Apologies: Chris Gabriel (CG) Non Attendance :

Transcription

1 Minutes of Meeting Meeting: Progress Meeting No. 6 Organisation: Dragon Boat Victoria Location: Library at The Dock, 107 Harbour Esplanade Docklands 3008 Chair/Recorded by: Chair: David Nairn / Minutes: Vicky Chung Date: Present: Chris Schleusener () David Nairn (DN) James Boyle (JB) Jim Eaton (JE) Magie Guy (MG) Michelle James (MJ) Phillip Chan (PC) Vicky Chung (VC) Apologies: Chris Gabriel (CG) Non Attendance : Purpose Distribution Numbering Board Meeting Attendees, Apologies MeetingNumber.ItemNumber Item No. Committed Actions Actions to be Completed By who When 6.1 DN welcomed all attendees. JB arrived 1:20pm 6.2 Approval of 24 October 2015 Minutes The Board accepts the Minutes of the October 24, 2015 as presented. Moved by MJ. Seconded by PC 6.3 Matters Arising New working folder is now available on OneDrive. PC & DN currently have access to this. To be extended to other Board members at a future date DN attended the AusDBF AGM in Adelaide on November DBACT announced that due to a complete spill of their board and the consequent re-building needed, they would not host the 2017 Auschamps. DBV is the host after DBACT and will have first right of refusal to host Auschamps If DBV decline, then DBNSW will have first right. DN agreed that we would inform AusDBF of our decision by 31 December Hosting the Auschamps would be a revenue opportunity for DBV. Hosting Auschamps in 2012 gave the organisation credibility in the Docklands precinct. Consideration of potential venues: Docklands, Albury, Geelong, Patterson Lakes Action: Draft 2016 calendar and view to have paper available at Board. 6.4 Safety & Insurance DN No Claims to date The equipment list was updated at no extra cost to DBV by the insurance company 1

2 Item No Committed Actions Insurance of 4 th boat? Action: MG to confirm whether it is insured or not MJ hasn t invoiced Marine Hull insurance at this stage All Clubs have a Certificate of Currency which insures them to 30 June Repair of the single boat trailer is in doubt. It is designed to take wooden boat upside down. VicRoads have not yet inspected the trailer. Action: to to advertise that the single boat trailer is free to a good home Clean up of Shed 2 is on hold until end of the move to Community Hub Equipment lists for the event trailer and regatta boxes are being refined. The plan is that at the Victorian Titles, the lists are up to date and laminated to enable volunteers to check when returning equipment to the trailer and regatta boxes Operations Manager 5.5 unable to meet for feedback on Battle on Barwon (BoB) First Aid Certificate Plan be expanded to a Member Skills Audit on RevSPORT. Questions requiring tick box to be developed Certificate Plan. Action: to have further discussion with CG There are 635 current paid members with approximately 60 that have outstanding fees First Aid Course postponed until the new year. There were insufficient numbers for the course to go ahead this year to commence conversation with Amanda from Sports Marketing Australia on 2 December to discuss the possibility of a Horsham Regatta in 2016/ There were 11 attendees at the Sweeps course. 2 x attendance fees are still outstanding and to be followed up DBV signage for the Sports House is scheduled for last week of November Ultimate Sports Expo volunteers have been organised with 4 Clubs taking up the opportunity. will attend the expo on Saturday morning and Monday afternoon. 2,500 flyers have been printed. The DBV flyer was designed by Kelsi ( partner) with DN s approval Dimboola dragon boat club is now on RevSport and support will be provided when requested by the club. Support via telephone when it suits Sport and Recreation Victoria (SRV) funding for the 3 years is to be submitted by cut off date Friday 13 December DBV will need to look at its strategic plan eg. Participation, Junior development. The funding pool from SRV has not changed. They will base on funding what DBV has previously received in the past ($15k). There is tier category. Action: to check which tier DBV is in Membership down. Actual paid members 630. RevSport also include volunteers number last year per RevSport Action: to send out to clubs and where membership number is. DBV Optus internet at MSAC to be split cost with Kiteboarding Australia. The internet data plan far exceeds the use of what DBV could use each month. Docklands Cup Regatta entries open week. PC to update the survey for the Ballarat Regatta Need to confirm trophies with the Ultimate Sport trophy supplier week for the Junior Camp Anne Phoebe completed the MPIO (Member Protection Information Officer training. Action: to have conversation with Anne to see whether she is interested in this role for DBV and MJ to confirm with Discovery Group the Cadet booking deposit. Actions to be Completed By who When MG Dec Dec. 2015, CG, MJ PC MJ, Nov

3 6.6 Finance Finance report was not available for board Outstanding payments include Docklands Cup regatta and pay AusDBF for paddlers levy. DBV daily bank transfer limit is $4,000. The payment of PFDs was split into 2 payments Financials to be presented to Board at Community Hub Multi-purpose room has been booked for use on the Corporate event day on Friday 27 November DBV should be moving into the Hub by the end of this year. Boat stackers should be in Tuesday. Storage lockers have been delayed DBV are entitled to 12 free multi-purpose room bookings in the financial year. Able to book 6 months in advance Insurance / Membership 2015/ /2017 Item deferred to Board MJ Next 6.9 Melbourne Cup Regatta Survey Feedback respondents completed the Melbourne Cup survey as at 16 November MG recommended to PC that it would be useful to identify the % of respondents from each club as opposed to the wider membership group. Action: PC to calculate the respondent rate by club There were no respondents from the Navy. Navy are experiencing issues with Revolutionise Sport in that they are being forwarded as blank due to the government s security A paragraph should be included in the invitation to clubs that when entering multiple crews to prevent back to back racing. This information is hard to assess at time of registration as race draw draft is not ready Volunteers/Officials should be well equipped with paperwork, standards of communicating. Suggestion that the volunteers briefing on the morning of the regatta should be split into groups based on job roles and reporting to person in charge MG & CG will work through sections of the Volunteer handbook to have sections given to appropriate volunteers. MG to work on boat handling section Disposal of Falls Creek Regatta Boat DN spoke with Ali Sutton about the Judy Costello boat which is not in use. Falls Creek boat is in wrecked shaped. Resolved: Send Judy Costello to Albury 6.11 Decision Item: DBV Shirts obtained a quote from BLK who is the supplier for Vicsport for the design for a DBV polo shirt. Minimum order is 10 shirts at a cost of $30+ GST. to check whether the State Government Victoria logo will be needed on the shirts DBV Sports Pass Cards has received the 1000 member loyalty cards from SportsPass. They indicated they are happy to keep DBV on the old structure being the cards. PC DN Jan Key Messages, who communicates them and by when To identify whether Club numbers are increasing or decreasing compared to the 2014/2015 season. To follow up with Ian Campbell Not all Revolutionise Sport correspondence are reaching out to appropriate paddlers. to make observation on RevSport. VC Nov.2015 Nov

4 Community Hub updates to Clubs. Moving date at this stage 28 November 2015 per Community Hub minutes from 5 November to add Board members as Club Reps in RevSport so Board is aware of the correspondence going out to the Clubs to to City of Melbourne to have access to the Water Plaza pontoon for the Docklands Cup PC to contact the City of Maribyrnong with regards to the possibility of Chinese New Year regatta. The Chinese new year festival is held normally away from the river DN is an apology for the Ballarat Regatta on 28 November Resolved: MG to represent on behalf of DBV. Additional board members to attend if available Upcoming Events DA Peninsula Dragonflys: Blessing of Bella dragon boat on Saturday 5 December 2015 in Carrum Downs Next Meeting Meeting at 2:40pm Next : Saturday 19 December 2015 Action: Room to be booked by VC PC Nov.2015 Nov.2015 End of. Appendix A Completed Actions Completed actions The Board were in all in favour of re-appointing JE as an appointed director in the position of Major Facilities Manager. JE has managed the process of the boat hub committee up until now and it would be beneficial to allow JE to see the project through. DN moved the appointment of JE to the Board. Seconded JB. 4

5 8.4.1 Fundraising process for the new boat hub facility should be driven by the metropolitan clubs. MJ recommended that we look to our paddler membership to find fundraising expertise., VC Action: /VC to send EOI to paddler members via Revolutionise Sport MJ mentioned that DBV s current bookkeeper John from Accounts and Advice, is currently paid to prepare DBV financials and auditing. MJ proposed that it be moved to her employer Wilson Towers who could also match the $300 charge rate for preparing the Business Activity Statement (BAS). Agree CG moved motion that the monthly financials be prepared by Wilson Towers (MJ employer) for bookkeeping, BAS and reporting. Seconded MG CG moved second motion for end of financials to be continued by Accounts and Advice. CG. Seconded PC. 2.4 Done Dragon Boat Victoria (DBV) engaged First Intervention Pty Ltd to conduct a First Aid Course on 27 June at Medibank IceHouse, Docklands. The course was attended by 18 participants from various dragon boat clubs and the cost fully subsidised by DBV. Board discussed the availability issue of first aiders and to come up with a plan. The Board recommended to hold off the first aid course in September. MG suggested to check with the clubs who have first aiders and whether Revolutionise Sport database has such information available. Actions: to mail First Aid statement of attainment certificates to June participants via their club s mailing address. to update the status of the September course TBC on the DBV website. to contact the clubs RevSport administrators to update their RevSport database to indicate which of their paddlers have first aid certification. 2.5 Transfer of DBV mail servers to Microsoft Office 365 was completed. 2.6 Melanie Cantwell from AusDBF Sydney came down for the Metro officials course in July 2.10 It cost $30 per asset item to be tagged and tested by a qualified electrician. Decision was made to wait until DBV move to the Community Hub The Operations manual version 1.0 is a work in progress document. MG identified that some names listed in the report as being part of DBV is not on the Board anymore. MG to work with to update the manual. MG, 5

6 2.13 MJ presented the Draft Budget 2015/16. For DBV to be sustainable DBV will need more Corporate events, more membership and cost control. DN asked what DBV needed to consider before the Board. During 2014/15 DBV spent funds to refurbish every boat to be in good order, and provided TK1s to metropolitan and regional clubs at no cost. Regional clubs do not pay for metropolitan clubs costs such as for boats and public liability insurance. However there are shared costs that all paddlers contribute to such as Revolutionise Sport and amortisation of Champion boats. There are unknown costs to DBV with regards to the future maintenance of the Community Hub. MJ recommended that membership fees be increased. DBV has acquired more assets in the past year and need to maintain the upkeeping of them on a regular basis. DBV also provide a safety boat and training, and also pay for storage costs offsite. The boats that regional clubs borrow, heads and tails are likely to be stored offsite as well. DN mentioned that Nationals are not too far away in the future. Agree MJ move membership fee to increase to $142 for Metropolitan members, and to $98 for Regional members. Junior/Full time student fee to be increased also. Seconded by JB. A Presidents Meeting to be held on Saturday 22 August will cover budget and membership fees items DN suggested that a Health & Safety update be an agenda item at future Board s. The update will include updates on any reported incidents, accidents and injuries. VC Action: VC to add this as an agenda item to future Board s is operating his DBV employment from home. Discussion between, DN, MJ and MG recommend an office away from home be found until the Community Hub is available. One of the locations investigated was the Melbourne Sports and Aquatic Centre (MSAC) located in Albert Park. MSAC is offering a workstation at a rate of $60 per week and includes access to room and printing facilities. will provide own internet access. Parking permit is $55 for 6 months. MJ stated it is a good outcome and Board members and other stakeholders can visit in a suitable environment. Other sporting clubs also use MSAC as their workstation spaces. DN move that take up a desk at MSAC. Seconded JE. Action: to contact MSAC to secure short term office hire MJ has not budgeted requirement for funds for the Community Hub. The metropolitan clubs needing storage should purchase the storage units the same as the units the City of Melbourne agreed to fund. Boat Hub update to be presented at the Presidents Meeting. 6

7 2.20 JB presented 3 quotes for the proposed DBV trailer and photo image of what a 4 stack trailer looks like. JB indicated Blair Gamble s trailer is a tried and tested design. DN says we need to clarify the Falls Creek issue and what vehicles can tow the boats. MJ was requested to include in the budget $7k plus additional for insurance (require more than third party?). JB said DBV paid $5k in transportation for the Falls Creek event. If the trailer is purchased the return in dollars should be seen within 3 years. JB Done Actions: JB to draft Boat Trailer Usage document and get Board members to provide feedback. JB to arrange conversation with Blair Gamble and Falls Creek. Confirm Victorian road regulations VC got sheet from PC with questions about finance. MJ will address PC questions and send him the budget spreadsheet The Board noted the suggestion of implementing a Communication Log and its feature. VC to document own log from the Administration function perspective CG & VC at Auroras open day at Shed 2. CG wished the paddlers well for no more than 2 minutes. The presence of DBV resulted in positive feedback MG observed Model Rules DRAFT still on them even though it s been passed. Action: to find soft copy version and remove. : Rename to Constitution. 3.3 confirmed that the LaTrobe City Council can no longer go ahead with year s February regatta. Board should consider alternative venues to host a replacement regatta. 3.4 JE has obtained quotes for boat stackers, one quote has come from a company that has experience in building dragon boat stackers. The existing pontoons will be reused and tey will be relocated to the Community Hub site after the fit out has been completed. Bill Lau, President of CYSM (Chinese Youth Society of Melbourne) own a construction business called Bill and Ben Building Services Pty Ltd. They have expressed interest in quoting for the storage units. 12 PFD Lockers and 8 Mobile Storage Units. 3.6 Health & Safety MG has been unable to locate the incidents file. Clubs are reporting damage to people and there is no streamlining of it. MG is looking to work on this over the 12 months. VC MG Done Done DBV is currently insured for 600 paddlers. Let insurance company know of paddler numbers his may impact fee increase for the upcoming renewal. 3.6 Health & Safety MG has been unable to locate the incidents file. Clubs are reporting damage to people and there is no streamlining of it. MG is looking to work on this over the 12 months. MG DBV is currently insured for 600 paddlers. Let insurance company know of paddler numbers his may impact fee increase for the upcoming renewal. 3.8 SportSaver Fundraising cards continue to be delayed. The Board talked to that the delivery of the fundraising to metropolitan and regional clubs will be important : Cards will be available mid-september. at. 3.9 All Board members should be using addresses to send communication to other Board members where appropriate. All Board Members 7

8 3.10 Last weekend completed the DBV video for the Holden Home Ground Advantage project grant for the funding for PFDs. Application due on Monday 31 August DN submitted an Medibank More Active application for the funding for PFDs The Board approved the development of a Record Management System. Agreed 3.13 Agenda item on AusDBF Competition Regulations and Rules for Racing and adoption by DBV to be discussed at. CG Add Upcoming Events as an agenda item at future Board s. VC AusDBF will not be proceeding with the national wider group insurance cover for 2015/16. DBV will need to clubs to update the equipment list for their Marine Hull insurance. Need to consider 3 quotes we will go through the same broker. Recommended broker V-Insurance Group. MG, Incident reports need to be filled out within 24 hours of incident. Send to Broker and DBV. mention Revsport have the functionality to report incident. Members can login and fill out the incident report on their mobile. Action: Get record of equipment to get insurance quotes. Critical to get certificate of currency. 3.8 SportSaver Fundraising cards continue to be delayed. The Board talked to that the delivery of the fundraising to metropolitan and regional clubs will be important Community Hub Funding Sarah Loh (outgoing DBV Executive Officer) and JE worked closely with City of Melbourne representative to bid for funding on the wishlist of items wanted by DBV, Docklands Yacht Club and Melbourne Outriggers. Docklands Yacht Club missed 2 s and requested that funds should be split more evenly. JE submitted the budget that went with the letter. DBV can get by with 3 stackers boats. DBV haven t met with council since the funding grant. Currently no agreement other than funding has been approved. As a minimum DBV need to push for storage racks. The space that DBV has been allocated need to have boats stacked at least 3 high up. First with the City of Melbourne council is on 6 August. JE to attend. DN move the report. Seconded by MJ. : JE has provided specifications to CoM. JE with CoM is on 3 September and was incorrectly stated as 6 August in last month s minutes. Meeting update to be provided at Board. JE Discovery Group communicated that the Discovery Group has been a sponsor of DBV since September 2014, providing $100 per month + GST. The agreement is set to end September indicated that they were not planning to invest again due to receiving no financial return from the sponsorship. MJ disagreed as DBV paid $80 booking for the cadet camp in September and $600 deposit for accommodation for 80 navy cadets. acknowledged that retaining Discovery Group is a worthwhile relationship and suggested DBV could provide them 12 months of free publicity. CG observed that Discovery Group got good coverage at a regatta. MJ said DBV is trying to build corporate sponsorship from corporate days. : met with Discovery Group and has offered 12 months promotion free of charge. Their logo will be prominent on the DBV website and investigation is required to see if it can also be added to Revolutionise Sport communication that is sent out. DBV should recommend the accommodation and highlight this when promoting metro regattas. 8

9 August 2015 Minutes: Item 3.13 agenda item on AusDBF Competition Regulations and Rules for Racing and adoption by DBV. Resolved: DBV adopt AusDBF rules and that this be made known on the DBV website. Action: to update DBV website. 4.6 SportsSaver cards has been delayed again and now expected in October advised that SportsSaver is planning to scrap the actual cards program year in April/May The view is that SportSaver Australia will replace cards with an electronic version. As a consequence it will become less appealing for DBV to be involved in SportsSaver program as the initial interest was sparked to enable dragon boat clubs to sell cards for fundraising purposes. Resolved: DBV take no more initiatives on this matter. 4.7 DBV s insurance company will report to the Broker on insurance claims each quarter period. The Broker will then report to DBV. Sept The quotation based on 850 members was received from the insurance company for the new insurance period 1 November 2015 to 30 June This includes personal accident, public liability and brokerage fee. The quotation fee has been outlined as: Personal Accident $1, Public Liability $1, Brokerage Fee $1, Marine Hull insurance has not yet been costed and is currently being gathered. Once insurance has been paid the Certificate of Currency (COC) can be issued. Clubs will need to be advised that the new insurance policy will be valid until 30 June 2016 and this will be in line with the proposed new Membership period. Resolved: DBV accepts the quotation for Personal Accident, Public Liability and Brokerage Fee charges and to pay upon receipt of invoice. Action: To be paid ASAP and COC for Ballarat immediately obtained. 4.8 There is a Memorandum of Understanding (MoU) for Regional Regattas. The MoU has been signed off for the Sweeps Race Give Where You Live Riverfest event. MG, MJ Sept The Board members who were assisting at the Battle on the Barwon (BoB) event reported that there were some administrative areas where improvements were necessary Action: DN & to schedule a with Geelong Water Dragons to ensure that these improvements are clearly understood., DN Oct As a result of the current profit share arrangement DBV makes no money out of the regional regattas although significant effort is required from the DBV office. Resolved: The Regional Regatta funding be split: 60% Club, 30% Regional Grants Scheme and 10% DBV. 4.9 Revolutionise Sport system rollover has taken place. Interest has been shown by CYSM Sea Dragons and Southern Storm Paddle Club (SSPC) on the PIN Payments migration DBV s First Aid Course scheduled for 24 October 2015 will proceed if there are a minimum of 10 participants was contacted by Australian Sports Marketing. Horsham is keen to establish a regatta event with us. waiting for more communication updated that plastic prop guards for the boat are not available from store suppliers and that plastic prop guards ~$210 are available online. Aluminium prop guards cost more and will require fitting and installation. Resolved: That a metal Propeller guard be installed on the Safety boat 9

10 4.15 MJ presented the Junior Development report to the Board. Pathways: DBV will need to develop pathways for dragon boat clubs intending to target juniors via the school based programs which they can present to the schools and their respective sports organisations. Promotional Video: The Junior camp and the Junior regatta events will be used to get some footage and interview some participants to be used for a Junior promotional video for the pathways program. Sweeps Course and Drumming Course: Juniors will have the opportunity to be involved in future courses when DBV run such events. Under 18 Victorian Team: Junior Development committee are committed to DBV having an Under 18 team in the Auschamps in Adelaide in Resolved: A person may commence paddling with a DBV Club in the Regatta Season that they turn twelve years old. For this purpose the Regatta Season is considered to commence on 1 July and continue to 30 June MJ is keen to have Chinese Youth Society of Melbourne (C.Y.S.M.) lion dances present for the Junior Regatta. VC to provide MJ contact details DBV Stakeholder Engagement and Communications Strategy PC presented the DBV Stakeholder Engagement and Communications Strategy document. It is an internal DBV Board document developed for the Board and Operations Manager to understand who its stakeholder groups are and what their activities consist of. MG recommended that due to Clubs change committee members every 12 months or so, that generic club contact details be listed in the document as opposed to individual contact details DBV Family Memberships Melbourne Flames asked about the possibility of DBV family memberships fees. Any discounts would be at the expense of the broader DBV paddler membership. Resolved: The current fee structure of Adult, and Junior/Full-time Student be maintained. For 2015/16 there will be no family discount DBV Committees DN raised the need to review DBV Committees on their purpose, composition and Terms of Reference. Current committees include Junior Development Committee, Sweeps Committee, Regional Grants Committee. Terms of Reference are hard to locate and the committees currently do not prepare reports to the DBV Board. Committee structures should be formalised in time for the start of the season Record Management Systems Prototype folder structure is now in place for Board members using Dropbox. A document naming protocol has been prepared by Angela and all Board members should be adopting this going forward DN will attend the AusDBF Annual General Meeting in Adelaide in November Australian Masters Games 2015 is in October CG will have a Chief Marshall role Sweeps Race Give Where You Live Riverfest will be held in Geelong on Sunday 11 October DBV Board representation being and/or VC to be confirmed. VC PC To communi cate to Melb. Flames DN All Board members, VC 10

11 4.26 Add to future Board Meeting agenda: Stakeholder Engagement & Communication 4.27 JE to have a DBV set up as projects@dragonboatvictoria.com.au 4.28 to action set up. Next Board 24 October 2015 known apologies:, VC Meeting with Geelong River Dragon providing feedback on BoB regatta DN, Nov Clubs to be advised of changes by letter of Regional Regatta split: 60 Club: 30 Regional Grant: 10 DBV with explanation of DBV involvement Minutes to be published on Web Site after clearance by all board members President s Meeting cancelled. Next 9 Jan 2016 when FY membership/insurance cycle will be announced First Aid Certificate Plan be expanded to a Member Skills Audit on RevSPORT. Questions requiring tick box to be developed and CG to prepare a first aid certification plan and present to the Board. : No plan has been documented since 1 August. No change to status as at 26 September. DN Nov 15 All Board Members 9 Jan 16 CG,, CG Sweeps Course Expression of interest has been shown for the Basic Sweeps Course. There is a requirement for Level 1 sweeps to log a minimum 10 hours of practical on-water training prior to attending the course. CG proposed that the course be held later in the year. Regional club sweeps are having a difficult time attaining hours as there has been cases where paddlers are a no show to training due to bad weather. to met with Sweeps Coordinator Jen Reilly in September to discuss. 29 September : provided an update on the Sweeps Course situation from Jen Reilly s findings. The assessment by Jen to determine whether a sweep is qualified to enrol in the Sweeps Course is the minimum logging of 10 hours of training. It should be the dragon boat club s responsibility to train its sweeps to gain training hours and the onus should be on the club to confirm the sweep is ready for the course. MG suggested that the certain standard should competency based as opposed to 10 hours based. Action: and DN to review the process, DN Board

12 2.11 PFDs JB raised the issue that if DBV are planning to conduct Corporate regattas in the summer whether there will be enough PFDs to run such events. DN suggested that a project be put in place to fund, acquire and manage PFDs. MG would be able to look at registering the assets and including it on the asset register and how to go forward to do that. Board members were majority in favour of the Liquid Life (Evolution) PFD at $88 per unit. It meets the new standard Type 50. It is similar to the type of vests DBV used to have. On 29 August 2015 JB moved motion that Board proceed with purchasing 100 Liquid Life PFDs through Canoes Plus at a unit price of $80 + GST. Seconded by JE. Action: JB to prepare document including the spread of PFD sizes we need. 26 September : JB an apology for Board.. JB Next Board DBV Storage Solution and DN met with Geoff Kelly on a DBV storage solution. The Board previously passed a motion for SL to set up an agreement for nominal fee for storage if we needed. MG stated DBV needed storage to store 4 boats, current trailer, new trailer, events trailer, and safety boat as an example. Board agreed to pay Geoff Kelly $50 fee per week for storage at his commercial premises. Agreement to be written very simple. MG,, DN MG move motion for to write up a document for $50 rent when we move all equipment. Seconded by VC. MG to formalise the storage plan for the. : and DN met with Geoff Kelly. There is possibility that the rent offer is now $200 per week. Board will need to consider how much room DBV requires for storage if it is to go ahead Ultimate Sports Expo was contacted by Jason Cornish (JC), Director of the Ultimate Sports Expo event to feature DBV at the expo. This 3 day event will be held between November and is on the same weekend as Junior Regatta. Jason indicated interest to sponsor the Junior Regatta JC vision is to have as many sports as possible at the exhibition so people can come through to see what s on offer and an opportunity to market sports to individuals. Heavily discounted fee for not for profit organisations. JC happy to give us space if we bring a boat, and give us info space and tent free of charge. recognised a potential DBV relationship with JC. JC has requested our DBV logo from Eliza Campbell and Melissa O Brien (outgoing Board members) and been used on various publications. Possibility to involve DBV clubs on the expo days and could provide small brochures to advertise their own dragon boat club. Action; to meet with Jason before Board Board met with Jason and DBV have been offered free exhibition space near the front entrance at the event. Suggestion that we have a banner and perhaps a giveaway prize pack. Jason has contacts with school groups and recommended that DBV could conduct come and try sessions for these groups to try on the day. Action: Plan and engagement with clubs whether are willing to participate at the event. 12

13 3.5 Membership 2015/16 MG highlighted membership payment dates and rates were confusing and did not align to the current regatta program. The Battle on the Barwon should be seen as the first regatta rather than seen as the last one. MG proposed that we get membership organised and ask clubs to pay full membership. spoke with Revolutionise Sport on the rollover of the first season. Rollover needs to be for Monday 31 August Monday as proposed by., DN Next Board DN recommended that we accept rollover for 31 August. DBV will look into year s membership season as being from 1 July to 30 June. Insurance has recommended that we go to 30 June which will align to the financial year and potential launch to going to a national scheme. MG moved a motion for the Board to accept the recommendation to change registered paddlers from 31 st August 2015, and that the 2015/6 membership year begins on 1 September Seconded by JE. 29 August : Full paper not yet been completed. 4.3 With JB an apology for this Board, question was asked as to when the purchase of Liquid Life PFDs would need to be completed. advised that PFDs will have to be purchased in time for the first Corporate regatta booking and Junior Regatta falling in the last week of November PFDs storage possibilities being stored locked and secured were discussed. PFDs will also need to be numbered for asset tracking purposes and this will need to be finished for Corporate regatta JE & attended the with the City of Melbourne (CoM) on Thursday 24 September. Bec from the CoM provided an update on the latest of the fit out of the Community Hub. Fit out latest date has been proposed for 19 November 2015 and possibility for an early December move in., JB Board DBV will receive 2 dragon boat stackers (which stores 6 boats) and CoM will place the order. A storage locker for each metropolitan club, and a minimum 2 lockers for DBV storage will also be provided for. The CoM stated they can provide an additional stacker if DBV pay $20k. The assets will become CoM assets. The Community Hub area for DBV will allow the storage of 8 boats as well as 4 TK1s. Rebecca Rennie (COM) is in discussion with Places Victoria regarding the relocation of pontoon. There are no firm dates yet and there may be potential events date clash. From a DBV perspective a move the day after the Melbourne Cup Regatta could be an option. Induction of clubs to new facilities will be required. DBV to contact Wilsons Parking on parking for paddlers. Resolved: DBV seek a contribution from each Metropolitan Club towards fitout. This to be $2000, and for this one storage locker will be provided. DBV will prepare and communicate to clubs the plan for the move JE Next Board