MINUTES OF MEETING - Devoy Squash & Fitness Centre

MINUTES OF MEETINGDevoy Squash & Fitness Centre Committee, Cnr Devonport Road & Thirteenth Avenue TaurangaWednesday 14 March 2012 at 5.30pmPresent:Attendees:John Revington (Acting Chair), Char Niles (Acting Secretary), Symon Ferguson (Treasurer),Jason Kehely, Linda Neill, Jo Munro, Angela Garaway, Trish Valois, Marcus Niles, LisaMcOnieKarl Brown (Manager)(1) APOLOGIES Action1.1 Apologies were received from Susan Devoy (President), Gail Bingham (Secretary), DebBoyd-Collins, Keith Dunston.(2) MINUTESMinutes of Meeting2.1 It was Resolved:THAT the Minutes of the meeting held 8 February 2012 (monthly meeting) be taken asread and confirmed.Moved: S FerguSsonSeconded: J RevingtonMatters Arising2.2 Cashflow forecast budget for year ending 30 September 2013 to be amended to includeprovision for debenture holder loans and interest payments on BayTrust loan.2.3 J Revington advised that L Revington would be available to assist T Dunston with the roleof Club Statistician. Training to be provided for Lynette and any other membersinterested prior to the Bay Tauranga Open in May 2012.2.4 J Kehely advised that Club Colours was still a work-in-progress and was still discussingoptions with suppliers. It was agreed to defer this item until the next monthly meeting.Karl to updateJohn to liaise withstatisticianJ Kehely to action(3) REPORTSManager’s Report (presented by K Brown)3.1 The Committee considered the Manager’s report previously circulated. It was noted thatmembership had increased to 373 members, an overall increase of 103 members sinceopening. K Brown said that 28 members were now also registered for the gym.1 | P a g e

Action3.2 J Revington thanked the Committee for their involvement with the Official Opening whichwas a huge success. The Opening had attracted good local media coverage.3.3 K Brown said that there was an issue with the louvers in certain points of the buildingwhich reflected light onto the courts and he considered this unacceptable duringtournaments. A quote estimate of $1,850 minimum had been obtained to try andmitigate the problem with internal blinds. The high expense is due to the height of thebuildings and the requirement for scissor-lifts to install the blinds. A further option oftinted film was discussed. It was agreed that the Club was not in a financial position topurchase the blinds. K Brown to consider further options/costings and report back toCommittee at next meeting.3.4 The Committee considered the opportunities and initiatives presented in a sponsorshipproposal from Liquorland. It was noted that the Club would not be bound by anycontractual agreement with Liquorland and could change supplier at any time. K Brownsaid Liquorland were keen to develop a relationship with the Club. The Committeeagreed to the initiatives outlined in the proposal.3.5 K Brown had received two requests to suspend squash memberships due to injury whichthe Committee approved. He noted that there was little administration time involved insuspending the memberships. K Brown to deactivate key tags until membershipreinstated.3.6 Watchdog Security had approached K Brown to offer a promotion to Club memberswhereby for every alarm purchased, a rebate would be paid back to the Club. Discussionensued and it was considered that business offering members promotions couldundervalue the Club’s database. C Niles suggested that a “Friends of Squash”promotional newsletter be established whereby members could advertise their servicesor promotions for a fee which would provide income to the Club. The newsletter wouldbe emailed monthly to members. It was agreed that only members could advertise. CNiles and L McOnie to draft a template for consideration at next monthly meeting.K Brown toinvestigate furtheroptions & costingsK Brown tocontact LiquorlandK Brown to actionC Niles and LMcOnie to drafttemplate3.7 It was agreed that fundraising via the Entertainment Books was difficult and a decisionmade not to continue.3.8 K Brown said that the Club was required by law as a “Public Amenity” to undertakeregular Building Warrant of Fitness Inspections. A quote had been obtained from FireSecurity Services Ltd for $1,400pa. J Revington and J Kehely to investigate therequirements further and report to Committee at next monthly meeting.3.9 K Brown advised he had been approached by R Wyatt to run a 4-week “Women inSquash” series with S Devoy as an introduction for women into squash. The Committeeconsidered this a good initiative. It was a question of how best to fit in with competingdemands. The decision was deferred. .J Revington agreed to prepare a spreadsheet nextweek detailing current usage and circulate to Committee.3.10 I Taylor had donated a 6-burner BBQ to the Club and it was agreed to hold a “DeckWarming” party on Friday 23 March 2012. M Niles to prepare invite for members.3.11 A proposal was received from Martin Knight for the Club to host an exhibition as part ofthe tour 2012. The fee for the exhibition $1,500 which the Club could recoup throughticket sales or sponsorship. It was agreed not to participate at this time.J Revington & JKehely to actionJ Revington toprepare usagespreadsheetM Niles to actionK Brown to advise2 | P a g e

Action3.12 It was Resolved:THAT the Manager’s Report be received and points raised as per above be confirmedand actioned.Moved: S FergusonSeconded: L NeillJunior Co-ordinator’s Report (presented by L McOnie)3.13 L McOnie said that the Junior Programme was running well with a number of coachesavailable to assist in delivering the programme. Junior attendees had increased on aMonday night from 38 at the beginning of the term to 51, with enquiries being fieldedregularly about the programme. It was noted that Secondary School students were notcurrently being provided for.3.14 It was Resolved:THAT the Junior Co-ordinator’s Report be received and confirmed.Moved: C NilesSeconded: J MunroTournament Director’s Report3.15 K Brown said that $3,000 sponsorship had been secured for the Bay of Plenty TaurangaOpen tournament to be held in May 2012. A poster had been drafted and was awaitingapproval from the Tournament subcommittee. He noted that K Dunston, J Oakley and RMcCurran had met to progress the planning.3.16 S Fergusson said that a new bank account had been established for the NZ SecondarySchools tournament. Due to the large numbers of entries expected, J Revington advisedthat Te Puke, Mount Maunganui and potentially Katikati squash club courts would also beutilised during the tournament. C Niles said the Club could apply for funding to NZCT torun the event and that she had provided K Dunston with a list of items to include in thetournament budget.(4) FINANCIAL MATTERSFinancial Reports (presented by S Fergusson)4.1 S Fergusson circulated the amended Annual Accounts for the year ended 30 September2011. She said that the main change was in the Balance Sheet with the provision ofMembers Loans. It was agreed that the Committee review the accounts and provide theTreasurer with any comments/queries as soon as possible. It was noted that the AnnualAccounts need to be approved at the Special General Meeting.Committee toreview accounts4.2 S Fergusson also presented the monthly Profit & Loss Statement showing an operatingloss for the month ended 29 February 2012 of $2,430. She said that a stock take wasplanned for 31 March 2012. The accounts show that the Club has a lot of stock on handand would need to be mindful of how much stock the Club was carrying.4.3 It was noted that the back levies payable to Squash BOP had been paid off. As at 29February 2012 levies of $1,800 was still outstanding to Squash NZ. S Fergusson suggestedthat the $100 which was being paid to Squash BOP monthly be transferred to pay off theSquash NZ levies in 2 months, rather than 5 months at the current rate of repayment.This was opposed due to the Club’s current operating position.4.4 S Fergusson said that the Club was now operating close to its overdraft limit of $30,000and had been asked by the Bank when the Club was likely to be in a position to reduce itsoverdraft.4.5 J Revington said that according to its contract, the Club is liable to start paying interest toBayTrust on the $900,000 loan from 30 June 2012.3 | P a g e

Action4.6 A discussion ensued regarding the benefits of paying for SkyTV at $331 per month. It wasagreed that more promotion needed to be done at the Club such as Friday Night rugbygames which would also provide bar income. A Garaway suggested a bar roster be setupduring the rugby season and other major TV events. K Brown to notify members throughthe weekly newsletter.A Garaway toarrange roster.K Brown to advisemembers4.7 It was Resolved:THAT the monthly Profit & Loss Statement for February 2012 be received and thatpayment of accounts as listed of $13,261.33 be approved.Moved: A GarawaySeconded: J Munro(5) GENERAL BUSINESS5.1 J Munro said that Business House was fully booked with 16 teams on a Thursday night.She envisaged that the draw would probably be fully booked for the following round.She was receiving enquiries from potential new players and teams and sought advicefrom the Committee who should receive priority for entry. The Committee agreed thatexisting teams should receive priority but that J Munro consider operating BusinessHouse entries on a first-in/first-pay process. She said that Business House generatedgood bar income. The Committee agreed that the current entry fee should be increasedto $150 per team.J Munro to action5.2 It was Resolved:THAT the entry fee for Business House be increased to $150 per team per round.Moved: J RevingtonSeconded: C Niles5.3 J Kehely said he was aware of two friends thinking of joining the squash club and onphoning the Club (out of office hours), was informed that it was difficult to get courts. Areminder to be placed in weekly newsletter about being courteous on the phone if officeunmanned.5.4 J Revington raised the issue of footwear on court. It was noted that a number of players,in particular Tauranga Boys College and some juniors, did not wear footwear on thecourts when playing squash and it was considered a health and safety issue. It was notedthat in other sports such as rugby/soccer/netball that the game requires the correctfootwear and there should be no difference in squash. K Brown to include policy inweekly newsletter and advertise at Club.K Brown to actionK Brown to action5.5 It was Resolved:THAT a policy be adopted of “No Shoes – No Play” and that this be communicated to allusers of the facility.Moved: J RevingtonSeconded: C Niles(Opposed: L Neill. Abstained: J Kehely, T Valois, L McOnie)There being no further business the meeting closed at 6.45pm.Confirmed as a True and Correct Record...................................................................................... ................................................................ChairpersonDate4 | P a g e

ACTION SUMMARY FROM MINUTESMINUTES 8 FEBRUARY 2012Clause Action Action by Status5.6 Committee confirmed need to purchase hi level marking stools beforetournament season starts. Deb will approach Noel Leeming forsponsorship.MINUTES 13 MARCH 2012Clause Action Action By Status2.2 Update cashflow forecast budget for ye 2013. Karl2.3 Training for statistician role. John2.4 Arrange Club Colours. Jason3.3 Sun mitigation on courts. Karl3.4 Progress with Liquorland sponsorship proposal. Karl3.5 Advise members of approval of membership suspensions. Deactivatetags.3.6 Draft “Friends of Squash” promotional newsletter template. Char/Lisa3.8 Investigate quotes for Building WOF inspections. John/Jason3.9 Prepare usage spreadsheet and email to Committee. John3.10 Organise Deck Warming party for 23 March 2012. Marcus3.11 Decline Martin Knight Exhibition Tour proposal. Karl4.1 Committee to review Annual Accounts ye 2012 and respond to Treasurerwith queries/comments.4.6 Promote Friday night rugby games to make use of SkyTV and generatemore bar income.5.1 Increase Business House entry free to $150. Jo5.3 Newsletter reminder about phone manners and Club image. Karl5.4 Newsletter reminder about “No Shoes – No Play” policy. KarlDebKarlCommitteeAngela/Karl5 | P a g e