NZ Knowledge Management Network

Submitted by anitarapson on 23 September 2008 - 2:16pm.

New Zealand Knowledge Management Network 
Annual General Meeting
2008 Minutes

Meeting date: The meeting was held at 12.00 noon on Thursday 17th July 2008 in Rutherford House, Victoria University, Bunny Street, Wellington

Minutes: The minutes were taken by Anita Rapson.

Attendees: The following people attended the meeting:

• Beryl Anderson
• Peter Andrews
• Tim Barrable
• Marty Beaumont
• Katherine Brown
• Steve Budd
• Linda Campbell
• Julian Carver
• Toby Cooper
• Moira Fraser
• Alistair Gibbons
• Phillipa Hall
• Jocelyn Hargreaves
• Mark Harris
• Rob Hole
• Katie Hutton
• Sally Jansen van Vuuren
• Nick Middelkoop
• Alex Natelli
• Kevin O'Donnell
• Gillian Oliver
• Anita Rapson
• Silke Retzer
• Mike Riversdale
• Paula Robinson
• Kaushiki Roy
• Louise Rutherford
• Janita Stuart
• James Thomson
• Paul Tudor
• Nitesh Verma

Opening: The meeting was opened at 12.15 by Julian Carver, Chairman of the New Zealand Knowledge Management Network. Julian welcomed everyone to the meeting.

Apologies: Apologies were received from the following:

• Michael Sampson (proxy vote held by Julian Carver)
• Matt Smith (proxy vote held by Julian Carver)
• Greg Comfort (proxy vote held by Julian Carver)
• Nelly Todorova (proxy vote held by Julian Carver)
• Lindsay Skinner (proxy vote held by Janita Stuart)
• Diane Edwards (proxy vote held by Janita Stuart)
• Philippa Moore(proxy vote held by Paul Tudor)

General apologies were also received from:

• Christopher Deane
• Crispin Garden-Webster

Motion: That the apologies be accepted.
Moved: Julian Carver
Seconded: Janita Stuart
Carried: all in favour

Voting rights: The following motion was put forward:

Motion: That all paid up members have voting rights at the meeting.
Moved: Julian Carver
Seconded: Janita Stuart
Carried: all in favour

Minutes of last meeting: Copies of the minutes of the last Annual General Meeting were made available prior to the start of the meeting and those present were invited to raise any objections or matters arising. No issues were raised.

Motion: That the minutes of the last Annual General Meeting be accepted as read.
Moved: Julian Carver
Seconded: Janita Stuart
Carried: all in favour

Chairman's report: Copies of the Chairman's report by Julian Carver were circulated prior to the meeting and he read the report. The key point highlighted was that the emphasis this last year was on building the technology platform to help us deliver on many aspects of the strategy, enhancing internal processes, trying out some new meeting types in Wellington, and developing a branch in Auckland. A full copy of the Chairman's report is appended.

Motion: That the Chairman's report be accepted.
Moved: Janita Stuart
Seconded: Alex Natelli
Carried: all in favour

Treasurer's report: Janita Stuart provided a summary of the Treasurer's report. Key points included:

• Personal membership has decreased while corporate memberships remained strong.
• The biggest expense was marketing and advertising which includes costs associated with the website.

Copies of the Auditor's report were circulated prior to the meeting. The report is appended. Those present were invited to raise any questions.

Motion: That the Treasurer's report be accepted.
Moved: Nick Middelkoop
Seconded: Paul Tudor
Carried: all in favour

Budget: Janita Stuart provided a copy of the 2008-2009 Budget. The figures for this year's budget reflect what the costs have been over previous years. Those present were invited to raise any questions.

Motion: That the 2008-2009 Budget be accepted
Moved: James Thomson
Seconded: Nick Middelkoop
Carried: all in favour

Membership fees: A motion was put forward for individual membership fees to be $50.00 per annum effective immediately for new or expired members and effective at renewal date when current membership is renewed.

It was explained that in Auckland there are few personal members (most participants at events are not members), that those attending events are not becoming members, and potential members are not likely to be corporate.

Question from the floor: The justification for increasing the membership fees was based on the cost of the website development. Was this still valid?

Answer: Julian Carver explained that while development of the website cost less than anticipated, it also took longer and we aren't able to offer the value as anticipated.

Question from the floor: Will the change in membership fees have an impact on the budget?

Answer: Janita Stuart explained that in the last year we lost some individual members but that corporate membership remained strong. If we could gain increased individual membership numbers then the impact would not be significant.

Motion: That student membership fee remains $10 per annum and corporate membership remains $250 per annum.
Moved: Sally Jansen van Vuuren
Seconded: Tim Barrable
Carried: all in favour

Motion: That individual membership fees be reduced to $50.00 per annum effective immediately for new or expired members and effective at renewal date when current membership is renewed
Moved: Janita Stuart
Seconded: Julian Carver
Carried: all in favour

Management Committee: The following nominations were made for the Management Committee:

Julian Carver - as Chair
James Thomson - as Vice Chair
Janita Stuart - as Treasurer
Paul Tudor - as Auckland Regional Coordinator
Nelly Todorova - as Christchurch Regional Coordinator
Sally Jansen van Vuuren - as management committee member
Nick Middelkoop  - as management committee member
Lindsay Skinner - as management committee member

Question from the floor: Will a Wellington Regional Coordinator be nominated to replace Alistair Gibbons?

Answer: Julian explained that a Wellington Regional Coordination Team would be in place for 2008-2009. Members included Janita Stuart, James Thomson, Anita Rapson and possibly Lindsay Skinner.

Motion: That the nominations for the Management Committee be accepted as presented.
Moved: Julian Carver
Seconded: Jocelyn Hargreaves
Carried: all in favour

Management Committee - Nominations from the floor: Nominations from the floor included

Anita Rapson - as Secretary

Mike Riversdale - as Online Community Coordinator

Motion: That the nominations from the floor for the Management Committee be accepted as presented.
Moved: Julian Carver
Seconded: Janita Stuart
Carried: all in favour

Frequency of general meetings: Julian outlined that the frequency of general meetings was to be set at the Annual General Meeting.

Motion: That general meetings be held during the year as required.
Moved: Julian Carver
Seconded: Janita Stuart
Carried: all in favour

Appointment of Auditor: Janita Stuart thanked the previous year's auditors for their assistance. It was noted that it is difficult to find auditors that are able to provide their time to assist and this is greatly appreciated.

Motion: Tony Mortensen and Michael Stanton are the auditors for the next year
Moved: Janita Stuart
Seconded: Nick Middelkoop
Carried: all in favour

Other matters arising: No matters arising were identified.

General business: No matters of general business were raised.

Close: The meeting adjourned at 12.40pm.

Chairman's Report June 2008

For NZKM the year from July 2007 to June 2008 has been one focused on systems improvement, service development, and the growth of our Auckland branch.

Knowledge Management as a discipline seems to have stabilised and not died the death that some were predicting. Implementation of KM is becoming more tailored to sector specific needs and particular organisation types. Some organisations have formal KM roles, and others don't. The Public Records Act has, in New Zealand, encouraged increased attention to information management and supported some aspects of KM initiatives. Web 2.0 tools have provided more options for technology mediated knowledge sharing. KM has become more embedded into the way organisations operate, and KM theory has informed a number of disciplines including records management, IM/IT, and HR.

I took up the NZKM Chairman role two years ago. In the first year I focused on putting in place the strategy, team, and action plan to complete the transition for NZKM from a startup group of enthusiasts to a professional network of academics, consultants, and knowledge managers. Over the last year the emphasis has been on building the technology platform to help us deliver on many aspects of the strategy, enhancing internal processes, trying out some new meeting types in Wellington, and developing a branch in Auckland.

The technology platform project has consumed a lot of time and energy. We'd hoped to have this launched by the end of 2007, however it being an IT project and based mostly on volunteer effort, it took till June 2008 to complete. We're hugely excited about this new platform. It's based on Drupal, an open source content management system and community portal framework, which is fantastically flexible. It's enabled us to get all membership data in one place. This means you can now change your contact details online, renew your membership subscription, and control how you receive emails from us. We're also launching a number of new services in the coming months including member only content, podcasts, and online communities (both regional and communities of practice/interest). Mike Riversdale, a KM expert has agreed to champion the development of our online communities. A big thank you to Jonathan Hunt from Egressive, Josh Campbell from Zype, and the members of the NZKM management committee for all the hard work they've put in to implementing this new system.

This year we've initiated ‘knowledge café' style events in Wellington. These involve informal discussions about KM topics over lunch, and enable members to share ideas and lessons learned. These have been popular and will continue over 08/09. Thanks to Diane Edwards for championing this idea and organising the events.

It's been a big year for our Auckland branch. For a couple of years we'd struggled to establish a presence in Auckland, then we found Paul Tudor. Thanks to his energy and enthusiasm, and the commitment of those in the KM community in Auckland, we now have regular events and a growing group.

Over the last year we've continued to hold events in Wellington and Christchurch. We've successfully negotiated discounts for our members to a range of KM related events including the Brightstar Information Summit, Records Management Conference, and Intranets and Portals conference, and to KM Australia and KM Asia. Sally Jansen van Vuuren has come back on board as our marketing coordinator, after a break to focus on her Phd, and will continue sourcing member discounts for you at partner events. She's also relaunched our newsletter which we're very excited about.

Thank you to James, Janita, Nick, Alistair, Sally, Paul, Nelly, Diane and Lindsay to all their contributions on the management committee this year. Alistair and Diane are moving on to other things this year, and I'd like to express my gratitude for their efforts, enthusiasm, and passion. Welcome to Anita Rapson who's been newly nominated for a role on the management committee.

Over 08/09 we'll continue to work towards the vision of NZKM as a strong professional community where people know and trust each other and share their knowledge freely. We'll roll out new functionality on the web site, provide new content, interesting presentations, and more opportunities for you to meet and learn from each other.

Julian Carver
NZKM Chairman

 

Note: The financial report is available in the pdf version of the AGM minutes.

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NZKM_AGM_Minutes_2008.pdf	279.45 KB