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ACN Ordinary Board Meeting- AGENDA Friday 21st October 20167-30pm (following dinner)

Club Rivers

Chair: Jane TzakosMinutes: Jane Tzakos

Present: Jane Tzakos (JT), Magdalena Oszywa (MO), Liz Diab (LD), Richard- Dick Goodfellow (DG), Steve Drakoulis (SD), Terry Lynch (TL)

Visitors: Sharon Frazer, Claudia Walters

Apologies: EN, WT

Item Discussion Action Minutes of the Previous Meeting 23rd September-Extraordinary

Minutes of the Previous Meeting 2nd September- Ordinary

Running Record of action attached.

ApprovedDG, LD

ApprovedTL, MO

Business arising from previous minutes

See attached running record of outstanding items-

Individual reports from Board Members regarding outstanding items carried over^^

(30 minutes)

^^carried over items 23rd Sept and 02 Sept 2016

WT and JT have updated running record with action listed for outstanding items. EN submitted action updates- email.

AGENDA ITEMS1. Treasurer Report and Board Finance Workshop.

MO has 30 minutes to address Board

Incl doc update for AGM

The following documents have been published by MO- Report.Attachments:1. Bank Reconciliation SeptemberSection 95a Corporation Act explains what solvency is- pay all debts when they are due; CAN has added complication of grants coming in. Important to review spreadsheet every few months. Need to review amount of untied funds to project time frames for salary payments.Obligations of all directors to be confident in reading financial statements.Opening balance 73,968.87; Closing balance 72,420.39Take the bank statement and match the transactions in Saasu- to reconcile

2. Bank Statement September- In Report

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3. Balance Sheet September 2016Need to look at employees PAYG-Also BAS each quarterEmployee Super on time

4. Profit and Loss September 2016

5. Elizabeth Diab Prepaid visa from Australian Post - Unable to reconcile in Saasu - Missing receipts

6. Elizabeth Diab Prepaid visa Statement.

7. Steve Drakoulis Prepaid visa from Australian Post - Unable to reconcile in Saasu - Missing receipts

8. Steve Drakoulis visa Statement for month of September

** MO prepared everything for auditor for AGM. He has logged in and looked at it.

MO raises whether annual report has to be ready in a specified time frame.Dependent on the result of the enquiry the AGM may be moved to Dec 10th. SD has commenced working an annual report.

** Future discussion points from MO- Mo not aware of purchase for City Group- prepaid visa.Telephone expenses need to be paid in arrears for reconciliation- Discussion- telephone to be tied to grant? Still difficult.

Vote Approval JT, LD, DG

MO will feedback via email 9cents

SD can identify all items and MO email SD

MO will check with auditor when the report will be ready. SD to look into date obligations as well

Requires further board discussion for best solution.

2. Board Members Application- Meet and Greet(15 Minutes)

Sharon Welcome-Discussion

Discuss future idea of Treasury Team (with Claudia and Jenny.)^^

3. Spring Festival – Feedback-Oatley- discuss possible contract for Amanda as per previous agenda item

(10minutes)

^^short term contract to assist operations pending planning meeting

SD to discuss possible dates with CW in two weeks

4. Operations Report-SD: additional items not already covered in business arising(15 Minutes)

SD: Discussion: Re :Concerns operations and volunteer support 2017, board members consider best role.CW- suggests planning day to focus on core activities.SD- Those taking on operations due ill health now go back through SD. WT retiring- recognise at AGM- plaque to be organised.Jamie B moving in Nov and leaving ACN.

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Need to focus on Handbook and policies and procedures 2017.SD keynote speaker for Lions in Cessnock. Consider funding Fathers Group in their area.Ipad project- 16 remaining. If meet criteria then review. Katrina may have familiesZoo- Dreamtime- 80 tickets allocated.NYE picnic- 20 more tickets allocated.Police Project- abandon due to insufficient time and resourcesTelephone contract needs to be reviewed- requires actionFacilitators-new to take on St G groupEastern Suburbs group to be cancelled due to insufficient numbersLeichardt group- to be reallocatedNewsletter- SD wants to stop- use facebook instead- to be considered- decide in planning meetingCooking Club: re Epipen (EN) Organisation cannot have one. Include on registration.

CW- discuss possible planning meeting- get feedback from facilitators and report back to board.

SD to report dates away due to Melbourne Holiday.

SD amend registration form for cooking and include on sign on form.

Board to decide date

SD to send funded projects list to CW and SF.

5.Carers Week ReportLD/SD

(5min)

MO has list- 3 groups didn’t Auburn, Inner West and Parramatta, Eastern Suburbs- 4 to go back to Carers.SD expresses sincere gratitude on Board and others in Community to ensure operations continued.

LD- acknowledge Superheroes from Syd Uni who donated time on the day.

5. General Business(15-20minutes)

2017- Groups applications for Carers funding.pending 2 groups Auburn and eastern Suburbs- tbc

SD has given list to MO.

Meeting Closed 10.37pm

^^ Item to be carried over to next meeting## Items brought forwardNext Meeting:

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ACN Board Meeting- Extraordinary- MINUTES 23rd September 2016

6-50omClub Rivers

Chair: Warren ThompsonMinutes: Jane Tzakos

Present: DG, TL, EN, LD, WT, JT

Apologies: SD. MO

Item Discussion Action Running Record Action ItemsBusiness Arising for 21-10-2016

1. Lucy Doherty complaint

1. Complaint form to be updated and emailed to Lucy

Board Meeting discussion:1. Date for conversation with LD2. SD- Orientation prior to commencement and

ongoing strong communication3. Identify need for ongoing facilitator support4. SF suggests email prior conversation

1. After the Carers Day the nature of Lucy’s complaint will be reviewed.- JT

1. JT- reviewed complaint form and emailed Lucy D- who declined filling in form as indicated unresolved issue via conversation. She wants an open forum telephone conversation. JT invited her to make contact following her holiday(LD holiday) and Lucy was to propose possible dates- Fri-Sun but as yet no further contact has been made.

1. TL and JT to organise a date to discuss issue with LD.

2. JT to send email to LD for her to outline issues that she would like to address prior to conversation

2. AGM 2. Current Date is 24th / 25th November.WT: Not want to much pressure on MO to produce annual reportEN- it’s the audit preparation that MO is required.DG- Do we have the report from the AGM Last year?

2. SD to place last years AGM and audit report in Admin section on site

2. On website

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JT- if we ask for an extension can we hold it earlier?TL- Yes as long as theres 4 weeks notice in advance

TL- We need to appoint a public officer?WT- who is existing public officer recorded?

LD- Need date for hand over?

WT- Ask MO if the current date is enough time or not. Handover- MO to look at processes to assist review.

WT parent volunteer has contacted SD.

WT- on Admin site already- actioned

WT to search for public officer/ ask SD and MO- look on AGM

Pending response whether application for extension is required.

WT-Not known. Check with Claudia.

SD:SD is public Officer, MO ATO

3. Cooking Club 3. EN- reads email from SD- shift running cooking club?ACN provide cooking club instead Kingsgrove.Pros- more social opp kids, income LDCons- no financial benefit ACN, competition to Oately cooking club

LD- read email from SD regarding- Cooking Club and confirmation of 3 Bridges Oatley:ACN Cooking group 2nd and 4th Tuesday each month Hall hire 4-7pmsession 4.30-6.30pm

Fundraising meeting to follow each cooking group until approx 8.30pm.We will advise 3 bridges if we don't run a fundraising meeting the Week prior to that Tuesday. 

School holiday activities Thursday 29th September – Children’s Movie dayand Friday 7th October - Children’s Movie dayBoth movies are 4-6.00pm with popcorn ,juice and sausage

3. WT propose Yes, RG secondedPassed to go ahead.

SD to get reply off to Kingsgrove ASAP for group to start 4/10.Week 1 and week 3.

3. SD: needs signing. 4. Closed- SD made contact

with Ann.

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sizzle . Q? Cooking until when?Until end of term 4 and will then be reviewed by Kingsgrove community centre . LD to send copy to TL.SD send separate letter to Ray from 3 Bridges acknowledging contribution.

LD- no real competition for Oatley only 5 sessions

Next Fundraising meeting discussion:

DG- Keith to be invited to fundraising meeting. More to report from WT next meeting. 3. SD written letter to Ray Burgess.

SD will print thank you certificates including those from Auburn and Oatley last date Monday 24th Oct.

Keith waiting on contact at Uni . Erin to follow up.

Meeting closed at 8-15pm

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ACN Ordinary Board Meeting- MINUTES Friday 2nd September 20167-15pm (following dinner)

Club Rivers

Chair: Warren ThompsonMinutes: Jane Tzakos

Present: Warren Thompson (WT), Jane Tzakos (JT), Magdalena Oszywa (MO), Liz Diab (LD), Richard- Dick Goodfellow (DG), Steve Drakoulis (SD), Erin Normoyle (EN). Terry Lynch (TL)

Apologies:

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Item Discussion Action Action Running Report:Minutes of the Previous Meeting 31/07/2016

Minutes of the Previous Meeting (General- Additional-12/08/2016- attached below)

Minutes of the Previous Meeting (General- Additional-19/08/2016- attached below)

-anomalie- minutes taken by JT/SD- should be JT/EN

Accepted WT, DG

Business arising from previous minutes

Meeting 31/07/2016

General- Additional-12/08/2016

General- Additional-19/08/2016

^^carried over items Meeting 31/07/2016

1. Zakumi- consult meeting 2. GrillD Chain- WT try online Leichardt

WT attempted- nothing back- difficulty having groups in many areasSD believes strong case because across Sydney areaWT: ask for address on online and we are in Sutherland Shire

3. Ambassador- WT try Steve Edge, raise with Zakumi

4. Marrickville Sensory Room- SD to confirm date with Principal for media event

5. Treasurer assistance- SD arrange meeting Jenny & MagdalenaMO would like Jenny’s telephone.

6. ALDI- DG update re possible BBQ and possible Lions partnershipDG been there twice but not JO mgr- will pass message on.Keith Paisley Lions keen to be fundraising committee.SD had wooden carving- company created and passed onto people.Keith and DG discussing ling have costed approx. $150- 3D for commercial price.Purpose:DG has bansaw and can bring one to next meeting. SD t bring one example.

1. ^^WT/TL2. ^^SD to update ask Amanda to follow up^^

3. ^^ WT/TL

4. ^^ SD given up chasing. CW will follow up. SD report

5. ^^ EN to talk to Jenny and pass on MO number and will be in contact. EN to pass on Jenny’s number.

6. ^^DG to follow up with Jo Mgr

^^SD bring example^^DG follow up through fundraising committee- contact WT to set date to discuss 3D images and ebay/ Gumtree/

1. Not done. In view of my role not continuing and that have never met Zakumi suggest SD arrange meeting.

2. SD- filled out for Sutherland- difficulty similar to WT, need postal address for each individual group. Response form Sutherland- on list- waiting

3. Steve Edge has offered to MC events which he is very good at doing. Have not asked him about Ambassador --- waiting to see what Zakumi advises.

CW- to chase up and report- needs date. SD to action

5. actioned- MO to train SF and then SF contact Jenny. Mo facilitate

6. DG- not calling back. LD- ALDI doing reno at Aldi Menai. CAN not have own BBQ etc. revisit next year

DG- Figurines-visited place in Peakhurst and discussed options. 26/10 further discussions tba

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Meeting Closed 10-07pm

^^ Item to be carried over to next meeting## Items brought forwardNext Meeting: WT to advise:

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ACN Ordinary Board Meeting- (Additional)- MINUTES Friday 19th August 2016

7-30pm (following dinner) Club Rivers

Chair: Warren ThompsonMinutes: Jane Tzakos

Present: Warren Thompson (WT), Jane Tzakos (JT), Magdalena Oszywa (MO), Liz Diab (LD), Richard- Dick Goodfellow (DG)

Apologies: Terry Lynch (TL), Steve Drakoulis (SD), Erin Normoyle (EN)Item Discussion Action Minutes of the Previous Meeting 31/07/2016

Minutes of the Previous Meeting (General- Additional-12/08/2016- attached below)

^^ As this is an extra meeting the minutes from the previous meeting/ s will be carried over to the regular meeting on 3rd Fri Month

Business arising from previous minutes

1. Gala Carers Day – Update

WT- Auburn Community Centre- Main Hall and outdoor BBQ 11am-3pm confirmed1 Susan St, Auburn 2144Original invoice $840 inc $700 bondLucy D- waived the $140 therefore no cost; bond to be paid from untied funds and reimbursed: tbcJumping Castle and Kindifarm permitted but need insurance

JT- Petting Zoo- $915/615MO- Coffee- $277 for 1-2 hours: minimum 50 cups

JT ring up Kindifarm and get final price for large, 2 people WT to ring Auburn WT and DG talk Auburn to see if visit required

LD to find out insurance re jumping castle If we are covered if

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LD: Jumping Castle- half price $400 from $850-for 6m x 7m Football mania0425 331 227

EN- $152-90 for face paints which ACN retain remainder$12- baby wipesx4 superheros for free, 2 who will do face painting

LD: puregelato- $390- x 400 cones and 7 flavours- our choice including gluten/ dairy freeTubs 5 litres

BBQ- $200 for drinks and BBQ in total.LD to make enquiries re halal sausagesEstimated total $2,344.90

Massages: still need massages

Raffles- no rafflesDonation tins on day:

*EN- photos: $200 for day fee- each person take home printed photo either 8x10 or 7x5 plus edited to be emailed home later

they don’t send a man or price if they do?

EN and LD to order paints and wipes to be paid using visa (prepaid)

MO ring up re pricing alternate coffee vanLD to still discuss with Taf

WT to ask

Tbc after final prices for jumping castle and insurance are determined

2. Spring Festival – Update

Lugarno: ^^ carried over

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3.Carers NSW acquittals –

^^ carried over from previous meeting @ Club Rivers 12/08/16 & brought forward

MO- At the beginning of the financial year and for each grant application then the board should decide the proportion of funds to be allocated to special/ specific purpose and ACN operations costs (proportion).Each facilitator needs to be informed about the guidelines, and budget for the duration of the grant- timeline.Facilitators should also be in contact if they have particular needs.

-Previous financial years groups have 50% specific purpose (purchased iPads and lunch) and $500 spent on admin

MO indicates that Carers money can be acquitted with proportion for admin and specific purpose.2014-15 12 groups registered Carers2015/16 invoiced for 9 groups b/c x2 not run incl Jamies group Sydney city and eastern suburbs $500 plus GST received beginning last financial yearHistorically money had to spent by 30th June and always problem is rush to spend it by due dateProblem previous highlighted last meeting re communication- E.g.

MO was contacted from Carers- Amanda- to contact each group individually

Issue prepaying visa- difficulty 9 groups operated last financial year- and still existing- still need to cover groups insuranceWT and DG- are we covered with existing aquittals?MO:SD stated that he is going perform acquittals.SD not logged into Saasu therefore difficulty with accurate aquittals without tracking.MO difficulty with numbers and spending so late and SD changing how money being spent together with applications for different grants city/ fitability and art group.MO: different due dates for acquittals poses added difficulty.

SD to forward spreadsheet to Board outlining current grants, application dates, amounts and acquittals dates.

For future applications (as per previous meeting) MO needs to be informed and provide recommendation for budget breakdown prior grant use/ action.

MO to be involved in acquittal process.

MO and other board members to be forwarded a table of all groups and facilitators and contact numbers (SD action required)

Facilitators to have MO contact details so that if specific needs then can be addressed and

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Sydney City Group: has the acquittal been taken care for?WT: Yes

Currently: JT: Questions record keeping of acquittals- and Saasu, who doing it? How? When? It doesn’t seem organised?

WT: pulls up email from SD re breakdown of new acquittal and SD putting together spreadsheet – see email dated 7th August.Issue- double up of grant applications and who’s doing itNeed to see spreadsheet.

noted for reconciliation

Carers Planning:

LD making sure money is spent and making payment from cards

MO will need receipts and forms- expenses forms

LD needs all invoices for all expenses by Carers by Wed 24th deadline.

4. Budget to  present to Mark Coure re application to employ part time employee 

Coming to Youth Club next FridayWT want to give him a document as a funding proposalLD- perhaps make a meeting time following youth clubMO- will prepare estimated cost for casual employee for 1 year-

MO to prepare document for WT and email.

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5. General Business Oatley Spring Fair: LD, DG- make enquiries re whether ACN can have donation tins as opposed to stall given all booked outDo we have clothing with logo?LD- suggests similar to Scouts – BYO and then get logo made- Perhaps purchase black shirt and have volunteer printed on back with inset logoWT and TL have 2 existing shirts and will notify location

Re ACN shirts: looking at 10-12Each person to get own from possibly LOWES in either black or navy LD to enquire about printing

Donation Tins:- Other tins in shops around Sydney (possibly 9)- Timber tins from DG- look at security prior to

using- SD has spreadsheet with tin numbers and location - Time to collect tins in and look at quarterly change

over?- People who placed tins to collect them back in

- ACN external hard drive? What is the current method of backing up- when- frequency once per week set it on a cycle- where is it located?

- Amanda access to be discussed or any other ACN Board member

DG to ask whether ACN members can roam for donations from Brian/ Terry

WT to talk DG re shirts available to use for Oatley

JT to check out LOWES or availabilityLD to get quote printingDG to inquire re Lioness to cover cost of printing

SD to forward spreadsheet to WT with tin location and numbers or place on admin portal

TL, SD, WT collect existing in or replace-Update next meeting

SD: To be discussed next meeting

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Time sheets WT: MO: DG: if SD were to make a workers compensation the ACN doesn’t have any record of his working terms of employmentIf SD works from home is he covered by our insurance?Unless time is logged then workers compensation is not covered.JT: Groups- who facilitates which group SD to put in time sheets to comply with Workers Compensation

SD to email a spreadsheet of all facilitators for all groups –

MO to check whether insurance covers work at home.MO/WT- Request that SD logs timesheets with SAASU for insurance purposes- log productive hours.All agree

SAASU contact SD has received email from Saasu re volunteer WT to follow upPhotos Need to have consent forms for parents to sign prior to

photos being taken- LD shows formNeed to be added on admin site and facilitators notified

LD to ask SD to place on admin site

Meeting Closed: 11-03pm

^^ Item to be carried over to next meeting## Items brought forwardNext Meeting: WT to advise: Board meeting tbc

Minutes from previous meeting 12/08/16 Club Rivers- Additional MeetingItem Discussion Action Minutes of the Previous Meeting 31/07/2016

Minutes of the Previous Meeting 12/08/2016

^^ As this is an extra meeting the minutes from the previous meeting will be carried over to the regular meeting on 3rd Fri Month

1. New minute format-

JT proposed new minute format so that items being discussed and action decided could be viewed more easily.

All agreed that changes should also include issues that are

Unanimous Board decision for each of the following:

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carried over and brought forward.Acronyms for members names in briefMinutes to be rotated around board members each meeting

possibly ‘opt in’ to take minutesPublished within a week – emailed to Board membersWT proposed to exclude Magdalena given workloadand board members opt in to take minutes- EN: public publication after approval ; following any

changes/ amendmentsTo include, items to be listed as carried over and/or brought

forward as relevant

-Board members to ‘opt in’ to take minutes and conducted on a rotational basis

-Publication- within one week emailed to board members

-Items arising and/or anomalies to be addressed as agenda item no.1 at next meeting then published on site following meeting

2. All Areas Carers Day- Organisation, costing, equipment

WT, LD: Payment in advance requiredWT got through to Auburn Council- September Sundays are all available- possibly Sunday 25th Sept tbcFees are 140-/ hour for the room and $30-hour BBq area = $170 per hour but entitled to charity subsidiesAim to aquit money by deadline at end of month (Aug)LD- 8-% charity discount MO & LD- prepaid visa over the phone can be used for payment though there has been reported difficulties with thisMO- difficulty with payment of Ryde as SD uses private cards but SD said it was not working.MO will have a go to use prepaid visa, LD brings up issue of using tied funds to use- where can we withdraw from if council not accept this type of payment?Perhaps use prepaid visa as first option2nd option- pre paid chqEN:Discuss location: Auburn- new group, geographical central- and possibly time (allow people to use public transport particularly on a Sunday)

Board agree that 25th September from 11-3pm Auburn Community Centre

WT complete the request form to Auburn Council by Monday 15th

EN to follow up Circus Society from various universities and fees required. To be tabled and presented to MO for consideration-

LD to cost up food and pre-purchase food following confirmation from WT (date) and MO budget.

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MO discusses payment , LD pays for venue at full price and submit the paperwork later to ask for Charity discountIdeally payment deadline should be by next 19th August3 hour package to include bump in and bump out total extra hourEN- Kids: face painting etcCarers: possibly include massages Time consideration 12-4pm a possibility.EN proposes consideration 11-3pm- all agreeLD- organsing food- BBQ pre-purchase sausages, rolls, and drinks and chipsInquire about coffee van and gelato machineDG to be consulted re food safe handling$2350- with priority for food, castles and venue hireEN propose to enquire UNSW Circus Soc.- perhaps USyd and UWS- EN to ask how much to cost and report.MO- requires all preliminary costing prior to decision making

Re bread rolls- MO offers to prepay rolls out of bank accountLD- sausages- estimates $100 to buy x300Drinks- approx. $80-Bread rolls freeQuestion- Ice? ACN to purchase on day

MO requests ensure when making enquiries that payment is to before 31/08

JT to report back petting zoo cost and availability

WT to make contact with Lucy D re gelato and coffee vans and DG re food safety

All members need to have costing to MO by Fri 19th

MO to advise what can be prioritised / confirmed prior to final booking.

In costings ask whether payment is permitted before 31/08

3. Carers funding and 3. LD- Original funds was $500 per year/ group at the SD to provide

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acquittal arrangements/ obligations

^^ This is a carried over item from the previous meeting general -12/ 08/16Club Rivers

end of last year plus additional $500- bonus per group (9)MO confirmed April/May 2016 awarded each group (9) groups x $500- and raises issue that additional (bonus) money in its entirety should be spent on Carers

Some groups have aquitted some or part thereof of the amount which is this money remaining totalling $2350- (decided to be used on Auburn Carers Day)

MO: 50% of each $500 has been allocated to admin e.g. telephone. internet, rent- absorbed into grant application in first offer- but the second offer- which is a bonus from Carers- raises issue that shouldn’t that funding then be used for the Carers in our network? And aquitted accordingly.

Unanimous agreement

clarification to the board as to where the second portion (bonus $500- per group) from Carers funds have been used (specific purpose) or proposed future spending.

SD to forward to the board any proposed spending of future allocated tied funds which would require a vote before funding used or aquitted.

4. Paperwork for Grants, proposed and awarded budgets and acquittals

MO- difficulty and time in reconciling accounts for tied funds when hasn’t seen the grant application of budget and the amounts projected for various expenses. She hasn’t seen the paperwork from the beginning.The added difficulty when funds are spent and where that money should be reconciled to/ from and what is the budget? Example given of new art group Parramatta and supplies purchased but MO not aware of the budget.Budgets that are being proposed for grants from SD should go through MO because she is not aware of amounts being proposed for grants and possibility the need review prior to application.

Issues raised about Cooking Club budget- $500 for equipment proposed.

SD review proposed Cooking Club budget and present to MO and board. LD to be consulted.

All unanimously agree that SD to work with MO who needs to see the grant application and budget breakdown (including that for volunteers) for opportunity to review and report recommendations to Board prior to any application and/or

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LD: $200 max for equipment is needed.$1000- for promotions is too high when really cut and paste on website/ weekly mail out, does it require a paid volunteer – as additional or is an aide suffice? Perhaps we should contribute to venue hire? Given 3 Bridges have been offering us rent free & originally we said we would contribute when grant received.

MO: issue raised with volunteers- not knowing who/ amounts spending and from where? and who is the volunteerMO not informed/ involved in how the budgets are proposed to being spent including the break down- -historically Claudia Walters role was grant applications and SAASU reconciling.MO has taken over the role of Saasu reconciling without information about proposed expenditure. SD taken on role of grant application. Both Ops Mgr and Treasurer need to liaise.Boards responsibility to know what the budget is, for whom, and proposed expenses and projected costs involved. Groups shouldn’t start without board approval for budgets.

LD: Sydney Social Day- budget allocated should be reviewed.

^^ to be carried over next meeting

funding being used to purchase items.

Following this Board vote on proposal.Groups are not to commence without Board approval on budgets.

SD requested to present to Board current grant applications/ approvals including budget breakdown for review- next meeting

5. Bunnings BBQ: JT: for fundraising perhaps % to target specific areas whether it is school holiday projects and this is promoted at event.WT: public don’t really want to know that money is being raised to go into admin onlyMO: funding required to pay wages and admin costs like insurance & rent. ^^ to be carried over next meeting

^^^ to be carried over next meeting

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6. Office/ Admin hurdle/ funding and wages

Concerns about current SD healthConcerned raised about present untied funding amounts and SD wages and sick/holiday leave

MO- SD pay currently part time rate according to Fair Work Ombusdsmen- 20 hours weekly which includes holiday and sick- no sick leave availableCurrently lack of policies and informal way of sick pay and holiday pay which is problematic- needs to be clearer^^ governance issue to be carried overACN needs to generate significant funds to cover expenses

Acknowledge SD input into ACN and hours historically outweigh 20 hours per week.Current difficulty is that hours are not predictable given health situation- perhaps make clearer arrangements regarding office hours/ days/ times/ tasks and SD commit to time off.

Board: Need to address work commitments and hours available to work & and prioritise commitmentsRe functions: All board members could be representative at functions, shouldn’t fall solely on SD. All members able to speak if required about ASD issues from a personal perspective.EN: important to balance work commitments and looking after SD as given current health issues may ‘break’ if health is not a priority & SD best in public

Board believes best interests for SD take leave for both physical health and mental well being

WT & JT to discuss with SD how the balance can be achieved in regards to improving personal health, & ACN hours/ days .

WT to discuss with SD-re paid hours -Also discuss communication tasks requiring immediate and/or follow up action; especially if contract additional admin assistant and needs role description/differentiation & accountability

WT & JT to discuss with SD time management and separation e.g. disciplined to have work time and designated tasks/

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relations role not admin role which he has always stated preference. All agree that sustainability is important.WT & JT raised issues of employing Amanda for admin role as paid contractor for fixed termEN: perhaps fixed term could be considered in time e.g 60 hours as opposed to days per week.Discuss consideration of admin assistant to hand over designated/ defined admin tasks that can be actioned independently.

JT- if we are paying wages then there is an extra element of commitment from employee as opposed to volunteer (to be present and on task) and also accountability and tasks completed should be reported back to the Board

Board discusses SD being in office 3 days per week/ or equivalent hours across 4 days (equal 20 hours) and Amanda other times/days.Discuss job accountability/ tasks/ time sheets and board knowing how time allocated for employees was used and what tasks were achieved/ completed in designated timeframe and what tasks require prioritising and further action for follow up. Particularly if replacement was required and another person to take it up- (both from SD health perspective and if contracted employee on board) All agree- communication, accountability and reporting to Board is important.

^^ How this can occur to be discussed & followed up next meeting

JT: Discussion involves if Mark Coure did commit funding then there would be a time lag between notification and receipt.

priorities and home time- personal time.

Functions/ Events: Board members to be notified and discuss who is available to attend (share the load- perhaps rotational basis or member representative of area etc) which removes pressure and expectation from SD that he is required to be at all functions especially given current health concerns.

MO is going to forward to board possible options for contractual employmentwith the purpose of improving back-office admin commitments and allow time for SD to improve health.

WT to speak to Mark Coure for possible funding and report next meeting.

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MO- emphasises that not about cutting SD rate and terms of employment, instead additional funding is needed to pay contractor as untied funds majority go towards wages existingJT: acknowledges the huge time commitments (and unpaid) that others have put into ACN particularly WT and LD and MO WT: important to get balance right in looking after SD and meeting admin and project commitments.All agree. Discuss accountability and reporting.Board agree that SD health is important also acknowledge needs to be balanced with ensuring ACN admin tasks are actioned.

WT: ^^Possibility of Ajaka office funding- can we ask for that money to be redirected towards us to pay for Amanda employ office assistantMO: money still will be required for new office- existing rent and new equipment etcLD: didn’t we know that we already had to move from 2015 December?WT advised we were not advised by council about the centre closing for rebuilding until well after we had taken possession of the new office.

^^ to be discussed next meeting following MO report on viability & award and costs for Administrative Office Assistant

^^ new office possibilities to be discussed next meeting

Meeting closed at 10-23pm

^^ Item to be carried over to next meeting## Items brought forwardNext Meeting: WT to advise.