1. finance
2. bank

QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC.
MINUTES of EXECUTIVE BOARD MEETING
Monday 16 March 2015
via Teleconference
PRESENT: Marian Morgan-Bindon (Gold Coast); Michelle Stanton; Rebecca Randle (Logan), Tara
Murphy (Moreton Bay); Jo Parker (Fraser Coast); Jo Beazley (Toowoomba); Jessica Clark (Mackay)
1. President’s Welcome
Marian opened the meeting at 3.05pm and welcomed all attendees.
2. Apologies: Cheryl Haughton (Rockhampton); Tracey Edwards (Flinders)
3. Minutes of previous meeting
The minutes of the previous executive meeting held on 16 Feb 15 were confirmed and accepted as
a true account.
Moved:
Tara Murphy
Seconded:
Jo Parker
4. Business arising from minutes

Letter to be sent to new State Government outlining the role of libraries and QPLA in the
community. Jo Parker to draft.
5. President’s report






Letter by email sent to CEO SLQ and Chair Library Board re a number of issues based
around communication, Kids card roll out, cancellation of QPL accounts and inadequate
consultation.– acknowledgement received.
Meeting updates –
o APLA- Further face to face in July. Half day with SL’s
o Public Libraries Advisory Group – meeting to be held 19 March in Brisbane
Next face to face – Local Buy , SLQ and Conference - possibly ambitious to get home early
Re-imbursement of expenses – MMB to send to Tara
MOUs –
o Local Buy – following today’s meeting – ready to go. Committee approved.
o MOU SLQ – will send the one pager suggestion we work collaboratively to position
Local Government public libraries at the heart of the communities we serve.
Hosting agreement – on its way to Moreton
6. Treasurer’s Report
Outstanding amount of payments pending is large due to deposit to secure Mon Komo for
conference in October.
Moved that payments for last quarter be accepted.
Moved:
Tara Murphy
Seconded:
Rebecca Randle
Financial management and budget report. PayPal registration payments should be cleared before
end of March. See Appendix 1 attached for full Treasurer's report.
Moved:
Tara Murphy
Seconded:
Jessica Clark
7. Correspondence report
Outwards:
QPLA Members - QPLA Member update (via email) from February executive meeting
Janette Wright - QPLA letter (via email) regarding access to eresources and RLQ
QPLA Members - Nomination forms for QPLA committee
Inwards:
Tracey Edwards (Flinders) renominating for Regional Representative role.
8. Working Groups report
Innovation (Jo B) - email conversations with group. Have ideas but need direction. Looking for online
communication and a website that's easily searchable with relevant information for operational use.
Development and Opportunity (Rebecca) - next meeting will be a teleconference on Wednesday 1st
April. Finalising details for professional exchange - parameters and guidelines.
Advocacy (Jessica) - teleconference next Monday to set up timetable for future meetings moving
forward.
Collaboration (Marian) - MOU for SLQ and Local Buy
9. Website
Rebecca constructed basic content plan for website. Main objectives and goals:
 focus on interactive, relevant and rich content that aligns to the goals of the QPLA whilst
maintaining functionality and being visually appealing.

keep static brochure type info to a minimum

add value - enhance QPLA brand and provide engaging space

explore social media

commercial provider content not a priority

do fewer things better - focus on working groups and best practice of member libraries.
Promote upcoming conference.

remove outdated content in timely manner

provide reliable links to useful content

develop content in systematic, structured way

Obtain stats and review content to see what works
Michelle had set up tab for Working Groups but were still ticked as Member Only so not visible
unless signed in. Problem has since been removed. Change "QPLA Awards" tab to "Best Practice"
- gives more scope.
Content needs to be more personable - suggestions of snippets of info i.e. 'selfie' at a meeting in a
lovely local library. Some discussion on QPLA talking about itself versus members adding their
touch to the site. Suggestion that website be QPLA-centric and social media be used as a tool for
getting members more personally involved with QPLA online presence.
Facebook/Instagram/Twitter allows for more personal interaction and would help develop human
touch. Would need some discussion around managing elements, workload and timing.
Action: Rebecca to add to D&O agenda for discussion and creation of mind map to uncover what
content should look like.
10. QPLA 2015 Conference update

Mon Komo pressing idea of accommodation booked in block and paid for by QPLA and
members can buy from us. QPLA not willing - delegates must book themselves. Will put
links to local accommodation venues on website so people can choose themselves.

Signed agreement for conference venue has been returned. Deposit is pending but not paid
yet. Jo Parker will follow up.

Save the date notifications. Found pic of superman - qpla logo on shirt - 'time for action'.
Partners in Time. Make like a postcard to catch attention. Save the Date needs to be sent out
by the end of this week if possible, to give 6 weeks lead time to registration opening.

In-house graphic designer not available. Michelle Stanton approached to take on task.
Printing still to be done by Moreton Bay.

Budget has adjusted down as extra day was removed due to tours

March/April task sheet progressing well. Quotes for trade booth hire received. Booths slightly
smaller than normal - 3m x 2m - but shouldn't be a problem as everyone will have the same.

Subcommittees working on speakers and entertainment. Draft program will be available at
next meeting for review. Tara will send through documents a week before so people have a
chance to read through before meeting.
11. Any other business
None arising
12. Date of next meeting: Monday 13 April 10am at State Library of Queensland, Brisbane.
Meeting dates and times for 2015 are on the website. This may be a longer meeting with
presentations/attendance from the Chair, Moreton Bay Regional Council conference committee,
Local Buy, and State Library of Queensland.
13. Closure: There being no further business, Marian thanked everyone for attending and closed
the meeting at 4.24 pm.
APPENDIX 1
Treasurer's Report
QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC.
Business Activity Statement Summary 2014-15
Q1 - July to September 2014
Total sales (G1)
Other GST-free sales (G3)
Capital purchases (G10)
Non-capital purchases (G11)
GST on sales (1A)
GST on purchases (1B)
Total payment (refund in red)
$12,119.00
$0.00
$0.00
$7,356.00
$1,101.00
$486.00
$615.00
Q2 - October to December 2014
Total sales (G1)
Other GST-free sales (G3)
Capital purchases (G10)
Non-capital purchases (G11)
GST on sales (1A)
GST on purchases (1B)
Total payment (refund in red)
$16,679.00
$0.00
$0.00
$32,005.00
$1,516.00
$1,980.00
$464.00
Q3 - January to March 2015
Total sales (G1)
Other GST-free sales (G3)
Capital purchases (G10)
Non-capital purchases (G11)
GST on sales (1A)
GST on purchases (1B)
Total payment to ATO (refund in red)
$0.00
Q4 - April to July 2015
Total sales (G1)
Other GST-free sales (G3)
Sales subject to GST (G6)
Capital purchases (G10)
Non-capital purchases (G11)
Purchases subject to GST (G17)
GST on sales (1A)
GST on purchases (1B)
Total payment (refund in red)
Notes:
Adjustment of $1058 payable in Q3 as per audit report.
$0.00
QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC.
LIST OF PAYMENTS - JANUARY 2015
Date
2/01/2015
2/01/2015
2/01/2015
19/01/2015
19/01/2015
19/01/2015
19/01/2015
19/01/2015
21/01/2015
21/01/2015
21/01/2015
Payee
Westpac Bank
Westpac Bank
Westpac Bank
Michelle Stanton
Michelle Stanton
Cheryl Haughton
Cheryl Haughton
Australian Taxation Office
Michelle Stanton
Michelle Stanton
Hyphen Digital
Details
Payway activity fee
Payway fees and charges
Internet banking fee
Administration fees
Digitisation project
Meeting expense reimbursement
Meeting expense reimbursement
2013/14 BAS Adjustment
Administration fees
Digitisation project
Website Redevelopment
TOTAL
Cost (inc GST)
$33.00
$22.00
$1.25
$770.00
$765.00
$272.01
$511.01
$1,058.36
$687.50
$165.00
$2,816.00
$7,101.13
QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC.
LIST OF PAYMENTS - FEBRUARY 2015
Date
2/02/2015
2/02/2015
2/02/2015
13/02/2015
13/02/2015
Payee
Westpac Bank
Westpac Bank
Westpac Bank
Michelle Stanton
Mid Western Regional Council
Details
Payway activity fee
Payway fees and charges
Internet banking fee
Digitisation Project
NSWPLA Speaker Travel Contribution
TOTAL
Cost (inc GST)
$33.00
$22.00
$1.75
$920.00
$1,525.26
$2,502.01
QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC.
LIST OF PAYMENTS - MARCH 2015
Date
2/03/2015
2/03/2015
2/03/2015
Pending
Pending
Pending
Pending
Pending
TOTAL
Payee
Westpac Bank
Westpac Bank
Westpac Bank
Michelle Stanton
Michelle Stanton
Jo Parker
Jessica Clark
Mon Komo Hotels
Details
Payway activity fee
Payway fees and charges
Internet banking fee
Administration - Invoice 117
Administration - Invoice 121
Meeting expense reimbursement
Meeting expense reimbursement
Conference Deposit
Cost (inc GST)
$33.00
$22.00
$0.25
$1,375.00
$1,076.41
$109.00
$811.40
$11,850.00
$15,277.06
QUEENSLAND PUBLIC LIBRARIES ASSOCIATION INC.
FINANCIAL MANAGEMENT AND BUDGET REPORT 2014/15
as at 16/03/15
2014/15 Budget
Totals to date
%
Q1
Q2
Q3
Q4
INCOME
Membership
Misc income
Conference/PD
GST - Recd
Interest
Local Buy
$
$
$
$
$
$
13,709.00
85,000.00
6,300.00
6,300.00
23,529.00
$
$
$
$
$
$
9,900.00
17,544.94
4,264.66
2,103.55
-
72.22% $
$
20.64% $
67.69% $
33.39% $
0.00% $
9,140.00
1,877.26
1,101.73
1,077.47
-
$
$
$
$
$
$
760.00
13,469.68
1,422.97
1,026.08
-
$
$
$
$
$
$
2,198.00
1,739.96
-
$
$
$
$
$
$
-
$
134,838.00
$
33,813.15
25.08% $ 13,196.46
$
16,678.73
$
3,937.96
$
-
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
5,250.00
4,725.00
2,625.00
2,625.00
3,150.00
5,115.00
2,940.00
5,670.00
12,600.00
1,000.00
2,000.00
5,000.00
85,000.00
800.00
22,500.00
5,000.00
3,500.00
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
1,000.00
3,908.43
2,790.69
3,070.05
5,735.86
510.00
2,560.00
18,600.49
63.75
9,415.06
930.00
0.00%
0.00%
0.00%
0.00%
31.75%
76.41%
94.92%
54.15%
45.52%
51.00%
0.00%
51.20%
21.88%
7.97%
41.84%
0.00%
26.57%
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
2,709.53
2,360.08
1,880.98
152.50
200.00
1,448.10
-
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
1,000.00
487.00
430.61
3,070.05
2,454.30
204.25
18,400.49
63.75
6,509.46
-
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
711.90
1,400.58
153.25
2,560.00
1,457.50
930.00
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
-
$
169,500.00
$
48,584.33
28.66% $
8,751.19
$
32,619.91
$
7,213.23
$
-
EXPENDITURE
Love 2Read
LGAQ Conference Fees
Regional info sessions
Member Conference package
QPLA Awards
Meeting expenses
Insurance
Audit fees
GST paid
Bank charges
PLAC, PLAG, SLQ meetings
Website costs/Promotion
Conference/PD
Permits, licences and fees
Salaries - Admin
Project Sponsorship
Digitisation Project - Stage 1
FIGURES ARE GST EXCLUSIVE
Bank balances as at 13/02/2015:
Community Solutions Cheque Account
Community Soultions Cash Reserve
Westpac Term Deposit
$
$
$
55,083.06
184,824.95
40,296.07
$
280,204.08
$
5,003.59
$
5,003.59
Receipts pending as at 16/03/15
Paypal PD registration payments
Payments pending as at 16/03/15
M. Stanton - Administration
M. Stanton - Administration
J. Parker - Meeting expenses
J. Clarke - Meeting expenses
Mon Komo Hotels - Conference deposit
$ 1,375.00
$ 1,076.41
$
109.00
$
811.40
$ 11,850.00
$ 15,221.81