Ulverstone Surf Life Saving Club
MANAGEMENT COMMITTEE MEETING Tuesday July 14, 2015 at 7.00pm Present: Graham Barry, Shane Cleaver, Ali Purton, Colin Wood, Steve Crocker, Jenny Donnelly, Anthony Spinks, Matt Potter, Mike Holland, Chris Jacobson Apologies: Mick Purton
Motion that Minutes from the previous meeting be accepted; Moved: Shane Cleaver Seconded: Jenny Donnelly Carried Business arising from previous meeting June 2015 meeting 1. Roof replacement - Seems to have been completed by the council. Graham Barry to check with council 2. Life Saver swap with Waratah SLSC - Chris Jacobson to co-ordinate. Will take place mid December 3. Board rack re-arrangement - First section completed by Shane Walton, second section to be done soon - Cost approx.. $500 for materials - Write letter of thanks once completed 4. Kerry Lynch – community service at club - Kerry still recovering from health issues, so no further progress 5. New club uniform - Shane Cleaver spoken to Cannibal Clothing & Engine - Still in early stages but has received some price lists - Need to determine the items of clothing that will be part of the uniform - Club colours to be reviewed – possibly swap back to red instead of maroon 6. Function teams – splitting four into five - Currently still four teams - Ali Purton & Colin Wood to organise splitting of their team - Suggested to publish teams in club newsletter & invite extra members to join 7. Detailing of Club vehicle - Still to be organised by Graeme Rollins (to be done at Zave’s) 8. Climate control of new office - Heating difficult to manage because of small space - Stand alone heater/cooler probably best option
9. New Vend software feedback - Bigger buttons being trialed &have been successful so far - Some small issues with prices need to be resolved 10. Counter tea co-ordinator – Lisa Sharman - Lisa has expressed interest but may be limited by her work schedule - Graham Barry to follow up, but she is difficult to contact - May need to offer to pay her for her services - We need to write a job description Annual General Meeting 1. Gym Membership & return of keys - Matt Potter spoke with Dave Beard (The Training Fix gym) about the concerns raised at the AGM about the quality of our equipment. Dave reassured us that our equipment was not cause for concern, except for the pull down bar & possibly the leg press. These will probably be removed from the gym - Other changes suggested by the meeting were: o Specified minimum age limit for use of gym equipment o Sign saying “Use equipment at own risk” o Ali Purton to investigate list of gym only members to be contacted & made aware of the change in membership classification & ask for return of keys o Steve Crocker to investigate whether the lowest level of key access can be changed without needing to change all of the locks or the keys at higher levels. A key change may be necessary if all the gym keys are not returned. We also know of a number of other keys that haven’t been returned by members who are no longer active. 2. Nipper Parent membership - This change discussed at the AGM will be implemented as new registrations are received 3. Circulation of new fee structure before meeting. - Including competition fees - Discuss this earlier next year so it can be circulated. - Financial reports in previous years have been available at the bar on the Friday night before the AGM for perusal by interested parties. President’s Report No report since this is the new president’s first meeting in the role Treasurer’s Report - System for payment of bar workers needs to be formalised & documented as suggested by auditor - Anthony Spinks to investigate how best to implement - MYOB add on (to current program) is expensive. - Other options may be a manual system, spreadsheet, or stand alone program
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SLST may be able to assist by paying staff then invoicing us (however this could be quite cumbersome)
Correspondence In: 12/6/15 – Central Coast Council Renewal of Registration of Food Business 16/6/15 – The Mercury Newspaper Invitation to nominate someone for Pride of Australia medal 24/6/15 – Tasmanian Community Fund Letter advising of Funding for tables 30/6/15 – Australian Charities & Not-for-profits Commission Request to update details on public Charity register 3/7/15 – My State Foundation Submission for grant for Nipper boards was unsuccessful 8/7/15 – Central Coast Council Letter confirming details of small Grant for installation of showers 13/7/15 – Letter from Australia Post requesting confirmation of ABN 13/7/15 – SLSA – Complimentry copy of “Those who served – Surf Lifesavers at War” Out: Discussion arising from Correspondence Installation of showers - Steve Crocker to oversee installation of new showers - Concern over location – originally planned for Eastern wall, away from wind, but may be better moved away from the building because that site may create a bottleneck & the space may be better utilized in some other way. - Possible location may be where the current board racks are (half way down the boat ramp at eastern end) - Concern that the funding available may not be enough for this - Steve Crocker to consult with council & investigate options
Lifesaving Report - The position of Lifesaving Captain remains vacant, however many of the sub-positions are filled, or will possibly be filled o Mike Holland is training officer o Lyndon O’Neil is IRB captain o Heather Bryer is First Aid officer o Nick Wood has expressed interest in being Patrol Captain, but it will clach with his year 12 exams o Chris Jacobson has offered to “fill the gaps” until the remaining roles can be filled o Mick Purton to write job description of lifesaving roles
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The following tasks need to be begun o Gear assessments o Allocation of SLSA grant ($5000) o Patrol roster to be organised o Training & assessment of awards o Patrol captains contacted to gauge interest in continuing in the role o Terms of reference for lifesaving committee to be defined Chris Jacobson will begin this task Mike Holland will call meeting of trainers to plan training schedule August 1-2 – training weekend to update & upgrade training qualifications Bronze medallion training will begin earlier & format will change. Dry land component will be done first & water based component cpompleted in November SAREX training requires 2x IRB & motors – Board has granted approval
Surf Sports - Boards to be assessed this weekend by Steve Crocker, Paul Booth & Mick Purton for repair requirements - Combined swim sessions (with swim team on Thursday nights) arrangements are still working satisfactorily - Boats have started training. One boat was damaged whilst lifting it on to the trailer Junior Activities - Pool rescue championship entries due soon - Working with Children Certificates need to be attained by all adults in that role Clubhouse Director - Blinds in Binni room need to be fixed. Jenny Donnelly to aske Nigel to investigate Building - Roller Doors on Ski shed & Nipper shed need replacing. Matt Potter & Graham Barry to liaise with Central Coast Council Bar Committee - Next meeting on July 28, 2015 - Friday nights sessions have been very quiet - to be discussed at meeting - Promotional activities may need to be considered, Happy hour, live music General Business 1. SLST Awards of Excellence Cost $55. Club will pay half for members attending Our club will have 15-20 attendees Ali Purton to confirm
2. Website New site to go live very soon 3. Roles & Job descriptions It was agreed that those not yet completed are to be done by the next meeting 4. Jenny Donnelly has been approached by trophy house to be a sponsor. They will provide trophies at a cheaper rate & also sponsor other aspects of the club Chris Jacobson suggested we emulate Burnie SLSC & construct a sponsorship proposal document to be forwarded to prospective sponsors for the club Details of wood raffle run last year need to be finalised – winners, funds raised etc. Jenny to enquire with Coastal Garden Supplies 5. Security system needs a new video screen. Anthony Spinks to source one, Chris Jacobson to install 2-3 cameras need to be replaced/installed for system to work properly 6. Strategic Plan for the club for next five years Previously compiled by Steve Allen New plan to align with strategic plan of SLST Chris Jacobson will begin process of compiling a strategic plan Will forward copy of SLST strategic plan to Matt Potter for perusal 7. Life Saving Weekend August 1-2 Will have sessions on Carnival management system, surf guard, risk management, strategic planning Committee should endeavour to attend all sessions that interest them or will help their role. 8. Noted that Ulverstone SLSC life member, Kerry Diprose passed away last week. Many members attended his funeral & we acknowledge his service to our club 9. Also, Sharon Kemp, SLST Official passed away. We acknowledge the assistance she gave our club & its members in her official roles at SLST 10. Contact between meetings should be facilitated via email to advance issues between meeting dates & keep everyone relevant informed. 11. Consider creating a calendar of meeting so members can contribute to the discussion of issues around the club.
Meeting Closed: 10:02pm Next Meeting: August 11 7pm