Ulverstone Surf Life Saving Club
MANAGEMENT COMMITTEE MEETING
Tuesday June 14th 2016 at 7.00pm Present: Matt Potter (Chair), Graham Barry, Jenny Donnelly, Mick Purton, Ali Purton, Chris Jacobson, Colin Wood Apologies: Anthony Spinks, Shane Cleaver Amendment to previous minutes Under “Vice Presidents Report” it says “floors to be done in two weeks” should say “doors to be done in two weeks” – meaning doors which do not shut or lock correctly will be fixed. Motion that the Minutes from the last meeting be accepted Moved: Graham Barry Seconded: Jenny Donnelly
Carried
Business arising from previous meetings 1. Club colours survey - ongoing 2. Date for working bee October 15th? – aim for this date 3. Collection of Competition fees – completed? - Competitors still to pay have been sent an email outlining what they owe & asking them to pay via the payment gateway on the website. Most have now done so. 4. Sponsorship from Choice Carpet, Burnie – no further progress 5. Review of Club craft policy – moved to general business 6. Feedback from Annual Dinner - Politicians commented favourably on the evening - feedback on food provided by Thirtythree Cups – tasted really good, but servings were small, the timing of each course was late & the food came out one selection at a time (i.e. all the fish, then all the pork) rather than table by table. 7. Banjo’s sponsorship status – issuing of Banjo’s cards - no further progress. Jen to follow up. No money received as yet from State Titles or yearly sponsorship despite invoice being sent by treasurer Presidents Report - No report submitted Vice Presidents Report - No report submitted
Treasurers Report I finally have the answers to Pool Levy and Capitation fees. 1. Pool Levy is a fee charge by SLSA to SLST to ensure there is a “pool” of money available to SLSA in case of an emergency. SLSA are self insured to the tune of $30,000 per annum and the Pool Levy Fund cover those expenses. Eg SLSA will have quite a big insurance bill after the recent storms. SLST on pass on 50% of the levy to clubs. 2. Capitation Fees go towards the running of State Centre I have organised the removal of the Coke machine. I haven’t checked for a couple of weeks but it may already be gone. The audit of the yearly financial reports is almost complete and will be ready for the AGM. Competition Fees: I propose that we invoice members for comp fees once a year in April after all the events have been completed. That way we can charge people for exactly the right amount. Its fair and should not create any arguments. It will also give us the opportunity to look at how much we have raised through the Banjo’s Loyalty program and decide if we want to subsidise the comp fees payable. Annual Dinner: You notice from the Profit & Loss Statement that we generated $3,777 in income from the annual dinner (all figures are ex gst). We spent $4,454 on catering and $500 on airfares for Tara. It made a loss of $1177 but we made about $1000 through bar sales, so all up it was break even. Anthony Spinks - Treasurer Discussion arising from the Treasurer’s Report Fees for next season - Need to decide whether comp fees are included with membership fees - Graham Barry thinks membership has not been increased for two years & everything should be included. - We have had difficulty chasing money for entry fees after the events have occurred. - Also concerned that offering a lower membership that doesn’t include a competition component will lead to people not competing. - Consider paying on line so that payment can be tracked – anyone who pays can compete, anyone who hasn’t paid doesn’t compete. - Decided that competition fees are outside our membership. People have to enter each carnival before the carnival begins to be able to compete.
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Offer Banjo’s sponsorship as incentive to use Banjos. If target is reached then State Title fees will be subsidized by Banjo’s sponsorship. Membership to be increased by 5% on last years fees Social membership – increased by 6% but explore options to offer more to our members in this category Consider having a members price list & different price for members & non-members (bar prices, counter meals, function room hire)
Motion that the Treasurer’s Report be accepted Moved: Ali Purton Seconded: Jenny Donnelly
Carried
Correspondence In: 26 May 2016 – Dept of Justice – Annual return registration 3 June 2016 – Aust. Hotels Assoc. W.A. – Offer for online RSA training 3 June 2016 – Central Coast Council – Annual Food Business Registration 13 June 2016 – Mike Holland – Thank you letter & comment after annual dinner awards Out: Surf Sports - Coach the coaches was held here with Phil Clayton over the weekend of May 21/22. Approximately 24 participants - Phil was very forthcoming with information about coaching & surf life saving in general. May possibly consider returning to our club to conduct training & other discussions - Evident that larger clubs in northern states have different responsibilities allocated to surf sports - IRB coaching weekend was last weekend – approx. 20 people there. All went well. Likely to begin racing soon if possible. Our club needs to decide if we will support this new discipline - Ban on using surf club gear that was in place due to debri in the water after the floods will be lifted now that water is cleared Boats - no report submitted Junior Activities - no report - Possibly Prue McCulloch & Kelly Angilley are interested in becoming Junior Activities officers Lifesaving Report - Emergency Response Teams were on standby by during flood
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Two members are doing Coxswains certificate (Graham Rollins & Kerry Lynch) Sarex’s to be planned soon around the state
Registrar Building - only minor flood damage to Binni Room during floods from water leaking under the double doors & some of the window ledges Clubhouse Director - this month fairly busy, something on most weekends Bar Committee - Problem with making sure bar staff are of correct age - Rostering needs to ensure that there is someone over 18 years old present at all times Workplace Health & Safety General Business 1. Annual General Meeting - Nominations – President, Treasurer, Secretary & Surf Sports Captain all re-nominating - Reports for Annual Report due now - Still need Life Saving Captain, Clubhouse director, & Vice President 2. Water damage in Binni Wilson Room - also windows left open during storm - kitchen often not left in a satisfactory condition after being used by contractors - Need to formalize agreement between Onno from Ish Catering as soon as we can to maximize potential of the facilities we have. - Possibly need to consider upgrading equipment if other caterers are to use the kitchen - Matt, Colin & Anthony to discuss to decide on how to proceed 3. Door at main entrance is susceptible to damage when the weather is windy - consider closing in verandah (between wall & lift) with perspex or laserlite to stop wind catching it as it’s opened. - This will save glass smashing & strain on door jam when door flings open. - Graham Barry to talk to Kerry Lunch about the best option 4. Craft policy - need more ski’s for group of new paddlers coming through
We currently do not have enough ski’s for the members who want to paddle - currently have 8 paddlers who want to paddle - Our current craft stock have too long leg length for the competitors we have - Should consider adjustable craft for club purchase - Plastic paddles we currently own have blades that are too big for beginner paddles - Need to purchase appropriate paddles to these paddlers to lean with - Need 3 more ski’s - An adjustable demo model ski is available for $2500 - Possibly consider a grant to help with funding - We have a responsibility to nurture these paddlers by providing an opportunity to learn - Investigate whether money can be used from state titles sponsorship - Ask Anthony if we have any money to allocate towards skis - Mick Purton to speak to Anthony Spinks to decide how much money is available - Also need to review club policy for use of ski’s so that everyone understands how the equipment is used & allocated - Agreed to support Mick in purchasing a ski if funds are available - Investigate the possibility of pursuing a link with Phil Clayton to assist our coaches & add to our carnival weekends 5. Catering enquiry Vanessa (chef from counter meals last summer) is doing some catering here. Would like to know what the “going rate” is for using the kitchen Tell her that at the moment the rate is $4 per person of function being catered for, but this is under review Review needs to include all aspects & then prepare a policy -
6. Strategy for Board of management going forward It was suggested that the Board needs to be less operational & more directive & strategic to achieve things within the club. We need to engage the members more so that they are involved in the club. Difficult to begin but worthwhile if we can achieve it. 7. Carnivals next season - Our club will host States plus will apply for another carnival if possible 8. Coach the coaches weekend held at our club by SLST - Problem with our club equipment being used during Coaches weekend. Some gear was damaged. There was confusion over the procedure for borrowing our equipment. Participants expected our gear to be available, which was different to the arrangement made prior to the weekend, which was that we would supply one set of craft for demonstration purposes only (not for all participants to use)
9. Handover by retiring Vice President - Graham Barry to continue working on by laws & policies - Memberships cards to be organised by someone else - Office rent is due to begin being paid by SLST from December 2016 - Need to charge SLST for use of the Binni room when using for commercial events - Check whether Life Member policy has been ratified by the Board - Clarence & Devonport Football clubs use Bingo as their main fundraiser which they run once a week. Our club should consider whether this is viable for our club 10. General Items - Move the TV in the Bini Wilson Room from the corner to the middle of the wall above the heater to trial changing the aspect of the room. Chris Jacobson to ask Julian Moore to move cables - Chris to follow up purchase of three locks for Life Saving area - The Board should consider paying for someone to prepare a proposal for how the hall should be used. - Enquire with John Beard whether a Quiz night, possibly in conjunction with North West Thunder will go ahead - Hirers using main hall for weekend evening functions should be told to clean, clear & exit hall by 10am the next day. Matt spontaneously thanked our retiring members of the Board. Meeting Closed 9:26pm AGM will be at 4pm on Sunday June 26th. Next Board Meeting to be advised.