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23 members were in attendance. Additionally, 5 members of the committee attended. The meeting was chaired by Mark Lloyd Davies (Students Union Constitutions Officer) at the request of the committee.
Copies of the proposed constitution were circulated amongst the members in the meeting. MLD suggested that a modification be made to state that associate and honorary life members of the SU are entitled to hold ordinary membership of IFIS.
Stephen Butler (SB) asked if this point was stated in the SU constitution.
MLD answered by reading an excerpt from the SU constitution (section 4.2 ?) This stated that associate and honorary life members were entitled to hold ordinary membership of a society.
Richard Mines (RM) asked if associates and honorary life members were entitled to sit on the committee.
MLD replied that they were entitled to sit on the committee.
SB asked what would happen if the SU constitution changes.
MLD replied that every society would be required to alter their constitution accordingly.
RM proposed an addition to the IFIS constitution such that no one member of the institute can serve on the executive for more than 2 consecutive academic years. Also, RM wished to clarify whether the quoracy at GM s as stated in the constitution meant 20 members including 75% of the executive or 20 members and 75% of the executive.
AH replied that the clause in the constitution was supposed to be 20 members and additionally 75% of the executive.
CG asked if it was wise to specify that 20 members was quorate regardless of the membership of the institute for that year. AH suggested and the rest of the committee agreed that this clause should be modified so that quoracy would be 20 members or a third of the membership whichever was the lower.
RM wished to clarify the position of associate members being on the committee.
WB has investigated this point. Associate members are entitled to sit on the committee but may not sit on the executive.
RM proposed that the constitution be modified so that only executive posts may vote in a committee meeting and in the event of a tied result, the chairman has the casting vote.
MLD compiled all the modifications, read them to the meeting and then asked for a vote.
The constitution was ratified unanimously (28 votes for, none against)
Nominations for the post of chairman were opened to the floor.
There were two candidates - Jacquie Kelly and Jonathon Hart.
Jacquie Kelly already held an honorary post on the committee and agreed that should she be elected she would stand down from that post.
A vote was taken on whether a 1 minute hustings should be given by each candidate.
Voting:
I was appointed as the returning officer.
The candidates gave a short speech.
Before the vote, AH stated that he felt Jonathon Hart should be elected since he had been acting chairman for several weeks. Also, a first year should be on the committee to gain experience.
WB stated that Jacquie Kelly was the preferable candidate since she was more experienced, she knew more people in the society and she could be more forceful when dealing with the SU.
Voting:
Jacquie Kelly is duly elected.
Since her original post has now been vacated, elections were held for the role of Ship's cat
Candidates for the position were Benjamin Dunkley, Jonathon Hart and Chris Lythe.
No candidate was willing to speak.
Voting:
Benjamin Dunkley was duly appointed.
The Committee told the meeting that it had appointed Adrian Eyre as the Information Superhighway-man who would be responsible for maintaining the IFIS world wide web page and mailing list.
His E-mail address was ae@dcs.rhbnc.ac.uk
Meeting closed at 20:34