew McP will try to find Strypeys address and send it to Ben

9 other matters Current funds and membership numbers? How to proceed with NDAs?

(Andrew) Ben I am coming down to wellington next weeked - can we sort the NDAs then?

AndrewMcP will find the details of our current providior so we can make sure bills are paid

Secretary reports a problem recording the mumble chat There is no recording of the mumble conversations and the IRC chat transcript is not a complete record of all interactions.

Motion that the pad be taken as the minutes and that AndrewR will take responsiibility for them

Vote Passed unanimously

Meeting closed: 21:30

Next meeting: 4th October

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