Secret Harbour Surf Lifesaving Club Inc A Meeting of the Secret Harbour Surf Lifesaving Club Board of Management was held on Wednesday 17 August at the Secret Harbour SLSC Club rooms. Meeting commenced at 7:00pm Attendees: Rick Lowe President Ron Wade Vice President Rebecca Hughes Director of Youth Caroline Bates Director of House & Social Matt Osborne Director of Sponsorship Deb Bird Director Surf Sports Nick Le Plastrier Director of Finance and Administration Megan Williams Director of Education & training Rohan Pugh Club Captain (via skype) Iain Lund Dirctor of Lifesaving Secetary: Sharon Phillips Minutes 1.0 Previous Minutes The Minutes from the Board of Management meeting dated 17 August were put forward for approval. Motion proposed by Club Captain Rick Lowe Accepted: Seconded: Result: Deb Bird Megan Williams The BOM unanimously approved the minutes 2.0 Standing Notice: 2.1 Any Conflict of Interest Declarations Caroline Bates, proprietor Ocean & Earth will not be part of expenditure considerations for proposal to purchase surf boards presented by Director of Youth. 2.2 Any Occupational Health & Safety (OH&S) Declarations Nil declared Note: The declarations register is provided in attachment 1 and will be tabled at each Board Meeting & presented at the AGM in accordance with the new Association Rules which came in affect 1 July. ACTION ITEMS FROM PREVIOUS MEETINGS RECORDED ON ACTION SHEET IN ITEM 9.0 8 October
Directors and Other Reports 3.1 The following Directors and other monthly reports were circulated and noted. President Report Vice President Director of Finance & Administration Club Captain Report Youth Director Report Director of House and Social Director of Sponsorship Director of Education Director of Lifesaving Director of Surf Sports 3.2 Finance, Administration & Other reports August financial reports have been circulated for consideration & approval by the BOM August Bank Reconciliation Reports submitted for approval. August Bank transfers submitted for ratification. Fundraising Meeting minutes /17 Draft Budget 5 Discussion Items from Directors Reports 5.1 President Recently met with Council to finalise the club building lease. The meeting was very positive and it was advised the final draft of the lease could be expected by the end of September. The official opening of the club was conducted by Council over the weekend of the 18 September and was very successful. The Board have requested the Member Services Officer to obtain quotes for club polo shirts and scarves to be used at official events by club members. The Director of Surf Sports agreed to obtain quoted to take photos of Board members to be placed on display within the club & website. The Director of Sponsorship & Surf Sports will review placement of the club Honour boards over the next month. It was noted SLSWA have developed a new marketing strategy designed around reclaiming the beach and this will be rolled out over the next couple of months. Investigating further board training through SLSWA and the possibility of funding support. It was suggested training may be undertaken in conjunction with other surf clubs in the area. 5.2 Vice President A comprehensive fault/defect list for the new building has been sent to Council to ensure items are repaired during the warranty period. Club members are requested to advise the Vice President if they become aware of any items or issues requiring attention in the new building. A default register will be located in the wet training area. 5.2 Club Captain In noting the club complaint and grievance processes, it was agreed by the Board the initial submission will be considered and reviewed by the relevant parties at meetings and not via email to ensure all the relevant documentation is considered appropriately. 8 October
Copies of the relevant policies pertaining to complaints & grievances will be issued to all Board members by the Club Administrator. As required by the new Dept of Commerce association rules, all members will be forwarded an email advising the location of the club constitution, bylaws and other relevant documentation towards the end of October (at conclusion of peak registration period) Given recent comments on the club closed Facebook Group it was agreed the SLSA Social Media policy will be pinned to group alerting members to club expectations. Additionally, further members from the Board will be added as administrators. Planning will commence soon for the senior & boat carnivals scheduled to be hosted by the club on 19 November & 4 December respectively. Expressed concern that the club is trying to appoint a Boat Captain 5.3 Director of Finance & Admin Draft budget completed and is presented for approval by the board (refer motions) Registration Day was quieter than in previous years and numbers are down slightly. However, further advertising through the Club Community Facebook group will be undertaken. Also, SLSWA are going to undertake some state wide advertising, as it appears nipper numbers across all WA clubs are experiencing lower numbers. 5.4 House and social Plans for the Member Open Day on the 23 October are in progress and plans will be circulated to the Board. The Function Coordinator is developing a marketing plan for the hire of club facilities. She will liaise with the Director of Sponsorship on the draft plan and costings. It is pleasing to report on the huge success of the recent Bogan Bingo function. Snacks have now been introduced for sale through the bar. It was requested some clear signage for children s access to the bar area are established in accordance with the liquor licensing guidelines. The food application for the club kitchens has been submitted to CoR 5.5 Lifesaving SLSA have been invoiced for funds being made available under the National Beach Safety grant. It was pleasing to receive a new ipad from the Good Guys, Rockingham /17 Patrol rosters are now available online for members to nominate patrol teams. Coordination to pick up the new IRB from state centre is being undertaken. The /17 Lifesaving MOU with Cor has been submitted and club is pending feedback from them. 5.6 Education The Director of Sponsorship will follow up on quoted for the printing of education material. SLSWA have presented a proposal to undertake a super assessment for the bronze medallion again this season. The Board unanimously agreed to note support the proposal, as they had concerns with the provision of appropriate levels of water safety and being able to appropriately assess such a large group. The Club Captain will provide this feedback to SLSWA. The Board agreed to trial the request to have club administration undertake loading of member skills maintenance proficiencies into surf guard for a period of 3 months. 5.7 Sponsorship 8 October
8 October As requested by the Board a 2 nd quote for development of a marketing strategy has been obtained from KDandM Designs. The board have requested to meet with the proprietor of the second proposal and this will be undertaken in early October. Discussion are ongoing with Channel Nine News on continuation of their sponsorship. The club app has now been purchased and it is currently being tested prior to release. Plans are being developed to form a fundraising committee. Volunteers are needed urgently. A meeting has been undertaken with the March Past Team regarding fund raising plans for attending the Aussies in 2017. The Board have requested a proposal outlining the fund raising events and how the money raised will be spent. The Director of Finance is requested to review the possibility of centralising reporting all sponsorship under the sponsorship portfolio for the October meeting, so funds can be more appropriately tracked rather than across applicable individual portfolio areas. The Board agreed to accept a proposal from Celebration Homes to donate $1000 to the club. They will receive advertising in the club newsletter. 5.8 Surf Sports IRB drivers to provide water safety for training & coaching are required. A possible incentive will be considered when possible volunteer numbers are known. 5.8 Youths Planning for the upcoming season has commenced with an age mangers meeting/course scheduled for October. This season: o A new structured nipper program is being rolled out by SLSWA and this will be reviewed at the upcoming age managers course/meeting o children with special needs will be identified to age managers, whilst ensuring privacy; o children who has a parent with a sibling in a different group will be identified to age managers; o Each nipper group has an identifying flag kindly provided with the Alcoa sponsorship funds; o Each group will have a nipper container. Fremantle SLSC have approached the club to undertake a cadet sleepover at the club. The Board supported this request in principal subject to our cadets being invited to participate and confirmation of the date. The Board approved the proposal from Sarah Hull to invite the youth of the club to participate in Zoo snooze at Perth Zoo. The date is to be confirmed and it was imperative the parental guides were confirmed as having their Working with Children card. 5.9 Other Business The Director of Surf Sports requested clarification of the club involvement with the Palm Beach Rotary beach party to be held in April. The Director of Surf Sports will seek further clarification from Last year s coordinators Matt Evans and Mark Dove. The Volunteer Fire Service have requested the surf boats stored there are relocated. The Director of Sponsorship will advertise sale of the boats to other WA clubs. 6.0 Motions considered by the Board 6.1 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 of August financial reports (individual portfolio reports provided in attachment 1) The Board is requested to ratify the following items: - Draft Budget with a projected profit of $62 000. The budget also Includes some identified capital items, but does not allow for income from rental on the commercial spaces as it is unclear when this will commence. - An additional 4 hours per week for the Member Services Officer
The extra hours are in recognition of the additional work load associated with including managing carnival competition entries & education Ratification of following expenditure: - Keytech purchase of nipper flags from Alcoa sponsorship: $1567.50 - Oven & BBQ Cleaning for cleaning of club warmer: $350.00 - Legacy Camp deposit for Cadet Camp in April 2017: $1150.00 - City of Rockingham rates: $352.00-21 st Century Business extension of service agreement for 3 months: $665.00-21 st Century Business POS configuration: $605.00 - Prestige Locks for adjustments to club locks: $360.00 - EC Print for design of annual report: $1040.00 Ratification of Bank transfers - Cheque to cash reserve 13 September : $50 000 - Cheque to Debit card 5 September : $1500 Request approval to write off the following debtor: - Competition Entry fee from March : $25 Accepted: Seconded: Result: Rick Lowe Ron wade The BOM unanimously approved this motion 6.2 Motion proposed by Rick Lowe, Club President The Board is requested to approve the following expenditure: - Registration discount for a club member to $130. - The provision of a $100 fuel card for a club member to provide support during a challenging period. Accepted: Seconded: Result: Iain Lund Megan Williams The BOM unanimously approved this motion 6.3 Motion proposed by Caroline Bates, Director of Sponsorship. The Board is requested to approve the following expenditure provided for in the budget: - Installation of lighting dimmers in the function room subject to [provision of a second quote: $1080 - Abode Software: $124 - Fridge for Sundeck server: $2700 - Ice machine for installation in sundeck server: $1800 - Casual wages to employ cadets on a roster basis to pack away and tidy function room after use on Friday evenings during the summer nipper season. They will be employed on a roster basis. Accepted: Seconded: Result: Deb Bird Rohan Pugh The BOM unanimously approved this motion 6.4 Motion proposed by Rebecca Hughes, Director of Youth The Board is requested to approve the following expenditure provided for in the budget: - Purchase of Surf Boards from Ocean & Earth subject to obtaining quote from Mark Turley for the cost & provision of another board racking system. 8 October
Note: Caroline Bates, Director of Sponsorship abstained from discussion & decision for this item. Accepted: Seconded: Result: Deb Bird Megan Williams The BOM unanimously approved this motion 6.5 Motion proposed by Rick Lowe, Club President. Access to the building is complex and the security coordinator is requested to review current procedures, with a possibility of using only one alarm code access for building access. Accepted: Seconded: Result: Rohan Pugh Iain Lund The BOM unanimously approved this motion ACTION ITEMS RECORDED ON ACTION SHEET IN ITEM 10.0 7.0 General and Other Business 7.1 SLSWA Circular & Bulletins received and circulated 30. Event Sanctioning Management and Insurance Levy 29. SLSWA Nipper Education Program Activity Requirements for /17 7.2 SLSA Circulars received and circulated Bulletin 01/16-17 New Skills Maintenance tool for this seson Sep 16, Circular 09/ 16-17 Beach Safety Equipment Fund -17 Aug 30, Circular 08/16-17 - 2017 Interstates Championships 2017 Call for official nominations Aug 26, Circular 07/16-17: National Reward and Recognition Framework Aug 19, Circular 06/16-17: Coates Hire Coolangatta Gold Officials Appointments (Version 1) Aug 18, 7.3 Other Items Next meetings: Wednesday: 19 October 16 November 21 December Meeting Closed at: 10.15 pm Endorsed: (President) Date:. (Ron Wade) 8 October
10.0 Action Sheet Agenda Item Nbr Item 5.1 Action Item Responsible Due Date ACTION ITEMS From September Meeting Board Polo Shirts The Board have requested the Member Services Officer t obtain quotes for club polo shirts and scarves to be used official events by club members. Member Service officer October To be commenced Item 5.1 Board Member Photos Quotes to be obtained Dir Sponsorship Dir Surf Sports To be commenced Item 5.4 Bar Signage for Child Access Signage for children s access to the bar area Dir House & Social October To be commenced Item 5.4 Trial of Admin entering Skills maintenance proficiencies onto surfguard The Board agreed to trial the request to have club administration undertake loading of member skills maintenance proficiencies into surf guard for a period of 3 months. Club Admin Dir Education December To be commenced Item 5.7 Marketing Strategy Board to meet in early October to review quotes Board October In progress Item 5.7 Sponsorship Financial Portfolio reporting Review the possibility of centralising reporting all sponsorship under the sponsorship portfolio Dir Finance October To be commenced Item 5.7 March Past Team Fund raising proposal. A meeting has been undertaken with the March Past Team regarding fund raising plans for attending the Aussies in 2017. The Board have requested a proposal outlining the fund raising events and how the money raised will be spent. Dir Sponsorship Dir Surf Sports October In progress Item 6.5 Security Review current procedures, with a possibility of using only one alarm code access for building access. Kim Wade Vice President To be commenced Item 6.1 August 16 Ongoing Action Items Coordinate Youth Room setup To include the purchase of a television and bean bags and other general items Quotes to be obtained and submitted to the Board Management and supervision guidelines to be developed with attention to safety and behaviour Director of Youth Director of Sponsorship In progress Item 6.6 June Balustrade for Sundeck Design & quotes being reviewed by Mark Turley & Mick Wyburd. Funding and final quote to be presented at the October 16 Board meeting. Vice President September In progress 8 October
Item 6.4 May Club Lease Progressing is being made towards finalisation, with external building maintenance issues being agreed by both parties. It is anticipated a final draft lease will be received by the end of September 16. The draft lease for the gym space is being developed in anticipation of finalisation of the head lease. Vice President Director of Finance & Admin September In progress Item 6.6 March (update of Item 5.1, Feb 16 & Item 3.0 April 16 meeting) Item 6.1 May Review and action items from Grievance recommendations Report and Club By Laws Review including consideration of: - Inclusion of code of conduct in registration processes. - development of an incident sheet for complaints Include defining Affiliate Membership for the club President Vice President Club Administrator Club Constitution & ByLaw Sub Committee December In Progress Completed Action Items since last meeting Item 6.1 June Gear Shed Room Divider Temporary barrier has been purchased Item 5.3 August Item 6.6 May Item 6.6 June Item 2.1 June Club Budget Approved September Board meeting Various House and social items - Review current pricing schedules for viability of offering hall hire discounts for club members. - Training for RSA Managers in progress - Seek clarification from Dept of Racing, Gaming & Liquor on some aspects of the new liquor license, including membership numbers to ensure the club complies with all requirements. - Director of House & Social December completed 8 October
Attachment 1 Portfolio P&L s 8 October
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