Confidential
Round Table on Information Access for People with Print Disabilities Inc.
Executive Teleconference Minutes
Date: Monday 20 May 2013
Time: 4pm – 6pm, Australian Eastern Standard Time
1.1. Present
Tony Iezzi, Brian Conway, Sheena Daniel, ElisabethWegener, TonyStarkey, Christine Simpson, Neil Jarvis, Teresa Brook, TammyAxelsen
1.2. Apologies
Nil
1.3. Leave of Absence
Nil
1.4. Conflict of Interest
The Chair of the meeting requested notification from meeting attendees of any conflict of interest in the current Agenda. No conflicts of interest were reported.
2. Minutes of the meetings of 15 April 2013.
Sheena Daniel moved that the minutes of the 15 April 2013 Round Table Executive Committee Meeting be accepted as a true and accurate record.
Seconded: Brian Conway
Carried
3. Matters arising from the minutes
There were no matters arising from the minutes that are not addressed elsewhere in this Agenda.
4. Correspondence
4.1. Inward
19 May 2013 - Letter from Teresa Sand, People with Disability Australia Inc, advising that they have been reviewing their organisational memberships and have decided to resign their Round Table membership.
4.2. Outward
There was no outward correspondence.
5. Matters arising from the correspondence
Action:
It was agreed that a letter be written to People with Disability Australia Inc acknowledging their resignation.
6. Executive Committee Decisions for Recording
The following decisions were agreed to by the Executive Committee by email between the April Executive Committee meeting and today’s meeting and are recorded here for formal adoption.
6.1. Membership Approval – Christian Services for the Blind
Christian Services for the Blind’s Round Table membership application was approved.
6.2. Guidelines Approval – Sound Advice
Sound Advice was approved for production of alternative format files.
6.3. Guidelines Printing Order - Unified English Braille: Australian Training Manual
It was agreed that Leona Holloway liaise with Print Applied Technology Pty Ltd and be authorised to order 50 print copies of the Unified English Braille: Australian Training Manual.
Tony Iezzi moved that the above decision be formally adopted.
Seconded: Brian Conway
Carried.
7. Finance Report
7.1. Bank Register and Profit and Loss Statement
A Bank Register for the period 1April 2013 to 31 April 2013 and a Profit and Loss Statement from January 2013 until 31 April 2013 were circulated by email prior to this meeting.
Brian moved that the Finance Report be accepted.
Seconded: Tony Iezzi
Carried
7.2. Invoices to be authorised for payment
Brian Conway moved that Invoice 04/13 (dated 19 May 2013) from the Round Table Administration Officer, as circulated prior to this meeting, be approved.
Seconded: Tony Starkey
Carried.
7.3. Authorisation to pay BAS Statements
Tony Iezzi moved that the Round Table Treasurer and Administration Officer be authorised to make payment for BAS Statements each quarter without referring them to the Executive Committee for prior payment approval.
Seconded: Elisabeth Wegener
Carried.
7.4. Conference Invoice
Tony Iezzi moved the Executive Committee provide Elisabeth, Brian and Tammy with the authority to approve payment for the 2013 Round Table conference invoice.
Seconded Sheena Daniel
Carried
8. Sub-Committees/Working Groups
8.1. 2013 Conference
Final arrangements for the conference were discussed, including:
· audio visual equipment requirements, including the audio loop
· conference meeting room allocations
· advice for speakers and presenters
· session chair arrangements
· exhibitors’ and sponsors’ quiz and prizes
· conference survey
It was agreed that the Executive Committee meet after the conference for a conference de-brief.
8.2. Future Round Table Conferences
8.2.1 2014 Conference
Location: Brisbane
Venue: Exact venue still to be determined
Date: 17 – 20 May 2014
A draft Call for Papers was circulated to Executive Committee prior to today’s meeting.
Action:
Tony Iezzi agreed to contact the Queensland State Library, thanking them for providing information about their venue and advising that unfortunately the venue is not suitable for the 2014 Round Table Conference
8.2.2 2015 Conference
It was agreed that Melbourne be recommended as the location for the 2015 conference with the date and venue to be determined at a later date.
8.3. Guidelines and Standards Sub-Committee
8.3.1 Schedule of Activities
Action:
Tammy to forward Sheena the most current Guidelines Review Schedule.
8.3.2 Terms of Reference
Sheena circulated an updated Terms of Reference for the Guidelines and Standards Sub-Committee prior to today’s meeting. It was agreed to table this document for adoption at the next Executive Committee meeting.
8.3.3 Sound Advice
Sheena advised that Sound Advice has been completed, including the creation of alternate format files. This document is now ready for release.
8.3.4 Guidelines Environmental Scan
Prior to today’s meeting Sheena circulated a list of Guidelines and Standards, with website links, (attachment A) that may be of interest to visitors to the Round Table web site.
It was agreed to create a new page on the current Round Table web site entitled: “Guidelines and Standards from other organisations” and list these links there with a disclaimer: “Other than Round Table Guidelines these are not necessarily endorsed by Round Table.” It was further agreed to include a link back to the Round Table Guidelines on this page.
Action:
Sheena to update the list of guidelines and email to Tammy for inclusion on the web site.
9. Round Table Web Site
It was noted that it will not be possible to make updates to the Round Table web site after the 31st of May.
It was agreed to notify members that a new website is being developed and that in the meantime the Round Table Blog and mailing list will be used for updates and announcements.
Action:
Tony Iezzi to follow up the possibility of funding opportunities for the new website with Ulverscroft.
10. Future Funding of Round Table
Neil agreed to write a discussion paper on future funding of Round Table and circulate at or prior to the upcoming AGM.
11. Next Meetings
11.1. Next Face to Face Meeting – Conference de-briefing
Date: Tuesday 28 May 2013
Venue: Citigate Hotel
Time: Immediately following AGM, Approximately 4:30pm
11.2. Teleconference:
Date: 7 June 2013
Time: 4 – 6pm
11.3. Next Melbourne Face to Face
Thursday the 1st and Friday the 2nd of August.
12. Close of Meeting
Meeting closed at 6pm.
Round Table Executive Committee Meeting Minutes 20130520