January 2011 Exec meeting minutes

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We have three meetings coming up:

 * An Executive meeting was held at 3pm on sunday the 16th Jan, specifically about the Electoral Commission (EC).
 * A General meeting will be held at 3pm this sunday 23rd Jan about the By-Election more generally, including nominations for candidates.
 * Another Special General Meeting will be held at 3pm the following sunday 30th Jan, where we hope to pass the constitution and select a candidate.

All meetings will be held in #ppnz, although skype will probably be used too. The executive meeting was open to all members and anyone else at the discretion of the members present. The general meetings are open to everyone, although on some issues only members may vote.

Agenda and Minutes of the Executive meeting
Attendance:
 * Tommy (exec)
 * Bruce (exec)
 * Noel (member)
 * Peter (exec)

1) Who is going to be the contact person for the EC in the run up to the by-election? (presumably the party secretary)
 * The secretary, but elections for secretary will be held at the general meeting.
 * Until the general meeting, Noel will ask the EC any questions we have.

2) What are the things we need to find out/confirm from the EC before we submit to register our logo/stand a candidate?

-2a) What evidence do we need of our organization?

-2b) Will the current version of the logo reproduce well on the ballot paper?
 * It is too late to register a logo
 * Registering takes at least a month
 * Logos must be registered by writ day, which is 1 Feb
 * The only proof of existence we need is a constitution.
 * We need to ask whether meeting minutes and membership forms will suffice.
 * 17/01: The Electoral Commission has informed us that no, minutes are not sufficient - We do actually need to pass a constitution.
 * We need to ask whether there are any fees other than the candidate bond.
 * 17/01: The Electoral Commission says that there are no fees to register a logo, the only fee to stand a candidate is a $300 bond which gets repaid IF the candidate wins 5% of the vote, but there WILL be costs associated with registering as a party.
 * We need to ask how long will it take between submission of logo and when they publish the public notices, and whether this will stop at all for the Botany by-election.
 * 17/01: The Electoral Commission can not process our application or put the logo up for public notice between Writ Day (1st Feb) and return of writs (23 March).

3) Come up with a timetable for everything we will need to do before our candidate will be official. This is important because we probably won't have much flexibility (use best guesses, fix it when the EC responds/before the general meeting)
 * 1) 17/01 Find out that we need a constitution (before the general meeting)
 * 2) 18/01 Start editing constitution this week
 * 3) 23/01 General Meeting, elections for secretary
 * 4) 24-29/01 Fix up constitution over the following week, with more general input from less active members
 * 5) 24-27/01 Find potential candidates/confirm that goamn or wal can run if chosen
 * 6) 27/01 Deadline for PPNZ candidate nominations.
 * 7) 28/01 Deadline to write an intro about candidates. Send them to all mailing lists for comment
 * 8) 30/01 Another General Meeting, motion to pass constitution, candidate selection
 * 9) 31/01-01/02 Prepare paperwork for nomination
 * 10) 02/02 Nominate candidate
 * 11) ~06/02 Prepare paperwork for logo registration
 * 12) ~08/02 Submit logo registration (for use in General Election in November)

4) What issues need to be brought up at the general meeting next weekend?
 * Elections for Party Secretary
 * Final decision whether or not we will contest the Botany by-election
 * Call for nominations for our candidate, deadline 27/01 midday
 * Notice that candidate selection will be on 30/01
 * Timing of logo submission and publication by the EC of public notices

Information
How to apply to register a logo

Botany by-election key dates

Contact Details: For enquiries about registering a political party or logo. standing as an electorate candidate, election day administration, and election results email enquiries@elections.govt.nz phone +64 4 495 0030 postal address PO Box 3220, Wellington 6140 NB: A new Electoral Commission integrating the responsibilities of the Chief Electoral Office and the previous Electoral Commission became fully functional from 1 October 2010.

If all goes well, the general meeting should be:
1) Summarize what the exec has been doing since now.

2) Present the (updated) timetable.

3) Discuss (probably only a few) issues regarding registering a logo/other EC stuff.

4) Find out where we're at regarding choosing a candidate.

5) Accept and review (or vice versa) minutes from previous general meeting

6) And the rest of the meeting will be about campaigning and O-Week and general things.

Any opinions bring them up today*.


 * - I am using the dates in NZ time, written as of 15/01/11, although over here it is still 14/01/11.