PERIOD ENDING
JUNE 2025
OFFICE BEARERS
CHAIRMAN
Christopher King DEPUTY CHAIRMAN
ACTING CHIEF EXECUTIVE OFFICER
Matthew Swain
DIRECTOR
Wayne Evans
DIRECTOR
Michael Hayes
OPERATIONS MANAGER
Adam Barrett
DIRECTOR
Jeffrey Pattinson
Ross Langsford DIRECTOR
Rodney McDonald
DIRECTOR
Michael Garrihy
NOTICE OF ANNUAL GENERAL MEETING
NOTICE is hereby given that the Annual General Meeting of PORT MACQUARIE CITY BOWLING CLUB LIMITED will be held in the Clubhouse 4 Owen Street Port Macquarie, New South Wales on 15 October 2025 commencing at 6:00pm.
BUSINESS
1. To receive apologies.
2. To confirm the minutes of the last Annual General Meeting held 18 September 2024.
3. To receive and consider the financial reports for the financial year ended 30 June 2025.
4. To receive and consider the Directors’ Report for the financial year ended 30 June 2025.
5. To receive and consider the Auditor’s Report on the financial report for the financial year ended 30 June 2025.
6. To declare the results of the ballot for the election of positions on the Board.
7. To consider and if thought fit pass the Ordinary Resolutions contained in this Notice.
Dated: 28 July 2025 By direction of the Board
Matthew Swain Acting Chief Executive Officer
THE RESOLUTIONS AND NOTES ON EACH RESOLUTION ARE CONTAINED IN THE FOLLOWING PAGES OF THIS NOTICE.
Important Notice regarding Questions for the Annual General Meeting
Members who have any questions regarding the reports or any other matter they wish raised at the Annual General Meeting should submit the question to the Acting Chief Executive Officer in writing at least seven days before the date of the Annual General Meeting. This is to allow the Club time to prepare any information which may be required to respond to the question. If you do not do this, it may not be possible to answer your question at the meeting.
Important Notice in relation to Annual Reports
Members who previously requested to receive annual reports will receive them in the manner that they have elected to receive them. Members who have not elected to receive annual reports can access the annual report on the Club’s website https://www.portcity.com. au/ or by requesting a copy of the report from the Club’s reception.
Notes on Resolutions and Voting at the Annual General Meeting
1. Below are 3 Ordinary Resolutions which will be considered at the Annual General Meeting.
2. Life members, Financial Bowling members and Financial Social members who have been members of the Club for at least 12 months are eligible to vote on all resolutions.
3. To be passed, an Ordinary Resolution will be passed if at least a majority (ie. 50% plus 1) of the votes cast on the resolution by members eligible to vote on the resolution are cast in favour of the resolution.
4. Under the Registered Clubs Act:
(a) proxy voting is prohibited; and (b) employees cannot vote.
5. Notes on the resolutions follow each Resolution.
6. The Board recommends each Resolution to members.
FIRST ORDINARY RESOLUTION
That pursuant to the Registered Clubs Act 1976 the members of Port Macquarie City Bowling Club Limited (the Club) hereby:
a) Authorise for the period preceding the next Annual General Meeting payment of the following honorariums as recommended by the Board in recognition of services rendered to the Club:
i) Chairman $8,950 plus Superannuation as applicable by law.
ii) Vice Chairman $7,400 plus Superannuation as applicable by law.
iii) The remaining Directors (5) $5,250 each, plus Superannuation as applicable by law.
iv) all honorariums are to be paid pro rata to the service rendered and contingent on service being rendered.
v) all honorariums, at the discretion of the Board, may be paid in instalments (i.e., monthly, or quarterly) in arrears.
b) acknowledge that the benefits in paragraph (a) above are not available to members generally, only to those that are appointed as Directors of the Club.
Notes to members on the First Ordinary Resolution
1. An honorarium to a Director may only be paid if it has been approved by a resolution passed at a General Meeting of the Club.
2. The adoption of this resolution by the members will confirm the amount paid as honorariums at the expense of the Club in recognition of services rendered to the Club for the period preceding the next Annual General Meeting and meet the requirements of the Corporations Act 2001 and the Registered Clubs Act 1976.
3. It is at the discretion of each Director as to whether they accept the honorarium.
4. The level of honorariums have been increased to keep pace with inflation and to reflect the increased scope and responsibility of the role.
5. It is further noted that no adjustment for inflation was made at 2024 Annual General Meeting so 5% has been used to reflect two years of increase.
6. The adoption of this resolution by the members meets the requirements of our Constitution, the Corporations Act 2001 and the Registered Clubs Act 1976.
SECOND ORDINARY RESOLUTION
That pursuant to the Registered Clubs Act 1976 the members of Port Macquarie City Bowling Club (the Club) hereby:
a) approve the payment or reimbursement of expenditure, at the expense of the Club, during the period preceding the next Annual General Meeting for the provision of the following:
i) The reasonable cost of light snacks during board meetings.
ii) Reasonable expenses incurred in relation to such other duties including entertainment of special guests to the Club and other promotional activities performed by Directors provided that such activities and the expenses are approved by the Board before payment or reimbursement is made on the production of proper documentation of expenditure.
iii) Reasonable expenses for the holding of an annual end of term office dinner, held at the board’s discretion for the Board of Directors, their special guests, and dignitaries.
iv) The reasonable cost of attending the General Meetings and training seminars of ClubsNSW, Club Directors Institute and any other recognised association within the Registered Clubs Industry as may be determined by the board from time to time.
v) The reasonable cost of Director’s attending seminars, lectures, trade displays, structured study tours, fact finding tours and other similar activities as may be determined by the Board from time to time.
vi) Directors and Officers insurance policies.
vii) The reasonable cost of apparel (for example monogramed shirt or blouse) as required for the use of Directors when representing the Club.
viii) The reasonable cost of an electronic device (e.g., laptop computer or tablet or similar device) being made available in respect of their duties as Directors of the Club.
ix) The reasonable cost of directors’ membership of professional associations such as Club Directors Institute.
b) acknowledge that the benefits in paragraph (a) above are not available to Members generally but only those members who are Directors of the Club.
Notes to Members on the Second Ordinary Resolution
1. Under the Registered Clubs Act 1976, Directors out-of-pocket expenses reasonably incurred while carrying out their duties can already under the law be authorised by the Board. However, the resolution in the interests of transparency makes disclosures of some of the type of expenses likely to be incurred.
2. To the extent that this resolution involves the payment of out-of-pocket expenses, this resolution will acknowledge that expenses of these types proposed are prima facie acceptable and there is or will be a current resolution of the Board authorising the payment of expenses of that kind before they are paid.
3. The amount of Director expenses shown in the Clubs accounting records for 2025 is $6,529 (2024 $15,931) this includes additional training, industry conferences and State Pennant Finals attendances.
4. The adoption of this resolution by the Members meets the requirements of the Clubs Constitution the Corporations Act 2001 and the Registered Clubs Act 1976.
THIRD ORDINARY RESOLUTION
That pursuant to the Registered Clubs Act 1976 the Members of the Port Macquarie City Bowling Club Limited (the Club) hereby:
a) approve, during the period preceding the next Annual General Meeting, at the expense of the Club, the payment of or reimbursement of expenditure reasonably and properly incurred in carrying out the organising, supervising, and playing of the game of lawn bowls activities at the discretion of the Board for the provision of:
(i) Reasonable contribution towards the costs of running pennants.
ii) Reasonable contribution towards the costs of travel, accommodation, and allowances, if required, for successful pennant teams involved in State Pennant Finals.
iii) Reasonable contribution towards the cost of travel, accommodation and allowances for bowlers who qualify to represent the Club in State and National Finals events.
iv) Reasonable contribution towards the costs and benefits associated with Social Bowls activities.
v) Reasonable facilities and services in relation to bowling activities including the provision of services of greenskeepers.
vi) Provision of a Bowls Co-ordinator and other Club management staff in relation to bowling activities.
vii) Reasonable cash or points on card payments for bowling Members who are championship finalists.
viii) Reasonable contribution towards the costs of uniforms and annual membership fees of BowlsNSW and Regional entry fees.
ix) Reasonable contribution towards the cost of food and beverages for bowling Members and guests at social events such as prestige events and particularly Member only events.
x) Reasonable contribution towards the procurement fees for special bowls events such as State Pennant Finals.
xi) Sundry benefits for Bowling Members who may be recognised for their services rendered in assisting in the running of bowls activities by way of Member reward points, to be awarded at the discretion of the Club, for such bowls activities including working bees, maintenance, umpiring, marking, manager and related bowls support duties.
b) acknowledge that the benefits (a) are not available to Members generally, however all Members are entitled to utilise the Clubs facilities and services equally when available.
c) approve, during the period preceding the next Annual General Meeting, the Club passing on to individual members benefits provided to the Club from trade suppliers and service providers, such as function invitations, dinners, events, and sporting matches.
d) acknowledge that the benefits (c) are not available to all Members generally and the Board may determine which benefits of this nature will be offered to members equally or otherwise disposed of in the best interests of the Club in its corporate capacity.
e) acknowledge that from time-to-time Club Directors who are bowling members will derive a benefit from the above. Any benefits are no greater than those received by other bowling members.
Notes to Members on the Third Ordinary Resolution
1. The amount of costs incurred as shown in the Club’s accounting records for State Pennant finals for the 13 months to 30 June 2025 was $26,300 (2024 was $15,279).
2. The trading statement for Bowls as shown in the accounting records for the 13 months to June 2025 reveals a deficit of $337,005 ($308,209 in 2024). It is emphasised that this figure includes direct costs only and costs for occupancy, light and power, administration, workers compensation and general insurances, depreciation, and other overheads (‘indirect costs’) are excluded.
3. Commencing last year the ATO requires “Not for Profit” entities including Registered Clubs who self-assess as tax exempt to lodge a self-review return requiring comprehensive financial and other information to support the Clubs determination that it meets the tax exemption provisions under section 50-45 of the Income Tax Assessment Act. The Club needs to satisfy three tests, namely, it cannot be carried on for the purpose of profit or gain to individual members, it must exist for the encouragement of a game or sport and the encouragement must be the Club’s main purpose in accord with the requirements contained within Tax Ruling 2022/2.
The assessment of the main purpose test requires the subjective determination and apportionment of the indirect costs of bowls. After an apportionment of indirect costs (the type mentioned above) are allocated the real loss is calculated as $774,789 for the 13 months to 30 June 2025.
Accordingly, the board has determined that the Club satisfies all of the criteria and conditions to uphold the tax exemption.
4. The adoption of this ordinary resolution authorises for the provision of certain benefits, to be provided subject to the discretion of the Board.
5. The adoption of this resolution by the Members meets the requirements of the Clubs Constitution, the Corporations Act 2001, and the Registered Clubs Act 1976.
CLUB LIMITED PATRON MEMBER
Robert Langham
CLUB LIMITED LIFE MEMBERS
Ron Limbert*, Bob Kane*, Neville Schwartz, Rex Holihan
MEN’S BOWLING CLUB LIFE MEMBERS
Mervyn Green*, Reg Lucas, Noel Paterson*, Alan Ison*, Terry Schollum
WOMEN’S BOWLING CLUB LIFE MEMBERS
Norma Schwartz, Frances Green, Robyn Biddle, Shirley Devine
*Deceased
PORT CITY BOWLING CLUB IN THE COMMUNITY
Port City Bowling Club is proud to support community, sporting, social and charity groups – your local supporting our locals!
Port Macquarie Mixed Probus
Luminosity Youth Summit
Linked Community Services
Port City Mens and Womens Bowls
Port City Travelling Bowlers
Port Macquarie Animal Welfare Service Inc
Hastings Valley Vikings Rugby Union Club
Port Macquarie Angling Club
Hastings Fly Fishers Club
Port City Leagues Cricket Club
Port Macquarie Landcare Group Inc
Rotary Club of Port Macquarie Sunrise
Probus Club of Port Macquarie Inc
Mid North Coast Retired Police
Newswatch Discussion Group
Gentle Exercises
Cancer Patients Foundation
Cerebral Palsy Alliance
National Seniors Australia
Hastings Cancer Trust
Sister Marjorie’s Soup Kitchen
Footy Colours Day - Fight MND
PCYC Port Macquarie
A.I.R Investor Education
Willing and Able Foundation
Hastings Residents Association
Hastings Valley Fine Art Association Inc
Marine Rescue Port Macquarie
Hastings/ Macleay Ostomy Support Group
Business Port Macquarie
Partners of Veterans
Association of Australia
Mid North Coast Cancer Institute
Rotary Club of Port Macquarie West
Port Macquarie Tennis Club
Rogue MMA
Stars of the Hastings
Port Macquarie Gymnastics
Hunter Valley Bus Tragedy Flood Relief
Proudly working together in partnership
Introduction
CHAIRMAN’S REPORT
Chris King
I hope this report meets you safe and well. This is my tenth report as Chairman, and I start with saying that the last 12 months has brought more challenges than previous years. It has also created new opportunities that have inspired me and my colleagues to continue to achieve our vision of being the best lawn bowls and entertainment venue on the Mid North Coast. Which is why I am seeking another term as director of our wonderful club at the upcoming AGM. Together we have made a real difference here at Port City.
I welcome all new members and again thank our loyal members for supporting us over the past year.
Vale
I would like to pass on the Board’s sincere condolences to the family and friends of members who have passed away over the last 12 months.
Bowls
This year saw the conclusion of the single tier trial and the creation of a bowls council subcommittee of the board to oversee the game of bowls and provide the strategic direction to assist in ensuring the sustainability and growth of the sport.
Our Bowls Co-ordinator continues to do a fantastic job in putting on events to encourage new members and increase participation levels.
Congratulations to all bowlers for playing the game in the spirit for which it is intended and choosing our club to play your sport.
Congratulations to the Men’s Grade 1, 6 and 7 and Women’s Division Grade 1 Pennant teams for reaching their respective state finals and the Men’s Grade 7 team in going all the way and bringing home the state flag. A fantastic achievement by them and by all pennant players throughout the season.
I would also like to again thank the Travelling Bowlers for their contribution to the Club and the work that they do to support charities and other worthy causes. We will continue to consider opportunities to increase bowler participation numbers, provide more game options to attract social members and visitors, assess the types of bowls surface best suited to our environment. We are hearing your feedback on our greens, and we are working with greens staff and management to address and prioritise any necessary works. All aspects were considered in developing the Bowls Strategic Direction which I invite you to read and provide feedback.
Renovations and Development opportunity
I am pleased to report that the latest work to further renovate our Club is complete. This includes the new administration offices and staff rooms, new sports bar featuring a large media screen and private booths, new Beachfront restaurant with private dining areas serviced by a new elevator, new function room with its own kitchen and bar, new alfresco dining area as part of our Drift Bar and Restaurant and an outside entertainment area.
While these works have been completed as with most major building projects there are still some issues that need to be addressed, and we ask for your patience as we continue to work with our builder to rectify these. Other works in train include fully enclosing the Drift Alfresco Dining area and providing weather protection on the upstairs terrace. Both are earmarked for completion in time for this summer. Our Acting CEO is also regularly monitoring the impact of these renovations on members, their guests and visitors and taking corrective action where possible.
These $10m works form part of our 10-year renovation and refurbishment program and required new borrowings of circa $6m, which we have commenced to repay. This latest round of renovations continues to be well received by members and guests, and I am confident, given current trading figures and projections, that we will be able to extinguish this loan sooner than initially expected.
You will recall we embarked on a project to better utilise our carpark and seek a joint venture partner to redevelop this area while continuing to provide parking for our members and guests. The board will continue to investigate the highest and best use of the carpark whilst continuing to reduce our renovation loan. The board are conscious of over committing the club financially by taking on too much, particularly in the current economic climate.
We are still keen to maximise the potential of this area, but at minimum risk and will continue to work with independent property experts to guide and assist us through this process and we will keep you informed on the progress of this major project.
Membership
We now have around 14,500 social members and more than 370 bowling members as of July 2025 and I thank everyone for their support, particularly given the current cost of living pressures. Thanks again for your patience during the renovations. Our goal is to continue to
deliver quality products and services at the best possible price and make you proud to be a member and advocate for our Club.
Financial
I am pleased to report that the Club has managed to post an audited trading surplus of $683,455. I can also report that we are continuing to pay down the low interest loan we received from the Rural Assistance Authority, with the current balance standing at circa $160,000. Our goal is still to continue to reduce and eliminate this and the renovation loan at the earliest opportunity and to minimise borrowings while continuing to satisfy the needs of our members.
Branding
While doing the above we need to continue to build on our brand and our vision as being a locally owned family entertainment venue with excellent bowling facilities. Your Board is committed to continually reviewing and improving our products and services, examining opportunities to diversify our offering, improve our revenue stream, look at other revenue opportunities and ensure that we continue to meet if not exceed your expectations.
As mentioned, our latest renovations have been well received and have attracted a different demographic, particularly in our popular sports bar, as well as increased patronage. Our challenge is to continue to capitalise on these changes by creating events and promotions that are popular with the broader demographic
Visitors and other organisations also continue to acknowledge our Club and its staff. However, we always welcome your suggestions on how we can improve. The suggestion box, which we consistently review, is one way you can do this.
Community Support
Your Club has and will continue to support community groups though donations and the grants program. Over the past 12 months the Club provided more than $100,000 in ClubGrants. The major beneficiaries being
the PCYC, Willing & Able Foundation, Curb Lordz, Surf Life Saving Mid North Coast and Garden Village. The Club also continued to support worthy causes, including Sister Marjorie’s Soup Kitchen and the Mid Coast Dairy Advancement Group Inc., as well as local sporting groups as the major sponsor of the Hastings Valley Vikings Rugby Union Club. These sponsorships continue to prove to be successful with all parties benefiting from the arrangements.
Good Governance and Audit
Over the last year, the Board continued to pay particular attention to ensuring the Club retained its robust corporate governance practises. Including implementing the initiatives outlined in the Club’s strategic plan, Bowls Strategic Direction, developing, and reviewing key policies and placing greater rigor around risk and audit compliance.
I would also like to thank our auditors and I am pleased that we have again received an unqualified report for the past 13 months.
Management, Staff, and Board
I would like to take this opportunity to again thank our previous CEO David Gearing and our Acting CEO Matt Swain, who has provided a seamless transition to the role. Both have provided an excellent contribution to the running of the club and its growth.
Matt and his management team have navigated through a competitive environment, particularly in employing and retaining skilled staff but regardless the level of service from staff to our members continues to be at the highest level and the recognition they consistently receive is well deserved.
It would be remiss of me not to thank my Board of Directors for their support and the results they have achieved this year. A lot of time and effort goes into being a director, particularly during the recent renovation period when we needed to navigate through many challenges while keeping the doors open and at the same time positioning us to meet current and future challenges. I would particularly like to thank Jock McDonald whose current term of office, like mine, ceases at the upcoming AGM. Jock has been a valuable member of our team, particularly in the areas of food and beverage and bowls operations.
Warm regards
Chris King Chairman
Dear Members,
ACTING CEO’S REPORT
Matthew Swain
I am delighted to present my first report as Acting CEO of the Port Macquarie City Bowling Club, since taking over the reins in late March we have seen some fantastic trading results and received very positive feedback from members and visitors alike.
Before continuing any further, I wish to extend my most sincere condolences to those who have passed throughout the year.
There are two themes that I would like to reference throughout this report, the first is ‘Thank you’ and the second, is ‘Profit for Port.’ The combination of these two things are why we’re in business and how we achieve the results that we have.
Firstly, the biggest ‘Thank you’ must be extended to all our members and visitors over the past 13 months. It goes without saying that there has been significant upheaval and restriction to our operations whilst completing our large-scale renovation project. Despite the noise, close seating quarters and interruptions you all supported this great Club. This support resulted in a ‘Profit for Port’ for the 13 months of June 2025 of $683,455 ($720,916 2024) after accounting for depreciation and finance costs. Adding these items back to strike an EBITDA or cash generated position the number grows to $2,183,025 ($1,780,903 2024) which is 12.2% (11.5% 2024)
I am incredibly excited to advise that all major renovation work is now completed, and all areas are bigger and better than ever. If you haven’t been to the Club recently, I implore
you to come and check it out. Now more than ever, we can cater to every demographic, taste and budget. If you’re looking to book a conference, birthday party or other special occasion look no further than our bespoke Oxley Function Room. For the food connoisseurs out there, we have Beachfront Bar and Grill which is receiving rave reviews, this perfectly complements the family friendly and ever popular Drift Bar. Cafe.Restaurant which has been bolstered by an al fresco dining facility. We also have all the live sports action in the Sports Bar on a screen that you can almost see from outer space. These works would not have been possible without the skilled contractors and consultants involved especially head contractor Joyce Constructions, there are several other firms and sub-contractors involved which are too voluminous to mention but thank you to you all.
This profit has helped to contribute to incredibly worthwhile community initiatives, the total of which for the past financial year of cash and in-kind was over $100,000 even considering said renovations. Some of the worthwhile beneficiaries were our neighbors at the PCYC, Hastings Cancer Trust, Luminosity Youth Summit, Rotary Club of Port Macquarie Sunrise & The Hastings Valley Vikings. The board remain steadfast in their commitment to supporting local community groups and ensuring that we all move forward collectively.
A special ‘Thank you’ must be extended to the staff, like the patrons they have endured numerous challenges over the past 13 months and handled them with aplomb.
Their flexibility, adaptability and eagerness has been truly inspiring. Service levels never once dropped and seeing the smiling faces of our staff is one of our greatest competitive advantages. Staffing numbers have grown from roughly 75 to now more than 110 with significant growth occurring post-Christmas. Throughout the year, we have welcomed to the Senior Management ranks Carl Hofkamp as our new Executive Chef, Carl brings with him a wealth of culinary experience and will be a fantastic addition to the team. We also welcomed Katrina Nelson in the role of Events Manager, if you have any function requirements, she is the person to speak too. We have also welcomed several other key staff especially in the kitchen operations side.
I reserve a special thank you to Katy-Lee Waldron, Adam Barrett and Rose Willis for their support, banter and friendship. It would be remiss not to mention the legacy that David Gearing will leave at the Club, we are in a much better position than when he walked in the doors four years ago and we wish him nothing but success in his new role at Hornsby RSL.
The past year has been one of the most successful ever on the greens, we had two sides reach the Semi-Finals of the State Open Pennant Finals and our Grade 7 side took out the state flag, our first in over
20 years and first Grade 7 success in the history of the Club. We also had several regional and state representatives who represented the Club with distinction. Well done to all involved.
Finally, from a personal perspective I want to thank the Directors for the opportunity that they have bestowed upon me. It is not an appointment that I take lightly, and I hope to continue for many years to come. I wish the best of luck to both Chris and Jock in their bids for re-election, Chris for the past 10 years and Jock for the past 3 have spent countless hours getting the Club to the position it is in today.
I look forward to welcoming many more members and visitors through the doors over the coming warmer months and if you have any feedback, questions or concerns, I am always contactable.
Matthew Swain Acting Chief Executive Officer
2024/2025 LAWN BOWLS ACHIEVEMENTS
MEN’S CHAMPIONSHIP WINNERS
Major Fours Graham Muffet, Lew Mascelle, Nathan Lyon & Phil Baker
Major Triples Luke Miner, Phil Baker & Greg Keft
Major Pairs Trent Goffin & Brad Martin
Major Singles Bruce Anderson
Minor Pairs Steve Novak & Sean Critchley
Minor Singles Luke Miner
Major/Minor Pairs Scott Wholohan & Ethan Fruend
REGIONAL MEN’S WINNERS
Singles Jai Whelan
Pairs Phil Baker & Danny Barrett
Fours Phil Baker, Steve Latham, Greg Keft & Danny Barrett
WOMEN’S CHAMPIONSHIP WINNERS
Major Fours Gail Verdon, Jill Knight, Jeanice Schiemer & Kylie Hardy
Major Triples Glenys Clark, Sue Maitland & Joyce Ebbeck
Major Pairs Sonny Willis & Karen McFarlane
Major Singles Sonny Willis
Minor Pairs Anne Millfors & Gail Verdon
Minor Singles Cath Woodham
Major/Minor Pairs Jill Knight & Kylie Hardy
REGIONAL WOMEN’S WINNERS
Singles Karen McFarlane
Pairs Jodie Fruend & Kylie Hardy
Triples Jodie Fruend, Karen McFarlane & Kylie Hardy
A New, Premium Dining Experience
Wednesday- Friday 12pm till late
Drinks & Nibbles from 12pm-5pm
Dinner 5pm - 9pm
Saturday & Sunday 12pm till late
Lunch 12pm - 2pm
Drinks & Nibbles 2pm - 5pm
Dinner 5pm-9.30pm
Bookings Essential Scan to secure your table
Port Macquarie City Bowling Club Limited
ABN 71 001 056 211
FINANCIAL STATEMENTS
FOR THE 13 MONTH PERIOD ENDING 30 JUNE 2025
NOTES
