Meeting Minutes
Date: 25 November 2024
Time: 8:00 PM
Chairperson: Martin Hameeteman
Attendees: All attendees
Apologies: None
1. Welcome and Opening
- Chairperson welcomed all attendees.
- Previous meeting minutes were read out.
2. Treasurer’s Report
- Treasurer visited the bank on 25 November.
- Bank forms were not sent from Grantville to Bunyip, so the Treasurer could not be added to the account.
- The Treasurer has access to the account and will begin a ledger.
- Incoming funds: $2,574.08 (Stripe membership payment).
- Outgoing funds: None.
- Discussion on Bendigo Bank issues:
- VP suggested revisiting the option of changing banks if issues persist.
- Treasurer and Assistant Treasurer to confirm bank requirements for signatories.
- VP proposed the following ground rules for the card account:
- Maintain a $500 balance.
- Authorisation from two individuals required if balance exceeds $500.
- If balance drops below $250, immediate action to replenish funds is necessary.
- Motion passed unanimously.
- VP paying for Join It subscription month-to-month.
- Current 20% discount valid until October 2025.
- Proposal to link Join It to the card starting December.
- Treasurer or Assistant Treasurer to organise linking of Join It.
3. Tax Identification
- VP reported that ATIA does not have a tax identification.
- Stripe and Join It currently funnelled through VP’s personal account.
- Public Officer and Treasurer to take steps to secure a tax ID by the next meeting.
4. Membership Management
- Discussion on general memberships:
- Are we currently accepting memberships?
- Is a referral required?
- Which platforms are suitable for advertising?
- How are applications being processed?
- Recommendations for membership:
- Process should include nominations from foundation members.
- Foundation members should be contacted for potential referrals.
- PO suggested a referral followed by a trip with the group to assess compatibility.
- VP and PO to collaborate on advertising strategies.
5. Communication and Marketing
- VP suggested the idea of newsletters, noting one may not be feasible this year.
- PO proposed Christmas cards for members, with VP to organise and ensure stickers are sent to absent members by 29 November.
6. Logo and Branding
- Walter presented logo options for ATIA.
- Secretary to compile logos into a document for committee review by 3 December.
- Logos must be distinguishable from ATA and clear at thumbnail size.
7. Email and Website Management
- President suggested creating a general email accessible to multiple committee members.
- VP working on securing a not-for-profit account with Microsoft 365.
- Sponsorship opportunity to cover email costs ($28 per inbox).
- Interim solution proposed: use aliases.
- Website updates:
- Member contact details to include President and Secretary’s emails.
- Committee agreed not to include phone numbers on the website.
- ATA contact number to be listed instead.
- Address updates and spelling corrections to be made.
8. Constitution and Governance
- Proposed $500 to amend the constitution through Consumer Affairs Victoria (CAV).
- Discussion on how to address misconduct or inappropriate behaviour within the group.
- Members should be informed of issues to allow for response and resolution.
9. Upcoming Events
- Saturday trip discussion:
- Ensure vehicles are roadworthy before attending trips.
- Emphasis on notifying participants of guidelines and expectations.
10. Other Business
- Secretary and PO to create an application document for memberships as soon as possible.
- All records to be stored at Braeside; Public Officer can request access.
- Next meeting scheduled for 16 December 2024 at 8:00 PM.
- AGM scheduling to be addressed at the next meeting.
Meeting Adjourned: 9:53 PM