Board of Directors’ meeting – Monday– Dec 17 2007
Venue –Greening Australia Building 13 - 6:00pm
Meeting commenced 6.10pm
Attendance Yvette Andrews (YA) Pres, Natalie McCarthy (NMc) Sec, John Reynolds (JR) Treas, Laurel Draffen (LD), Narelle Mantle (NM), Geoff Hague (GH)
Apologies Peter Olive (PO)
New Members Welcome – LD and NM were welcomed to Board
Minutes of previous meeting – 31 October 2007 *
Minutes were adopted with amendment NM to elaborate on discussion relating to appropriate procedure for conveying Grievances to the Board Moved JR, Seconded NM, Adopted.
BUSINESS ARISING FROM THE MINUTES
Fencing- Barbed Wire removal still to be implemented
Grievance Policy
No further progress with grievance against MB as he has been away. Board has directed PT to write to RO to update her with confirmation that the Board are continuing to investigate but MB being unavailable
A: PT to continue investigation on MB’s return & report to Board.
Rescue Service-Yet to get back to PT
Asbestos
Asbestos around building 21, 22, and 23 was removed by All Kleen Contracting as directed. JR questioned the short time it took for them to do clean up to take a few hours rather than day. The area has been tested and given an Asbestos Clearance Certificate by the Contractor. The fuse Box and other priority 2 areas are being looked at by Contractor for quotes.
Turkish Hut- Electricity meter has been installed and in operation
Short Term lease- Three applicants have been received to be reviewed later in the meeting
OFFICE BEARERS NOMINATIONS
With all standing orders suspended, the Board preceded to elect Office Bearers for New Board.
YA was elected by JR for Chair, Seconded LD. No other nominations were taken.
JR was elected by YA for Treasurer, Seconded NM. No other nominations were taken.
NMc was elected by GH for Secretary, Seconded LD. No other nominations were taken.
A motion was moved to adopt elected Office Bearers
Moved GH, seconded LD, Adopted
Correspondence
Letters from the following organisations were tabled by the Board
-Markets- in response to Safety Committee Meeting-to be discussed later with Safety Committee Report
-Aerialize- Regarding leaking Roof damage to Great Hall- to be discussed at later point
-Jobs Australia regarding membership joining fee. The Board discussed possible benefits but did not have enough background knowledge
A: LD will look into obtaining more info from own org’s experience with them and report back with a recommendation.
Nursery
The MMC Nursery has requested a phone line. The Board agreed the centre is not in a financial position to assist in its installation but were happy for them to look into it themselves, and directed PT to write to Helen in response.
PT to email Helen
Moved JR Seconded GH, Adopted.
OPERATIONS REPORT
Infrastructure
Great Hall- Substantial damage to floor and electrical wiring reported after heavy rains. A discussion followed to inform new members of Great Hall situation
Pt has instructed KL to plug obvious holes as a temporary measure to reduce leaking and with reasonable success.
Investigation into repair of roof PT has passed onto the Board two quotes and options
Quote one- to remove and replace roof- $19,000
Quote 2- $10,000 to recover roof with a layer of roofing sealant
.
The Board has instructed PT to get in electrician to fix Exit signs not working and some light switches as result of leaks ASAP. Continue plugging any obtainable gaps. Considering the state of other rooves that are in need of repair throughout the Centre the Board have directed PT to provide the Board with entire costing quote for all urgent repairs for Feb Board meeting in order to devise to a plan to fix all in one hit. The Board will also consider approaching MMC to obtain matched funding of $50,000 once a costing plan is established.
A: PT to get costing for all urgent roof repairs throughout centre and get in electrician ASAP
Moved JR, Seconded NM, Adopted.
Leases- Short Term Hire
Three applications
Nicole Barakat (NB)
Alison Cornish (AC)
Kay- ARC Neighbour (K
With due consideration with recommendations from Board members, The Board agreed to offer the space to NB
A: PT to notify NB and organise lease ASAP
Moved NM, Seconded NMc
Safety Committee Report – Markets
Main problematic issues raised in discussion amongst Safety Committee were- Rubbish, Electricity use, Traffic management particularly in co-junction with Great Hall Hirers.
The uneven road surface that leads from side entrance was determined to pose a possible risk to pedestrians and the Safety committee have since implemented its closure for the Sundays.
The Board would like to see an audit of stalls and the Centre’s financial revenue from the markets and are looking into issues raised to follow up next meeting.
A: PT to prepare report and circulate to Board for next meeting
Sunday Activity and Parking
Complaints from membership have raised problems of people blocking access to huts by parking inappropriately when parking is full and using the huts up the backs gardens’ as toilets. The Board have directed PT to improve signage around the Centre and to include toilet directions and more No Parking signs. NM offered Reverse Garbage (RG) services for supply of materials and assistance.
A: PT to consult RG for assistance
Finances*
As the Budget was not apparent in Financial Report the Board directed PT to locate Budget with Accountant (MG). and work together to bring over spreadsheet necessary info cash-flow projection etc in time for review before next meeting.
In retrospect the Board would like to work towards simplifying format of Financial Report for more obvious transparency and clarity at meetings and for Membership viewing and will consider using alternative reporting formats such as used by RG
A: PT to persist in bringing accounts up to date and work on for next meeting
RG to provide samples of accounting reports for possible reference
Moved YA, Seconded NM, Adopted
AGM
The Board recognised main issues raised and discussed at AGM to be
-Continuation of Open Meetings throughout Year- Dates to be confirmed once staffing is addressed
-Markets- Look at problems arising and managerial resolutions with increasing use of Centre’s resources with growing market
-Environmental Responsibility for ARC- continue to improve on current practice and implement for new Project Developments
-Financial reports –More transparency and clarity
-Constitution-
A motion was moved to review Constitution and Clarify process for Associate Membership for 2008 AGM
An Induction Kit for new Board members to be developed to include ARC Constitution and all policy procedures prior to first Board meeting
Moved JR, Seconded YA, Adopted.
Staffing
A/Leave –PT to take two weeks A/Leave. Office will be closed from 21 Jan and reopen Jan 6.
Kerry and Kerry Lindberg- Pt to check with for leave option
Christmas Day
The Board agreed for Centre to close on Christmas Day and allow Caretakers to take Public Holiday.
A: PT to advise membership ASAP of office closure dates
Moved YA, Seconded JR, Adopted.
JR left the room at 7.33 for grievance discussion to continue.
Grievances
Situation with staff member has not improved with them now abstaining to follow given duties. Despite verbal and written warning they are continuing to publish public comments damaging to the Centre and Board members reputations. The Board agreed to seek legal advice for situation to be resolved
A: PT to contact recommended Lawyer and Report to Board ASAP
Moved NM, Seconded GH, Adopted.
JR returned to meeting
PT left meeting 7.50pm
GM Position
The Board discussed the necessity of an Operations Report and relevant info for Agenda items to be sent out for reading a week or so prior for more informed discussion and time efficiency of Board meeting. Clearer direction for tasks to be given to PT to assist in process.
The Board agreed to conduct a separate meeting in the New Year before the next regular Board meeting to come up with a staff restructuring timeline and work towards GM replacement. Working with PT for recommendations with Budget in mind. January 21 was set as date to be confirmed.
A: PT to organise report with relevant info for Board as follows Current employees, job descriptions in place, rate of pay, 2008 staffing budget projection.
Moved NM, Seconded JR, Adopted.
General Business
PR/ Website –On NM’s recommendation the Board agreed to employ Greg Shapely one day a week on casual basis to update website for three months. The Board would also like for him to look at developing a system for updating info and member’s input, upcoming events and a monthly newsletter and ARC Brochure. To be reviewed March
Moved NM, Seconded NMc, Adopted
Leases-
The Board are considering seeking legal advice to negotiate non-standard long term leasing requests from some Tenants.
Meeting closed 8.30pm
Next Board Meeting (last Wednesday of the month): 28 January 2008
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Board and Staffing Meeting – Wednesday– Jan 23 2008
Venue –Gallery Building 13 - 6:00pm
Minutes
Meeting commenced 6.10pm
Attendance Yvette Andrews (YA) Pres, Natalie McCarthy (NMc) Sec, John Reynolds (JR) Treas, Laurel Draffen (LD), Narelle Mantle (NM), Geoff Hague (GH)
Apologies Peter Olive (PO)
Correspondence
Letters from the following organisations were tabled by the Board
-Greening Australia regarding emergency telephone cabling installed due to telephone cabling breakdown with response from PT
Management are happy to meet with GA to discuss issue and are continuing to find the best solutions for telecommunications overall in the Centre
-Marrickville Council- cancellation of rubbish collection service
The Board agree that in consideration to the lack of notice from Council (three weeks) with no prior warning by Council Board Rep and the multiple community groups within ARC including Marrickville Council organizations that that are dependant on the service. Management will need more time to consider a new rubbish removal system that meets the needs of centre and is responsible environmentally. The Board would like meet with Council to discuss matter
A: PT to write to Council requesting more time then stated and Board to meet with Council to come up with working solution
Grievances
Update with legal advice
Following Consultation with Lawyer PT sent letter to staff member calling for a meeting for 25 January to resolve matter between staff member and management. NM will attend with PT
PT to update Board following meeting
Staffing - GM Position
PT officially tendered his resignation as of Feb 1. The Board thanked PT for his time of 18 months at ARC and acknowledged his efforts and contribution particularly for his cooperation in taking on acting managerial role. They wished him well for the future. NM is organising a farewell BBQ at RG for the Friday with Members, staff and Board invited to attend.
A: PT to work towards handover process with Board Membership to be notified
Bookkeeper is finishing up end of January
PT proceeded to leave meeting for Board to discuss situation
A temporary solution of YA stepping into the position as acting manager for six months while the position was reviewed and a recruitment process put in place was proposed. YA stepped down from chair and left meeting 6:37 for Board to consider the matter.
The Board were then in agreement to first discuss their thoughts on the urgent matter of staffing situation and then establish an appropriate process to resolve matter in an open and transparent way with the centre’s best interest in mind.
After a discussion, the Board agreed bringing in an acting Manager who was already active in the Centre for six months to be the best possible solution. It would allow for consistency in Centre operations and keep up the momentum of the Board to establish staff structure and review criteria for Centre Manager. The acting person in the role would be required to begin the process of recruitment for position in this time. A motion was moved to offer the position of acting role to YA. A part-time (3 days a week) bookkeeper/admin assistant would be sort immediately to assist the Acting Manager.
Moved NM, Seconded GH, Adopted
YA returned to meeting 7p.m and accepted the Boards offer. She then proceeded to resign from the Board and would be able to step into acting managerial role from Feb 10. Office to be tended where possible (suggested Kerry) during week of transition between acting managers.
The Board were reluctant to lose their President and thanked YA for her all time and efforts. They are confident in her ability to take on role and be the best person for the position.
A: YA will email Admin Position description Feb 11 and advertise to fill position ASAP. RG accountant Adam will be able to assist YA and Board with bookkeeping for interim.
-LD/NM to come up with letter to notify membership ASAP
The next Board meeting will be after YA has begun role as acting manager Feb 27. The new Chair to be voted in next meeting Board members to email possible candidate to replace community Rep prior to meeting for consideration and Honorary member endorsement
Moved JR Seconded NM, adopted.
Meeting closed 7.19 pm