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Annual Report 2015 – 2016

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Annual Report 2015 – 2016 Annual Report 2015 – 2016 1 Table of Contents Notice of the Twenty Sixth Annual General Meeting 3 Minutes of the Twenty Fifth Annual General Meeting 4 President’s Report 2015 / 2016 11 Council’s Annual Report 2015 / 2016 14 Annual Report and Financial Statements for the year ending 30 June 2016 16 Agenda Item 11.1 - Notice of Motion No.1 29 Agenda Item 11.2 - Notice of Motion No.2 32 Agenda Item 11.3 - Notice of Motion No.3 35 Proposed Annual Membership Subscriptions from 1 January 2017 37 Returning Officer's Report and Declaration of Results for Council Election 2016 38 Branch and Special Interest Group Convenor Reports 39 Notice of the Twenty Sixth Annual General Meeting Australian Society of Archivists Inc. Marsden Room, Hotel Parkroyal, Parramatta Tuesday, 18 October 2016, 3.30pm AGENDA 1. Present 2. Apologies 3. Confirmation of Minutes of the Twenty Fifth Annual General Meeting held at the Hotel Grand Chancellor, Hobart, Tuesday, 18 August 2015. 4. President’s Report 5. Council’s Report 6. Treasurer’s Report 7. Auditor’s Report 8. Appointment of Auditor for 2016 / 2017 9. Election of Officers and Councillors / Returning Officer’s Report 10. Appointment of ad hoc committees 11. Special Business and Notices of Motion 11.1 Notice of Motion No 1 – Membership 11.2 Notice of Motion No 2 – Professional Recognition 11.3 Notice of Motion No 3 – Sundry Changes 12. Annual Membership Subscriptions 13. Presentation of Awards 14. General Business 15. Date and Place of the Twenty-Sixth Annual General Meeting Guy Tranter ASA Secretary 26 September 2016 3 Minutes of the Twenty Fifth Annual General Meeting MINUTES (Draft) Grand Ballroom, Hotel Grand Chancellor, Hobart Tuesday, 18 August 2015 The Annual General Meeting commenced at 2.30pm. 1. Present Karen Anderson, Katie Bird, David Bloomfield, Fiona Burn, Maria Carvalho, Sue Coppin, Delene Cuddihy, Peter Crush, Adrian Cunningham, Joanne Evans, Fraser Faithfull, Peter Francis, Kathryn Frankland, Pauline Garland, Gionni Di Gravio, Cassie Findlay, Gerard Foley, Evangeline Galettis, Laura Harris, Sheena Hesse, Glenn Howroyd, Chris Hurley, Liz Irving, Mike Jones, Pauline Joseph, Jessica Kilpatrick, Rachel Kuchel, Vivienne Larking, Nicola Laurent, Richard Lehane, Tony Leviston, Susan Long, Julia Mant, Sigrid McCausland, Colleen McEwen, Angela McGing, Nicki Ottavi, Jenny Pearce, Kylie Percival, Michael Piggott, Alexander Pouw-Bray, David Roberts, Catherine Robinson, Tim Robinson, Gregory Rolan, Judith Seeff, Maggie Shapley, Robert Sharman, Susan Sondalini, Steve Stefanopoulos, Christopher Stueven, Shirley Sullivan, Ian Sutherland, Rodney Teakle, Craig Tibbitts, Guy Tranter, Louise Trott, Susie van der Sluys, Marilynne Vietnieks, Lynda Weller, John Waterhouse, Danielle Wickman, Elisabeth Wilson, Kirsten Wright, Stephen Yorke. 2. Apologies Lee Amoroso. Carol Anderson, Karin Anderson, Baiba Berzins, Karin Brennan, Ursula Brimble, Jill Caldwell, Samantha Cooper, Rhonda Cotsell, Kathryn Dan, Jenni Davidson, Patricia Downs, Robyn Eastley, Kim Eberhard, Katherine Gallen, Barbara Hoffman, Klaus Inveen, Anne Kelly, Michele Keogh, Rowena Loo, Rosemary Mammino, Lennie McCall, Lorien Milligan, Satoko Mita, Michael Moran, Sally Newton, Margaret Paterson, John Phelan, Jon Readhead, Barbie Ryan, Mary Ryan, Fiona Russell, Spiros Sarris, Joanna Sassoon, Clive Smith, Bronwen Stinson, Marie Steer, Rachel Uren, Geraldine Woodhatch, Barbara Van Bronswijk. 2.1 – Proxies The following proxy votes were received by the due date of 15 August 2015: Lorien Milligan (+ proxy/ Tatiana Antsoupova) For Membership Subscriptions only. Klaus Inveen (+ proxy/Chair). For both. Karin Brennan (+proxy/Tim Robinson). For both. Michelle Keogh (+ proxy/Chair). For both. Patricia Downs (+ proxy/Chair). For both. Clive Smith (+proxy/Chair). For both. 3. Confirmation of Minutes of the previous meeting: Confirmation of the Minutes of the 24th ASA AGM Motion: That the minutes of the 24th ASA AGM held on 30 September 2014 be accepted as a true and accurate record. Moved: Louise Trott Seconded: Peter Crush Carried 4 3.1 Matters Arising 13. 1 - General Business – UNISIG Motion of Notice. Anne Picot noted she would like to bring to the attention of members the lack of opportunity for SIGs to report to ASA membership on matters arising at SIG annual general meetings. It was suggested that ASA AGM is the appropriate forum for these reports which would provide some accountability for SIGs. The President thanked Anne for highlighting this point of view. 4. President’s Report As published on pp. 9-11 of the Annual Report 2014-2015. The President also noted she would provide members with a brief overview of a proposed Repositioning Strategy for the ASA currently under consideration by Council at the conclusion of the AGM. Motion: That the President’s Report be accepted. Moved: Steve Stefanopoulos Seconded: Janet Howse Carried Adelaide Parr provided an update to the meeting on the current ASA Accreditation process, which is a joint accreditation with ALIA/RIMPA. This initiative will raise the profile of the profession as well as streamline the process for institutions. All ASA courses will have their current accreditation extended to assist with aligning schedule. Discussion followed: • Colleen McEwen queried the omission of the Archivist’s Mission Statement from Archives & Manuscripts. ACTION: Louise Trott will ensure the Archivist’s Mission Statement is returned to Archives & Manuscripts. • Chris Hurley asked for clarification on the net profit, with the query being held over until the Treasurer’s Report. 5. Council’s Report As published on pp. 12-13 of the Annual Report 2014-2015, the members acknowledged the outgoing Councillors with acclamation. Motion: That the Council’s Report be accepted. Moved: Anne Picot Seconded: Mark Brogan Carried Following the initial vote of approval, the President moved that the Council Report should be amended to report the actual profit of $99, 411. Motion: That the Amendment to the Council Report be accepted. Moved: Anne Picot Seconded: Mark Brogan Carried 5 6. Treasurer’s Report The Treasurer noted that a profit of $99.411 was made. The Treasurer noted that there had been an accounting error made in the previous year’s financial accounts which recorded an incorrect profit for the 2013 Canberra Conference. That Conference had actually made a profit of $53,000.08. That accounting arrangement was corrected for this Financial Statement. Ian apologised for the error. The Treasurer noted that there had been increases in income, and that consulting has increased, reflecting investment in the ASA’s marketing strategy for example. He noted the ASA pays three honorariums; Membership Officer, IT, and Website design. There are two paid contracts, Finance and Admin Assistant. There is also payment to the Editor of Archives & Manuscripts, which is covered in the arrangement with Taylor & Francis. He noted that the introduction of website has made payment of dues easier and helps in terms of conference planning (PCO role). Motion: That the Treasurer’s Report be accepted. Moved: Peter Crush Seconded: Anne Picot Carried Discussion followed: • Anne Picot queried what are the ASA is doing with the surplus. The Treasurer noted we are in a crossroads situation, and that to maintain an office would still be difficult. The ASA only spends the profit from the previous year, which ensures we manage the accounts responsibly. The repositioning strategy and training package are investments, which will benefit members. It is important to retain monies in reserve, and use the money to augment member services and initiatives which extend the impact of the ASA, rather than setting up an office. The President added the low-cost approach to running the Society has worked and now the Society is a position to fund key projects, and return benefits to members and support the profession. • Mark Brogan queried the costs of the Taylor & Francis contract, the proposed A&M retro- digitisation project, and CPD training using Moodle. The President noted Moodle contract is $200 per month to keep live and was in fact the cheaper offer, although not the first preference for the ASA. Louise Trott responded she had been in contact with Informit regarding the retro-digitisation and she is seeking a quote to take to Council meeting in September 2015. The Treasurer noted the T&F contract had delivered a profit this financial year to the ASA. • Maggie Shapley queried why T&F were not going to retrospective digitisation as it was initially in the contract the ASA signed in 2011. Louise Trott responded that the ASA had negotiated to be released from that clause in 2015, as T& F were not interested in back catalogue. She noted that copyright remains an issue for the success of the project. • Colleen McEwen noted the T&F Contract expires in 2017 and queried what mechanisms the ASA would put in place to renew the contract, The President noted the renewal was on the radar and she would seek to certainly review the advantages in continuing and look to explore the current payment arrangements for institutional members. 6 • Chris Hurley queried whether the ASA has a budget as part of governance planning. The President noted the budget is generated as an internal planning document. The Secretary noted the budget was incorporated into Council meeting papers and available on request but not published to the ASA website. • Anne Picot queried whether the digitised issues of A&M would be a member benefit at no cost. Louise Trott noted she would canvass options in a paper to Council. • Janet Howse raised the issue of membership and part-time workers. The Treasurer and President noted this was part of the marketing review. The current membership structure is convoluted and Council wants a good outcome that is clear to members. This was not a quick solution but likely part of a five-year plan. 7. Annual Membership Subscriptions As published on page 25 of the Annual Report 2014-2015. Notice of motion: That the rates of membership subscription remain at the levels set 1 January 2014 as follows: Membership Class Subscription (Inc.
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