SORELL BOWLS CLUB INC THE BOARD OF MANAGEMENT MEETING MINUTES TUESDAY, 15 JULY 2014

Size: px

Start display at page:

Download "SORELL BOWLS CLUB INC THE BOARD OF MANAGEMENT MEETING MINUTES TUESDAY, 15 JULY 2014"

Harry Horn
5 years ago
Views:

1 SORELL BOWLS CLUB INC THE BOARD OF MANAGEMENT MEETING MINUTES TUESDAY, 15 JULY 2014 Attendees Chris Smith, Shirley Hay, Paul Matthews, Jill Reid, Kathy Matthews, Peter Self, Marion Florence Apologies Sally Ridgeway, David Long, Ron Cowen, Leona Smith Meeting open 1. The president, Chris Smith, declared the meeting open at 6.00pm. Minutes of the previous board meeting 2. Hedge-trimmer. Chris advised the meeting that the cost of the hedgetrimmer was $470 as they missed the EOFY sale. 3. BTS delegates. Shirley will act as the female delegate and Marion will step in if Shirley believes a conflict of interest exists between her responsibilities to the club and her responsibilities as a BTS board member. 4. Shirley Hay moved, and Jill Reid seconded, that the minutes of the previous meeting be confirmed and accepted. Business arising from previous minutes 3. The following action items were discussed: 3.1 Building plans. An AGM action item is to prepare proper plans for the proposed building extensions, which included costings. Paul Matthews undertook this job. Peter Self suggested putting the entrance where the existing old honour board is. Marion Florence suggested getting a few builders/designers in to provide an assessment of what will best serve the club. It was also suggested that we could stop access to the club for general membership if the design included access to the green and a toilet. ACTION: Paul Matthews to investigate further. Page 1

2 3.2 Possible Board of Management restructure. An AGM action item is to look into restructuring the Board of Management by removing match committee chairs and including the Bar Manager and Provedore. Marion moved, and Chris seconded, that a notice of motion be put to the members at the next AGM or SGM to this effect. ACTION: The Secretary to note this for the next AGM/SGM. 3.3 Noticeboards. The Secretary sought permission, which was given, to swap the Men s Match Committee board with the General Committee board. This would place all playing information in one location and provide more space for committee notices, etc th Anniversary. Paul suggested getting new bowls stickers that said Sorell Bowls and and that we provide each pennant player with a set. Kathy Matthews undertook to look into the cost, etc. ACTION: Kathy to look into the viability of purchasing new bowls stickers. 3.5 Men s Match Committee. We still do not have a Men s Match Committee. 3.6 Club Match Committee. Marion Florence, Peter Scott and Chris Smith have formed the Club Match Committee. Chris Smith will be the chairman. 3.7 Honour Boards. Ron was not present to provide an update on this matter. ACTION: Ron Cowen to follow-up on updating the Honour Boards. 3.8 Club conditions of play. The Secretary presented the club s conditions of play policy, and advised the meeting that it had been reviewed by Gwen Scott, Marion Florence, Michael Seabourne and Allan Chatfield. Marion moved, and Shirley seconded, that we adopt the conditions of play. 3.9 Governance booklet. The Secretary advised that, with the acceptance of the club s conditions of play, that we were now ready to produce the governance booklet and provide each fully-paid up member with a copy. The cost would be about $150-$175 for 100 booklets. It was suggested that Raine and Horne or Inghams might be willing to sponsor the booklet and cover costs. ACTION: Paul to approach sponsors for funding, and arrange to subsequently to have the booklets produced. Page 2

3 3.10 Club calendar of events The Secretary advised the meeting that he had started compiling a club calendar but still needed dates from the various committees. Chris suggested we use the Westpac Blackboard as the club s calendar instead of producing a booklet/handout. The Board determined that the season opening date would be 13 September Club Rules. The Secretary advised the board that the club rules have been updated following their review at the last meeting The Mercury 30 day account. The Secretary advised the meeting that he would not be pursuing this option Change of Public Officer. Paul advised the Board that he had obtained a form to report this change and would be submitting it this week Purchase of new shirts. Jill advised the board that this matter was underway Printout of bar access on a monthly basis. Jill advised the board that this was still to be arranged. ACTION: Jill to arrange for a monthly printout of bar accesses Sorell RV rally. Marion was still to provide contact details to the Secretary. ACTION: Marion to provide contact details to the Secretary Paying for RSA qualifications. Further investigation has confirmed that under-18 RSA-qualified members are permitted to work behind the bar but they must be supervised 100% of the time. Effectively, this means that the junior member could not be behind the bar without a supervisor, and that the supervisor would not be able to work as they would be monitoring the junior member. The Board was of the opinion that we have enough RSA-qualified bar staff at this time. The Secretary proposed a new club rule that covered situation but after some discussion it was tabled until the next meeting as it required some reconsideration. ACTION: The Secretary to prepare proposed club rules that cover RSA qualifications, coach and umpire courses Naming of the Green. There have been no further suggested in this regard, however, during discussion it was suggested we could name the green after our recent benefactor, Trevor Shephard, who has bequeathed the sum of $16, to the club. Page 3

4 3.19 Solar Towns Grant. The Secretary advised the board that the township of Sorell was one of the towns eligible for the Solar Towns Grant established by the incoming Federal Government. ACTION: Kathy undertook to research this further and report back PA system upgrade. Leona was not present at the meeting but Chris advised the board that Leona had contacted the Sorell Council but we missed the grant window. We would be sending a letter to the Council anyway in hopes of special consideration. Marion moved, and Peter seconded, that Leona be authorised to purchase a new PA system (including installation) as soon as possible following her ongoing investigations. ACTION: Leona to arrange for purchase/installation of a new PA system. 4. The following action items are still to be addressed: 4.1. Board/Committee roles and responsibilities. All Board members are requested to write down what they think their roles and responsibilities are or should be. ACTION: All board members to provide Secretary with proposed role statements Honorarium-related duty statements. The Secretary is still to develop these documents in consultation with the Bar Manager and Green Keeper(s). Treasurer s report 5. Jill provided the board with a bank summary and advised that the accountant would be upgrading our MYOB in the next day or two. Jill moved, and Marion seconded, that her report be accepted. Business arising from the Treasurer s report 6. After some discussion it was agreed that Shirley Hay (Vice-President) would become an authorised signatory for club cheques. If it was possible to have four signatories, then Paul Matthews would retain this power, but if not, due to his unavailability during business hours, he would relinquish this authority in favour of Shirley. ACTION: The Treasurer to update the club s authorised signatories. Page 4

5 Correspondence 7. The Secretary presented a summary of correspondence in and out (below) and moved that it be accepted. Jill Reid seconded his motion. Inwards General o DOT (Digital Office Technology) Order update o Enquiry about people under 18 selling liquor o 2014 Medibank Active Tasmania Awards o Rosny Park Ladies annual soup and sandwich luncheon o St John's Park Bowls Club fashion parade o July Roundabout - your message to your community o Donation from the estate of Mr Trevor Cecil Shephard o SRT Actively in Touch Newsletter, Dec 2013 o Tasmanian Community Fund Applicant Survey (Jill) o 2014 Pre-season lightning premiership fours (Beltana) o $2,000 Triples (Beltana, 31 Dec 2014) o Letter from Senator Eric Abetz Tasmanian Jobs Program o Inside IMG STG Newsletter o Letter from Goerge Beis (Coffee Van) BA/BT o Community Development Officer (Tasmania) Newsletter o Bowls Tasmania Vacant Treasurers position o BT Club Coaching Course o Jack Attack & Jnr Jack Attack information o 'Come and Try' Bowls Day Tasmania o State Selectors Call for applicants o Veolia State-wide Challenge o Seniors Week BTS o Renaming of BTS Pennant Divisions o Expressions of Interest - BTS Men's Match Committee o Expressions of Interest - BTS Women's Match Committee o Club Wet Weather Contacts o BTS Special General Meeting Minutes o BTS Board Minutes June 2014 o BTS Fixtures o BTS Newsletter July 2014 o Draft Conditions of Play - Non-Gender Specific Saturday Pennant Outwards Mercury Notice - The passing of Daryl Dodge Bowls Australia National Survey 2014 'Come and Try' Bowls Day confirmation Request to subscribe to SRT Newsletter Page 5

6 Request for Change of Public Officer form to BTS confirming our Division 6 Saturday team July 2014 Newsletter Business arising from Correspondence 8. NBN/Computer update. The Secretary advised the board that the NBN was now scheduled for installation in early August instead of October. He also suggested we upgrade the computer donated by Shirley to Windows 7 as Windows XP is no longer supported, and Windows 7 provides better support for modern equipment/software. Moved Peter, seconded Shirley, that we upgrade the desktop computer to Windows 7 and sort out the modem issues as quickly as possible. ACTION: Paul to undertake this work as quickly as possible 9. Donation from Trevor Shephard. The Treasurer advised the board that she had parked the bequest from Trevor Shephard with the money form Lara Giddings for a disability toilet. 10. Letter from Goerge Beis (Coffee Van). Kathy asked that we obtain a copy of the public liability to make sure of what it covers and where our liability takes over from the Coffee Van s. ACTION: Chris Smith to talk to George Beis regarding this matter. 11. Wet Weather contact. Mike Seabourne as volunteered to be our wet weather contact this season. The Secretary has already advised BTS (for the BT Handbook) of this change. Reports BTS delegates (Men/Ladies) 12. Nil. House and Bar Committee 13. The Bar Manager brought to the attention of the board the matter of how alcohol was to be served within the club. An incident that occurred towards the end of the AUSMAS dinner had the potential to cost the club its license and several fines (against the bar person, the club and/or the licensee). Peter reminded all board members that the only alcohol that could be consumed within the club was alcohol that was purchases/served by bar staff. Page 6

7 14. The AUSMAS dinner was catered by Lindy Leary (Provedore), Helen Chatfield, Beverley Kelleher and Shirley Hay. Greens and Gardens Committee 15. Darrell Hope and Ray Young have looked into the watering system and have discovered that it won t work when set to automatic. 16. Graham Innes advised that the old electric hedge-trimmer could be repaired as all it needs is new brushes, and he thought it would be worthwhile having it in working order as a backup. Chris moved that this be done. (Two against) ACTION: Chris to advise Graham that he can go ahead with the repair. Match Committee (Men/Ladies) 17. The Club Match Committee will put the sheet up for the Patron s Plate in the next week or two. It is to be completed before the start of pennant season. Indoor Bowls 18. Nil. Social Committee 19. Nil. Work Place Safety 20. Nil. New members 21. The club has received three applications membership (below). Peter moved, and Chris seconded, that they be accepted. Simon Butler Royce Farrow Geoff Giblin ACTION: The Secretary to inform all three via letter. General business 22. Club spring-cleaning. Marion pointed out that the fans/lightshades needed cleaning and the heat pumps could probably do with a service. Chris undertook to speak with Stephen Griffiths to see if he would take on this job. Page 7

8 23. President s photos. After some discussion it was decided that the photos of past male presidents should be presented in the same way as the photos of past female presidents. That is, that they should all be in one frame. The photos of the remaining presidents should remain in individual frames but be better aligned. ACTION: Darrel Hope to reframe the first 18 Male Presidents into a frame similar to the 18 Lady Presidents. 24. Scoreboards. The President moved that we purchase or acquire six additional scoreboards so that we had enough for bowls in both directions without the need to reposition some boards when the direction of play changed. Seconded Jill Reid. ACTION: Chris Smith to investigate costs and purchase/acquire scoreboards. 25. Saturday Afternoon Tea. Shirley reminded the board that we had to make arrangements for the provision of Saturday Afternoon Tea for the upcoming pennant season. Kathy undertook to get quotes from 3-4 local shops and advise the outcome at the next meeting. ACTION: Kathy to obtain quotes for Saturday Afternoon Tea 26. Policy and procedure. The Secretary wished to discuss the ongoing development of club policies. He also wishes to introduce a Grants and Sponsorship committee to oversee these important matters. However, due to the lateness of the hour it was agreed that these matters would be held over until the next meeting. Next meeting 27. The next meeting will be held at 6.00pm on Tuesday, 19 August Closure The president declared the meeting closed at 8.50pm. Paul Matthews Honorary Secretary Chris Smith President 26 July 2014 July 2014 Page 8

The Constitution of The Coptic Orthodox Church of Western Australia Incorporated

The Constitution of The Coptic Orthodox Church of Western Australia Incorporated TABLE OF CONTENTS 1. NAME...3 2. DEFINITIONS...3 3. OBJECTS...3 3.1. Aims and Objects...3 3.2. Property and Income...4 4.