Fincom Meeting Notes

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FINCOM MEETING via Zoom

Wednesday 27 January 2021,  11:00am

 

Attendees: Skye, Elisa, Lance, Kathy, Suzie, Robin

Apologies:

Chair: Suzie

Minutes: Elisa

 

AGENDA:

• Email Inbox
• Action task progress
• Budget estimate for OC appropriations (urgent)
• Keeping public OC spreadsheet updated
• Draft Terms of Reference (Factory/Workshop GDoc) [regular]

 

BUSINESS:

FinCom Inbox  -  Inbox

• Kristi requests meeting

Action: All to discuss next meeting, after time to consider needs.

Action: Skye to reply to Kristi telling her we’ll set a date at next meeting. 

 

• AGM questions to auditor

Action: Suzie to write to Ian Hales for a copy of auditor’s responses to his AGM questions.  

 

Action Task Progress

All actions complete except those on Terms of Reference.  To be discussed later this meeting.  

 

Budget estimate for OC appropriations

Skye and Lance have drafted budget estimates for 3rd & 4th quarters of FYE2021.  

Motion for Feb SGM: That FCM be appropriated an additional $8,000 to pay invoices incurred up to the end of the financial year

Action: Skye to submit appropriation motion for SGM for $8,000, with funding application showing breakdown.  

 

Keeping public OC spreadsheet updated

• Robin created a simplified version of the OC Gsheet late last year for the OC.  
• It’s called DTE OC Finances  
• We told them we would keep this updated but we haven’t always done so.  
• Outcome: all FinCom members now have edit access to spreadsheet.  

Action: Kathy to keep public OC spreadsheet updated.

 

Draft Terms of Reference (Factory/Workshop - GDoc)

Working draft FinCom Terms of Reference

Action: Lance to add his draft to the bottom of this document.

Action: All to read Skye’s & Lance’s drafts and comment on them.  

Discussion on what responsibilities should be included in Terms of Reference, specifically advising the board on financial matters, and auditing transactions for appropriateness.  Concerns raised regarding taking on more than we can deliver.  

Meeting closed: 12:26pm

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MEETING AGENDA

Generally our meetings run to the same agenda 

Roles

 * Chairperson

 * Minute Keeper

 * Chat Moderator



Timeline

 * Each standing committee has its own agenda

 * ConFest Committee

 * Organising Committee

 * Board