AGM 2019

  • Chairman’s Report
  • Auditor’s Report
  • Minutes

Chairperson’s Report: Annual General Meeting, November 6, 2019.

We conclude 2019 in a stronger position than 12 months ago and there are a number of reasons for this.
In terms of continuing to offer a wide variety of courses there is no doubt the work of our Program team has ensured members have access to a diverse and interesting selection of courses. We appreciate the ongoing contribution of a number of tutors who have been with us from the start and in each semester this year we have been able to add new courses and new tutors. In a couple of weeks we will be hosting a morning tea for all tutors to say thank you on behalf of the membership and to talk with them about ways we can improve our U3A and the courses we offer our members.

We have consolidated our membership numbers this year and at the time of doing this report we had 117 financial members. As you will see we are in a sound financial position and this enables us to keep our annual membership fee at the same level as 2017. We have also been able to invest in our office and administration so that we can gradually improve the level of service to our members and tutors. We remain completely dependent on the voluntary work of the committee and our tutors.  

All committee members have contributed to the success of this year including enabling us to have a weekly office presence. I think committee members will understand when I highlight the contribution of the following: Bev Jennings for the establishment and running of our office and importantly the systems we need to be able to function more effectively. Sue Ewing has taken on additional responsibilities with the program and our website.  Thank you to Gaye Aitken for managing the money and related financial issues and to our Secretary Cheryl Larcombe.

On a very sad note we lost Max Cole during the year. His sudden passing was a shock to all. Max made a substantial contribution to the establishment and ongoing operation of our U3A.

A number of Committee members have again indicated they will remain involved, however we will be a stronger organisation in the long term if we can add to the group. We will welcome with open arms any member who would like to help in any aspect of the organisation.

Tutors, courses, venues and a semester program represent the work of our programs team. Managing our membership database, compiling “class lists”, publicity and communication, finance and general administration work to support the organisation and delivery of courses summarises other work undertaken by the committee.

We continue to enjoy a productive and supportive relationship with Switch Tasmania, the main “tenant” here at Apex House. Having office space here has been a game changer for us and over the next 12 months we can make substantial improvements to our organisational and administrative arrangements.

While we have increased our promotional activities with pleasing results, the best promotion is word of mouth.  A number of our members have found U3A to be life-changing. If you are enjoying U3A or have been stimulated by a particular program, tell a friend and share your story.

A sincere thank you all who have helped us this year. Our mission is a simple and important one: U3A Central Coast aims to be a key community resource for those over 50 years of age, enabling its members to be engaged in activities that provide opportunities to learn for pleasure with friendship.

Malcolm Wells, Chairperson

for and on behalf of: U3A Central Coast (Tas)

Committee U3A Central Coast (Tas) as at November 2019:

Gaye Aitken, Jane Bennett, Sue Ewing, Jan Hammersley, Janelle Hannah, Janene Hodgkinson, Bev Jennings, Cheryl Larcombe, Alison McArd, Ken McKenzie, Ian Sansom, Hilda Tindal, Drew Thomas, Malcolm Wells.

Auditor’s Report

Camerons have audited the financial statements and notes to and forming part of the financial statements of U3A Central Coast for the period 1st October 2018 to 30th September, 2019.

Our Audit has been conducted in accordance with the Australian Auditing Standards to provide reasonable assurance whether the financial statements are free of material misstatement. Our procedures included examination, on a test basis, of evidence supporting the amounts and other disclosures in the financial statements, and the evaluation of accounting policies and significant accounting estimates. In our opinion, except for the effects of such adjustment, if any, as might have been determined to be necessary had the scope of the audit not been restricted as mentioned in the preceding paragraph, the financial statements present fairly in accordance with the accounting policies, the financial position of the U3A Central Coast, Tasmania Incorporated as at the 30th September, 2019.

Opening balance Bank of US account $ 5,077.40

Income – membership fees 4,680.00

Sub Total 9,757.40

Total Expenditures: 3,919.73

Bank Balance as at 30th September, 2019 $5,837.67

U3A CENTRAL COAST TAS (INC)

MINUTES OF ANNUAL GENERAL MEETING

  Wednesday 6 November, 2019 at 2.00 p.m.

at Switch/Apex House, 3 Gollan Street, Ulverstone

Present: Bev Jennings, Sue Ewing, Kathleen McMahon, Alison McArd, Malcolm Wells, Gaye Aitken, Ken McKenzie, Cheryl Larcombe, Janene Hodgkinson, Lee Hancock, Nancye Forster, Jeff McNamara, Janelle Hannah,

Apologies: Jan Bonde, Jane Bennett, Brian Dowse, Kaye Ling, Drew Thomas, Ian Sansom, Kaylene Griffin, Damian Griffin and Martina Butler

Malcolm welcomed members to the AGM.

1. Chairperson’s Report

Malcolm presented his report and recognized the improvements over the past year, and the current membership of 117.  He highlighted our promotion strategies and encouraged everyone to promote U3A through their friends and contacts.  

Ken moved that Malcolm’s report be received.  Seconded by Alison McArd

2. Minutes from 2018 AGM

Kathleen moved that the minutes be accepted.  Seconded by Bev Jennings.  

Bev encouraged members to become active supporters of the Committee functions.

3. Auditor’s Report

Gaye presented the Auditor’s report and explained that the advertising referred to a set of new brochures as well as articles posted in the Central Voice.  Alison commented that the funds to advertise in the Voice were well spent and had lead to increased membership. Ken also commented that advertising the AGM through the Voice and Facebook had saved approximately $300. 

Gaye mentioned that we are considering insurance cover through an Association Liability and Voluntary Workers Personal Accident Policy.   The quote for this policy is $632.72.  Alison acknowledged that this was a positive move and similar to a policy held with another association she is involved in.  One of the benefits and advice from the Insurance Company is that we assess the suitability of private venues.  The process for doing this is underway.

Bev moved that the Treasurer’s report be accepted.  Janene seconded.  Bev also congratulated Gaye on her work and attention to detail as Treasurer.

4. Election of Officers for 2020

Malcolm relinquished the chair and Ken McKenzie chaired the election.

  • Chairperson – Malcolm Wells
  • Deputy Chairperson – Bev Jennings
  • Treasurer – Gaye Aitken,
  • Secretary – Cheryl Larcombe
  • Public Officer – Ken McKenzie
  • Program Co-ordinator – Sue Ewing,
  • General Committee Members – Janene Hodgkinson, Alison McArd, Ian Sansom, Drew Thomas and Lee Hancock

5. 2020 Membership Fees

Discussion focussed on the cost of running the organization.  It was decided it was approximately $4000 per annum.

Gaye Aitken moved that the fees remain at $40 per year.  Seconded Kathleen McMahon. 

6.  General business 

  • The Rules and Constitution of the organization were approved for 2019-20 without any changes.

Agenda items for consideration at a future Committee meeting.:

  • The possibility of extending the course offerings through special events or visiting guest speakers in partnership with neighboring U3A’s.
  • Offering more ‘one-off’ sessions, as these seem to be very popular and often support member’s availability to participate in, and attend courses.
  • Auditing the attendance at courses to assess popular and well-attended courses.

Meeting closed at 2.52pm