ANNUAL GENERAL MEETING
MINUTES

3 March 2017

 

1. Mr Richard Woodward (President) acted as Chairman and with a quorum present opened the meeting at 1400.

Minutes of the Previous AGM.

2. Minutes of the previous AGM were circulated for review and accepted.

Treasurers Report

3. The Treasurer, Scott Plumb reported that the Society accounts had been audited and were in good fiscal order. Current financial state was as follows:

Income for period to 1 Nov 15 to 31 Oct 16

AGM & Symposium  $4,465.00
 Interest  $ 471.86
 Sponsorship – Corporate   $ 500.00
 Subscriptions  $2,025.00
   
 Total  $7,461.86

 

Expenditure for period 1 Nov 15 to 31 Oct 16

AGM & Symposium  $4,474.91
 Audit Fees  $1,100.00
 Bank Fees & Charges  $ 13.60
 Depreciation  $1,843.35
 Other Expenses  $1,000.00
   
Total $8,431.86

 

Income less expenditure $ (970.00)

Account balances as at 1 Mar 17

Cheque/Cash Account  $ 5,723.47
 PayPal Account  $ 1,127.35
 Term Deposit  $16,942.02
   
 Total  $23,792.84

 
4. The net loss of $970 throughout the FY was attributed to the depreciation of old merchandise that was no longer considered of significant value.

5. The annual audit cost for FY15/16 was $750.00. That was a sizeable reduction from the $1,100 paid for the previous financial year’s audit but was still considered to be high compared to the Society’s annual income.

Action: Treasurer to continue to investigate alternate options for a lower cost annual audit.

Presidents Report.

6. The President thanked everyone for attending the symposium and the Airshow organising committee for once again providing meeting facilities for the FTSA. Having the meeting every second year at the airshow provides an excellent opportunity to have guest presenters that otherwise may not be able to attend the symposium. It also permits a significant interaction with industry and the opportunity to renew acquaintances and business contacts. In this context he thanked Mr Frank Santoni for attending the symposium and indeed being awarded the Shorty Award for the best presentation. Mr Santoni kindly donated the award back to the society so that it may contribute to future symposiums. The President also thanked Mr Russ Sczepanik for his wonderful annual dinner talk on flying the SR-71.

7. In introducing the business of the meeting, the President pointed out that there were a number of anomalies in the Constitution of the Society and the actual day to day processes of the Society. One example was the financial year being from 1 November to 31 October when the symposium and annual general meeting were held either at the Airshow in February every second year or in the intervening year around February/March. It made sense to thus revisit some items of the Constitution and update them to align with the realities of a modern organisation. He cited the need for modern web-based communications and thus proposed that a web master be appointed to the Committee. He then went on to address each outstanding action item from the committee’s analysis of the Constitution and to seek a mandate from the meeting to amend the Constitution accordingly.

8. Those action items are addressed in these minutes.

Constitution Amendment. Sections of the Constitution regarding Membership eligibility and standing were opened for review and discussion.

9. Membership Vetting & Financial Standing.

  1. The constitution currently requires membership applicants to obtain two (2) professional referees. Proposal to allow the Committee to accept applicants based on evidence of compliance with membership qualification was agreed.
  2. After some discussion, the meeting agreed that the clause dealing with a Member’s financial standing should be amended to allow for subscription arrears up to three (3) years vice 60 days, as currently proscribed, before the Member is declared un-financial and removed from active participation in the Society

10. Subscription Year. Alignment of the subscription year with the calendar year was agreed and subscriptions will now fall due on 1 January each year.

11. Life Membership. The President noted that a broad offer of life membership, even at a multiple of current annual subscription, would in a very short period seriously diminish the Society’s primary revenue source and essentially bankrupt the organisation. Consequently, the meeting agreed that life membership should be awarded selectively and rarely as currently constituted.

12. Student Membership. Amendment of the Constitution to define the subscription rate for a Student Membership at one half (1/2) full membership rate was agreed.

13. Corporate Membership. The Constitution needs amendment to define the rate of Corporate Membership at ten (10) times full membership rate. Agreed

14. Communications Officer. As the Society now had an active and effective web site (www.ftsa.org.au), thanks to Mr John O’Halloran, the President proposed that the position of “Communications Officer ” be formally incorporated as an honorary position on the Committee and that position be filled by John O'Halloran while he remains willing. Agreed

15. Past President. Past President tenure is currently limited to 1 year; proposal to allow for a flexible tenure was agreed.

16. Quorum. To allow the Society to function with limited attendance at General Meetings, a proposal to reduce the required quorum to three (3) members, other than Committee Members, was agreed.

17. Audit. As a small organisation, the cost of auditing the Society’s accounts was a significant impost, largely as a consequence of incorporation in the ACT. The Treasurer proposed that, in addition to seeking voluntary audit services, we consider moving incorporation to a State that applied less onerous audit regulations and thus reduce the cost burden.

Action: Secretary to draft appropriate amendments to the Constitution for ratification at the next AGM.

Action: Mr Guy Adams to investigate moving incorporation of the Society to another State.

Innovation Award.

18. The meeting approved the proposal to provide an award to an innovative university student and that the monetary component of the award should be $1,000.00. Consensus was that the award could be titled the “Sir James Rowland Award” as Sir James was distinguished Australian, an engineer, a test pilot and ultimately our Governor General.

Action: President to ask Mr Mark Skidmore to use his connections to seek approval from Sir James’s family to use his name for the award.

Shorty Award.

The Shorty Award for the most entertaining and informative presentation was awarded to Mr Frank Santoni.

General Business.

There was no general business.

Acknowledgements. The President remarked that the Symposium could not have been a success without the Web Site and formally acknowledged the effort of Mr John O’Halloran, our newly minted Web Master and Mr Ron Haack for pulling the event together.

Election of Office Bearers.

19. All existing Office Bearers agreed to stand again and as there were no other nominations all were duly elected as follows;

 

President    Mr Richard Woodward 
Vice President    Mr Claude Daniel
Secretary    Mr Ron Haack
Treasurer    SqnLdr Scott Plumb
Membership Officer    Mr Pat Bridge
General Member    FltLt James Hagan
Historian    Mr Milt Cottee


Next Symposium. Mr Claude Daniel volunteered to organise the next symposium sometime during February/March 2018; dates and venue to be decided.

Closure.

As there was no further business, the President closed the meeting at 1445.

 

R. B. Haack
Secretary

 


 

ANNUAL GENERAL MEETING
MINUTES

24 February 2016

1. Mr Richard Woodward (President) acted as Chairman and with 24 Members present (a quorum) opened the meeting at 1410.

Apologies.

2. Mr Ian McIntire forwarded an apology.

Minutes.

3. Minutes of the previous AGM were summarised by the Secretary and accepted.

Presidents Report.

4. The President noted that the Society was now more established with an active Mailbox address courtesy Nova Systems and a very attractive and functional Website thanks to Mr John O’Halloran. The President moved a vote of thanks to formally acknowledge Mr O’Halloran’s commitment and effort. Carried

5. Some discussion followed regarding publication of papers presented at Society symposia in either the public section or in a secure section of the Website. Decision was deferred. Mr Tim Hon King offered to help establish a Society Chat forum to further promote Society objectives and activities through social media. Agreed

Action: Mr Tim Hon King to liaise with the Webmaster to create an online chat forum.

6. The President also noted that Professor K C Wong had arranged the venue for the 2016 Symposium at zero cost and that the Society had agreed to contribute $1000 to the Sydney University School of Aerospace in appreciation.

7. Discussion then moved to the concept of a regular contribution to the School of Aerospace in the form of an award for the Student that demonstrated “the most practical innovation during their course of study”. Membership generally agreed with the concept but felt the award should be offered to all Universities that participate in aeronautical studies. The Secretary noted that he had prepared a draft charter for the award for further refinement in consultation with Prof K C Wong and the President. Decision pending that discussion and contact with other Universities.

Action: President, Secretary and Prof Wong to refine the concept of an annual award to support an innovative student in the Aerospace domain.

8. The President observed that the Society needed to renew the nominated Patron and agreed to approach Mr Mark Skidmore to accept the role.

Action: The President to offer the role of Patron to Mr Skidmore.

Treasurers Report.

9. The Treasurer, Jacque Le Roux sent his apologies as he was in the US on a flight test trial with ARDU. On his behalf, the Membership Officer, Patrick Bridge presented the treasurer’s report. He reported that Society accounts had been audited and were in good order. The current financial state was presented, being:

Income for period 26 Feb 15 to 18 Feb 16

Membership $4,100
Symposium/dinner $4,830
Interest $ 550
Total $9,480

Expenditure for period 26 Feb 15 to 18 Feb 16

General $4,761
(of which, $3574 was for the symposium dinner)

Income less expenditure $4,719

Westpac account balance as at 18 Feb 16

Cheque/cash account $ 6,692.21
Term deposit $16,495.42
Total $23,187.63

10. He noted that the 2015 Symposium had been run at a loss but the 2016 Symposium managed a small surplus and Society finances were healthy. However, the annual audit cost was $1100.00, and he suggested that alternatives should be investigated to reduce that cost. One option presented was that the State of Incorporation could be moved to reduce the annual audit cost.

Action: Treasurer to investigate options to reduce the cost of an annual audit.

Membership Report.

11. The Membership Officer, Patrick Bridge, briefed that the Society currently had:

6 lifetime members
45 financial members
222 members in the database

12. The Membership Officer suggested an alignment of the Membership year with the Symposium as the bulk of Membership Dues were collected at the Symposium. Some discussion ensued re the merits of CY versus FY and the decision was deferred to the next Committee meeting.

Action: Committee to consider aligning the Membership year with the Symposium.

12. Mr Warren Canning proposed a motion to task the Committee to consider a Life Membership option. Carried

General Business.

12. CV Publication. The merits, or otherwise, of publishing individual Curriculum Vitae (CV) on the Society Website was discussed. General consensus was that currency and maintenance would be problematic and a link to a professional search site such as LinkedIn may be more effective. Secretary agreed to further explore that option with the Web Master.

Action: Secretary to explore the possibility of adding links within member’s profiles to professional vocation sites such as Linkedin.

13. Code of Conduct. Mr Lindsay Ward observed that the Society has an agreed Code of Conduct and suggested it should be published on the Website. Some discussion followed regarding location of the Code and Mr Ward indicated he had a copy that he would forward to the Secretary for insertion by the Web Master.

Action: Mr Ward to forward Code of Conduct to the Secretary for publication on the Website.

14. Next Symposium. The next Symposium is to be held at Avalon, Victoria as usual in conjunction with the Australian International Airshow. To promote the Symposium, and the Society, more widely, it was proposed to engage with Engineers Australia and the Royal Aeronautical Society and invite their participation as both Presenters and attendees and to seek agreement to advertise the Symposium on their Websites.

Action: President to invite Engineers Australia and Royal Aeronautical Society members to participate in our symposia and to seek support to advertise on their Websites.

15. Shorty Award. The Shorty Award for best presentation was awarded to Mr Jeremy Sequeira and Mr Warren Canning for their presentation on Wireless Instrumentation Saves Time in flight Test.

Election of Office Bearers.

16. All positions were declared vacant. Mr Scott Plumb self nominated for position of Treasurer and was seconded by Mr Guy Adams. The following nominees were elected to the Committee positions as indicated:

President – Mr Richard Woodward
Vice President – Mr Claude Daniels
Secretary – Mr Ron Haack
Treasurer – Mr Scott Plumb
Membership Officer – Mr Pat Bridge
Historical Officer – Mr Milt Cottee
Public Officer – Mr Guy Adams
General Member – Mr James Hagan

Closure

17. In closing Mr Woodward acknowledged the contribution of the Secretary and the Web Master to a successful Symposium. He advised that the position of Web Master would subsequently be formally incorporated in the Committee structure. He thanked all for their participation and attendance and closed the meeting at 1500.

R. B. Haack
Secretary