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138 changes: 138 additions & 0 deletions minutes/agm2026-03-20.html
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<!--#set var="title" value="SRCF AGM of 20 March 2026" -->
<!--#include virtual="../inc/header.html" -->
<p><strong>Date</strong>: 20 March 2026
<p><strong>Time</strong>: 14:30</p>
<p><strong>Venue</strong>: St John&#39;s Corfield Supervision Room 3 and Jitsi</p>

<h1 id="attendance">Attendance</h1>

<p>In person:</p>
<ul>
<li>Martin Keegan (mk270)</li>
<li>Richard Mortier (rmm1002)</li>
<li>Weronika (n/a)</li>
<li>Shelly Yang (xy352)</li>
<li>John P. Williams (jpw77)</li>
<li>Sakthi Pandy (sp2223)</li>
<li>Luke Vogt (lbv21, outgoing Junior Treasurer)</li>
<li>Victor Liu (vyl21, outgoing Secretary)</li>
<li>Richard Allitt (rsa33, Sysadmin)</li>
<li>David Garlton (dg603)</li>
</ul>

<p>Virtual:</p>
<ul>
<li>Frances J. Foster (fjf20)</li>
<li>Daniel Carter (dcc52, Sysadmin)</li>
</ul>

<h1 id="apologies">Apologies</h1>

<ul>
<li>Becky Terefe-Zenebe (btt31, outgoing Chair)</li>
<li>Adam Carreyette (ac2736)</li>
</ul>

<h1 id="reports">Reports</h1>

<h2 id="chair-s-report">Chair&#39;s report</h2>
<p><em>See Chair&#39;s Report to the Annual General Meeting, circulated prior.</em></p>

<h2 id="treasurer-s-report">Treasurer&#39;s report</h2>
<p>The Junior Treasurer reported the yearly accounts. Expenditure of £215 slightly exceeded income of £156 but both the current and savings accounts remained significantly positive. The value of the Society&#39;s assets was largely unchanged.</p>

<h2 id="sysadmin-s-report">Sysadmin&#39;s report</h2>
<p>Support tickets were received about:</p>

<ul>
<li>Poor webserver performance - the webservers are experiencing performance issues, caused by the large number of users/groups and Apache architecture.</li>
<li>Wordpress sites issuing warnings (incorrectly) claiming the PHP version is insecure - pip and sinkhole currently run an ESM version of Ubuntu with an older version of PHP, which is the cause of the warning. Upgrading them would be disruptive. The ESM version is supported until 2030, and has a PHP version that has been patched to be secure.</li>
</ul>

<p>2 sysadmins were appointed at the last committee meeting. There are currently 6 active sysadmins on IRC.</p>
<p>There followed a discussion of the challenges facing the Society, with particular regard to the limited capacity of the current sysadmins to implement some of the large upcoming projects that will be required (e.g., SMP compliance, machine room moves), and how to increase that capacity. Suggestions included documentation of the process by which new members could become sufficiently trusted to become sysadmins; the need for &quot;small projects&quot; to enable that trust to be built; and the interaction between the Committee and its appointment of sysadmins, and the Sysadmins themselves who actually grant access. It was noted that communication among the Executive (ie., sysadmins and Committee) had improved with the co-opting of a sysadmin onto the Committee but that further input was needed from the Committee and the members, particularly student members, to create relevant &quot;small projects&quot; and to improve recruitment generally.</p>

<h1 id="elections">Elections</h1>
<p>Tellers: Victor, Martin</p>

<h2 id="chair">Chair</h2>
<p>Luke Vogt nominates self. Unanimously elected.</p>

<h2 id="secretary">Secretary</h2>
<p>John nominates self. Unanimously elected.</p>

<h2 id="junior-treasurer">Junior Treasurer</h2>
<p>Shelley nominates Adam. Elected (4 in favour, 3 abstensions).</p>

<h2 id="publicity-officer">Publicity officer</h2>
<p>Shelley nominates self. Unanimously elected.</p>

<h1 id="constitutional-amendments">Constitutional Amendments</h1>

<h2 id="motion-1-part-i">Motion 1 Part I</h2>
<p>&quot;Allow Differential Membership Charging and Membership Lapse&quot;</p>
<p>Noted that membership of the University is for life unless revoked by resignation or the University, as defined in <a href="https://www.admin.cam.ac.uk/univ/so/2019/statute_b-section1.html">https://www.admin.cam.ac.uk/univ/so/2019/statute_b-section1.html</a>.</p>
<p>Voting:</p>
<ul>
<li>In favour: 6</li>
<li>Abstentions: 4</li>
<li>Opposition: 0</li>
</ul>
<p>Passes.</p>

<h2 id="motion-1-part-ii">Motion 1 Part II</h2>
<p>&quot;Ensure Co-options Lapse and Inactive Sysadmins Retire&quot;</p>
<p>Voting:</p>
<ul>
<li>In favour: 10</li>
<li>Abstentions: 0</li>
<li>Opposition: 0</li>
</ul>
<p>Passes unanimously.</p>

<h2 id="motion-1-part-iii">Motion 1 Part III</h2>
<p>&quot;Roll of System Administrators&quot;</p>
<p>Noted that an effort should be made to appoint sysadmins at different times to avoid all sysadmins becoming deauthorised simultaneously.</p>
<p>An alternative was proposed in the meeting, making modifications to the second paragraph:</p>

<blockquote>
<p><strong>Insert as 6.4:</strong></p>
<p>The Committee shall maintain (and make available to members) a Roll of system administrators, which must include all persons with discretionary administrative access to the Society’s facilities. The Roll shall contain, in respect of each individual, the date on which they were most recently appointed or re-appointed a system administrator by the Committee, but those who were already system administrators on the day when this provision was adopted shall be deemed to have been re-appointed on that day.</p>
<p>A person shall cease to be a system administrator by resignation, dismissal or retire­ment. Resignation may be undertaken by writing to the Secretary. A person may be dismissed as a system administrator only by a majority vote at a meeting of the Committee. A system administrator shall automatically retire 1 year after their last activity (defined as use of their system administrator credentials).</p>
<p>The Committee may re-appoint a system administrator an unlimited number of times.</p>
</blockquote>

<p>Voting for which version to consider:</p>
<ul>
<li>In favour of part III as written: 3</li>
<li>In favour of alternative: 6</li>
<li>In favour of neither: 0</li>
<li>Abstentions: 1</li>
</ul>
<p>Alternative version to be considered.</p>

<p>Voting to implement alternative version of the amendment:</p>
<ul>
<li>In favour: 9</li>
<li>In opposition: 0</li>
<li>Abstentions: 1</li>
</ul>
<p>Alternative version passes.</p>

<h2 id="motion-2">Motion 2</h2>
<p>&quot;Quorum&quot;</p>
<p>Noted:</p>
<ul>
<li>Part I would almost always require the quorum to be 15 due to the large number of society members, which could be difficult to meet</li>
<li>Part II allows meetings to be scheduled outside of term-time with no quorum requirement</li>
<li>Concerns about the committee quorum possibly being too small: at present, it would be two members</li>
</ul>
<p>It was additionally noted that constitutional changes modified during the AGM should be circulated before voting. Those present agree to defer voting on Motions 2 to 6, as they were determined to be well-intentioned but not suitable to be voted into the Constitution in their current form, so changes should be made and circulated first.</p>

<h1 id="other-business">Other business</h1>
<ul>
<li>Communications channels (mailing lists, etc.) need some maintenance</li>
<li>Policy on commercial use should be clarified</li>
<li>Availability of university product liability insurance noted to be investigated</li>
</ul>
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<h2>Minutes</h2>

<table class="table table-sm">
<tr>
<td>AGM</td>
<td>20<sup>th</sup> March 2026</td>
<td></td>
<td>
<a href="agm2026-03-20">Minutes</a>
</td>
<td></td>
<td></td>
</tr>
<tr>
<td>EGM</td>
<td>28<sup>th</sup> April 2024</td>
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