ANARE Club Inc. NATIONAL COUNCIL PRESENT. BUSINESS. 1. Minutes of the previous National Council Meeting held on 4 August 2013

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1 ANARE Club Inc. NATIONAL COUNCIL The Minutes of the Second Meeting of the National Council of the ANARE Club Held at the Melbourne Aquarium, Flinders Street, Melbourne on Sunday 17 November 2013 at am. PRESENT. President, Dr Joe Johnson (in the Chair), Vice-President, Mr Ian Toohill, Secretary, Mr David Dodd. Councillors; Ms Denise Allen, Ms Marilyn Boydell, Mr Trevor Luff, Mr Ian Mackie, Dr Eva Papp and Dr Margaret Whitelaw. Mr Brian Harvey was present by invitation. Apologies for absence were received from; Ms Charmaine Alford, Dr David Ellyard, Dr Kirstie Fryirs, Mr John Gillies, and Mr Anders Hamilton 0. Opening & Welcome. BUSINESS In opening the meeting the President welcomed Councillors and invited guests to the second meeting of the National Council for Minutes of the previous National Council Meeting held on 4 August 2013 The Minutes of the previous meeting held on 4 August 2013 were taken as read and were confirmed on the motion of Ian Toohill, seconded by Trevor Luff. 2. Matters arising from the Minutes 2.1 The August meeting Action Sheet which had been earlier following the last meeting and had been re-circulated as an aide memoire for Councillor was received and noted after it had been agreed to correct the typo and confirm the Melbourne Mid Winter date as Friday 21 June Any Other Matters other than those listed on the Agenda - There were no other matters 3. Correspondence To receive and to discuss as necessary Correspondence dealt with by the Secretary since the last meeting. 3.1 Proposed use of our Domain Name by Chinese Company. The Secretary briefed the meeting on an approach by a Chinese company informing the Club that it intended to use the Club s name for its products. Almost simultaneously a Chinese Domain name registry had contacted the Club indicating, inter alia, that if the Club wished to avoid this situation it could register the Club s name through that Registry. Advice had been sort from the Chinese Consul General s Office in Sydney. Subsequently further information was sought from the Chinese Registry as to their official status and costs, however no further correspondence has been received from the Registry and it appears that the matter has now lapsed. 3.1(a) A summary list of s and mail received and dealt with by the Secretary since the last meeting was received and noted. 1

2 3.2 Correspondence (Outward) The Secretary reported that he had recently lodged the statutory documents with Consumer Affairs, Victoria, following receipt of the Statement of Annual Accounts. The Secretary s reports were received on the motion of the President, seconded by Trevor Luff. 4. President s Report 4.1 President s Report The President presented his Report to the Meeting covering matters dealt with since the August meeting and referred to the following matters. The establishment of a Victorian Branch had only received lukewarm support. This issue would be raised later in the meeting. The President would attend a meeting in the Director, AAD in Hobart on 29 November and a range of matters concerning the continued positive relationships between the Club and the Division would be canvassed, including the matter of the future of the Vostok Traverse van Aneata. The discussions with the Royal Society of Victoria regarding the relocation of Nel Law s painting had been unsuccessful and he would raise the possibility of its relocation to the AAD or the TMAG when in Hobart. The arrangements for the National Council meeting in Sydney on 23 February 2014 were noted under the Treasurer s Report and for the Council meeting in Melbourne on 1 June 2014, he suggested that an Antarctic Information Function could be held following the meeting in the afternoon with the Club Voyage Representative and perhaps an AAD Scientist reporting on the summer voyage and scientific activities. The President also referred to the Philip Law Medal, the Antarctic Medal and candidates for Life Membership of the Club and invited councillors to bring forward nominations. The report was received. 4.2 Federal Government s Antarctic 20 Year Strategy Plans, etc. The President referred to the recently released Federal Government s Antarctic 20 Year Strategy Plans and indicated that he had written to the Secretary of the Review, Dr Tony Press offering the interest and involvement of the Club in the development the policy proposals. 4.3 Formal appointment of the Club s Membership Officer and Social Secretary The President announced, that despite the fact that the Club s Membership Officer, Margaret Whitelaw and the Club s Social Secretary, Denise Allen, had been appointed Councillors, both had continued in their respective roles of responsibility, without being formally appointed to these positions. Accordingly, the President moved the motion, seconded by the Vice President, pursuant to Section 42(3) of the Rules; That Margaret Whitelaw and Denise Allen be formally appointed to the respective Club positions of Membership Officer and Social Secretary. The Motion was carried unanimously with acclamation. 5. Treasurer s Report In the absence of the Treasurer, Councillors received and considered the following reports submitted by the Treasurer. 5.1 Treasurer s Financial report and Statement of Accounts to October 2013 The following financial matters were received and noted. Statement of Income and Expenditure, including Banking Report. Total Income this financial year to date was $ , with total expenses for the same period 2

3 being $10, leaving an operating surplus for the period of $8, In addition there was $ in the PayPal a/c awaiting transfer to the Club s operating account. NAB Bank Account signatories. There had been significant difficulties with NAB over the change of signatories and a second round of signing documents had been prepared to remove the former Secretary and a death certificate was required before the former Treasurer could be removed from the list of signatories. Part changes had now been made to provide a proper functioning of payments, etc. PayPal Council noted that fact that PayPal charges for the annual membership charge resulted in the Club receiving only $38.74 for each member. It was agreed that this situation would need to be taken into account when Council considered any rises in membership fees to be discussed in the New Year. National Council Member Travel Claims Council confirmed its existing travel claim policy for return air travel and airport to meeting travel for each Council meeting based on the following claim limits; QLD - Melbourne $400 WA - Melbourne $500 NT - Melbourne $500 SA - Melbourne $300 NSW/ACT - Melbourne $300TAS - Melbourne $300 Rural VIC - Melbourne $200 Members would be expected to make bookings well in advance to take advantage of special fares, however, if there were genuine claims for above limit travel expenditures these should be submitted to Council for consideration. Council also agreed as a general rule, that if there were any other out of pocket expenses incurred by Councillors as part of their appointed responsibilities, then these should be submitted for reimbursement. Further in this regard, Council agreed that re-imbursement of large expense items (eg. for Aurora Journal printing and postage, etc.), that the Treasurers be authorised to immediately reimburse these expenses on submission of invoices and to report action taken at the next meeting. Capitation payments to State Branches Council discussed the resumption of Capitation payments to State Branches and agreed that the Treasurer be authorised to make payments for the financial years and to the New South Wales, Queensland and Tasmanian State Branches in accordance with Club Constitution (Section 76(9); Capitation will be paid to each State and Territory Council (Branch) representing 5 per cent of the annual subscription for each financial Club Member within the State or Territory area. Capitation shall be paid at the commencement of the financial tear and based on the numbers at that date. Council noted that that the Western Australia, South Australia and ACT Branches were not functioning as duly constituted Branches at the moment and it was agreed that capitation payments would be resumed as soon as these Branches were able to re-activate their affairs. Arrangements for the Sydney National Council Meeting 23 February 2014 Council noted the arrangements for the conduct of the National Council meeting at Macquarie University (Building E7A) on Sunday 23 February 2014 at am. Council agreed to authorise the Treasurer to pay for catering arrangements and an invitation would be extended to NSW branch members to attend the meeting if they so wished. Council noted that Margaret Whitelaw would be hold a NSW Branch slide meeting on Saturday evening prior to the meeting and all Councillors were invited to attend. Councillors to advise 3

4 Margaret of their intentions to attend. 5.2 Financial Reports from Branches Financial reports from the Tasmanian and Queensland Branches were received and noted. 6. Secretary s Report 6.1 Report on the Lodgement of 2012/13 Annual Return to Vic Consumer Affairs Dealt with under item Correspondence (Outward) Dealt with under item 3.1a 7. Sub Committee Reports and Recommendations 7.1 Strategy Sub Committee The President reported that since that August meeting the Strategy Committee members had been busy along with other Councillors in dealing with a numerous matters associated with the day to day conduct of the affairs of the Club, all of which had been reported in the following reports. 7.2 Publicity & Membership The Convenor of the Sub-Committee, Ian Toohill, presented his report and recommendation which was dealt with in conjunction with the Membership Officer s report. Recommendations concerning the review of Facebook, suggested topical articles for the content of Aurora, improving attendance at the Melbourne National MWD ad development of the renewed relationship with the AAD Membership Officer s Report The Membership Officer, Margaret Whitelaw, presented her report on the Membership of the Club as of 17 November Total financial members as at the date of this meeting was 833 members and since the August meeting the Club had been notified of the passing of 4 members and one non member (formerly of JL line of Polar Ships). The following list of new Membership applications received since the August meeting were approved as members following payment of the annual subscription #2863-FM Rebecca Miller C11/12, 12/13 Summer Ecophysiologist HV/P #2864-FM Allan Thomas! Q61 Radio Supervisor HV/NP #2865-FM Chris George! D10 Carpenter HV/P #2867-SM Dr Robert Schmieder (Heard Is Sc/Amateur radio exp) P2yrs OS #2868-FM Peter Wielinga M09,10,11,13 Expedition Mechanic Pre-dep #2869-FM Dr Stefan Vogel D13 Ice Sheet Scientist! Pre-dep #2870-FM Kalum Krantz D13 Plumber Pre-dep #2871-FM Josh Foster D13 Electrician Pre-dep #2872-FM Alyce Hancock D13 Research Scientist Pre-dep #2873-FM Reece Francis D13 Carpenter Pre-dep #2874-FM Norbert Trupp D85 Senior Comms Officer HV/NP #2875-FM Ben Samuel D13 Summer Electrician Pre-dep #2876-FM Linda McGregorC13 Summer Comms Operator Pre-dep #2877-FM Tom Luttrell C09/10, D12/13, Q13 Round trip SCTO Pre-dep #2878-FM Steven McInnerney C13 Aerodrome Mechanic Pre-dep #2879-FM David Van Duyl D04 Plumber HV/NP Council noted that from time to time members (and lapsed members) who have been 4

5 approved have failed to finalise their membership by paying the initial subscription. Council agreed that such members should receive one reminder about failure to pay their subscription after which they should be declared lapsed and their membership number reallocated and their detail consigned to a lapsed member list. Council noted that during AAD Pre-Departure talks in Hobart 10 expeditioners had taken up the offer of free membership to 30th June Hopefully this new approach to membership will be lasting and Council thanked those Club volunteers involved with these meetings. Council also noted that with the change of the membership year back to 30th June that the Address Cover Sheet will need to have a note advising members of their financial status. The Membership report was received and the Membership Officer was thanked for her work. 7.3 Sales Committee The Convenor of the Sales Committee, Ian Toohill, presented a report on Club sales, which was discussed in conjunction with the overall matter of the current unsatisfactory situation of sales of Club goods and memorabilia. The President opened discussion on this matter and outlined the issues relating to the continuing overall unsatisfactory nature of all aspects of the sale, purchasing, accounting stock inventory and merchandising of the range of Club goods and memorabilia as managed by the Sales Officer. He was acutely aware of the efforts made by members of the Club to try and prop up the management and improve the conduct of the sales of goods to members of the Club, but recent events had now called for decisive action to be taken. He had hoped that the Sales Officer, Brett Free would have been present at today s meeting, as in the absence of any notice from Brett, he had delayed discussion on this item until after lunch in the hope that Brett would attend the meeting. Lengthy discussion ensued and the history of problems associated with the overall management and conduct of the Club sales exercise under Brett were reviewed. Council agreed to adopt a series of decisions concerning the future management and conduct the Club s sales activities and that the President informs Brett immediately by and formally in writing of Council s determinations in this regard. In summary the determinations include, the return of all ANARE sales goods and memorabilia to Brian Harvey s Cheltenham Factory; the handing over of a complete list of all Club goods and memorabilia held at various local, interstate locations or shipboard locations; the provision of all current sales documentation, including unfulfilled orders waiting completion currently in your possession; etc., with all actions to be completed by Monday 25 November 2013, at which time the present Sales Officer s appointment would lapse. Council has further agreed that an Interim Sales Officer be appointed and that Charmaine Alford be invited to accept this position. Council also agreed to appoint an Audit Committee to examine and investigate all aspects of the conduct of sales during the past two years in order that the Club could discover the exact position of its Sales goods, its current obligations and liabilities. Arising from further discussion, Council indicated that it hoped that Brett would remain as a member of the Sales Sub- Committee and that he would be willing to assist the Committee and the Audit Committee in rescuing the Club s sales effort and returning it to a proper sound management and financial accounting position. Council agreed that the President should also raise a related membership matter with Brett. The President in drawing the discussion to a close, called on all Councillors to support the effort now 5

6 required to place the Club s Sales exercise back on a timely sales management basis by the Council s February meeting. 7.4 AAD Liaison The President reported on the range of matters concerning the continued positive relationships with the Division to be raised during his meeting with the Director AAD, Dr Tony Fleming on 29 November These matters would include the ongoing status of the Club Voyage berth and the presentation of the work of AAD scientists to Club meetings. 7.5 Information Technology, including the Social Secretary s Report The Convenor of the IT Subcommittee and Social Secretary Officer, Denise Allen presented her comprehensive report on the management of the Club s website and Data base. A meeting of members of the Sub Committee had held a workshop meeting on 29 August to discuss the structure of the database and web files on value hosting and current passwords. The following management activities performed since the last Council meeting included web page updates, Facebook maintenance, support for online orders for Sales, Membership and dealing with a Value hosting outage late October. The report was received with thanks for Denise s expertise in dealing with the ongoing website and date base maintenance work. The Social Secretary s Report was received and the following issues were discussed. Formation of a Victorian Branch Little interest had been received and given the energy commitment required to successfully maintain and operate a Branch structure, particularly in a State which has an active National Council and a National Mid Winter Dinner, it appears that there is at the moment only lukewarm interest. It was agreed that if further interest is forthcoming, a flyer could be placed in the March 2014 issue of the Aurora. Separate Accounting for the Melbourne National Mid Winter Dinner. As the function is a National Club event, it was agreed that its accounting arrangements should logically form part of the Club s national accounts (as a distinct sub section of the accounts) Attendance of Non-Members at the Melbourne National Mid Winter Dinner Sampling of Victorian members on whether the Melbourne MWD should be opened up to nonmembers has brought mixed results. It should be noted of course that currently, guests, friends and interested public can attend, if they wish by joining the Club as Subscribers. If the Council considers that this issue should be formally voted on by all members then a flyer should be placed in the March Aurora. Altering the Mid Winter Dinner Program to include High Profile Guest Speakers The suggestion for the addition of high profile guest speakers as a drawcard to increase attendance is not recommended and the current ANARE program format with an AAD speaker is considered the most suitable and acceptable for attending members. The report was received and the Social Secretary was thanked for her work. 7.6 Club History The Sub Committee Convenor, Ian Toohill, presented his report on Club memorabilia and the Oral History Project, in conjunction with the comprehensive reports and records received from Ingrid Mcgaughey documenting the conduct and handover of the first phase of the Club s Oral History Project. (These documents were subsequently been downloaded onto a memory stick and been handed to Ian Toohill). 6

7 In discussion Council agreed unanimously that the President should write a formal letter of congratulation to Ingrid for all the work that she had undertaken in establishing the Club s Oral History Project. Council further agreed that the second phase of the Oral History project should now take place and in this regard Council noted that the recording equipment would be used by the Club Voyage Representative, Denise Allen, during her forthcoming voyage. It was hoped that a summary of the first round of the Oral History project could be prepared for the Club website in due course. On the question of Club memorabilia, which is currently spread over a number of sites, it was agreed that that all items should be relocated to a central site and that a catalogue be maintained. The Club Historian, Ian Mackie reported that the ANARE Ski Club would be marking its 50th anniversary of its formation with the unveiling of a commemorative plaque at the Club s lodge at Mt Baw Baw during the weekend of 23/24 November A book on the history of the Club had been produced and he hoped provide a report on the function for the Aurora. 7.7 Voyage Rep. 2013/2014 The Sub Committee Convenor, Ian Toohill, reported on the selection of the 2013 Club Voyage representative. Michael Carr had been selected however, had subsequently advised that he would be unavailable for the AAD allocated voyage (Voy 3 Casey Resupply) Consequently, the reserve applicant, Denise Allen was available and had subsequently been appointed as the Club s Voyage representative. Council noted that Denise would use the Club s Oral History recording equipment during the voyage to continue the oral history program. 7.8 P G Law Medal The President drew attention to the closing date of the nominations for the Phillip Law Medal on 31 December 2013 and invited Councillors to bring forward nominations for the Award. 7.9 Aurora Editorial Board Council received the report from Joint Editor, David Ellyard in his absence and the following points were noted. The handover from the former Editor John Gillies has turned into a multi-stage process and with the forthcoming December Aurora issue David would handle the layout and John would continue to handle the printing and packaging. It was anticipated that for the March issue that layout and liaison with the printer would take place in Sydney, with the packaging being handled in Melbourne. The packaging exercise may remain in Melbourne for the foreseeable future. Changes to content would take some time and a piece on the Mawson Hut replica project would be a feature of the 28 page December issue. The report was received Life Membership The President reminded Councillors of the need to identify members of the Club who had made significant contributions to the activities and affairs of the Club for nomination for Life Membership. At the same time there were a number of members who had been members of the Club for many years and award of a certificate of long service membership would be a suitable form of recognition. He invited Councillors to bring forward nominations for consideration at the next meeting. The following list of current Life Members of the Club prepared by the Club Historian, Ian Mackie was tabled, Life Members of the ANARE Club (22 members) John Bechervaise* Alan Campbell-Drury* David Carsten Max Corry Stefan C Sordas* Robert Dalton* Chris Gamgee 7 Malcom Kirton* Robert Lacey* Phillip Law* Ian Mackie Robert Oldfield Shelagh Robinson* Dick Saxton*

8 8. Other Reports Peter Gibson Brian Harvey Alfred Howard* Syd Kikby 8.1 State Branch Reports * Deceased Frank Smith* Dick Thompson* Doug Twigg Eric Webb* The report of the Tasmania Branch Annual General meeting ( ) was received and noted The Minutes of the Annual General Meeting of the Queensland Branch held 28 June 2013 were received and noted Other Branch reports. The Secretary reported that he had made contact with the Western Australia and South Australia Branches, only to find that these branches had no formal activities and needed to be rejuvenated. The contact details of the financial members in each State had been offered, if there emerged any serious attempt to re-start the Branches. 9. General Business 9.1 Letter from Bill Burch A letter from Bill Burch (4 November 2013) regarding a range of suggestions for improvements to the content of the Aurora, as well as for a proposal for a new membership category of subscriber was received and discussed. Council noted that the existing membership category of Subscriber would be an eminently suitable membership category to meet with the Dr Burch s suggestion, however, there would need to consider the content of the Aurora to meet with the needs and interest of these subscribers. It was agreed that the suggestions raised in the letter were constructive and challenging and that they should be referred on to the Editor for his consideration. 9.2 Keuken Ashes Brian Harvey reported on his visit to Hobart to make arrangements for the Keuken Ashes to be taken to Davis. He had contacted the Station Leader and the scattering of the Ashes at the special location would take place once the sea ice had frozen. 9.3 ANARE State contacts for speakers. A request from the AAD Marketing & Events Manager for an updated list of State contacts to whom they could refer requests for speakers, was received and discussed, and an updated list was arranged. 9.4 Club Christmas Luncheon Melbourne-Parliament House Melbourne 18 December 2013 Ian Mackie extended an invitation to all & Councillors and Journal Packing Shed members to attend the annual ANARE Christmas Luncheon at Parliament House, Melbourne on Wednesday 18 December pm for 1.00pm. The Luncheon will be hosted by Hon Rod Mackenzie and members to RSVP to Ian Mackie by not later than 6 December ANARE Memorial Plaque, St Pauls Cathedral Melbourne The question was raised about the progress with the addition of one name and a correction to an earlier name on the Memorial Plaque and it was agreed to initiate urgent follow up action to have this work completed at an early date. 10. Date of Next Meeting Councillors noted that the next meeting would be held in Sydney at Macquarie University in a meeting room in Building E7A on Sunday 23 February 2014 at am. Councillors from interstate should take the train from the Airport to the Central Train Station, then change to the North Shore Line and get off at Macquarie University. Further details would follow. There being no further business the meeting closed at 3.00pm 8