Minutes of Annual General Meeting of the Australian and New ......Pre-site Visit 0 $0 $0 $1,553.12 $1,553 Nov-10 CONTINGENCY $2,000 $1,100.63 -$899 speaker gifts $285, freight $815.63

Minutes of Annual General Meeting of the

Australian and New Zealand Society for Mass Spectrometry

Held 31st of August 2011

University of Wollongong, School of Chemistry, room 18.G24

and by telephone: University of Melbourne Curtin University Queensland Racing ANZSMS Annual General Meeting:

University of Wollongong;

Stephen Blanksby, Todd Mitchell, Jen Saville, Adam Trevitt, Shane Ellis, Benjamin Kirk, Jinguo Khan, David Marshall University of Melbourne;

Richard O’Hair, Hadi Lioe, George Kharallaih, Andrew McAnoy, Linda Feketeova, Alex Donald Curtin University;

Mark Buntine, Kliti Grice Queensland Racing;

Sam Nelis, Michael Karkkainen 1. Welcome (President)

Blanksby welcomed all present in person or via telephone 2. Apologies

Apologies were noted from Peter Derrick, Noel Davies, Tara Pukala 3. Minutes of previous general meeting 2/2/2011

Blanksby noted that these have been available on the society website Moved that these were a true and accurate record (McAnoy) Seconded (Mitchell) 4. Business arising

None 5. Presidents report (Blanksby)

• New award o Guilhaus “innovations in MS”

Subcommittee yet to meet to discuss proposals (Mark Raftery, Blanksby, O’Hair)

o Postnominals subcommittee (McAnoy, Noel Davies, Khairallah) yet to convene – McAnoy noted that membership in constitution may require change. This to be discussed at next AGM.

• ANZSMS conferences

o Blanksby reported from AOMSC in Korea the ! ANZSMS was unsuccessful in bid to host 2013 AOMSC ! Successful in securing 2015 that would be hosted together

with ANZSMS25. o The committee decided that AOMSC5 and ANZSM25 joint

meeting should be held in Cairns to attract as many of the international attendees as possible. Timing was proposed to be July 2015 in an attempt to co-incide with northern hemisphere summer breaks. Nelis offered to look at Cairns Conference Centre.

o There was interest in holding ANZSMS24 (2013) in either Melbourne or a return to NZ. After a lengthy discussion it was decided that ANZSMS24 will be held in Melbourne in 2013 mostly to try and improve the society’s financial position. Khairallah volunteered to act as conference convenor with help from McAnoy and advice from O’Hair.

o It was identified that sponsors should be sought to aid Asia-Oceania based students to come to ANZSMS24 as a step toward getting a good attendance at AOMSC5/ANZSMS25.

• ANZSMS Participation in o it was recommended that ANZSMS members should consider

submitting short communications to the Korean MS Letters Journal.

o IMSC is coming up and ANZSMS members are encouraged to attend – Kyoto 2012.

o ASMS/Pacific Rim conference in Vancouver. ANZSMS would like to increase their participation for oral presentations. The conference has allocated two sessions for Asia/Oceania Societies. Blanksby was to contact ASMS and AOMSC representatives to try to get sessions chaired by ANZSMS members.

• Suggestions for ANZSMS travelling speaker for were sought for 2012 o O’Hair suggested Helmut Schwarz (January) o Grice suggested Roger Summons (July) o Blanksby was to approach in order of Summons/Schwarz. If

neither could participate other suggestions would be canvassed. o It was also suggested that not every speaker needed to go to all

states but that multiple visitors could visit different places. 7. Conference convenors report ANZSMS23 (Buntine)

• Final financial statement (128 Delegates, -$108 but included Morrison Medallist cost usually met by the ANZSMS committee centrally) so effectively broke even. Financial Report presented {Attachment #1}

• Consensus of feedback very positive

• Buntine to investigate provision of electronic abstracts for the website 6. Treasurers Report (Mitchell)

• Accounts attached {Attachment #2}

• Overall position – Down $6k form previous 12 month period

• Main expense was for travel grants and subsidies – approximately $9k

• Income was from memberships and interest.

• It was recognised that this was not sustainable in the long term especially with respect to lack of revenue from memberships in the non-conference years.

• Mitchell also reported that ANZSMS will require a new auditor as the current one is moving.

• There was a vote to return to an annual fee structure, with fees set to $40 per year and $20 for students. This was moved by Mitchell and seconded by Buntine and was carried with no objections.

• In relation to the conference convenors report ANZSMS had already reimbursed ASN for Evan’s accommodation at ANZSMS23 ($991.24) in May this year and so it will appear in next year’s financial statements.

8. Website subcommittee report (McAnoy/Khairallah)

• Members data to be updated – Khairallah. Blanksby to send spreadsheet of members

• Send out emails and advertising to increase membership

• All suggestions for advertising for website to go to Khairallah

• The website host is due for payment this year 9. Election of Office Bearers

Position

(elected

positions)

Nominee Nominated by Second

President Blanksby Nelis McAnoy

Vice-President McAnoy McAnoy Blanksby

Secretary Nelis Blanksby McAnoy

Treasurer Mitchell Blanksby McAnoy

Member Noel Davies McAnoy Blanksby

Member Grice McAnoy Buntine

Member Tara Pukala Tara Pukala Blanksby

Ex-officio and

co-opted

These nominations were accepted by all.

It has subsequently been realised that Nelis had already served 4 terms as secretary and thus under the constitution could not stand again (raised in email from McAnoy 2/9/2011). Nelis stood down from the position (email from Nelis 2/9/2011). Using constitutional powers of the executive to co-opt members to fill vacancies (proposed in email from Blanksby 5/9/2011 – see constitution clause 14(i) ) McAnoy nominated Grice as secretary and Nelis as member (email from 5/9/2011). Both agreed and this was seconded by Blanksby and carried with no objections received. Following this the 2011-2012 office bearers were confirmed as:

positions

Ex officio (Conference convenor ANZSMS24)

Khairallah

Ex officio O’Hair

Public Officer Hocart

Member (co-opted as past conference convenor)

Buntine

Position (elected positions) 2011-2012 Office Bearer

President Blanksby

Vice-President McAnoy

Secretary Grice

Treasurer Mitchell

Member Davies

Member Nelis

Member Tara Pukala

Ex-officio and co-opted positions

Ex officio (Conference convenor ANZSMS24) Khairallah

Ex officio O’Hair

Public Officer Hocart

Member (co-opted as past conference convenor) Buntine

9. Other Business

None 10. Thanks and close

Meeting was adjourned with thanks for President.

ATTACHMENT #1

Financial report for ANZSMS23 (Fremantle)

Budget Last Reviewed 6/12/2010

Actuals as at 5/05/2011

Estimate # of Delegates Incl. Trade 128 (update)

NUMBER UNIT COST BUDGET CURRENT VARIANCE NOTES

VENUE

Hire 6 $700 $4,200 $4,200.00 $0

Misc Charges, Cleaning, Security $1,000 $0.00 -$1,000

Catering Waivers $0 $0.00 $0

$0 $0

PRINTING/PUBLICATIONS $0 $0

Graphic Design $3,000 $540.00 -$2,460

1st Notice / Flyers / Posters $0 $0

Registration Brochure / Flyer $0 $0

Proceedings / Delegate List / Program 128 $25 $3,200 $2,877.60 -$322

Stationary (Letterhead, Envelopes etc) $0 $0.00 $0

Photocopying $100 $0.00 -$100

MARKETING & ADVERTISING

Mailing 128 $0 $0 $0.00 $0

Web Setup & Emailing $0 $70.00 $70 domain reg'n

Journal Advertising & Inserts $0 $0.00 $0

AUDIOVISUAL EQUIPMENT

included in venue hire 0 $0 $0 $0

Internet $0 $140.00 $140

REGISTRATION - During Event

Signage $2,000 $275.00 -$1,725

Equipment / Furniture $1,000 $0.00 -$1,000

Computer Hire - Rego Desk 1 $150 $150 $200.00 $50

Stationary Onsite $100 $0.00 -$100

Telephone Onsite $0 $0.00 $0

Staff Onsite 5 $319 $1,595 $1,595.00 $0

Accommodation Staff 12 $220 $2,640 $2,280.95 -$359

ASN Travel 2 $700 $1,400 $862.96 -$537

SPEAKERS (Travel & Accommodation) $0

Plenary 5.5 $3,000 $16,500 $13,110.97 -$3,389

Symposia 0 $0 $0 $0.00 $0

Speaker Accommodation 30 $250 $7,500 $7,557.00 $57

Travel Grants / Awards 0 $0 $0 $400.00 $400 Student Prizes

Taxis etc $0 $249.79 $250 incl speaker bbq

AUDIT & BANK FEES $500 $739.73 $240 Incl credit card charges - 1.55%

MANAGEMENT CONSULTANCY FEE $7,700 $7,700.00 $0

MEETING EXPENSES FOR COMMITTEE

Conference Calls 0 $150 $0 $58.80 $59

Committee Meeting 0 $100 $0 $290.00 $290 Oct 10

Pre-site Visit 0 $0 $0 $1,553.12 $1,553 Nov-10

CONTINGENCY $2,000 $1,100.63 -$899 speaker gifts $285, freight $815.63

SUB TOTAL 1 $54,585 $45,801.55 -$8,783

ANZSMassSpec23

FIXED EXPENDITURE

Fremantle, Saturday Jan 28 - Wednesday Feb 2 2011

ANZ Mass Spec 23 budget vs actuals - 5 May 2011 - final Page 1 of 3





ANZSMassSpec23


MANAGEMENT

Registration Processing fee 128 $70 $8,960 $7,560.00 -$1,400

Trade Booth Management 0.15 $16,500 $2,475 $4,950.00 $2,475

Sponsorship & Advertising Commissions 0.15 $50,000 $7,500 $2,722.50 -$4,778

Abstract Management 80 $20 $1,600 $1,740.00 $140

Satchels 128 $15 $1,920 $737.00 -$1,183

Name Tags / Lanyards 128 $4 $512 $0.00 -$512 provided by ASN - no charge

Pads 128 $1 $128 $0.00 -$128

Pens 0 $1 $0 $0.00 $0

Other Collateral 0 $0 $0 $0.00 $0

FOOD & BEVERAGES

Morning Teas 0 $0 $0 $0.00 $0

Lunches 512 $44 $22,528

Afternoon Teas 0 $0 $0

Saturday night welcome drinks 102.4 $60 $6,144

Drinks With Posters 256.0 $50 $12,800

Arrival Coffee / Tea Station $0 $0.00 $0

CONFERENCE DINNER

Dressing, Lighting, AV $0 $0.00 $0

Food & Beverages 102 $150 $15,360 $13,306.03 -$2,054

Entertainment $0 $600.00 $600

SUB TOTAL 2 $79,927 $51,903.29 -$28,024

EXHIBITION

Shell Scheme 5 $350 $1,750 $3,801.60 $2,052

Poster Boards 10 $60 $600 -$600

SUB TOTAL 3 $2,350 $3,801.60 $1,452

TOTAL EXPENDITURE $136,862 $101,506.44 -$35,356

VARIABLE EXPENDITURE

$20,287.76 -$21,184.24






ANZSMassSpec23


REGISTRATION FEES 128

Full Member Registration (early) 66 $650 $43,025 $21,450.00 -$21,575 33

Full Registration (early) $750 $0 $6,750.00 $6,750 9

Full Member Registration 22 $800 $17,651 $3,200.00 -$14,451 4

Full Registration $900 $0 $3,600.00 $3,600 4

Member Student Registration (early) 11 $300 $3,310 $5,100.00 $1,790 17

Student Registration (early) $400 $0 $2,000.00 $2,000 5

Member Student Registration 11 $450 $4,964 $1,800.00 -$3,164 4

Student Registration $550 $0 $550.00 $550 1

Member Day Registration 0 $300 $0 $1,800.00 $1,800 6

Day Registration $400 $0 $400.00 $400 1

Included Trade / Sponsor Passes 8 $0 $0 $0.00 $0 18

Additional Trade / Sponsor Passes 0 $200 $0 $2,800.00 $2,800 14

Speaker & Committee Complimentary Registration 10 $0 $0 $0.00 $0 12

Discounts Allowed $0 -$310.00 -$310

EXHIBITION

Space With Booth Sales 3 x 3 5 $3,300 $16,500 $33,000.00 $16,500

SPONSORSHIP

Brought To The Meeting By The Committee $0 $0.00 $0

Raised By ASN - Major 10 $4,400 $50,000 $15,400.00 -$34,600

MISCELLANEOUS SUPPORT

Satchel Inserts $0 $1,650.00 $1,650

Advertising $0 $1,100.00 $1,100

Welcome Partners $0 $60.00 $60 1

Cancellation Fee $0 $0.00 $0

Advertising in abstract book $100 $0 $0.00 $0

Interest Received $500 $770.44 $270

CONFERENCE DINNER

Trade dinner tickets 13 $110 $0 $1,430.00 $1,430 13

Tickets 8 $150 $1,200 $450.00 -$750 3

TOTAL $137,150 $103,000.44 -$34,150

NET GST PAYABLE $26 $1,340.24 $1,314.04

NET TRADING POSITION $262 $153.76 -$108

INCOME


ATTACHMENT #2:

Annual return for ANZSMS

Documents

Minutes of Annual General Meeting of the Australian and New ......Pre-site Visit 0 $0 $0 $1,553.12 $1,553 Nov-10 CONTINGENCY $2,000 $1,100.63 -$899 speaker gifts $285, freight $815.63