Ulverstone Surf Life Saving Club
MANAGEMENT COMMITTEE MEETING Tuesday November 11, 2014 at 7.00pm Present: Graham Barry, Ali Purton, Mick Purton, Jenny Donnelly, Shane Cleaver, Colin Wood, Steve Crocker, Anthony Spinks, Matt Potter Apologies: Nil Motion that Minutes from the previous meeting be accepted; Moved: Ali Purton Seconded: Matt Potter Carried Business arising from previous meeting 1. Proposal for new club colours – ongoing 2. Key register – Ali Purton has checked the register & recorded/adjusted key allocations with correct colour- coding. Some people have been allocated keys even though they are not members & there are insufficient details recorded to contact these people to re-claim the keys. Further follow-up is needed to locate these people, or the people who issued the keys 3. Non-members using gym – Matt Potter has erected a sign advising all gym users that they need to be financial members of the club to use the gym and that spot checks will be carried out. Those spot checks so far have revealed some users who are not members. Spot checks need to continue & increase now that more people are around the club. 4. Vend software implementation – awaiting modifications to Wi-Fi equipment to boost the signal so that it reaches the bar. Anthony Spinks has a Wi-Fi booster that can be used as an interim solution. It was agreed that the Wi-Fi should be updated to ensure that it can accommodate multiple users during conferences etc. Graeme Rollins has been liaising with a company that has installed Wi-Fi in other surf clubs and has allowed for Wi-Fi upgrade in budget for office upgrade. 5. Huon Aquiculture grant submission – successful in receiving funding for one soft rescue board. Steve Crocker & Mick Purton to decide which board to purchase. 6. Federal Grant for Life Saving – invoice for $5000 sent to SLSA & receipt acknowledged 7. Website - Meeting held between Anthony Spinks, Colin Wood, Shane Cleaver & John Beard to discuss setting up of set up new site. So far, menus & base for website has been added using Squarespace platform. Site will be operational once more details from old site can be copied to new site
8. Placemats – sample from Composite Colour of possible placemat option was presented to the meeting. Size & colour were favourable, but concerns about its durability when exposed to fluid or rough handling exist. Need testing of sample or look for alternative option. 9. Office Extension – almost complete with furniture due to arrive in next 1-2 weeks Presidents Report: This is the time of year where our board members really start to earn their money. Christmas isn’t that far away and things are starting to ramp up, such as bronze medallion courses, marathons, open days etc. I haven’t got that much to report. Ticket sales for our cricket tickets continue to be slow. In fact it has got to the stage where I can’t see it being viable in the future. Even though the final result of $2750 clear profit is a fantastic carrot to dangle the reality is we struggle to sell the tickets, which is sad. Put in perspective, it would take around 20 sausage sizzles to make the same amount of money, which is a lot of time and effort. Mowbray cricket club sold all of theirs within three weeks, but that doesn’t help us. The question we have to ask is threefold. Will there be a next time, should it only be done on the Ashes tests, do we ask the Ulverstone Cricket Club to go halves in the tickets which in turn halves our profit. Have a think about it and we can discuss it at the next meeting. The other thing we could do, and this would put Shane and Jenny in an awkward position, is just hand them out to nipper parents and ask them to sell them. Just on fundraising, Jenny or Shane, if you are talking to Cathy can you ask if she could send in a brief report on what has been happening, who is on her committee etc., just to keep everyone in the loop. She doesn’t have to come to the meeting if she doesn’t want to, a report will do. Just a reminder to everyone not to forget their job descriptions. Please keep a record of all you do. February next year is the deadline. Speaking of next year the council would like a copy of our first ten year plan in January. So we need to do a walk around the club and work a few things out. Obviously not everyone has to be involved but myself, Potts, Crock, Henry and Rolly are definite starters. Just need to co-ordinate with Adrian Mansfield, from the council, as he needs to be involved, and that is no easy task. Still no word from the council on when they intend replacing the roof. The office area is nearing completion. Just needs a lock up cupboard and a tidy up. Wi-Fi is still a problem. Believe Rolly and Anthony are working together on this to find a solution. Anthony sent off an invoice to SLSA for our $5000 Lifesaving grant. Receiving this amount of money over the next few years really does give us the opportunity to set ourselves up for the future, especially in the first three years. The last two years should see us delay receiving our payments and look at either purchasing a new IRB or updating our 4wd. However, that is dependent on SLSA agreeing to this arrangement and this is purely my thoughts on the matter. I trust everyone has read the email from Sonya Stallbaum at the Central Coast Council by now and I am still yet to respond. Sonya is very passionate about her job and believe me is a lot easier to deal with than her predecessor. In a nutshell, the council
are holding us responsible to look after that area and naturally all costs incurred are ours. Sonya does realize the club has limited finances and tries to help us whenever she can. Have explained to her once before the difficulty in getting people involved. We will have to come up with a couple of loads of fresh bark sometime, but I should be able to put that off until next March/April all going well. Cost should be around $500.00 but may be able to get that a little cheaper off our friends at the nursery. Do you think there is anybody at the club who may be interested in taking on the role of environmental officer and looking after the areas around the club? It is way too much for one or two people to look after, especially this time of the year. Would get the council back on side if nothing else and they are more than happy to work with us in that regard. There is one guy by the name of Michael Noble, who is a member of the club, and has sent me the odd email, but I have no idea who he is. Anyone know him or prepared to talk to him about it? Graham Barry - President Discussion arising from President’s report: - Our club should consider appointing an Environment Officer to oversee maintenance & beautification of the surrounds of the surf club. The club should be seen to be making an effort to contribute so weeding whilst training is on & laying some mulch to protect the bare area at the western end should be considered. - Each Board office bearer is reminded that job descriptions for respective board positions should be being written ready for completed submission in January. This is to define what each position entails for the benefit of current & future Board of management members - A meeting of all the Clubhouse function area maintenance teams will be called for Friday November 28th to de-brief, deal with any issues & refresh what is expected of each team when it is their month of duty. There will be a meeting of the Bar committee on the same night (after function team meeting) - No Club function bookings will be taken for January due to club being used for counter meals, Sunday breakfasts & other life saving activities Treasurer’s report Please find attached the various financial reports for Oct 2014. I have included an extra report called “Deposit Breakdown”. As the name suggests it gives a breakdown of each deposit into subs, bar sales, hall hire etc. Each deposit on this report correlates directly to the deposits on the bank register. Bank Balance as at 7th Nov 2014 General Chq Account: $1,376.49 Reserve Account: $7,319.56 This month I paid the final instalment of the big council loan, now we only owe $16,862 on the smaller loan.
Profit & Loss [Budget Analysis] - I checked a couple of the larger difference between actual and budgeted items. Donations, down $980 (Same period last year D & V Mole made a donation of $1400) Fundraising, down $1,991.75 (Same period last year cricket tickets we sold heavily through June & July. This year we only started in Sept?) Hall Hire, down $3,684.84 (Same period last year there were a couple of large payments from St Brendan’s $1000 & BRA Agriculture $1536) Anthony Spinks – Treasurer Discussion arising from Treasurer’s Report - Finances are proceeding as expected from budget - Ulverstone RSL have experienced alleged theft by office bearers which may have eluded detection due to possible inadequate checking procedures & complacency in recording financial movements. Our club can use this as a reminder to remain transparent, vigilant and accountable in the roles we fulfil. - Bar income & profit is ahead of budget, but some concern has been expressed by the bar committee that the “Happy Hour” strategy is in need of review. They believe that the prices set ($2 Beer & $3 wine) are too low & the length of the happy hour (1.5 hours) should only be one hour. Bar patron numbers have increased, but they are concerned that the club is not making any money from these sessions. It was pointed out that the happy hour strategy is designed to attract people to the club. Resolved to keep happy hour parameters the same until the end of November, then re-commence in February with less discount & one hour duration. Motion that the Treasurer’s report be accepted Moved: Shane Cleaver Seconded Ali Purton Carried Registrar’s report Current membership is 210 Membership cards for 2014/15 have arrived and are ready for distribution - some already handed out Correspondence Correspondence in: 15 October – Huon Aquiculture Community Grant confirmation 28 October – SLSA Annual report 11 November – Central Coast Council approval permit for BBQ at Woolworths on Sunday Nov 16th 11- November – Apex Club of Ulverstone – Christmas Parade notification 11 November – CALTAS Fuel Card – to be placed in glovebox of 4WD. Mick Purton to keep PIN Number. Any requests to use the ute should be directed to him. October - Junior Sports Code of Conduct Manual (received by Graham Barry)
31 October - Email from Sonia Stallbaum, Central Coast Council re: re-vegetation around the club Correspondence out: Nil Life Saving Report The new IRB has been repaired and is back at the club. Mike and Lyndon O’Neil have been working together to make it rescue ready. Bronze and SRC candidates have had their first information session and will be starting training sessions this week. Mike our training officer has been working hard to organize these and getting trainers. The first club proficiency requalification day was on Sunday and by all reports from Mike all went well and numbers were good. Patrol teams and dates will be out very soon. Our First Aid officer Heather Bryer has been busy checking, restocking and labelling all our first aid supplies. She has emailed me some requests and highlighted some areas that as a club we may need to address. The body of the email is as follows (my comments in italics): I have started organising the first aid room and there are a few points that require highlighting as set out in the SLSA First Aid Kits and Rooms Policy No. 3.11 July 2009. Firstly our club should maintain multiple first aid kits - specifically mentioned are "Outpost patrols", which I would take as in the Ute and also Ducky (need waterproof/sealed satchel for this), not sure what you think? (We could get these with the Lifesaving money. I just am cautious because they would need updating along with all other first aid supplies which can be costly and things like this go walkabout if they are not bolted down- Mick.) Next we need a lockable cupboard in the first aid room to store "sufficient supplies for restocking", I believe that keys to this be held with Patrol Captains, First Aid Officers, Nipper and Senior Captains/coaches and not sure which others! (There is a cupboard that has a lockable latch on it, but no lock – Mick) Required for organisation and proper storage in the first aid room is some shelving between existing cupboard and back wall, open at back to allow for access to sole power-point. (Mitre 10 has a 2 door pantry advertised for $69 in their latest catalogue that could be the right fit – Mick) In addition to this point, I believe that the first aid room is not a general storage room and all the training manikins etc should be stored elsewhere as this should be an uncluttered area. ( I have spoken to Tappa about this and have identified a solution that I will arrange- Mick) "A first aid room should
1. “Be clearly marked FIRST AID (Style Guidelines: Australian Standard AS 1319 - Safety Signs for the Occupational Environment)” ...... 6. “Be regularly cleaned and sanitised". Can we organise sign, and add the first aid room to club room cleaning or patrol cleaning list as it's pretty gross in there! I will update Notice Board to reflect requirements of Policy in next few weeks. I have had an expression of interest by both Nick Woods and Bonnie Purton to become involved with the First Aid side of the USLSC, which is great for succession planning. Hope I haven't made too many requests, but I believe important to the First Aid Room. Kind regards Heather (Bryer) It is good to have someone who is putting in the time to keep things up to date in the first aid area. Patrols start on December 6th and 7th. Under advice from Chris and Mike, Christmas day patrol will be from 2pm to 6pm as in the last few years we are packing up and the beach still has many public swimmers. The Oxy is still getting serviced and I am unsure of the status of the DEFIB. They were meant to be collected and serviced, but I don’t think that has happened yet. I will follow this through this week. We have some new life jacket at the club I am not sure when they were ordered. From all reports they are very small sizes. I have not opened them or named them for use yet, and this will happen before we start the season. Apparently we are hosting a Power craft and RWC course this weekend. State centre should be organizing this and will require the use of 2 of our IRB’s. We have been asked if we would provide water safety for the Club to Club race again this year. I said yes although probably should’ve looked at the date because it is on Nov 29th, which is the Sat of the long weekend. Require 1 ducky and crew from Penguin to Turners Beach. We provided water safety for the North West Marathon on October 25th. There were a couple of minor problems. One the repeater was turned off and this mean that radio’s only had line of sight communication and at times this made communication difficult. I am not sure why it was off, but maybe a bit of wrong timing here. Being my first time I did not have everything organized with IRB’s and crews knowing where to go and what to do and all with radio’s. Just minor process things that can be refined. We did have to return a Clifton Beach Boatie to Dev because he was experiencing heart problems. It ended well.
Mick Purton – Life Saving Captain Discussion arising from Life Saving report - Our patrolling members should be instructed to record ALL patrol interactions, Accumulated reporting of these incidents will demonstrate the true value of the service we provide to the community. - First Aid Room o Cupboard to be purchase from Becks for extra storage o Kettle used as access to hot water o Mick Purton will re-arrange manikins to be out of the way when not in use o New First aid sign to be ordered to identify room o Room to be cleaned by patrols & by club cleaner during off season - Christmas Day patrol will be from 2-6pm pending arrangement with crew on the day Surf Sports Report Past Events - Endurance Series - Somerset Marathon: Saturday 13 September, Somerset - Northwest Marathon: Saturday 25 October, Ulverstone - Surf Safari: Saturday 8 November, Hobart Upcoming Events - Premiership Carnival Series o Statewide Junior Carnival: Penguin Saturday 13 December o Statewide Senior Carnival: Penguin Sunday 14 December o Statewide Junior Carnival: Ulverstone Saturday 3 January o Statewide Senior Carnival: Ulverstone Sunday 4 January o Southern States Challenge: Geelong, Victoria, 8 – 11 January o Interstate Championships: Sydney, NSW, 23 January o Manly Carnival: Sydney, 24 January o Freshwater Carnival: Sydney, 25 January o Statewide Senior Carnival: Carlton Park Saturday 17 January o Statewide Junior Carnival: Carlton Park Sunday 18 January o Statewide Junior Carnival: Burnie Saturday 31 January o Statewide Senior Carnival: Burnie Sunday 1 February
Training - Ski with Mike Holland: Wednesdays 4:15 pm and Saturdays 8:00 am and other times by negotiation. - Board/swim/iron with Charlene Best: Tuesdays and Fridays at 5 pm with a Saturday morning session focusing on iron training when the weather warms up
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a bit. Sandshoes will be needed as a run will be scheduled if the weather is unsuitable. Running with Mick Purton: Tuesdays 4:15 pm from the club, Thursdays 4:20 pm from Stubbs Rd and a long distance run on Sundays with Shane Cleaver for interested members.
Gear - Repaired boards have been collected from Bob Mason. Paul Booth is organising payment with Anthony Spinks (Treasurer). - Material for new straps has been ordered for securing boards and skis to the gear trailer. NW Marathon - Our club hosted the NW Marathon on Saturday October 25. - The course was from Devonport to Ulverstone. - Prize money is yet to be paid. I will sort this out soon. - Thanks to all the helpers on the day. Ulverstone Carnival - Planning needs to start for our carnival on Saturday 3 and Sunday 4 January. - There will also be an ocean swim on the Saturday afternoon/evening. More details to follow. State Teams - Need to find out who has nominated for Southern States Challenge and State Team. The board needs to consider what financial support it can offer to team members. Stephen Crocker - Surf Sports Captain Discussion arising from Surf Sports report - Our club has 5-6 nominees for the Southern States challenge team - NW Marathon prize money still to be distributed. Radio repeater problem experienced on the day has been rectified - Catering revenue for Ulverstone carnival last year suggested pricing needs to be checked & guidelines established to improve outcome this year. Offer this role to Ann & Liz Eustace again, or pass on to fundraising committee if Liz & Ann are unwilling. - Competitors need to be advised of their patrol hours status to ensure they complete enough patrol hours to allow them to attend state titles in March 2015. SRC holders need to be aware of their patrol hour obligations also. Boat Captain’s Report Had our first training session/expression of interest last Tuesday, it appears folks get a little confused with respect to when they say yes to training then apparently think it then becomes optional. So as a result, no boats made it on to the water. At the time of writing this report we have scheduled another training session for Tuesday, when it’s expected that both a men’s crew and a women’s crew will be on the water... There is a very real apathy that remains/exists by some personalities in the boat area, a significant
change in attitude and revamp of what’s expected all round will be the focus on my behalf as current Boat Captain. It’s an area with huge potential and needs to be restructured from the ground up. I wish myself well in this endeavour... Helmets: are now required (SLSA) to be worn by rowers at both training and in competition, there is leeway with respect to size and conditions of surf, but the club must take this into consideration and be vigilant. We need to discuss the expectation on behalf of our club towards the purchase of helmets, I’d suggest the first thing potential rowers will ask is “will the club buy my helmet for me?” I already have one so I’m not too fussed!, but I can’t row by myself so... I have some more information that guides folks towards what helmet to buy, I see it as making a commitment, just like any other area of the club, if you want to row/train/race then look at purchasing a helmet, at some point the club may fund the purchase of some to be used for beginners/spare etc. Matt Potter – Boat Captain Discussion arising from Boat Captain’s report - Signage on newest boat was originally agreed to be there for two years, which has expired. However, since the club has not had the boat on the water for last year, the current signage will remain for this season - It was decided to ask Penguin to return the oars they borrowed during the off season. - Helmets cost around $150 each. Club may have to consider purchasing five of these so boat crew is properly equipped, but with emphasis on encouragement for rowers to purchase their own helmet Junior Activities Report At the time of writing we are putting the final plans in place for our first pool proficiency session on Sunday 9th and our new member/open day that afternoon. We have placed in each school newsletter a flyer for the club, advertising the benefits of the nipper program and being a member of your local surf club. A coaches meeting was held on Friday 31st Oct to confirm who will be available for our first training session on Nov 25th. At this stage we have Lyndon O Neill, Liz Eustace, Steph Knowles, Cathy Woodhouse and John Thompson as coaches. Nigel Donnelly is also happy to assist with new/beg members when work commitments allow. We are close to identifying age-managers for each group and should be able to put forward those names for approval at our meeting. Libby Rodman has agreed to take on the role of Team Manager at Carnivals. One minor concern we have is the stipulation in the Junior Activities guide that Junior preliminary skills evaluations and Competition skills evaluations be submitted by Monday 24th Nov- The day before our first training session. Shane Cleaver & Jen Donnelly – Junior Activities Co-ordinators
Discussion arising from Junior Activities report: - Open day on November 9th extremely well attended – 24 families of a wide range of ages - Propose to hold a new members training session with pool proficiency followed by a beach training session to assess water proficiency & reduce intimidation for new members - Carnival photos to be taken by Debbie Williams for whole season on club memory card (so they all stay together) - Team manager, Age group managers & coaches have mostly been appointed (Under 8’s still to be finalised) Team Manager : Libby Rodman Coaches: Nemos : Liz Eustace Dorys: Lyndon Oneill, Seals : Cathy Woodhouse Dolphins : Steph Knowles Sharks : John Thompson Age Managers: U/8: still looking U/9: Linda Russell / ? U/10: Natalie Bellchambers/Michelle Otten U/11: Cathy Woodhouse/Deb Walton U/12: Aleisha Gow/ Leigh Knowles?. U 13: Shane Walton/Jen Donnelly Jacinta and Paul Brown/Kate Larcombe U14: Sonya Porter/Anne Thompson/ Heather Bryer New Members Coaches: Nigel Donnelly/ Shane Walton First Aid Officer: Heather Bryer Fundraising: Cathy Woodhouse/ Team -
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James Lyons will conduct proficiency assessments for those who haven’t yet completed Hi Visibility Vest clarification – Competition vests must be pink, but training vests can be other fluoro colours, but a vest MUST be worn for training and competition Water safety volunteers – wear either a high-viz hat or vest. Most prefer to wear hats, therefore we need more. Mick to investigate source of more hats
Club House Director Report Still getting quite a lot of enquiries about weddings etc, shame they all want the same date. Day bookings are quite healthy until the end of the year. Ali is officially taking on the role of Club House Director come 1st December. Graham Barry – Club House Director
Building (no report, but the following points were discussed at the meeting) - Need to organise “club walk-around” to assess items to be included in 10 year plan.include outdoor shower facilities & new roller doors o Walk around team will be Stephen Crocker, Graeme Rollins, Graham Barry, Matt Potter, Kerry Lynch, someone from the central Coast Council & anyone else interested in being involved. - Marcus Bellchambers to construct new benches in mens changerooms on weekend of 21-22 November - Lions Club may be willing to donate funds to buy a new IRB trailer – cost $1700. Colin Wood to write letter of request. Fundraising Report (no written report, but the following points were discussed at the meeting) - Fundraising Barbeque this Sunday at Woolworths - Proposed pie & drink night to be organised – pies subsidised by Banjos - Cathy Woodhouse to organise Cadbury fundraiser - Coastal Garden Supplies have donated a load of wood to be raffled - Button Day is organised - Debbie Williams knows of a person who could make earrings in club colours for us to sell. $9 cost to sell at $15 (pre-orders only) General Business 1. Cricket tickets - Have difficulty selling tickets – Graeme Rollins expressed frustration (via email) that he feels it hasn’t been supported by club members - Problems encountered with high cost of tickets, confusion over how the competition works, benefits/possible winnings not apparent, fatigue of the same competition being run too often, harder because it’s not an “Ashes” series - Option to ask Ulverstone Cricket club if they would like to sell some of the tickets or that the club “buys” the remaining tickets & keeps the prize money that those tickets generate 2. Counter teas - Start January 2 - Raffles to be run on counter meal nights – better if Nippers sell tickets (supervised by adults) organised by Nipper captains 3. Counter Breakfasts - Wont start until January 11 because of Ulverstone carnival on January 4 - Possibly schedule breakfast one day per month during whole of 2015
4. Aussies 2015 Just an update of info regarding the Aussies 2015 Currently have 6 families show interest in attending the Aussies next year. - I have accommodation booked for us all.
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The entries are now open and I will be in contact with those concerned with this information and what I require from them. Thinking ahead, I have been talking with the Purtons (well – Ali at least!) and they at this stage have offered to tow the trailer to Kirra, which I think is a great idea as looking at those going we will probably have at least 14 pieces of gear plus tubes etc that will need going - plus we can also put out to others if we have room. I'm happy to coordinate this, as I will know what we will require ourselves.
Just thought I would let the committee know - and whether it's okay to proceed down this line of organising gear transport. Thanks Liz - USLSC Aussies Team Manager 5. Membership cards - Have arrived & are being distributed - Consider raffling image on card for yearly membership cards. i.e. winner can choose image 6. Honour Board update - Life member board also needs updating - Consider at a later time displaying photos of reigning yearly club award winners somewhere within the club 7. Pool session hours. - Monitor usage as an ongoing consideration - Consider family session payment cap eg. $3 per person or $10 per family 8. Private Nipper Board storage policy - Limited room to store private nipper boards - Each request to do so will be considered on merit & space available. 9. Second hand wetsuit sales - Currently nowhere to display these items - Hanging space is preferable, but needs somewhere secure & accessible to store them 10. New “The Surf Club” logo & apparel - Matt Potter has developed a new concept for club apparel (hats, t-shirts etc.) centred around combi van, slogan “The Surf Club” & the “Ulverstone” name - Ongoing design development
Meeting Closed 9:50pm Next meeting: Tuesday December 9, 7:30pm (new start time)