Annual Report 2015-2016

 

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Cobram Community House Annual report

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Annual Report 2015 - 16

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Contents AGM Agenda ................................................................................................... 2 Minutes of 2015 AGM....................................................................................... 3 Minutes of Special General Meeting ……………………………………………………………..6 Chairperson’s Report ...................................................................................... 10 Treasurer’s Report .......................................................................................... 12 Auditor’s Report…………………………………………………………………………………………..13 Manager’s Report ........................................................................................... 27 Youth Facilitator Report.................................................................................. 29 Cobram Quilters Club Report.......................................................................... 31 Cobram Playgroup Report............................................................................... 32 Doug’s Christmas Luncheon… ......................................................................... 32 Cobram and District U3A Report .................................................................... 33 Cobram Garden Club Report........................................................................... 34 1 Annual Report 2015- 16| Cobram Community House

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AGM AGENDA COBRAM COMMUNITY HOUSE INC. ANNUAL GENERAL MEETING Tuesday 11th October 2016 7:30pm 1. Opening of Meeting and welcome from the Chair. 2. Apologies 3. Confirmation of Minutes of previous Annual General Meeting 4. Confirmation of Minutes of Special General Meeting 5. Business Arising from Minutes of Previous Annual General Meeting 6. Business Arising from Minutes of Special General Meeting 7. Acceptance of Annual Report 8. Chairperson’s Report and presentation of the Annual Report 9. Treasurer’s Report and presentation of Audited Financial Statements 10. Special Resolutions 11. Election of Office Bearers a. President b. Vice President c. Secretary d. Treasurer e. Ordinary Members 12. Nomination of Auditor 13. Other Business 14. Close of Meeting 2 Annual Report 2015- 16| Cobram Community House

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Minutes of 2014-15 AGM Cobram Community House Annual General Meeting Wednesday 19th August 2015 Minutes Meeting opened: 7.03 PM Welcome – Kerry Murray, Acting Chair Present: Bev Anderson, Ruth Ritchie, Cam Blackley, Paula Walin-Bates, Kerry Murray, Maris Wilson, Faye Burns, Nancy Cowan, Frank O’Donohoo , Kim Spalding (DHHS), Cr Alex Monk, Adele Jones, Kellie Butler, Marge Coulter, Margaret Russell, William Skinner, Beryl Skinner, Hayley Benson (Moira Shire). In Attendance (Staff): Liz Diamond, Tegan Avery, Jean Campbell, Christine Osborne, Sally Bate, Emily Gough, Kate McPherson. Apologies: Kim Fitzgerald, Tim McCurdy, Fred and Cath Gregory, Josie Hearting, Maureen McKinnon. Kerry Murray acknowledged the presence of Bev Anderson and her contribution to CCH. Guest Speaker: Michelle Cobb, Moira Shire Economic Development Department Kerry Murray introduced the guest speaker, Michelle Cobb from the Economic Development Department of the Moira Shire. Michelle provided an overview of her study around the market presence of YNH Services in Yarrawonga, the findings of which were of value to CCH. Minutes of previous AGM (2014) Accepted as read. Moved: Ruth Ritchie Seconded: Kellie Butler Presentation of Annual Report Kerry Murray read Bev Anderson’s report and then presented her own report as Acting President. Acceptance of Annual Reports Moved: Tegan Avery Seconded: Cam Blackley 3 Annual Report 2015- 16| Cobram Community House

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Treasurer’s Report Treasurer’s Report was read by Acting Treasurer Paula Walin-Bates. Kim Spalding (DHHS) gave an overview and explanation of how CCH is funded and commented that the actions taken were necessary and correct. Moved: Bev Anderson Seconded: Maris Wilson Special Resolution Voting to accept the new model rules as the CCH constitution took place. A straw poll vote was held with over 75% in agreement. The special resolution was therefore accepted. Election of Positions Cr Alex Monk took the chair and ran the elections for the office bearers and general committee positions. Cr Monk acknowledged Bev Anderson’s input over thirty years as well as those of the broader Committee. Chairperson Nomination: Kerry Murray Moved: Paula Walin-Bates Seconded: Kellie Butler Accepted by Kerry Murray. Vice Chairperson Nomination: Moved: Jean Campbell Accepted by Ruth Ritchie Ruth Ritchie Seconded: Christine Osborne Secretary/ Public Officer Nomination: Kellie Butler Moved: Kerry Murray Seconded: Paula Walin-Bates Accepted by Kellie Butler Treasurer Nomination: Moved: Kerry Murray Accepted by Paula Walin-Bates Paula Walin-Bates Seconded: Kellie Butler Committee Nomination: Nomination: Nomination: Maris Wilson Nancy Cowan Adele Jones Nominated: Seconded: Nominated: Seconded: Nominated: Seconded: Ruth Ritchie Christine Osborne Paula Walin-Bates Liz Diamond Paula Walin-Bates Kerry Murray 4 Annual Report 2015- 16| Cobram Community House

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All voted in favour and accepted. Election of Auditor Auditor: Moved: Ruth Ritchie Mogg Osborne Seconded: Bev Anderson Other Business Kerry acknowledged the ongoing input of the staff, particularly over the difficult times during the year. Kerry also acknowledged the presence of Hayley Benson from the Moira Shire. Close of Meeting Meeting closed @ 7.50pm 5 Annual Report 2015- 16| Cobram Community House

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Minutes of Extraordinary Meeting 18 February 2016, 6.30pm MINUTES Present L Dahlenburg, G Peters, Berryl Skinner, Bill Skinner, L Diamond, T Anders, R Thomas, A Monk, J Campbell, R Wood, P Walin-Bates, M Wilson, K Butler, L Butler, M Coulter, R Butler, B Anderson, J Currie, T Langton, T Avery, C Osborne, F Burns, S Bate. In Attendance: Kim Spalding (DHHS), Hayley Benson(Moira Shire), Paul Sladdin (GNEACC). Apologies David Booth (Moira Shire), Robert Anderson, Camellia Blackley, Ruth Ritchie, Kerry Murray. 1. Welcome – Sally Bate, Acting Co-ordinator Sally welcomed all members as well as representatives from DHHS, Moira Shire and GNEACC. Sally gave a brief overview of the Community House and its activities and acknowledged the input of various people over what has been a difficult period. Sally thanked the various funding bodies for their on-going support. 2. Handover to Chair, Paul Sladdin, Networker, GNEACC. Paul gave an overview of GNEACC and his role and how it is funded and supported. Paul gave a snapshot of his background with roles in the Men’s Shed Association, local government and adult learning. 3. Agenda Items: a. Resignation of Committee of Management - brief background Paul acknowledged the presence of community members at the meeting. He expressed confidence in the staff and acknowledged that while there had been issues in the past, tonight’s meeting was about looking at the way forward. He warned that the meeting would be shut down if these issues came forth. Paul advised that the House has support of the Department of Health and Human Services (DHHS), Moira Shire, Department of Education and the Department of Human Services (Federal). All are aware of what has happened and want to see community programs continue and House prosper. 6 Annual Report 2015- 16| Cobram Community House

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b. Determination of way forward Paul then expressed that tonight’s objective was to come up with an interim / advisory group that the funding bodies can assist to re-build the house, moving forward to a new Committee of Management (CoM). Other options could include being Shire run or run by other community organization. He advised that the role of the CoM was purely one of governance: providing a vision, mission, financial and strategic direction including staffing. Paul pointed out that there are obligations under legislation for which a CoM is responsible. The CoM is not to get involved in operational issues; these belong to staff. Question: Terry Langton asked if there were areas that could be discussed so others could understand the current situation. Paul responded in the negative. A strategic plan is in place and the financial situation is sound but not robust. Terry then asked what commitment there was to the plan. Paul replied that it was a base. Paula Walin-Bates commented that the organization was in a better financial position than previously. Paul referred to the support services available for the CoM through various agencies ie GNEACC. Question: Rob Butler asked Alex Monk about Council commitment. Alex replied she was there as a member and could not comment for Council. Paul commented that it would be a shame to have control to go to an organization outside of Cobram. Paul opened the floor to comments regarding the best way forward: Marg Coulter – U3A – Marg stated U3A had received wonderful support from the House and that she feels very fortunate to have it in town. Terry Langton: Suggested that the best way might be to have interim committee to look at how things can work and move forward. Possibly then convene a follow up meeting in 6 months and go from there. Rob Butler: Said there had been unfair comments over the last 6 months – the sustainability is ok if the organization picks up in recognition. Bev Anderson: Stated that the funding situation seems to deter people from training. Paul highlighted the changes in society and increases in costs. Costs must be covered, however programs can be run which are cost neutral. Paul acknowledged it can be a difficult space in which to work. Bill Skinner: U3A – Queried how the staff are paid. Paul gave overview of funding structure : DHHS - 25 hours funding per week. Organisation must deliver 50 hours of community activities. Up to organization as to how they organize this. Federal DHS – to provide Centrelink activity. 25 hours funding per week. Dept of Education and Training (ACFE) - number of hours of pre-accredited programs. Bill Skinner discussed costs and how things can be run at no/low costs. Rob Butler: Queried whether anything is taken into account around the “cost” of volunteer hours? 7 Annual Report 2015- 16| Cobram Community House

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Gail Peters: (to the CoM) is it time for a professional management team to take over from CoM? Paul commented that it is not in keeping with the organizational philosophy. Kim Spalding said it would be helpful to have professional skill sets on the Committee. This would be acceptable under the model rules. Loretta Butler: Commented that if House folds, she wouldn’t know where the community would be. There would be many people affected. Kim Spalding replied that the Government wants to ensure services continue for the Cobram Community however there could be other models applicable. The services would remain but under a different governance structure from the House. Marg Coulter: Queried if there would be likely to be a charge for each member? Paul replied it depends on Committee. Rob Butler: Men’s Shed gives 100% commitment to support the organisation. Paul queried rent; Terry commented it was a fiduciary issue and would not be discussed in this meeting. Marg Coulter commented that she wanted things to move on positively. c. Voting – from the floor Paul asked if there were people prepared to put their hand up to undertake a role in the management of Cobram Community House, whether it be on an interim committee or ongoing role. Terry Langton suggested that it be an interim committee until the AGM in October. Terry then amended that to include a meeting in around July to assess the situation prior to the AGM. Paul asked for options – nil Paul asked for all those in favour: passed by majority Paul asked for all those against: nil Resolution: Establishment of an Interim Committee with a public meeting held in July but working to AGM in October. Paula Walin-Bates asked that the July meeting be a public meeting. Terry Langton asked whether we can limit the number on the Committee of Management. It was determined that the Model Rules specify a president, secretary, treasurer and vice president. Terry suggested seven on the CoM. The seven members to determine their positions upon the Committee. Terry Langton nominated himself to the Committee. Rob Butler nominated himself to the Committee. Paul determined that realistically only 2 more required. Bill Skinner asked if another meeting could be held. Paul said that time was crucial and the situation could not wait that long. 8 Annual Report 2015- 16| Cobram Community House

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Beverley Anderson nominated herself to the Committee. Alex Monk nominated herself to the Committee. Paul asked if there was anyone violently opposed to any of those nominated - Nil response. Alex Monk asked if people could be co-opted? This was agreed as long as they were members. Consensus to appoint the four to an interim committee for the period leading up to the AGM. An open meeting of the members will be held in July. The four are to meet as soon as possible. Loretta Butler nominated herself for the Committee. Paul asked for a show of hands voting in the Committee – resolution passed. 4. Close of meeting Paul thanked all members for attending and also the attendance of both Kim Spalding (DHHS) and Hayley Benson (Moira Shire). He thanked those who had volunteered to make up the new Committee and offered his support in his capacity as Networker. Sally Bate then thanked Paul for his support and efforts as Chair. The meeting closed at 8.30pm 9 Annual Report 2015- 16| Cobram Community House

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Reports Chairperson’s Report It is with pleasure that I report on the activities of the Cobram Community House Interim Committee of Management. This report will only cover the period from February 18 2016, when a special meeting was called to form an interim Committee of Management. I would like to acknowledge the previous Committee Members and Staff and thank them for their dedicated work for the organisation. At the meeting, five people volunteered for the interim Committee: Rob Butler, Terry Langton, Bev Anderson, Alex Monk and Loretta Butler. Thank you to Paul Sladdin, GNEAC, who Chaired the meeting so capably. An In-Service was held with Paul explaining the various funding streams available, the role and responsibilities of the Committee and governance. Both Paul and Kim Spalding, DHHS, have provided invaluable support and advice to the interim Committee during this initial phase, to both thank you. Office Bearers were appointed: Chair – Alex Monk; Secretary – Loretta Butler; Treasurer – Terry Langton and Vice Chair – Rob Butler. The interim Committee’s first priority was to appoint a Manager to give direction to the organisation; assurance to the Staff and confirm to the Community the value of the house in the area of Adult Education and Community Engagement. The Manager’s position was advertised. I acknowledge the assistance provided to the Committee, with the advertising and interview by Brant Doyle, Moira Shire HR Manager. Also Nancy Cowan, who was also on the interview panel together with myself. As can happen with the best laid plans, the House was notified that an Audit was to be undertaken by the Department of Education Higher Education Skills Group of the VTG (Victorian Training Guarantee) funding stream. This coincided with the date set for the Manager’s interviews. The interviews were postponed as Staff had two days to prepare for the audit and worked late into the evening preparing documentation. Thank you Sally and Christine who were ably supported by Liz, Jean and Rebecca. Well done. The Audit outcome was positive with areas for improvement recorded onto the continuous improvement plan. 10 Annual Report 2015- 16| Cobram Community House

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Interviews for the Manager’s position were finally conducted and we were pleased to report that Sally Bate accepted the offer for the position. This process crossed over into the next financial year. The interim Committee has reviewed some policies and addressed governance issues. One of these was to change to internet banking. A much easier and time saving process for Staff and Committee members. There are two people required to make the transactions, one to initiate the transaction and one to authorise. Thank you to the members of the interim Committee who have given a lot of time to attend meetings – quite a few to begin with, their knowledge and support. There is a tremendous energy and vibe around the House, and this would not occur without the good working relationship between the Staff and Committee. This report would not be complete without acknowledging the exceptional Staff and Volunteers at the House. Very capably led by Sally as the Acting Co-ordinator, Liz, Jean, Christine and Rebecca have gone above and beyond their paid positions in the organisation – all giving many more hours than they were paid for to keep the House going. The Volunteers carry out many tasks to support our Staff, from filing, student records, data input, front office, assisting with preparation of the Friday lunch and much more. Thank you seems so inadequate but a very grateful thank you to you all. Alex Monk Chairperson Interim Committee of Management Cobram Community House Inc. 11 Annual Report 2015- 16| Cobram Community House

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Treasurer’s Report The financial report shows a marked turnaround from the previous couple of years and this has been mainly the result of staff cuts – both in the number of staff and the paid hours of the continuing staff. All the staff members have gone beyond what is sustainable in giving of many voluntary hours on top of their paid hours. But, as I said this is not sustainable in the long term. The staff cannot be expected to continue to put in long hours, for which they are not paid, and continue their enthusiasm and the high work output they are currently providing. The staff and Committee will be working hard in reviewing our business model in an ongoing effort to a more sustainable future. The House operates almost totally on government agency grants that may, or may not, continue into the future at current rates. This, naturally, causes massive worry lines to appear on the face of our manager and it is a credit to her ongoing commitment that the operation is in such a great financial position at the moment. I am sure, however, that she would be the first to state that the current and future sustainability of the House is and will continue to be a joint effort by all. The management of the House is working hard to provide more services, such as after-hours weeknight and weekend availabilities, ensuring that the House becomes more accessible to, and thus better utilised by, the whole Cobram and district community … to become a better Community House. This will enable us to access funds from other income streams and further guarantee our future. This past year has seen a lot of cutbacks and “just getting by”. This coming year will be a period of consolidation and constant review of all aspects of the organisation. Terry Langton Treasurer Interim Committee of Management Cobram Community House Inc. 12 Annual Report 2015- 16| Cobram Community House

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