Minutes 2014
Minutes for BBWN Meeting 20 November 2014 Meeting began: 7:16
David opened the meeting and welcomed everyone.
Jennifer led the Creative Writing Exercise: Based on the Museum of Words Flash Fiction competition (http://www.museodelapalabra.com/en/short-tales-contest/4-edition) This competition closes November 23. We read and discussed last year’s winning entries, and had a go at writing our own.
David also led an activity in two parts: Part 1: Write down a list of 25 things you are interested in.
ATTENDANCE
Present: Carol Campbell, Robyn Wade, Judith St Mart, Naomi Duff, David Mansfield, Alex Blackwood, Cassie Reynolds, Kathie Olden, Keith Osborne, Jennifer Fell (10)
Apologies Lorraine Proctor, Maree Wallace. Leah Mether, Rodney Williams, Mikaela Power, Brian Green
PREVIOUS MINUTES David moved that we accept the previous minutes. Seconded by Alex.
MATTERS ARISING FROM PREVIOUS MINUTES
The finances for the past year (Oct 13-Oct 14) have been independently reviewed by David Mansfield, who presented the group with a Statement of Facts. This was based on banking and receipt book records. David Mansfield has also spoken to the previous Secretary regarding his debt to the group which was acknowledged by the previous Secretary in an email to the group on 19/10/14. David reported that the previous Secretary had advised David that he intends to pay the money back to the group however he is in the middle of switching his personal banking from one bank to another.
Alex reported that she has been advised by Consumer Affairs that if the group has any unresolved debts, the group is obliged to lodge a police report. Alex advised that as long as the group receives the amount of $235.66, then the books will be balanced and no further action would be required. In his email the previous secretary declared a debt of $275.66.
Jennifer moved that the BBWN should notify the previous secretary in writing advising our wish that he repay the outstanding money either in full and offer payment in instalments ($50 per month until the balance is repaid in full) and to advise him of the group’s legal obligations. Seconded by Judith St Mart.
Alex advised the following banking figures as of today (20/11/2014):
Deposited: $715 (Memberships, Pre-Scribe sales including $50 Arts Market takings)
Withdrawn: $1381.88 (Writers Vic membership, Consumer Affairs 2013-2014, Pre-Scribe 5 printing.)
Current balance: $2573.97
Alex advised that she has now completed the paperwork for Consumer Affairs. (Within 30 days of the group’s AGM, the Treasurer and Secretary need to submit the group’s Financial Report for the previous year.) Alex has submitted this year’s report in time. The previous year’s report has been outstanding for twelve months. Alex has now completed this so that we will not be fined or lose our incorporated status.
Alex advised that she has also spoken to GIO Insurance regarding BBWN’s public liability policy. At the moment we are not insured as the previous cheque though mailed, was not received. It has been cancelled. Carol noted that the group needs insurance if we meet for any activities outside the library (ie social night) or plan to run events in the future. Kathie Olden advised that the library encourages all groups who use library facilities to hold their own insurance.
Alex moved that the insurance be paid, Seconded by Naomi.
Alex moved that we accept the Treasurer’s Report. Seconded by Robyn Wade.
Carol requested that the group be provided with hard copy financial figures that provide a reconciliation of the accounts with the banking document (either end of month statement or similar online variant). Seconded by Jennifer. Carol also recommended that the group seek out current rules to ascertain the exact guidelines (also with regard to minutes) which would help us fulfil our roles correctly and efficiently.
Naomi praised Alex’s work over the last month trying to organise and update our records with Consumer Affairs and GIO. We are all very grateful for this extra effort. (Thank you Alex!)
MEMBERSHIPS – are due. Please support our group by buying a membership. It is now possible to pay your membership online. Details are on the bbwn.weebly.com under ‘Join Us’.
PRE-SCRIBE – selling now at Yarragon Station Gallery and Town and Country and Warragul’s Need2Read. We also sold copies (4 x PS5, 1 x PS4, 1 x PS3) at the Warragul Arts Market on 15 November, thanks to Cassie. $50 was banked on 17/11. Banking deposit receipt forwarded to Treasurer.
Information on Pre-Scribe 5 sales (copies are held by the Secretary) are in the purple folder that the Secretary will maintain and bring to meetings for inspection. It has info on the consignment agreements, sales and inventory. Inventory totals provided by the secretary at the meeting: PreScribe 5: 87, 15 on consignment, PS4: 38, PS3: 27
Arts Market Robyn and Naomi volunteered to help at the Arts Market. Jennifer will bring the books and collect at the end of the day. Naomi will bring the table and chairs. Thanks Robyn and Naomi.
Facebook: Join our group if you haven’t yet. BBWN group is now open so anyone can see us (good for business), but only members can post.
NEW BUSINESS
Mission statement: We talked about a mission statement that was drafted by the Exec. It was advised that we can’t have a mission statement without changing our constitution. Next question: do we have a constitution or do we just have model rules? It appears we have model rules. It was moved by Naomi that: a place where local writers can come to be nurtured will be added as the aim of the group.
2015 Planning: Based on the feedback forms completed at the AGM, Naomi and the exec are working on planning the next year’s activities: top three priorities of the group as listed: guest speakers, workshopping/critiquing our writing and writing time . Launch of the new program will be in January! This will be in the form of a brochure/calendar that will be something to hand to interested people at the Arts market or pin up at Libraries.
Christmas Break up – 4 Dec – Naomi scoped out six locations and presented them. We voted to go to the Red Fox in Drouin – they have offered us a deal of $20 main meal and drink included which sounds good. Yarragon Hotel was also mentioned as a place for a social gathering. Secretary will email details of the Red Fox, the dinner will be at 7pm. We need numbers to inform the venue.
Creative writing Exercise Roster – Every month a different member will present a creative writing exercise to start our night; Thanks to all those who already put their names down. Only three months are left: August, October and November. Email Jennifer to claim one of these months. Next exercise will be in January thanks to Alex Blackwood.
Emailing critique group : Starting next year, with a view to possibly target writing competitions, we will be starting an email critiquing group. This is separate to critiquing that may occur at meetings. Potentially it could work as follows: on the first Monday of the month, everybody in the group emails the secretary with a piece of work (no longer than 1000 words). Then the secretary emails the pieces to the other members. Two weeks later, everybody emails back their comments. Next month, start again. Email Jennifer if you are interested and able to commit to this.
Writers Café: 3rd Saturday morning at Station Gallery Yarragon, from 10:30 -1pm, this is time to set aside to get some writing done. This is the idea of Olive Lyon and is free for anyone to attend.
Writing Goal – David briefly talked about getting everyone to publicly declare their writing goals to the group next year and then revisit them throughout the year.
David revisited his activity of 25 goals: asked us to circle five. Those five are the ones to focus on and the others are the competition: they are the distractions to watch out for! Thanks David for this simple and effective exercise.
ABC Open Rachael Lucas contacted us regarding ongoing writing projects – posted online at ABC Open, project for November is My Secret Fear, December is Family Trait. More info online at open.abc.net.au/projects
RECENT SUCCESSES: Neerim Bower Inspired by Birds winners! Naomi and Robyn were congratulated on their recent success at the Neerim Bower Festival. Congratulations to our worthy winners!
Kathie moved a vote of thanks to Alex Blackwood and the rest of the executive for their efforts to reconcile the group’s financial situation and to fulfill our legal obligations. Naomi seconded this.
Meeting closed for SUPPER @9:21.
OCTOBER MEETING (AGM)
AGM MINUTES BBWN 16.10.14 Meeting opened 20:15
WELCOME: Naomi Duff – President, welcomed everyone to the AGM and thanked them for attending the Pre-Scribe launch. An article regarding the launch will be submitted to the Warragul Gazette. Naomi advised a photograph of the proceedings appearing in the paper and asked for any objections. No objections were given.
BUSINESS
PRESENT: Keith Osborne, Jeannie Haughton, Rodney Williams, Kathie Olden, Cassie Reynolds, Robyn Wade, Alexandra Blackwood, Jennifer Fell, Paul De Graaf, David Mansfield, Naomi Duff, Judith St Mart, Brian Green, Tanya Dawes, Lorraine Proctor (15)
APOLOGIES : Geraldine Burrowes, Maree Wallace
MINUTES FROM PREVIOUS AGM: Moved by Jennifer Fell, seconded by Robyn Wade.
President Naomi Duff read the following into the AGM record:
Alex Blackwood received from Paul De Graaf, on October 2nd, 2014, the BBWN Treasurer accounts and books. No petty cash was handed over at this time. Paul De Graaf was Treasurer as well as care taker Secretary until Alex Blackwood assumed the role of Treasurer four months ago. (May 15, 2014) Moved by David Mansfield.
PRESIDENT’S REPORT: Moved Keith Osborne, seconded by Cassie Reynolds.
TREASURER’S REPORT: Throughout the year the outgoing treasurer (now secretary) has retained a small sum of the association's money for the purchase of incidentals as required from time to time. Because the executive was not aware of this and because the float remains outstanding at the time of the AGM. the outgoing treasurer (now secretary) was asked not to stand for re-election.
Report moved Alex Blackwood, seconded by Jeannie Haughton.
ALL POSITIONS WERE MADE VACANT
· Standing orders were suspended
· David Mansfield ran election proceedings
· Nominations for Secretary were requested
o Jennifer Fell was nominated by Rodney Williams with Judith St. Mart as assistant secretary, seconded by Lorraine Proctor
o 13/16 people voted affirmatively
· Nominations for President were requested
o Naomi Duff was nominated by Jennifer Fell and seconded by Tanya Dawes
o 15/16 people voted affirmatively
· Nominations for Vice President were requested
o David Mansfield was nominated by Jennifer Fell and seconded by Rodney Williams
o 15/16 people voted affirmatively
· Nominations for Treasurer were requested
o Alex Blackwood was nominated by Judith St Mart and seconded by Lorraine Proctor
o 14/16 people voted affirmatively
· The new executive committee was welcomed warmly by those assembled
· Naomi Duff resumed the running of the General Meeting
THE NEW EXECUTIVE COMMITEE WAS WARMLY WELCOMED AND THE MEETING RECOMMENCED
NEW BUSINESS
Membership fees are due and are to remain at $20 full fee and $15 concession annually.
Alex Blackwood moved the following Financial Business Rules be adopted by the group. This is to ensure a paper trail of all financial transactions.
1. No cash accepted outside of meetings or official functions (by agreement). Seconded Jennifer Fell.
2 All cash received should be recorded in the receipt book. At the end of each meeting when money has been received it should be counted by two people and checked against the receipt book (when possible these should be office holders) and a “Cash Receipts Summary Form” completed. Cash to be banked within 5 working days. Seconded Lorraine Proctor.
3 All expenses to be paid by Cheque. Where cheque not accepted (eg. Supermarket), reimbursement to be provided upon presentation of receipts and completion of an Expenses Claim Form. Approval of all expenditures should be recorded in the Minutes prior to a cheque being issued unless cost is less than $20 and relates to catering at monthly meetings. Seconded Keith Osborne.
4 Under no circumstances are blank cheques to be signed. Seconded Rodney Williams.
Regarding changes to Baw Baw Writers Network - Bendigo Bank Account:
Alex Blackwood moved that online access to view bank statements and transaction history be granted to the Treasurer. No facility for EFT access is sought or approved. The approval is to only view, not transact. Seconded by Keith Osborne.
Alex Blackwood moved that the Treasurer be approved to investigate the last financial period’s unpresented cheques and where required, cancel cheques and reissue new ones.
Seconded Lorraine Proctor
Following the change to the executive committee of the BBWN, Naomi Duff moved that we update the Bank signatories. A minimum of two signatories are required on all cheques. Any two of the four approved signatories is acceptable. Seconded Judith St Mart.
President Naomi Duff and Treasurer Alex Blackwood to remain as signatories.
Vice President David Mansfield (previous 2012-3 Secretary) to be reinstated as signatory
Secretary Jennifer Fell to be added to the account as a signatory.
Ex-Secretary Paul De Graaf is to be removed from the bank account as a signatory.
GENERAL BUSINESS
Jeannie Haughton advised the new Off the Leash Theatre production, Waiting for Godot was opening the following night at the WGAC, playing for two nights. This production will also have a brief tour around Gippsland should you miss it.
Jeannie also spoke about the Neerim Bower Arts Festival’s writing competition, Inspired By Birds. This is a 50 word maximum competition with a “very handsome” prize with free entry, closing 22 October. Please support this local group!
What kind of Christmas Party should the group have? Will the November meeting be the last or the Writing Social Night on the 4th of December. Lorraine asked if it was possible for a venue closer to Trafalgar be considered. It was noted that if you are not local to an area it can be hard to know a good place. Indeed even if you are local, it is still hard. Suggestions most welcome for suitable places to hold our Writing Social Nights in future and/or Christmas party.
Brian Green wondered if only four people attend, can such nights be called a success? Good question. What constitutes the success of a writing activity? Probably success is different for each person. Discussion followed on this theme: number of people? Probably not. Quantity/quality of work written? Perhaps. Successful solution to sticky plot problem? Definitely.
Next Writing Social Night will be on the 6 th of November at 7:30pm at the upstairs restaurant with the hard to remember French name in the Old Drouin Butter Factory.
Brian Green wondered if the number of addresses on emails sent out by the secretary represented the membership. Discussion ensued as to which emails should be sent to whom. Jennifer commented that our number of contacts shows we really are a network with many contacts. Keith Osborne suggested we adopt two lists: one for Members who would receive emails containing minutes and a Friends/Contacts list which would receive other communication. “Friends of the BBWN” for example. It was affirmed that these emails should be sent BCC to avoid exposing everyone’s emails unduly.
Reimbursement for Cassie Reynolds for the Launch supper was approved.
Reimbursement for Paul De Graaf for photocopying costs was approved.
Reimbursement for Naomi Duff for photocopying costs was approved.
Alex Blackwood announced that she was accepting membership payments directly after the meeting.
Naomi Duff thanked everyone. Naomi distributed feedback forms for members to detail their preferred activities for the next BBWN year.
Meeting closed 21:46.
SPECIAL MEETING OCTOBER
Minutes of the Baw Baw Writers’ Network Special Meeting 2 October 2014
Present; David Mansfield ; Paul De Graaf ; Naomi Duff; Alex Blackwood ; Cathy Reynolds Jennifer Fell .
An extraordinary meeting was held at Middells café in Drouin on 2nd of October whilst on the relaxed writing evening to help avail banking issues with the Bendigo Bank. It was forward motioned to have the quorum , President , Secretary and Treasurer as signatories to the bank account and at least two signatories required for each cheque required. Discussions regarding the removal of Jamie Elliot alias Bronwyn Hansen from the bank signatories were also moved The motion was moved by Naomi and 2nd by Jennifer Fell.
SEPTEMBER 2014
Minutes of the Baw Baw Writers’ Network Meeting 18 September 2014
Present; Paul De Graaf ; Naomi Duff ; Alex Blackwood ; Jennifer Fell ; Jeannie Haughton; Julie Bellingham; Cathy Reynolds; Abigail Brahme.
Apologies; Lorraine Proctor; Rodney Williams; Kathie Olden.
The Previous minutes for August were moved and taken as read.
Financial report was detailed by Alex Blackwood / Paul De Graaf approval was sought for cheques required to cover the cost of Insurance and for Homegrown Design for publishing of Prescribe 5 motion 2nd by Jennifer Fell.
A report on Prescribe 5 was moved and detailed by Jennifer Fell with detail per publishing of prescribe 5 costing and availability with the aim of books available at AGM.
Details of book launch and AGM were outlined by Naomi Duff with approval sought for catering of supper.
Jeannie Haughton detailed a report and workshop for Haiku on October 4th at 2 -5 pm and the bower festival at Neerim South on 26th of October
Meeting closed for supper.
JULY 2014
Minutes of the Baw Baw Writers’ Network Meeting 18 June 2014
Present; David Mansfield ; Paul De Graaf ; Naomi Duff ;Kathie Olden ; Alex Blackwood ; Jennifer Fell ; Keith Osborne ; Britnie Duff ; Bella Sluga ; Cathy Reynolds ; Carol Campbell ; Rodney Williams. Guests ; Neville and Ann Cliff
Apologies; Michelle Nakamura ; Lisa Demos; Maree Wallace ; Lorraine Proctor
The Previous minutes for June were moved and taken as read seconded Alex Blackwood.
Financial report was detailed by Paul De Graaf . The motion was moved and read by David Mansfield and seconded by Alex Blackwood
A report on Prescribe 5 submissions was moved and detailed by Jennifer Fell. Progress is being made on evaluating the submissions. Motion seconded by Naomi Duff.
Details were raised regarding the relaxed writing evening at Middells Café in Drouin held on the first Thursday evening of July at7.30pm. From all accounts it was reported as successful by all who attended (4) and the occasion would be repeated for August with David Mansfield to advise of Venue. 4 people attended. Some fine tuning of stories were achieved.
Meeting closed for supper and talk by Ann Cliff.
JUNE 2014
Minutes of the Baw Baw Writers’ Network Meeting 19 June 2014
Present; David Mansfield ; Paul De Graaf ; Naomi Duff ;Kathie Olden ; Alex Blackwood ; Jennifer Fell ; Keith Osborne ; Britnie Duff ; Bella Sluga ; Cathy Reynolds; Lyn Proctor; Judith St Mart ; Rachael St Mart.
Apologies; Carol Campbell; Rodney Williams; Keith Osborne.
The Previous minutes for may were moved and taken as read.
Financial report was detailed by Paul De Graaf cheques were required to cover the cost of membership to the Writers Victoria and for the cost of our July speaker, Ann Cliff . The motion was moved and read by David Mansfield and seconded by Jennifer Fell.
A report on Prescribe 5 submissions was moved and detailed by Jennifer Fell with significant increase in submissions for the previous period and sufficient applications were entered to go forward, however any further submissions received in coming days from the June meeting would be considered. Motion seconded by Naomi Duff.
A report was raised regarding the first relaxed writing evening at Middells Café in Drouin held on the first Thursday evening of the month at 7.30pm. From all accounts it was reported as successful by all who attended and the occasion would be repeated for July at Middells café. 8 people attended
Kathie Olden Detailed our July Speaker as Ann Cliff and expressed she likes to be asked questions.
Recent Successes have been Jennifer fell’s shortlisted story from 120 entries in the Bayside Literary award. David Mansfield is halfway through final draft of story
Meeting closed for supper and writing activities.
MAY 2014
Minutes of the Baw Baw Writers’ Network Meeting 15 May 2014
Present; David Mansfield ; Paul De Graaf ; Naomi Duff ;Kathie Olden ; Alex Blackwood ; Jennifer Fell ; Keith Osborne ; Britnie Duff ; Bella Sluga ; Cathy Reynolds; Rodney Williams.
Apologies; Leah Van Poppel ; Carol Campbell Mikaela Powers.
Before the meeting officially began , the matter of filling the Treasurer and secretary positions was addressed. Discussed was Alex Blackwood’s voluntary nomination for treasurer and Paul De Graaf to move to the secretary position. Jennifer Fell nominated Alex as treasurer and Paul De Graaf as Secretary Seconded by David Mansfield.
The Previous minutes for march were moved and taken as read by David Mansfield and seconded by Alex Blackwood.
Financial report was detailed by Paul De Graaf cheques were required to cover the cost of incorporation through consumer affairs all was moved and read and seconded by Jennifer Fell.
A report on Prescribe 5 submissions was moved detailed by Jennifer Fell with significant increase in submissions for the previous period and extension of time. Motion seconded by Naomi Duff.
Naomi raised and moved that the playing with words preparation be cancelled and the motion was carried by Jennifer Fell and David Mansfield.
A motion was raised by David Mansfield regarding the Saturday writing time in the Drouin Library be changed due to lack of attendance and it was suggested having a writing session at night. The motion was carried by Cathy Reynolds, Alex Blackwood, Jennifer Fell and Naomi Duff. David Mansfield nominated to formulate meeting places and notify of venue.
Kathie Olden Detailed our July Speaker as Ann Cliff and expressed she likes to be asked questions
Alex Blackwood was nominated to take on activities for June Meeting.
Meeting closed for supper and Talk on Poetry in war.
MARCH 2014
Minutes of the Baw Baw Writers’ Network Meeting 20 March 2014
Present: Ford Carter; Bronwyn Hansen; Paul DeGraaf; Robyn Wade; Esther Martin; Alex Blackwood; Lorraine Proctor; Linda Petho; Ron Lambert; Wayne Pollard; Naomi & Britnie Duff; Bella Sluga
Apologies: Rodney Williams; Josh Binks; Jennifer Fell; Carol Cambpell; Lisa Demos; Mikaela Power; Paul DeGraaf
Minutes of Feb meeting posted online and taken as read.
Moved: Lorraine; Seconded: Esther
Correspondence In: Bendigo Bank statement for January 2014.
Pre-Scribe 5: Jennifer asked member be reminded that the extended deadline for submissions is 31 May. Stories of up to 1500 words, and poems of up to 40 lines to be submitted via [email protected]
Successes: Ford Carter publishing novel “A Healthy Dose of Insanity” on wattpad.com with over three thousand readers.
FEBRUARY 2014
Minutes of the Baw Baw Writers’ Network Meeting 20 February 2014
Present: Naomi Duff; Ford Carter; Bronwyn Hansen; Paul DeGraaf; Robyn Wade; David Mansfield; Kathy Ogden; Esther Martin; Josh Binks; Judith St; Alex Blackwood; Jennifer Fell; Carol Campbell; Lorraine Proctor; Brytnie Duff; Bella Sluga.
Apologies: Rodney Williams.
Minutes of November meeting posted online and taken as read.
Paul DeGraaf elected as Treasurer unopposed.
Treasurer’s Report:
Income: $0.00
Expenditure: $16.65 – Reimbursement to Esther Martin for supper.
Current bank balance $3, 652.75.
Treasurer’s Report seconded by Esther Martin.
Paul announced that supper will be sponsored by Jigsaw Hairdressers on an ongoing basis.
Report on 2014 Ficifolia Poetry Night: Esther Martin attended, and was not impressed. The visiting Canadians were in attendance. Shorter time was allocated for performances/readings.
Playing With Words 2014: Bronwyn Hansen announced that PWW ’14 will be held at the Trafalgar Public Hall, on Sat 9 August. Members were invited to approach Bronwyn at supper if they were interested in joining the organising committee.
Pre-Scribe 5: Jennifer reminded members that the extended deadline for submissions is 31 May. Stories of up to 1500 words, and poems of up to 40 lines to be submitted via [email protected]
Guest speakers: Kathy told members that she is hoping to invite Ann Cliff to come and speak to the Network. Ann writes books on bee-keeping, self-sufficiency, and historic novels.
General Business:
Esther raised a motion that these minutes include the outcome of the Committee elections held at the Annual General Meeting (October 2013). Robyn Wade seconded the motion.
The changes to the Committee are as follows
Outgoing Committee
Incoming Committee
President : Mikaela Power
Naomi Duff
Vice President: Jennifer Fell
Ford Carter
Treasurer: Jean Marler
Paul DeGraaf
Secretary: David Mansfield
Jami Elliott (Bronwyn Hansen)