Minutes of Meeting Meeting: Progress Meeting No. 9 Organisation: Dragon Boat Victoria Location: Library at The Dock, 107 Harbour Esplanade Docklands 3008 Chair/Recorded by: Chair: David Nairn / Minutes: Vicky Chung Date: 11.2.2016 Present: Chris Schleusener (CS) Chris Gabriel (CG) by phone dial-in David Nairn (DN) Jim Eaton (JE) Michelle James (MJ) by phone dial in Vicky Chung (VC) Apologies: Magie Guy (MG) Phillip Chan (PC) Non Attendance : Purpose Distribution Numbering Board Meeting Attendees, Apologies MeetingNumber.ItemNumber Item No. 9.1 DN welcomed all attendees. 9.2 Approval of 14 January 2016 Minutes The Board accepts the Minutes of the meeting January 14, 2016 as presented. Moved by CG. Seconded by DN. 9.3 Matters Arising 9.3.1 No new matters were raised. 9.4 Safety & Insurance 9.4.1 MG submitted an update paper but was not present to provide a verbal update. No questions were directed by the Board for MG. 9.4.2 Agenda item paper on Single Dragon Boat Trailer to be deferred to next Board 9.4.3 9.5 meeting. Agenda item paper on TK1 Usage to be deferred to next Board meeting. Operations Manager Update 9.5.1 The Falls Creek Regatta ran smoothly over the Australia Day weekend and was a profitable event for DBV. Payment of sponsorship money from Falls Creek Regatta Management (FCRM) and transport company invoice expected to be received. 9.5.2 Registration entries for Albury Wodonga Brave Hearts dragon boat regatta close on Monday 15 February. Registration to be extended. CS to send email to paddlers. MG MG Next Board Meeting Next Board Meeting CS 12.02.16 1
9.5.3 Chinese New Year (CNY) regatta Memorandum of Understanding with Golden Dragon Ballarat has been signed off by Helen Payne. 9.5.4 The shirt design for the Board and Officials through BLK won t arrive in time for Vic Titles. Gyles from The Regatta Shop has provided some stock items that could be available before Vic Titles. CS to send out designs if we look to use Regatta Shop. 9.5.5 DN, JE & CS met with Xavier Reicha from City of Melbourne (CoM) and Hub stakeholders last week to discuss the Hub Opening, utility fees and building issues. 9.5.6 A Hub storage rack induction was offered last Monday at 5:30pm and conducted by JE. Only 4 people attended. CS thought more people would have attended. 9.6 Finance Update and Membership 2016/2017 9.6.1 Falls Creek Regatta generated a healthy profit for DBV. 9.6.2 Membership 2016/2017 Paper prepared by MG and CS recommended a fee schedule and change of dates to the DBV yearly memberships. The proposed membership period will align to the current annual insurance period. There will be 8 membership types for 16/17 season. Members who joined in the 15/16 season will be reminded that the DBV insurance coverage is until 31 August 2016, and upon renewal for the 16/17 they will be offered a 2 month deduction from their new year s fees. CS March 2016 VC 12.02.16 Resolved: DBV to adopt full year membership registration to be from 1 July to 30 June. Half Yearly insurance will be applicable to the 1 Jan to 30 June period. Winter membership will be abolished in the 16/17 season. DBV clubs will be informed as to the final decision membership fees in May 2016. Action: VC to summarise MG s fee structure proposal into a table format for presentation at the Presidents Meeting. Example of the fees scenario will be based on current season s rates as a guide only. 9.6.3 The Board unanimously appreciated MG efforts to move DBV membership in the right direction. 9.7 Community Hub Update 9.7.1 Following item 9.5.5 JE stated that on the Community Hub open day that each of the tenants have been asked to host a Come and Try Day. Defects in the Hub building have been notified to CoM and the builder has 12 months to fix. 9.7.2 Mike McGenniskin from Dragon Masters has completed great work with storage. It has freed up cages and created more storage for DBV clubs. 9.7.3 JE agreed to run more Hub inductions for Clubs if required. 9.8 Regattas Update 2
9.8.1 2016-2017 Regattas CS highlighted metro regattas are not turning any profit for DBV due to the high costs associated with hosting them at Docklands. Metro regattas should be profitable and contribute towards the ongoing operational costs of DBV The City of Melbourne should be attracting us to stay to use the facilities. The time and effort involved in planning and coordinating regattas doesn t leave time to focus on attracting corporate bookings to generate additional income. CS Ongoing Falls Creek Mile High Regatta was profitable, and a Horsham/Dimboola regatta would be good to build the dragon boat sport in the regional area. CS proposed that DBV look at alternate venues to Docklands in hosting DBV metro regattas to reduce operational costs. If DBV can secure a 2 day Vic Titles event at Docklands, the costs to run the event over 2 days may be an extra 20-25% extra cost of a one day event. In addition to high costs, there are disruptions an example being at the Docklands Cup last year there were 6 commercial interuptions due to not having sole use of a water body. JE commented that a lot of regional regattas were conducted this season close to each other which led to some clubs being selective as to which regattas to participate in. Regional regattas should be spaced out. CG proposed that the Albury Wodonga Regatta could be shifted next season to avoid it being close to AusChamps. 9.8.2 Horsham Regatta 2016-17 Season CS has been in discussion talks with Sports Marketing Australia (SMA) for an October 2016 regional regatta in the Horsham/Dimboola. This 2 day regatta in the 2016/17 season could potentially reap good profits for DBV. The terms of acceptance paper provided by SMA was shared with the Board for reading and to comment on DBV commitments and Horsham Rural City Council commitments. Discussion was had as to what the council s event hosting fee to DBV was acceptable and coverage of costs. CG stated that a maximum grant allowance from the Wodonga Council is $5k, an amount sufficient to pay for rental of grounds, SES etc. CS, CG Ongoing Action: CG to share regatta manual with CS. Action: CS to continue talks with SMA, and have a conversation with Dimboola club and their involvement. 9.8.3 AusChamps 2017 update AusDBF has accepted DBV s offer to host the 2017 AusChamps in Albury. Ongoing On 30 January CG & DN joined for a meeting with Melanie Cantwell and Ross Boyce (both from AusDBF), representatives from the City of Wodonga and representatives from the Albury Wodonga Dragon Boat Club and Brave Hearts on the requirements to organise AusChamps. MG paddled in a TK1 on the lake and concluded that the water was slightly heavy. The lake is an old quarry site and there is a nearby functional quarry site. The lake is used by waterskiers and there is a ski jump. The catamaran can be removed and put back. The ski jump would not fall inside the proposed 7 lane course. CG proposed that the AusChamps dates be 18-24 April 2017. DN agreed it would fit within Wodonga Council s calender of events. 9.9 Storage Solution at Community Hub 3
9.9.1 PC paper on Storage Solutions at the Hub contained a collection of comments that have been made to the Communications Director/Vice President by clubs during meetings. It identified the need for communication be made to all clubs as well as changes and decisions being made. Steps should be ensured that all or relevant metro board meetings are across this as they do get asked questions in club training times. 9.9.2 Hub Equipment: Resin Chairs There are very few seating options at the Hub and caused nuisance at corporate and school date events. The chairs from Shed 2 were in poor condition and did not make it into the new Hub. Resolved: The Board approved the President to purchase on behalf of DBV 24 resin chairs from Bunnings at a cost of $8.20 each (Total cost $196.80). The chairs will be available for use by DBV paddlers, schools and corporate attendees. Funds to come from the Hub levy. Moved DN. Seconded by JE. 9.9.3 Hub Equipment: Drum Shelving & Lockers The Community Hub Levy raised $12k. Space has been identified where an additional 3 tall lockers can be kept in the Hub. This provides three clubs to have a total of two lockers each, or three clubs to have one tall and one low locker each. DN DN, CS March 2016 Update next meeting Mike McGenniskin from Dragon Masters has been working with DBV to create shelving for storage of drums and tails. Pigeon hole lockers to store gear is another consideration. Resolved: Clubs will be invited to ask for a second storage cage and pay $250 fee for the cage. CS to send email to clubs for expressions of interest. 9.10 Building a Sense of Community 9.10.1 There have been emails and conversations had from various Club presidents and paddlers which were noted by PC and actions to take to instil a sense of community in Victorian dragon boat racing. The Board present at the meeting recognised that teething issues were expected to happen with the relocation to the Hub, and its severity would only have been known post move. 9.11 Recommendation to include this as a discussion point at the Presidents meeting and a code of conduct or expectations be written in conjunction with Club Presidents consultation. Uniform of Trophy Presenters and Temporary Volunteers 9.11.1 Temporary volunteers or trophy presenters should wear the shirt of the organisation they are representing eg. AusDBF, DBV or clothing that does not represent their club. PC recommended that this be considered for future regattas and that it be added to any regatta preparation documentation. CS commented that the Board is moving in the right direction with uniforms with regards to the order of new shirts for the Board and DBV officials. 9.12 Falls Creek Mile High Regatta Survey 9.12.1 PC compiled results from the survey distributed to paddlers. Overall response rates was very low at 27% (or 46 responses out of 173 attendees). It is worth noting that the Australia Day 2017 public holiday will fall on a Thursday. 71% of respondents would consider taking Friday off to get the 4 day weekend. 9.13 Terms of Reference for Committees 9.13.1 Terms of Reference (TOR) draft papers for a Marketing sub-committee, Sweeps sub-committee and a Junior Development sub-committees has been deferred for discussion to the March Board Meeting. 9.14 Communications Update PC PC, DN Ongoing Update next meeting 4
9.14.1 No paper was presented. 9.15 Upcoming Events Update 9.15.1 Flinders Christian Community College school dragon boat event - Friday 12 February 9.15.2 Chinese New Year Regatta & Presidents Meeting, Lake Wendouree (Ballarat) Sunday 14 February 2016 9.15.3 The Community Hub official Open Day - Saturday 20 February 10am-1pm 9.15.4 Albury Wodonga Brave Hearts 8 th Annual Dragon Boat Regatta 27-28 February 2016 9.15.5 Victorian Titles, Victoria Harbour (Docklands) Saturday 5 March 2016 9.16 Next Meeting Meeting Closed at 8:28pm Next meeting: Thursday 10 March 2016, 7:00PM Action: Room to be booked by VC VC End of meeting. 5
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