CCH Annual Report 2016/2017

 

Embed or link this publication

Description

The Annual report for Cobram Community House 2016/2017

Popular Pages


p. 1

Annual Report 2016-17

[close]

p. 2

Contents AGM 2016-17 Agenda ..................................................................................... 2 Minutes of 2015-6 AGM.................................................................................... 3 Chairperson’s Report...………………………………………………………………………………….6 Treasurer’s Report ............................................................................................ 8 Auditor’s Report…………………………………………………………………………………………..10 Manager’s Report .........................................................................................…38 Cobram Quilters Club Report.......................................................................... 40 Cobram Playgroup Report............................................................................... 40 Doug’s Christmas Luncheon… ......................................................................... 41 Cobram and District U3A Report .................................................................... 42 Cobram Garden Club Report........................................................................... 43 1 Annual Report 2016-17| Cobram Community House

[close]

p. 3

AGM AGENDA COBRAM COMMUNITY HOUSE INC. ANNUAL GENERAL MEETING Wednesday 20th September 7:00pm 1. Opening of Meeting and welcome from the Chair. 2. Apologies 3. Confirmation of Minutes of previous Annual General Meeting 4. Business Arising from Minutes of Previous Annual General Meeting 5. Acceptance of Annual Report 6. Chairperson’s Report and presentation of the Annual Report 7. Treasurer’s Report and presentation of Audited Financial Statements 8. Special Resolutions 9. Election of Office Bearers a. President b. Vice President c. Secretary d. Treasurer e. Ordinary Members 10. Nomination of Auditor 11. Other Business 12. Close of Meeting 2 Annual Report 2016-17| Cobram Community House

[close]

p. 4

Minutes of 2016 AGM Cobram Community House Inc Committee of Management Meeting Minutes AGM 11/10/2016 @ 19:30pm Present: A Monk, J Tom, C Crawford, T Langton, Kerry Murray, Bev Anderson, Liz Diamond, Jean Campbell, Kellie Butler ,Christine Osborne, Rebecca Wood In Attendance S Bate, Ros Nam Apologies Ruth Ritchie( U3A), Robin Harwood (Moira Health Alliance), Paul Sladdin (GNEACC), Kim Spalding(DHHS), Elizabeth Tatai (DHHS), Gail Peters (U3A), Debbie Fowler (Numurkah Community Learning Centre), Emily Gough (Youth Foundation), Rob & Loretta Butler, Robert Anderson, Paula Walin-Bates Apologies: Moved Terry Langdon Seconded: Kerry Murray Statement Read by the Chair of Committee of Management I will make a statement to clarify my position on the Cobram Community House Committee of Management as Council is in caretaker period. I am a member of the Committee in my own right as a resident of Cobram and a financial member of the Community House. There is no connection to my vote as a councillor for Moira Shire. Minutes of Special General Meeting 2016 Moved T Langton, Seconded Christine Osborne Presentation of Annual Report Alex Monk presented the Annual report as chair of the Committee Business Arising from 2015 AGM  None Business Arising from Special General Meeting None Acceptance of Annual Reports Moved Christine Osborne Seconded Jean Campbell 3 Annual Report 2016-17| Cobram Community House

[close]

p. 5

Reports CHAIRPERSONS REPORT Moved: Sally Bate Seconded: Chris Crawford TREASURER’S REPORT Noted that operated with a $ 96 000 Surplus Moved: Terry Langdon Seconded - Sally Bate MANAGER REPORT Moved: Liz Diamond Seconded: Rebecca Wood Special Resolutions Two changes to the Model Rules have been proposed by the Committee of Management. These are as follows:  Article44(e) to be altered to read”… and maximum of three ordinary members elected under rule 53”  Article 48 (1) (d) to be altered to read “…ensure cheques are signed by one authorised staff member and one committee member “ Moved: Terry Langdon Seconded: Chris Crawford Elections and Positions Ros Nam (DHHS) declared positions open PRESIDENT NOMINATION: Alex Monk Moved Sally Bate Seconded Rebecca Wood No further nominations Alex Monk Declared President TREASURER NOMINATION: Terry Langdon Moved: Sally Bate Seconded Rebecca Wood No further nominations: Terry Langdon declared Treasurer 4 Annual Report 2016-17| Cobram Community House

[close]

p. 6

ORDINARY MEMBERS Jenny Tom Moved Alex Monk Seconded Christine Osborne Kerry Murray Moved Alex Monk Seconded Christine Osborne Chris Crawford Moved Sally Bate Seconded Christine Osborne  No further nominations, all declared Committee members, with next meeting to decide roles ELECTION of AUDITOR Auditor Mogg Osborne Moved Terry Langdon Seconded Kerry Murray OTHER BUSINESS Letters were not posted to all members this year notifying of the AGM, Facebook page, internet and ad in the paper were the notifications for this year. Close of Meeting Meeting closed @ 20.05 5 Annual Report 2016-17| Cobram Community House

[close]

p. 7

Reports Chairperson’s Report It has been incredible twelve months since my last report to you. The Community House has gone from strength to strength and regained its standing in the Cobram community. The financial viability and stability of the organisation is evident with the increase in enrolments, new partnerships made, use of the facilities by outside groups and general enquiries made. The first step forward was the appointment of a Manager. The Committee and staff were delighted that Sally Bate accepted the offer for this position. This set the house on a more stable footing and gave reassurance and confidence to all staff employed by the House. Courses were reviewed and more diligent and proactive monitoring of students has grown interest in courses. Word of mouth is a very valuable marketing tool. The continuous improvement plan is a major focus of the Committee and we have worked to make the process more efficient and less complex. This is reflected in constant improvement in all areas of the organisation. The Committee has continued to review and monitor policies to keep the policies relevant to the management of the House. Members have attended the GNEACC regional forum and the State Conference, both valuable to maintaining good governance and keeping the purpose of the House relevant to the needs of the Community. A new Strategic Plan was developed and adopted by the Committee. Our appreciation is extended to Paul Sladdin, GNEACC Networker, for most capably facilitating this workshop. The community lunches continue to grow and greater interest is being shown by the community. Our volunteers assist staff to prepare and cook the meal with the capable assistance of the VCAL students from Cobram Secondary College. Thank you and well done. Use of the Community House facilities, outside normal business hours, by special interest groups continues to grow and is providing another income stream. A group of note is the “Boomerang Bags” project, which is now an auspiced organisation of the House. A very valuable partnership has been formed with the Cobram Secondary College. The students provided a most delicious luncheon for the Community House and College staff, Committee and community members. The students decorated and set tables, prepared, cooked and waited on the tables. A tremendous achievement for some and all should have been proud of their efforts. The Committee was delighted to accept an offer to run the “Enabling Women” Leadership programme through the House in partnership with Women with Disabilities Victoria. This was a positive step to upskill this special group of women from Moira Shire and neighbouring towns. We look forward to continued engagement with the Women with Disabilities group. 6 Annual Report 2016-17| Cobram Community House

[close]

p. 8

Following the fire at the Punt Road Kinder, provision was made to accommodate the children at the House until repairs were completed. The Community Garden is being revitalised and thank you to the Cobram District Specialist School for the massive clean-up with assistance also from Cobram Anglican Grammar Year 10 students. The Specialist School have taken over some of the plots as well as Punt Road Kinder. Outside interest is also being shown to use the remaining plots. A subcommittee is to be formed to manage the garden. Our appreciation for the support and guidance provided by Paul Sladdin, GNEACC Networker and Kim Spalding, DHHS. Thank you to Rob and Loretta Butler for their contribution to the Interim Committee of Management. Long-time supporter and life member Bev Anderson did not seek re-election and Terry Langton who retired earlier this year. Many volunteers assist with the smooth running of the House, your time and expertise is acknowledged and appreciated. Thank you. To our wonderful staff, who continue to go above and beyond what is required of them – a very big thank you. Without your dedication the House would not be in its present position. The Committee of Management is now operating with a full membership and a sincere thank you to those people who have taken on this role. There is a diverse skill set among members which includes Jen Tom as Secretary, Rita Jukes as Treasurer and members Chris Crawford, Kerry Murray, Gayle Berg Von Lindhe and Carly Garlick. To each of you a very sincere thank you, not only from myself but staff and the Cobram Community. Alex Monk Chairperson Committee of Management Cobram Community House Inc. 7 Annual Report 2016-17| Cobram Community House

[close]

p. 9

Treasurer’s Report The financial report shows a considerable improvement over the previous financial year with a $142,000 surplus. This is reflected in the financial reports included. Sally continues to provide excellent leadership, always seeking additional opportunities, collaborations and for extra funding. This is so Cobram Community House (CCH) is not solely reliant on Government agency grants or funding. Sally’s commitment to managing staff, minimising costs and expenses has allowed CCH to realise the improved financial position in 2016/17. As per last year’s Treasurer’s Report, the staff had been putting in many voluntary hours over and above their paid hours which unfortunately, and inevitably, was not sustainable. With the improved financial position, the Committee, as part of reviewing our business model, will be looking into the employment of another staff member during 2017/18. This will help alleviate the workload of existing staff. We are very fortunate to have such dedicated and conscientious staff. I would like to acknowledge Christine Osborne for the great job she does looking after the finances, preparing the Budget, and reports for the committee. Christine has given up her time to attend Committee meetings so the Committee can go over the reports with her. This enabled the Committee members to ask questions and raise any issues they had. The Draft Budget for 2017/18 has been approved by Committee and a provision has been added for Furniture and Fixtures. I would like to thank Christine for her assistance and support since my taking on the role of Treasurer. Kerry Murray has done a great job in recruiting new Committee members to ensure that the Committee of Management of CCH has the tools, knowledge and enthusiasm to ensure its sustainability and lead it into the future. The Professional Development (P.D.) expansion to committee members has provided training to some of its members (for instance, Jenny Tom and I attended the Neighbourhood Houses’ Victoria Conference in Creswick in May 2017, which we believe was a great learning experience.) In the 2017/18 Draft Budget, money has also been set aside to provide further P.D. for Members, which has allowed me to attended the GNEAC Conference in Shepparton in July. I nominated for a position on the GNEAC Committee and was successful. I am now CCH’s representative on this Regional Committee. CCH continues to provide a wide range of services and is always looking for alternative ways to offer courses and programs for our local community. We will continue to look for ways to be the best Community House we can be. In the Mogg Osborne 2016/17 Audit findings, six (6) Items were found to require attention. Comments from the report are shown highlighted below:1. Continued Financial Viability of Cobram Community House: Observation: We are happy to report that the Cobram Community House has continued to move in a positive direction financially. The current year profit of $148,000 follows a profit of $96,000 in 2016. Recommendation: The Committee of Management must continually challenge the nature and type of reporting that is prepared to ensure it is appropriate for decision making and assessment. 2. Monitoring and Recording of VETtrak Debtors: 8 Annual Report 2016-17| Cobram Community House

[close]

p. 10

Observation: The student fee system is maintained in a separate system (VETtrak) to the accounting system (Recon). The Committee receive a monthly debtor’s report however no detail as to the current balance of VETtrak is currently provided. Recommendation: That the balance of VETtrak debtors is reflected in the financial result at the end of each month. 3. Review of Fixed Asset Register: Observation: Some items that are maintained in the asset register are quite old and suspected to be no longer in use or disposed of. Recommendation: Management undertake a review of the fixed asset register. 4. Monthly Minutes Records: Observation: It was noted that for the March meeting, the actual content of the meeting was not updated in the meeting records. Recommendation: Ensure that monthly minutes are prepared in accordance with requirements of Articles of and to follow best practice. 5. Membership Records: Observation: The membership register has record of the membership number however no detail of payment of membership. The current memberships paid (90) do not reconcile to the estimate of memberships from the membership register (107). Recommendation: Membership records include records of payment date and amount. 6. Doug’s Xmas Dinner Club Account: Observation: The current management has expressed that the presentation of the Xmas Dinner Club account in the balance sheet and profit and loss is a distraction to the financial monitoring of the organisation. Recommendation: The Committee minute the decision to remove the auspice accounts from the financial records from 1 July 2017. A number of these points have been addressed already, with the Doug’s Christmas Dinner Account now having been removed from the financial records and the monthly minutes for March having been placed in the hard copy file. The remaining issues raised by the Auditors should not be difficult to address, and it is expected that next year’s Report will reflect this. I would like to take this opportunity to thank our Manager, Sally Bate, and CCH staff, as well as my fellow Committee members, for their support since coming on to the Committee. Rita Jukes Treasurer Committee of Management Cobram Community House 9 Annual Report 2016-17| Cobram Community House

[close]

p. 11

10 Annual Report 2016-17| Cobram Community House

[close]

p. 12

11 Annual Report 2016-17| Cobram Community House

[close]

p. 13

12 Annual Report 2016-17| Cobram Community House

[close]

p. 14

13 Annual Report 2016-17| Cobram Community House

[close]

p. 15

14 Annual Report 2016-17| Cobram Community House

[close]

Comments

no comments yet