15 May 2011 meeting minutes

This article details the proceedings of the Pirate Party of New Zealand Special General Meeting 15 May 2011.

Actionables

 * Kiwipeso to organize a protest, to be approved by the PPNZ discussion mailing list
 * Jake and Jeremy to collate actionables over the next 2 weeks.
 * The secretary to appoint a membership secretary:
 * "The membership secretary must have majority support of the EC and sign an NDA"
 * Policy Committee is created, EC to organize elections to it in the next 2 weeks
 * Discussions about Diaspora and mumble should take place on the forum
 * Policy committee to consider anti-facebook disclaimer on the facebook page

Agenda

 * 1) Status updates (e.g. treasurer's report, membership count)
 * 2) Reports from people organising the protest (if any)
 * 3) Report from the Secretary concerning correspondence with the Electoral Commission (if any)
 * 4) Audit of outstanding actionables from previous meetings and outstanding tasks on RT
 * 5) Discussion about the size of the Executive council, potentially including changing the size of the Executive Council, changing the officer positions on the Executive Council, and elections to new or vacant Executive Council positions
 * 6) Continued discussion on requirements of chapter rules/constitutions
 * 7) Proposal about a PPNZ diaspora pod
 * 8) Proposal about an anti-facebook disclaimer on PPNZ facebook page and group
 * 9) Update regarding permanent (PPNZ server based) email services

Present
Noel, Tommy (pervach), Matt, Andrew (kiwipeso/kiwipeso1), Jake, Hammond, RandomAdam, Edisoncarter Jeremy (jgb), Jason
 * Members:
 * Non-members:
 * Apologies
 * Late:

Minutes
The minutes for the meeting were recorded by Noel and Jeremy.

Status updates (e.g. treasurer's report, membership count)
Tommy declares the membership count to be at 93, 84 of those have verified to have paid. Bank balance is at $1068.21 as of 11 May, consists mainly of membership fees and donations.

Tommy reports that we need to be registered by October 26, and as it will take over 2months to get registered, we need 550 members by end of July for Electoral Commission.

Updates from Protest

 * Protest committee was never approved by EC.
 * Unofficial planning was unsuccessful. Kiwipeso was at the May Day protest.
 * Kiwipeso says he is willing to organise another protest.

Jeremy moves:
 * 'protest be adopted as party activity, and that kiwipeso be appointed as protest organiser''


 * Adam seconds
 * Edisoncarter,Adam1, kiwipeso and Jake support this.
 * Noel, Tommy are against.
 * This motion is now passed.


 * Matt asks whether the committee's organised event requires party approval (possibly via another SGM)
 * Tommy think internal discussions within the protest committee and approval by the PPNZ mailing list.
 * Adam thinks that it is better to have a mass recruitment drive.
 * Noel agrees.

Audit of outstanding actionables from previous meetings and outstanding tasks on RT
Jeremy and Jake offered to collate actionables from meetings.

Report from the Secretary concerning correspondence with the Electoral Commission (if any)
Approached ECNZ about electronic form; require the approval of another board. Look at Appendix A. ECNZ expanded closing address time in 60 minutes.

No email about logo registration yet.

Discussion about the size of the Executive council etc.
Discussion was broken into 3 separate questions:
 * 1) membership secretary
 * 2) policy committee/Leader
 * 3) campaign/publicity manager

1. Membership Secretary
Moved edisoncarter:
 * that the membership secretary must have majority support of the EC and sign an NDA


 * Seconded kiwipeso1
 * In favour: Pervach, jgb, kiwipeso
 * Opposed: none
 * Motion carried 4-0


 * Pervach noted need to appoint someone to the position. Inkydroid agreed to undertake to appoint a membership secretary, subject to the approval of the Executive Committee and the signing by the appointee of a Non-Disclosure Agreement (ie. the motion from edisoncarter).
 * Motions formalising the above were discussed without result.

2. Policy Committee/Leader/Campaign Manager
Moved edisoncarter:
 * that a policy commitee be created with the task of getting policy straight and communicating it to the media; the subcommittee will consist of 'head of policy subcommiteee', 'media spokeperson / campaign manager' and  one other member


 * In favour: edisoncarter, kiwipeso1, Pervach, jgb
 * Opposed:
 * Motion carried 4-0

Moved Pervach:
 * that the Executive Committee arrange elections to the policy committee within two weeks of this meeting


 * Seconded: edisoncarter:
 * In favour: edisoncarter, kiwipeso1, Pervach, jgb
 * Opposed:
 * Motion carried 4-0

3. Campaign/Publicity Manager
Incorporated into 2.

Continued discussion on requirements of chapter rules/constitutions

 * Pervach noted: http://piratepad.net/PPNZ-Chapter-Constitution-Template
 * kiwipeso1 will look at updating for Wellington
 * Discussion took place re. non-requirement for membership (Pervach: allows uncommitted persons and under-18s to join)

Moved kiwipeso1:
 * that the template be approved


 * Seconded: Pervach
 * In favour: kiwipeso1, Pervach, jgb
 * Opposed:
 * Motion passed 3-0 later in the meeting (originally set aside due to an abstention)

Proposal about a PPNZ diaspora pod
Discussion occured but no formal motion was seconded and the proposal was passed over.

Proposal about an anti-facebook disclaimer on PPNZ facebook page and group
Discussion occured but no formal motion was moved and the proposal was passed over.

Update regarding permanent (PPNZ server based) email services
Not considered.

Meeting closed: 18:30 local time

Appendix A
Email from Electoral Commission Regarding Electronic Registration Forms

Hi Noel

Thank you for your enquiry regarding on line party membership registration and the evidence required by the Electoral Commission for it to be satisfied that a party has at least 500 current financial members who are eligible to enrol as electors in accordance with section 63(2)(vi) of the Electoral Act.

The Commission’s requirement is a personally signed and dated declaration for each member (usually the membership form) which contains:

·        The member's name and residential street address.

·        Confirmation by the person that they are eligible to enrol as an elector.

·        The amount of the membership fee that has been paid to the party.

·        Authorisation for the party to record them as a financial member of the party.

·        Authorisation for the party to release their membership details to the Electoral Commission for the purpose of the application to register the party under the Electoral Act.

To check eligibility to enrol as an elector, it can help to include further questions relating to the eligibility requirements (i.e. date of birth).

You have queried whether the Electoral Commission would accept an electronic version where the member completes the application on line. Responsibility for determining party registrations is the responsibility of the Electoral Commission Board. The Board would have to approve the acceptability of online registrations for the purposes of section 63 of the Act. If you would want the Board to consider an online form you will need to put your request in writing together with sufficient information about the proposed content of the electronic form in order for the Board to consider the matter.

The Commission will accept the original or scanned copy of a form signed by the party member provided the form captures the information as set out in the bullet points above.

The Commission is happy to review the form that a party intends to use for the purposes of providing evidence of party membership to ensure that all the necessary details are captured.