vvfact.org.au

Minutes of the November meeting of VV&VFACT Committee, are available at:

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Federation name change approved at Annual General Meeting, Members approved change to Vietnam Veterans’ and Veterans’ Federation ACT (VVVFACT)

A copy of the revised Constitution will be published soon, after proof reading.

Click here to view Minutes.
Click here to view Minutes.

Minutes for Committee Meeting for May 2009 are available at:

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Minutes of April Committee Meeting Attached

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Some members have expressed concern that Committee Meeting Minutes are not published on the website. The last Committee Meeting for 2008 was held in November, the first Committee Meeting for 2009 was held on Thursday, 19 February 2009. Therefore the November Minutes could not be published until approved by the Committee at the meeting on Thursday.

Minutes are available at Minutes

VIETNAM VETERANS’ FEDERATION (ACT BRANCH) Inc
Minutes Of Committee Meeting: Thursday 19 June 2008
Stephen King Memorial Centre
President Gerry Mapstone recited the Ode and declared the meeting open at 10.00hrs.

Present
Gerry Mapstone, Danny Burton, Alex McGown, Bob West, Laurie Drake, Terry Lawler, Bob Jones, Jack Davis, John Padovan, Jim Wain, Brian Daly
Apologies
Ron Hickman, Len Little, Col Perrin, John Harvey, Karen Toscan
Previous Minutes
Accepted: Moved Brian Daly, seconded Jim Wain
Business Arising
Bob Jones and Bob West elaborated on the situation with the Red Cross. The program will continue. Our people have nine clients and have taken another one (non Veteran) from the Red Cross. A piece is being done for the newsletter.
Jim Wain referred to Item 30(D) advising that the ‘old lathe’ was now back in service with the new one. Alex advised of a possible on-line marketing site if Jim intends to pursue the attempted sale of the lathe.
Bob Jones advised that in Item 30 (M) the pamphlets are being delivered for ‘Porters’, not the ‘Grog Shop’ as written.
Correspondence
Letters acknowledging resignations to Graham Ogg and Peter Saint, and one to Jason Brown on the green trailer. Alex advised that the golfing group may not be going ahead with the proposed modification of the trailer.

REPORTS

President
Gerry’s written report makes a number of positive comments about current events, ie liaison with the ACT Government, the Grants Program, Karen’s well earned leave, the Garage sale, Picking up the Peaces, coming events such as the AGM and Vietnam Veterans’ Day. He urges us all to keep up to date with information on the website. He added information on quotes currently being sought and received for gutter guards and future decisions to be made on whether or not it will be better to buy and do ourselves.
Moved: Gerry Mapstone; seconded John Padovan Accepted

Secretary
The Secretary reported that for the first time he’d managed to put draft minutes on the notice board near the main door to the centre. Alex corrected that his suggestion at the previous meeting had been to put a draft agenda there. Secretary advised he’ll attempt both for next month.
I shall be unable to attend the July meeting, being required onstage for two performances that day and will be grateful for a volunteer to take the notes for July.

Treasurer
On Income the Treasurer reported that the garage sale has done very well in May and June. Expenses for running the centre have been normal. Major expenses due are this month are to cover insurance. On last year’s experience, the figure could be around $5000. He reported that Gail is on holidays and that end of financial year recordings and the auditors report are in hand.
Moved: Alex McGown; seconded Jack West Accepted

Membership
Bob Jones advised that financial membership was now at 420, with an estimated 150 yet to pay. An item is going in the newsletter. He is confident we will reach 500 again this year.
Moved: Bob Jones; seconded Laurie Drake Accepted

Hospital Liaison
Gerry reported that it was business as usual. Alex advised that he had visited Calvary Hospital where the Federation had donated $500.Photos were taken and something may appear in the Chronicle.
Moved: Gerry Mapstone; seconded Alex McGown Accepted

Welfare Report
While Len Little was absent from the meeting, Jack West reported on a conference he’d been to …
[I’ve missed the name here and would be grateful for help with it.]

Publishing Report
The June issue of ‘From Warfare to Welfare‘ was published on 14 June to the web site, along with an 8-page bonus magazine containing an illustrated article on Bob Stephens’ visits back to Vietnam this year. The paper copies were printed over the weekend and will be mailed this week. A big thank you to members who contributed to this issue – the regulars’ material is always appreciated, and this month we saw a number of new bylines. We hope now that they have the taste for it, they will continue to submit material for both the newsletter and the web site.

IT Report
The website – www.vvfact.org.au – continues to keep members up to date with goings on at the Stephen King Memorial Centre and in the wider veteran community. A reminder that everyone is invited to contribute relevant material through the email address webmaster@vvfact.org.au. That way all members can be kept up to speed with the amazing number of activities this Branch is involved in.

Picking Up the Peaces
The group has conducted a number of fund-raising and awareness events for PTSD in the past month, including a trivia night that attracted significant numbers from the veteran and emergency services communities. Most of the group turned up to help out at the Monster Garage Sale, and some brought their vehicles – a police car, two ACT Fire Brigade trucks (including the 30m sky crane), and three Rural Fire Service trucks, which proved quite an attraction.
Bob West helped the group put together an application for an ACT Health Promotion Grant which will hopefully lead to a funded 5-year plan to more effectively lead to early detection and treatment for younger veterans returning from deployment and emergency services personnel affected by PTSD.
This time next month the group’s trekkers will be almost finished walking the Kokoda Trail, an effort that will hopefully generate considerable publicity and awareness of post traumatic stress disorder. Until then, things will be quiet as members prepare the paperwork, fitness and medical clearances needed for the trek.
Moved: Laurie Drake; seconded Danny Burton Accepted

Food Van
Little to report this month as again the foodvan was not required for last Sunday’s “Picking Up the Pieces”, event.
Will be glad to get some cover over the van, as there are still leaks around the top ventilators. Have spoken with Dick Aubrey re the floor and we should be able to work on it in the next month.
Have spoken with Karleen, from the Corvette Club, re their Show and Shine Easter Saturday next year. I will receive a letter with more detail in due course.
The German Auto Fest on the 25th of September is still the next definite event but will look around for an earlier event to kick off the next season
Moved: John Padovan; seconded Bob Jones Accepted
MOTION
That, ‘$ 264.00 be expended for a 32A 3 phase outlet power box with 3 double power points’. This is to ensure the foodvan has adequate power outlets when there are other vendors competing for power from the same source.
Moved John Padovan, seconded Bob Jones Carried

Veterans’ Voices
Brian reported that Veterans’ Voices is attempting to publicise itself (and the Federation) through the ABC Friday night program Stateline. Reporters will be visiting the centre for one rehearsal and will follow the group to a retirement home for a performance.

Entertainment
Gerry said that the prizes originally intended to be raffled in the postponed Christmas in July would now be used for another raffle.

Peacekeeping
Bob Jones will follow up a program to get vegemite and other Aussie products to the troops on operations overseas.

Grants Officer
Department of Veterans Affairs – BEST Grant 2008/09
Our submission for a ‘one off’ capital equipment grant has been successful. We received all the necessary funding for the technology upgrade and a new shredder. We have received a reduced amount for a new photocopier. DVA will not fund the ongoing technical support for the new environment.

The normal BEST funding round will be considered later with a decision made in June and funds made available in July.

2008/09 ACT Health Promotion Grants
A submission is being made for a grant under the ACT Health Promotion Grants to fund the preparation a 5 Year Strategic Plan for Picking up the Peaces to promote PTSD awareness.

Regional Achievement and Community Award
A nomination submission is being prepared for a Regional and Community Award. These awards are sponsored by the Commonwealth Bank and Prime Television. Awards of $5,000 are available to a range of categories including Community of the Year Award for groups and organisations. The intent of the award is to encourage groups to make their communities stronger and to help to promote a true community spirit for this and future generations.

VVFACT is submitting a nomination under the Community Award category. It is proposed that a suitable portable stage piano be purchased should our nomination be successful.

ACT Adult and Community Education Program
Dovetails for Diggers grant
Acquittal documentation for this grant has been forwarded to ACT Adult and Community Education. Telephone advice from ACT Adult and Community Education is that our evaluation satisfies their requirements.

Agreement has been reached with ACT Adult and Community Education that an audited statement covering these specific funds can be provided separately later in the year when they are available.

Department of Veterans’ Affairs
Veteran and Community Grant for a lathe for the metal workshop
The lathe has been purchased and is being installed.
Moved Bob West, seconded Bob Jones Accepted
Gerry moved a vote of thanks to Bob for his work with the Grants.

Task Co-ordinator
Jim asked about the Priority List, which was discussed later in General Business.

Garage Sale
Gerry wished to put on record his appreciation to Ron Hickman for his work of the Garage Sale. He would have a certificate of appreciation made.
There is a suggestion there may be one more sale in September.
He reported that around $15,000 had been raised by sales and that had been more than enough to pay for the shed.
Jim requested that the area outside the workshops be cleared to allow some equipment to be moved into the area.

Woodwork and Steel workshops
Food Van Shed
I have received a Utilities Diagram from ACTEW that shows an actual sewage line running through the back of our property. It runs in the place that has been marked on our property plans as ‘Proposed Sewage Line’. I e-mailed ACTEW, on 6 June, to enquire about setbacks from sewage lines. Having had no response I rang and spoke to the responsible officer. He has now read the e-mail and hopes to reply on Monday. His advice is obviously critical to our planning.
Further to this issue Dick Aubrey has made some enquiries and has advised that the required materials are available for around $8,500. He has advised Alex of this.

Woodwork Shop
(1) Dust Extractor. I have got a quote from a Sydney firm that came in at about $4,500. This has been discussed with Gerry and a letter sent to Ainslie Football club requesting a grant. Bruce Glossop is quietly confident that this will be approved.
(2) Garden Seating and Table. The suggestion that the Woodwork shop make a table and chairs is noted and is on our ‘To Do List’.
(3) Redesign layout of the wood shop. This has been finished.The next two items come under the Dovetails for Diggers Grant, an ACT Education Dept grant.
(4) Construct a conference table. I admit to a fading memory but I thought this was a suggested project rather than a requirement under the terms of the grant. Considering the donation of tables and chairs by the Tuggeranong Rugby Club the project is now redundant.
(5) Use of timber purchased. The timber is for projects by members and is for sale to members for the price paid by the Federation. For example Barry is making a tea tray and has purchased a piece of Rosewood.

Metal Work Shop.
Purchase a Metal Lathe. This has been done.
Lathes to Goulburn Mens Shed. This was done on Friday by Peter Kercher and Jack Davis. I did not attend due to illness.

Repairs & Maintenance
You will recall at our last Committee Meeting I commented that we should not be paying for R&M when we rent, even though the rent has been significantly reduced. I went back to the new 99 year lease agreement and discovered that we are not paying rent for any of the buildings on our block but are only paying ground rent for the land. Consequently my assertion is incorrect. What we should now consider is a ’sinking fund’ so we have some money in the bank for R&M.
MOTION: That a sinking fund be established of at least $4000, to be capped at $10,000 to provide for repairs and maintenance.
Moved Jim Wain, seconded Danny Burton Carried
Moved Jim Wain, Seconded Danny Burton Report Accepted

KOC Report
KOC Meeting 27th May 2008
1. VVAA Education Officer Eddie Blanch spoke about “Value our Veterans” program. The program involves veterans going to High Schools in the surrounding NSW area and speaking to years 11 and 12 students about the Vietnam war and subsequent ADF involvements. The students cover the war in the NSW History subject. The ACT schools are not involved at present.
The presentation to the students involves the lead up to the war and the veteran’s part in the war – eg dress, amenities, conditions etc.
A future proposal is to get DVA to provide approval and funding to produce a 2 day course for 20 ~ 30 interested veterans. The course would provide assistance for the veterans on how to present the talks.
Anyone interested should contact Pat McCabe.
2. The Van office staff advised that there is to be a pilot ‘Inreach Program” in the Gungahlan area starting in the next week or so. The program would be similar to the Outreach Programs conducted in the country areas.
There are about 650 veterans on the VAN records in Gungahlan area. Each would be sent a letter advising of presentations to be conducted locally that they may wish to attend. The presentation would advise the veterans of the services and entitlements that are available for them. Of course attendance to the presentation is voluntary. In some cases, home visits may be arranged.
The VAN staff hope that other veterans might attend through word of mouth. (This may lead to an increase of inquiries to the VVF.)
A copy of the letter will be sent to all ESOs so that any inquiries can be answered. In the letter the veterans will be advised of all ESOs in Canberra that may be able to assist.
The Van staff will advise the KOC of the progress at the August meeting. If the Gungahlan program is successful then other parts of Canberra will be targeted.
The Coordinator of the program is Sharon Mills
3. The Review of the Veterans Home Care is open for comment. Now any individual person may make comment on this review and future reviews.
Alex McGown: VVF Representitive
Nothing to report
Senior Vice President (Danny was absent at an AAT hearing at the time), both Vice Presidents, Public Officer Report, Entertainment, Peacekeeping, Social Isolation

General Business
30 General Business:-
31 General Business:-
31 (A) Visit to Goulburn Jack
Jack reported on a visit he and Peter Kercher made to the Goulburn shed. It is a drop in centre and a workshop currently making push bikes for charity. There were photos taken and reporters and should result in some publicity for the VVF.
31 (B) Mobile phone for ASSIST program Alex
Alex wants to investigate obtaining a mobile phone dedicated to ASSIST. Currently Karen’s phone is the contact point. Laurie will investigate the VOiP system when the new IT system is operating and the possibility of the use of a ‘call forward’ system.
31 (C) Tyres for the Truck Alex
The trucks tyres are u/s and must be replaced.
MOTION: That after obtaining two quotes permission is granted for the expenditure to replace the truck’s tyres, including the spare.
Moved Bog West, seconded John Padovan Carried

31 (D) Priority List of Tasks Alex
Alex has the priority list on spreadsheet. People can contact him to suggest changes, rearrangements of tasks etc.
This lead to a discussion on the design of the sign prepared by Col Perrin. The name change of the Federation caused some discussion and it was decided to leave the title as is until there has been some further consultation with the national body and a name change can be organized through change to the constitution. With some changes the sign is to go ahead.

31 (E) BEST equipment grant Alex

31 (F) Vietnam Veterans’ Day arrangements Gerry
Gerry will ask Shirley if the ladies lunch scheduled for the next day can be held on the Monday, Viet Vets’ Day. We will be hosting a sigs reunion.
Some discussion on how this will be paid, as it is not a ‘standard’ lunch.
A further discussion developed on the tone of the reply to Gerry’s letter to the VVA. Gerry to write again asking for more involvement in important events such as the Viet Vets’ Day.
31 (G) Date of AGM Gerry
Date set for Sunday 24 August.
The idea of a guest speaker was raised and Gerry is to contact Phil Cowan about possibly having someone from the TPI Association perform this task. Bob West suggested that raising fees should be put on the agenda. Danny advised that he would not be standing again at this AGM.
31 (H) Fundraising idea Terry
Terry Lawler floated the idea of a 200 club for fundraising. He will talk to Fergus about legalities of such a scheme. In the meantime the walking group will generally (in good conditions etc) deliver the Porters pamphlets on the first Tuesday of the month.
31 (I) MOTION: The donation to the trek being undertaken by Picking up the Peaces (“into the bucket”) is to be $2000.
Moved Alex McGown, seconded Danny Burton Carried

Next Meeting
Thursday 17 July 2008 at 1000hrs
Meeting Closed
Meeting was closed at 1300 hrs

VIETNAM VETERANS’ FEDERATION (ACT BRANCH) Inc
Minutes Of Committee Meeting: Thursday 15 May 2008
Stephen King Memorial Centre
President Gerry Mapstone recited the Ode and declared the meeting open at 10.03am.

Present
Gerry Mapstone, Danny Burton, Alex McGown, Len Little, Jim Wain, Col Perrin, John Harvey, Karen Toscan, Jack Davis, Bob West, John Padovan, Laurie Drake, Terry Lawler, Brian Daly
Apologies
Bob Jones, Ron Hickman
Previous Minutes
Accepted: Moved Brian Daly, seconded Danny Burton
Business Arising
Nil
Correspondence
1.    Letter of resignation from Peter Saint for family reasons and this was accepted. A letter will be sent to Peter accepting his resignation but leaving open the option to return should his circumstances improve and he so wishes.

2.    Letter of resignation from Graham Ogg.
Graham’s resignation was discussed and it was agreed that a letter be written reluctantly accepting, but leaving open the option to return should his circumstances improve and he so wishes.
Some discussion included the garage project which is being delayed by the negotiations for the Federation’s lease on the premises.
In further discussion, Jim Wain volunteered to take over the co-ordination of the shed and that he would speak with Peter Kercher. He also offered the information that Dick Aubrey was prepared to take over the position of Task Co-ordinator but did not want to attend meetings. He confirmed this later in the meeting, saying that Dick had agreed as discussed.

3.    A letter from Jason Brown concerning the refurbishment of the ‘old green trailer’ so that it could be used to carry equipment on golfing trips. In discussion it was decided to answer the letter giving approval, and since the trailer is still used for other carting purposes, we would require that the proposed ‘lockable’ enclosure be removable, thus making the trailer a dual purpose vehicle.
Moved: Jim Wain, seconded Terry Lawler    Carried

REPORTS

President
Gerry highlighted in his report the impending handover of the Page premises under the proposed new lease. The Federation has not yet formally taken over, but this should happen within the next few weeks. Jim Wain offered to help with negotiations on responsibility for maintenance.
He also thanked Senior Vice President, Danny Burton, for deputising in his absence.
Accepted: Moved Gerry Mapstone, seconded Jim Wain

Treasurer
Incomes: The food van did reasonably well at Auto Italia, Renault Car Club and the motorcycle events.
Expenses: Normal expenses used to running the centre.
Major expenses: Centre lease costs for a year.
Mobile phone has been purchased for the Federation.
Deep fryer for the food van.
Shelving for the cool room.
Donation to prostate organisation.
Site/donation to Shannons Car Club Charity.
Other items: Christopher Fearon has agreed to be the Federaton auditor for 07/08. Pay and conditions negotiations have been conducted between the Federatio and karen Toscan to the satisfaction of both sides. Karen is now permanent.
Overall balance at bank: $22,000
Accepted: Moved Alex McGown, seconded Len Little

Membership
Bob Jones was not present at the meeting, but Karen advised that financial membership was now at 404, and that there seems to have been no response from the promotional flyer sent out by the Tuggeranong Valley Rugby Union.

Hospital Liaison
There are still many patients to visit. No VLOs appointed as yet.
Accepted: Moved Gerry Mapstone, seconded Ron Hickman

Public Officer
Accepted: Moved Len Little, seconded Danny Burton

Publishing Report
Computer problems have held up printing and mailing of the paper copies of newsletter for several weeks. The web team has expanded and now includes Vic Robertson, Michael Hocking, Roley Comans, Peter Saint and Laurie Drake (who prefers to remain anonymous). We are printing now only about 200 newsletters (used to be 600). Laurie asked for more volunteers to help with the task of printing and posting.
Accepted: Moved Laurie Drake, seconded Len Little

IT Report
Viv Brice had sent in a hand-written report as follows:
We have decided not to proceed with building our own network server as Bob West has advised that the grant for a complete new system is due by end May. This will avoid duplicating users’ changing to a different system.
Last week the cables connecting the admin area to the computer training room were cut, isolating it from data and telephones. We have decidec not to reconnect as the new system already mentioned is totally wireless and has no need of these connections. An interim setup has been implemented today to provide internet access to the computer area.
Accepted: Moved Laurie Drake, seconded Len Little

Picking Up the Peaces
The Peacers have been running in high gear for the past couple of months, attracting national and local media attention and support from a number of influential PTSD institutions. They have conducted open days with various emergency services, a highly successful ‘Majura Madness’ fund-raising marathon, a USB flash drive promotion, and a grant from Health Services Australia. There are currently 19 people in training for the Kokoda Track promotional walk in July.
Accepted: Moved Laurie Drake, seconded Len Little

Food Van
John reported on several events which were mostly successes: Renault Car Club (not a big success), the Auto Italia which was, the Bike Fest (huge success). Coming events are Picking up the Peaces, 22 June, (this may change to the 15 June coinciding with the next garage sale). Caravan needs to be registered. More volunteers to work van required.
Accepted: Moved John Padovan, seconded Bob Jones

Veterans’ Voices
First performance (with new repertoire) at Moreshead Retirement Friday 23 May.
Accepted: Moved Ron Hickman, seconded Brian Daly

Entertainment
John Harvey is looking for suggestions for entertainment. Mid year Christmas in now on hold.

Peacekeeping
John Harvey reported that it was good that some younger vets are now coming along. He requested that the badgeing of our organisation be standardised as there are some inconsistencies and it is important that the Peacekeepers can see that they are included. [President to write to Tim McComb to clarify.]
Accepted: Moved John Padovan, seconded Col Perrin

Grants Officer
Department of Veterans Affairs – BEST Grant 2008/09
The BEST Grant submission for 2008/09 has been submitted.
Correspondence from DVA indicates that the capital proposal will be considered separately to the standard BEST funding round. We should receive advice on the outcome of the capital funding bid in late May with funds being made available in June 08 for expenditure by June 09. The capital bid is for a ‘one off’ technology upgrade of $40,000. (New telephone system, photocopier, shredder and wireless LAN).
The normal BEST funding round will be considered later with a decision made in June and funds made available in July.
ACT Adult and Community Education Program
Dovetails for Diggers grant
Acquittal documentation for this grant has been forwarded to ACT Adult and Community Education. Telephone advice from ACT Adult and Community Education is that our evaluation satisfies their requirements.
Agreement has been reached with ACT Adult and Community Education that an audited statement covering these specific funds can be provided separately later in the year when they are available.
Department of Veterans’ Affairs
Veteran and Community Grant for a lathe for the metal workshop
The lathe has been purchased and is being installed.
Accepted: Moved Bob West, seconded Jim Wain

Task Co-ordinator
Jim had spoken to Dick Aubery during the break and reported that his is willing to take on the role as described earlier in these minutes.
Garden
Terry said he was impressed with the clean up. He suggested that the role of the co-ordinator become dormant for the time being and become an ‘on demand’ activity.
Social Isolation
Bob West reported that after some delays with Red Cross, all were now approved and receiving reimbursements.

Nothing to report
Secretary, both Vice Presidents, Welfare, Public Officer, Garage Sale, Woodwork, Steelwork

General Business
30 (A)    Committee Meetings Alex
Suggested that a copy of the minutes of the previous meeting, if only in draft form, could be left near the main door to centre.
30 (B)    Garage project Alex
Discussed earlier in meeting in relation to Graham Ogg’s resignation.
30 (C)    Karen’s workload Alex
Alex urged all to be considerate in our requests for Karen to undertake extra tasks.
30 (D)    Equipment disposal Alex
Despite being advertised there had been no takers for the ‘old lathe’. It will now be donated to the Goulburn men’s shed.
30 (E)    Project Priority list Alex
Alex provided a draft priority list as discussed at last meeting. Some discussion and modification to take place.
30 (F)    Brush Fencing John Padovan
This item was brushed aside in favour of moving the shade cloth from the back fence to cover any unsightliness in  the view through the front fence.
30 (G)    Refurbishing the old green trailer in the backyard
Discussed during Correspondence. Approval given so long as whatever is constructed can be removed from the trailer allowing it to be used as a normal open trailer.
30 (H)    Lathe for Goulburn men’s shed
Lathes previously donated to the Federation are being donated now to the Goulburn mens’ shed as a message of goodwill. Some of those who use the shed are Veterans anyway and we are showing solidarity with them.
30 (I)    Resignation of Graham Ogg
Discussed during correspondence.
30 (J)    Payment re the blocked toilets on site etc
This is an ongoing issue. Copies of correspondence were issued during the meeting and the matter is in hand.
30 (K)    Authority guideline or one person to contact to run any maintenance issues etc past before going ahead with urgent repairs etc like the toilets.
Alex has devised a template to record decisions made out of committee to be kept in a folder thus forming a record of who was involved in these decisions, thus allowing further transparency in these matters.
30 (L)    The Federation’s (lack of) involvement in the organisation of Vietnam Veterans’ Day was discussed and Gerry is to write to Peter Ryan, assertively offering our help for this year’s event.
30 (M)    Karen reported that the Federation would be paid $100 by Porters at the Belconnen markets to deliver pamphlets each month. Terry was concerned that the walking group not be constantly committed to this task.
30 (N)    Alex affirmed that a donation would be made to the Variety Bash in which Danny was taking part. No figure was determined.

Next Meeting
Thursday  June 19 2008 at 1000hrs
Meeting was closed at 1234 hrs

VIETNAM VETERANS’ FEDERATION (ACT BRANCH) Inc
Minutes Of Committee Meeting: Thursday 20 March 2008
Stephen King Memorial Centre

President Gerry Mapstone recited the Ode and declared the meeting open at 10.01am.

Present
Gerry Mapstone, Danny Burton, Graham Ogg, Alex McGown, Bob Jones,
Bob West, Karen Toscan, John Padovan, Len Little, Ron Hickman, Brian Daly

Apologies
Terry Lawler, Col Perrin, Jack Davis, Peter Saint, Jim Wain, Laurie Drake

Previous Minutes
Accepted: Moved Brian Daly, seconded Danny Burton

Business Arising
Danny Burton reported that the there was a need to purchase an extra $434 worth of shelving to complete the system referred to in the minutes of the February meeting. He costed them and Karen had ordered them. The cool room would be able to be completed then for the next outing.

Correspondence
Nil (some invitations received but nothing highly significant)

REPORTS
President
Gerry’s written report covered many good things happening in the Federation, including thanks to those working on the garaged sale and food van, the re-starting of cooking classes, grants currently being sought, donations, esp from the Tuggeranong Valley RU Club. He spoke in the meeting of a general sense of unity currently pervading.
Accepted: Moved Gerry Mapstone, seconded Len Little

Treasurer
Incomes
A donation of $5000 has been received from the Vikings Club for the garage/shed fund.
The Foodvan did reasonably well at Shannons.
Expenses
The normal expenses used to running the centre.
Other items:
The Dovetail for Diggers grant is being spent.
Judy Whitlock has volunteered to assist in the treasury area. With permission, I have given her passwords so that she can pay bills etc. Judy is a member of the Federation.
A Profit and Loss Statement is attached.
The bank account statement is available.
Accepted: Moved Alex McGown, seconded John Padovan

Membership
Bob Jones reported that membership was at 350 (from a possible 525-530). He would check with the Tuggeranong Valley Rugby Union Club had sent out the flyer seeking further membership.
Accepted: Moved Bob Jones, seconded Graham Ogg

Hospital Liaison
The President reported that number of vets in hospital is up, at around 20 to 30.
Preparations for the Anzac Day ceremony at the hospital were going well. Veterans’ Voices would provide the music.
Accepted: Moved Gerry Mapstone, seconded Ron Hickman

Public Officer
Len has spent some time with the Attorney General’s Department on rules for appointing an auditor. There is no need for an AGM. When an auditor is found, the committee can approve.
Accepted: Moved Len Little, seconded Danny Burton

Publishing Report
The web site has continued to provide updated information to members, although there is a need for a wider base of contributors to actually post to the site when I am unable to do so. Thanks to Vic Robertson for providing a weekly report during such an absence.
The Newsletter was produced and posted to the website on 12 March, despite major difficulties with the publishing hardware

IT Report
The computer network has become progressively more unstable and is requiring more maintenance and troubleshooting. Disruption to staff and volunteers is unacceptable, but the core problems have yet to be isolated. Considerable time was also spent preparing a grant application for a complete new network. Even if successful, it will be some months before it can be implemented

Picking Up the Peaces
The group’s PTSD awareness campaign is gaining momentum, with support from all emergency services in place, and increasing media interest. They could do with help from anyone interested in such a campaign. The website www.pickingupthepeaces.org.au is now live.
Previous three reports Accepted: Moved Laurie Drake, seconded Len Little

Food Van
Some points from a comprehensive report:
The Shannons Wheels outing was a huge success with a net profit of $3,566.
John is trying to organise a roster of 4 wheel drive owners to tow the cool room.
A draft letter to ECOWISE was circulated asking if they provide a power box that can be attached to 3 phase outlets.
He is also looking to have advertising on the cool room.
Accepted: Moved John Padovan, seconded Bob Jones

Veterans’ Voices
Still practising and engaged to sing at Canberra Hospital Anzac Day ceremony.
Accepted: Moved Ron Hickman, seconded Brian Daly

Grants Officer
Acquittal of Dovetail for Diggers grant has now commenced and is due to be finalised by the end of March.
Agreement reached with ACT Adult and Community Education that an audited statement can be provided separately later in the year.

Submission to DVA for a Veteran and Community Grant to purchase a lathe for the metal workshop successful. Funds provided and the lathe ordered.

BEST Grant submission for 2008/09 submitted. In addition to our normal running costs bid we have made a bid for a ‘one off’ technology upgrade of $40,000. (New telephone system, photocopier, shredder and wireless LAN).

TVRU Club provided $5,000 to assist construction of shed for caravan. Letter forwarded to TVRU thanking them from their generous contribution.
Accepted: Moved Bob West, seconded John Padovan

Task Co-ordinator
We may need to rethink parameters of carport. A trickle drip system need to be installed to preserve plants in the drought. Should be able to in stall for a reasonable amount, much less than $1000. Ted Kearney to be consulted. Dick Aubrey currently in stalling shelving to store recently purchased timber. Need to time with the installation of the dust extraction system.
Accepted: Moved Graham Ogg, seconded Alex McGown

Social Isolation
Bob is awaiting Red Cross discs for three. He will be putting info on the website soon.

Garage Sale
Next one due on 20 April.
Accepted: Moved Ron Hickman, seconded Brian Daly

Woodwork workshop
There’s been a re-design of benches. Unused equipment and materials have been removed
Steel workshop
New lathe has been installed.

Nothing to report
Secretary, Senior Vice President, Vice President, Entertainment, Welfare Officer, Project Officer, Garden & Home Maintenance

General Business
(A) Motion: That we, ‘donate $600 to the Prostate Cancer Society at the April Ladies Day Lunch’.
Moved John Padovan Seconded Danny Burton Carried
(B) Gerry to speak to Peter Ryan about having a rep on planning committee for Vietnam Veteran’s Day.
(C) Danny to draft a letter to DVA asking about having the flag draped on coffins of Veterans to be given to NOK.
(D) General discussion on ideas for promoting ourselves: having press attend Ladies Day lunch; re-visiting the sign; possibility of a brochure; and having something in service newspapers.
(E) Auditor: Alex will talk to Chris Fearon with a view to having books audited for an August AGM.
Moved: Alex McGown, seconded John Padovan Carried
(F) Alex will look into purchasing a ‘not too complicated’ mobile phone for a maximum of $200.
Moved: Alex McGown, seconded Ron Hickman Carried
(G) Karen to be made permanent at Level 5.
Moved: Alex McGown, seconded Len Little Carried
(H) Priority of Spending: Alex to work with Graham on a spreadsheet to establish a rolling program of projects to assist with budgeting. This would be reviewed at each meeting.
(I) In a newsletter item, Laurie to emphasise that the Federation is a place where families are always welcome, especially at the Tuesday lunches.
(J) For health reasons, separate breadboxes need be purchased to keep raw and cooked meat separate at barbeques. Danny to organise.
Moved: Danny Burton, seconded Len Little Carried
(K) Truck maintenance: Alex to contact Jim Nelson and Danny to continue monitoring of truck maintenance.
(L) Graham intends addressing the problem of chairs potentially falling over the edge at the Garden of Peace with a row of pavers at the 3 May working bee.
(M) Dick had nearly finished the racks for timber storage and some expenditure had been approved. Alex added that the does approve expenditure outside committee meetings but not for big amounts.
(O) Danny was to invite the Minister to the National meeting in April.

Minutes Of Committee Meeting: Thursday 21 February 2008

Stephen King Memorial Centre

President Gerry Mapstone recited the Ode and declared the meeting open at 10.01am

Present
Gerry Mapstone, Danny Burton, Graham Ogg, Alex McGown, Bob Jones,
Bob West, Col Perrin, Karen Toscan, Jack Davis, Peter Saint, Jim Wain,
Laurie Drake, John Padovan, Len Little, Ron Hickman, Brian Daly
 Apologies
Terry Lawler
 Previous Minutes
Accepted: Moved Jim Wain; seconded Danny Burton Carried
 Business Arising
Jim Wain’s draft letter to Vic Robertson
Jim’s report on Sawdust
Report from JW on Mick Kinna’s recommendation re disposal of assets
All three items, as reported by Jim, agreed to. In recommending not accepting the Mick Kinna recommendation, Jim drew attention to the fact that the committee is elected to care for the membership and that on a case by case basis, if the committee had a major concern it would consult the membership. Jim will write to Mick informing him of the committee’s decision.
Accepted: Moved Jim Wain; seconded Graham Ogg  Carried
 Correspondence
Joint Media Release on agreement between Veteran Associations
Danny to draft a reply offering our support and wanting to be involved.
Dexion quote on shelving for cool room
Quote to be accepted and Karen to order immediately.
Moved Danny Burton; seconded John Padovan   Carried
Request for use of conference room by Graham Walker
General consensus that we accept a booking without fee when made.REPORTS President
Accepted: Moved Gerry Mapstone; seconded Danny Burton Carried
 Treasurer
Apart from his written report, Alex advised that he would be away until 17 March and that most accounts could wait for his return to be paid.
Accepted: Moved Alex McGown; seconded Len Little  Carried.
 Senior Vice President
Some discussion generated by Danny’s urging that we advertise ourselves more.
Accepted: Moved Danny Burton; seconded Graham Ogg   Carried
 Membership
Bob reported that 300 had renewed membership and this is a good figure for this time. There are 200 or so to go. Mention made of flyers funded by Tuggeranong RU Club and this may attract more members.
Accepted: Moved Bob Jones; seconded John Padovan   Carried.
 Hospital Liaison
Gerry reported that things are going well and that there are more in hospital than there were at this time last year.
Accepted: Moved Gerry Mapstone; seconded Danny Burton CarriedPublishing Report
Written report provided
 IT Report
Written report provided
Picking Up the Peaces
Written report provided
Three previous reports accepted:
Moved Laurie Drake; seconded Danny Burton   Carried.
 Food Van
Apart from the written report John passed around information on proposed purchases for the Food Van: motion to be put in General Business.
Report accepted: Moved John Padovan; seconded Len Little  Carried.
 Veterans’ Voices
Ron reported that the VVs are rehearsing and introducing some new songs. Preparing for first outing at hospital Anzac service.
Accepted: Moved Ron Hickman; seconded Brian Daly  Carried.
 Entertainment
Written report provided by Karen.
Accepted: Moved Karen Toscan; seconded Col Perrin  Carried
 Grants Officer
Written report provided by Bob West.
Gerry added information that TVRU, apart from their financial assistance, had also donated the table and chairs we are now using for our meetings. He will write a letter of thanks.
Accepted: Moved Bob West; seconded Danny Burton  Carried
 Task Co-ordinator
Graham reported on progress on:
 the gents toilets upgrade (tiling to be finished);
 carport for which Graham believes we have the expertise to do ourselves. This generated some discussion prompted by Col Perrin on the possibility of purchasing a shed from Col Western Sheds (further discussion to be conducted outside the meeting);
 upgrading the sawdust extraction (he requested that the passage between the workshop and the fence needs to be cleared before further work can be carried out);
 the provision of the doorway in the meeting room taking out the air conditioner: Peter Kercher to be approached when he returns.
 The pergola idea has been abandoned.
 Graham also asked Jack Davis if the first aid kits could be upgraded.
Accepted: Moved Graham Ogg; seconded Jim Wain   Carried
 
 Social Isolation
Bob Jones reported that Red Cross had promised action in the next few weeks on providing identity cards for members who have passed the course.
Accepted: Moved Bob Jones; seconded Col Perrin   Carried
 Garage Sale
Ron Hickman reported the $1,650 had been made from the last sale.
There are problems in conducting the sale each month: lack of help, increased storage problems, clashing of dates sometimes with Food Van bookings, cooking classes etc. A separate meeting outside committee was suggested to discuss possible solutions or further viability of the project/other options for fund raising.
Accepted: Moved Ron Hickman; seconded Jim Wain  Carried
 Woodwork workshop
Jim provided a joint report for both workshops, advising in the process that Peter Armstrong will in future be responsible for the Steel workshop report.
He advised that work on the dust extraction system would start in the following week.
Motion: That $5,390 be approved for dust extraction and when available it be ordered.
Moved Jim Wain; seconded Graham Ogg    Carried
  Nothing to report
Secretary, Vice President, Welfare, Public Officer, Project Officer,
Garden and Home Maintenance,  General Business
29 General Business:-
29(A) Proposed Christmas in July Committee
Karen is getting names of those interested in organising.
29 (B) EGM/AGM discussion changes
Gerry proposed that we conduct the AGM in July or August as September is very late. Some problems in not clashing with Viet Vets Day. Alex highlighted the problem in getting audits done in time. Jim will look at Constitution and talk to Peter Kercher out of session.
29 (C) Water Grants Project: Peter Eveille report
Peter’s report noted.
29 (D) Vacant positions filled
Jack Davis will fill the position of VVF rep for the ACTTMC
Col Perrin takes on the vacant Vice President position for this committee.
29 (E) Lease arrangements with the Land Development Agency: Page premises
Gerry reported that negotiations are on-going.
29 (F) Grant from Tuggeranong Football Club of $5000
 Food van sponsorship and letter of thanks.
As reported earlier, Gerry will write this letter.
29 (G) Shelving in the food van
Dealt with during correspondence.
29 (H) Proposed purchase of digital piano keyboard – John Bonnett
Gerry reported that he had already advised John that we are unable to fund this project and that there is another keyboard being used at present.29 (I) Motion: That $5,669 be allocated for a new gas fryer Frymaster PMA135GST and for the purchase and installation of a stainless steel BBQ plate.
Moved John Padovan; seconded Jim Wain Carried
29 (J) Various matters:
Jack Davis spoke about moving the paving near the garden out about a metre. He will talk with Graham further after the meeting.
Some pieces of equipment to be disposed of, namely a rusting trailer and the Baine Marie no longer in use. Jim said he would do.
Col and Ron to discuss the sign for the fence to include the change in name of the organisation.
 Next Meeting
Thursday 20 March at 1000hrs
 Meeting Closed
The President declared the meeting well and truly closed at 12.46pm

VIETNAM VETERANS’ FEDERATION (ACT BRANCH) Inc

Minutes Of Committee Meeting: Thursday 22 November 2007 Stephen King Memorial Centre

President Gerry Mapstone recited the Ode and declared the meeting open at 10.04am.

Present:
Gerry Mapstone, Danny Burton, Alex McGown, Terry Lawler, John Padovan, Laurie Drake, Jim Wain, Karen Toscan, Bob Jones, Col Perrin, Brian Daly 

Apologies Len Little, Graham Ogg, Bob West

Previous Minutes Amendment: 
Bob Jones drew attention to the Social Isolation Report: which should read: “ … ten (not ‘eleven’) members attended the training course on Monday 15 October 2007 and the same (not ‘a further’) ten members will attend …”Motion: Minutes Accepted:

  Moved Danny Burton; seconded Jim Wain Motion Carried.

  Business Arising Nil

Correspondence 
  a) Nertec Meeting report presented by Gerry Mapstone
  b) Email from Singapore Airlines re fund raising sponsorship
  c) Southern Cross Club, donated a dinner for two $110 Christmas in July.
  d) Letter from John Padovan re meeting structure & conduct.

  Motion: Correspondence Accepted:
  Moved John Padovan; seconded Laurie Drake Motion Carried

REPORTS

President
Apart from his written report, the President spoke about his attendance at the Nertec Meeting in Melbourne on 15 and 16 November 2007, inviting anyone interested in further information to speak with him.

Secretary 
Brian spoke briefly about being honoured to be a part of this committee and hoped he would ‘learn the ropes’ quickly and become an effective member. He thanked Terry Lawler for covering for him in the role of Secretary during Brian’s illness.

Treasurer
Attached a spreadsheet of the Federation’s income and spending so far this financial year. Any grants have been omitted as they are for specific purposes. I have matched up income with expenditure where possible. The shaded areas indicate an individual group’s income. I would like to bring to your attention that anything outside the Office staff wages is paid for by our income.

Even though I have repeatedly asked that I be advised ahead of time of spending, I was given a bill of nearly $1,000 to pay after the last meeting.

Some large spends in the last month are:-
Steam cleaner $2936
Electricity $935
Water $812
Surprise bill $919

  Next month:-
  New compressor for cool room ~ $1000
  Registration and insurance for the cool room unknown

Food van registration and insurance – I have spoken to the insurer and the van is still insured whilst it has no registration as long as it remains on our site.

Again I would also like to ask people that if they intend to spend money that I be informed or kept across the proceedings so that I have no surprises.

Gail Ellis is still on holidays.

A Profit and Loss Statement is attached.
Income/expenses for this year.
The bank account statement is available.

Motion: Treasurer’s Report Accepted:
Moved Danny Burton; seconded Jim Wain Motion Carried.

Membership
Bob Jones reported that membership is currently at 515, with 8 or 9 members already financial for next year. He is ready to collect memberships for 2008 and some have been collected. In the next newsletter, Gerry is to appeal to all to pay membership ASAP, and to advise that it is OK to pay membership for two or three years in advance.

Motion: Membership Report Accepted:
Moved John Padovan; seconded Laurie Drake Motion Carried.

Publishing 
The web site continues to provide daily updates on VVFACT and veteran information. Auction software has been installed and is now available for use by members or groups within the Federation.

Newsletter production facilities have been moved from the publishing office to the CTC to make room for another Pension Office. The December Newsletter is in preparation and should be published around December 1.

Motion: Publishing Report Accepted:
Moved Jim Wain; seconded Danny Burton Motion Carried.

IT Report
The feasibility trial has proved the concept of the client-server network.

Currently, the group is awaiting input from Jake Jacobs on the Administration Network. Following receipt of this information the group can overlay the applications required to meet the specification.

Current intentions are to create individual user accounts, with passwords, for all Executive, Pension/Welfare Officers and Administration accounts along with installation of ghosting software to enable fast recovery.

Picking Up the Peaces for PTSD
Laurie Drake reported that this group has not met for several months.

Veterans’ Voices 
Gerry reported that things were going well: the performance for the TPI wives Christmas party went well and a number of other Christmas ‘gigs’ were coming up.

Entertainment 
Karen appealed for extra help on Friday 7 December to clean up before Christmas.

Food Van
I have tried to make contact with David Crook re the Kung Fu Olympic trials. Will continue to chase him up. Not yet had a chance to try the steam cleaner in the van but will find a day when Graham and I are both on deck. Bob appears to have the cool van near completion and will enjoy having it at our disposal for next year’s functions. Especially the four wheel drive weekend in February at Queanbeyan.

Motion: Food Van Report Accepted:
Moved John Padovan; seconded Bob Jones Motion Carried.

Grants Officer 
TVRU Club – funds for Trash and Treasure shed A submission has been prepared seeking funds from the TVRU Club to assist with construction of the Trash and Treasure shed.

Department of Veterans Affairs – BEST Grant 2006/07 Collection and preparation of the necessary documentation for the acquittal of the 2006/07 DVA BEST Grant has commenced.  

Department of Veterans’ Affairs -  Proposed Veteran and Community Grant for the steam cleaner

Following discussions at the the last committee meeting I approached DVA re the possibility of their funding the steam cleaner. The DVA response is:

DVA will not fund projects retrospectively.
DVA considers the steam cleaner to be maintenance and therefore ineligible for Veteran and Community funding.

Department of Veterans’ Affairs -  Veteran and Community Grant for a lathe for the metal workshop

A submission has been made to DVA for a Veteran and Community Grant for a grant to purchase a lathe for the metal workshop. We have offered to contribute some funds towards this project. DVA have advised that no decision will be made on the current Veteran and Community Grant funding round bids until late November or after the Federal election.

Department of Veterans’ Affairs -  Veteran and Community Grant for a new telephone system
A submission has been made to DVA for a Veteran and Community Grant for a grant to purchase a new telephone system. We have offered to contribute some funds towards this project.DVA have advised that no decision will be made on the current Veteran and Community Grant funding round bids until late November or after the Federal election. 

Department of Veterans Affairs – BEST Grant 2007/08 
We are considering making a further submission if supplementary funding is made available post the Federal election for BEST purposes.

Department of Veterans’ Affairs -  Veteran and Community Grant for Desktop Publishing 
A copy of the audited financial statements will be forwarded to DVA when these are available later in the year to finalise the acquittal for this grant.

At the meeting it was also reported that Katy Gallagher from DVA would be attending the next lunch, and Bob, Gerry and Karen would be discussing the BEST grant with her. 

No Reports - Senior Vice President, Vice President, Hospital Liaison, Welfare, Public Officer 
Break 
The meeting, implementing a John Padovan suggestion referred to elsewhere in these minutes, took a break from 11.25am to 11.40am. 

General Business 
Flyer
Motion:That the VVF (ACT BR) investigate the possibility of producing a brochure/flyer promoting the Branch’s activities. 
Moved John Padovan; seconded Bob Jones

Discussion followed, covering the fact that we already have a card with all our contact details. This needs to be reviewed and maybe we don’t need to go to the expense of making a brochure.

Money for Music
Motion:That the sum of $500 be made available to the singing group for the purchase of sheet music. 
Now that the group has a regular keyboard player, music has become necessary. Short sleeved shirts may soon be an additional expense.
Moved Jim Wain, seconded Danny Burton Motion Carried

Amendment to Constitution
Proposed amendment to Constitution on financial limits to amendment to Para 8c, iii of Constitution (Agenda Item 4 AGM 2007)
Moved Mick Kinna,

Mick had supplied to the committee a paper, as requested at the AGM, outlining his idea and the reasons for it. During considerable discussion it seemed the matter is more complex than at first may have been thought. The history of the proposal was outlined, the matter of inflation was raised, the problem of putting dollar figures on both fixed and moveable assets, and a number of other issues. It was resolved that the motion not be put and that Jim Wain would look into the whole matter more thoroughly and bring his research to the February meeting. There would be an item in the newsletter and possible an extraordinary general meeting in March. Brian was to write to Mick to inform him of this outcome.

Sawdust
That Woodwork sawdust be used on the garden
Moved Peter Kercher
Some discussion as to whether it would be good for the garden or not. Jim to check and report.

Discussion about Committee structure/membership

Gerry referred to matter raised by John Padovan. These were all aimed at tightening up our procedures and to avoid any unnecessary unpleasantness. Members were supplied with a copy of John’s letter.

After considerable discussion the consensus was that our procedures are not in any disarray and that given our human condition, the committee does pretty well. Written reports are in many cases being supplied. Another one of John’s suggestions was implemented at this meeting, ie the break between Reports and General business.

New Committee Members
The President welcomed Col Perrin back to the committee after several years sabbatical and informed the committee that Jack Davis would probably join the committee at the next meeting.

Truck Log Book
Peter Kercher has requested that people use the log book in the truck.

Treasurer’s Matters
Alex brought to the committee’s attention a number of matters:

Travelling costs: there is an increasing need to re-imburse some members who incur considerable travelling costs. Ron Hickman, Karen Toscan, Peter Kercher and Graham Ogg were mentioned particularly.

Fees for usage of facilities: We’ve not a lot of income and so will need to seek a fee or donation for use of workshop etc.

Review of Admin staff pay and conditions: this is an automatic thing and Gail would be helping.

Air-conditioner removal: May need to re-consider.

The consensus was that these matters be carried over until the next meeting.

Next Meeting
Thursday 21 February at 1000hrs (or 10.00am whichever happens first)

Meeting Closed 
The President declared the meeting closed at 12.48pm