BOARD OF DIRECTORS MEETING MINUTES - North Steyne SLSC
BOARD OF DIRECTORS MEETING MINUTES - North Steyne SLSC
BOARD OF DIRECTORS MEETING MINUTES - North Steyne SLSC
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<strong>North</strong> <strong>Steyne</strong> Surf Lifesaving Club<strong>BOARD</strong> <strong>OF</strong> <strong>DIRECTORS</strong> <strong>MEETING</strong> <strong>MINUTES</strong>Monday 19 th September 2011Meeting held at <strong>North</strong> <strong>Steyne</strong> Surf Lifesaving ClubMeeting commenced at 7.33pmPresent: Garry O’Sullivan - Chairman (GOS), Geoff Cooper (GC), Tom Rankine (TR), Deb Foote (DF), Col Stanford(CS), Jo Cooper (JC), James Purvis (JP) for Frank Traugott, Chris Dooley, Lee Cooper (LC) – minute takerIn Attendance: Tony Falzarano (TF), Shannon Job (SJ), David Cowell (DC), Robyn Humphrey (RH), HamishMatheson (HM)Apologies: Peter Frater (PF), Damian O’Shannassy (DOS), Frank Traugott (FT)ActionCONFIRMATION <strong>OF</strong> <strong>MINUTES</strong> <strong>OF</strong> PREVIOUS <strong>MEETING</strong>Moved: GCSeconded: JCPassedBUSINESS ARISING FROM THESE <strong>MINUTES</strong>TR questioned “early bird discount” change of date on membershipfees for the season. Agreed that a motion will be tabled underGeneral BusinessDateCORRESPONDENCE INAdditions to printed listing – received 19 th September1. SLSA – SLSA Junior Coaching Course – given to CD2. Royal Far West – Annual Report – given to CD3. Bruce Gilbert – request for payments totalling $939.99 –correspondence given to GC for him to consult with FinanceCommitteeMail given torespectiveDirectorsGC / FinanceCommitteeAt meetingREPORTSTreasurer, Geoff Cooper tabled his Finance Report. Businessarising from this Report:-1. Budget workbook was sent to all Directors2. Chief Instructor’s budget was not received. GC took last yearsbudget and increased it by 5%.3. Loss, at present of $2,200 is shown4. It was agreed that all Directors reassess their capital budgetitems and if necessary, re-work and send to GC.All DirectorsMOTION: That the Operating Budgets as tabled, be accepted.Moved: CDSeconded: DFCarriedMOTION: GCs tabled schedule of payments since 31 st May2011 be accepted.Moved: TRMOTIONMOTION<strong>North</strong> <strong>Steyne</strong> Surf Life Saving Club Inc – Minutes Monday 19 th September 2011 Page 1 of 7
Seconded: CSCarried1. Problem has arisen regarding how to depict / describecompetition fees, competition equipment v’s general usage. GCwould like to Directors to think about a heading in the accountswhich encompasses all surf sports/general usage. GC to meetwith CS, RH and Bernie Burrows re budget items.2. Summary of Future Fund Meeting1. Rules Committee will have to decide on how scholarshipsare handled.2. CBA Referral Program. Agreed that Maxine Peacock-Smithwill co-ordinate and liaise with members.3. Touch and Go system – needs feasibility study (credit ordebit cards)3. TR suggested George Van Dyck to act as Assistant Treasurer. GCwill seek George out to discuss.4. Fixed Asset Register – agreed that SJ will liaise with GC5. Agreed that quotes on external storage facilities will be sourced.All DirectorsGCGC / SJReport moved by DF, seconded by JC – AcceptedGarry O’Sullivan tabled his Report. Business arising from thisReport:1. Attended meeting with Sally (Admin Assistant) regardingincrease in hours and increase in hourly rate. More meetings tocome. Directors are encouraged to send email/see Sally to havework done.2. Nomination for Deputy President has been received fromHamish Matheson.Motion: That Hamish Matheson be elected Deputy Presidentof NS<strong>SLSC</strong> for the 2011/2012 season.Moved: DFSeconded GCDuly elected3. Invitations x 3 to attend SLSA Awards of Excellence andConference are available for use. The package is $265 perperson and if any Directors are interested – please see GOS4. HM advised that he may be able to attend the Raising of theFlags at Manly on Friday5. Manly Council has agreed to support the Club’s proposal to hostBest of the Best Boat Challenge6. Joint proposal with Queenscliff – to hold the finals of the StateIRB Championships in July 2012. To be decided.7. <strong>North</strong> <strong>Steyne</strong>’s Expression of Interest to hold the StateChampionships in 2012/2013 is before the State councilGOS / GCMOTIONAll Directors andmembers<strong>North</strong> <strong>Steyne</strong> Surf Life Saving Club Inc – Minutes Monday 19 th September 2011 Page 2 of 7
Report moved by LC, seconded by CD – AcceptedDeputy President, Hamish Matheson had nil to reportSecretary, Lee Cooper gave her verbal Report1. Advised that Directors should email her to confirm their parkingpermit numbers as the Club is missing some.2. Honour Boards will be updated in the school holidays3. Combined SIPs and Club Champ presentation on 30 th September– invitations will be sent during the week to those involvedReport moved by CS, seconded by DFAll DirectorsUrgentlyBy 21 st SeptemberYouth Director, Deb Foote, tabled her Report. Business arisingfrom this Report:1. Tentative planning for Cadet Cocktail party at the <strong>Steyne</strong> Hotelon 12 th November. JC will meet with the <strong>Steyne</strong> Hotel to gaugesupport.MOTION: That Iskra Zafirovska be nominated to attend theSLSNSW Leadership Camp.Moved: LCSeconded: TRCarried2. DF will assist with the completion of the relative forms forenrolling. TR advised that forms will need to be endorsed bySydney <strong>North</strong>ern Beaches.Report moved by CD, seconded by JPJCMOTIONDFASAP fororganisationASAP forlodgement withSNBGeneral Activities Director, Peter Frater’s Report was tabled.Business arising from this Report:1. Five people are raising funds for Mission Australia and arerunning a fundraising BBQ from the boatshed with LifeMembers, Keith Crampton and Jack Sutherland assisting withthe fundraising on Saturday 1 st October.MOTION: That the Club agrees to 10% of net profit being keptinstead of the usual 20% for the fundraising BBQ for MissionAustralia.Moved: LCSeconded: JCCarried2. Pipe Band had a loan of the NS tent and the Club donated softdrinks for their Pipe Band Day last weekend.MOTION<strong>North</strong> <strong>Steyne</strong> Surf Life Saving Club Inc – Minutes Monday 19 th September 2011 Page 3 of 7
Report moved by JC, seconded by DF – AcceptedCompetition Director, Col Stanford tabled his Report. Businessarising from this Report:1. Planning sports afternoon on Wednesdays from 5.30pm. Turnup whenever you can, few rules and the activities to be treatedas a training “run”.2. Draft Competitors Guide was tabled3. Proposal attached re Athlete Conditioning Program/Gymexplaining a reciprocal deal in which Ross Mitchell (Clubmember) assists NS athletes on a pro-bono basis servicingsports conditioning and programming in return for off-peakusage of our gym. It was agreed that GC, RH, Bernie Burrows(Gym manager) and CS work out details as soon as possible. HMwill be involved in meeting.4. Competition fees – suggested to keep as is, either bulk or singlepayment per carnival. Details, once finalised should be notifiedto SJ. GOS advised that all carnival entry fees must be made inadvance as no late payments will be accepted.5. TR stressed that if a competitor does not have enough patrolhours, they will definitely not be able to compete.Report moved by CD, seconded by HM – AcceptedGC / RH / BB / CSHMSJ for updatingwebsiteChief Instructor, Frank Traugott’s Report was tabled by JP.Business arising from this Report:MOTION: That the three new soft top Bennett rescuetraining boards (due to arrive in October) be named afterNS<strong>SLSC</strong> training officers in recognition of their services tolifesaving education and the ClubMoved: JPSeconded: GCCarriedMOTION1. FT recommended that two of the boards be named after JoeMastrangelo and Richard Donaldson and the third board benamed after Tracey Hare-Boyd. AgreedMOTION: That the Education budget submitted at this Boardmeeting be approved subject to any changes the Boardconsiders appropriate. It was agreed that GC would meet withFT to discuss budget necessities.MOTION – GC todiscuss with FTReport moved by CS, seconded by HM – AcceptedMarketing Director, Jo Cooper, tabled her Report. Business arisingfrom this Report:<strong>North</strong> <strong>Steyne</strong> Surf Life Saving Club Inc – Minutes Monday 19 th September 2011 Page 4 of 7
MOTION: That the Board of Directors, NS<strong>SLSC</strong> requestFrank Traugott (current legal advisor to NS<strong>SLSC</strong>) toproduce two standard Sponsorship documents –Sponsor Letter Agreements – for sponsors under $5,000.General agreement for minor and lesser value sponsors,donations and “in kind”, for courtesy thank you, recordkeeping and for delivery of promise if required.Sponsorship Agreements – for sponsors over $5,000.Create a framework for agreements to reducediscrepancies and time spent on preparation ofSponsorships that require a written sponsorshipAgreement.Moved: JCSeconded: HMCarriedMOTION1. Details of request to Legal Advisor have been included in theMarketing Director’s Report. Comments to JC and feedbackfrom schedules.2. Patrol Captains lunch on Saturday 24 th September – sponsors tobe invited3. RNCs sponsorship is coming to an end. JC to meet with DianneDromgold regarding re-badging of patrol tops and possiblerenewal of sponsorship contract.4. AWE Electrical has come on board as a new Club sponsorReport moved by DF, seconded by GC – AcceptedFTJCClub Captain, Tom Rankine tabled his Report. Business arisingfrom this Report:1. New Defib has been purchased and is now housed in the BigRed2. Directors patrol will be on 22 nd April.3. Patrol Captains lunch from 1pm till 3pm. Stephen Leong isorganising food. Sponsors will be invited.4. DC spoke on a cardiac responder / community deploymentinitiative. TR advised that he would say yes, especially if it is forfree. More details and discussion still need to take place.Report moved by LC, seconded by CS – AcceptedJunior Director, Chris Dooley tabled his Report. Business arisingfrom this Report:1. No membership details are available regarding the two Clubregistration days as they have only just past.2. CD needs to sit down with TF then to GC regarding budget. CD / TF / GC<strong>North</strong> <strong>Steyne</strong> Surf Life Saving Club Inc – Minutes Monday 19 th September 2011 Page 5 of 7
3. Rash vest have nearly been sold out.4. CD believes that the Club should have a “facilitator” to shownew people around the building and advising what the surf clubdoes.5. Nipper raffle will be drawn on 22 nd October.Report moved by HM, seconded by TR – AcceptedReport from the Immediate Past President, Damian O’Shannassywas tabled.Building Committee Report was tabled.GENERAL BUSINESS1. Expression of Interest documents to stage 2012/2013 StateChampionship from the Manly Council have been lodged withSLSNSW2. Details of Mike Baird’s fundraising dinner on 25 th November wascirculated. If anybody wants to attend, the Club will go 50/50with costs. Names to GOS.3. SJ gave a run-down on Club website. It will be hands off websiteas at 24 th September – no pages will be edited, so if there areany amendments, contact SJ as soon as possible. Errors willhave to wait, but up-loading of documents can still be done.4. SJ will email HM the Clubs Strategic Plan for him to check anddistribute to Directors. Need to highlight areas we want tofocus on. HM believes we should do a “pulse check” surveywith members.5. New Brighton Hotel recruiting – would like to use our hall onSaturday 22 nd October – LC to forward details to DOS for hisactioning.6. Dan Goode, Cancer council NSW organising Manly Relay for Lifein September 2012 and would like to involved NS. LC to forwarddetails to JC for her actioning.7. SNB carried motion that the 21 clubs request an urgent reviewof the one foot strap policy in IRBs due to the number of injuriesalready experienced. NS will comply and send any details ofincidents to Branch.8. Volkswagen community raffle – win one of two VolkswagenPolos. JC to submit an expression of interest to obtainAdministrator pack, but it was suggested that the raffle waitsuntil the nipper raffle has been drawn.9. Email from Steve McInnes re CIMA Conference in November2011 requesting Club who have TIPS members to provide somefinancial assistance to allow more members to attend theConference. SJ commented and will draft letter and send to LCfor onforwarding to SNB.10. Discussion occurred regarding the extension of the “early bird”discount date and it was noted that the date was extended dueAll Directors andthen to GOSHMLC then DOSLC then JCTR to complyJCSJ then to LC<strong>North</strong> <strong>Steyne</strong> Surf Life Saving Club Inc – Minutes Monday 19 th September 2011 Page 6 of 7
to requests from other functions within the Club. It was agreedthat the new date of 15 th December be ratified based on thecircumstances explained at the meeting.Next meeting of <strong>North</strong> <strong>Steyne</strong> Surf Life Saving Club Board of Directors will be held on Monday 17 th October 2011in the Club Room commencing at 7.30pm.There being no further business, the meeting closed at 10.10pmSigned: Chairman, Garry O’SullivanMinutes prepared by Secretary, Lee cooper<strong>North</strong> <strong>Steyne</strong> Surf Life Saving Club Inc – Minutes Monday 19 th September 2011 Page 7 of 7
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