WASFF AGM Minutes 2004

Chair Rohan Wallace 
Secretary David Cake

Meeting was Opened at 9:15 am
with a quorum present

Consideration of the Minutes of the Previous Meeting.

Moved: that the minutes of the previous meeting be accepted as a true and accurate record
Moved Rachel Turner Seconded John Parker.  Motion carried.

Matters Arising from the previous minutes.

The chairman reported that there was a vacancy on the board following the AGM last year, and the board appointed John Parker to fill the vacancy.
The chair reported that amendments made to the constitution last year had been filed with the Ministry of Fair Trading.

There was discussion of the mechanism by which GenghisCon became a partnership between WASFF and Genghis Conventions Incorporated (GCI).  The proposal was essentially for WASFF to enter into an agreement with GCI where WASFF runs the next GenghisCon through a subcommittee and the subcommittee appointed be the GCI committee.  Both organizations would provide half of the seed money each and receive half of the surplus/loss.
Moved that the proposal be accepted in principal and that the board to authorized to pursue the agreement.
Moved Rohan Wallace, Seconded MSquared. Carried Unanimously

The Chair reported that the board investigated the possibility of the separation of Swancon and the West Australian (Regional) Science Fiction Convention (WA(R)SFC).  The structure already exists for this to occur, but the likelihood of this occurring was low and found no action was necessary.

The Board investigated obtaining membership in WASFF separately to the membership of the WA(R)SFC. The Chair reported that the board’s recommendation was that a special category of membership for a half-day of the convention be made available.

The idea of a newsletter for WASFF was investigated. MSquared was delegated this responsibility by the board. He reported no action was taken. Peter Kelly reported that some action was taken on the WASFF Red Book web site.

Reports

Chairs Report.
There were 7 meetings during the year. The Chair reported on board attendance. The Chair reported on the Tin Duck sub-committee. John Parker reported some action on the Tin Ducks. There was also a grant to the Faster Than Light Radio Show. A second round of grants was waiting on attendance by Grant Stone or Wolf from the FTL Radio Show.

Treasurers Report. 
A change was noted in the format of accounts on auditors advice. It was also noted that it was necessary to close the Buffy & Angel Con account. 

Administrators Report.
The Mark Bivens, the current Administrator was not seeking re-election. 
Motion That the meeting record its thanks to Mark Bivens for his years of service as administrator.
Moved Rachel Turner Seconded Peter Kelly, passed by acclamation.

Swancon 2003 Report.
A small surplus was made, it was hoped that everyone had a good convention.

Swancon 2004 Report.
Running well, no determination of eventual financial state yet. The first time convention attendee ('Newbie') memberships seem to be a success.

Swancon 2005 Report.
Convention launched, guest and site announced. Small surplus planned.

Moved that the meeting accept all the reports.
Moved John Parker Seconded Catherine De Croye. Motion carried

Appointment of an Auditor
It was clarified that appointment of auditor is optional. Jenny Kelly volunteered that she is available to act as an auditor.

Motion that Jenny Kelly be accepted as an auditor subject to negotiation of a suitable fee with the board.
Moved Ruth Turner Seconded MSquared Motion Carried

Motion that the board investigate any requirements to be audited under the Associations and Corporations Act.
Moved Ruth Turner Seconded John Parker Motion Carried

Election to the Board
Six nominations were received for six vacancies. MSquared, Peter Kelly, David Cake, John Parker, Ruth Turner, Cathy Cupitt were declared elected.

Appointment of the WA(R)SFC for 2006

Two bids received by the Chair

Renaissances, chaired by Ken McCaw, Ken McCaw spoke in support of the bid. Chris Creagh and John Robertson also introduced themselves, and their credentials as organisers.

Swancon 31 bid chaired by Russell Farr. Russell spoke in favour of the bid. Liz Grzyb, Chris Bobridge, and Tim McDougall also introduced themselves.

David Cake acted as returning officer. 

The returning officer declared that the Ken McCaw Renaissances bid the successful bid to hold Swancon in 2006.

General Business

John Parker discussed the Wastelands convention. Wastelands is to be held on October 9-10 at the Emerald Hotel. Currently has a budget, 3 guests, and a draft program, and is applying to be run as a WASFF project. Tickets may be bought at the door as there will be no price rise for late purchase. 

Rachel Turner discussed the planned anime convention, which will be the first to be held in Western Australia. It is planned for December 4-5, and will be called WhyCon. 

Meeting closed 10:31