Minutes Directors Meeting of Surf Life Saving Central Coast (Inc.) Held at Avoca Beach SLSC Tuesday 11 October 2016 The meeting opened at 6.07pm. 1. ATTENDANCE Stuart Harvey Peter James Brett Beswick Jane Davis Aaron Camp David Unger Chris Parker President Director of Special Projects Director of Lifesaving Director of Education Director of Member Services Director of Surf Sports Chief Executive Officer 2. DISCLOSURE OF INTEREST The Chairman requested the Directors to disclose any items of personal interest in matters that are going to be considered at the meeting. No conflict of Interest was disclosed. 3. CONFIRMATION OF PREVIOUS MINUTES NOTED The minutes from previous meeting held Tuesday 13 September 2016 were endorsed as a true and accurate record of the meeting. Moved: Director of Special Projects. Seconded Director of Education 4. BUSINESS ARISING Please refer to the attached action sheet (Attachment 12.1) July 5.0 Review Internal Financial Controls Complete. The CEO said that the auditor had reviewed this and confirmed he is satisfied with the existing internal controls, however if we wish to increase our governance with our financial reporting we can add the credit card statement to the monthly Directors reports. The Board agreed that this would be good practice and should be implemented. September 8.2 Position description for new Club Development Officer Position Not complete.
The CEO also noted that the artwork for the Strategic Plan had been complete and was now ready for dissemination to clubs and stakeholders. That the expanded credit card statement is included in monthly Financial report in addition to the credit card account reconciliation. 5. ENDORSEMENT OF FINANCIAL STATEMENTS The attached September financial statements were tabled and endorsed by the Board. Moved Director of Surf Sports. Seconded: Director of Special Projects 6. CORRESPONDENCE The incoming and outgoing correspondence was tabled and endorsed at the meeting. Moved Director of Lifesaving. Seconded: Director of Education 7. Endorsement of Sub-Committee Minutes and Recommendations Please refer to the attached meeting reports for: 6.1 BOMS meeting held 20 September 2016 6.2 BOE meeting held 26 September 2016 6.3 BOSS meeting held 28 September 2016 6.4 BOLS meeting held 29 September 2016 via teleconference That the above sub-committee minutes and recommendations within such minutes are endorsed by the Board, aside from the date for the ECSF which further thought is required to determine how this will affect the clubs. Moved: Director of Surf Sports. Seconded: Director of Lifesaving. 8. WORK HEALTH AND SAFETY The Directors to raise any hazards identified in the workplace and recommend strategies to eliminate/ reduce the identified risk to prevent potential harm or damage. The Director of Education said that Umina had issues getting the RWC off the beach last weekend and required members to push the ATV to help get it off the beach. The Director of Lifesaving said to try towing from the front of the ATV rather than behind. Nil items raised. NOTED
9. AGENDA ITEMS/ ISSUES OF STRATEGIC NATURE/ APPROVAL/ ENDORSEMENT 9.1 Endorsement of 2015/16 Audited Financial Statements The Board confirmed the resolution of the audited financial statements which had previously been approved via email resolution. The President said that it was a huge year for SLSCC and will be difficult to repeat so many new initiatives. The Directors acknowledged a big year for SLSCC and congratulated all involved in producing the annual report which has been professionally put together and captures the fantastic season 2015/16 was. 9.2 Council Leases and Relationships The President provided an overview of the meeting had with Council on 30 September. Unfortunately this meeting was concerning for SLSCC with the Council officers verbally discussing their views on the future lease arrangements where they would have full control of commercial income including the revenue and also manage the upstairs of the surf club facilities. Under this proposed model surf clubs would receive a grant from Council to fulfil lifesaving services and would not be responsible for maintenance of the facility but would have to book their usage of the upstairs of the surf clubs through Council. We have replied to this meeting with a letter delivered to the Administrator last Friday expressing our disappointment in the meeting and non-acceptance of their proposed model. As of last night we also received an email from Council with a proposed scope of an audit of each of the 15 surf clubs which is unacceptable and we will be advising Council that we will not be accepting this. We have also been working closely with Bob Ward Chair of the Community Local Representation Community assisting the Administrator who had a meeting with the Administrator today and has advised the Administrator will now get involved with this issue. Michael Gallacher has also been a good supporter of SLSCC and has been making enquiries. This will be the main agenda item with the Presidents on Thursday night in which a strategy moving forward needs to be agreed to. It is essential that we get our house in good order at all clubs. The Director of Special Projects said that there are a couple of things we haven t accepted and that is that in some cases our clubs haven t kept our end of the agreement in good check. We are therefore exposed to Council and we need to work through this to get our processes in good order and all clubs complying with the leases. He said we are experiencing a change in times and we must adapt to this challenge to secure the future of our surf clubs. I suggest we continue to say no, but develop a working group to resolve these issues as an alternative to the proposed forensic audit. It was noted that the reply from the Administrator will play a big part in determining the next steps.
Agreed outcomes from discussion 1. Via an agenda item at Thursday Night s Branch Council meeting all clubs will be asked: o Their current issues with Council and known breaches. o To put club DA s and progressions on hold until we collectively get our house in order. o To agree on our problem statements to understand the challenges in Councils eyes to help us negotiate these issues. 2. Respond to the suggestion of an audit of surf clubs in a firm but constructive way. Saying no but recommending a working group is appointed to work though the issues moving forward. 3. Gain copies of all surf club leases and acquire legal advice from SLSA Legal Representative, Ian Fullager, as to determine if existing leases can be broken. 4. Engage services of Brett Philips (LANDAS) and form a working committee to; o Provide advice on Council negotiations. o Work with clubs to resolve current issues. o Develop management templates, maintenance schedules and provide guidance on dealing with lease and commercial operation issues. 5. Continue to work with Bob Ward and Mike Gallacher and keep them up-to-date with correspondence. Also meet with other State and Federal Members to advise them of the issues surf clubs face. 6. Priorities the employment of new Officer to assist the working group with development of templates, etc. That the above actions are implemented by SLSCC. 9.3 Newcastle Permanent Sponsor Agreement The CEO tabled the new 3x2 year Newcastle Permanent Sponsorship Agreement for consideration by the Board. That the Newcastle Permanent Sponsorship agreement is endorsed by the Board to be executed once the CEO has negotiated a few areas included outside of the SLSCC proposal. 10. DIRECTORS /CEO REPORTS ITEM NO: 10.1 FROM: Stuart Harvey SUBJECT: Presidents Report We had the first Life Member Dinner for SLSCC on Thursday 6 October 2016 which was enjoyed by all and provided an opportunity for SLSCC to provide an overview of SLSCC s achievements in a social environment as well as recognising our Life Members.
We have the Annual General Meeting of Surf Life Saving Central Coast this Thursday. Directors will be asked to wait downstairs until 6.15 pm while a meeting is held with the Presidents to consider new Life Members. There has been some changes to SLSNSW with their CEO Phil Vanny announcing his retirement and Adam Weir announced as their acting CEO. The senior manager fraud issue continues to be investigated by the police and forensic auditors. The Director of Surf Sports asked if the previous executive have also been investigated. The President said he expects this is happening as part of the audit. That the Board accepts and endorses the Presidents Report. ITEM NO: 10.2 FROM: Peter James SUBJECT: Director of Special Projects Strategic Plan has been finalised with final version to be disseminated to stakeholders this week. Club Quality Program has unfortunately been moving slowly due to SLSNSW not resourcing this appropriately and time constraints with the SLSCC office. The new proposed staff member is needed to resolve this issue. Club Sustainability Program not implemented as yet by SLSNSW which is of concern. Futures Investment Committee will meet next month. That the Board accepts and endorses the Director of Special Projects Report. ITEM NO: 10.3 FROM: Brett Beswick SUBJECT: Director of Lifesaving Report 1. The BOLS meeting was held via teleconference with a good attendance. Major agenda items included ATV care and reporting, Patrol Op App and recording of water safety hours in Surfguard. 2. We experienced damage to the SLSCC RWC stored at Avoca and Council RWC from Terrigal while rescuing three fishermen from a small boat with broken down motor and taking in water 4-5km off Avoca Beach. 3. Drone Update. Members continue to train while awaiting the final stage of the UAV Operator s course with Little Ripper. 4. A Duty Officer expression of interest circular will be sent to clubs in December so training/ induction can take place during the back half of this season.
5. Tony Smith represented SLSCC at a multi-agency meeting at the Westpac Helicopter headquarters at Broadmeadow organised by the NSW Ambulance service to discuss call outs and communications at Lake Maquarie National Park. That the Board accepts and endorses the Director of Lifesavings Report. ITEM NO: 10.4 FROM: Jane Davis SUBJECT: Director of Education Report Spinal Management Proficiencies Regarding the BOE meeting. I have further clarified from State about exactly what is required in a proficiency for Spinal. I will be sending out something to clubs with a suggested scenario and what they need to be looking for. Assessors were worried that with the Collars removed (and the unit of competency) they really couldn t say if someone was proficient in the award. Spinal Management Award The Spinal Management Award has been removed as a pre req for Gold Medallion and SMBM award. The next Spinal course has been cancelled due to lack of numbers and I m going to cancel the others on the calendar. The only thing we need to check is for Patrol Numbers. Is it compulsory for a Spinal Award to be held by someone in our lifesaving agreement? Will this be impacted if all Spinal Courses are cancelled? Assessors Course Cancelled due to lack of numbers. We will reschedule in Jan / Feb. Training Officers Course Two day course will be run by State at Tuggerah for our members. Judy will be liaising with Sam about requirements. Not much work is required from Sam for this course, only the change in the course calendar. Has this been done to reflect the two day (rather than 1 initially)? Branch Markings On Saturday during a Branch Marking one of the tyres in the Branch vehicle was slashed with a stanley knife. I just wanted to make sure that people were aware of this (Maybe this could be moved to Brett s report) CTOs We currently have 6 new CTOs, Terrigal, Umina, Shelley, Toowoon Bay, Avoca and The Lakes. I am still concerned that Kilcare still have no CTO. That the Board accepts and endorses the Director of Educations Report. ITEM NO: 10.5 FROM: Aaron Camp SUBJECT: Director of Member Services Report Introduction: 1. Raising of the flags 2. Youth Program facilitators 3. Youth program participants 4. Disability Awareness training 5. Rookie disco
6. SLSNSW fines Issues: 1. Thanks to Kilcare for hosting the Raising of the flags, and congratulations to all the rookies in attendance. It was a great morning. 2. Facilitator for the upcoming youth development, Gap year, and Leadership programs have been selected and endorsed by the BOMS. A workshop will be held on the 21 st Oct to prepare the facilitators for their role. We have a good mix of returning and new facilitators- which is very positive. 3. A recall for participants has gone out due to low nominations in the Gap year and 13-14s programs. The difference has been attributed to the online nomination profile asking the kids to essentially self-nominate. A number of clubs also requested additional time due to a number of their members recently returning form holidays and not yet completing the online nominations. 4. A discussion was held at the BOMS in regard to inviting the Australian Disability Network to deliver disability awareness/confidence training to clubs as part of a regular BOMS meeting- this would also be open to other stakeholders within clubs. These programs are run within many institutions/ corporates to provide practical skills for people working with people with disabilities. 5. Rookie Disco planning is underway and looks set to be another great event. 6. Clubs raised the issue of being issued fines by SLSNSW for late entries, and questioned why this was so actively enforced, and where the money goes. Two examples were raised of clubs simply missing a day and receiving $600 plus invoices (shelly Beach). The clubs would like these issues justified by SLSNSW. That the Board accepts and endorses the Director Member Services Report. ITEM NO: 10.6 FROM: David Unger SUBJECT: Director of Surf Sports Report We don t have a host club for the first Junior Carnival to be held on 6 November which is concerning and I will be putting a request to clubs Thursday night. The challenge in finding a host has largely been due to the erosion issues at many locations. The BOSS have proposed to hold the ECSF on Australia Day as there are no other dates available. That the Board accepts and endorses the Director of Surf Sports Report. ITEM NO: 10.7 FROM: Chris Parker SUBJECT: CEO Report Introduction Based on feedback from clubs and members all seems to have kicked off to a smooth start to the season. SLSCC programs are now in full swing as are the club activities.
Aside from our major challenges with Council related issues all is positive and heading in the right direction, however focus needs to be invested into the implementation of the strategies outlined in the newly adopted strategic plan. Central Coast Council The President and I had another meeting with Central Coast Council on Friday 30 September. Unfortunately this meeting was concerning for SLSCC with the Council officers verbally discussing their views on the future lease arrangements whereby they would have full control of commercial income including the revenue and also manage the upstairs of the surf club facilities. Under this proposed model surf clubs would receive a grant from Council to fulfil lifesaving services and would not be responsible for maintenance of the facility. We have replied to this meeting with a letter delivered to the Administrator last Friday expressing our disappointment in the meeting and non-acceptance of their proposed model. Our strategy in dealing with Council issues will need to be revisited with our next steps dependent upon the response we receive from the letter sent to the Administrator. We have also been working closely with Bob Ward Chair of the Community Local Representation Community assisting the Administrator. Annual Report and Audited Financial Statements The audit and preparation of audited financial statements has been completed as you will see and Tim Davidson will be presenting on these at the AGM Thursday evening. Feedback from the Auditor was extremely positive with all in good order. The Annual report is currently on our website and being disseminated to stakeholders Tuesday. Sponsorship Liaison Newcastle Permanent has agreed to extend our partnership for a further three years with additional two year option and we have received a draft agreement which I am currently negotiating with their Sponsorship Manager. We have had verbal acknowledgement from the Newcastle Permanent Charitable Foundation that our submission has been successful for support for the Rookie Lifesaver and 15-17 Development Program this season. I met with Central Coast Leagues club recently to discuss some initiatives this season as well as confirm sponsorship arrangements. State Government Grant We are required to finalise the State Government Grant by the end of this month. We have saved in some areas and I am working with the Government on a variance submission for the remaining funds. A status of the key programs is detailed below: - Community Ed Completed with distinction aside from delivery, artwork and final payment of new trailer. - Digital radios purchased and disseminated to clubs and support ops. - Drones equipment purchased + program commenced. - Portable PA s 5 completed with remainder to be completed by end of next week, then delivered to surf clubs. - Website near complete CEO to provide visual overview at meeting. I am working with the Member for Terrigal to arrange a media event at the final Beachsafe talk for the year which the Minister for Emergency Services has also been invited. Club Compliance A reminder to clubs of the following compliance requirements: - Audited Financials and Annual Reports to SLSNSW by Friday 28 October. - Submit Annual Information Statement with ACNC within six months of annual reporting period. For more information visit - https://www.acnc.gov.au/
- Complete and submit Fair Trading Annual Summary of Returns (A12) within one month of the AGM. For more information visit - http://www.fairtrading.nsw.gov.au That the Board accepts and endorses the CEO s Report. 11. OTHER URGENT ISSUES/ GENERAL BUSINESS 11.1 CEO The current requirement for members to complete hard copy Member Protection Declarations is outdated now that most members complete memberships online. Action: An agenda item to be raised with SLSNSW. 11.2 Director of Education- one of my shirts in uniform package had embroidery spelt incorrect. The CEO said to bring it in top the office so it can be replaced. 11.3 Director of Lifesaving the amount of use the vehicles is concerning. Should only be used for DO or Patrol Inspections. Other usage needs to be endorsed by the CEO, DOLS or President. 11.4 President raised concern that the RWC team are still doing more hours than the roster agreed to prior to start of season. 12. ATTACHMENTS 12.1 Action Plan As per the below July 5.0 Internal Financial Controls Review with new Auditor CEO In progress September 8.2 Club Development Officer Develop Position Description CEO Not completed