Friends of Old Bega Hospital Inc

Notice of Annual General Meeting 2016

The 2016 Annual General Meeting of the Friends of the Old Bega Hospital Inc will be held at The Cottage, in the grounds of the Old Bega Hospital, 301 Old Princes Highway, Bega, on Sunday 13 November 2016 at 2pm.

Agenda

  1. Opening of meeting
  2. To confirm the minutes of previous general meeting, the 2015 AGM held on 11 November 2015.
  3. To receive from the committee reports on the activities of the association during the last preceding financial year
  4. To elect office-bearers of the association and ordinary committee members
  5. To receive and consider the financial statement and report
  6. General business.

Explanatory notes

  1. Article 29 of the constitution requires 5 financial members to be present to constitute a quorum. The constitution is available on the Friends website, www.obh.org.au.
  2. The minutes of the 2015 AGM are at attachment 1 below.
  3. The president's report is at attachment 2 below.
  4. The office bearers of the association are set out in article 16 of the constitution. To be elected are president, vice president, secretary, treasurer, and 3 ordinary committee members. Article 17 of the constitution sets out the processes for nomination and election. The only requirements for nominations are that they must be made in writing, be signed by 2 members of the association and be accompanied by the written consent of the candidate (which may be endorsed on the form of the nomination); and that nominations should be sent to the Secretary 7 days before the meeting. There is no specific nomination form. If following consideration of nominations received in advance there are unfilled positions then further nominations will be accepted at the meeting.

    People with no committee experience are encourgaged to nominate if they would like to learn about committee processes. Being a committee member involves legal responsibilities, so informal arrangements may need to be made for people under 18. Contact us if you would like to discuss a nomination or the nomination process.
  5. The financial statements are at attachment 3 below.

Attachment 1

Draft Minutes of Annual General Meeting of the Friends of the Old Bega Hospital Inc on Sunday 8 November 2015 at the Old Bega Hospital cottage.

Apologies:  Alison Reid, Greg O'Donnell.

Present:  Richard Bomford, Claire Lupton, Pat Jones, Eric Myers, Jay Ellard, Chris Rogers, Tim Whitaker, Val Little, Ray Dawson, John Reynolds and  Liz Seckold.

Minutes:  Minutes of the annual general meeting of Friends of the Old Bega Hospital held on Tuesday, August 19, 2014. Moved: Liz Seckold, seconded Jay Ellard. Carried.

President's Report: The President gave his report which is attached. Claire Lupton moved that his report be accepted. Seconded by Jay Ellard. Carried.

Treasurer's report:  As attached. Closing balance membership fund: $399.25. Closing balance public fund: $32, 314.06.

Moved Eric Myers, seconded Richard Bomford. Carried..

Election of officers and committee:

President Richard Bomford

Vice President Eric Myers

Secretary Claire Lupton

Treasurer John Reynolds

Committee members: Pat Jones, Jay Ellard, Ray Dawson.

It was moved by Claire Lupton, seconded by Liz Seckold, that there be a fundraising committee comprising Val Little, Tim Whitaker, John Reynolds and Claire Lupton. Carried.

It was moved Liz Seckold, seconded by Val Little that the new treasurer John William Reynolds be a signatory on the IMB accounts, 200669859, 200699946 and 200669857 and be given internet access to the accounts. Carried.

The president then gave a further report on what had happened since June 20. This report is attached.

Meeting ended at 4.14pm.

Attachment 2

Friends of the Old Bega Hosptial Inc President's report to the 2016 Annual General Meeting

Activities

Highlight of the 2015-16 year was the Raise the Roof spring festival on 25 October 2015. The festivities attracted several hundred visitors, including Andrew Constance, state MP for Bega, Peter Hendy, federal MP for Eden-Monaro, Michael Britten, Mayor of Bega Valley Shire Council, and Mike Kelly, former member for Eden-Monaro and Patron of the Friends. The day was sponsored by Bega Cheese, Bega Valley Shire Council and RD Miller. Organising was done by a subcommittee, with many hours of work put in and with help from many people outside of the Friends. A pamphlet, The Historic Old Bega Hospital, was designed and 3000 copies printed. Somewhat surprisingly not one new membership appears to have resulted from it being distributed to every letterbox in Bega and many other copies being distributed through the region. Several new members did sign up on the day. A Raise the Roof Facebook page was established, to complement the Friends' website. The day received good media coverage and participating groups provided feedback to make it easier next time. The Raise the Roof day was a big success in demonstrating community support and raising awareness, and with the contributions from sponsors and a big volunteer effort generated a cash surplus.

The fundraising subcommittee also organised a trivia night, which was held on 30 July 2016.

The committee considered the purpose of fund raising activities, with a view to setting a target for fundraising. It was noted that the funds required to restore the main building were well beyond what the Friends could expect to raise, so the primary purpose of fundraising activities will be to raise community awareness and support for the project, with funds a secondary purpose. With that in mind, the committee agreed on a target of $30,000 for the coming year. The fundraising subcommittee considered options and proposed a car raffle as a means of reaching the target. Further investigation suggested that a raffle on that scale would require fundraising to extend beyond the local resident community, so ticket selling would have to extend beyond the geographical limits of the region, and/or be solidly addressed to tourists and other visitors. That was felt to be beyond the capacity of the Friends, more suited to groups such as Lions which have branches outside the region. In the end, the committee agreed to a suggestion for a raffle of a $5,000 travel voucher. Even that proposal raised issues: did the Friends need insurance cover to sell the tickets in public places? (yes, and that was arranged); and did the tickets have to include GST? (no, because the Friends are not registered and are not required to be registered for GST).

Claire Lupton collected information for her proposed book, Capturing the Memories. Information collected to date formed the basis for a display at the Raise the Roof day.

The Friends sponsored an Old Bega Hospital prize for relevant art entries at the Bega Show. Friends members provided support for visitors to the site, e.g. Tathra School, south east genealogy and historical societies field trip.

The Friends have long recognised the value of getting tax deductibility for donations. It had been thought that that would not be possible, but new arrangements under taxation legislation have allowed a mechanism for various bodies to act as conduits for tax deductible donations for specific purposes within a broad mandate. Discussions with the Foundation for Rural and Regional Renewal established that it could accept and administer donations for a restoration project at the Old Bega Hospital. The project would have to be defined, and funds would be released when the objective was able to be achieved. The Friends welcomed that, but decided not to go ahead immediately because of the difficulties of defining project objectives while other funding arrangements for the restoration were so uncertain - at that stage the Trust had a conditional offer of $500,000 from NSW, and an application for $1m from the Public Reserves Management Fund, but no confirmed funding. The Friends will reconsider tax deductibility arrangements when there is a firm project to which community funding could make a distinct contribution - e.g. government funding conditional on a community contribution of a known amount.

The Friends worked closely with the Trust to follow up various approaches for funding for the main building restoration, and organised a meeting with Ken Gordon, an architectural draftsman, re developing architectural and engineering plans for the restoration work.

Website

The website at www.obh.org.au was update regularly.

Membership

At the end of the financial year we had 54 financial members.

Committee

The committee met on the second Tuesday of each month, with additional meetings and out of sesssion decision making as required. Meetings are held back to back with meetings of the Reserve Trust, which ensures good communication between the two bodies.

Attachment 3

Friends of the Old Bega Hosptial Inc Financial Statements 30 June 2015

Operating Statement at 30 June 2016

 

30 June 2016

Income

 

   Membership subscriptions and donations

375.00

   Sponsorships

5,500.00

   Interest

862.31

   Spring Fair

4,836.15

Total income

$11,573.46

 

 

Expenses

 

   Pamphlet design

485.00

   Printing

752.40

   Spring Fair hire and food

5,808.52

   EdgeFM barbeque help

104.42

   Spring fair float

1,000.00

   Reserve Trust site and room hire

130.00

   Bega Show art prizes

100.00

   Fair Trading lodgement fees

54.00

   Bank fees

0.25

Total expenses

$8,434.59

 

 

Net result of operations for the year

$3,138.87

Balance Sheet at 30 June 2016

 

30 June 2016

30 June 2015

Current assets

 

 

   Everyday membership account 200669857

2,665.97

399.25

   Investment account 200699946

32,807.35

31,945.22

   Public account 200669859

378.86

368.84

Total current assets

 35,852.17

 32,713.31

Current Liabilites

nil

nil

Net current assets

$35,852.18

$32,713.31

Non-current assets

nil

nil

Non-current liabilities

nil

nil

Net non-current assets

$nil

$nil

 

 

 

Total assets

$35,852.17

$32,713.31