SORELL BOWLS CLUB INC THE BOARD OF MANAGEMENT MEETING MINUTES TUESDAY, 15 OCTOBER 2013

Transcription

1 SORELL BOWLS CLUB INC THE BOARD OF MANAGEMENT MEETING MINUTES TUESDAY, 15 OCTOBER 2013 Attendees Ron Cowen, Shirley Hay, Paul Matthews, Darrell Hope, Leona Smith, Gary Smart, Peter Coyle, Jim Gardner, Sally Ridgeway, Sandra Hawksley Apologies Margaret Robertson, Gwen Scott Meeting open The president, Ron Cowen, declared the meeting open at 6.05pm. Previous minutes Moved Ron Cowen, seconded Garry Smart, that the previous minutes of the previous meeting be confirmed. Business arising from the previous minutes Jim Gardner asked for an explanation about the decision to quash the grant application prepared by Darrell Hope. Here it is: Due to the fact that we purchased new mats separately, and will be waiting on as assessment of the success (or otherwise) of the schools program, it was decided to hold this application in abeyance at this time. Peter Self and Darrell Hope met with the school principal and advised they expected the first group from the school in early November. Advice from Simon Morrison (BT) was to involve the community as much as possible in the grant application to increase the club s chances of success. Ride-on mower. Ron Cowen and Darrell Hope obtained of good deal from MacDougalls. They purchased a Huskvana mover for $2,344, which represented a $1,000 saving in return for a sponsor s sign on the shed and a five year warranty. Approval to proceed was obtained from board members prior to the meeting. Darrell moved that the purchase, as verbally agreed, be ratified. Seconded Paul Matthews. Code of conduct. Since no-one had anything to add, at this time, to the proposed code of conduct, the Secretary moved that it be accepted and posted to club notice boards immediately. Seconded Shirley Hay. Page 1

2 Action items that have also been finalised: No Details 1 Brad Knight. The secretary advised that all issues surrounding Brad Knight s clearance from Cremorne have been resolved. 2 The IMG website training. Paul Matthews provided a brief outline of what would be possible once the full services were released to clubs. The functions include online registration and clearance, pennant and events management, online results reporting and much more. 3 Alarm system phone notifications. Margaret Robertson advised, thru Shirley, that this had been done. 4 Purchase two indoor bowls jacks. Leona Smith advised that this had been done. 5 Purchase 16 new mats. Ron Cowen advised that this had also been done. 6 Club Rules. Copies of the club rules have been placed on the men s and ladies noticeboards. 7 Second-hand smaller-sized bowls. Peter Self, via Darrell, advised that he had purchased two sets of second-hand bowls for club use per board approval. 8 Rebound disk coaching aids. Leona Smith advised that the club now had two sets of these practice disks available for use by members. Action items still to be addressed: No Action 1 Jill Reid and Paul Matthews Details Second phone line. Ron advised that Allan Lovell was NOT the responsible person with Telstra, as previously thought but that he had arranged for a second line. He has asked Jill Reid to liaise with the Secretary and Telstra to sort out getting it working correctly. 2 Ron Cowen and Paul Matthews Strategic Plan. Paul advised that the strategic plan had been found but has not yet been reviewed and/or updated. 3 Shirley Hay Club Calendar. Gwen Scott, via the Secretary, presented a draft calendar for the season. The Social Committee is still to provide their calendar. 4 All Board Members 5 Sally Ridgeway 6 Sally Ridgeway Club inventory update. All available board members will attend the club between 10am and noon on Sunday, 3 November to undertake an update of the club s inventory. Cash register updates. Sally to add an additional facility for cash register to enable naming of Sundry deposits is yet to be done. Photos. Sally to investigate the status of the request for photos of older citizens participating in activities for council banners. Page 2

3 Treasurer s report Shirley Hay presented the financial statements for the past month, on behalf of the treasurer, and moved that they be accepted. Seconded Paul Matthews. Business arising from the Treasurer s report The Secretary is still to invite the manager of the Sorell Westpac Bank branch to meet the board he is awaiting advice from Margaret on this matter. Correspondence The secretary presented a summary of correspondence in and out (below) and moved that it be accepted. Seconded Garry Smart. Inwards Other BTS s o Nominations for Bowls Tasmania Directors o BTS Conditions of Play o BTS Women's Division 5 and Women's Saturday Pennant o BTS Pennant Result Form o BTS Newsletter September 2013 o BTS Board Minutes 17 September 2013 o Invitation to Delegates Day and Season Opening o Bowls Tasmania Handbooks Henselite s o Confirmation of Order C81912 o Confirmation of Order C from Tony Fulton o Women's Pennant and Lawn Bowls Media Coverage o Show Day Fun Day at Claremont Club hire by Gwen and Peter Scott New membership form New sign to explain flag-flying requirements for all pennant days New sign re save storage of food plates Updated office bearers listing Outwards s to BTS o Saturday Mixed Open team o Wednesday Midweek teams o Ladies Thursday Div 5 team Invitation to the manager of Westpac Sorell re $1,000 triples Letter of authority for Jim Gardner to act for the club (3) Letters of thanks to: o Belinda of Sorell Locksmiths o Alan James (new barbecue) Letter to confirm bar alarm notification changes (by Margaret) Letter to Phillip Baker Electrical Services re alarm system (by Margaret) Letter to (seven) social playing members re club championships Letters of membership acceptance: o Linda George-Lang o Steven Lang o Bill Butler * o Margaret McVey * Letters of thanks to $1,000 triples sponsors: o 9/11 bottle shop o Banjos bakery o Coles Sorell o Country Fresh o DJ Mitsubishi o BCIB insurance Page 3

4 Business arising from Correspondence 1. Ron Cowen, Darrell Hope and Shirley Hay attended the Delegates Day season opening event at Rosny Park. 2. The club s BTS registration and membership registration has been finalised. 3. The secretary advised that, due to the impending start of pennant season, applications for membership for Bill Butler and Margaret McVey were rushed through by obtaining verbal clearance from board members. Paul Matthews moved that this decision b e ratified. Seconded Darrell Hope. 4. Gwen and Peter Scott s request to hire the club for their 50th wedding anniversary on Sunday, 10 November from 1.30pm, was approved. ACTION: Paul to send a letter to Gwen and Peter. Reports BTS delegates (Men/Ladies) The North and North-West regions are playing three teams, which South is playing four teams in state-wide competitions. BTS has a plan to cover this, but neither delegate could remember exactly what was planned. There have also been changes to the other gender replacement policy, which is detailed in the BTS conditions of play. Greens and Gardens Committee Ron Cowen reported that he had brushed the greens twice so far (using the new ride-on mower to pull the brush). He believed that some high-points on the green, which he could feel when pulling over them, were starting to flatten out. He also reported he was brushing in all directions, and not just straight lines, as recommended by Tiger Turf. Ron also reported that the ladies seemed to be very good at placing the new mats FLAT in the trolley, but men were less so, and this should be brought to the attention of all members. House and Bar Committee Nothing to report. Social Committee The ladies will be holding a Fun day on Melbourne Cup day (Tuesday, 5 November). The Provedore has proposed that the date for our end-of-year/christmas lunch be set down as Sunday, 1 December, and that we use the roving roast. If we do, they will donate $200 to the day. Moved Shirley Hay, seconded Peter Coyle. Page 4

5 Match Committee (Men/Ladies) The finals of the Patron s Plate (between Glenn Petrie and Shane Munster) would be held on Friday afternoon (18 October). The draw for the men s four s championship would also be conducted on Friday 18 October, although there were as yet not enough nominations to make a B grade competition viable. The draw for the ladies pairs was done, and the ladies would be holding an open four s competition this year (no grades). After some discussion, the men s match committee chairman advised that the men would also take this approach. Indoor Bowls/Mixed pennant Leona Smith advised that the RSL summer indoor roster would start on Monday, 21 October and run for 10 weeks. The finals would be held in February Sorell has one team of eight players, with two spares. The first game played by the mixed open team was whether affected. Leona confirmed that the ladies would not be providing their own afternoon tea for home games but would instead be putting in $2 each to cover the cost of having sandwiches made. Work Place Safety Nothing to report. New members As previously reported: Bill Butler Margaret McVey General business Club provedore. Ron Cowen presented a draft proposal to define the roles and responsibilities for the Club provedore. After some discussion it was agreed that, while this was a good start, it needed refinement and a bit more detail for example, to clearly assign responsibility for the kitchen to the provedore, and to better define the spending limits for the appointee. ACTION: Paul and Margaret to work on an improved proposal in consultation with Janet Cowen, club provedore. Ron also sought approval for the club provedore to purchase cutting board racks, biscuit containers and garbage containers to comply with WHS regulations. Seconded Leona Smith. Page 5

6 Microphones. Leona asked about purchasing new microphones (per AGM issue) so that we can use it outside as well as inside, as the quality of the existing microphones is not, apparently, up to the job. Darrell Hope thought that the microphones were fine and undertook to test them and, if necessary, try and get them working. Once working, Paul and Darrell would develop a cheat sheet to make it easy to understand how to use the system correctly. If new microphones were needed, Peter Coyle seconded Leona s motion to purchase them. ACTION: Darrell Hope (testing), Paul Matthews (instructions) Hire of a bus. Shirley Hay moved that we hire a bus to transport the Div 5 ladies to and from Cygnet in their upcoming pennant game, at a cost of $10 per person with the club picking up the rest of the bill. After much discussion, this proposal was seconded by Darrell Hope. Other positions and appointments. Paul asked all members to write down what they thought their roles and responsibilities were or should be and bring them to the next meeting (or hand them to him). He would be compiling duty statements for all club positions over time as part of formalising our governance policies. Men s afternoon tea (Saturday pennant). Leona advised the meeting that the Div 4 team was charged for afternoon tea for their first (home) game even though they provided it themselves! It was confirmed that this was a mistake as the mid-week afternoon tea and raffle signs were put out by mistake. It is confirmed that there will be no charge for food brought in by members. Team Photos. Jim Gardner thanked Darrell Hope for arranging frames photos of our winning teams form last season (which are currently hanging above the bar). He moved that the club purchase these from Darrel (that is, cover his costs) and display them in a better location (away from the photos of our club presidents). Seconded Paul Matthews. Show Day. Jim asked the social/match committee to consider a show day social event (club internal). Club bus. Per AGM decisions, Jim moved that we ask Mike Seabourne to provide a list of the ongoing running costs were we to purchase a bus for the club in order to formulate a proposal for the next annual or special general meeting. Seconded Darrell Hope. Lion Beer contract. On behalf of the bar manager, the secretary moved that we renew the Lion Beer contract under the same terms as already exist. Seconded Shirley Hay. Page 6

7 Paid bar staff. Paul Matthews moved that the club make arrangements to hire in paid bar staff from 3pm to 6pm on Saturdays. This was to ensure men playing pennant at home do not have to worry about the bar but can instead enjoy their game in peace. It also protected our income should the bar person be the last team out on the green. He further moved that this policy should extend to other pennant games (midweek and ladies Thursday games) if the need existed. After much discussion, agreement was reached in principle but costs versus profits would need to be assessed. ACTION: Paul to investigate costs of hiring a bar person. Next meeting The next meeting will be held at 6pm on Tuesday, 19 November Closure The president declared the meeting closed at 9.30pm. Paul Matthews Secretary Ron Cowen President 22 October 2013 October 2013 Business for the next general meeting 1 Develop a policy on when and how we reimburse members for costs incurred in helping the club. 2 Develop a proposed change to the constitution with regard to social bowlers and club competitions. 3a 3b Develop the plans to extend the existing building and include details of grants money received for that purpose and the additional funds necessary to undertake this work. Also, should this proposal be unsuccessful when put to a general meeting, develop a fall-back plan to install a disability toilet that utilises the grant money already received for that purpose. 4 Undertake a cost/benefit analysis of purchasing versus hiring a bus for use by the club. Page 7