Wildcare Inc. Board of Management Meeting Minutes Thursday, 7 December 2017 Meeting opened at: 9:29 am Board Room, Derwent Sailing Squadron, Marieville Esplanade, Sandy Bay Directors Present: Andrew Smith (AS; Appointed Co-Chair), Peter Williams, (; Elected Co-Chair and Chair of meeting), Glen Hayhurst (GH; Secretary and minute taker), Robert Dyson (RD; Treasurer), John Duggin (JD), Rosemary Gales (RG), Dave Harris (DH), Stan Matuszek (SM), Sally Salier (SS), Sally Simco (SAS), Bob Tyson (BT) Others Present: Pip Gowen [PG, Regional Volunteer Facilitator (South), S, observer], Kim Willing (KW, Wildcare Facilitator) Apologies: Kate Mooney (KM), Erika Shankley (ES) # Item Raised by Context/Explanation Motion/Outcome Required Action(s) 1 Welcome welcomed all present and indicated that KW would join the meeting at 12:30 pm to present the Facilitator s Report. Also thanked DSS for providing the room. 2 Apologies As recorded above. 3 Minutes of previous meeting: 14/9/2017 4 Business arising from minutes Refer to Actions from Board Meeting 14/9/2017 table below. Declared accepted by. 5 Outstanding actions 6 Financial report Nov 2017 RD Refer to Outstanding Actions table below. Maintaining a record of assets is essential to allow for re-deployment when required eg when the branch is disbanded. RD acknowledged difficulty in reading report. Key observations: Wildsc ool expenses not in budget. Agreed that branches should keep a record of their assets showing storage location. Accepted that $4000 should be added GH: Produce a template, forward to AS by 15/12/17. AS: Request Facilitator to add template to Branch Files page on website and advise branches of the requirement to record their assets. By next Board meeting. Wildcare BoM Meeting Minutes 7/12/2017 1
Some training costs (<5k?) associated with a course for previous Facilitator. This shouldn t have been approved for a contractor role. Facilitator should be actively processing grant allocations, including reporting on acquittals and unused funds. to budget to cover Wildsc ool expenses. Financial report accepted. 7 Co-Chairs reports AS/ Appointed Co-Chair: distributed funding options paper for Branches highlighting four sources of funding. 1. The Wildcare Environmental Volunteering Award section of the Tasmanian Community Achievement Awards was won by the Tasman Landcare Group of Nubeena. The award wasn t clearly identified as a Wildcare award. 2. The Wildcare Tamar Island Wetlands Volunteers won the Tasmanian Landcare Community Group of the Year award. There is confusion between Wildcare and Landcare. 3. Discussion on the above prompted the question as to whether there be a Wildcare award for Wildcare groups? 4. Wildcare Wallace Wildtracks Fund: Will be used to employ Track Rangers on remote tracks eg Western Arthurs main emphasis is on minimal impact bushwalking. Hilary Wallace would like to see more onground spending. S hasn t yet identified appropriate Funding options paper for Branches accepted for distribution. AS: Request Facilitator to place the Funding Options for Wildcare Branches (incl. Crowdfunding) document on Branch Files page on website and notify Branches of its existence. By next Board meeting. AS: Write an article for the next Wildtimes calling for expressions of interest for fund money to be spent on tracks. Branches should discuss this with their local S staff. : Meet with General Manager, S with the aim of establishing a Wildcare BoM Meeting Minutes 7/12/2017 2
track projects. BT: Can Wildcare groups bid for this funding? AS: Criteria: Approved tracks have to be managed by S. Branches have to work with S to get approval. $500k is designated for tracks in the Gift Fund. This can be spent when there are no volunteers. We could specify that for the next round there is $100k available, some to be spent in projects which are combined S-Wildcare/volunteers. Elected Co-Chair: Refer to Elected Co-Chair s report. process to identify suitable track projects. By next meeting. 8 Gift Fund Committee outcomes BT RG: Should we be with Westpac or an ethical fund? : We should address the legal requirements first before considering a change. 1. Wildcare Gift Fund Bonorong 2. Wildcare Gift Fund OBP 3. Wildcare Gift Fund - Raptor and Wildlife Refuge Committee considered specific objectives of fund that submissions were linked to. All submissions were considered appropriate and groups have been informed that submissions are acceptable. 9 Gift Fund project invitation progress 10 Internal project funding SAS: We should publicise the outcomes for specific programs in Wildtimes eg Tasmanian Devil program. AS Refer to Appointed Co-Chair s report, point 4. AS/ 1. Working Bee Transport Costs Friends of Deal Island - $2000 All applications approved in full for the amounts stated. GH: Advise applicants accordingly by 15/12/17. Wildcare BoM Meeting Minutes 7/12/2017 3
applications 2. Working Bee Transport Costs Friends of Maatsuyker Island - $2000 3. Working Bee Transport Costs Friends of Melaleuca - $2000 4. Saw Blade Replacement Friends of Freycinet - $231 11 Budget for 2018 RD Draft budget unavailable. Lindie Lupo is still working on this. 12 Crowdfunding Refer to discussion paper. policy FoTI President Carol Jackson thanked Wildcare for support, specifically & Phil Wyatt. 13 Operations Manager Refer to discussion paper. SAS asked who is responsible for publicity and highlighted the Digital-Coaching course that would be appropriate for the Facilitator. A low-cost 2017 Annual Report will be produced by the Co-Chairs & Facilitator. Some of the Branch articles submitted for the newsletter will instead be published in the annual report. There is an opportunity to combine the Operations Manager, Facilitator & Finance Officer/Bookkeeper roles ($70k annual contract). Notes: BT withdrew from the meeting for the discussion of application 1 and DH withdrew for application 4. Leave in-kind contribution statement in the application form. The three options proposed in the discussion paper were accepted. RD: Distribute draft budget out of session for comment by 12/1/18. AS: As for item 6. GH: Email FoTI congratulating the branch on a successful crowdfunding campaign. By 21/12/17. : Advise contractors that their roles finish in September (Facilitator) / October (Finance Officer /Bookkeeper) 2018. 14 Small grant approvals GH: We should consider contracting the Webmaster role to attract someone with the relevant professional skills. Refer to discussion paper. AS: Option 1 provides an opportunity for the Wildcare organisation to identify projects of Remain with Option 1 continue as at present with all applications being considered in session. Wildcare BoM Meeting Minutes 7/12/2017 4
value. 15 Event to mark 21 years of Wildcare 16 Wildcare - S strategic plan alignment proposal RG: Require a set of acceptance project criteria. Refer to discussion paper. Some discussion of mechanism. Facilitator could co-ordinate events in the three regions over a month staggered to allow people to participate in more than one. Refer to Wildcare - S Strategic Plan Proposal from Fae Robinson - Revised There was little support for the proposal amongst Directors who spoke, with some people questioning the value of the interview process. There also appears to be a divergence in views as to whether Wildcare should have significant influence in S volunteer project planning. Proposal in discussion paper accepted. The following were agreed to: Not to engage Faye Robinson. The Board will review our strategy based on the S strategic plan documents. AS & JD: Produce a set of acceptance project criteria for small grants. Include items that shouldn t be supported eg no food, alcohol, health & safety equipment. By: next meeting. AS: Produce a logo to be used to promote Wildcare 21 during all of 2018 on correspondence, posters etc. Draft by next meeting. AS: Forward to Secretary for distribution to Board members a copy of the Wildcare strategic plan review document produced as a result of the workshop facilitated by KW. By 21/12/17. AS: Seek approval for the distribution of the Plan on a Page summary of the S Strategic Plan 2017-2019. By 12/1/18. 17 Amendment to Board meeting schedule & meeting dates 2018 18 Identifying new branch members SAS/ Refer to discussion papers. Board meetings to be held in February, May, August and November. DH/GH Refer to discussion paper. : Ask KW to facilitate a strategic review session at the next Board Meeting. : Re-arrange proposed meeting schedule for 2018. Refer to Board of Management Meetings 2018 table below. GH: Arrange AGM location in Northern Tasmania. By 12/1/18. Wildcare BoM Meeting Minutes 7/12/2017 5
There was general support for the concept of being able to alert Branch office bearers when a person first joins the branch. Option 1 - automatic generation of emails is potentially the best solution for Branches but requires support from Ionata to change the platform WorkPress/CiviCRM software. A feasibility/cost estimate request has been sent to Ionata. Option 2 data export from the CiviCRM Branch list. This can be performed now but requires some basic spreadsheet skills and is a little tedious. Wait for response from Ionata. In the meantime progress Option 2. GH: Provide details of the CiviCRM data export procedure to the Facilitator for inclusion on the Branches Files page on the website. By 21/12/17. 19 Facilitator s Report KW Option 3 create an additional new Wildcare member CiviCRM Smart Group for each branch. This is feasible but represents significant additional work for the Webmaster. Also, it would only show new Branch members who have joined Wildcare within the previous 90 days, not pre-existing Wildcare members who have only recently joined a branch. 1. KW briefed by Jodie and has been supported by Phil Wyatt. Recognised that starting in this role is a significant learning process. 2. Branch Presidents health checks are ongoing. These are used to determine how they are managing. Presidents are contacted individually with several Wildcare Office volunteers involved and results captured in the Fulcrum app. 3. Publishing: Newsletter to be distributed in late Jan 2018. Various articles on website and Facebook page events, grants, request for skills (eg bricklayer for Bruny Wildcare BoM Meeting Minutes 7/12/2017 6
Island). 4. Internal grants application form being updated. 5. Providing support for Annual Report. 6. Working with GH in offering website skills development programs for Branches. 7. Three new Branches: Chauncy Vale Wildcare, Friends of Tassie Shorebirds & Friends of Rufus Huts. 20 Next meeting 8 February 2018. Time and venue TBA. Meeting closed at 12:51 pm Board of Management Meetings 2018 Board Activity Date Location 1 st BoM meeting Thursday, 8 th February Hobart AGM Saturday, 24 th March North Possibly George Town 2 nd BoM meeting Thursday, 31 st May North West 3 rd BoM meeting Thursday, 9 th August Ross/Oatlands/Campbell Town 4 th BoM meeting Thursday, 8 th November Hobart Wildcare BoM Meeting Minutes 7/12/2017 7
Actions from Board Meeting 14/9/2017 Item # Action Person(s) Status Responsible 4 Forward names of suitable candidates for Gift Fund Committee Chairperson to AS by 30/9/17. All Directors No nominations received. Bob Tyson continuing as Interim Chairperson. 6 At next Board meeting review FoTI s experiences with crowdfunding to learn All Directors Complete. Discussion Paper - Crowdfunding Policy (). from this prior to developing an appropriate Wildcare policy. 8 Make the three Gift Fund invitations (by 30/9/17) and forward applications AS Complete. Applications approved by Gift Fund Committee. to the Gift Fund Committee when acceptances received. 10 Advise four internal grant applicants accordingly by 30/9/17. GH Complete. 11 Provide text to Facilitator to include item in newsletter showing appreciation & Lindie Complete. Email to Presidents on 24/10/17 ( & AS). for Carol Pacey and indicating possible reduction in payment services to branches. By next newsletter deadline. Lupo 11 Present flowers, chocolate & certificate to Carol Pacey by 7/10/17. Complete. 11 Advertise for the Operations Manager role by 30/9/17 and fill the role by 31/10/17. AS & Agreed not to action. Discussion Paper - Operations Manager (). 11 Select the successful candidate for the roles of Facilitator by 30/9/17. AS & Complete. Kim Willing appointed. 11 Include the reporting of Operations Manager to Co-Chairs as a separate item in the contract. By 31/10/17. AS & Postponed until decision made to appoint Operations Manager. 12 Provide options for small grant approvals to Board for next Board meeting. AS & Complete. Discussion Paper - Small Grant Approvals (). 14 Provide some suggestions for Wildcare 21 events for review by Board at the next Board meeting. Complete. Discussion Paper - Wildcare 21 Event (). 16 Request that Facilitator trials email to Wildcare members that highlights and links to interesting news items on the Wildcare website. Email by 31/10/17. 17 When new Facilitator is appointed, request that they distribute an email to branch Presidents offering website support services to people in the South (Facilitator) and North & North West (GH). GH Complete. & GH discussed this with Facilitator. GH followed up with example email. Some concern by Phil Wyatt about risk of these messages being designated as spam if sent too frequently. Have suggested that 2-3 per year would be sufficient. Complete. Facilitator to also discuss this with Presidents during current Health Check process. Wildcare BoM Meeting Minutes 7/12/2017 8
Outstanding Actions Meeting Item # Action Person(s) Status Date Responsible 8/9/16 7 Develop a template for branches to record their assets. RD & Lindie Complete. Template forwarded to AS. Lupo. Transferred to GH. 8/9/16 10 Request a Forming a Branch? button link on website that links to Facilitator s contact details. AS In progress. Provide update on 8/2/18. Wildcare BoM Meeting Minutes 7/12/2017 9