Minutes27March

Held on Friday, 27th March 2009 @ 12.00pm Directors were present. Rowan Timai (Business Director), Alex Pasco (Finance Director), Carolyn Bennett (Teacher Mentor), Lynda Walsh-Pasco (Teacher Mentor) || |||||| This is the first formal meeting so there were no Minutes of Last Meeting. Carolyn will run today’s meeting to assist Rowan and in the absence of Breianna, she will take the minutes and then work with Breianna on how to write up and present minutes. || Business Director – Rowan Tumai Financial Director – Alex Pasco Design Director – Zoe Paterson Marketing Director – Breiana Bennetts A change from Manager and Coordinator was discussed and it was decided that the title “Director” needed to be associated with each position of responsibility to give status to the position and to be consistent with all positions. This is a company and the company is led by a group of Directors. Carolyn moved that the positions be accepted, with the change in the name of each Director to include Director - Carolyn/Alex |||| ** POSITIONS ** James has a copy of the manual and has a copy of his role as business mentor. |||| || Constitutution and registration. Constitution has been completed in draft form by Alex. Alex will email the constitution and template master for the receipts and invoices to Carolyn. || ** REGISTRATION ** Pg 10 – Getting Started – Up and Running – Wind up Pg 12 – YES Innovation Hub Registration Pg 26 – 30 - YES Company Constitution Pg 32 – 35 - Business Plan Guidelines || ** CONSTITUTION ** All students to Read these pages from the YES Handbook. || Rowan moved that his report is accepted – Rowan/Alex || ** Business Card: Rowan to send away the changes ** |||| A verbal report was presented from Rowan on behalf of Zoe, Paterson requesting some modifications to the Business Card which the directors present have approved. Zoe will present a full Directors report at the next meeting. || ** Zoe – Prepare a written report for next meeting. ** || Alex moved that his report be accepted – Alex/Rowan || **__ Alex __** || Agenda Items for next meeting: Business Plan Registration Business Card Advertising || ** Carolyn – send out minutes from Friday, 27th March meeting and Agenda for Monday, 30th March meeting to all students and post up in online class. ** || Signed as a true and correct record of the Minutes Chairperson …………………………………………….. Date ……………………………………………………….….
 * MINUTES OF MEETING FOR YES ROXBURGH **
 * ** APOLOGIES & PRESENT ** |||||| Apologies: Breianna Bennetts (Marketing Director) and Zoe Paterson (Design Director)
 * ** MINUTES OF LAST MEETING **
 * || |||| ** ANY ACTIONS ** ||
 * ** POSITIONS OF RESPONSIBILITIES ** || __ Positions have been confirmed: __
 * __ Rowan __** as Business Director explain this change of name to Breianna and Zoe. ||
 * ** BUSINESS MENTOR ** || James Buchan has accepted the position of Business Mentor.
 * ** NAME OF BUSINESS & PRODUCT ** |||||| Name of business is Flag me. Lynda and Rowan will email Carolyn a copy of the business card and logo. ||
 * ** REGISTRATIONS ** |||| This needs to be done by 30th March.
 * __ Carolyn __** to follow up with Sasha for a registration form and make contact with the group over the weekend. ||
 * ** CONSTITUTION ** |||| Students to read from the Booklet (before next Monday’s meeting to familiarise themselves with the documentation):
 * Everyone **
 * ** BUSINESS DIRECTOR ** |||| Rowan spoke to his verbal report:
 * Product ** – They have sent away on Wednesday 25th March. for a demo flag to be printed on.
 * Business Card ** – Rowan showed the design of the business card they have been working on and added that there are some modifications to be made and will be sent away to be printed.
 * Business Plan ** – The group have started to work on the BP.
 * Meetings ** – The group have had a number of meetings and had a production meeting at James, about the business card and made up the demo flag.
 * Rowan – Prepare a written report for next meeting. ** ||
 * ** Design Director – Zoe Paterson **
 * ** Marketing Director – Breiana Bennetts ** |||| Breiana will present a full Directors report at the next meeting. || ** Breianna – Prepare a written report for next meeting. ** ||
 * ** Financial Director **
 * Alex Pasco ** |||| ** Invoices ** – The invoice has been designed and Alex will email it to Carolyn. Carolyn will upload a copy once received into the online class.
 * Business Constitution ** – This has been drafted out and changes made. Carolyn will upload a copy once received into the online class.
 * Cheque Book and ASB ** – Alex has not heard from the ASB for the opening of the account, Carolyn will follow this up and if we haven’t heard anything within a week, then an alternative to the bank account will be arranged. In the meantime the school is using a separate account within the financial school system.
 * Finances ** :
 * Cost of Business Cards ** – 500 business cards is $116.00 plus GST.
 * Demo flag ** - $302.28, which comes with carry bag and ground stake plus metal cross plate. This will be used for marketing purposes. The actual cost needs to be worked out for retail, with a cost to cover freight and courier as we think it is best to have the product sent back to us firstly as part of a quality assurance check before going to the customer.
 * Orders: **
 * 2 orders for flags – ** $302.28
 * Freight and Courier Costs: ** Alex will see the office about the cost of courier.
 * Send by email of invoice to Carolyn **
 * Send by email copy of Business Constitution **
 * See the office about courier costs **
 * __ Carolyn __**
 * Send email to ASB **
 * ** Teacher Coordinator ** |||| Lynda gave a verbal report that she felt the students are working well. She had just a request for information about the Registration form and bank account information. || ** Lynda – Prepare a written report for next meeting. ** ||
 * ** Carolyn Bennett ** |||| Carolyn gave a verbal report that she hasn’t had time to do much in the online classroom, but she will work on it over the weekend and email students. There are some workshops that Sasha is running up in the North, but she is making podcasts of the presentations and Carolyn will notify the group when they are available to view. || ** Carolyn – Prepare a written report for next meeting. ** ||
 * ** GENERAL BUSINESS ** |||| Most of the general business was discussed in the reports. || ||
 * ** NEXT MEETING ** |||| Monday, 30th March at 12.00. Carolyn will have the minutes ready before the meeting and send out an agenda for the next meeting.
 * Meeting closed at 12.49pm. ||