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BENDIGO AUSTRALIA INDONESIA KLUB INC.
Committee Meeting Held at Ruth Black's on March 2nd, 2008 Present: Ruth Black, Clayton Bolitho (Minutes), Margot Feast, James Lerk, Des Lowry, Marthin Nanere, Mike Silverlock, Jenny Trebilcock Apologies: There were no apologies, but Jenny Trebilcock left a message saying that she would be attending the meeting late. Minutes of last Meeting: The minutes of the Committee Meeting of February 5th, 2008 were read. It was moved by Ruth, seconded by James that the minutes be approved. Carried. Business Arising: 1. Auditor's Report It was moved by Ruth and seconded by Des, that we thank Ron Ratcliff for his annual auditor's report. Clayton agreed to do this. Action: Clayton 2. Bendigo Multicultural Festival James informed the Committee that Etty had completed the food handling course mentioned at the last meeting, and she could now supervise cooking for the Bendigo Multicultural Festival and had already asked several people to see if they would be willing to cook. Etty would also be attending a further meeting with BRECC on Monday, March 3rd. George Wood had agreed to supply a BBQ, assist in the transportation and provide overhead cover if necessary. Mike offered to provide fridges for the event, but he would need at least two weeks notice. Etty would confirm whether the fridges would be needed when she meets with BRECC, given that BRECC would already be providing a cool room. Several Committee members agreed to assist on the day. Ruth and Margot would be playing in the Gamelan orchestra, but agreed to help where possible when the orchestra wasn't playing. Des offered to help set up and assist with money handling. Marthin offered to help with the clean-up while Mike offered to help with the money handling. Clayton would assist if possible, but may not be able to attend as the event clashed with a number of other things. At the last Committee meeting, it was suggested that members selling food would be asked to donate 10% of their profits to BAIK, but could keep the remainder. At the Annual General Meeting held on February 23rd, however, George Wood informed the club that since BAIK was now Incorporated, individual members were not allowed to make any profit from club activities, and all money had to go to BAIK. Des agreed to contact Corporate Affairs to confirm this. There was some discussion about the best way to financially assist those cooking for the event. Ruth put forward the motion that as a minimum position, BAIK should reimburse cooks for the cost of all ingredients. This motion was seconded by Mike and was carried. Mike went on to inform the Committee that BAIK could purchase food from the cooks and then re-sell it to the community, if the cooks provided invoices as a record. This proposal was well received, and Ruth put forward a second motion that subject to the confirmation that BAIK was permitted to do this, we would accept invoices at the end of the day for all food sold by members and pay them accordingly. This motion was seconded by Mike and was carried. Correspondence: In: 1/0804 7/08/2008 Commonwealth Carelink Centre Confirmation of database details 1/0805 16/02/2008 Jenny McQuilkin (City of Greater Bendigo) Invitation to attend Volunteer training course(s) 1/0806 20/02/2008 Jenny McQuilkin (City of Greater Bendigo) Invitation to attend Women's Day 2008 celebrations 1/0807 23/02/2008 Max Gomez (BRECC) Multicultural activities in Bendigo, March 2008 1/0808 23/02/2008 Victorian Multicultural Commission Multicultural Festivals and Events Guidelines and Application Form Out: 2/0801 9/02/2008 Commonwealth Carelink Centre Confirmation of database details for BAIK Clayton referred to the correspondence in and out since the last meeting, which was tabled but not read. Des also referred to the Multicultural Festivals and Events Guidelines and Application Form, Round 1 for events held during July 2008 to January 2009. All applications had to be in by April 11th. It was moved by Margot, seconded by Marthin that the correspondence be accepted. Carried. Treasurer's Report: James informed the Committee of receipts and payments, reporting that since the last meeting, $62.50 had been spent on BAIK's 25th anniversary birthday cake, while $280 had been received from BAIK membership fees. Given the opening balance of $1066.76, this gives a current balance of $1284.26. It was moved by Des, seconded by Clayton, that the Treasurer's Report be accepted. Carried. General Business: Acknowledgement of contribution from outgoing Committee members It was noted that there were six outgoing Committee members whose contributions to the Club were appreciated. These were Heri Febriyanto, Kusnandar, Etty Lerk, Chris Nanere, and Greg and Sandra Penna. Of these, it was noted that Heri, Greg and Etty had all served on the Committee over a lengthy period and that they should be recognised by the incoming Committee for these years of dedicated service. Ruth agreed to thank Heri, Greg and Etty publicly in the next BAIK newsletter. Action: Ruth Reimbursement for Etty Lerk's food handling course Ruth pointed out that BRECC had initially paid the full cost for four BAIK members - namely, Enny Febriyanto, Iin Owens, Sandra Penna and Enti Thomas - to complete a food handling course some time ago, given that they would use this qualification to supervise cooking activities for BAIK. Etty would have completed the course also, but unfortunately was unable to do so at that time. Given this and the fact that Etty would be using the food handling certificate to supervise cooking for BAIK activities, Ruth put forward the motion that BAIK reimburse Etty for the full cost of the course, which cost $85. The motion was seconded by Mike and was carried. James would write a cheque for this amount and give it to Etty. Action: James Sponsorship Mike pointed out that sponsorship could take a variety of forms, including financial contributions, the supply of equipment, or the provision of goods for a raffle, etc., and reported that the company he works for, Mr. Rentals, may be interested in providing sponsorship, providing they receive some kind of acknowledgement in return. One possibility would be the provision of paper and ink cartridges for the BAIK newsletter and other administrative activities. Des informed the Committee that Perini Tiles had once sponsored song books for BAIK, so this kind of arrangement could work well. The Committee agreed to consider Mike's suggestion for future activities and gave in principle support. BAIK's 2008 Program Mike reported that he had made a careful examination of the BAIK Members Survey results and had compiled a list of suggestions as a result, which he circulated to the Committee. These were: (1) organising a day program which would include lunch, an afternoon family activity concentrating on the children, followed by an evening meal, where members could participate in the whole day, or just part of the day, thereby maximising the involvement of members; (2) delegating a Committee member to give a brief summary of the last Committee meeting and any decisions which were made; (3) appointing a sub-committee to organise fund raising activities which would increase the financial resources of the club; (4) being more pro-active in the community, especially with other similar clubs; (5) contributing a stall at the Sunday market to promote Indonesian food, crafts, clothes, etc.; and (6) organising a small group of Indonesians that can sing and dance, to perform at schools or at local community activities. Mike's suggestions were well received, although it was acknowledged that the proposals depended on sufficient time and energy being available to club members. It was agreed that Mike's first suggestion be included in BAIK's 2008 program. Venues for the program were organised, based largely on the results of the BAIK Members Survey which saw 17 members offer their homes for BAIK activities this year. The survey also provided direction for activities, and it was noted that we should try to include the young people more in all of our programs. After some discussion, a second draft for BAIK's 2008 program was completed, depending on the availability of the suggested venues being available on the dates decided: Ø March 30 (Sun., from 9:00 am): Bendigo Multicultural Festival, Town Hall Gardens Ø April 26 (Sat. 7.00 pm): James & Etty Lerk’s (Margot to organise program, possible revolving around Indonesian masks) Ø May 24 (Sat. afternoon?): Activity to be decided; possibly fishing or yabbying? (Jeff & Pat Millard’s) Ø June 28 (Sat. 7.00 pm): Games Night (Quarry Hill Hall) Ø July 26 (Sat. 7.00 pm): Progressive dinner (Helen Bruinier’s, Greg & Sandra Penna’s, Mike & Ning Silverlock’s) Ø August 17 (Sun., afternoon): Indonesian Independence Day celebrations (Quarry Hill Hall) Ø September 27 (Sat., 7.00 pm): Activity to be decided (Paul & Zeffy Denham’s) Ø October 25 (Sat., afternoon & evening): Day program (Kusnandar & Murilla’s; Keith & Paras Whitehouse’s) Ø December. 6 (Sat., 7.00 pm): Christmas celebrations (George & Chris Wood’s) Clayton agreed to contact all persons whose homes had been included as venues in the program, to confirm their availability. Action: Clayton 5. Videorecording of BAIK Activities Mike suggested that we could record video footage at each of BAIK's activities for the year, which could then be edited and copied to disc and later shown to members at the end of the year. These discs could also be sold to interested members to raise funds for the club. Mike volunteered to assist with this. 6. BAIK Website Ruth reported that she was unable to continue maintaining the BAIK website and was looking for somebody to take over this role. Marthin agreed to do this. It was also suggested that the BAIK Committee Meeting minutes be included on the website, so that all members had access to them. The meeting closed at 9.25 p.m. The next meeting would be held at Ruth Black's on Monday, April 28th, 2008. |
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