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Minutes of the tele-conference meeting of the Executive Board held 10.00am (London time), Wednesday – 13 May 2015.

                                 INTERNATIONAL FEDERATION OF AUDIT BUREAUX OF CIRCULATIONS

Minutes of the tele-conference meeting of the Executive Board held 10.00am (London time), Wednesday – 13 May 2015.

Present :
Mr Pedro Silva – President – in the Chair
Mr Jerry Wright – Secretary
Mr Hormuzd Masani – Treasurer
Ms Heather Craven
Mr Marco Bernasconi
Mr Manuel Sala
Ms Iwona Szczesna

Apologies : Ms Arina Ureche
Mr Magnus Paulsson

In Attendance : Mr J Matthews representing
Macomm Management Services Sdn Bhd
Secretaries to the Federation

1. MINUTES: The minutes of the tele-conference meeting of the Executive Board held 7 April 2015 having been circulated, was taken as read and confirmed.

2. MATTERS ARISING:

2.1 IFABC Workplan 2014-2016

2.1.1 Role of IFABC/Industry Advocacy
a. Promote the growth of bureau in new geographies – Mr Manuel Sala said that he had written to some Latin American countries to gauge their real interest in forming a bureau. There was no response yet.

b. WAN/IFRA – Chairman said that World Press Trend report available now was with data up to 2013. They will release the 2014 data soon, perhaps during the WAN-IFRA conference in June. The Secretaries will purchase the latest data when available.

2.1.2 Knowledge Sharing/Business Development
a. Central knowledge store – Ms Iwona Szczesna thanked the Secretary and Ms Arina Ureche for their comments on the data collection system. She said that system was not ready to roll out as yet, as an error had occurred when publishing the data on the server. She said that she was waiting for the problem to be resolved. The ABC Poland team will test the system and she will inform the Executive Board when it was ready. It was agreed that the system can roll out when a decision was made by the Executive Committee. In response to a question from the Chairman, Ms Szczesna said that the administrator would be a person recommended by a Member who would manage the system for the bureau. For the IFABC, once the scope of work has been identified, an administrator would have to be appointed. She suggested that the Executive Board Members start using the system to ascertain the scope of work.

b. Improve internal communications – Website – Ms Heather Craven said that she had nothing to report except that some housekeeping matters were ongoing. In respect of the matter of the unauthorized access to a document, the system has been rectified to prevent such things happening in the future.

2.1.3 Digital Standards and Measurement

a. Digital Standards and Measurement Committee/Digital Publications Standards Committee – Chairman asked the Secretary on whether Mr Richard Foan had any thoughts for this matter. Secretary said that he would check with Mr Foan. He continued and said that Mr Foan was planning a conference in the Asia Pacific region. Ms Heather Craven said that she was trying to coordinate dates with Asia-Pacific members.

2.1.4 Survey (to base workplan on)

a. GA Survey – Chairman said that the results should be combined with the IFABC Change Census survey.

2.1.5 Media Audit Bureaux of the Future

a. IFABC Change Census Survey – Secretary reported that a summary of the results had been provided by Ms Carolyn Morgan. 17 responses from members covering Europe, Asia Pacific and Americas had been received. Ms Iwona Szczesna said that although it was a useful survey it was worrying that half the membership did not respond. She suggested that the results should be shared with those who took time to participate and were willing to share their experience. Chairman said that the results should be used to plan the work for the next 12 months. He said that he saw the need to promote active participation of all Members. Secretary said that for future surveys it should be mentioned upfront that results would only be shared with those who participate. It was agreed to postpone the delivery of the results while a note was sent to Members giving them another opportunity to complete the survey. Chairman requested the Executive Board to look at the results and suggest what tasks should be undertaken for the next 12 months.

2.1.6 IFABC Name Change

a. The Secretaries reported that 13 replies in the affirmative have been received so far. Chairman requested the heads of the IFABC Regional Groups to follow up with those Members who had not responded. The closing date for replies was 11 June 2015.

2.1.7 Governance and Finance

a. Finance – Treasurer tabled his report:
- 2015 Membership fees – To be received from Denmark, Italy CSST, Mexico and Morsk Opplagskontroll AS (Affiliate Member). Treasurer requested Mr Manuel Sala to assist with Mexico. Secretary said that Denmark may have had a change in status. Ms Heather Craven provided the Treasurer with Denmark’s website link.

- Payment – Invoice 1235 for £500-00 from Penmaen Media Ltd for consultancy services in updating the IFABC Change Census was approved. The payment to Silver Cube was held pending the completion of the task.

- Annual Audited statement of accounts for the period 1 January 2014 to 31 December 2014 was tabled. On a proposal by the Secretary and seconded by Ms Iwona Szczesna the following Resolution was passed:

“RESOLVED THAT the Annual Audited Statement of Accounts of IFABC for the year 2014 duly audited by MGI N Rajan Associates, Chartered Accountants, Singapore be and hereby adopted by the Executive Board members and forwarded to the General Assembly of Members of IFABC for their consideration and adoption.”

Executive Board authorized President and Treasurer to sign the audited accounts for the year 2014 on their behalf.

Treasurer said that after the audited accounts for the year 2014 were stamped and signed by the statutory auditors the same would be sent for adoption by the Members of IFABC.

- Treasurer reported that the Inland Revenue Authority of Singapore (IRAS) had written to IFABC seeking a copy of the latest constitution, the date when the Federation commenced activities; and the statement of accounts for each year from the date the activities started till 31/12/2010. He said that he has been liaising with the IFABC Tax agent in Singapore to handle the matter.
Executive Board was informed that prior to registering IFABC in Singapore in October 2010, IFABC was functioning as an adhoc body and had no legal status.

- Balance in IFABC Bank Account – HSBC Bank Singapore - €79,295-96

2.1.8 Event Audit

a. Ms Heather Craven said that the 3rd meeting of the committee was held on 29 April 2015. She thanked UK, US, Sweden for sharing their information on event audits. Australia, too, had shared their information. Those who were not doing the service were learning what the other countries were doing. She said that at the next meeting on 27 May, the committee would decide whether to continue with monthly meetings or to meet when necessary. The Secretary requested that the minutes of the meetings be posted on the IFABC website. Ms Craven said that she will seek the permission of the Committee to do that.

3. NEXT MEETING - 2 June 2015. Secretary said that he would be unable to attend.

4. ANY OTHER BUSINESS

The meeting was adjourned at 11.30am.

 

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