Secret Harbour Surf Lifesaving Club Inc

Transcription

1 Secret Harbour Surf Lifesaving Club Inc A Meeting of the Secret Harbour Surf Lifesaving Club Board of Management was held on Wednesday 23 September at the Secret Harbour SLSC Club rooms. Meeting commenced at 7:00pm Attendees: Digby Wilson President Ron Wade Vice President Nick Le Plastrier Director of Finance and Administration Anthony Taylor Director of Youth Deb Bird Director Surf Sports Sharee Hart Director of Life Saving Lisa Sertorini Director of Sponsorship Del Rule Director of House & Social Apologies: Rick Lowe Club Captain Garry Hart Director of Education Secetary: Sharon Phillips Minutes 1.0 Previous Minutes Motion proposed by Digby Wilson The Board is requested to approve the Board of Management Minutes dated 15 August. Accepted: Ron Wade Seconded: Nick Le Plastrier 2.0 Standing Notice: Directors are requested to disclose any material and/or personal interests prior to the commencement of the Board meeting for any discussion item by the board and in the agenda on any matter which may relate to those interests. - No items declared. ACTION ITEMS FROM PREVIOUS MEETINGS RECORDED ON ACTION SHEET IN ITEM Directors and Other Reports 3.1 The following Directors and other monthly reports were circulated and noted. Presidents Report Vice President Report Director of Finance & Administration Club Captain Report Director of Life Saving Report Youth Director Report Director of Education Report Director of House and Social Director of Sponsorship and Grants Report Director of Surf Sports 23 September

2 3.1 The following Finance and Administration reports were circulated and noted August financial reports have been circulated for consideration and approval by the BOM August Bank Reconciliation Reports submitted for approval. August Bank transfers submitted for ratification. Current membership & transfers for the /16 season is provided in attachment Discussion Items from Directors Reports 4.1 Presidents Reports The President advised the Board the City of Rockingham were conducting an information day for the local community on the 22 October. He was invited to present at the forum, but is unable to do so. The Board agreed the Club Administrator Sharon Phillips would stand in as the club representative. The Rotary Club of Rockingham will be conducting beachside activity day on the 3 April at Bent Street, Rockingham. The club will be actively involved in this event and the club activities will be coordinated by several club members including Matt Evans, Mark Dove, Sharee Hart, Lisa Sertorini, Bob & Wendy Meeks. The club is pleased to be actively involved in this event and will be conducting a ski/standup paddle board race as part of the day s activities. 4.2 Vice President The Vice President updated the Board on the progress of the building project and the review of the EOI submissions received by the Building Project Commercialisation Sub-Committee. The Vice President advised the Board delays experienced by The City of Rockingham finalising the transfer of land the building is located on have been experienced and this will result in delays in finalising the club tenancy lease. As the lease cannot be finalised with the City of Rockingham this will result in delays in developing the sub-leases for the commercial areas (café / gym) and possibly the transfer of the club liquor license. The Building Project currently has an expected completion date of February. 4.3 Director of Youth The Director of Youth confirmed the club camp guidelines were in progress and it is planned to have them finalised for the next Board meeting. The Director of Youth has been advised the Nipper Mango boards ordered in March should arrive over the next month. The club registration day again ran well this year and it was pleasing to advise the age group manager support is progressing well. Pleasingly cadet support to assist as age managers has been very positive this season. 4.4 Director of Life Saving Report The Lifesaving Committee will be meeting every month to progress the patrolling season. It was very pleasing to note 63 active members attended the recent general information evening for patrolling members. The Lifesaving Director with the Club Captain has met with the Westfarmers ERT group for the Peel region. Pleasingly this meeting has improved the clarity of the group and club roles on the beach. The following information has been confirmed: a) Any Bronze Medallion holder, at the discretion of the PSO driver, can crew the Jetski. Each SHSLSC active member to receive an operational induction at the beginning of each session. b) Abalone Patrol (1st Sunday of each month; November to March) PSO will patrol offshore from Penguin Island and Point Peron. All SHSLSC members will be available for support on land at two main locations. Penguin Island will have 23 September

3 23 September one ARTC member with 2 active members; and Point Peron will have 1 ARTC member with up to 4 active members. c) Penguin Island Sand Bar SHSLSC will provide a patrolling member (Bronze Medallion) for the Penguin Island Sand Bar on request. This request will occur on Wednesday evenings in consultation with the Director of Lifesaving and PSO Coordinator. The patrolling member is to be at the club by 1pm, ready with lifejacket and authorised helmet. d) SHSLSC Patrol Beach activities Any Active Bronze Medallion holder may crew the PSO, at the discretion of the PSO driver on the basis of risk management. Each SHSLSC active member will receive an operational induction at the beginning of each session by that driver. The Director of Lifesaving confirmed in the absence of Club Captain, she attended with Garry Williams the Local Emergency Management Committee Meeting on Monday 21 September and found the meeting very informative. The Director of Lifesaving with several of the club cadet members recently attended the City of Rockingham Emergency Volunteers thank you evening. She is pleased to report the cadet s behaviour and communication was exceptional and they are to be commended for this. 4.5 Director of Finance and Administration The draft budget has been finalised and has been circulated to Board members for sign off at the next Board meeting. 4.6 Director of House & Social The Director of House & Social confirmed the club would be open for the AFL Grand Final on 3 October. The member New Year s golf afternoon has been booked for the 31 December and an application for an extension of the bar license will be applied for. This will be an adult s only function for 18 years plus members. The BBQ permit application for the /16 summer season has been submitted to the City of Rockingham. The Director of House & Social is considering a possible review of bar prices. It was agreed the member pries would most likely remain unchanged and a review of private function bar prices will be undertaken. Education of bar staff will be undertaken to ensure they understand bar rules and regulations, in particular glass portion measurements. Appropriate signage will be placed around bar in accordance with liquor licensing. The Director of House & Social will seek expression of interests to open the canteen on Friday evenings. 4.7 The Director of Sponsorships Coordination for the annual Street Appeal in December is progressing. Permits to shake the can at Rockingham/Warnbro train stations and other shopping centres are currently being sought. Pleased to report the club has received 2 successful grants: Caltex Fuel Cards: $1 500 CSBP for patrol marquees: $1 000 The Director of House and Social with the Club President will commence preliminary investigations on the requirements for affiliate memberships. The Vice President confirmed signage in the new building for sponsors will be at the discretion of the club, however it is important to note external sponsorship signage may not be possible and

4 would need to be discussed with the City of Rockingham. It was recommended Mandurah SLSC is approached to seek advice on their guidelines for sponsorship signage. The Director of Sponsorship advised she had been approached by Elders about possible sponsorship of the club. It has been previously agreed at Board meetings the club would undertake sponsorship arrangements from only two real estate agents and as we currently have agreements in place with Remax & Ray White, would be unable to enter into an agreement with Elders at this time. The Director of Sponsorship suggested a possible member s information forum for club members to discuss the club and the progress of the building project. It was agreed all Board members would attend the first two Sundays of the nipper season commence to circulate & communicate with members to provide them with up to date information. 5.0 Motions considered by the Board 5.1 Motion proposed by Nick Le Plastrier, Director of Finance & Administration The Board is requested to approve the following financial items: Approval of August Bank reconciliations and statements Approval August financial reports August/September Bank transfers submitted for ratification. - Transfer of $ from club cheque account to cash reserve (receive more interest) undertaken on 22 September - Transfer of $1500 from cheque account to debit card for top up on 9 September - Transfer of $1000 from cheque account to debit card for top up on 7 August Accepted: Seconded: Result: Deb Bird Anthony Taylor The BOM unanimously approved this motion 5.2 Motion presented by Director of Surf Sports, Deb Bird on behalf of the Boat Section The Boat section presented a proposal to purchase 2 surf boats from Mullaloo SLSC in accordance with Board advice provided at the July meeting. The proposal and request is provided in attachment 1 of the minutes. The surf boats were inspected by club members Nick McIvor, Brendon Privilege & Ross Onions. In summary the Boat section is requesting approval to: - Purchase 1 Surf boat to the value of $ Purchase 1 surf boat (including trailer) to the value $ Purchase New oars valued at $ Approval to transfer $ from the Boat Future Funding to fund the purchases. - The Director of Surf Sports has recommended the current red surf boat is written off and used for parts or alternatively as the display boat in the foyer of the new building. Following on from the above the Director of Surf Sports requested the Board approval for the following motion: The Boat section is given approval to purchase: - 1 Surf boat to the value of $ surf boat (including trailer) to the value $ New oars valued at $1 500 Funds are transferred from the Boat Future Funding for an amount of $ to cover the purchases. The Director of Surf Sports recommends the Boat section provide advice on writing off the red surf boat and being used for parts or alternatively as the display boat in the foyer of the new building. 23 September

5 The Boat Section must ensure all club surf boats are securely stored and this information including the location of surf boats is provided to the club administration to ensure insurance conditions are met. The Boat section develops a fund raising proposal to raise funds for the purchase of a new surf boat for the club over the next 2 3 years. Accepted: Seconded: Result: Ron Wade Nicholas Le Plastrier The BOM unanimously approved this motion ACTION ITEMS RECORDED ON ACTION SHEET IN ITEM Hall & Functions Hall & Functions booked for the club were noted. 7.0 General and Other Business 7.1 SLSWA Circular & Bulletins received and noted SLSWA Circular & Bulletins received and circulated Western Suns Representatives Team Coach and Selection Committee Application Form 31. SunSmart Pre-Season Cup Information 32. RWC Operator Recruitment for the Metro Jet Ski Lifesaver Program 33. RWC Operator Recruitment for Goldfields Jet Ski Program 34. Lifesaving Service Agreement 35. Disposal of Expired Flares 36. Club Safety Audit and Hazard Inspection 37. Gear and Equipment Inspection 38. Senior First Aid Course for Members 39. Patrol Captain Conference Nomination Form 40. SLSWA Surveillance Tower and Jet Ski Working Group Expressions of Interest 7.2 SLSA Circulars received and circulated SLSA Circular IT Enhancement - Late September added to Library 18/09/ SLSA Circular IT Enhancements in September added to Library 10/09/ Circular SLSA Annual General Meeting Notice of Meeting 07/09/ Circular 13 Surf Rescue Patrol Uniform allocations 26/08/ l SLSA Circular 12 - IT Enhancements for August including Family Group Management 18/08/ Next meetings: Wednesday: 21 October 18 November 16 December Meeting Closed at: 8.45pm Endorsed: (President) (Digby Wilson) Date:. 23 September

6 8.0 Action Sheet Agenda Item Nbr Sept Item 5.1 Sept Item 4.6 Action Item Responsible Due Date ACTION ITEMS From June Meeting Club Budget The draft budget has been finalised and will be circulated to Board members for sign off at the next Board meeting. House & Social The Director of House & Social will investigate seek expression of interests to open the canteen on Friday evenings. Club Administrator Board Del rule October December To be commenced Sept Item 5.1 Purchase of Surf Boats The Boat section to coordinate purchase of - Purchase 1 Surf boat to the value of $ Purchase 1 surf boat (including trailer) to the value $ Purchase New oars valued at $1 500 Admin to transfer funds are transferred from the Boat Future Funding for an amount of $ to cover the purchases. The Boat section is to provide advice on writing off the red surf boat and being used for parts or alternatively as the display boat in the foyer of the new building. The Boat Section must ensure all club surf boats are securely stored and this information including the location of surf boats is provided to the club administration for insurance information. Boat Section Matt Osborne Deb Bird Club Administrator October The Boat section develops a fund raising proposal to raise funds for the purchase of a new surf boat for the club over the next 2 3 years. Ongoing Action Items August Item 3.0 Sponsorship Nab The Board agreed sponsorship partnership with the NAB should be pursued and also requested Westpac be approached to match any sponsorship agreement provided by another bank. Lisa Sertorini October Sponsors Afternoon The Director of Sponsorship will progress plans for the Club Sponsors afternoon to be held on Friday 13 November August Item 5.2 Building Project EOI s The EOI assessments undertaken by the Commercial Committee will be presented to the October Board meeting for input and approval. The Vice President confirmed a sub group of the Building Project Sub Committee is currently reviewing the EOI submissions. The review groups recommendations will be submitted at the October Board meeting for Ron Wade October 23 September

7 consideration. June Item Cadet Camp Development of Cadet Camp guidelines plus supervision Guidelines was tabled at the August Board Meeting and furt input from Board members has been requested. Club Admin will coordinate member responses. SLSWA confirmed they do not have a specific camp policy but incorporate current SLS policies applicable to the Code of Conduc Social Media. Board Admin October Item March 15 Kite Surfing Exclusion Zone The Director of Lifesaving advised the Board he would be approaching Council with the possibility of creating an exclusion zone for kite surfers at Secret Harbour beach, particularly around the patrolling areas. Discussions with the City of Rockingham and Dept of Transport have been initiated and are pending further discussion with key personnel currently on leave. Rob Bates Director of Lifesaving Rob Bates is meeting with Council at the end of September Item March 15 Club Charter The Board discussed the need to develop a Club Charter. Several preliminary ideas and an early draft were tabled by the Club President and the Board is requested to provide additional feedback for further development. The charter will again be discussed at the next meeting of the Board. Board members December Completed Action Items since last meeting August Item 5.5 Water Safety The Director of Lifesaving and the Director of Youth confirmed if cadets undertake water safety they will not receive an honorarium payment unless previously agreed with the Director of Lifesaving and Youth. Generally funds from any water safety event supported by the cadets will be returned to the club and used for the cadet camp. The Board numinously supported this approach. Sharee Hart Anthony Taylor completed Item July Future Fund - Boats The Board agreed the Boat section should develop and present a written proposal for the requested equipment. It would be reasonable for the Boat Section to request access to the Futures Fund currently established for the Boat Section, but they should also include a fund raising proposal in the submission showing how the future funds will be at a minimum matched and the additional funds raised. Boat Captain Director of Surf Sports August/ September completed Refer motion items 6.2 Item 4.2 June Fundraising The Board approved the fund raising suggestion to Sell a Brick in the new and have requested development of a proposal was not feasible Director of Sponsorship August complete 23 September

8 Item 4.8 July Club Budget Development of the /16 budget process is now commencing and Board members are requested to submit their budget projections on the proforma spreadsheet developed in excel. The template can be obtained from the Board secure area of the club website and should be returned to the club office. Board Members August completed 23 September

9 Attachment 1 Secret Harbour Surf Lifesaving Club nc Surf Boat Submission # 2 (23rd September ) Request: The Surf Boat rowers would like to formally request from the Board of Management, the release funds of approximately $ from the future fund to assist in the purchase of two second hand boats and a trailer from Mullaloo Surf Club and a new set of competition oars. Background: Following feedback from the last submission presented to the Board from the Surf Boat section we have taken the following action; Conducted a meeting of members on the 17th September and reviewed the feedback and directions provided by the Board. Researched local options for a boat to meet the needs of the /2016 season and beyond. Presented this to the boaties group for consideration. Researched the cost of freight for a surf boat from the Eastern States is approximately $5500 Gained commitment and consensus from all representatives of each surf boat crew at the meeting on the 17 th September to endorse the above request to the Board. Conducted a viewing of the available boats at Mullaloo Surf Club by Nick Mcivor, Brendan Privilege and Ross Onions. Provided some pictures of the available boats to the Board for consideration Summary of report provided by Nick Mcivor, Brenden Privilege, Ross Onions We inspected the hull, internals and deck area of the newest of the two boats and found them to be in a reasonable condition for a 3 season, 4 year old boat; They are asking $14k for the newer boat and have offered the older Perry boat, not sure of its age, for $1k with an old trailer that may or may not be licensed; The 3 of us believe it is worth pursuing these boats for purchase; Risk A delay in the decision making process poses a risk of not having any additional options for additional boats to use for the /2016 season. Future Planning- New Boat There is still great enthusiasm within the boat section to purchase a new boat for the future of the sport with the aim of achieving this in time for the Aussies return to WAin the 2016/2017 season. With an approximate cost of $ for a new boat, many fundraising ideas have been generated. Some ideas that we would like to progress with endorsement of the Board include; (1) Sponsorship of Oars Forty (40) tickets of $200 is sold to local business with the opportunity to sponsor four sets of club oars. Potential fundraising target of $8000. Potential (40) sponsors would be invited to an afternoon (Boaties Auction) for the official draw to win the opportunity to have their names on the oars for the life of the oar. Four sets of oars would be made available for sponsorship. (2) Boaties Auction night Invite past and present members to an afternoon eg Friday 4th December commencing at 5.00pm to participate in a Boaties Auction of old oars. Oars would be offered for sale with a starting price of $100. Following the Auction we would draw the winners of the Sponsorship of Oars. Raffles, bar sales and food sales would contribute to the Boaties fundraising. Potential fundraising target of $4000 These two events could potentially raise $ $ Action - Recommendation 23 September

10 With support from the Board we would plan to; Formalize an offer to purchase the two boats and trailer from Mullaloo Surf Club for $ We would propose to use the additional $1500 from the Future Fund to be put towards some new 'male' oars to be used for competition and training. The Surf Boat section would like the opportunity to submit an annual maintenance budget for the purposes of maintaining and improving the current trailers (rollers), repair equipment, maintain batteries and pumps and attend to general maintenance requirements. Research on pricing of equipment is yet to be completed but as a general guide the Boat Section would be seeking an Annual Maintenance Budget between $2500-$3000. Feedback on fundraising proposals Prepared by Matt Osborne Boat Captain 23rd September. 23 September