REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
Reflexology Association of Australia
Board Meeting Wednesday 12.9.07 and Thursday 13.9.07
Venue: Rainbow Southside Inn, Cairns, Queensland
MINUTES
Day 1: Wednesday 12 September 2007 (afternoon/evening)
Meeting opened 4.25pm
Board Members Present: Libby Stark, Anne Young, James Flaxman, Sarah Blain, Judee Hawkins,
Ian Gilbert, Kerrie Baldock.
Membership Administrator Present: Jenn Cooper
Apologies: Jennifer Hill, Ruairi O’Duil
Proxy vote – motion 2:
Libby Stark presented an email from Robyn Forshaw WA regarding the proxy vote on the change of
the Company Auditor. Robyn Forshaw mentioned that motion 2 may not be legal in its current form.
Discussion within the Board.
Discussion on Policies and Procedures:
Banner hire:
Discuss on the upright banners commissioner by the National Board only. Some states will have old
banners. Judee Hawkins read out the policies and procedures from the previous meeting. Board
agreed on $100.00 refundable bond and a fee of $35.00 per day will apply if the practitioner hires the
banner for an income-producing event. Hiring is to be included in policy for schedule and fees.
Schedule of fees:
It was agreed a schedule of fees for July 2007 to June 2008 be prepared. To be placed on website
for members to view. The list includes:
Brochures
Badges
Certificate Replacement
Receipt Books
Gift Vouchers
Library Fees
Footprints Advertising
Insurance on equipment used at public expos:
General discussion followed on insurance on equipment used at public expos. No decisions made.
(Libby Stark mentioned that following the statement issued by the Board of Directors two years ago to cease the promotion of La Fuma
chairs and their use in the public arena, she had conducted discussion with Hayden Armstrong Insurance re equipment use at public events.
Hayden Armstrong mentioned that each Director is invited to discuss the content of these two policies. Although we are covered for
equipment use we as a Company are not honoring our duty of care with the continued use of equipment which does not carry a commercial
warranty).
Discussion of Library guidelines.
The policy is that library items not returned on request by the branch must be replaced by the member
registered as the borrower.
Receipt books
Discussion on a set fee for receipt books is adhered to at $22.00 plus postage and handling.
Complaints Policy
Retain the current policy stated in the Policy and Procedures Document. The Association has a
complaints handling procedure. For more information refer to Appendix 3 of the Association’s
Constitution.
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Complaints Policy - FNTT
Anne Young spoke on whether FNTT would be happy for them to take on the complaint process. This
would be an independent enquiry with FNTT.
Board agreed for Anne Young to go back to FNTT and continue the current complaints policy.
Email protocols for the board:
The subject of the email needs to be relevant to the content. Subject heading needs should reflect
content of the email.
All official correspondence is directed from or to the secretary. No external recipient should sight
email addresses or internal discussion. Example: To - address field, and the CC- address field.
All correspondence requiring archival to be sent to the archivist
Email – disclaimer:
James Flaxman mentioned that we all need a disclaimer on our emails.
Actions:
1.
All board members to place a disclaimer on their emails.
2.
Judee Hawkins will find the correct legal wording for the disclaimer.
3.
James Flaxman is going to set up email addresses for each board member and
membership administrator.
For example, Jenn Cooper’s new address will be – [email protected]
PDF files:
All official documents sent as email attachments to external recipients must be sent as a locked
format e.g. PDF file.
Action: James Flaxman will send a PDF program to all board members to download.
Correspondence:
It is not necessary to print copies of correspondence. Can be saved on to computer.
Action: Judee Hawkins to send archived correspondence to James Flaxman.
FootPrints:
Directors’ emails are to be included in FootPrints.
Action: Judee Hawkins to attend to this.
Directors Report for branch general meeting:.
Discussion that the Directors report should be an integral part of the minutes.
Action: All directors’ reports for branch meetings are sent to the President.
CPT policy:
Discussion around requirements for membership concerning CPT. Below is a brief explanation of
CPT for PM members.
“All PM members are required to complete 20 units of CPT per membership year. For the
period 1st of July till the 30th of June.”
Newly graduates can be granted Professional Membership. All new graduates joining as a
professional member are required to submit 10 CPT points in their first year of membership.
Annual Exemption Policy:
To be added that a doctor’s Certificate may be required. Exemption for an illness 6 months or more
will require a doctor’s certificate.
Action: Make this addition to the Annual Exemption Policy.
Practicum Exchange –change- to Educational Practicum Exchange.
Discussion on educational component in policy for the educational component. Libby states that we
need guidelines around Practicum Exchanges. Board agrees that there be an educational component
to the Practicum Exchanges.
Practicum exchanges must be advertised in the branch newsletter.
Action: James Flaxman to add to policy document - To qualify for CPT points practicum exchange
must contain an educational component.
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Action: Libby Stark to add to the Understanding of CPT document - To qualify for CPT points
practicum exchange must contain an educational component.
Action: Change title to “Educational Practicum Exchange”.
Action Kerrie Baldock to change wording of the CPT education guidelines and send to James
Flaxman.
Availability of Policies and Procedure document:
Action: Jenn Cooper to add message into New Members letters:
‘Policy and Procedures can be viewed on the RAA website or a hard copy can be requested’.
Notation:
Information below taken from PM welcome letter.
In order to retain Professional Member status at membership renewal July, it will be necessary
to participate in the Continual Professional Training program. New graduands who obtain PM
status are required to do 10 units of CPT in the first year of membership. These points are
completed on a pro rata basis. Therefore if you became a Professional member in January you
are only required to do 5 units of CPT.
Membership – promotional material:
Members of the association are entitled to state their membership level on any promotional material.
Use of RAA initials:
The initials RAA are not to be used on any promotional material.
Name change:
Board discussed a potential name change from Reflexology Association of Australia Limited to
Reflexology Australia Limited. Discussion at the next meeting will continue this discussion.
Action: Deferred to next meeting.
General:
Judee Hawkins will letter to Robyn Forshaw to thank her for the photos provided on the CD from the
March 2007 meeting.
Judee Hawkins will also follow up Nora Hunt and make enquiries about her video ‘One Foot Ahead’.
Meeting closed at 7.45 pm.
Day 2: Thursday 13 September 2007 (8.30 am till late)
Libby Stark welcomed new directors, Ruairi O’Duil and Ian Gilbert.
MINUTES OF PREVIOUS MEETINGS AND ACTION LISTS
2 July 2007 - Sarah Blain read minutes of teleconference
Part 1 - Minutes of July teleconference accepted by Ruairi O’Duil.
Seconded James Flaxman.
Part 2 - Accepted by James Flaxman
Seconded by Ian
Minutes March 2007
Minutes accepted by Anne Young
Seconded by Kerrie Baldock
Business arising from March minutes.
Action list was read out by Judee Hawkins.
Action: Ruairi O’Duil to request of Jenn Cooper to send spreadsheet list of colleges.
Discussion followed as to the wording used on our RAA website for the colleges and schools that are
listed.
Action: James Flaxman to update wording on the website for schools and colleges.
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REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
‘The following is a list of colleges and schools that offer reflexology training in Australia. This
listing is for information only and the Reflexology Association of Australia does not specifically
endorse any school or college or guarantee that courses offered will meet the requirement for
membership of the association’.
Outstanding Achievement awards:
Action: Judee Hawkins to request Jenn Cooper to record the outstanding achievement awards.
Action list from Teleconference:
Sarah Blain read out the list.
Action: Kerrie Baldock, Ian Gilbert and Ruairi O’Duil to check with Cherel-Sue Waters in regards to
signatures on cheques.
Action: Sarah Blain to check on superannuation for employees.
Query on Actions given at future meetings:
Anne Young made clear statements as to the actions taken from the meetings. She stated that the
membership administrator and company secretary should not be given actions rather it be requested
by a director. Additionally, any person not attending a meeting should not be given an action.
Actions for the membership administrator are to advised by the Secretary and or directors.
Actions only apply to directors.
President’s Report: (attached)
Libby Stark moved that her report be accepted.
Anne Young seconded.
Libby Stark commented that she sent all directors the goals for the board.
Libby Stark presented current list of incoming/outgoing emails.
Email received from a company Whataboutme. They are interested in applying for membership.
James Flaxman read out the Corporate Sponsor Membership and it is very clear about what kind of
membership can be applied for.
Action: We will wait and see what they come back with.
Correspondence in / out:
Judee Hawkins provided a detailed list of correspondence.
Vice President’s Report:
Anne Young did not have a written report to present. She advised she had one letter to follow up
which was a letter from Jennifer Hill in regards for the Yellow Pages. Yellow pages are now complete.
Anne Young also dealt with a non member in NSW in regards to the Mind Body Spirit.
Treasurer’s Report: (attached)
Trading account
$37, 236.86. Cash Maximiser $69,141.08
At end of June we had n et
$90,508 Balance $81,255
Sarah Blain reported that she spent two trips with Jennifer Hill on getting the accounts up to date.
New spreadsheets for accounting have been sent to all state branch treasurers.
The board would like to acknowledge the work and efforts placed by Jennifer Hill in the updating of
accounts and Yellow Pages.
Discussion around getting the treasurers together at a convenient time for training and budget setting.
Sarah Blain discussed the possibility of a training package and schedule for the treasurers.
Conference Calling:
Arrangements have been made with the Chorus Call Company to have an open account phone line.
The board can request at any time a teleconference and schedule a meeting, for example, Branch
Treasurer Training.
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REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
Sarah Blain went through the financial report. Areas of revenue and expenses were looked at by the
board. The report is well written and most areas are clear to see. The administration section needs
more work as several areas have been lumped together including FNTT and board expenses.
Board discussed reviewing the membership levels due to rising costs of administration for health fund
requirements and changing industry requirements.
Action: To continue this discussion at the March Meeting 2008.
Sarah Blain asked her report be accepted.
Seconded by Ruairi O’Duil.
In the opinion of the Treasurer the company is solvent and the Directors now sign the Solvency
Declaration.
Sarah Blain proposed that the board recommends that Wise Lord & Ferguson from Hobart be
appointed Auditor of the Company. All agreed.
Actions:
1.
This resolution will be presented to the AGM on Friday.
2.
Ruairi O’Duil to advise via letter to unsuccessful tenders for the auditor position.
Secretary’s Report:
Judee Hawkins presented her report. Judee Hawkins would like to keep updating the question and
answer page on the website.
Action: Anne Young to update Judee Hawkins with questions and answers about FNTT. This can
then be updated on the website.
Judee Hawkins moves her report.
Seconded by Anne Young.
Company Secretary’s report – resignation/replacement (attached):
Anne Young moves that we accept the report.
Sarah Blain seconded.
James Flaxman has agreed to be Company Secretary from the 1st of October 2007 until another can
be found.
Membership database:
Discussion around the membership database set a query field so that we can do the bank
reconciliations.
It was discussed that data base system is basic; need something more professional; $60 per hour,
thorough Ken Rowan. Need indication of prices for jobs.
Action: Sarah Blain to request of Jenn Cooper to ask Ken Rowan for a quote on building new fields
in the database.
Membership Administrator and Ashleigh:
Board discussed the work status of Ashleigh L’Barrow, office management and contractual
arrangement with the Membership Administrator. Discussion will be continued with Finance
Committee and Jenn Cooper.
Actions:
1.
Contractual arrangement for Jenn Cooper to be finalised.
2.
Sarah Blain and Anne Young will liaise in the near future re Ashleigh L’Barrow.
3.
Equipment status to be verified.
Membership Administrator report
Presented and accepted.
Constitution & By Laws discussion (Anne Young)
The constitution changes were each read out by Anne Young. The board discussed the changes and
Anne Young made adjustments to each one.
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Action: Anne Young will make the changes to the constitution and send the revised version to the
board.
FNTT Report – Anne Young
Anne Young requested Jenn Cooper to send PM list to FNTT quarterly.
Anne Young asked for the report to be accepted.
Kerrie Baldock seconded.
Action: Jenn Cooper to attend sending PM list to FNTT quarterly.
Website Report – James Flaxman
Priorities for the Website
Cascading style sheet
Search engine
Rolling survey
James Flaxman suggested we have a rolling survey of issues for members to post a comment.
Members can give instant feedback on some of the current issues. We want to encourage people to
come onto the site.
Action: James Flaxman to gather quotes from Ken Rowan for fields for the rolling survey. James
Flaxman to email these quotes to the board and then make a decision.
Action: James Flaxman to get quotes from Ken Rowan for all of these tasks.
Action: Ruairi O’Duil to redesign the World Reflexology Week Poster to be more generic.
James Flaxman reported that we have log on access to a number of different areas for the website. It
would be best if a director holds this for safe keeping.
Action James Flaxman to give website access codes to Ian Gilbert for safe keeping
Action Judee Hawkins will request for Jennifer Hill to send the file on Yellow Pages, White Pages and
Telstra to Jenn for safe keeping.
Action: Judee Hawkins to obtain from Jennifer Hill the closing dates for Yellow Pages, etc. to place
on the Business Calendar for future reference.
Action: James Flaxman to send Judee Hawkins details of the new website host – for record
purposes.
James Flaxman mentioned that all branches can have an E newsletter. The state directors can let the
branch newsletters know that the editors can send the file to James Flaxman.
Action: Directors to advise branches re E newsletter.
James Flaxman moved report.
Seconded by Anne Young.
New Policy –information storage
Action: Kerrie Baldock will start a board policy on information storage.
Notation: At this point of the meeting Anne Young, Jenn Cooper and Sarah Blain move to another
room to discuss Jenn Cooper’s contract.
Promotions/Sponsorship Report– World Reflexology Day – Ruairi O’Duil
Ruairi O’Duil advises:
We need more revenue.
Interview with local newspaper yesterday, hopes to progress.
Melbourne Child – about $400 advertising to promote reflexology re children.
Bulk of what Ruairi will be working on.
Other sources:
Exhibitions – consistent approach to MBS.
Pregnancy Babies & Children expo
James Flaxman does not believe expos are good ways for exposure for individual professional
practitioners; best in local areas.
Libby Stark advises difficult to do in local area, need permission, etc.
James Flaxman – letter drop box for WRW may be more effective.
Crowds always go to MBS. James Flaxman says. Discussion ensued.
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Action Kerrie Baldock to send details of Natural Therapy Pages (Michael Pang in Sydney) to Ruairi
O’Duil.
Ruairi O’Duil enquired if volunteers at expos receive a payment? James Flaxman disagreed and
comments if you can’t get volunteers, you shouldn’t do it. Libby Stark agreed.
Discussion on possibility of purchasing books from AoR.
Discussion on wooden foot rollers, for the future.
Exit Surveys
It was agreed that $121 for membership is not excessive. Should we ask members what they
expect? Example, I want to know how to expand my business? We can then strive to work on this.
Action: to list the top 4 reasons for being a member of the RAA on the website.
If we have an existing list of benefits to be with our association, this should be updated. James
Flaxman says it is out of date.
Action: Ruairi O’Duil to commence a List of Benefits of becoming a member. Liaise with Kerrie
Baldock.
Action: All directors to send to Ruairi O’Duil suggested replies to the question ‘What are the benefits
of me joining the Reflexology Association?”
Kerrie Baldock advised NSW people on exit list told her that majority left the industry to earn more
money.
Discussed - we have to help people without business skills to make their practice work.
Discussed - putting initials after your name, i.e. mRAA.
AOR – merchandise catalogue
Action: Libby Stark to send Ruairi O’Duil details of Helen Perkins contact as to how the catalogue
works.
Discussion on possible methods to purchase and sell books on behalf of the association.
Action: Ruairi O’Duil to follow up on purchasing of books.
Discussion on giving free membership to current students of reflexology who are studying Certificate
IV or Diploma level for a period of 12 months.
Ruairi O’Duil moved
“We are offering students studying Certificate IV or Diploma level reflexology free Associate
membership for the current membership year.”
All in favour.
Ruairi O’Duil asks that his report be accepted.
Ian Gilbert seconded.
Merchandising:
Kerrie Baldock reported she is tired of falling behind other professional organizations. That includes
clothing.
We need small runs of different products, i.e. hand towels.
Key rings, good pens, note books, diaries, plastic container for A4 size papers,
Christmas cards/birthdays/gift vouchers – a general card.
James Flaxman says that practitioners like to buy a product to give to clients.
Discussion on pens -– a/c not yet received.
Action: account to be discussed when received.
Key rings - $4 each inclusive x 250 - $1,000.00 estimate. – suggest $10 each.
Cards also preferred; website - istock.com.au. - has good images
Little feet lapel badge worthwhile.
Kerrie Baldock moved her report be accepted.
Seconded by Judee Hawkins.
Promotional budget:
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REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
Kerrie Baldock moves we have a promotions and publicity budget to purchase merchandise of
$10,000.00 to be divided between publicity and merchandise promotions.
Seconded by Anne Young.
The board accepted this amount. The board has been made aware that this may be shown as a loss
next year. The board feels that we need to spend this in order to promote.
Surplus note books to be given away at 2008 conference.
Action: Judee Hawkins to further this.
Cheque approval:
Stationery Invoice for Alex Croft was approved for Jenn Cooper to write the cheque and forwarded
payment to Alex Croft.
Logo:
Discussion on changing logo, etc. deferred to next meeting.
Action: Put on next agenda.
Health Forum – Best Practice Standards (James Flaxman and Ian Gilbert)
Health Funds update – Ian Gilbert presented his report.
Action: James Flaxman to email Ian Gilbert the presentation from the Health Forum
Ian Gilbert discussed whether we have Best Practice Standards for our Company. Board discussed
that we have the aims of the association written in the Constitution. We have objectives. We need a
vision, where are we going to be in 2010 for example. We set up a policy where we have Corporate
Policies.
James Flaxman asked for an example from Ian Gilbert about a Corporate Policy. Good Customer
Service is an example. Anne Young requested of Ian Gilbert to have a Corporate Policy folder to
record. Anne Young asked the directors to give example. We may need to explain the treatment and
the possible effects of the treatment.
Action: Ian Gilbert to research the client record archival and the length of time for keeping records.
Action: Ian Gilbert to send ABN and business practice to Footprints magazine.
We have a sexual harassment policy. It is written in the constitution. James Flaxman read from the
Code of Ethics that we have a section on Sexual Harassment.
Action: Ian Gilbert to take a look at the sexual harassment policy and make changes.
Ian Gilbert moved that his report be accepted.
Seconded by Kerrie Baldock.
Research Report – Ian Gilbert:
Ian Gilbert had made contact with the research committee and asked them to tell her they are and
what the do. Ian Gilbert wants to get them involved. James Flaxman queried whether they were going
to collate or research. James Flaxman said that we need a person who has a Ph D. Ian Gilbert may
follow up Marlene Rutherford about a client that has Ph D. Ian Gilbert needs some goals around what
is needed for the research.
Anne Young suggested Ian Gilbert looks into how to conduct a Pilot Study.
Ian Gilbert moves that his report be accepted.
Seconded by Anne Young.
Footprints:
Need articles from Australians contributors for Footprints. Anne Young said that we need to look at
whether Footprints is self funded or subsidized. At the moment it really is subsidized as the funds are
not available.
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REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
Judee Hawkins in the short term will take over the invoices of the advertisements and the
subscriptions of Footprints.
Action Judee Hawkins to gather the accounts from Cherel-Sue Waters for the Footprints
subscriptions etc.
Judee Hawkins asked was asking about the Footprints Protocol and having a document for this.
Action: Judee Hawkins will send this file to Jenn Cooper to archive.
Discussion on main advertiser, Athlegen – provide website details which Judee Hawkins will send to
Kerrie Baldock and Ruairi O’Duil.
Action: Judee Hawkins to contact Athlegen.
Judee Hawkins to send advertising prices for inside cover pages for FootPrints to the board.
Action: Judee Hawkins to attend to this.
Discussion on advertising the FootPrints journal in ATMS journal.
Action: Judee Hawkins is attending to this.
Judee Hawkins wanted to thank Cherel-Sue Waters, Robyn Coslovich (editor) and Jan Cullen
(assistant editor) for their continuing efforts as part of the FootPrints team.
Judee Hawkins moved her report be accepted.
Seconded Sarah Blain.
re Jenn Cooper and letter of engagement.
Anne Young and Sarah Blain reported on meeting with Jenn Cooper in regards to her letter of
engagement.
Anne Young read out changes to the roles of the membership administrator.
Sarah Blain made the comment that the board be aware that she is only given membership
administration duties.
Further Administration matters
Unfinancial members are given effectively 3 months to pay the membership fee. Change to if they are
not paid by the 1st of July then a reminder letter is sent. If not paid by the 31st of August then they
become unfinancial and from the 1st of September they need to rejoin.
Money can be banked for renewals in the month of June. Discussion followed as to the equipment
use being that Jenn Cooper will be responsible for the maintenance. The RAA is responsible for
maintaining the database. Sarah Blain and Jenn Cooper will continue the discussion via email. Jenn
Cooper to get some quotes for Sarah Blain for a new computer and other equipment that may be
needed in the next year.
Outstanding Student Award:
Discussion followed around the Outstanding Student Award. Board felt that this may discriminate
certain states as this has not always applied to all colleges.
Decision to delete the Outstanding Student Award for colleges. With the phasing in of the free
student membership this outstanding student will no longer be required.
Student nights:
Board decided to no longer run the Student Nights as they have not been successful.
2008 Conference - Sydney
Kerrie Baldock and Ruairi O’Duil to liaise together to look at trade table set up and merchandise for
the coming conference in Sydney.
Action: Kerrie and Ruairi O’Duil to attend to this.
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Purchase of Massage Tables
Libby Stark asked about the purchasing of the massage tables for Queensland. These are at a price
of $250.00 each. Libby Stark feels these are to replace the La Fuma chairs that can no longer be
used.
Action: Queensland will sell the La Fuma chairs to fund one table. Queensland can purchase the
tables.
Board – Christmas/New Year break
Libby Stark proposed board members take time off from RAA duties from 18 December 2007 to 7
January 2008.
Date, Time and Place of future meetings:

March 2008 – Sapphire Resort, West End, Brisbane

July 2008 – Teleconference

October 2008 – Mary McKillop accommodation, North Sydney.

Annual General Meeting 2008 - Swissotel, Sydney, on Sunday 26.10.08 at 9 am.
Meeting closed at 12.30 a.m. 15 September 2007
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Presidents Annual Report – October Board meeting - Cairns 2007
This being my first report for 2007 in the position of President, I would like to thank ‘you’ the
Directors of the Board for some great team work and at times enormous effort with time involved in
handling the ever changing business management efficiency for the Association.
Special mention and thanks goes to Cherel Waters, Company Secretary for her many hours involved
in working on the Financial Documents and fulfilling her commitment to set procedures in place for
the Treasurer and Finance Committee. This goes far beyond the duties of Company Secretary but is
understanding of Cherel’s passion of commitment for the Association. We have received the
resignation from the Company Secretary and our thanks and appreciation to Cherel for the many years
in service will be given formally during the presentation of Life Membership. This award will also be
presented to Emma Gierschick which has been agreed wholeheartedly by the Board. The Board of
Directors will now begin discussion on the appointment of a new Company Secretary from 1 st
October, 2007.

Firstly for me was to write a ‘welcome to members’ for the membership packs, followed with
a ‘welcome to branch committee chairpersons and committees’ to set goals in place and to list
a monthly review of tasks attended to by the Directors.. Hopefully this gives each Director
some insight and understanding of what has been going on within this management tea.
Noting the goals set for 2007/2008, I would like to add Website direction, Research
Direction, and to begin to develop a code for Standards of Best Practice to this list of
goals. I also note in the FNTT report from Anne Young where FNTT is also developing a
framework for the endorsement of courses where Member organisations will be able to use
this if they decide to endorse schools or courses/workshops. This will be a welcome benefit
for us, as our response to enquires coming into the Association is “Currently, the RAA does
not endorse or accredit courses, but you are most welcome to forward your course outline for
future consideration”.

Overseas Links: The first step from this contact from ‘Down Under’ for Reciprocal
Agreement for membership discount for our members attending overseas Conferences and
training events was taken up by AoR where they accepted this and agreed to allow RAA
members to attend the July Conference for this membership discount. The same approach
was made to ICR for this discount and was rejected. I make mention that there are 97 RAA
members attending the ICR Conference in Cairns from a total attendance of approx 160! We
were approached from ICR to supply a ‘token gift’ to participants at this Conference, which
we have responded to with RAA bumper stickers and pens with the intention of strengthening
Overseas Links.

Membership: From our membership of 1,000 we currently have 187 unfinancial at the time
of writing this report.

Business attended to: Minutes Policy included in the Policies Document

Further policies required: Reciprocal Advertising
CPT Education
Update to Complaints Policy
We all work as a team and appreciate acknowledgement for individual efforts.
As the President of the RAA Board of Directors I would like to offer thanks and appreciation to
Anne in her role as Vice President who has given support for the many and varied issues which
come up and at times these can be challenging. A record of what Anne is involved in is: Finance
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Committee member, participating with a sub committee on discussions involving the Constitution and
By Laws, RAA representative at the FNTT meetings in Adelaide which have involved the Health
Forums and Health Training package, writing a review of Board minutes for Foot Prints, Complaints
handling.
Judee in her many roles she has become involved with: a most efficient Secretary who keeps us all
on our toes and shows her efficiency in preparing the many documents for our Board meetings. This
is an extremely time consuming exercise! Due to her efficiency we now have a Statement of Duties
for Directors Portfolios, a Business Schedule for Dates and Commitments for Board members, a list
of all current State branch committee contacts and is currently working with the Company Secretary
for a schedule for this portfolio. This has been set in place for us to work with and for new Directors
coming onto the Board. Judee also works on the Foot Prints team in Advertising and due to her skill
in sales is managing the financial component of this publication. A special mention to Robyn
Coslovich as Editor and Jan Cullen Assistant Editor for the many hours of preparation in sourcing
material together with proof reading for the Journal, and Kerrie who undertakes the mail out to all
Branches! Judee, Kerrie, Jan and Cherel are also involved on the NSW committee for the 2008
Conference.
Sarah Blain who has taken on the challenging Treasurer portfolio and is also a member of the
Finance Committee. Sarah has a background in Accountancy for which we are most appreciative so
we know the Company Finances are under good management.
Jennifer who has worked with the Finance Committee and also in the position of Company bookkeeper. This has been very challenging for Jennifer but with her business management was able to
fulfil her commitment. Jennifer has also worked diligently with the challenging issues of changing
the 0500 number to the 1300 number and bringing uniformity to the White/Yellow pages advertising.
James our Website Director/whiz/guru! Where would we be without James who has put in many
hours beyond the call of duty with the management and re building of the Website. He is being most
patient in trying to educate those of us with limited understanding of computer literacy. With the
many years as a member of the Board James is able to draw on his wide knowledge of Board matters
and offer us sound advice. We thank you James.
Ian who has stepped in and taken on the portfolios for Research, Health Funds and Education. Ian
has the drive and enthusiasm to work further with Health Fund recognition. Ian has shown leadership
with his involvement with the Reflexology Paths in Queensland with more to follow. He certainly has
been instrumental in furthering the public awareness of Reflexology. Ian I am sure is willing to be
guided with the Education portfolio and open to further direction with Research.
Ruairi for his prompt enthusiasm with creating a wonderful brochure and advertising promotion for
World Reflexology Day. The Association has wanted to see this happen for some years, so thank you
Ruairi. Also Ruairi has stepped in and begun discussion for Qantas theme days. This is great
promotion for Reflexology.
Kerrie is working with Ruairi on Promotions and is focusing on the promotion of Merchandise.
Together they will make a great team. This is an area where we need to set a budget for further
promotion with merchandise. Kerrie also is collating the individual Policies/ Procedures for our
records.
Jenn Cooper our Membership Administrator who handles the numerous challenges in this role. This
time of the year is always extremely busy for Jenn but her efficiency always shine through. Jenn has
a wealth of knowledge of the history of member records and is the best person to assist the CPT
Director with enquiries.
d:\265310204.doc
Page 12 of 18
President………………………………………………… Date……………………….
REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
I will present a separate report detailing the business management over the past 12 months for the
AGM.
Libby Stark – President
September, 2007
_________________________________________________________________________
Treasurer’s Report to Board – September 12th-13th 2007
(refer also Company Secretary’s Report)
Summary of Discussion points:

Branch Reporting : Jennifer Hill has redesigned the Income and Expenditure Reconciliation
Forms. Format much easier as now fits on 1 page when printed. Also Branch Accounts List
(including examples to illustrate what sort of items should be allocated for each Account
number). These have been circulated to Branch Treasurers to trial by using them. Feedback
requested. Treasurers encouraged to allocate the appropriate Account number as they are in
the best position to know full details of the transactions. If account coding is done at Branch
level the time taken for MYOB input process can be improved.

MYOB Book keeping: since the March Board meeting Jennifer and I have had two face to
face get-togethers in Melbourne which I tied in with personal trips. .Both times I stayed at
Jenn’s house. First time was about 2 ½ days and the second 1 ½ days. I was able to assist
Jenn with queries and gain familiarity with the MYOB system and RAA financials. However
Jennifer has done the bulk of the processing and Cherel Waters has also had a large input.
Cherel has continued to manage the cash flow and investments and BAS returns. With
Jennifer on extended holiday I have undertaken to do the bookkeeping from July at least for a
trial period. I am keen to find out first hand how much time is involved so as to better
evaluate whether we need to engage a bookkeeper further down the track. To date I have
not done any processing for the new financial year pending finalisation of the audit in case
there were any additional year end journals required.

Cash held at Bank @ 31 July 07:
Trading Account
$37,236.86 (unreconciled)
Cash Maximiser A/c
$69,141.08

Workers Compensation: Under QLD law there are 3 tests that determine whether a person
performing work under a contract of service is classified as a “worker” that is required to be
covered for workers’ compensation. Includes a traineeship contract.
”A person engaged under a contract mainly for the supply of work will be a worker if they do not meet
all three elements of the results test.
For a person to meet the three elements are, they:
- are paid to achieve a specified result or outcome and
- have to provide the plant and equipment or tools of trade needed to perform the work and
- are, or would be, liable for the cost of rectifying any defect in the work performed.”
(Source: Fact Sheet: Who should I cover for workers’ compensation
WorkCover Queensland

Annual Audit –issues arising: Both Cherel and I have reviewed the Financial Statements
prepared by HLB Mann Judd and been involved in resolving the Auditor’s queries.
-
I’m now satisfied with the financial statement presentation.
-
The Auditor identified that the current practice of drawing Ashley’s “wages” from petty
cash is not very satisfactory. Cherel has drafted an Excel spreadsheet to improve the
recording however Jenn Cooper has queried whether this can be done by direct debit
instead. I feel it needs further discussion.
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Page 13 of 18
President………………………………………………… Date……………………….
REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
-



Another area of concern was the difficulty in reconciling the annual membership
subscription income recorded in the MYOB ledger to the Membership lists. Cherel
has suggested, and I agree, that we pay for an enhancement to the Membership
software system so that a report detailing the receipt number and date of payment
can be obtained for each Member.
Review of Annual Financial Statements:
-
Profit for year $3,347 compares with loss last year of ($16,657).
-
$1,364 profit contributed by National Conference.
-
Net Assets at year end $90,508.
-
$6,682 re purchase of Banners.
-
Audit fees $10,400 of which $6,000 relates to 2006 year.
-
Net decrease in cash held ($38,065).
-
Breakdown of Expenses on page 5 and breakdown of Revenues on page 10.
Interesting to consider these together and look at results by category.
-
For instance, Footprints was overall a loss of ($2,699). 60% of Footprints costs was
postage. However Footprints was improvement on 2006 result.
-
Products and Merchandise made surplus of $13,683.
Pamphlets (30%), Polo shirts (18%) of income here.
-
Workshops & Seminars $9,482 surplus.
-
Yellow pages expense $13,015, significant expense.
-
Obviously, Administration expenses the most significant expense category. This
includes Membership Administrator’s contract and Admin office expenses (26%).
Also included FNTT expenses $26,043 (20%) but $23,411 collected with Subs in
FNTT levies.
-
Board Expenses-Travel (5%) and Board Expenses –Other (11%).
-
Also interesting to look at State by State results. Notably, NSW and VIC both overall
losses ($2,746) and ($2,641) respectively. Copy of MYOB “Job Profit & Loss
Analysis” on hand for Board members wanting more detail.
Receipt books (33%),
Goals:
-
Budgets
-
Interim/Quarterly reporting – including back to branches, Footprints (visual
presentation).
Finance Meeting -Anne Young and myself Wed 12th Sept (am).
Matters discussed:
-
State Budgets/capitation fee – reward for effort, fundraising. Spending expectation/
check on branches ie. Set boundaries – need to work within limit allocated. Needs
further discussion.
-
Guidelines for promotional events need to be developed. These events often involve
an initial upfront outlay. Fundraising/breakeven Vs non-financial benefit of promotion
of reflexology.
-
eg. reimbursement of out of pocket costs incurred by volunteers.
-
Jenn Cooper’s contract renewal – to be discussed further in break out session with
Jenn.
_______________________________________________________________________
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Page 14 of 18
President………………………………………………… Date……………………….
REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
(Treasurer's Report - September 12th-13th Board Meeting)
Income
$
Less Expenses
$
Net Surplus(Loss)
$
* ** *** see below
Membership Fees
National Conference
FootPrints Income
Products & Merchandise
Festivals/Promotional Events
Workshops & Seminars
Bank Interest
Yellow & White Pages Advertising
Administration
Other
108,350
44,563
5,970
14,145
14,827
23,325
5,096
1,717
6,231
224,223
*
(43,199)
(8,668)
(462)
(8,845)
(13,842)
(14,732)
(131,128) *
(220,876)
**
***
108,350
1,364
(2,699)
13,683
5,982
9,482
5,096
(13,015)
(131,128)
6,231
3,346
* Administration Expenses summary breakdown:
Administrator (Jenn's Contract)
Administration Office Expenses
Auditor
Bank Charges
Board Expenses-Travel
Board Expenses-Other
Board Expenses-FNTT
Branch Expenses
Insurance
Membership Expenses
Depreciation
Miscellaneous
21,218.28
12,885.45
10,600.00
3,225.54
6,797.08
14,139.02
26,043.22
15,259.61
7,159.83
9,518.86
3,433.84
847.54
Total
$131,128.27
State Analysis (Job #)
SA Conference (058)
Admin (115)
NSW (225)
VIC (335)
QLD (445)
SA (555)
WA (665)
TAS (775)
*
Income
$
44,563
131,082
6,018
10,517
11,433
2,008
17,340
1,258
224,219
16%
10%
8%
2%
5%
11%
20%
12%
5%
7%
3%
1%
26%
36%
Less Expenses
$
Net Surplus(Loss)
$
(43,381)
(124,926)
(8,764)
(13,158)
(10,874)
(1,568)
(16,922)
(1,283)
(220,876)
1,182
6,156
(2,746)
(2,641)
558
440
418
(24)
3,342
Membership fees
(includes $23,411 re FNTT levies
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Page 15 of 18
President………………………………………………… Date……………………….
REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
**
Footprints Income
Postage (60% of costs)
***
Products and Merchandise
(Receipt books (33%), Pamphlets (30%), Polo shirts (18% of income).
________________________________________________________________________
Company Secretary Report - Board Meeting September 2007 – Cairns Qld
This is my last report to the board in my capacity of Company Secretary. I table this report to be read
in my absence. I would like to report on the following:









GST/ PAYG returns for 2007
Taxation Return 30th June 2006
National Bank Conference Account;
National Bank Trading Account/ Cash Maximiser Accounts
ASIC.
MYOB Upgrade
Financial Accounts for 2006 – 2007
Correspondence
Carters Law Firm
Reply to WA Committee Concerns
HLB Mann Judd
Resignation as Company Secretary
GST/PAYG Returns
PAYG returns have been reconciled as following:
One group certificate has been issued for Ashleigh L’Barrow , with PAYG deducted of $668. This
has been paid to ATO with final installment in July 2007.
GST returns were reconciled for the end of June, and returns sent to ATO on 30 th July 2007. A Final
payment will be necessary due to an error picked up in the Audit. The Invoice for FNTT was GST
free, and our system processed as GST paid. The ATO have been contacted and they will be sending
an Annual Reconciliation Summary, and GST of $1038.27 will be due for payment in September
2007.
Taxation Return
The taxation return for 30th June 2006 – have been signed on 7th August 2007 and sent to Australian
Taxation office by HLB Mann Judd. These showed Tax Losses of $11,045 to be carried forward in
subsequent years, to offset future income.
National Bank Conference Account
At the conclusion of the Adelaide Conference, and in line with the P & L reports a balance of
$1359.44 was transferred to the Trading Account on 11th January 2007; and $160.64 GST was
transferred on 31st January 2007. This left a balance of $5078.80 being the seeding amount
transferred for the Sydney Conference 2008.
New Signatories for the Sydney committee have been installed on the account, and previous
signatories from the Adelaide group removed, in accordance to the minutes of December
Teleconference.
National Bank Trading Account/ Cash Maximiser Accounts
Funds have been moved periodically from the trading account to the new Cash Maximiser account.
A term deposit of $20,000 was terminated on 25th June 2007, and deposited with interest accrued of
$1020 to Cash Maximiser account.
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Page 16 of 18
President………………………………………………… Date……………………….
REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
Reconciled amounts at end of year are:
Trading Account
$ 5054.53
Cash Maximiser
$38903.10
A further amount of $30,000 was moved from Trading account on 23rd July 2007.
ASIC
Director’s register
Directors – Jennifer Hill, Sarah Blain; Ian Gilbert; and Ruairi O’Duil have been added to the
director’s register, and Vicki Delpero; Emma Gierschick and Sara Higgins have been removed.
Annual Returns
Annual audited financial statements and reports of the company were sent to ASIC on 21st November
2006 for the Year ended 30th June 2006, to comply with regulations under the Corporations Act 2001.
Change of Auditor
ASIC have been advised that we are in the process of changing our auditor, and have received their
acknowledgement letter dated 8th August 2007. Letters have been sent to all PM & IM members
inviting them to vote in person or send a Proxy Vote, as required by our constitution.
Once the vote is completed at the AGM, we can then complete the appropriate requirements for ASIC
to register both the removal and installation of auditor. ASIC have advised Forms 342, and 315 are
available on website www.asic.gov.au.
MYOB upgrade
The company’s MYOB program was upgraded in January, to MYOB V16. A further upgrade will be
necessary in the future to keep this program up to date. We have purchased MYOB support, which
will remain current to January 2008.
Financial Accounts for 2006 – 2007
The books for the financial accounts have been finalized and Darryl Swindells of HLB Mann Judd
came to my home on 7th August. After six hours and a very thorough audit process, Darryl advised he
would get the Financial Reports to me with adequate time for analysis before our AGM and board
meeting. I am satisfied that the books of the company are in good order and have passed the MYOB
files to Sarah Blain.
I would like to thank Jennifer Hill for her excellent work in processing the data in MYOB from
February to June. This made my job checking the validity of expense and income allocation so much
easier as minimum corrections were necessary.
Correspondence
Carters Law Firm
Request from Carters Law –Auburn, for information on earnings of a reflexologist working in the
industry for a period of 2 years, following the completion of their training. Their Client Ms Diana
Gray was in a motor vehicle accident and had a claim for compensation for loss of earnings. My
reply advised that it is not the role of our association to collect such information, however a
professional reflexologist working in Sydney could work between 20 to 30 hours per week and be
charging am hourly fee.
Reply to Val Dewar – WA chair
As per action item from March board meeting, I replied to Val Dewar regarding the WA Committee
correspondence 17 October 2006 – Constitution and Voting. My reply was distributed to all board
members and registered with Judee Hawkins as correspondence out.
HLB Mann Judd
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Page 17 of 18
President………………………………………………… Date……………………….
REFLEXOLOGY ASSOCIATION OF AUSTRALIA LIMITED
A letter was sent to Kim Kelloway , HLB Mann Judd re Motion of Intention to remove. Action itemBoard Meeting by teleconference 2nd July 2007. Mann Judd responded with a reply – see attached
appendix 1.
Resignation as Company Secretary
I refer to my resignation letter 14th August 2007. Company Secretary is not an “Elected Position”,
therefore it was necessary for me to resign by choice not because of any time frame. I undertook the
role at the time of the inauguration of our company in July 2002, because of my role in the
registration process and the work with the chosen company auditor HLB Mann Judd, who at that time
gave us free advice in the preparation of our constitution. It has been a role that has been very
fulfilling, a big learning curve for although I do have an accounting background, I did not have any
experience in this specialist field.
After 5 years advising a succession of presidents and other directors, and seeing them come and go,
and watching the association change, I feel this role can now be passed to another. I hope that
whoever assumes this role will be engaged as I have been in its complexities and will stay in this
position for many years to come.
I will complete the statutory requirements with ASIC after the AGM , and then I will transfer all files
and appropriate paperwork to the new company secretary, together with a complete job description.
I close my report by wishing our President Libby Stark, and each director well for the future. I will
enjoy looking on as the association changes and grows.
Cherel Waters
Company Secretary
END OF MINUTES
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Page 18 of 18
President………………………………………………… Date……………………….