Unigames August Ordinary General Meeting 25/08/2025

tags: committee meeting 2025

Attending:

Gen Allen, Lucy Auckland, Anna Bailey, Jack Bariss, Jeremy Butson, Connor Brennan, Nic Charnley, Ella Dillon, Leaf Francis, Oscar Gates, Finn Gearon, Jasmine Gilbert, Gozz, Taylor Home, Merlin Hoskins, Lorenzo Iannuzzi, Alex Knowles, Nene Mars, Lexie O'Brien, Ash Sanctis, Jackie Shan, Donald Sutherland.

Meeting Scheduled: 2:00pm

Meeting Open: 2:20 pm

This meeting was outside of quorum for its entire duration, making it under committee of the whole. Quorum is defined in the Unigames constitution under point 7.7 as 21 Ordinary Financial Members.

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Reports

President's Report (Connor)

• Hi everyone! I’ve so far, and will hopefully continue to be, your president for 2025!
• We’ve had a VERY busy year so far, with a lot more events, and a lot of clubroom usage
• As for me specifically, I’ve spent a lot of my time doing things on the backend, whether it be handling anything confidential, or just other general stuff
• I’ve helped run/organise a few miscellaneous RPG and boardgame events
• I was a camp leader at Lasers & Lances Camp, which with the help of the semester 1 SPG, we got down to a ticket price of $100
• I'm currently about to run RP4Life
• Overall, despite it being a bit of a hectic year so far, I’m very proud of this committee for what we’ve been able to do so far!

Vice President's Report (Gen)

• Six months into VP and I have been having such a blast and doing my best
• I’ve run or helped run 15 events, including a few boardgame days, a few rpg nights, a few painting days, a collab and various other things
• I've helped out at busy bees, club carnivals, odays and the likes
• I’ve done general admin-y stuff such as writing handovers for things and spending much time contacting tenancy
• I’ve been on two subcoms - I chaired for charity vigil and am currently working on joint camp
• I'm so grateful to everyone on committe and all the hard work that goes into keeping this club running xxx

Treasurer's Report (Anna)

• It's been a heckin' busy semester gang!
• Applied for 3 grants (and am in the process of finalising the Semester 2 SPG!)
• I have run somewhere between 3 and 5 events
• We got a Square Terminal! This has been such a worthwhile investment for the club that members have been finding very convenient
• Organised a shirt order with a fun sage green preorder colour
• Book buy happened, budget was $600
• Camp was super fun! We made a profit of $537.93 and the deposit for next year has been paid
• Working on getting Unigames an ABN as this is super helpful for Square, as well as ticket management for larger events and general financial transparency
• Balances as of 3pm 25/08/2025 are as follows:
  • CommBank: $2,297.86
  • Guild: $7,262.57 ($1,500 of which is restricted funds from the SSAF grant)
  • This means we have a total of $9,560.43
• More details of the club's current financial situation can be found in the Financial Update, which is linked in the minutes and the discord
• As always, feel free to reach out if you want any more information about the financial situation of the club, I would really have loved to give a more in-depth report but uni has been hectic!

Secretary's Report (Nene)

• i write the minutes weekly and do the newsletters monthly, i have also minuted every general meeting weve had this year. i try my best to get these minutes out within 2 days of meetings, so far ive been successful in doing so
• i have reorganised the committee google drive, am in the progress of sorting and deleting our 1500 emails, and keep track of our events on the committee google calendar
• i did the advertising for lasers and lances camp as well as being camp leader
• also did advertising for charity vigil, of which i was on the subcom for
• i got the hard copies of last years phoenix for the clubroom (although one is now lost i think) and am organising this years edition, please come to our second phoenix workshop this friday
• havent made much progress on my long term goals yet as theyll all take a bajillion years, but for each one i havent done please know i do a million small admin tasks instead
• thanks to everyone who follows my recommended listening

Librarian's Report (Jeremy)

• Brought back my baby TCG O-Day for the second year in a row, along with organising a pre-release, MTG and Pokémon Learn to Plays, and Pokémon Play Afternoons
• Event suggestion form was made as per my election promise and has been consulted before every meeting!
• Club carnival, a lil bit o Freedom Fest and O-Day TWO, and helped pack up PROSH, run Charity Vigil and inter-club cleanup
• Made banger SNoM Posters (and did EMPs)
• Struggled through our Semester One Book Buy, but budget spent really well methinks (ooooh so much research but so cool game) (ten tail tangle in the next two weeks)
• Quiz Night is being put together, its gonna be the best ever so get your tickets quick!
• Lots and lots of library maintenance/mending to ensure our games can be used for all the new clubs borrowing out games for their events, and for new games entering our library
• TWO massive collabs coming up so keep on the lookout for those
• Co-editing Phoenix with Nene so make sure you get your submissions ready for the end of the year (workshop this week!)

Fresher Rep's Report (Jack D)

• I thank all freshers for their cooperations in the grand fresher regime, the time for liberation is nigh
• ran and participated in some kick ass events, thank you so much to everyone who’s showed me how to do it and to people who’ve helped in the events themselves!
• helped with the megagame, look out for more of that in the future!
• Fresher campaigns are awesome, and season 2 should start up soon, just been swamped
• Was the almighty King Joug, first of his name, ruler and king of all beers, wines and spirits at camp
• being co-emperor of unigains goes unisfast with Meryn - go donate nerds!
• was literally superman for a day
• hype the greatest chimpmittee o.a.t

OCM's Reports (Ash, Ella, Jack B, and Lucy)

• Ash // Initiative: 6 out of d12 (3rd)
  • Ello, its been truly a semester of all time, ill keep my report as short as possible.
  • For MTG, helped run various events like TCG O'day, Intro to magic, Tarkir and Final Fantasy and Edge of Eternities Pre-release, all of which have been some of the largest Pre-releases in a while.
  • We also have 2 new commander decks and 2 7-Point highlander decks in the club room for the members to use.
  • I've organised and run 2 precon leagues, with the second one which is a collab with TTECU and it starts after this OGM!
  • I've also helped out and run Spire, Variety, and Mystery one shot-nights, a BOTC event, and various SNOMs and also a MTG Draft, I also ran a spire booth for RPG O'day and am helping with Roleplay4life
  • I helped out with a bunch of stuff on camp, notebly the menu change for day 3 being kebabs and I also helped write and made most of the slides for the camp quiz!
  • For the future, my priorities are 1) TTECU Precon League, 2) Organizing a MTG Cube for unigames 3) Trying to see if a westmarche is still possible 4) and running as many banger events as i can
• Ella // Initiative: 10 out of d20 (2nd)
  • ♡ Organised and ran several boardgame events including SNAGS, fall, rise and PHPS (which was actually ran by Anna!)
  • ☆ Did so much PROSH!! Raised so much money from my butterflies
  • ♡ Initiated and organised crafts for camp, as well as writing majority of camp quiz
  • ☆ Done lots and lots of organisation for joint quiz!
  • ♡ Done lots and lots of organisation for craft night!
  • ☆ Was full of so much joy and glee as I got to be a member of this wondrous club!!
  • ♡ Hype everyone on committee!!! You guys do so much stuff that just makes stuff smooth. One gubillion hypes!!
• Jack B // Initiative: 2 out of d10 (4th)
  • Ran and advertised Book Buy Boardgame Night and OSR Oneshot Night
  • Helped orchestrate Megagame (Den of Wolves) in a closed test, with plans for an open event in the works... stay tuned...
  • Ran Taskmaster and hosted The Chase at Charity Vigil (hopefully, both shall return in the future!)
  • dunked connor in the swan river (first bathing of the year)
  • Learnt graphic design for a Tactics Sponsorship poster
  • Did a little GMing for events here and there
  • proof read all the spreadsheets :0
  • more things in the oven I am still cooking on... >:)
• Lucy // Initiative: 17 out of d20 (1st)
  • Its been a time!
  • Been doing a lot of behind the scenes for wargames
  • Currently looking into the next season of BloodBowl, BloodBowl 4 life and our upcoming Warhammer 40k Tournament and far future events!
  • I've been at club carnival, FreedomFest and O-day 2
  • Run some RPG events like D20 oneshot night and recently PBTA night!
  • Various trips at strange hours to IKEA for new items for the club!
  • Working on painting the clubs kill team minis! Organised some painting related materials!
  • Thanks for the support everyone! Especially when you have to hear me crying or yapping about my stupid squiggle degree

General Updates

• Major upcoming events: Roleplay 4 Life, Relay 4 Life, Cam Hall Quiz Night

Agenda Items

• We briefly discuss whether we go through with trying these constitutional amendments in this meeting due to there not being quorum
  • If we are out of quorum while passing constitutional amendments, any ordinary member can put in to veto the passed amendments as there was not a suitable amount of people at the meeting
  • Here are the points about committee of the whole as written in the Guild Standing Orders
    • 43. If a quorum of members is not present 15 minutes after the start time provided in the agenda of a formal meeting of the Guild Council, the Guild Council may move into Committee of the Whole.
    • 44. Any resolution adopted by the Committee of the Whole shall be put into effect at the close of business three weekdays after the circulation of the unconfirmed minutes of the Committee of the Whole to the Guild Council, unless the Guild General Secretary receives an objection from a member of the Guild Council.
    • 45. Objections to resolutions of the Committee of the Whole shall:
      • a) Be in writing;
      • b) Be addressed to the Guild General Secretary;
      • c) Be received by the Guild General Secretary before the close of business, three weekdays after the release of the unconfirmed minutes of the Committee of the Whole; and,
      • d) Include the text of the resolution to which the objection is lodged.
    • 46. Any resolution adopted by the Committee of the Whole to which a Guild Council member has objected in conformity with standing order 45 does not come into effect and is added to the agenda for the next formal meeting of the Guild Council.
• In spite of this we go through with it
• Discussion of Lorenzo and Anna's amendment begins
  • Please find the full amendment here
• Main points of Lorenzo and Anna's amendment:
  • Biggest change is appointing ROs before the general meeting, in line with how other UWA organisations run (like many facSOCs)
  • ROs are intended to run the entire election and therefore take absentee votes before the meeting
  • Nominations are closed during the general meetings for executive positions but not Frep or OCM
  • Requirement of secret ballot for all elections, public voting can still be maintained for voting on amendments
  • Added tiebreaker provision for electoral votes
• Questions and debate start from this point
  • Clarifying question from Taylor:
    • She is struggling to parse point 7.5.7
      • 7.5.7 Where a Returning Officer has been removed or has resigned, the Committee must immediately appoint another Returning Officer or reschedule the General Meeting at least 2 days before the General Meeting, or where the vacancy occurs at a General Meeting, the General Meeting shall elect another Returning Officer.
    • The intention here was that they reschedule the general meeting no more than two days before the time of the general meeting, Lorenzo is open to the wording being revised as it can be read a bit confusing
    • Lorenzo is happy to delete the amendment, probably causes more confusion than is warranted, and there are movements to elect ROs during the meeting
      • Originally the idea was to delete this amendment, but after the below discussion about 7.5.5, it was instead adjusted
    • Adjusted amendment:
      • 7.5.7 Where a Returning Officer has been removed or has resigned, the Committee must immediately appoint another Returning Officer, or where the vacancy occurs at a General Meeting, the General Meeting shall elect another Returning Officer.
  • Clarifying question from Taylor: About 7.5.5, why is it that it requires 2/3 majority to remove a returning officer but doesn't take 2/3 to appoint them
    • 7.5.5 Where a Returning Officer is reasonably believed by the Committee to have an irreconcilable conflict of interest or to be unable to discharge the duties of the Returning Officer, the Committee may remove them with a two-thirds majority vote.
  • Lorenzo: I was modelling this off of the way similar provisions work within a committee, but there is no particular reason
    • We discover during the meeting that the basis of this is not in Unigames constitution or regulations, but is the process for removing a Wheel in UCC
  • Taylor: My main assumption is the biggest issue you'd hypothetically run into is people becoming unavailable but not responding to messages, that's going to happen more frequently than people being villainous or acting in bad faith, so the 2/3 might be overkill because if the committee can appoint via simple majority then that would be easier than removing the already instated RO
  • Lorenzo is happy to make this a simple majority
  • Finn: I think removing the 2/3 majority is fine, everyone should agree that someone who has disappeared there is probably a majority, but if there is a bias within the RO that might make a more contentious vote and make it more difficult to remove the RO
    • Instead of deleting 7.5.7, it will be changed to say if the ROs are resigning or removed they will be elected at the general meeting instead
  • A discussion ensues about point 7.9.4
    • 7.9.4 Absentee votes for First Year Representative or Ordinary Committee Member shall only be counted at the discretion of the chair. This decision must occur before the Returning Officers count the votes.
  • Taylor: If absentee votes can be removed at the discretion of the chair and if we feel absentee votes can't effectively be made, should we just get rid of them altogether instead of having a situation where there's a choice to decide whether or not they're allowed?
  • Lorenzo: The convention is that if a motion has changed so much that the intent behind the absentee vote wouldn't make sense, you throw it out. So if there is a substantial change in the nominations of OCMs or Fresher Reps then the absentee votes should be thrown out for the sake of the people being nominated on the floor
  • Gen: We currently have the situation where absentees are counted at the discretion of the chair (conventionally), if we were to change it then absentee votes should not be counted if there are new nominations, rather than not counted at all, to make it very clear what the convention should be and the reason why absentee votes shouldn't be counted
  • Taylor: A lot of this is going to be dependent on the discussion of closing nominations. If we're assuming that based on what we've been doing so far, should there be the ability for votes to be taken as is, it's potentially fair to say we should do a better job communicating to people submitting an absentee vote that more people could be nominated past you submitting their vote, confirming they're cool with that and that's what they want to do/they can make an informed choice. Part of the issue you'll have with absentee voting is they'll have less info than the people at the general meeting, either we accept this is part of the process or we decide it's not appropriate for people to absentee votes
  • Lorenzo: Absentee votes are a net good and good governance, I think we should still make it as fair as possible to the nominees on the day, they should not be disadvantaged for not being nominated ahead of time
  • Nic: Firstly, general clarification, the ability to cast an absentee vote as a financial member is that a privilege or right?
  • Lorenzo: It's a right
  • Nic: Accepting a vote as a right and then turning around and not count the vote, that's going against the Societies Council requirements. In saying that , wen it comes to absentee votes, I don't think you're allowed to decide whether the vote will count on the day, because now you're removing the financial members right to vote, and that member has the right to vote on ALL positions, so absentee votes have to be there or not there, and if they're there they have to be there for every position
  • Donald: So the current mode of contention is by what mechanism the votes are discarded or not? It could be codified so so that if the nominations change they get discarded, not so it's at the discretion of any one individual
  • Taylor: Because it's approval voting, if the vote has a valid nomination, that gets counted no matter what. The only messiness of discretion is when talking about constitutional amendments and if there have been major changes to the motion, they have no longer given approval for that motion, because what they voted for no longer exists as an amendment
  • Nic: The main point I was bringing up is that when a member joins the club they have the right to vote on the committee, as a subsection this voting can be done by absentee voting if the constitution commits absentee voting. But the constitution cannot be selective of how it takes in this absentee vote, it cannot take away the rights of certain members because they have submitted an absentee vote. The main concern is if you have a bunch of members who aren't able to attend, and they're told their vote didn't count because they weren't there, then it can become a problem
  • Taylor: In that case, if that is disclosed ahead of time as to how the process works, would it be okay?
  • Nic: If it was very, very explicit, yes, moving the right of an absentee vote as a privilege instead of a right, then it would be fine
  • The amendment is changed:
    • 7.9.4 Absentee votes for Fresher Representative or Ordinary Committee Member shall not be counted should there be any additional candidate at the General Meeting.
  • Jackie: This implies if only one more nomination is made at the meeting they get thrown out?
  • Lorenzo: One nomination still fundamentally changes the situation and is unfair to the remaining candidates, the line has to be drawn somewhere
  • Discussion of changing the amendment to be similar to Jackie and Taylor's of when nominations should open occurs, Lorenzo concedes to this and agrees to change the amendment from what it was
    • Original: 8.2 Nominations for elections shall open once notice of the General Meeting where an election is taking place is distributed.
    • Amended: 8.1 Nominations for a Committee position shall be opened two weeks prior to the General Meeting, or as soon as practicable once a position has become vacant.
• Discussion of Lorenzo and Anna's constitutional amendment ends
• Discussion of Taylor and Jackie's amendment begins
  • Please find the full amendment here
• Main points of Taylor and Jackie's amendment:
  • Changes to resignations and vacancies to add a date for which a committee members resignation should take affect, if they have not explicitly stated one
  • Change to IPP, gives an explicit end to the IPP term either by their term running out or based on a 2/3 majority vote by committee
  • Changes to voting, makes it so that you can request secret ballot
  • Makes the guidelines for calling SGMs, makes them more clear
  • Adds guidelines for how general meetings should run
  • Committee has the right to interpret the constitution, this is also including everyone in general meetings, as everyone in a general meeting has the same powers as committee
• Debate opens
  • On the part of guidelines for having general meetings:
    • 8.7. In addition to other rules laid out in this document, elections must be conducted in a manner consistent with the following standards:
    • 8.7.1. Making General Meetings and Elections accessible and welcoming to as many Ordinary Financial Members as possible should be a priority.
    • 8.7.2. Due consideration must be given to the Members' schedules and their potential inability to attend the full duration of longer meetings, impacting their participation in the election process.
    • 8.7.3. Due consideration must be given to the ongoing reputation of General Meetings and Elections, particularly as it relates to attendance at General Meetings, and participation in Elections.
    • 8.7.4. Adversarial and unnecessarily competitive conduct should be discouraged.
    • 8.7.5. Attempting to interfere with other Members' ability to freely and independently take part in an election by coercion, misinformation, or otherwise, is strictly prohibited.
    • 8.7.6. In the interest of allowing voters to consider the strengths of the committee as a whole, voting for a position at a General Meeting must not close until the previous position has been elected.
    • 8.7.7. Best efforts should be made to ensure Members are aware of their rights and responsibilities as voters, nominees, and Committee Members, should they be elected.
  • Finn believes these points are redundant as committee is already required to do all of this stuff, and it's not really suitable to have in the constitution rather than some guideline document or the code of conduct. The rationale is also unclear on how to interpret these guidelines and aren't easily understood unless you read the rationale in the document
  • Taylor agrees that some parts of these guidelines are redundant, but there are other parts of the document that are redundant and it's important to reinforce these things as people often don't read all the documents Unigames has available to them
    • Although lots of these guidelines are covered by Unigames committee acting in the best interest of the club, she can also think of times when committees haven't acted in these interests in the wider definitions and so thinks these things should be codified
  • Anna says the constitution may not be the best place for these guidelines and they may be better suited elsewhere, Taylor agrees with that, although no amendment to the amendment is made
• Voting begins
• Motion to enact section 7.5 and everything below from Lorenzo and Anna's amendment
  • 7.5 Before a General Meeting, the Committee must appoint two Returning Officers.
  • 7.5.1 It is the duty of the Returning Officers to conduct elections in a fair and unbiased manner and with the correct procedure.
  • 7.5.2 The Returning Officers may not be part of the Committee nor be a nominee for the upcoming election.
  • 7.5.2.1 People nominated for the position of Returning Officer must disclose any potential conflicts of interest before their appointment or election.
  • 7.5.2.2 In order to facilitate the ease of the Annual General Meeting, it may be reasonable for the Committee to nominate two potential Returning Officers in the event that one of the appointed Returning Officers is unable to act in the role due to unforeseen circumstances.
  • 7.5.3 The Returning Officers must be appointed before nominations for an election are opened.
  • 7.5.4 The Returning Officers may resign their role at any time.
  • 7.5.4.1 If a Returning Officer chooses to resign prior to the opening of the General Meeting, they must do so in writing to the President or Secretary.
  • 7.5.5 Where a Returning Officer is reasonably believed by the Committee to have an irreconcilable conflict of interest or to be unable to discharge the duties of the Returning Officer, the Committee may remove them with a two-thirds majority vote.
  • 7.5.6 Where a Returning Officer is reasonably believed by a General Meeting to have an irreconcilable conflict of interest or otherwise unable to discharge the duties of the Returning Officer, the General Meeting may remove them with an absolute majority vote.
  • 7.5.7 Where a Returning Officer has been removed or has resigned, the Committee must immediately appoint another Returning Officer, or where the vacancy occurs at a General Meeting, the General Meeting shall elect another Returning Officer.
    • Passes
• Motion to enact section 7.9 and everything below, to remove of 7.12.1 and 7.12.2, and to enact section 8 from Lorenzo and Anna's amendment
  • 7.9 Only Ordinary Financial Members may vote at General Meetings.
  • 7.9.1 Ordinary Financial Members who have held membership for at least 42 days prior to the General Meeting may submit absentee votes in writing to an appropriate officer of the General Meeting.
  • 7.9.1.1 For committee elections, absentee votes must be submitted to a Returning Officer.
  • 7.9.1.2 For other votes, absentee votes must be submitted to the Secretary or an Officer designated by the Committee.
  • 7.9.1.3 Absentee votes must be submitted at least one hour before the time appointed for the meeting, except where the Member’s attendance at the meeting has been recorded.
  • 7.9.1.4 The intent of the absentee votes must be clear and unambiguous to the Secretary or Officer.
  • 7.9.2 Absentee votes do not count as attendees for purposes of meeting quorum.
  • 7.9.3 Voting by means of a proxy is not allowed
  • 7.9.4 Absentee votes for Fresher Representative or Ordinary Committee Member shall not be counted should there be any additional candidate at the General Meeting.
  • 7.9.5 Absentee votes for President, Vice President, Librarian, Secretary and Treasurer shall not be counted should nominations be reopened.
  • That 7.12.1 and 7.12.2 be deleted.
  • 8.1 Elections may only be conducted by a General Meeting.
  • 8.2 Nominations for a Committee position shall be opened two weeks prior to the General Meeting, or as soon as practicable once a position has become vacant.
  • 8.3 Any Ordinary Member may nominate any Ordinary Member, including themselves, for any number of positions on Committee they are eligible for, and nominations must be made to the Returning Officers.
  • 8.3.1 In all cases except when an Ordinary Member has nominated themself, the nominee must accept the nomination to the Returning Officers before the closure of nominations. If a nomination is not accepted, that nominee will not be a candidate in the election.
  • 8.3.2 Candidates may withdraw their candidacy at any time.
  • 8.4 Nominations for Executive Office Bearers positions close 24 hours before the start of the General Meeting.
  • 8.4.1 The ballots for election of the Executive Office Bearers shall include an option to “Reopen Nominations” (RON).
  • 8.4.2 Where there are no nominations for a given position, nominations shall reopen at the General Meeting, and the ballot shall not include RON.
  • 8.5 Elections for all positions of the Committee shall be taken by secret ballot, and using approval voting.
  • 8.5.1 Elections for all positions will be conducted by approval voting in the order of President, Fresher Representative, Vice President, Treasurer, Secretary, Librarian, and Ordinary Committee Members, unless otherwise determined by the General meeting.
  • 8.5.2 Approval voting requires Ordinary Members to list all candidates of which they approve of on their ballot.
  • 8.5.3 In the case that RON receives more approvals than any individual candidate or RON receives approval from a majority of ballots submitted, then Returning Officers shall reopen nominations for that role at the General Meeting and a fresh election shall take place.
  • 8.5.3.1 Where there is only one candidate, the electors shall vote for either the candidate or RON, with the candidate being elected only if they receive more votes than RON.
  • 8.5.3.2 After nominations are reopened, Ordinary Members may not vote to reopen nominations again. That is, one of the candidates must be elected to the vacant role.
  • 8.5.3.3 Candidates who were on the first ballot shall be automatically re-nominated to be on the second ballot.
  • 8.5.4 The winner of the election shall be the candidate who received the most approvals.
  • 8.5.5 Where two or more candidates are tied in number of approvals, a second ballot comprising solely the tied candidates shall be taken.
  • 8.5.5.1 For the election of the Ordinary Committee Members, Section 8.4.4 shall only apply if the tie would affect the awarding of the role.
  • 8.5.5.2 If the re-vote returns another tie, the winner shall be determined by lot.
  • 8.6 The previous committee shall be dissolved and the elected candidates shall assume office at the end of the General Meeting
  • 8.7 At the conclusion of a General Meeting, the office of Returning Officer shall be declared vacant.
    • Fails
• Motion to enact section 2 from Taylor Home and Jackie Shan's amendment
  • 2.1. Guild - the University of Western Australia Student Guild.
  • 2.1.2.2. Societies Council - the Subsidiary Council of the Guild known as the Societies Council or SOC.
  • 2.2.2.3. University - The University of Western Australia.
  • 2.3.2.4. Traditional games - games including, but are not necessarily limited to: pen and paper roleplaying games, live action roleplaying (LARP) games, wargames, choose your own adventure books, card games, and board games, but specifically excluding video games.
    • Passes
• Motion to enact section 6 from Taylor Home and Jackie Shan's amendment
  • 6.4. Each Committee Member shall remain in office until:
  • 6.4.1. The first Annual General Meeting after they take office;
  • 6.4.2. They resign from their position by submitting written notice to the Secretary or President, including the date at which their resignation will take effect;
  • 6.4.3. They are elected or appointed to another Committee position;
  • 6.4.4. They cease to be eligible for their position; or
  • 6.4.5. A General Meeting votes by two-thirds majority to remove them from office.
  • 6.5. All Committee positions that are vacant outside of a General Meeting for any reason must be filled within 4 weeks, either:
  • 6.5.1. By election (as per section 8) at the next General Meeting, where nominations must be opened within 2 weeks of the position becoming vacant; or
  • 6.5.2. Through appointment of a consenting Committee Member or Ordinary Financial Member by Committee, subject to review at the next General Meeting.
  • 6.5.2.1. The decision to fill by appointment must be announced within 2 weeks of the position becoming vacant, along with any forms and deadlines deemed necessary by Committee to fill the relevant vacancy, and any subsequent vacancies where a position might be filled by an existing Committee Member.
  • 6.5.2.2. When reviewing, a simple majority vote of the General Meeting will confirm the appointment. If such a vote fails then the position must be immediately filled by election (as per Section 8).
  • 6.6. The President may appoint their predecessor with their consent to the non-voting, advisory Committee position of Immediate Past President.
  • 6.6.1.The Immediate Past President will remain in the position until their term ends as per Item 6.4 or a two-thirds majority of the Committee votes to remove them.
  • 6.6.2. The President ceasing to hold office shall not impact the eligibility of the Immediate Past President to remain in office.
    • Passes
• Motion to enact the addition of 7.9.1 from Taylor Home and Jackie Shan's amendment
  • 7.9.1. Upon request, any voter may submit their vote by secret ballot. In this case, they are not permitted to witness any votes cast openly.
    • Fails
• Motion to enact the rest of the changes to section 7 from Taylor Home and Jackie Shan's amendment
  • 7.9. Only Ordinary Financial Members may vote at General Meetings.
  • 7.9.2. Ordinary Financial Members who have held membership for at least 42 days prior to the General Meeting may submit absentee votes in writing to the Officer appointed by the Committee, or the Secretary where one has not been appointed.
  • 7.9.2.1. Absentee votes must be submitted at least one hour before the time appointed for the meeting, except where the Member’s attendance at the meeting has been recorded.
  • 7.9.2.2. The intent of the absentee votes must be clear and unambiguous to the Officer or Secretary.
  • 7.9.3. Absentee votes do not count as attendees for purposes of meeting quorum.
  • 7.9.4. Voting by means of a proxy is not allowed.
  • 7.10. Any Committee positions which are vacant during a general meeting must be filled by election at that meeting in accordance with section 8
  • 7.11. The Committee may, at any time, call an Ordinary General Meeting of Unigames.
  • 7.12. The Committee must call an Annual General Meeting during the first four weeks of each University academic year.
  • 7.12.1. Nominations for each Committee Position shall open at least two weeks prior to the Annual General Meeting. Nominations shall remain open until they are declared closed at the General Meeting as per Item 8.3/8.4.
  • 7.12.2. All Committee positions shall be declared vacant during the meeting in accordance with section 6 and shall be filled by election as per Item 7.10
  • 7.13. The Secretary shall forthwith call a Special General Meeting upon receiving a written requisition from at least 10 Ordinary Financial Members.
  • 7.13.1. Such a meeting shall be held no later than 15 business days immediately following receipt of such requisition.
  • 7.13.1.1. If the Secretary fails to call the meeting within the time required to give 2 weeks notice (as per Item 7.4), any of the signatories of the requisition may do so.
  • 7.13.2. Any business set out in the requisition shall have priority over all other business.
    • Fails
• Motion to enact the addition of 8.6.1 from Taylor Home and Jackie Shan's amendment
  • 8.6.1.Upon request, any voter may submit their vote by secret ballot. In this case, they are not permitted to witness any votes cast openly.
    • Fails
• Motion to enact 8.7 and everything below from Taylor Home and Jackie Shan's amendment
  • 8.7. In addition to other rules laid out in this document, elections must be conducted in a manner consistent with the following standards:
  • 8.7.1. Making General Meetings and Elections accessible and welcoming to as many Ordinary Financial Members as possible should be a priority.
  • 8.7.2. Due consideration must be given to the Members' schedules and their potential inability to attend the full duration of longer meetings, impacting their participation in the election process.
  • 8.7.3. Due consideration must be given to the ongoing reputation of General Meetings and Elections, particularly as it relates to attendance at General Meetings, and participation in Elections.
  • 8.7.4. Adversarial and unnecessarily competitive conduct should be discouraged.
  • 8.7.5. Attempting to interfere with other Members' ability to freely and independently take part in an election by coercion, misinformation, or otherwise, is strictly prohibited.
  • 8.7.6. In the interest of allowing voters to consider the strengths of the committee as a whole, voting for a position at a General Meeting must not close until the previous position has been elected.
  • 8.7.7. Best efforts should be made to ensure Members are aware of their rights and responsibilities as voters, nominees, and Committee Members, should they be elected.
    • Fails
• Motion to enact the rest of section 8 from Taylor Home and Jackie Shan's amendment
  • 8.1. Elections may only be conducted by a General Meeting.
  • 8.2. Nominations for a Committee position shall be opened at least two weeks prior to the General Meeting, or as soon as practicable once a position has become vacant.
  • 8.3. Prior to the opening of Nominations, Tthe General MeetingCommittee shall appoint two Returning Officers to conduct the election, subject to review at the General Meeting.
  • 8.3.1. To ensure impartiality, each Returning Officer:
  • 8.3.1.1. Must not have been a Committee Member within the last 6 months;
  • 8.3.1.2. Must disclose any potential conflicts of interest prior to appointment and review; and
  • 8.3.1.3. Must not participate in the election outside their duties as a Returning Officer.
  • 8.3.2. If a Returning Officer resigns, fails to fulfil the duties of conducting the election, or is not confirmed by a simple majority of the General meeting, their position shall become vacant and a new Returning Officer shall be appointed by the Committee or General Meeting as applicable.
  • 8.3.3. Returning Officers shall be given access to any materials required to conduct the election, including nominees and votes already submitted where applicable, upon their appointment.
  • 8.4. Nominations shall remain open until the Returning Officers have made a final call for nominations for the position at the General Meeting.
  • 8.5. The election of the Committee position shall be conducted by approval voting, i.e. each member may vote for any number of candidates and the candidate with the most votes will be elected to the position.
  • 8.5.1. In the case of multiple equivalent vacant positions (i.e. Ordinary Committee Members) being elected through the same ballot, the candidate(s) with the most votes will each be elected until all positions have been filled or a tie occurs in which there are less vacant positions than candidates with the most votes not yet elected.
  • 8.5.2. In the event of a tie between the candidates with the most votes, a new vote will occur between the tied candidates.
  • 8.5.3. In the event of a repeated tie for the same position, a simple majority of the General Meeting may vote to repeat the process.
  • 8.5.4. If the tie cannot be resolved by vote, the election shall be determined by a fair random process (i.e. highest result rolling the same d20)
  • 8.6. Only Ordinary Financial Members may nominate candidates, vote, or be nominated.
  • 8.6.2. Ordinary Financial Members who have held membership for at least 42 days prior to the election may submit absentee votes in writing to the Returning Officers.
  • 8.6.2.1. Absentee votes must be submitted at least one hour before the time appointed for the meeting, except where the Member’s attendance at the General Meeting has been recorded.
  • 8.6.2.2. Absentee votes must be submitted in a form consistent with approval voting, and must be clear and unambiguous to the Returning Officers.
  • 8.6.3.Voting by means of a proxy is not allowed.
    • Fails
• Motion to enact section 10 from Taylor Home and Jackie Shan's amendment
  • 10.3. The Committee may conduct business by electronic circular., in the case of:
  • 10.3.1. Motions considered by circular must be:
  • 10.3.1.1. urgent business;
  • 10.3.1.2. business which because of its nature could not be set on the agenda; or
  • 10.3.1.3. business which by procedural motion, the Committee decided not to deal with at a Committee Meeting.
  • 10.3.2. Such motions must be passed by an Absolute Majority of the Committee.
  • 10.3.3. Any motion considered by circular and its outcome must be recorded in the minutes of the next Committee Meeting.
    • Passes
• Motion to enact section 11 from Taylor Home and Jackie Shan's amendment
  • 11.1. All monies due and payable to Unigames shall be received by the Treasurer who shall lodge them without undue delay in the appropriate Unigames Banking Account for the credit of Unigames.
  • 11.2. Any two Executive Office Bearers of Unigames shall be empowered to jointly sign cheques or forms of authority for the withdrawal of any money from a Unigames Banking Account.
    • Passes
• Motion to enact the addition of section 17 from Taylor Home and Jackie Shan's amendment
  • 17. Interpretation of Constitution
  • 17.1. The Committee shall be the sole authority for interpreting the meaning of any of the provisions contained in this Constitution.
    • Fails

General Business

• Jackie thinks having discussion in person was better managed, so this meeting did have a net good
• Also making summaries of people's points and responding to those she also found very helpful, as opposed to the discussion of Lorenzo and Anna's points which felt rapid fire and often overwhelming
• Jackie and Taylor both think discussion should be slowed down, sending points and waiting for responses rather than sending message after message

Meeting closed: 5:37 pm