Minutes of the Library & Information Association of New Zealand Aotearoa (LIANZA) Otago Southland Region Annual General Meeting , held at Dunedin Public Libraries, Dunningham Room, 4th Floor, 6.00pm, Monday 19th August, 2013.

Present: Mike Collett, Paul Barton, Nathan O'Byrne, Bernie Hawke, Jo McElroy, Lorraine Johnston, Allison Brown, Linda Geddes, Mark Hughes, Anne Buck, Philip van Zijl, Richard German, Marianne Foster.

Apologies: Jenny Millar, Anne-Maree Wigley, Vicki Darling, Maxine Ramsay, Helen Brownlie, Dene McDonald, Adele Hewlett, Elizabeth Finnie, Beryl Maultby, Lynda Hodge, Cynthia Smith

Mark Hughes moved that the apologies be accepted, seconded by Bernie Hawke, carried.

Minutes of AGM 13 August 2012

These were accepted as a true and correct record. Moved Philip van Zijl, seconded by Mark Hughes, carried.

Matters arising from Minutes of 13 August 2012

From last year’s AGM actions a remit on optimum committee numbers was to be tabled at this AGM. This was not undertaken but the present audience felt it was worth defining a cap for committee membership and to bring a recommendation to the AGM 2014.

Annual Report 2012/13

Lorraine Johnston tabled her annual report and thanked retiring committee members Paul Barton, Linda Geddes, Dene McDonald and Adele Hewlett.

Moved from the Chair that the report be accepted, carried.

Regional Councillor's Report 2012/13

Helen Brownlie tabled her report, read by Linda Geddes in her absence.

Linda Geddes moved that the report be accepted, seconded by Paul Barton, carried.

Financial Report 2012/13

For the last two years all financial transactions have been managed by the National Office in Wellington which has made the role of regional Treasurer easier. A monthly statement is sent each month to the regional Treasurers and these reports are tabled at monthly committee meetings.

Last Thursday Mark Hughes (Treasurer) received the statement of Accounts (subject to audit) for the Otago/ Southland Region 2012/13 to 30 June 2013. However Mark, having totalled all the monthly transactions, arrived at different totals from those reflected in the annual statement. He expects that an amount will have been miscoded to expenditure instead of revenue and he intends to follow up with the national office.

Mark Moved that he send the local membership the correct final version of the Annual Accounts subject to audit as soon as he has resolved this issue. Seconded by Allison Brown, carried.

Mark presented the draft budget for 2013/14 which is based on historic activity. A Weekend School is scheduled for November and the Committee will continue to sponsor members to attend professional development sessions where possible. Mark moved that the draft budget be accepted, seconded by Mike Collett, carried.

Election of 2013/14 Committee and Office Bearers

The Returning Officer, Mike Collett, presented 9 nominations:

Chair: Anne Buck (Linda Geddes/ Lorraine Johnston)

Secretary: Loraine Johnston (Linda Geddes/ Anne Buck)

Treasurer: Mark Hughes (Allison Brown/ Charlotte Brown)

Committee Members:

Allison Brown (Mark Hughes/Charlotte Brown)

Lynda Hodge (Lorraine Johnston/Adele Hewlett)

Josephine McElroy (Lorraine Johnston/Linda Geddes)

Cynthia Smith (Lorraine Johnston/ Linda Geddes)

Philip van Zijl (Jean Rivett/Chris Meech)

Anne-Maree Wigley (Lorraine Johnston/Anne Buck)

There were no further nominations from the Floor.

Mike Collett recommended that all nominations be accepted, carried.

Other Business

Fellowship - congratulations to local member Linda Geddes, who was recently awarded a LIANZA Fellowship.

The Weekend School will be held 16-17 November. Laurinda Thomas will be in attendance and is likely to visit the Queenstown Lakes/ Central Otago Regions. Suggestions for content are welcomed. A sub-committee has been formed to plan and develop the programme and other arrangements.

The next event is on 9 October 2013 and is likely to be held at Blueskin Bay.

Mark Hughes recorded a vote of thanks to Lorraine Johnston for chairing the Otago / Southland Regional Committee for the last three years during which time many worthwhile activities have been programmed and offered in the region. Lorraine was also thanked for taking up the Secretary role for 2013/14.

The meeting closed at 6.40pm.

Linda Geddes

Retiring Secretary

20 August 2013