General Meeting 12th September 2015

PAniC General Meeting announcement:

 
We’d like to announce our next General Meeting, on the 12th of September 2015 at 11am. The meeting will be held as usual at 43 Below.

The topics of the day’s agenda will be reports from the PAniC Quiz Night, upcoming events, and the current status of the audit.

If you would like to submit anything for discussion, please email it to vp@panic-wa.org.

If you cannot attend the meeting, but would like someone to attend for you, please submit a proxy form to vp@panic-wa.org.
All submissions will be accepted up until 5pm (W.S.T) on Friday the 4th of September, 2015.

 

– PAniC Inc. board

General Meeting 11th July 2015

We’d like to announce our next General Meeting, on the 11th of July 2015 at 2pm. The meeting will be held as usual at 43 Below.

The topics of the day’s agenda will be reports from the Supanova weekend, the current state of the audit, and our next upcoming event, the PAniC Quiz Night, in August.

If you would like to submit anything for discussion, please email it to vp@panic-wa.org. Due to the circumstances described above, we shall be allowing late admittance to the agenda up until 12pm Friday the 10th of July.

If you cannot attend the meeting, but would like someone to attend for you, please submit a proxy form to vp@panic-wa.org. Again, these will be accepted up until 12pm Friday the 10th of July.

PAniC General Meeting 06th June 2015

First off we would like to say thanks to all those members who came and supported us at the SGM, your input is greatly appreciated as we strive to move ever forward.

Furthermore, in accordance to the motion passed at the SGM, we would like to announce out next GM, to be held on the 6th of June 2015 at 43 Below, from 11:00 am to 1:30 pm.

An agenda will be announced at a later date, please stay tuned to our website and facebook page for further updates. If you would like to request a particular business item to be discussed, please forward your request to secretary@panic-wa.org, and we will get back to you ASAP.

Meetings are open to public attendance, however please be advised that to participate in any motions or votes, you must have an active membership with us. (If you do not have a current member card and have not already advised us of this, you will need to provide additonal information regarding details of payment.)

Hope to see you all there!
– PAniC Board

24 hour countdown!

With only 24 hours to go before the SGM deadline, it’s time to get your nomination forms and other business queries in! If you are interested in nominating, the following positions are currently open:

President/ Vice President

Logistics

Events

Panels

If however, you are interested in a different position to those specified, you are still welcome to nominate for those positions!

You can download a nomination form here. Please have it filled out and emailed to vp@panic-wa.org by 11am sharp, May 9th 2015.

 

If if you feel any other business should be discussed at the SGM, please contact vp@panic-wa.org so that we may add it into the minutes!

 

Thanks, and good luck Nominees!

-PAniC Board

Brief May Update

Hey guys! hope you’re enjoying the beginning of May, with Starlight week, May the Fourth, and Mother’s Day it’s shaping up to be a great month!

Leading on from the AGM in March, we would like to bring the member’s attention to some updated documents we have uploaded to the website, which include a current financial balance and motions. These documents can be found here:

PAniC May Balance Sheet

Motions Update 01 May 2015

 

Looking forward to seeing you guys at the SGM on the 16th!

– Panic Board

PAniC SGM – 16th May 2015 Agenda

Notice of PAniC Inc SGM

The SGM will be held on Saturday the 16th of May at 11am, at the 43 Below function room.

This SGM will discuss the continued operations of PAniC.

The agenda will be as follows:

1.0 Opening

1.1 Attendance

1.2 Approval of Agenda

1.2.1 Reading

1.2.2 Vote

1.3 Approval of 2015 AGM minutes

1.3.1 Reading

1.3.2 Vote

2.0 Motion for dissolution

2.1 Discussion

2.2 Vote

3.0 Election of board members

3.1 Introduction of nominees

3.1.1 Declarations of conflicts of interest

3.2 Vote

4.0 Other business

5.0 Close

The closing date for board nominations, proxy form submission, and submission of “other business” agenda items is 11am, 9th May, 2015. These are to be sent via email to the contact below.

An explanation of the reasons for calling this SGM is attached below, in addition to further clarification of the agenda points above.

We understand that the election for board nominations is mostly meaningless if the dissolution motion passes, however need to be prepared for the eventuality that it fails.

Similarly, membership will also be available on the day, however as funds cannot be distributed to members on dissolution, if this motion is carried, the $15 membership fee will not be refundable.

You can contact either the Vice President, Christina Lee, at vp@panic-wa.org, or the Secretary, Cassandra Spencer, at cassandra.spencer@outlook.com to submit forms or for further information.

Agenda Clarification:

1.0 Opening

1.1 Attendance

– Will be taken via confirmation with the membership database (and cards or filed hard copy forms if needed)

– Wrist bands (remaining from the AniGames showdown) will be handed out so only votes from members can be counted (this has been identified as a system flaw in the past). Members also representing as proxy will receive a second band.

1.2 Approval of Agenda

– As we are allowing other business on the agenda, this will only be able to be confirmed 7 days before the SGM, and therefore those points will be voted on to be included.

1.3 Approval of 2015 AGM minutes

– These will be read, and available in hard copy, at the SGM, but will also be uploaded to the website Friday 24th April 2015, once properly formatted.

– These go some way to explaining why board re-elections were necessary.

2.0 Motion for dissolution

2.1 Discussion

– Will occur on the day.

2.2 Vote

– A 75% majority is required for the dissolution motion to pass.

3.0 Election of board members

3.1 Introduction of nominees

3.1.1 Declarations of conflicts of interest

3.2 Vote

– All voting for board will be done as per the AGM constitutional procedure.

4.0 Other business

– Must be submitted one week prior to the SGM in writing to the contact listed above.

– Can only be discussed and considered, no major resolutions can be passed.

– We feel it is necessary to include this item in case there are questions still unanswered, while we are able to.

5.0 Close

SGM Explanation:

Hi everyone,

As there seems to be quite a bit of confusion in regards to the coming SGM, we thought we would attempt to explain the reasoning behind its calling.

Since taking over from the past board, we have been working hard to address members concerns about PAniC, including issues with transparency and accountability. In doing so, we have made sure to not only abide by the constitution and legislation, but also to improve the systems that have failed in the past. Including the email notifications, which will be discussed later, although we have given 4 weeks’ notice of the SGM because of this.

For the AGM, only 4 days was given before nominations closed, instead of the 7 required by the constitution, and only 6 members nominated, so all were elected. Since then one board member, Chris Ross, has resigned, and Cassandra Spencer was appointed secretary by the board under the casual vacancies section. Technically we could fill the remaining board positions under the same section, however then 50% of the board would have been appointed by the other 50% and we believe that this severely impacts on not only the members right to choose who represents them, but also the transparency and accountability we stand for.

We have therefore called this SGM in order to allow you, the members, to have an informed, and involved choice in who represents you in running PAniC, your community. We had hoped the previous lack of nominations was due to the lack of transparency and understanding, so we have made the constitution and appropriate legislation available on the website (under the ‘code of conduct’ menu heading temporarily) and are all also standing for nomination again. But if the alternative is true, being there is no longer enough community support to sustain a full, elected board, then PAniC’s continued survival should be questioned. This is why we included the dissolution motion as an item, dependent on the support for PAniC from its members in forming a board.

Since then we have received notification of a member’s intention to submit a petition to call for the dissolution of PAniC. In the continued interests of acting for the members, we are formalising the dissolution motion agenda item. The updated agenda, in addition to clarification of SGM purpose, as requested, will be posted to the website, Facebook event page, and emailed out to all members on Monday (please see note below in regards to emails, this gives time for members to notify us and us to fix it).

We thank you for your continued support of PAniC, and hope you, like us, wish to see PAniC fix past mistakes and prevent them from happening in future. We apologise for any confusion in the communication of the SGM, and inconvenience in submitting a board nomination if PAniC is dissolved, however still encourage you to do so, as we believe PAniC can, and will, improve and survive.

In regards to emails: The membership database system has many flaws, some technical, some due to it being across two different systems, and we recognise the need to fix this. However to do this we need to attempt to use and consolidate it as best possible, and have as many ways as possible for you to let us know if it is flawed for you. The emails were sent out using the current database (as fixed as we could get it), and thus have asked for you to email or facebook message us if you haven’t received one, so we can rectify this as soon as possible.

In regards to PAniC operations: As you are all aware, PAniC is not in a good position financially, however we are working to reduce costs, and organise a booth for Supanova, in addition to other things, to return PAniC to a position where it can run a proper convention again, and fund an audit. We are currently compiling all available paperwork to facilitate this. As past boards have not previously completed handovers effectively, some paperwork is still with previous board members, as such we are working on contacting each of these individually to ensure we have all available information. Incidentally, if you have any information, please feel free to email/message us.

PAniC SGM Addendum

Hi everyone,

 

As there seems to be quite a bit of confusion in regards to the coming SGM, we thought we would attempt to explain the reasoning behind its calling.

 

Since taking over from the past board, we have been working hard to address members concerns about PAniC, including issues with transparency and accountability. In doing so, we have made sure to not only abide by the constitution and legislation, but also to improve the systems that have failed in the past. Including the email notifications, which will be discussed later, although we have given 4 weeks’ notice of the SGM because of this.

 

For the AGM, only 4 days was given before nominations closed, instead of the 7 required by the constitution, and only 6 members nominated, so all were elected. Since then one board member, Chris Ross, has resigned, and Cassandra Spencer was appointed secretary by the board under the casual vacancies section. Technically we could fill the remaining board positions under the same section, however then 50% of the board would have been appointed by the other 50% and we believe that this severely impacts on not only the members right to choose who represents them, but also the transparency and accountability we stand for.

 

We have therefore called this SGM in order to allow you, the members, to have an informed, and involved choice in who represents you in running PAniC, your community. We had hoped the previous lack of nominations was due to the lack of transparency and understanding, so we have made the constitution and appropriate legislation available on the website (under the ‘code of conduct’ menu heading temporarily) and are all also standing for nomination again. But if the alternative is true, being there is no longer enough community support to sustain a full, elected board, then PAniC’s continued survival should be questioned. This is why we included the dissolution motion as an item, dependant on the support for PAniC from its members in forming a board.

 

Since then we have received notification of a member’s intention to submit a petition to call for the dissolution of PAniC. In the continued interests of acting for the members, we are formalising the dissolution motion agenda item. The updated agenda, in addition to clarification of SGM purpose, as requested, will be posted to the website, Facebook event page, and emailed out to all members on Monday (please see note below in regards to emails, this gives time for members to notify us and us to fix it).

 

We thank you for your continued support of PAniC, and hope you, like us, wish to see PAniC fix past mistakes and prevent them from happening in future. We apologise for any confusion in the communication of the SGM, and inconvenience in submitting a board nomination if PAniC is dissolved, however still encourage you to do so, as we believe PAniC can, and will, improve and survive.

 

In regards to emails: The membership database system has many flaws, some technical, some due to it being across two different systems, and we recognise the need to fix this. However to do this we need to attempt to use and consolidate it as best possible, and have as many ways as possible for you to let us know if it is flawed for you. The emails were sent out using the current database (as fixed as we could get it), and thus have asked for you to email or facebook message us if you haven’t received one, so we can rectify this as soon as possible.

 

In regards to PAniC operations: As you are all aware, PAniC is not in a good position financially, however we are working to reduce costs, and organise a booth for Supanova, in addition to other things, to return PAniC to a position where it can run a proper convention again, and fund an audit. We are currently compiling all available paperwork to facilitate this. As past boards have not previously completed handovers effectively, some paperwork is still with previous board members, as such we are working on contacting each of these individually to ensure we have all available information. Incidentally, if you have any information, please feel free to email/message us.

PAniC SGM – 16th May 2015

Due to the results of the AGM last month, we will be holding a SGM to fill the empty positions on the PAniC Board.

The SGM will be held on Saturday the 16th of May at 11am, at the 43 Below function room.

Nominations are open until 11am, Saturday the 9th of May. If you would like to nominate, you can download a nomination form here. Please email your completed forms to vp@panic-wa.org. Please note that to nominate for a board position you must have been a PAniC member for at least 6 months prior.

In particular, we are looking to fill the positions of President, Logistics, Events, and Panels. Members: We have sent out emails in regards to the SGM.

If you are a current member and have not received an email, please contact vp@panic-wa.org so that we may rectify the issue.

PAniC Constitution

Associations Incorporation Act 1987

– PAniC Board

panic logo

PAniC Annual General Meeting 2015

Rod Evans Community Centre (Main Hall), 160 Hay Street, East Perth
Sunday 29 March 2015 – 11:00AM to 3:00PM

* Red Cat No. 2 Stop No. 29 is right outside the venue building for those coming via public transport.

* Yellow Cat Stop No. 30 Police Station are also within walking distance of the venue if coming from Claisebrook train station or McIver (via Royal Perth Hospital Eastbound stop).

* Nearest train stations are McIver and Claisebrook: both are a 15 minute walk away.

* Nearest public parking is at the corner of Nelson Crescent and Plain Street, but parking is also available on Goderich Street and Forrest Avenue behind the community centre grounds.

Click here for a map of the location:

2015_AGM_Location
With many thanks to all our sponsors, supporters, associate clubs, volunteers and committee members; we were able to bring you the Ani-Games Showdown.

That’s not the end of the story! Now is the time to elect a new committee who will make sure to bring you awesome events for the 2015-2016 year!

The 2015 PAniC Inc Annual General Meeting is the final meeting of the current board for the 2014-2015 period and where the nominees for the next board present themselves to the PAniC members to be heard, questioned and voted on to decide who will be on the 2015-2016 PAniC Inc. Board.

The agenda for this AGM is:

* 2014-2015 Board Member reports
* Progress update on 2014 SGM motions
* 2015-2016 Board Nominee Q&A
* Voting on 2015-2016 Board Nominees
* Presentation of 2015-2016 Board

Any PAniC member may attend the AGM and all members will have a vote in the election of the new committee. Non-PAniC members can also attend this annual general meeting if they wish to do so. Membership renewals are also possible on the day.

The following board positions that are up for nomination are:

* President
* Vice President
* Treasurer
* Secretary
* Marketing Coordinator
* Events Coordinator
* Traders Coordinator
* Panels Coordinator
* Logistics Coordinator
* Competitions Coordinator

You must be a current PAniC member to nominate for the 2015-2016 board positions and you must not be blacklisted for any reason from our events.

If you are not currently a PAniC member and wish to nominate for a position on the 2015-2016 board, please note that on your application form so a PAniC membership application form can be provided to you directly to bring with you on the day of the Annual General Meeting.

A basic list of board role duties can be found here. If you have questions, feel free to talk to our current committee members, or e-mailing the below address. We’re more than happy to help!

If you wish to nominate for PAniC committee please fill in this form which can be submitted by post or email to the following addresses on or before close of business on Wednesday 25th March 2015.

Email: vp@panic-wa.org

Post:
PANIC Board Nomination
Perth Anime Convention Inc.
PO Box 8404
Perth WA 6000

Nomination form – Download here

If you want to help out Wai-Con and PAniC, the AGM is the best place to be. We thank you for all of your support!

Kind regards,
Samara Morgan
Vice President, Perth Anime Convention Inc.