Fincom Meeting Notes

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FINCOM MEETING via Zoom

Wednesday 3 February 2021,  11:00am

 

Attendees: Robin, Skye, Lance, Elisa

Apologies: Suzie 

Chair: Robin

Minutes: Elisa

AGENDA:

• Email Inbox
• Action task progress
• Set date to meet with bookkeeper [SF] suggesting 3/3/21 @11:30 & extend til 12:30
• Terms of Reference (Factory/Workshop GDoc) [regular]

BUSINESS:

FinCom Inbox  -  Inbox

• Country Waste bill and Origin Energy to be forwarded to This email address is being protected from spambots. You need JavaScript enabled to view it. and This email address is being protected from spambots. You need JavaScript enabled to view it.  Bills should be going to Accounts or OCmail; not sure which.  We can forward these ones on, but someone should ask Country Waste to send it to the correct email, whatever that is. Us or the OC?  

Action: Skye to forward bills to OCmail.org.au.  Skye to request confirmation from OC as to permanent address for OC bills, so FinCom can contact billers with correct email address for invoices.  

• Peter Tippet “privacy policy update” - Motion: That Fincom develop a privacy policy that clearly states that receipts handed in to DTE are the property of DTE so that volunteers are aware that information provided could be made available to members and volunteers.

We have concerns about blanket FOI to members and volunteers on all receipts.  This motion is not in keeping with Privacy principles.   

Action: Deferred to 10 Feb: Draft response to Peter.  

DRAFT: Dear Peter, we discussed your proposed motion re Receipts. BLANKET FOI  for EVERY detail on EVERY receipt for EVERY Cardholder and reimbursement is not in keeping with Privacy principles.  ...with individual members and volunteers that FCM works closely with…  The rapport we have built with individual members and volunteers would be severely compromised.  This would reduce our capacity to achieve the high level of cooperation we have developed to date.

• Troy sent access to his receipts via a private Dropbox.  Problematic as we no longer have a Dropbox account.  We need to get receipts into GoogleDrive folder.  

Action: Skye to contact Troy re uploading his receipts to his FinCom GDrive rather than sharing his private Dropbox.  

Action: Deferred to 10 Feb:  We need to write to anyone using Dropbox, asking them to use the assigned Google Drives instead.  

Action Task Progress:

Deferred to next meeting.  

Meeting Needed with Kristi

• Kristi has asked to meet with us.  

Action: Skye to set up meeting for 3 March.  

• Kristi is ready to enter receipts for the first two quarters of FYE2021.  We have not yet processed them.  Most of the transactions were on accounts managed by Melody.  

Action: Skye to contact Melody re progress on her accounts.  

FinCom Appropriation Motion for SGM

Clarification with Trev re FCM appropriation motion - see Skye’s replies in Sent folder. (FinCom’s appropriation motion has been scheduled ahead of the OC appropriation motion.  In case FinCom’s motion fails, a FinCom allocation has been included in the OC appropriation.  If FinCom’s motion is successful, the FinCom amount can be removed from the OC appropriation request.)

TBT Bills

Skye has paid the four recent TBT bills.  Bendigo confirmation-of-payment emails are in TBT folder.  

Terms of Reference (Factory/Workshop - GDoc)

Deferred to next meeting.

Meeting closed: 12:51pm

Zoom Room
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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