Minutes of the meeting to adopt the Friends of Same Constitution held 29th August 2007 at the Committee Room, Hawthorn Town Hall.

Present: Heinz Kreutz, John Lagzdins, Joan Fordyce, Esther Anderson, Kate Gillespie-Jones, Ken Masters, Barbara Brown, Tony Barta, Martina Hayes, Chris Moss, Trish Woodcroft Lee.

Apologies: Heather Thake, Don Glasson, Joan Robinson, Claudine Chionh, Jennie Rawther, and Dianne Kinnealy.

Meeting commenced at 5.45pm. Welcome by Kate Gillespie-Jones.

Kate introduced the purpose of the meeting:

Approving and adopting the draft constitution
Appointing the first committee.
Authorizing a Public Officer to pursue the paperwork.

Kate explained that any changes to the constitution are easily made and that we should adopt the draft constitution in principle at today's meeting. The name of the group will be "Friends of Same" without the "Inc" and highlighted some changes made by the executive since the last general meeting.

Further changes discussed:

Tony Barta put that we change the Vision Statement to read more inclusively: "The Friends of Same is an association of the Boroondara community supporting the people of East Timor in particular the Same region." Carried.
5.6 "application" to replace "nomination". Carried
7. Deletion. Carried
8.2 Council is to keep the Register. Policy on Privacy can be added later.
10.4 Kate and John clarified that there has to be yearly re-lodging of our Constitution that includes a financial statement and who the public officer is. Changes to the constitution cannot be made at this time.
17.6 Deletion. That it was not necessary for it to be hard and fast rule and could be a disadvantage. John said it was designed as a "run out of puff" rule. Put by Esther and seconded by Don. Carried
17.8. Heinz asked if a council officer could be co-opted. Kate said it was deliberately broad so council could decide.
16.1 Heinz raised some concern about this but it was agreed that keeping the statement would force further consultation to achieve a firm decision.
19.4. John suggested that 2 executive would be preferable as part of a quorum for making a business decision. Carried
27.1 Kate suggested the addition of "fundraising" to cover our coffee project and clarified that "such other sources" covered possible applications for Goverment grants in the future. Carried.
27.2 Joan Fordyce suggested that we delete the sentence beginning "Fees for service..." on the basis of ambiguity. Carried
Winding Up or Cancellation. John said no changes could be made here, as the wording has to be quite exact to meet legal requirements.
Appendix 1. Delete "occupation" and the need for a proposer. Carried

Adoption of Constitution

"Subject to the changes agreed to at this meeting we move that the draft constitution be approved and adopted by the Friends of Same"

Moved by Kate Gillespie-Jones
Seconded by Esther Anderson
Carried unanimously

Appointment of the first committee

"That the first committee to consist of the current office bearers until the AGM"

Moved by Tony Barta
Seconded by Esther Anderson
Carried unanimously

Authorization of Public Officer

That John Lagzdins be the public officer to apply for incorporation.

Moved by Joan Fordyce
Seconded by Trish Woodcroft-Lee
Carried unanimously

At the end of the meeting some discussion was had over establishing a Memorandum of Understanding (MOU) with Boroondara Council in order to keep some formal ties after incorporation. Heinz Kreutz said he would contact the Director of Community Services to assist with progressing this. Kate Gillespie-Jones presented a draft list of items to Heinz to assist with initial discussions.

Meeting closed at 7.45

Minutes taken by Martina Hayes

Updated on 19 September 2007.