Fincom Meeting Notes

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FINCOM MEETING via Zoom

Wednesday 10 February 2021,  11:00am

Attendees: Robin (till 12:50pm), Elisa, Skye, Suzie

Apologies:

Chair: Robin till 12:50pm, then shared

Minutes: Elisa

AGENDA:

• Email Inbox
• Action task progress
• Processing receipts - assign work
• Review Master Sheet
• Coding system review
• Terms of Reference
• Factory/Workshop GDoc [regular]
• More Volunteers
• Training materials

BUSINESS:

FinCom Inbox  -  Inbox

• Kristi has agreed to a meeting 11:30am Wednesday 3 March

Action Task Progress

• Suzie: write to Ian Hales for copy of auditors answers to AGM questions - done.  

Copy received.  To remain in inbox this week for FinCom members to read.  

• Skye: submit FinCom appropriation motion for SGM - done
• Kathy: keep OC spreadsheet updated - continuing
• Lance: add own ToR draft to Working Draft ToR document - done
• All: read ToR drafts & comment - to discuss this meeting
• Skye: forward CWS & Origin Energy bills to OCmail - done.
• (Deferred to 10 Feb): draft response to Peter Tippet - [progress?]
• Skye: ask Troy to upload receipts to GDrive, not elsewhere - ongoing
• (Deferred to 10 Feb): write to those using Dropbox: pls use GDrive - assigned to Robin [see arising]
• Skye: arrange meeting with Kristi for 3 Mar - done [see arising]
• Skye: contact Melody re drafting ToR, & progress on her accounts - done [future involvement uncertain, probably limited] [see Master Sheet Review]
• (Deferred to 10 Feb): Validation of transactions - to discuss this meeting

Matters Arising from Action Tasks

Action: Suzie to write to OC requesting they arrange for email address on OC bills be changed to This email address is being protected from spambots. You need JavaScript enabled to view it.

Action: Robin to contact cardholders advising them of GDrive folder as replacement for Dropbox folder.  

Board to be invited to 3 March meeting with Kristi.  

Action: Elisa to write invitation to Board for 3 March meeting with bookkeeper.  

If coding is changed in Xero, it needs to be changed in the GSheets.  

Action: Deferred to 3 Mar meeting, discuss where GSheet coding was altered in Xero FYE2020

Master Sheet Review

Melody previously managed most of the accounts that are still active.  Now that she has largely stepped back, we must reallocate her account responsibilities.  Receipts must be processed so Kristi can enter them into Xero.  

Action: Skye, Suzie & Elisa to look through accounts and adopt orphaned ones, listing name on master sheet.

Action: Elisa and Robin to review master sheet design together.  

Action: Elisa to ask Robin whether updating Gsheets with spend category drop-down lists will lead to double-handling when we update the spend categories after our meeting with Kristi.  

Action: Suzie to write to Kristi requesting an “unreconciled” report for YTD.  

Coding System Review 

Action: Elisa to add to agenda for 3 March meeting with Kristi: 

• Expense codes - number and appropriateness thereof.
• Process for handing over accounts without muddling up whose transactions are whose.  Also addressing issue of possibly ending up with a list of renamed accounts too long for Xero to process.  

Factory/Workshop - GDoc 

Meeting closed: 1:05pm 

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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