FRIENDS OF KINGS PARK INC
MINUTES
EXECUTIVE SUB-COMMITTEE (ESC)
A meeting of the ESC was held on 29 March 2016 at 1.30pm at the Lodge, Fraser Avenue, Kings Park.
PRESENT
ChairmanBob BunneyPresident
Pippa MoodieVice President
Liz MillwardTreasurer
APOLOGIESHelena Waldmann Administration Officer
CONFIRMATION OF MINUTES
The minutes of the 21January 2016 ESC meeting were confirmed.
NOTED
BUSINESS ARISING
Lotterywest Grants
Advice has been received that reimbursement for the 2015 Festival Grant has been paid and should be expected in our account by the end of the month. Note: Subsequent to the meeting, an amount of $55,000 was received. Discussions have been entered into about the balance.
A meeting was held with Jo Wilkie and Renai Bremner of Lotterywest on 21 March to discuss the EOI for the Volunteer Hub. The project for the capital cost of the building has been reviewed and agreed in principle and a separate application for the bus and trailer would also be acceptable. Funding for staffing to support volunteer recruitment would not be supported.Jo Wilkie outlined a number of areas that required additional information, which will be provided over the next few weeks. Note: Renai Bremner has since advised that LW are transitioning the EOI to an Application (No: 421009031).
The application for a grant for the 2016 Kings Park Festival is currently being processed by LW.
NOTED
25th Anniversary Sub-committee
The MC has approved the creation of this Sub-committee.
NOTED
MC Succession
This matter was discussed at the MC meeting of 4 February.
NOTED
BUSINESS ARISING FROM MC MEETING (4February 2016)
Recognition of Bushland Carers
The President reported that he was scheduled to discuss this with the CEO, but the CEO’s sudden transfer to Dept of Agriculture prevented it from being actioned. He will raise it with Marcelle at the first available opportunity.
ACTION PRESIDENT
WACF Funds
The President advised that he had heard nothing further about the possible transfer of the balance of the WACF Funds and undertook to contact Prudential about them. Note: An email was received from Louisa De Ferranti from Perpetual on 30 March advising that $7,607.07 had been transferred to our account. As of 1 April, this had not been received.
NOTED
Donated Benches
The Vice-President advised that a morning tea would be arranged for the end of April to thank those members who had donated funds for benches.
NOTED
Authorised Signatories for the Fund
The Treasurer advised that the authorised signatories for the Fund had been updated.
NOTED
CORRESPONDENCE
In
Newsletter from Dept of Commerce about new Associations Incorporation Act 2015
Out
Lotterywest grant application for Volunteer Hub
Letter to Michael Tichbon re donation of $20,000 to Fund
Where applicable, actions arising from Correspondence are included in General Business.
REPORTS
1.New Members
Not considered. This process will come into action with the new database.
2.Awards
None considered.
3.Finance
The draft March accounts were reviewed. It was noted that the drop in Equity within the balance sheet was roughly equivalent to the amount owing from Lotterywest for the 2015 Kings Park Festival. Complete March figures will be available for the MC meeting.
NOTED
4.Scheduled Review
The ESC is scheduled to review By-Laws at its March meeting. In view of the amendments arising from the Constitutional review and subsequent action, further amendment is not proposed at this time.
NOTED
GENERAL BUSINESS
4/2016Associations Incorporation Act 2015
This Act comes into effect on 1 July 2016. While there is a period of three years allowed to bring our Constitution into line with the provisions of the Act, the ESC agreed that it would be preferable to be proactive and amend the Constitution ASAP. Equitas Lawyers will be engaged to recommend the necessary changes to the Constitution.
ACTION PRESIDENT
5/2106BGPA CEO Update
The email of 17 March, from the Acting CEO about the current status of projects and activities affecting the Friends was discussed. A response to the A/CEO will be provided after the MC has had an opportunity to discuss the email.
ACTION MANAGEMENT COMMITTEE
6/2016LW Grant (421009031) for Volunteer Hub
The initial discussions about the Volunteer Hub were reported on, in business arising.
In addition, there were two major items that need to be addressed by the Friends in the management of the Volunteer Hub.
Firstly, the Volunteer Hub will be funded on the basis that it is available to all volunteers within the Park and LW would like to see governance of its use by all volunteer groups. It has been suggested that a Committee consisting of representatives of all the groups be created to oversee the development and management of the Volunteer Hub.
Secondly, the Friends has to demonstrate that it can meet the operating costs of the facility and the running costs of the vehicle and trailer. Negotiation is currently underway with BGPA about this matter in regard to their contribution. Note: This will be a Friends facility, operated and managed by the Friends with the land on a long term lease from BGPA. Nevertheless, BGPA will help to meet some costs.
ACTION MANAGEMENT COMMITTEE
7/2016ACNC Registration
The Friends is a ‘Not for Profit’ organisation and recognised as such by the ATO. However, it has some elements of a charity in that it is a Deductible Gift Recipient for the purposes of the Fund. In carrying out its due diligence prior to providing the Friends with the WACF Funds, Perpetual suggested that we should be registered with the ACNC. This was also a recommendation of the Trust Company at the time that it made the initial payment to the Friends. The ESC believes that legal advice should be obtained about the Friends’ obligations in this regard. Equitas Lawyers will be engaged to provide this advice.
ACTION PRESIDENT
There being no further business the Chairman closed the meeting at 3.15 pm.
Next Meeting – to be determinedat 5.30pm in the Lodge, Fraser Avenue, Kings Park.
President ……………………………..
Executive Sub-committee Minutes 29 March 20161