THE LAKES COLLEGE COMMUNITY ASSOCIATION MINUTES - ANNUAL GENERAL MEETING. 22 October 2014

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1 THE LAKES COLLEGE COMMUNITY ASSOCIATION MINUTES - ANNUAL GENERAL MEETING 22 October 2014 List of Attendee s Attached No. Agenda Item Notes 1. Opening Prayer The opening prayer was conducted by Shane Bowden. Motions (Proposed and Seconded) Action Arising 2. Opening of the Meeting and Welcome The meeting was opened at 7:05pm by President Victor Nicholls and a quorum established. 3. Confirmation of Agenda Agenda was confirmed. 4. Apologies Peta Klein 5. Minutes of the Previous Meeting The minutes of the previous meeting were read out as they were not available on the College website. Motion to pass minutes proposed by Garry Wylie. Seconded Aaron Bell. Passed unopposed. 6. Business Arising from the Minutes Nil. 7. Correspondence In Letter received from the Mater Hospital thanking The Lakes College Fun Run and Breathe Health Club for their donation. 8. Management Committee Annual Report 9. Treasurer s Report and Annual Audit Report Victor Nicholls presented the 2014 Management Committee Annual Report (see attached). Bevan O Neill presented the 2014 Treasurer s Annual Report and the Audit Report prepared by Fiducial Accounting and Financial Services (see attached). Motion to pass both reports proposed by Graham Quick. Seconded Wendy Johnston. 10. Election of the Executive for 2015 The 2014 Management Committee stood down and Principal Simon Armstrong assumed the Chair. Page 1

2 No. Agenda Item Notes The Principal advised that in accordance with the Constitution, one nomination (Victor Nicholls) had been received for President and that nominee had met the requirements. Victor Nicholls elected President unopposed. The Principal advised that one nomination (Graham Quick) had been received for Vice-President and called for additional nominations. None received. Graham Quick elected Vice-President unopposed. The Principal called for nominations for the second Vice President position. None received Second Vice-President position not filled. The Principal advised that one nomination (Bevan O Neill) had been received for Treasurer and called for additional nominations. None received. Bevan O Neill elected Treasurer unopposed. The Principal advised that one nomination (Elizabeth Jarvis) had been received for Secretary and called for additional nominations. None received. Elizabeth Jarvis elected Secretary unopposed. The Principal vacated the Chair which was assumed by Victor Nicholls 11. Principal s Report The Principal presented his report, a copy of which is attached to these Minutes. The Principal added that the BGA had approved the refurbishment of the Science Labs in Motions (Proposed and Seconded) Seconded Wendy Johnston. Seconded Graham Quick. Seconded Victor Nicholls. Action Arising The President and Vice-President to seek candidates. Page 2

3 No. Agenda Item Notes 12. Appointment of the Auditor for 2015 Bevan O Neill proposed that Fiducial Accounting and Financial Services be appointed as TLCCA Auditor for In the interests of good accounting practice, it was discussed that the TLCCA consider engaging a different Auditor for Motions (Proposed and Seconded) Seconded Elizabeth Mahon. Action Arising Bevan O Neill to seek alternative Auditors for the TLCCA for Election of Sub-Committee Chairperson s Second Hand Uniform Shop Corrinne Britz Welcome BBQ Liz Jarvis Walkathon Bevan O Neill Anniversary Dinner/Mother s Day Stall Peta Klein Trivia Night Graham Quick IT Aaron Bell 14. General Business Laura Jean Family Portrait Day. Graham Quick provided a brief update on the event. Currently 22 families had registered and paid. The intention was that the money raised would offset the costs of the 2015 Welcome BBQ. Our Village Foundation Raffle. Victor Nicholls introduced the Our Village Foundation Raffle. Tickets in the Raffle are $5 of which approximately $4.20 is returned directly to the TLCCA. Opportunities to sell the tickets will be explored Calendar. Victor Nicholls discussed the proposed dates for the 2015 Calendar. The dates are attached to these Minutes. Page 3

4 No. Agenda Item Notes Endeavour Foundation 500km Team Endurance Ride. Victor Nicholls advised that Garry Wylie had approached the TLCCA regarding making a donation to the Endeavour Foundation 500km Team Endurance Ride. The ride was being organised by Phil Hungerford from The Run Inn who has previously provided significant support to the TLC Fun Run. Victor Nicholls proposed that the TLCCA donate $100 to the Endeavour Foundation via The Run Inn. TLC Calendar. Graham Quick advised that the TLCCA had been approached by the College to co-fund the TLC Calendar for The co-funding arrangement was in place as all TLC Fun Run Platinum Sponsors were listed as College Community Partners and would receive an advertisement in the Calendar. The College had requested and Graham Quick proposed $200 per sponsor totalling $ Meeting Close The Meeting closed at 8:30pm. Motions (Proposed and Seconded) Seconded Graham Quick. Seconded Victor Nicholls. Action Arising Attachments: 1. Attendance Register Management Committee Report Financial Report 4. Audit Report Prepared by Fiducial Accounting and Financial Services 5. Principal s Report 6. Proposed TLCCA Event Dates for 2015 Page 4

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8 TLCCA - Treasurers Report 22 October AGM Account Balances As At 30/09/2014 Heritage Cheque Account - $9,826 Load&Go Visa Card Westpac Cheque Account - $917 Westpac Savings Account - $42 TLC Contra Account - 37,839 Undeposited Funds Total Cash at Bank - 49,530 Income and Expenditure Summary for FY2014 Please refer to the attached Financial Report prepared and audited by Fiducial Accounting & Financial Services for details in relation to income in expenditure. The report includes comparisons to last year as well as key Balance Sheet items. Total income for the year ending 30 September 2014 was $83,983 with total expenditure of $69,159. Total expenditure includes an amount of $20,808 donated to The Lakes College during this financial year. As at 30 September 2014 the TLCCA had accumulated funds of $47,239. During the financial year the TLCCA also committed donations to a number of TLC projects that have yet to be recognised. These are as follows: Committed Donations Prep Area Shade Sails 14,000 Wheelchair Ramp 4,000 Water Coolers 5,900 Total Committed Funds 23,900 There are also a number of other fundraising and general expenses that are due and payable. These are listed below: Other Expenses Timing Sports (Fun Run) 2, Load & Go Top Up (Fun Run) Event Director (Fun Run) 2, Fiducial Accounting Total Committed Funds 7, Total commitments from the available accumulated funds are 31, leaving a funds balance of $16,170. Audit Notes The audit letter provided by Fiducial Accounting and Financial Services stated that the Financial Report for the year ended 30 September 2014 was free of any material qualification. In their opinion, the books and accounts of The Lakes College Community Association have been well maintained. Two notes in were provided in relation to overall internal controls and accountability: 1. Income received must be receipted. They noted that the TLCCA had taken steps since the interim audit to improve the accountability of funds received.

9 They also noted that extra steps are currently being taken to improve the accuracy of allocation relating to funds received directly into the TLC contra account. 2. TFN Withholding Tax There is currently $683 recognised in the assets of the TLCCA that relates to TFN withholding tax deducted from interest received into the old Westpac bank accounts. An application needs to be made to receive a refund of this amount. In general, the audit letter was very positive in relation to the accounts prepared by the TLCCA. Summary of Fundraising The main contributors to the fundraising efforts this financial year were as follows: Fun Run 12,000 Walkathon 9,000 2 nd Hand Uniforms 7,500 Raffle 4,000 Prepared By: Bevan O Neill

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