MINUTES OF THE BOARD OF MANAGEMENT MEETING HELD ON TUESDAY, 21 JULY 2015 Attendees

Transcription

1 SORELL BOWLS CLUB INC MINUTES OF THE BOARD OF MANAGEMENT MEETING HELD ON TUESDAY, 21 JULY 2015 Attendees Chris Smith (President) Kathy Matthews (Vice-President) Paul Matthews (Secretary) Leona Smith (Assistant Secretary) Steve Lang Marion Florence Darrell Hope Apologies Sally Ridgeway, David Long Meeting open 1. The President declared the meeting open at 6.00pm by welcoming Darrell to the board. Minutes of the previous board meeting 2. Chris moved, and Marion seconded, that the minutes of the previous meeting be accepted. Business arising from previous minutes 3. Draft SBC Committee Charters. The Secretary asked if there were any amendments to the draft SBC Committee Charters as presented at the last meeting. Marion asked that we note, in the Selection Committees Charter, that both A and B grade selectors should form committees wherever possible. With this amendment agreed, Paul moved that we accept the Committee Charters and distribution them to the relevant committees. Leona seconded this motion. ACTION: Secretary to circulate charters to relevant committees 4. Amendments to the SBC Conditions of Play. The Secretary moved, and Chris seconded, that we amend our conditions of play as follows: Page 1

2 Rule 2: Add paragraph to ensure under-subscribed championships are played as a round-robin so that a team does not automatically qualify for the final. Rule 2.1: Amend the eligibility rules so that games that have a BTSlevel component follow BTS Conditions of Play while games that do not follow SBC Conditions of Play Rule 4.1: Amend the paragraph regarding handicapping of the Patron s Plate to refer to the handicapping system to be added as an Appendix. Appendix: Add the Patron s Plate handicapping system. ACTION: Secretary to circulate to all match committee members 5. Review of Club Rules. The Secretary asked if any of the club rules required amending, or if there were any new club rules we should consider. It was agreed that Rule 7 should be removed but the rest should be ratified for another year. ACTION: Secretary to update the club rules 6. Defibrillator Signage/Letters. Chris advised the board that he had spoken with the Ambulance Board and found that St John s Ambulance can provide signs and register the club as having a defibrillator. They can also provide stickers for windows. Paul advised the board that letters to local businesses had not yet been done as he would wait until signs were in place. ACTION: Chris to obtain signs and register the club 7. Sausage Sizzle fund-raiser. Kathy advised the board the we have obtained a temporary food licence from the Clarence Council, and we have called for volunteers to help on the day (15 August). Kathy asked if we could approach Coles for a donation of sausages, but Chris undertook to contact Chris Schofield, who has helped the club in the past. ACTION: Chris to talk to Chris Schofield about the provision of sausages 8. Ladies Match Committee. Kathy advised the board that she met with the Ladies Match Committee on 17 July and it was agreed that she would represent them on the board as chairwoman. Page 2

3 9. The following matters were also actioned: Advice has been provided to the Social Committee and Provedore regarding planned fixtures for the coming season. The Saturday Selection Committee has been advised of Darrell s appointment as the fifth member. 10. The following matters remain outstanding: The club inventory is yet to be updated Guidelines for managing bereavements are yet to be drafted. The Provedore is yet to be approached about joining the board of management. Treasurer s report 11. Leona moved, and Darrell seconded, that the Treasurer s Report be accepted. Business arising from the Treasurer s report 12. Marion asked how many members have re-registered for the coming season. Paul advised the board that, so far, only nine members have done so. Correspondence 13. The Secretary presented a summary of correspondence in and out (below). Steve moved, and Darrell seconded, that correspondence be accepted. Inwards Member-specific o From Darrell Hope Accepted role on Saturday Selection Committee o From Peter Self Request for open clearance (verbal) o Thank you card from Gwen Scott General o Remittance DJ Motors o Inside IMG STG newsletter July 2015 o From McDougall's Power Equipment advertising signs o From TigerTurf SuperGreen Maintenance Guide o Decking and Screening Australian Made Available Locally o From Uniform City uniform purchases Page 3

4 Flyers o Pre-season Bowls Social Game Oatlands 26 Sep 2015 o RSL Bowls Diggers day at Beltana 3 Aug 2015 o Rosny Park Bowls Club Soup and Sandwich luncheon 8 Sep 2015 SRT o Actively in Touch newsletter June 2015 o From Consumer Affairs & Fair Trading copy of our constitution BA/BT o Holden Home Ground Advantage program o Junior development o Interstate Clearance new form o Bowls Australia's Holding Shot July 2015 o Minor grants open today Guidelines and application forms BTS o BTS Draft Rosters Season o Winter Pennant at Sorell, Bucks, Royal Hobart and Beltana o Big O & Friends Hobart offer for clubs o BTS Junior Championship Entry Forms o BTS Women's Championship Entry Forms o BTS Men's Championship Entry Forms Outwards To Bunnings Rosny Park fundraiser on 15 August 2015 To CA&FT (as requested) copy of our amended 2015 constitution To McDougall's Power Equipment advertising sign dimensions To Peter Self Open clearance To BT Interstate Clearance for Andy Monk (new BA form) Business arising from Correspondence 14. The following matters require noting in relation to the inwards correspondence above: Minor grants guidelines and application forms forwarded to the Sponsorship and Grants Committee. Holden Home Ground Advantage program forwarded to the Sponsorship and Grants Committee. Winter Pennant at Sorell, Bucks, Royal Hobart and Beltana cancelled due to lack of numbers. BTS correspondence forwarded to all members with and a copy placed on the club noticeboard. Page 4

5 Reports BTS delegates 15. Nothing to report. Greens and Gardens Committee 16. Darrell advised the board that he would be spraying the corners of the green next week to address the slight fungus issue. There were also leaves from pruning the hedges that would be cleared in the next week or two. House and Bar Committee 17. Steve advised the board that We are now three RSA members down (Jill Reid, Peter Self, Allison Fuller). Paul reminded the Bar Manager that o we must change the keys for members who no longer require bar access o we must remove their code from the access panel. He was unsure if a bar person would be needed after Thursday pennant games and would need to know before the start of the season if they were. Vikki is again available for Saturday afternoons, but she will only be asked to help for social fixtures if no-one volunteers. He asked Paul to check the hourly rate was correct. We had a surplus of nine 6oz glasses which were to be written off he has taken them home after making a donation of $5 to the trade table. 18. Steve asked if the bar till software came with a user manual. Paul provided this to Steve but suggested he might find it easier to learn with Sally s help if he can wait until she returns from holidays. 19. Bar Manager s button. The matter of removing the bar manager s button from the till was raised. Chris advised the board that he approved its removal as he considered the honorarium replaced the requirement to provide this discount to the bar manager. The board ratified Chris s decision. Grants and Sponsorship Committee 20. Not present nothing to report. Social Committee 21. Not present nothing to report. Page 5

6 Match Committees 22. The following members have volunteered to join the Match Committees as follows: Men Match Committee: Paul Matthews, Mike Seabourne, Ross Brokate Club Match Committee: Paul Matthews, Kathy Matthews ACTION: Secretary to update the committee lists accordingly 23. Consistency Challenge. Kathy advised the board that the first round of the Consistency Challenge would be held on the first week of practice as in previous years. Marion advised the board that this had only happened last year and was not set in stone. 24. Patron s Plate Handicapping System. Paul and Kathy moved that the Patron s Plate Handicapping System be cleared for use in the Patron s Plate this year. The Ladies Match Committee have seen and signed-off on the formula used. Handicaps would be matched against results this year to determine if tweaks to the formula were required but testing the formula suggested it was pretty close. 25. Patron s Plate Draw. Kathy advised the board that the draw would be conducted on Sunday 26 July by Paul, Kathy and Chris. We would be offering the option of playing the first round matches on Sunday, 9 August with a BBQ to follow. SECRETARY S NOTE: Six matches were played on the day. 26. BCIP $1,000 Fours. Marion and Chris offered to help with scoring and managing the day. Darrell suggested we got to 10 ends instead of eight and allow skips to place the jack to speed up play. ACTION: Secretary to send out flyers and post a notice on Facebook Work Place Safety 27. Defibrillator lessons. Steve advised the board that training was available from APL as an after-sales (free) service. St John s Ambulance would also provide training if required (at a cost of $125). ACTION: Steve to book an after-sales lesson to be run at the Opening Day. Page 6

7 28. Defibrillator. Steve suggested we should think about purchasing a smaller set for use on children. New members 29. Julie-Ann Purcell has applied to become Playing Member and paid her fees in advance. The board accepted Julie-Ann s nomination. ACTION: Secretary to advise Julie-Ann General business 30. First Year membership. Paul moved that we extend the definition of first year membership to include anyone regardless of skill level who joins the club for the first time. This would not available to members who were once members and are returning after moving to another club. This change would (hopefully) encourage bowlers to join the club and it would also reduce the burden on them for the first year as they had to buy uniforms. Kathy seconded this motion. ACTION: Secretary to advertise on Facebook that Sorell offered half-price membership for new members and we were seeking new members at all levels of the game. 31. Honour board updates. Paul provided the board with a list of updates for the honour boards. The board provided Paul with a contact I & J Newell Signs in order to get this done! ACTION: Secretary to contact sign-writers about updating our boards 32. Building Plans. Chris advised the board that the plans were with Council awaiting approval. Marion offered to chase this up to see if we could expedite the decision. 33. Marion advised the board that she had been approached by Angela Powell (now left the club and returned to England) for a super-veterans badge for turning 80. The board declined the request as Angela did not turn 80 before leaving the club. Page 7

8 34. Paul asked if anyone knew how to get a blue street sign indicating where the Bowls Club was for people passing through Sorell, and for bowlers who were not sure how to find us for games. Marion advised that the last she had heard, the Council were not approving anymore signs. Paul undertook to write to the Council regarding this matter. ACTION: Secretary to write to Council about obtaining a blue street sign. Next meeting 35. The next meeting will be held at 6.00pm on Tuesday, 21 July Closure 36. The president declared the meeting closed at 8.40pm. Paul Matthews Honorary Secretary Chris Smith President 11 August 2015 August 2015 Page 8