Events Calendar 2018 - Included in Meeting Minutes 6-5-18

8. May, 2018

Minutes of Ordinary Meeting - Riverbend Medieval Society Inc

Sunday, 6 May 2018 at Queens Park, Walker Street, Maryborough Qld 4650

Minutes

1. Open meeting
By Chairperson - Courtney G at 1.30pm

Attendees
Courtney G, Michael T, Nathan R, Darryl B, Terence B, Daniel H, Tonya O-B, Steve B, Jenni G, Connor T, Jackson D, Russell K, John B, Chris V

2. Apologies
Natasha C, Margaret B, Brett H, Taylor D

3. Minutes from the previous meeting
See Minutes of Meeting from 18-3-18 - The Minutes of the previous meeting were circulated and read to the group.
That they were a true and correct record of the meeting.
Moved - Courtney G. Seconded - Tonya O-B. Carried - Yes

4. Review the annual report and audited financial report
Report from Treasurer - Steve B.
$132 gained during medieval event on 22-4-18. $100 to be deposited into bank account once opened and $32 to to become Petty Cash.

5. Committee elections
Refer to constitution.
Refer to Minutes 18-3-18.

6. Confirm appointment of auditor/s
Auditor requested to be Christopher Slatter of Robertson, QLD. Accountant.
Follow-up - Required documentation to appoint Auditor to be completed by next meeting and forwarded to Office of Fair Trading for endorsement.

7. Constitution changes to reflect Aboriginal Land Regulation 2011 amendments
[List details (if applicable) e.g. clarify what changes are being tabled (write out in full). Write the wording of both the existing constitutional wording and the proposed changes. Ensure enough notification has been given as per the constitution)
To be confirmed and amended at future meeting.

8. General business items

- Membership Forms -
- Membership Forms for all interested members with Riverbend Medieval Society Inc rebranding - Ordinary and Associate Membership forms
- Follow-up - Distributed to members attending meeting. Riverbend Alliance Medieval Reenactment Group Forms will be destroyed once Riverbend Medieval Society Inc Forms have be completed. Information gathered compiled as Confidential Member Roll as required by government departments.
- Follow-up - Blank Forms will be available on website and Facebook page from 8-5-18
- By-laws of Membership and Annual Fees - noted and explained about annual fees and due dates for group

Bylaws -


Bylaws


Riverbend Medieval Society Inc
Bylaws


Class of Member

Description of Membership

Number of members in this class Membership eligibility Membership limitations

Ordinary/Reenactor Unlimited must be accepted as an Ordinary Member in accordance with the objects of the association All privileges accorded in the rules
Associate Unlimited May be spouse, sibling, son, daughter, or other person in accordance with the objects of the association All privileges accorded in the rules
Junior Unlimited Must be under the age of 18 and be accepted within the objects of the association Must not vote unless permitted by law


Fee schedule as noted in Meeting 18-3-18

Monies payable Type of fee Due date Renewal date

$10 Joining Fee Once accepted by Riverbend Medieval Society Inc One off fee payment
$10 Annual Membership Fee Payable by All Fools’ Day each year – April 1st April 1st annually
$20 Ordinary/Reenactor Members - membership to Australiasian Living History Federation via Riverbend Medieval Society Inc Payable by end of Financial Year – June 30th June 30th annually



- Bank Account setup as directed - See below -
- Follow-up – Tuesday 8-5-18
- Westpac Banking Corporation requirements to set up bank account as Not-for Profit Association.
- Westpac Community Solutions Account - has Zero interest and Zero Account Keeping Fees
- Savings Account - does Riverbend Medieval Society Inc want to open a Savings Account to use as account as secondary one that does accrue interest?
- Follow-up - Yes to setup Savings Account
- What requirements do Riverbend Medieval Society Inc want?
- * Keycard/No Keycard?
- Follow-up - No Keycard
- * Cheque Book/No Cheque Book?
- Follow-up - Yes Cheque Book
- Cheques are stamped 'Not Negotiable' and require two signatories - Minimum 50 Cheques - in-branch transactions with over-the-counter contact to confirm identification
- Signatories required - at least two people to sign is bank requirement. President, Treasurer and Secretary.
- Access to internet banking option? Yes/No?
- Follow-up - To be reviewed 30-6-18
- Administration of bank account - who will be authorised to access bank account? - who makes the decisions about transactions?
- Follow-up- To be reviewed
- Access to banking via internet - role of Admin1 commences a transaction and Admin2 may complete via internet banking via Login/password - member specific and traceable activities
- Follow-up - Not required at this time
- Amendments required by Riverbend Medieval Society Inc can be noted in future Meeting Minutes and amended with Westpac Banking Corporation at any time.
- Bank Statements - Sent to Treasurer via email/paper copy and noted in Minutes for reference and Group Records
- Acceptance of Auditor - End of Financial Year date for Riverbend Medieval Society Inc is 30 April. Treasurer documents to be collated and forwarded to Auditor as per Constitution document
- Confirming mailing address for Riverbend Medieval Society Inc is c/o PO Box 151, Tiaro Qld 4650
- Confirming primary email address is riverbend.medieval@gmail.com
- Follow-up Confirmed
- Confirming correct street address for secretary is Lot 1 Riverbend Drive, St Mary Qld 4650
- Follow- up - Confirmed


- Incorporation and formal incorporation requirements -
- Australian Business Number - ABN - documentary evidence received
- Tax File Number - from Australian Taxation Office - documentary evidence received

- Application to Office of Fair Trading and reimbursement of receipts funds to Steve B - see documentary evidence and receipt
- Follow-up - Reimbursement at future date
- Common Seal for Riverbend Medieval Society Inc as requirement of formal incorporation and reimbursement of funds to Terence B and Tonya O-B - see documentary evidence and receipt
- Follow-up - Reimbursement at future date

- Correspondence - Mail in and Mail out - from secretary

- Business structure of Victory Village at Riverbend

- Feedback and review of expectations of members during Medieval events
- Follow-up - feedback to riverbend.medieval@gmail.com by 5pm, Tuesday, 15-5-18. Document to be published on Website and Facebook for reference on 8-5-18.

- Upcoming public events calendar
- Follow-up - See calendar below




- Rotary Lifestyle Expo -
- Follow-up - Nathan to contact Joe Minnegal regarding this event display - Tricia has had contact with Tonya O-B

- Notes from Suzie T -
- Public Liability Insurance, fundraising and other documents required by Queensland Government and Office of Fair Trading following incorporation as noted through previous incorporated group experience
- Follow-up - Secretary to confirm documents and requirement regarding fundraising as a charity with Suzie T. (Eg. Sanction to Fundraise document.). Secretary to complete documents and forward as soon as possible to Office of Fair Trading for lodgement.
- Donations of items to Society belong to The Society - according to Donations and Asset Register
- Follow-up - Forms available to record donations made to Riverbend Medieval Society if preferred
- Selling of items from Ted's Wares Gift and Souvenir Shoppe at Victory Village at Riverbend to be clearly defined
- Follow -up - sign to be made that is clear and visible that monies are returned to crafters

- Logo design of Riverbend Medieval Society Inc.
- Follow-up - Submissions due at next meeting - open to all members- use historical references- Date to be confirmed

- Combat Training at Dayman Park, Urangan
- Follow-up - Secretary to contact Fraser Coast Regional Council Public Relations Officer regarding group training. Documents can be forwarded to show legitimacy of incorporation.

- Round 97 Gaming Grant Applications - due 11.59pm on May 31, 2018
- Follow-up - Secretary will commence compiling list of group resources as per Master-at-Arms recommendations
- Member feedback required - All members requested to give feedback for possible acquisitions through government grant within one week of this meeting.
- Equipment suggestions include knightly tents, pavilion tents, feasting kits, camping equipment, armour, swords, Jupon, materials for wooden swords, archery bows, arrows, storage, camp furniture, material for men's and women's period costumes, etc.
- Responses due to email address - riverbend.medieval@gmail.com by 5pm, Tuesday, 15-5-18. Once resource list and equipment has been confirmed, equipment list will be shared for review via Riverbend Medieval Society Inc Facebook page and then prepared for submission to Queensland Government for lodgement via department portal.

- Media Release to newspapers in local area to inform public of Riverbend Medieval Society Inc
- Follow-up - Secretary to write release and forward for review to group then distribute to newspapers. Nathan to be further Media Contact.


9. Close meeting
Meeting closed at 2.45pm

Details of proposed next meeting and time - To be confirmed
Location - To be confirmed
Meeting date - To be confirmed
Meeting type - Ordinary Meeting
Page 6 of 6

Signed by Secretary,
Tonya Osborne-Blake,
8-5-18

4. May, 2018

Agenda for General Meeting - Riverbend Medieval Society Inc

Proposed meeting date is Sunday, 6 May 2018 at 1pm
 
Agenda
 
1. Open meeting
By Chairperson/ facilitator
 
2. Apologies
Noted on Minutes
 
3. Minutes from the previous meeting
See Minutes of Meeting from 18-3-18 - attached.
 
4. Review the annual report and audited financial report
Report from Treasurer - Steve B.
 
5. Committee elections
Refer to constitution.
Refer to Minutes 18-3-18.
 
6. Confirm appointment of auditor/s
Auditor requested to be Christopher Slatter of Robertson, QLD. Accountant.
 
7. Constitution changes to reflect Aboriginal Land Regulation 2011 amendments
[List details (if applicable) e.g. clarify what changes are being tabled (write out in full). Write the wording of both the existing constitutional wording and the proposed changes. Ensure enough notification has been given as per the constitution)
 
8. General business items
Membership Forms -
Membership Forms for all interested members with Riverbend Medieval Society Inc rebranding - Ordinary and Associate Membership forms
By-laws of Membership and Annual Fees - noted and explained about annual fees and due dates for group

Bank Account setup as directed - See previous Minutes 18-3-18
Westpac Banking Corporation requirements to set up bank account as Not-for Profit Association.
* Westpac Community Solutions Account - has Zero interest and Zero Account Keeping Fees
Saving Account - does Riverbend Medieval Society Inc want to open a Savings Account to use as account as secondary one that does accrue interest?
* what requirements do Riverbend Medieval Society Inc want?
* Keycard/No Keycard?
* Cheque Book/No Cheque Book?
Cheques are stamped 'Not Negotiable' and require two signatories - Minimum 50 Cheques - in-branch transactions with over-the-counter contact to confirm identification
Signatories required - at least two people to sign is bank requirement. President, Treasurer and Secretary.
Access to internet banking option? Yes/No?
Administration of bank account - who will be authorised to access bank account? - who makes the decisions about transactions?
Access to banking via internet - role of Admin1 commences a transaction and Admin2 may complete via internet banking via Login/password - member specific and traceable activities
Amendments required by Riverbend Medieval Society Inc can be noted in future Meeting Minutes and amended with Westpac Banking Corporation at any time.
Bank Statements - Sent to Treasurer via email/paper copy and noted in Minutes for reference and Group Records
Acceptance of Auditor - End of Financial Year date for Riverbend Medieval Society Inc is 30 April. Treasurer documents to be collated and forwarded to Auditor as per Constitution document
Confirming mailing address for Riverbend Medieval Society Inc is c/o PO Box 151, Tiaro Qld 4650
Confirming primary email address is Riverbend.@gmail.com (no capital R)
Confirming correct street address for secretary is Lot 1 Riverbend Drive, St Mary Qld 4650

- Incorporation and formal incorporation requirements -
Australian Business Number - ABN - documentary evidence received
Tax File Number - from Australian Taxation Office - update on progress of application

Application to Office of Fair Trading and reimbursement of receipts funds to Steve B - see documentary evidence and receipt
Common Seal for Riverbend Medieval Society Inc as requirement of formal incorporation and reimbursement of funds to Terence and Tonya Blake - see documentary evidence and receipt
Correspondence - Mail in and Mail out - from secretary
Business structure of Victory Village at Riverbend and expectations of members during Medieval events
Upcoming public events calendar
* Victory Village at Riverbend Sunday, 20-5-18, Fraser Coast Agricultural Show Thursday and Friday, 24 and 25-5-18, other events and opportunities including Rotary Lifestyle Expo, Whale Festival, Condy Park Teddy Bear' Picnic, etc.
Notes from Suzie T
Round the table


9. Close meeting
Details of proposed next meeting and time
 
Location -
Meeting date -
Meeting type -
Page x of x

Next meeting of Riverbend Medieval Society Inc

From Secretary of Riverbend Medieval Society Inc - Our group is overdue for a meeting.

* Proposing Next Sunday, 6 May, 1pm at Queens Park, Walker Street, Maryborough.
* All welcome to attend.
* Park area and seating opposite Brolga Theatre* Agenda to be compiled and published prior to meeting.                                                                                                                                     * For those who may wish to add discussion items, please email riverbend.medieval@gmail.com.

Meeting Minutes

18. Mar, 2018

General Meeting Minutes

Riverbend Medieval Society Inc

General Meeting Minutes - 18-3-18

Chaired by Brett Heirdsfield

Meeting opened by Tonya Osborne-Blake at 2.40pm

Attending - Nathan Richter, David Kluck, Greg Crosier, Terence Blake, Brett Heirdsfield, John Baker, Christine Baker, Connor Townsend, Stephen Bryson, Jennifer Ghill, Tonya Osborne-Blake

Apologies - Michael Thompson, Taylor Dunn, Jackson Douglas

The main function of this meeting was to propose a resolution to become an incorporated group, discuss bank requirements and have nominations accepted for group positions.

President - Terence Blake
Nominated - Greg Crosier
Seconded - Stephen Bryson
Carried - 10 yes

Vice-President - Nathan Richter
Nominated - Christine Baker
Seconded - Jennifer Ghill
Carried - 10 yes

Secretary - Tonya Osborne-Blake
Nominated - John Baker
Seconded - Brett Heirdsfield
Carried - 10 yes

Treasurer - Stephen Bryson
Nominated - Tonya Osborne-Blake
Seconded - Nathan Richter
Carried - 10 yes

General Business –

"That the bank account signatories be Treasurer, President and Secretary with two required to sign."

Westpac Bank is preferred banking institution.

Moved - Tonya Osborne-Blake
Seconded - John Baker
Carried - 11 yes

"That the membership fees be set up at $10 joining fee and $10 per annum due on or by 1st April annually. (All Fool's Day.)"

Membership fee for those in Reenactor class pay $20 to Australasian Living History Federation via Riverbend Medieval Society Inc paid annually on or due by 30th June annually as required by ALHF ."

Moved - Christine Baker
Seconded - Brett Heirdsfield
Carried - 11 yes

"That association meetings be held on first Sunday of March, June, September and December."
Carried - 11 yes

Meeting closed 3.20pm

Secretary – Signed