DRAFT MINUTES OF ROBERTSON HERITAGE RAILWAY STATION INC (RHRS)
ANNUAL GENERAL MEETING FOR 2016
Held in the Fettlers Shed at 7.30pm on Thursday, 8 September 2016
1. Welcome and apologies
Chairman Ian Wallace welcomed those present for the AGM and noted apologies given.
Present: Ian Wallace (Chair), Helen Tranter, Anne Wilson, Steve Carey, Rona Goold, Neil Harvey, Andrew Bosa, Marion Harvey, Sandra Wallace, David Tranter, Brett Wilson, Russell Bailey, John Hopkins, Robert Goldsack.
Apologies: Greg Oehm, Paul Johnson, Anthony Barnett, Bob Payne,
2. Minutes of last AGM, held on Thursday, 24 September 2015
Ian Wallace tabled the Minutes of the 2015 AGM.
Motion: That the Minutes of the last AGM, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Helen Tranter, seconded: Steve Carey, all agreed.
[The document was subsequently signed by President for 2014-2015, Steve Carey, and by the elected President for 2015-2016, Ian Wallace, as a true record.]
3. President’s report for the past year
Ian Wallace tabled his RHRS President’s report for 2016 and highlighted various matters in his report. These included safety and maintenance issues, change of Secretary during the year, heritage train visits, gardens and grounds maintenance, the modelling group and other points. Ian concluded with thanking everyone most sincerely for their efforts throughout the last year.
Motion: That the RHRS President’s report for 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Ian Wallace, seconded: Rona Goold. All Agreed.
4. Comment on Secretary Position
This is covered in President’s Report.
5. Treasurer and Public Officer’s report for the past year
Anne Wilson tabled her report for the last financial year.
Motion: That the RHRS Financial Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Helen Tranter, seconded: David Tranter. All Agreed.
David Tranter recommended that the Incoming Committee contact the full-time Coordinator of the Mittagong RSL to visit the RHRS with a view to the RHRS Committee applying for a grant to re-roof the Fettlers Shed. Action - Management Committee
Anne was commended as managing the RHRS finances extremely well and the meeting showed appreciation by acclamation.
6. Safety report
Neil Harvey tabled his Safety Report for 2016. Neil stressed that the Safety Plan is easy to read and needs to be reviewed at least annually, in February. It may be updated sooner, but is meant to be kept updated. Also stressed was that any safety issue or concern needs to be documented and reported to Neil as Safety Officer.
Motion: That the RHRS Safety Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Neil Harvey, seconded: Ian Wallace. All Agreed.
7. Gallery Report 2016 – Anne Wilson
Anne Wilson read and tabled the Gallery Report 2016. See Appendix 1
Motion: That the RHRS Gallery Report for 2016 be accepted. Moved: Anne Wilson, seconded: Rona Goold. All Agreed.
The meeting congratulated the Committee on the purchase of the flat-screen, wall-mounted TV and noted this improved the Gallery facilities for hire for training and other events, and could both encourage and facilitate talks of general interest.
8. RHRS Publicity & Promotions
Ian Wallace tabled the RHRS Publicity & Promotions 2016 on behalf of the Management Committee.
Motion: That the RHRS Publicity & Promotions Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Steve Carey, seconded: Ian Wallace. All Agreed.
9. Grounds & Gardens report
David Tranter read and tabled the RHRS Garden Report 2016. See Appendix 2.
Motion: That the RHRS Safety Report 2016, as read and tabled be accepted. Moved: Steve Carey, seconded: Ian Wallace. All Agreed.
10. Station report
Helen Tranter gave a short summary of station activities to February 2016 and her handover to Ian Wallace. Ian indicated that Neil, Steve and Ian were continuing Helen’s valuable work in welcoming train passengers to Robertson.
Motion: That the RHRS Station Report 2016, as given be accepted. Moved: Ian Wallace. Seconded: Andrew Bosa. All Agreed.
11. Buildings & Maintenance report
Neil Harvey tabled the Buildings and Maintenance Report.
Motion: That the RHRS Buildings & Maintenance Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Neil Harvey, seconded: Ian Wallace. All Agreed.
Neil noted that the Fettler’s Shed needs painting inside and out and is on the maintenance list along with the Fetters Shed roof repair.
12. Railway Heritage report
Ian noted that this is covered in his Presidents Report, but stressed that railway heritage is in a state of uncertainty in NSW and throughout Australia in many instances, just as we are uncertain here about the future of heritage train visits to Robertson. We must remain optimistic and hopeful however, and do the best we can with available resources.
13. Modellers Group report
Neil Harvey tabled the RHRS Train Modellers Group Report.
Motion: That the RHRS Train Modellers Group Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Neil Harvey, seconded: Ian Wallace. All Agreed.
Motion: A vote of thanks to Ian Wallace for all his work and leadership as President during the last year. Moved: Neil Harvey, seconded: Steve Carey. All agreed.
14. Handover to Returning Officer.
The President declared all 2015/2016 Management Committee positions vacant and handed over the Chair to Returning Officer, Robert Goldsack.
15. Election of Committee
Robert Goldsack, Returning Officer presided over election of the Committee for 2016/2017 as follows:
i. President
Robert called for nominations for the position of President. Ian Wallace was nominated by Steve Carey, seconded by John Hopkins. Ian accepted. No other nominations being received, Robert declared Ian elected unopposed as President for 2016/2017.
ii. Vice-president
Robert called for nominations for the position of Vice President. Neil Harvey was nominated by Steve Carey, seconded by Ian Wallace. Neil accepted. No other nominations being received, Robert declared Neil elected unopposed.
iii. Secretary
Robert called for nominations for the position of Secretary. Rona Goold was nominated by Helen Tranter, seconded by John Hopkins. Rona accepted. No other nominations being received, Robert declared Rona elected unopposed.
iv. Treasurer
Robert called for nominations for the position of Treasurer. Anne Wilson was nominated by Marion Harvey, seconded by Andrew Bosa. Anne accepted. No other nominations being received, Robert declared Anne elected unopposed.
v. Other Committee Members
Rona Goold raised a point of order about the election of other Management Committee members. It was resolved that the Management Committee under the Constitution required the election of seven Committee Members. Accordingly, Robert called for nominations for the three vacant positions:
Robert Payne, Helen Tranter and Steve Carey were nominated by Rona Goold; seconded by Ian Wallace. All agreed. No other nominations being received, Robert declared Robert Payne, Helen Tranter and Steve Carey elected unopposed. [Under the constitution, other members may be co-opted to the Management Committee as and if required.]
vi Appointment of co-ordinators/leaders for specific responsibilities.
The following people were appointed for the following areas of responsibility:
Safety - Neil Harvey; Station - Ian Wallace, Steve Carey and Neil Harvey; History - Helen Tranter;
Publicity & Promotions - Steve Carey and Rona Goold; Gallery - Anne Wilson; Website and RHRS E-Bulletin - Rona Goold and Steve Carey respectively; Buildings & Maintenance - Neil Harvey; Gardens & grounds - Ian Wallace; Railway Heritage & Conservation - Ian Wallace; Model railway - Neil Harvey; Events co-ordinator: Vacant – Committee responsibility; Membership & recruitment. Vacant – Committee responsibility;
16. Returning Officer to hand over Chair to newly elected President for 2016/2017
Robert thanked the Committee for the invitation to be the Returning Officer for the AGM and wished the incoming Committee every success. He then vacated the Chair.
17. Other is business and questions - Nil
Ian resumed the Chair and thanked Robert for his role as Returning Officer and expressed his appreciation to those accepting positions for the coming year. As no items under ‘Other business’ were raised and no questions were asked, Ian then declared the meeting closed.
The AGM was followed by refreshments and a talk on ‘Robertson History - the First 50 Years’ by Helen Tranter.
Ian thanked Helen for her interesting and informative talk.
Many colour images of railway interest, as well as video-clips and movies, were shown on the recently installed TV monitor while members enjoyed refreshments and chatted.
*********************************************************
Amendment for AGM 2017.
Item 9 Grounds & Gardens report>
Motion: That the RHRS Safety Report 2016, as read and tabled be accepted. Moved: Steve Carey, seconded: Ian Wallace. All Agreed.
Should read:
Motion: That the RHRS Grounds & Gardens report 2016, as read and tabled be accepted. Moved: Steve Carey, seconded: Ian Wallace. All Agreed.
Appendix 1
Gallery Report 2016
Two exhibitions were held in 2015-16, the October Spring flower art show and the Fettlers Heritage Art Prize. Both had good attendance with high quality works. Although not many major works were sold, profits from the exhibitions were about $700. Further, favourable comments were received from visitors and other users of the Gallery space.
The gallery is also available for hire and an additional $540 was received from donations and hiring fees.
The gallery is also used by members as a space for history meetings and for the model train group.
Finally this year the Fettlers Shed annexe was enhanced by enclosing two sides with clear panels and high lattice. This has made the space much more usable for food serving and will provide a weather protected space for displays (in particular the model railways at the coming Spring Event).
Appendix 2
2016 RHRS Gardens Report
Thanks to monthly working bees, attended mainly by the Tranters, Wallaces and Harveys , the gardens are now as nice as ever; but in future it will be necessary to recruit volunteers from those who use the gardens regularly to assist us.
Helen has developed the “Cottage Garden” in front of the station and the “Robertson Sign” and “Lamp Shed” Gardens; I have maintained the “Reconciliation” and “Fettlers Shed” Gardens and the waratahs, and Sandra is keeping the Rhododendron Garden ship-shape, as well as controlling the Cape Weed that was introduced with the sewerage connection.
Thanks to Anne, Gymea Lilies have added a spectacular “sculptural dimension” to the gardens , one of which will be in full flower for the Spring Fair. The Micromyrtus ciliatus near the Lamp Shed are now in prominent flower and two more have been planted at the northern entrance to the parking area.
Ian is looking after the bottle brushes on the Meryla Street slope, which need regular pruning for road safety reasons. Some well established bushes have been blown out by recent heavy winds and Ian is dealing with the resulting green waste that is too large for composting. The compost heap needs to be restructured with more sleepers (from The Country Store). Neil and Ian have erected signs in front of the Reconciliation Garden to guide mulch dumpers to the right place (among the Lomandras west of the Reconciliation Garden).
Now that RHRS is short of funds, every effort needs to be made to sell waratah flowers to open Gardens visitors at the Waratah Spring Fair , however I regret to say that Helen and I are no longer able to play as large a role in this as we have in the past. This has to be a group effort.
Signed as a true record
Chairman for 2015/2016 Chairman for 2016/2017
ANNUAL GENERAL MEETING FOR 2016
Held in the Fettlers Shed at 7.30pm on Thursday, 8 September 2016
1. Welcome and apologies
Chairman Ian Wallace welcomed those present for the AGM and noted apologies given.
Present: Ian Wallace (Chair), Helen Tranter, Anne Wilson, Steve Carey, Rona Goold, Neil Harvey, Andrew Bosa, Marion Harvey, Sandra Wallace, David Tranter, Brett Wilson, Russell Bailey, John Hopkins, Robert Goldsack.
Apologies: Greg Oehm, Paul Johnson, Anthony Barnett, Bob Payne,
2. Minutes of last AGM, held on Thursday, 24 September 2015
Ian Wallace tabled the Minutes of the 2015 AGM.
Motion: That the Minutes of the last AGM, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Helen Tranter, seconded: Steve Carey, all agreed.
[The document was subsequently signed by President for 2014-2015, Steve Carey, and by the elected President for 2015-2016, Ian Wallace, as a true record.]
3. President’s report for the past year
Ian Wallace tabled his RHRS President’s report for 2016 and highlighted various matters in his report. These included safety and maintenance issues, change of Secretary during the year, heritage train visits, gardens and grounds maintenance, the modelling group and other points. Ian concluded with thanking everyone most sincerely for their efforts throughout the last year.
Motion: That the RHRS President’s report for 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Ian Wallace, seconded: Rona Goold. All Agreed.
4. Comment on Secretary Position
This is covered in President’s Report.
5. Treasurer and Public Officer’s report for the past year
Anne Wilson tabled her report for the last financial year.
Motion: That the RHRS Financial Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Helen Tranter, seconded: David Tranter. All Agreed.
David Tranter recommended that the Incoming Committee contact the full-time Coordinator of the Mittagong RSL to visit the RHRS with a view to the RHRS Committee applying for a grant to re-roof the Fettlers Shed. Action - Management Committee
Anne was commended as managing the RHRS finances extremely well and the meeting showed appreciation by acclamation.
6. Safety report
Neil Harvey tabled his Safety Report for 2016. Neil stressed that the Safety Plan is easy to read and needs to be reviewed at least annually, in February. It may be updated sooner, but is meant to be kept updated. Also stressed was that any safety issue or concern needs to be documented and reported to Neil as Safety Officer.
Motion: That the RHRS Safety Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Neil Harvey, seconded: Ian Wallace. All Agreed.
7. Gallery Report 2016 – Anne Wilson
Anne Wilson read and tabled the Gallery Report 2016. See Appendix 1
Motion: That the RHRS Gallery Report for 2016 be accepted. Moved: Anne Wilson, seconded: Rona Goold. All Agreed.
The meeting congratulated the Committee on the purchase of the flat-screen, wall-mounted TV and noted this improved the Gallery facilities for hire for training and other events, and could both encourage and facilitate talks of general interest.
8. RHRS Publicity & Promotions
Ian Wallace tabled the RHRS Publicity & Promotions 2016 on behalf of the Management Committee.
Motion: That the RHRS Publicity & Promotions Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Steve Carey, seconded: Ian Wallace. All Agreed.
9. Grounds & Gardens report
David Tranter read and tabled the RHRS Garden Report 2016. See Appendix 2.
Motion: That the RHRS Safety Report 2016, as read and tabled be accepted. Moved: Steve Carey, seconded: Ian Wallace. All Agreed.
10. Station report
Helen Tranter gave a short summary of station activities to February 2016 and her handover to Ian Wallace. Ian indicated that Neil, Steve and Ian were continuing Helen’s valuable work in welcoming train passengers to Robertson.
Motion: That the RHRS Station Report 2016, as given be accepted. Moved: Ian Wallace. Seconded: Andrew Bosa. All Agreed.
11. Buildings & Maintenance report
Neil Harvey tabled the Buildings and Maintenance Report.
Motion: That the RHRS Buildings & Maintenance Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Neil Harvey, seconded: Ian Wallace. All Agreed.
Neil noted that the Fettler’s Shed needs painting inside and out and is on the maintenance list along with the Fetters Shed roof repair.
12. Railway Heritage report
Ian noted that this is covered in his Presidents Report, but stressed that railway heritage is in a state of uncertainty in NSW and throughout Australia in many instances, just as we are uncertain here about the future of heritage train visits to Robertson. We must remain optimistic and hopeful however, and do the best we can with available resources.
13. Modellers Group report
Neil Harvey tabled the RHRS Train Modellers Group Report.
Motion: That the RHRS Train Modellers Group Report 2016, as tabled, circulated and published on the RHRS website be taken as read and accepted. Moved: Neil Harvey, seconded: Ian Wallace. All Agreed.
Motion: A vote of thanks to Ian Wallace for all his work and leadership as President during the last year. Moved: Neil Harvey, seconded: Steve Carey. All agreed.
14. Handover to Returning Officer.
The President declared all 2015/2016 Management Committee positions vacant and handed over the Chair to Returning Officer, Robert Goldsack.
15. Election of Committee
Robert Goldsack, Returning Officer presided over election of the Committee for 2016/2017 as follows:
i. President
Robert called for nominations for the position of President. Ian Wallace was nominated by Steve Carey, seconded by John Hopkins. Ian accepted. No other nominations being received, Robert declared Ian elected unopposed as President for 2016/2017.
ii. Vice-president
Robert called for nominations for the position of Vice President. Neil Harvey was nominated by Steve Carey, seconded by Ian Wallace. Neil accepted. No other nominations being received, Robert declared Neil elected unopposed.
iii. Secretary
Robert called for nominations for the position of Secretary. Rona Goold was nominated by Helen Tranter, seconded by John Hopkins. Rona accepted. No other nominations being received, Robert declared Rona elected unopposed.
iv. Treasurer
Robert called for nominations for the position of Treasurer. Anne Wilson was nominated by Marion Harvey, seconded by Andrew Bosa. Anne accepted. No other nominations being received, Robert declared Anne elected unopposed.
v. Other Committee Members
Rona Goold raised a point of order about the election of other Management Committee members. It was resolved that the Management Committee under the Constitution required the election of seven Committee Members. Accordingly, Robert called for nominations for the three vacant positions:
Robert Payne, Helen Tranter and Steve Carey were nominated by Rona Goold; seconded by Ian Wallace. All agreed. No other nominations being received, Robert declared Robert Payne, Helen Tranter and Steve Carey elected unopposed. [Under the constitution, other members may be co-opted to the Management Committee as and if required.]
vi Appointment of co-ordinators/leaders for specific responsibilities.
The following people were appointed for the following areas of responsibility:
Safety - Neil Harvey; Station - Ian Wallace, Steve Carey and Neil Harvey; History - Helen Tranter;
Publicity & Promotions - Steve Carey and Rona Goold; Gallery - Anne Wilson; Website and RHRS E-Bulletin - Rona Goold and Steve Carey respectively; Buildings & Maintenance - Neil Harvey; Gardens & grounds - Ian Wallace; Railway Heritage & Conservation - Ian Wallace; Model railway - Neil Harvey; Events co-ordinator: Vacant – Committee responsibility; Membership & recruitment. Vacant – Committee responsibility;
16. Returning Officer to hand over Chair to newly elected President for 2016/2017
Robert thanked the Committee for the invitation to be the Returning Officer for the AGM and wished the incoming Committee every success. He then vacated the Chair.
17. Other is business and questions - Nil
Ian resumed the Chair and thanked Robert for his role as Returning Officer and expressed his appreciation to those accepting positions for the coming year. As no items under ‘Other business’ were raised and no questions were asked, Ian then declared the meeting closed.
The AGM was followed by refreshments and a talk on ‘Robertson History - the First 50 Years’ by Helen Tranter.
Ian thanked Helen for her interesting and informative talk.
Many colour images of railway interest, as well as video-clips and movies, were shown on the recently installed TV monitor while members enjoyed refreshments and chatted.
*********************************************************
Amendment for AGM 2017.
Item 9 Grounds & Gardens report>
Motion: That the RHRS Safety Report 2016, as read and tabled be accepted. Moved: Steve Carey, seconded: Ian Wallace. All Agreed.
Should read:
Motion: That the RHRS Grounds & Gardens report 2016, as read and tabled be accepted. Moved: Steve Carey, seconded: Ian Wallace. All Agreed.
Appendix 1
Gallery Report 2016
Two exhibitions were held in 2015-16, the October Spring flower art show and the Fettlers Heritage Art Prize. Both had good attendance with high quality works. Although not many major works were sold, profits from the exhibitions were about $700. Further, favourable comments were received from visitors and other users of the Gallery space.
The gallery is also available for hire and an additional $540 was received from donations and hiring fees.
The gallery is also used by members as a space for history meetings and for the model train group.
Finally this year the Fettlers Shed annexe was enhanced by enclosing two sides with clear panels and high lattice. This has made the space much more usable for food serving and will provide a weather protected space for displays (in particular the model railways at the coming Spring Event).
Appendix 2
2016 RHRS Gardens Report
Thanks to monthly working bees, attended mainly by the Tranters, Wallaces and Harveys , the gardens are now as nice as ever; but in future it will be necessary to recruit volunteers from those who use the gardens regularly to assist us.
Helen has developed the “Cottage Garden” in front of the station and the “Robertson Sign” and “Lamp Shed” Gardens; I have maintained the “Reconciliation” and “Fettlers Shed” Gardens and the waratahs, and Sandra is keeping the Rhododendron Garden ship-shape, as well as controlling the Cape Weed that was introduced with the sewerage connection.
Thanks to Anne, Gymea Lilies have added a spectacular “sculptural dimension” to the gardens , one of which will be in full flower for the Spring Fair. The Micromyrtus ciliatus near the Lamp Shed are now in prominent flower and two more have been planted at the northern entrance to the parking area.
Ian is looking after the bottle brushes on the Meryla Street slope, which need regular pruning for road safety reasons. Some well established bushes have been blown out by recent heavy winds and Ian is dealing with the resulting green waste that is too large for composting. The compost heap needs to be restructured with more sleepers (from The Country Store). Neil and Ian have erected signs in front of the Reconciliation Garden to guide mulch dumpers to the right place (among the Lomandras west of the Reconciliation Garden).
Now that RHRS is short of funds, every effort needs to be made to sell waratah flowers to open Gardens visitors at the Waratah Spring Fair , however I regret to say that Helen and I are no longer able to play as large a role in this as we have in the past. This has to be a group effort.
Signed as a true record
Chairman for 2015/2016 Chairman for 2016/2017