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September 2024 – COMMITTEE MEETING MINUTES

Byydra_admin

COMMITTEE MEETING MINUTES

Thursday 19 September 2024
4:14 pm FLEC Normanville

Chair: Caroline Weatherstone
Minutes: Lauren Davis

Welcome Guests: Pat (dog park), Nick Pearce & Cllr. Wayne Gibbs

Committee Members: Caroline Weatherstone, Jane Power, Richard Fairweather, Ginny Frahn, Des Gubbin (via video call), Lauren Davis

Present: Caroline Weatherstone, Jane Power, Richard Fairweather, Virginia Frahn, Des Gubbin, Lauren Davis

Apologies: Nil
Amendments: Nil
Minutes from previous meeting: Moved – CW Seconded – LD

Treasurer Report:

• see attached YDRA Treasurer Report dated 19 September 2024, Statement 41
• see attached Dog Park Treasurer Report dated 19 September 2024

Des Gubbin raised concerns regarding the current practice of two separate treasurer reports for YDRA and the Dog Park – believes it should be reported as one as we are one entity.

Treasurer Report was moved by CW and seconded by VF – Des Gubbin raised a division as did not agree and voted against the YDRA treasurer report because it does not include the Dog Park account funds. Treasurer informed the report is presented as one report at the AGM but as two in committee meetings for ease of explaining separate funds for separate projects.

Signatories on Bank Accounts:

Currently the same two signatories on both YDRA & Dog Park bank accounts – Caroline Weatherstone & Richard Fairweather – Caroline Weatherstone wishes to step down as a signatory on the bank accounts.

Caroline Weatherstone moved Virginia Frahn and Richard Fairweather to be signatories on YDRA account and Lorraine Felix and Richard Fairweather to be signatories on the Dog Park account – seconded by LD, carried unanimously

Des Gubbin moved a motion to have two to sign on our internet banking/payments – seconded by CW and carried unanimously. Note: our constitution states payments to have two to sign and any non-recurring amount greater than $500 must be authorised in advance at a general meeting.

Caroline Weatherstone to arrange paperwork from the bank to make the changes.

The Dog Park minutes will be attached.

 

1. Lack of transparency from Council Response to 20-30 vision statement.

• Held over due to lack of time this meeting, move to next agenda

· Have not responded to Nathans’s letter re: we are not permitted to attend the Strategic Financial Workshops – we would like to him to reconsider.
ADDIT: Wayne Gibbs joined the meeting late and informed the meetings are legally required to be open, therefore we can attend, next Tuesday, agenda to be made public with times

2. Lack of response from Department Infrastructure & Transport

• CW receives updates via generic emails but no individual response

3. Does YDRA have Legal and Public Liability Insurance?

· Does the insurance cover our auspice agreements with local groups?

o No insurance at the moment, Council may be able to provide insurance under volunteers, but RF cannot see an issue at the moment because can’t see any immediate problems with the stage the Dog Park is at
o At this stage RF cannot see any complications which would negate the arrangement with YDRA continuing with the Dog Park as a sub-committee
o Discussed the advantages of the Dog Park setting up their own association or coming under a well-established organisation such as the Lions Club. YDRA a small committee seeking new members to be viable after our next AGM.
o JP would like to see a timeframe of when the dog park becomes independent from YDRA

· Are we at risk of liability from any auspice group and do we need a written agreement with them?

  • There is no auspice agreement.
  • DG raised concerns of grant applications being lodged by the dog park under YDRA without an auspice agreement
  • DG moves any future grant applications come to the committee first, seconded by CW, carried unanimously.

· What is the income cap before we need to register for GST and submit BAS statements, and is YDRA submitting Not-For-Profit annual status forms?

o $75,000 – Dog Park is not going to be an income producing park, so not an issue, just raising funds to set it up.

4. Future Q&As

• Held over due to lack of time this meeting, move to next agenda

4. Dog Park

• As per discussion above
• Fund raising continues to be successful
• Awaiting confirmation of location
• Dog Park committee members keen to become members of YDRA

5. Correspondence in/out

• Nathan Cunningham email response to our correspondence re: zoom meeting numbers/recording and YDRA representative attending the Strategic Financial Workshops

6. Welcome Guest – Nick Pearce to talk about the farmers meeting held on Wednesday and how/if YDRA can collaborate

• Nick gave a background of the farming community concerns for increasing rates and the overwhelming attendance to a farmers meeting held at Parawa.
• Notably, no Field Ward Councilors (the farmers representatives) attended but all Light Ward (township) Councilors attended
• Discussed council debt, highest rate payers in the State with no correlation to CPI
• Loss of confidence in Council, with debt increasing and independent reports of council being at risk of being financially unsustainable
• Concern for ESCOSA (Essential Services Commission of SA) report and how council is not required to take on their recommendations
• Need radical plans to save big dollars
• Possibility of employing a private forensic accountant funded by local associations, accessing FOI (Freedom of Information)

7. Any other business

Jane Power to send a letter to ombudsman re: amalgamation, council costs, ESCOSA report being ignored

Meeting finished 6.14pm, next meeting Nov 17th 4pm, FLEC

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