Minutes of the Meeting of Hawkesbury Sister City Association
on Tuesday3rd April, 2012 at 7.30 pm.
PRESENT: T.Tallack, J. Nash, B. Russell, J. McNally – Mannes, M. Edwards, J. Thomas, R. Smith, R. Dyson, A. O’Neill and Clr W. Whelen.
APOLOGIES: Y. Whalan, C. O’ Neill, E. Thomas, Clr. C. Paine, N. Lister andJ. Simpson. Moved by A. O.Neill the apologies be accepted and seconded by J.Nash. B. Russell and J. Nash sent apologies for the May Meeting.
CONFIRMATION OF PREVIOUS MINUTES: R. Smith moved that the previous Minutes were a true and accurate record and seconded by M. Edwards.
Business arising from the previous Minutes: Nothing arising.
CORRESPONDENCE:
- To All Applicants for Student Exchange Programme – Advising interview date, time and venue details.
- From Robyn Felsch, Hawkesbury City Council – Advising details of arrangements for Temple City group to be introduced to Hawkesbury Councillors.
- From Luke Watson – Asking if it was possible for the Association to accept late applications for the student exchange programme.
- From Robyn Felsch, Hawkesbury City Council – Advising that the Mayor will be in attendance at the welcoming function for the Temple City delegation.
- To Fiona Mann, Hawkesbury City Council – Requesting additional funding to cover website costs as well as day to day costs for running the exchange student programmes.
- To Nancy Terry – Forwarding updated itinerary and details for the visit by the Temple City delegation.
- To All Committee Members – Attaching updated itinerary for the visit by the Temple City delegation.
- To Past Hawkesbury Exchange Students Who Visited Temple City – Invitation to visit with Nancy and Steve Terry whilst they are in Hawkesbury.
- To Judy Clemson, Windsor Library – Cancelling room bookings at the Deerubbin Centre and booking rooms for certain dates.
- From Jenny Ellis – Advising that she is interested in sitting on the Sister City Committee and asking for meeting details.
- To Jenny Ellis – Forwarding an invitation to attend the meeting to be held on 3rd April.
- To Fiona Mann, Hawkesbury City Council – Attaching invoice for the final instalment for the 2011/12 financial year.
Please note that in and out correspondence is combined together for ease.
Moved by A. O’Neill that the Correspondence be accepted and seconded by J. McNally-Mannes.
TREASURER’S REPORT: ( See attached) A copy of outstanding accounts will be presented next meeting to be ratified.
Moved by R. Smith that the Treasurer’s report be accepted and seconded by J. Nash.
GENERAL BUSINESS:
- Discussion on current Temple City Delegation visit. Good feedback from all. - Discussion on catering while the delegation is here. - Student Exchange, 24 applications and 12 were chosen. Thanks were given for the interviewing panel. Discussion between past students influenced students to apply and combination of other methods. Students will go between mid September to mid October. Temple City arriving the 20th July 2012 leaving the 18th August 2012. Japanese has as yet not confirmed. 21st May 2012 will start training nights. - Discussion on the Student Challenge development.
There being no further business the Meeting closed at 8.30pm.
The next meeting will be held on Monday 14th May 2012 at 7.30pm.
*** HAWKESBURY SISTER CITY TREASURER’S REPORT ***
31st March 2012
INCOME
NIL $0.00
Note: Invoice sent to Hawkesbury City Council. Awaiting $8k funds transfer.
EXPENDITURE
Bank Fees $10
Jan Nash – Catering $30
Tina Tallack – Internet, Postage, Gifts, Advertising, Stationery $627.12
Yvonne Whalan – Phones, Postage, Catering $412.75
Noriko Rudyk $65.48
$1,145.35
Credit Balance as at 29.02.12 $1,053.11
Plus Income $0.00
Less Expenditure $1,145.35
Available Funds as at 29.02.12 $92.24
**RECONCILLIATION**
Credit Balance Against Statement 29.02.2012 $600.36
**LESS UN-PRESENTED CHEQUES**
#127 N Rudyk $65.48
#125 T Tallack $627.12
Giving a Credit Balance as at 31.03.2012 $92.24
**ACCOUNTS TO BE RATIFIED**
**ACCOUNTS TO BE PASSED FOR PAYMENT**
3/4/12 R Smith – Paid Auditor $155.54