U3A Melbourne City Inc (A0045765E)
COMMITTEE OF MANAGEMENT
Meeting 7/14 (no 323) was held at GAA House, 380 Spencer St West Melbourne, on the 24th September from 10am to 12.05.
MINUTES
1 / ATTENDANCE1.1Chair: Jill Thompson
1.2Present: Pamela Davies;, Ruth Hawley; Irene Jap;; Tony Miles; Liz Stephens; Max Warlond
1.3Secretary : Carolyne Cohn
1.4Apologies: Graham Hawley; Lance Meyer
Jill said Bruce Roberts is unable to continue with an interest in the Committee because of work commitments. / PAPERS
2. / STARRING/ADDING NEW ITEMS FOR DISCUSSION
All of the reports section 8 was starred
* / 3. / CONFIRMATION OF MINUTES
Motion:
That the minutes of meeting 6/14 (321) of 27th Aug 14 be accepted.
Moved: Tony Miles Seconded: Ruth Hawley Carried / Mins. 321 27th Aug
* / 4. / BUSINESS ARISING FROM THE MINUTES
No items
* / 5 / STANDING ITEMS
5.1 Correspondence
Motion
That the report of correspondence be received.
Moved: Carolyne Cohn Seconded:Max Warlond Carried
5.2 Treasurer’s Report
a.Treasurer’s Report and Financial Statement August
Motion:
That the Treasurer’s Report and Financial Summary be accepted
Moved: Irene Jap Seconded: Max Warlond Carried
There has been a prepayment to date of $1000 for the fashion parade (to the Arts Centre)
There will be accrual of expenditure for the photography exhibition
Jill will assist with the authorisation of payments while Irene is on holidays.
5.3 Risk Management
It was suggested that the topic of changing health conditions of members/tutors be a topic for a tutors meeting next year. It would also be a good topic for the committee in 2015. / Paper 322/75-14
Paper 322/76-14
6 / PLANNING AND POLICY MATTERS
6.1 Planning Calendar 2014/15
Please let the Secretary know of any events that should be on the calendar / Paper 322/77-14
* / 7 / GENERAL BUSINESS
7.1 Draft budget 2014/15
The committee understands that the computer system investigation and the 30th anniversary may lead to changes to the cost base in 2015. These changes will be considered when more information is available.
Overall the proposed budget is similar to that of 2014. Irene has reallocated some costs in the 2014 budget to more accurately reflect the purpose of the expenditure, such as some seminar costs that were included in forum expenses.
Irene was thanked for the work that she has done in preparing the budget.
Motion:
That the budget for 2105 be approved
Moved: Irene Jap Seconded:Liz Stephens Carried
7.2 Promotional Working Group (PWG)
It has been agreed with the Forums team that the seminars will be on the second Thursday and the forums on the last Thursday in 2015.
The PWG has met twice since the last committee meeting and has 8 members. They are concentrating on the 30th anniversary activities.
The Seniors Festival involvement for this year is being organised by Anne Irwin.
The members with active roles for the 30th activities are
- Mary Sweeney –Seminars
- Bronwyn Richardson –Project manager for all 30thj activities (except fashion parade)
- Jill Thompson –Film festival
- Rhonda Favaloro Botanical Art exhibition
- Jill Thompson- Photography exhibition
Jill will follow up with William Angliss about the availability of their venue for the 2015 Winter lunch.
The Victorian Arts Society is a possible venue for the photography exhibition and the committee asked for information on the deposit parameters before agreeing to its payment.
Negotiations are occurring with the Docklands Library for a venue for the film festival, after ACMI indicated that none of their theatres were available.
Further information on the budgets for the proposed 30thactivities will be presented to the October meeting and Bronwyn Richardson will be asked to attend that meeting.
It was acknowledged that there is a need for a coordinated promotional plan for the 30th activities, associated with a proposed budget.
7.3 Committee meeting dates and location 2015
It was agreed that the 2015 committee meetings will be on the last Wednesday of the month, at the Board Room at GAA House, from 10 am to 12pm.
7.4 Sponsorships
A list of potential sponsors and the methodology for approaching companies for sponsorship has been developed. Sponsors are to be approached in the next month.
7.5 Recognition of the death of members
After discussion the following motion was put
Motion:
That the Committee will arrange either attendance at the funeral or flowers for those who have been members for more than 20 years or have served on the committee for at least 4 years.
Moved: Carolyne Cohn Seconded: Pam Davies Carried / Paper 322/76a-14
Paper 322/83-14
* / 8. / REPORTS
8.1 Office Volunteers Report
8.2 Events Report
Irene has accompanied Shirley Mason in meeting with Ticketek re the ticketing for the fashion parade. All tickets will be $30 and Ticketek will take $2.63 a ticket.
We will get consignment tickets from Ticketek for the office and only pay for those we sell.
It will be cheaper for members to acquire tickets via the office. asextra costs in ordering online.
8.3 Newsletter Editors Report
8.4 Course Coordination Report
8.5 Forums Report
8.6 U3A Network Meeting Sep 14 Report / Paper 322/78-14
Paper 322/79-14
Paper 322/80-14
Paper 323/81-14
Paper 322/82-14
Paper 322/84-14
* / 9 / OTHER BUSINESS
9.1 Committee members intentions for 2015.
Each committee member was asked about their interest in continuing on the committee in 2015.
10 / CLOSURE
There being no further business the meeting closed at 12.05.
11. / NEXT MEETING
The next meeting (no.323) will be held on October 29th2014 from 10.00 am -12.00pm
Members are asked to be available for an extra hour on this day in case the 30th activity discussions need further time.
Confirmed as an accurate record
Jill Thompson
Chair
Date: