VodaFest Czech and Slovak Association

VodaFest Czech and Slovak Association

Membership

At the Annual General Meeting (AGM) held on 26 July 2015 a decision was made for 2015/16 fiscal year to offer Membership in VodaFest Czech and Slovak Association free of charge.


Why is that?

VodaFest Czech and Slovak Association is a non-profit organisation that only exists thanks to volunteer work of the whole community. The volunteer work is a sign of your biggest support and it is priceless to us. Membership in the Association is a symbolic support of who we are and what we do. Membership in VodaFest Czech and Slovak Association is appreciated and much needed in order to gain significance as a community within the Australian society. 

What does it mean?

This means that anyone aged 18 years or over can join VodaFest without paying a joining fee (previously $10) and subscription fee (previously $20). 

 

Existing members:

What if I have already paid membership fees for 2015/16?

Anyone who has paid the 2015/16 membership dues will have an option to either donate the amount to VodaFest or to get it reimbursed (the banking details must be provided via email at treasurer@vodafest.org). Let us know your choice by sending us a quick email.

What if I haven't paid membership fees for 2015/16 yet?

If you have not paid your membership fees for this year and wish to remain VodaFest Member, you can do so by sending us a quick email at treasurer@vodafest.org.

What if I don't know if I am still a member?

If you haven't paid your membership fees for more than 12 months, you are no longer a VodaFest Member.
If you wish to become a member, you can simply re-apply, free of charge. Follow the instructions below.

New members:

To become a member simply download the Application for Membership form available as the Attachment below. 
Fill out the form, scan it and email it to secretary@vodafest.org or mail it to:

Vodafest-Czech and Slovak Association Inc.
PO Box 8047, Camberwell North VIC 3124

 

The membership for a financial year 2015/16 is completely FREE (no joining fee, no annual fee).

AttachmentSize
Application for Membership Form282.27 KB

Statement of Purpose

VodaFest exists to bring together a broad group of people living in Australia with a love of and interest in the Czech and Slovak cultures. As well as Czech and Slovak migrants and nationals, these include people with Czech/Slovak heritage, interested Australians and their families and friends.

Our purpose is to:

  1. To share a love of the Czech and Slovak lands and their cultures.
  2. To create a platform for cultural programmes, educational and social goals and activities in response to community needs as may from time to time be determined by the Association.
  3. To enhance Czech and Slovak facilities in local communities of Australia.
  4. To bring together and integrate people with an interest in Czech and Slovak culture living in Australia.
  5. To raise awareness of the Czech and Slovak cultures within the broader Australian society.

An incorporation is a not for profit community group or club which is legal entity, with a formal legal structure. It can enter into contracts, open bank accounts, borrow money or by equipment under its own name. The organisation stays the same even if its members change.

Incorporation offers the following advantages for VodaFest:

  1. Allows protection of members and their own assets against personal liability for the organisations bebts and other legal obligations. The liability of the organisation (and people involved) is limited to the assets of the incorporated body.
  2. Ensures proper conduct of the association under law, such as auditing of finances, and rules of operation to abide by under the Associations Act.
  3. The above two things provide legal and financial credibility and accountability, enabling application for community grants and corporate sponsorships.
  4. Enables application for tax deductability status for donations.

Association Rules

As agreed at the Meeting of Incorporation on 3 July 2011, the VodaFest Czech and Slovak Association is to be bound by the Association Model Rules, which are part of the Associations Incorporation Act (1981).

Please, find attached available for download the Association Model Rules and the Associations Incorporation Act (1981).

Attached documents only serve as a reference. For current versions of the documents, please, refer to the Legislation section of the Consumer Affairs Victoria website.

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Association Model Rules156.44 KB
Associations Incorporation Act (1981)442.13 KB

Committee

The Committee of Management for VodaFest Czech and Slovak Association Inc. (as of June 2016):

Lenka Allen, President

I come from a beautiful north Moravian ski/spa resort called Jesenik. Having studied foreignLenka Allen
languages and travelled extensively around the world, I saw how diverse and unique we all are and how important it is to preserve and celebrate our cultural diversity. Creating a folkloric festival was an obvious choice.

Bringing individuals and groups together and being able to enjoy, share and learn the Czech and Slovak customs and traditions far from home, in a cooperative, creative and peaceful way moves and fulfils me greatly. Having made Melbourne my home since 2001 I would like to pass the love of the Czech heritage onto my 3 children.

Ultimately, I would like to see VodaFest Czech and Slovak Festival continue for our future generations, taking the shape and form that is self-expression of those who create it as well as those who come to enjoy it.


Paula Bulakova, Vice President (Marketing & PR)

Paulina BulakovaI was born in Slovakia and came to Australia in 2008 to improve my business English skills. While studying in Melbourne I met my Australian husband, who introduced me to the Australian way of life. I completely fell in love with Melbourne, but at the same time, I feel I have an obligation to stay true to my own heritage. 
I love being a part of the Czech & Slovak community, helping to share and maintain our traditions & culture, but also hang out with great people and having a good time. For me, VodaFest is not just about traditions, good music, great food & drinks, but mainly about making the Czech & Slovak community feel more at home here in Australia.

 

 

Jane Vassos, Treasurer

Vera Morgan, Secretary

Veronika Warren, Ordinary member

Office-bearer roles

The Committee of Management is the governing body of a nonprofit organisation and is legally accountable to the body of members for its deci­sions, actions and obligations, and to always act on their behalf and in their inter­est. The Committee directs and monitors the financial and operational performance of the legal entity through a formally established and endorsed strategic, policy and financial framework.


Each Committee requires a President, Secretary and Treasurer, with the deputy position of Vice President and optional positions of Ordinary Committee Members. An organisation’s constitution (model rules) indicate the specific requirements on each of these positions. 

 

Election of officers and ordinary committee members


  • Nominations of candidates for election as officers of the Association or as ordinary members of the committee must be:

(a) made in writing, signed by two members of the Association and accompanied by the written consent of the candidate (which may be endorsed on the form of nomination); and

(b) delivered to the Secretary of the Association not less than 7 days before the date fixed for the holding of the annual general meeting.

  • A candidate may only be nominated for one office, or as an ordinary member of the committee, prior to the annual general meeting.

  • If insufficient nominations are received to fill all vacancies on the committee, the candidates nominated shall be deemed to be elected and further nominations may be received at the annual general meeting.

  • If the number of nominations received is equal to the number of vacancies to be filled, the persons nominated shall be deemed to be elected.

  • If the number of nominations exceeds the number of vacancies to be filled, a ballot must be held.

  • The ballot for the election of officers and ordinary members of the committee must be conducted at the annual general meeting in such manner as the committee may direct.

 

President and Vice President


  1. ensure confidentiality and privacy for all discussions on contentious issues,

  2. be accessible, particularly in times of emergencies,
  3. collaborate on policies and procedures for conflict resolution and grievances at Committee level, and within the Association,
  4. ensure an effective procedure for quick and efficient responses to all reasonable requests,
  5. keep a running list of items requiring discussion with others, and tick them off as you attend to each one,
  6. set a regular time before each Committee meeting to review the agenda with the Secretary and ensure that each item is suitably resourced to facilitate discussion toward decision or agreed action,
  7. collaborate on starting and ending meetings and more formal discussions on time,
  8. collaborate to ensure a clear distinction between the work of the Committee and that of sub-committees,
  9. collaborate on mentoring or nurturing future successor: and ensuring a clear role for the predecessor, and
  10. collaborate on monitoring and improving the performance of the Committee, and the job satisfaction of all Committee members.

 The ‘deputy’ position of Vice President is usually appointed to provide assistance to the current President, or to prepare the ‘successor’ to take the position of President on completion of the incumbent’s term of office.
               

Treasurer

 
Treasurer’s duties are to ensure that:

  1. monies received are recorded, receipted and banked.

  2. monies paid out are recorded, approved or payment and paid: approval for payment may mean within the Committee-endorsed budget and cashflow projections.
  3. an accurate and up-to-date monthly statement of the organisation’s financial position is presented for Committee discussion and approval.
  4. s/he moves adoption of the financial statement by the meeting.
  5. s/he is prepared to supply detailed information and give advice on all financial aspects of the organisation’s decisions and activities.
  6. submit the books for audit as directed by Committee
  7. ensure that investments on behalf of the organisation are managed as directed by Committee.
  8. the organisation’s financial records and documentation are processed and maintained, and    
  9. present reports to Committee on all financial negotiations on behalf of the organisation
  10. initiates discussions about financial viability of the organisation and individual projects                  

 

Secretary

 

Secretarial duties regarding meetings are to ensure that:

  1. the agenda is prepared with the Chairperson and circulated prior to each meeting, setting out items of business to be considered.

  2. the minutes are a clear, concise, correct and legible record of all motions or decisions considered and actions agreed upon – and feature an action column.
  3. the official Committee minute book is retained where a copy of the minutes without error or addendum (unless initialled) and signed by the President after confirmation by the following meeting entered.
  4. copies of minutes are distributed to all Committee members before the following meeting.
  5. copies of the Constitution and the official minute book are available at each meeting.
  6. the register of Association, Committee and Sub-committee or portfolio members is kept up-to-date.
  7. a list of correspondence is presented at the meeting, and a Committee filing system retained.
  8. Committee correspondence is replied to or processed in accordance with Committee decisions.
  9. all Committee decisions which are not delegated to other office-bearers or Committee members are processed.
  10. maintain the documentation and archives of organisation

               

Ordinary Committee members

 

These are Committee members who are not office-bearers but who make an important and valuable contribution to discussion, debate and decision-making.

 

Their role can include:

  1. sub-committee membership,

  2. carrying out actions as delegated by the Committee,
  3. contributing to the quality of meetings by knowing and understanding the meeting procedures adopted by their Committee, and
  4. providing practical support to the office-bearers.

  Public Officer 

  1. initial contact person in an application for incorporation,
  2. signatory to forms accompanying lodgment of specific information to Consumer Affairs Victoria, the Regulatory Body for the Victorian Associations Incorporation Act, eg annual statements within 30 days of the annual general meeting of an incorporated association.
  3. this position is compatible with other office bearer role or ordinary member position