Annual Report 2011
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AnnualAnnual ReportReport 20112011 –– 20122012 1 Notice of Meeting 3 Minutes of the Twenty First Annual General Meeting 4 President and Vice President’s Report 9 Council’s Report 13 Annual Report and Financial Statements 15 Annual Membership Subscriptions from 1 January 2013 27 Returning Officer’s Report 28 Notices of Motion Motion 1 29 Motion 2 31 Motion 3 33 Branch Convenor's Reports Australian Capital Territory 35 New South Wales 37 Queensland 41 South Australia 42 Victoria 44 Tasmania 46 Western Australia 48 Special Interest Group Convenor's Reports School Archives SIG New South Wales 50 Queensland 53 South Australia 55 Victoria 56 Western Australia 59 2011 National Symposium Report 61 International Council on Archives Section of Professional Associations Report 63 Notice of Meeting Australian Society of Archivists Incorporated Twenty Second Annual General Meeting Brisbane Convention & Exhibition Centre, Room P4. Cnr Merivale and Glenelg Streets, South Bank, Queensland. Thursday, 23 August 2012 from 5.30pm AGENDA (issued Monday 30 July 2012 on behalf of the Australian Society of Archivists Inc. Council) 1. Present 2. Apologies 3. Confirmation of Minutes of the Twenty First Annual General Meeting held at History House, 133 Macquarie Street, Sydney, on 19 October 2011. 4. President’s Report 4A Council’s Report 5. Secretary / Treasurer’s Report 6. Annual Membership Subscriptions 7. Auditors Report 8. Appointment of Auditor for 2012 / 2013 9. Election of Officers and Councillors / Returning Officer’s Report 10. Appointment of ad hoc committees 11. Special Business and Notices of Motion 12. Presentation of Awards 13. General Business 14. Date and Place of the Twenty-Third Annual General Meeting Council proposes Wednesday 16 October 2013, Canberra, ACT 3 Minutes of the Twenty First Annual General Meeting of the Australian Society of Archivists Incorporated on 19 October 2011 at History House, 133 Macquarie Street, Sydney, NSW Meeting commenced at 3.05pm Present: (46) Tatiana Antsoupova, Lee Amoroso, Margaret Avard, Joanna Baker (Councillor), Baiba Berzins, Jackie Bettington, Katie Bird, Karin Brennan, Maria Carvalho, Paul Dalgleish, Cassie Findlay, Kathy Frankland, Pauline Garland, Melanie Grogan, Richard Lehane, Pat Jackson (President & Chair), Debra Leigo, Ewan Maidment, Julia Mant, Sigrid McCausland, Colleen McEwen, Angela McGing, Helen McLaughlin, Lyn Milton, Adelaide Parr, Margaret Paterson (Councillor), Janette Pelosi, Kylie Percival, Anne Picot, Michael Piggott, Svemir Popovic, Louise Preston, Janet Prowse, Barbara Reed, David Roberts, Catherine Robinson, Tim Robinson, Br William Shaw (Councillor), Jim Sinclair (Returning Officer), Clive Smith (Secretary / Treasurer), Marie Steer, Shirley Sullivan, Ian Sutherland, Louise Trott (Vice President & Deputy Chair), Alan Ventress, Stephen Yorke. Agenda Item 1 – Introduction and welcome Acknowledgement of the Country of the Gadigal People, and their elders past and present, on whose land the meeting took place. Agenda Item 2 – Apologies Margaret Birtley, Fiona Burn, Peter Crush (per Kylie Percival), Kate Cumming, Kathryn Dan (per Adelaide Parr), Patricia Downs, Kim Eberhard, Gerard Foley, Katherine Gallen, Marian Hoy, Chris Hurley (per Anne Picot), Margaret Reid, Joanna Sassoon, Anne-Marie Schwirtlich. Agenda Item 3 – Timekeeping and Confirmation of the Minutes of previous meeting The President delegated timekeeping responsibilities to Vice-President, Louise Trott, who proceeded to chair the meeting. The Chair noted allocated timeframes for the Agenda items and confirmed that the Standing Orders specify a maximum of 3 minutes speaking time. Questions can be asked at the end of all the reports. Confirmation of the Minutes of the 20th ASA AGM held on 14 October 2010 – it was noted that Ray Edmondson‟s names were spelled incorrectly and confirmed that items arising from the minutes would be dealt with in other business. Motion: That the minutes of the 20th ASA AGM held on 14 October 2010 be accepted as a true and accurate record. Moved: Alan Ventress Seconded: Kathy Frankland Carried Agenda Item 4 – President’s Report 2010-2011 The President Pat Jackson read the President‟s Report (as printed in the 2010-2011 Annual Report), and also thanked Barbara Reed, Maggie Shapley, and Catherine Robinson for providing advice to her and to the Council during the year. 4 Motion: That the President‟s Report be accepted. Moved: Pat Jackson Seconded: Alan Ventress Carried Agenda Item 5 – Executive Officer’s Report The Executive Officer Alice-Anne Boylan read the Executive Officer‟s Report (as printed in the 2010/2011 Annual Report). Motion: That the Executive Officer‟s Report be noted. Moved: Pat Jackson Seconded: Steve Stefanopoulos Carried Agenda Item 6 – Secretary / Treasurer’s Report The Secretary / Treasurer, Clive Smith spoke to his Report and noted the following: 2010/2011 was a disappointing year given the expected turnaround announced at the 2010 AGM. The 2010/2011 budget had been passed by Council in September 2010 and there was confidence it would be realised. There were a number contributing factors for losses in the financial years 2006/2007, 2007/2008, 2009/2010, and 2010/2011. In early 2010, the Council had reviewed the staffing situation from a business continuity perspective, and in June 2010 Council decided to appoint an Executive Officer. Although a new budget was prepared and approved by Council in 2010, there were some unexpected, and therefore unbudgeted issues. For example, difficulty with the online membership system caused disruption to the membership renewal process. Additional staffing has also had an impact on the Society‟s finances. At its last two meetings Council reviewed the budget with a view towards a „break even‟ budget in 2011/12, assuming a stable membership base. The decision to employ staff was prompted by the fact that there was a surplus of unused funds and the ASA was one of the few significant archival associations without staff. Employment of professional executive staff was intended to progress the Society to more professional management, and to allow Council to focus on leading the organisation. Motion: That the Secretary / Treasurer‟s Report be accepted. Moved: Clive Smith Seconded: Anne Picot Carried Agenda Item 7 – Annual Membership Subscriptions Clive Smith proposed that there be no change to subscription rates. Motion: That the Membership subscriptions be set at the following rates from 1 January 2012 (unchanged). Moved: Clive Smith Seconded: Ewan Maidment Carried Agenda Item 8 – Auditor’s Report Louise Trott drew the members‟ attention to page 38 of the Annual Report papers. 5 Motion: That the Auditor‟s Report be accepted. Moved: Clive Smith Seconded: David Roberts Carried Agenda Item 9 – Appointment of Auditor for 2011-2012 Motion: That Better Accounting be appointed auditors for 2011-2012. Moved: Clive Smith Seconded: Margaret Paterson Carried Agenda Item 10 – Returning Officer’s Report The Returning Officer for the 2011 AGM is Jim Sinclair, who spoke briefly to his published Report. Jim thanked Br William Shaw for his assistance on the day of counting the votes. 126 votes were received. Of these 4 were informal votes. 54% of Professional members voted. The results of the election were as reported in the Annual Report: Vice-President: Kylie Percival Councillors: Cassie Findlay, Luisa Moscato, and Katherine Gallen Pat Jackson welcomed the new members to the Council. Motion: That the Returning Officer‟s Report be accepted. Moved: Baiba Berzins Seconded: Karin Brennan Carried Agenda Item 11 – Appointment of Ad Hoc Committees – None Clive Smith clarified that the Editorial Board was appointed by the Journal Editor but not appointed by the AGM as an ad hoc committee. Agenda Item 12 – Special Business and Notices of Motion Agenda Item 12.1 Notice of Motion A Notice of Motion had been submitted by Peter Crush who was not able to attend the AGM in person. The purpose of the motion is to formalise the common practice that, in the absence of a formal „mover‟, the meeting will still consider the motion. The Rules do not allow for this yet. Peter has commended this change to the Rules in order to enable discussion to take place in meetings. Motion: That the proposal for amendment of Sub-rule 6 of Rule 15 as submitted by Peter Crush be adoped Moved: Anne Picot Seconded: Clive Smith Carried Agenda Item 12.2 - Archives & Manuscripts Steve Stefanopoulos confirmed that the Archive & Manuscripts contract is for the future issues from 2012, and for the past issues subject to copyright clearance. Alice-Anne Boylan will be contacting each author re copyright clearances. 6 It was suggested that Council considers the current dissatisfaction of membership of the Editorial Board matters and the mass resignation, as there appears to be no current means of dealing with this dissatisfaction. Motion: „In view of the effective vote of no confidence by the mass resignation of the e-A&M subcommittee and the uncertain status of Helen McLaughlin and David Roberts, this AGM of the ASA recommends to Council that it establishes a new Editorial Board to oversee all of the publications programs, including Archive & Manuscripts and the proposed magazine, and future books, to be composed of a minimum of 3 professional members who are not members of Council, to ensure input into the publications of professional archival experience and theory. This AGM recommends to Council that it establishes a new Editorial Board to oversee publications.‟ Moved: Anne Picot Seconded: Baiba Berzins Anne Picot provided background to the motion, noting there was considerable alarm due to the mass resignation of very experienced Archive & Manuscripts Editorial Board members. This motion was an expression of widespread concern generated by assigning one of the Society‟s principal assets (Archive & Manuscripts) to a private organisation. It was also noted that not all of the Editorial Board members had resigned. Barbara Reed requested that the motion be strengthened to ensure there is an accountability mechanism. A Board can be established at a meeting but Council can choose to ignore it.