Minutes of the Noosa Heads SLSC Management Committee Held at Noosa Heads SLSC on 26 June 2013 4.00pm 1. Meeting Open:4.40pm Attendance: G O Brien, D Capps, D Glassock, G Cowie, S Mawby, G Lynch Guests: S Fletcher, B Mills, P Gray Apologies: P French 2. Sponsorship Report: Solar Proposal: Builder Peter Gray provided an update on the engineers report undertaken as part of the solar review. The roof trusses are not adequate to support the installation of roof panels therefore the service provider has been asked to provide an alternate solution for the placement of the panels. Consideration will also be given to other options for improving the existing trusses, and will be revised and presented to MC for consideration. Unfortunately our application for funding through the Jupiter s Casino Grant was unsuccessful. 3. Potential Conflict of Interest: On agenda items MC Members interests to be declared to members. Nil conflict was declared 4. Minutes of Previous Meetings: 4.1 Motion: That the MC endorses the minutes of the MC Meeting 24 April 2013 as true and correct. Seconded: G Cowie 4.2 Motion: That the MC endorses the minutes of the MC Meeting 22 May 2013 as true and correct. 5. Business arising from minutes: Action Matrix: 5.1 Item 10.2 December 2012 - Annual Dinner: A successful night was had by over 290 members, including many of our Life Members. The MC congratulates all award winners and in particular, Ron Lane on his being awarded Life Governor status in recognition of his great ambassadorship and service to our Club. This recognition will be formalised at the upcoming AGM on 30 June 2013. It has become obvious that the Supporters Club venue is not the most suitable and other options will be discussed in consultation with members. Feedback has been received from members in respect to splitting the function in order to make it more user-friendly. The acoustics in the Supporters Club is not suitable for an awards ceremony of the current size and table positioning is difficult to ensure all members can see the stage area. Management Meeting Minutes 26 June 2013 Page 1
The MC agreed that it was best to support one major Awards function for the entire Club, however, to canvass options to go off-site and discuss with members. 5.2 Item 12 January 2013 Seahorse Nippers Pilot Program: The conclusion of this 6 week pilot saw over 23 Seahorse Nippers go through the program, and numerous volunteers participate in Queensland first trial. A special presentation was made to each participant and the opportunity for these children to stand on the winner s dais was a highlight for every family and volunteer on the beach. Plans are to run this program again throughout the Nipper season and are in preliminary stage. It is envisaged the program will be offered in blocks throughout the season ahead. The MC thanked Steve Mawby and his team of dedicated volunteers and sponsors for driving this initiative and bringing it to fruition. 5.3 Item 10.3 February 2013 - Stocktake: Stocktake was successfully completed by 30 th April. Old and obsolete craft were identified have either been written off or will be offered for sale to members. 5.4 Item 16.1 February 2013 - Gym Equipment: The new gym equipment has been installed under the supervision of Phil Bowden, with the obsolete equipment being sold to the rugby club. Feedback has been positive and members are encouraged to attend one of the orientation sessions to familiarise themselves with the new equipment. It was noted that the Acceleration Program sessions (for around 20 athletes) are scheduled in the gym between 4-6 pm on Tuesday and Thursday afternoons, which may impact on other users at this time. Given the investment the Club has made in this program and the Health & Safety issues, the MC determined that whilst these sessions were being taken, the gym would be closed to other members. A sign is to be placed outside the gym to advise members. Motion: That the gymnasium is closed to members, other than those participating in the Acceleration Program session, between 4pm and 6pm on Tuesday and Thursday afternoons until the Acceleration Program is completed. Moved: G Cowie Seconded: G O Brien 5.5 Item 15.3 April 2013 Twin Hull IRB: The IRB and trailer were sold via advertising on Ebay. 5.6 Item 16.2 April 2013 - Season Review: A detailed review of the season and the coaching and training needs for the season ahead was undertaken. Interviews were held with our younger athletes to seek feedback on their goals and training needs for the season ahead and further feedback was sought by means of a survey sent to over 230 members, from U13-15 cadets up to all Active Members. Response was limited to approximately 10% (23), and overall was very positive. MC acknowledge that there are always things that can be done better and feel confident the new training program will address most of those issues. A comprehensive Training Program for the season has been developed for all athletes and is available on the website. Response has been overwhelmingly positive. 5.7 Item 18 April 2013 - Annual Reports: All reports were completed and the Annual Report has now been printed for distribution. Management Meeting Minutes 26 June 2013 Page 2
6. Correspondence: -IN 6.1 16.05.13 SLSF Letter National Boardies Day 6.2 20.05.13 SLSQ Sunshine Coast Branch Email DCS Funding- Clubs Annual Financial Return 6.3 21.05.13 JLT Insurers Email Association Liability Insurance July 13- July 14 6.4 23.05.13 Workcover Qld Email Annual Declaration 6.5 24.05.13 Love & Partners - B Buntain Email Advice re Westpac bill - report as Current Liability 6.6 29.05.13 Pastor Dallas Freeman -Wave Church Email Thank you for protecting our beaches and training volunteers 6.7 02.06.13 Chris Doney Email Thank you for award presentation 6.8 03.06.13 R Campbell Dicky Beach SLSC Email Thank you Annual Dinner 6.9 03.06.13 SLS Foundation Email Jupiters Summer Surf Girl info 6.10 04.06.13 SLSQ Letter Sunshine Coast Search & Rescue Exercise assistance 27 August 6.11 05.06.13 Surf Lifesaving Foundation Email Surf Safe Appeal Door Knock 18 November - 1 December 6.12 06.06.13 AGL Action Rescue Helicopter Letter Invitation to President Annual Gala Ball 6.13 11.06.13 SLSA Bree Corbett Letter Approval for Honda ATV 6.14 11.06.13 Michele Bootes Letter Thank you for Seahorse Nippers & request for members to train 6.15 11.06.13 ATO Letter Advice PAYG to remit quarterly 6.16 12.06.13 SLSQ Sunshine Coast Branch Email Branch Councillors Annual Report due 1st July. 6.17 12.06.13 Love & Partners Letter DCS Expenditure Report for signature 6.18 12.06.13 Love & Partners Letter Acceptance to act as Club Auditor 2013-14 6.19 14.06.13 JLT Insurers Email Response to Aussies Insurance cover 6.20 17.06.13 Love & Partners - B Buntain Letter Signed DCS Expenditure Report 6.21 19.06.13 Atlas Multi Sport Email 7 Sunshine Coast Marathon- Everyday hero registration 6.22 19.06.13 SLSQ Sunshine Coast Branch Email Branch annual requirements 6.23 24.06.13 Peregian Beach SLSLC Email Member training with Noosa 6.24 25.06.13 SLSQ Sunshine Coast Branch Email Awards of Excellence 6.25 26.06.13 SLSQ Email Youth Ball 7. Business arising from correspondence: The Club Administrator has handled the incoming and outgoing correspondence on a day to day basis. 7.1 Item 6.10 Sunshine Coast Search & Rescue Exercise: In conjunction with Queensland Water Police, Expressions of interest from our members has been sought by SLSQ to assist in Search & Rescue Exercises being conducted on Tuesday 27 th August. Advertise this to members via the Noticeboard and in the Newsletter. 7.2 Item 6.21 7 Sunshine Coast Marathon : Atlas Multisport are the event organisers for the 7 Sunshine Coast Marathon and have contacted the Club to advise that as an Ambassador and participant in this event, Jordan Mercer has to nominate a charity for donations made as she travels throughout schools promoting this event. Jordan nominated the Seahorse Nippers as her preference which will require the Club to register with Everyday Hero to facilitate the collection of donations for an annual or monthly fee. Atlas Multisport is prepared to donate an amount to Jordan s charity, equal to these fees. MC agreed to register for one year and review at the conclusion. Motion: That the Club register as a charitable recipient with the Everyday Hero website for a period of 12 months. Moved: G Cowie Seconded: D Capps Management Meeting Minutes 26 June 2013 Page 3
8. Correspondence: OUT 8.1 06.06.13 JLT Insurers Email Transit Insurance cover Aussies 2014. 8.2 11.06.13 NHSLSQ Supporters Club Letter Retained Profits for minuting at SC Meeting 8.3 16.06.13 Love & Partners Letter DCS Funding Expenditure Report - Signed 8.4 21.06.13 Life Members Letter AGM Invitation 8.5 24.06.13 Michele Boots Email Response to members training in Noosa 8.6 21.06.13 McCormicks Lawyers Letter Invitation to be club representative 8.7 26.06.13 All Members Email Coaching appointments advice 9. Memberships: 21 May 2013 to 24 June 2013 9.1 New Members: Nil 9.2 Renewing Members: Nil 9.3 Transferring Members: `21 May 2013 to 24 June 2013 First Name Last Name Membership Category Losing Club Conor Burrows Junior Activity Member (5-13 years) Maroochydore Julian Reid Active (18yrs and over) Moore Park Beach Motion: That the MC endorses the above listed Transfers. Seconded: D Capps 10. New Items: 10.1 Membership Fees: 2013-14: A proposal of fees was determined based on reviewing what other clubs are charging, likely cost increases and a desire to keep costs as low as possible, in particular for our JAC members and youth. Fees & Charges Lifesaving Membership 2012-13 2013-14 Active Senior 18+/ Award/Long Service/Reserve Active $80.00 $90.00 Active Junior 15-18 years/cadet 13-15years $55.00 $60.00 Nippers Membership First Child $80.00 $90.00 Subsequent Child $65.00 $75.00 Associate $85.00 $95.00 Nipper Family (2 Adults/3 children) $300.00 $325.00 Security Band / Fob Security band Fee Non refundable $20.00 $30.00 Replace Security Band $20.00 $30.00 Locker Key - Non Refundable $50.00 Bronze/SRC Adult $160.00 $180.00 Bronze/SRC Junior $70.00 $90.00 Management Meeting Minutes 26 June 2013 Page 4
The MC were reluctant to increase prices any further than necessary and therefore after discussions, determined the above to be the most appropriate increases over each membership category. A focus on keeping our JAC and Junior members costs as low as possible is reflected in the above prices. Locker key costs to members have not increased for many years yet the costs associated with issuing and replacing keys and/or the barrels have continued to rise. Security band fees will no longer be refundable as they are deemed worthless once having been used for a period of time, and not likely to be resold. Motion: That the MC endorses the above listed Membership Fees for 2013-2014, to be formally adopted at the AGM. 10.2 Annual Report: The Annual Report is complete and a copy has been provided to all MC members for endorsement. Motion: That the MC endorses the Annual Report for 2012-2013, to be formally adopted at the AGM Seconded: G Cowie 10.3 AGM Sunday 30 June 2013: Preparations for the AGM are in place. As there is an Election for the Director of Surf Sports, ballots will be handed to members who are entitled to vote as they sign in at the door. The Agenda was discussed and checked to ensure compliance with the Constitutional requirements which includes endorsement with SLSQ, SLSA and SLS Sunshine Coast Branch for season 2013-14. It was also agreed to include the appointment of Patron for the year ahead. 10.4 Sale of Club Equipment Form: A form has been developed for use in circumstances where a Director wishes to sell or trade in any Club owned equipment. This enables a record to be made relating to details of the asset for identification purposes, a record of the sale price to guide the admin team in relation to taking payment or issuing invoices, and the opportunity for a second Director to co-authorise the sale price. This ensures a clear and transparent process is in place. Motion: That all Club owned equipment offered for sale is documented on the Sale of Club Asset Form and presented to the MC for authorisation and endorsement as required. Moved: S Mawby Seconded: G Cowie 10.6 SLSQ Conference: A high level of interest from MC Members wishing to attend this conference was shown. Directors have been asked to advise their availability, complete a list of attendees to be invited, and circulate to the MC for approval. B Mills is to arrange to book a table for the awards of Excellence and make bookings for accommodation where required or for any members attending the conference. Management Meeting Minutes 26 June 2013 Page 5
10.7 High Visibility stock: B Mills advises of a special being offered by suppliers at present. The stock is priced at half the usual costs for orders placed in the coming days. It is estimated we will need approximately 1200 units for the season ahead, therefore this offer should be considered as it represents a significant cost saving and there should be no problems selling the stock during August & September. It was determined that an order for 50% of our estimated seasons requirements be placed asap, with the balance to be sourced as required later in the season. This will ensure we have adequate stock for Nipper Sign on days and will be able to offer a discounted sale price to our members. Motion: That the MC endorses the purchase in July of 50% of the seasons estimated requirements for High Visibility vests at the discounted price. Moved: S Mawby Seconded: G O Brien 11. Presidents Report: 11.1 Performance Reviews: GOB explained the structure in place to complete the annual staff evaluations and performance reviews. This document provides both Management and staff the opportunity to review progress, assess competency and plan for any further skill training to be undertaken. It is also a forum for discussing new items and providing feedback on the past year. Paid employees - Active Club Manage Byron Mills and Club Administrator Sharon Henderson were asked to leave the meeting for GOB to provide a review for all MC Members. Motion: Salary adjustments and bonus allocations as recommended to the MC based on the Review process were endorsed by the MC. Moved: G Cowie 12. Deputy President Report: Verbal. 13. Director Administration Report: At present, the DOA and ACM are working on the Coaches contracts, in addition to fine tuning the Training Program implementation. 14. Director Finance Report: 14.1 Finance Report: May 2013 - YTD & Annual Budget. 14.2 Audit Report: The Auditors report came back with some very positive comments and observations. Of particular note is in relation to the positive relationship between our Active & Supporters Club, which is not always the case in other Clubs. The recorded minutes also clearly show the MC s focus on debt reduction and tight financial management, member s interests and reflect a positive Club culture. The Audit Report stated that the minutes kept by the club are excellent examples of best practice in minute taking and comment the club s effort in this regard. Management Meeting Minutes 26 June 2013 Page 6
14.2 Payments: All payments made in May 2013 have been duly authorised by the ACM B Mills and the Director of Finance and/or Director of Administration and are shown on the attached Bank Register. Motion: That the MC endorses the payment of the monthly accounts. Moved: S Mawby Seconded: G Cowie 14.3 Audited Financial Statements 2012-13: GOB spoke of the excellent results posted for the year 2012-13. Our Supporters Club donation is the biggest on record and is as good, if not better, than any other club in the country. The hard working Supporters Club committee, Manager, Anton Mogg and his team have again ensured our financial stability and provided the ever increasing funds needed to support our lifesaving operations and to fund Club growth. The Directors have kept a tight rein on spending and have managed departmental budgets with restraint. The loan has been significantly reduced over the past year again and the full repayment of this debt is now within reach over the next two years. Motion: That the MC endorsed the audited Financial Statements for 2012-13. 15. Director Lifesaving Report: Attached. The new IRB has arrived and is a welcome addition to our patrol capabilities in the coming season. A revamp of the First Aid Room is underway and we have currently 16 members undertaking the IRBD Course. The Seahorse Nipper s facebook advertising has had exposure to 33,271 people with 113 likes, and the Dawn Fraser, Jordie and Brillie photo receiving 1075 views. This has proven to be a great no cost promotional tool for the club. There have been various member s nominated for awards at the SLS Sunshine Coast Branch Awards of Excellence, being held 27 th July with nominations to be advised in due course. The Youth Big Day Out was a great success with much fun and team spirit shared by participants. The Youth Ball is again happening with S Keelan & D Capps coordinating any expressions of interest in attending and booking a table or tables as required. A small fee to attend will be charged to cover some of the costs with the Club financing the balance. YIPS Gold and Silver award winners will be subsidised further in reward for their efforts last season. The Lifesaving Committee sought approval to sell the Gemini Beach IRB trailer as it is currently too high for the Arancia s although B Mills advises it may be best to defer this action until the possibility of making some modifications is fully investigated. D Capps agreed and will liaise with the ACM in this regard. 15.1 Girls in Surf Event: D Capps spoke in support of a Girls in Surf initiative as a female only leadership and youth event to be led by female members of the Club. G Lynch indicated she would be willing to assist getting this initiative off the ground. D Capps will oversee the coordination of this event and will report back to MC with a proposal. Motion: That the MC endorses the planning of a female only Leadership and Youth event to be presented to MC for endorsement. Moved: D Capps Management Meeting Minutes 26 June 2013 Page 7
15.2 Lifesaving Committee Minutes: 4 June 2013 Draft 16. Director Surf Sports Report: Nil 16.1 Surf Sports Minutes 13 June 2013 Draft 17. Director Junior Activities Report: D Glassock reports the JAC are underway with Nipper Sign On planning and preparation. The Good Shepherd Lutheran Poll and Hall have been booked for 18 th and 25 th August 10am 3pm. 17.1 JAC Minutes 11 June 2013: Draft 18. General Business: 18.1 JAC Age Managers: Expressions of Interest have been sought in the interim; all Age Managers will be elected by the appropriate Age group members, sometime closer to the commencement of the season when new and renewing Memberships have been completed, most likely early September. 18.2 Wave Warriors event: This event has been reduced to a single day, Saturday 22nd February, not two days, as originally planned as the KNG series has not been confirmed as proceeding at this point in time. 18.3 Training Facilities: In preparation of the upcoming proficiencies, G Cowie has been working with G McLaughlin to ensure the clubs facilities can cater for the demand. First Aid training needs adequate floor space to be conducted so investigations into obtaining a quotation for some roll our carpeting that can be rolled out and used short term in other areas of the club such as the Supporters Club meeting room or the veranda staff car park, weather permitting. 18.4 Saturday Training BBQ: D Glassock sought approval to run a small BBQ for members after Saturday morning training sessions for our younger members. A gold coin donation will cover some of the cost with the balance being shared by the cadet and JAC budget. It was suggested that Lorna Garden be advised as the unofficial Club dietician as a matter of courtesy and to seek advice on healthy options. 19. Meeting Closed: 7.30pm 20. Next Meeting: Wednesday 24 July 2013-6.30pm President: G O Brien Director of Administration: G Cowie Management Meeting Minutes 26 June 2013 Page 8