Lake Samsonvale Water Sports Association Management Committee MEETING MINUTES DATE: 18.05.15 TIME: 7:30 pm VENUE: Club rooms Attendees: Philip Jackson (PJ) President Nick Drapes (ND) Vic President & Commodore Tracey Churchill (TC) Secretary James Flaherty (JF) Treasurer Tui Rutherford (TR) Membership Secretary John Boetje (JB) Ordinary Member Craig Wilson (CW) Web Master Chris Davey Ordinary Member Tim Hunt (TH) Ordinary Member Ted Pulfer Caretaker (= Present) 1. Welcome / Apologies Apologies: Chris Davey, Tracey Churchill, John Boetje 2. Caretakers Update i) Plumbers account - $594 – approve to pay ii) Refund for Ted and Elaine - $104.10 – agree to pay iii) Locksmiths account - $165.00 – agree to pay. iv) Moved PJ / Seconded TR: Accepted – All 3. Minutes Minutes read and accepted – Moved PJ – 2 nd TR – accepted.
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Lake Samsonvale Water Sports Association Management Committee
iv) Mailbox fee not paid – expired. Arising from issues associated with processing mail. JF to restore box and CW to collect and redirect mail, weekly, based
on priority.
D. Membership fees
i) Proposed that fees are not raised this year, given current financial position
Moved PJ, Seconded TH - Accepted All.
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
5. Administration
A. Correspondance
In i) Department of Fair Trading Annual Return – to JF to pay and submit. ii)
B. Membership
i) Discussion regarding what is the ultimate preferred capacity. Currently hitting self-imposed limit of 230. Consensus is 250 without major modification
to management structure. Preference is to manage as a live issue given the current cap and monitor for stress points..
ii) What gets carried over to Wild Apricot? Agreement - carry over only what is necessary to sustain database for membership management.
iii) TR to email life members enquiring of their continued interest in the Club.
iv) James Dick paid in Dec but no key. TR / JF to resolve.
v) TH described review of handicap system. Detailed analysis appreciated. Recognised as complex and query whether it could integrate into Wild
Apricot. Decision and agreement to keep going with review but not carry over to Wild Apricot at this stage. Move PJ, 2nd ND - accepted.
vi)
6. Racing
A. On-Water Activities
i) Resails scheduled
• 17th May – Marathon - Great day with reasonable turn out.
• C Heath has agreed on next Graham Heath Memorial Marathon.
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
• Discussion re format for other contenders in GHMM. Agreement that Crewed Cats OTB fall within GHMM and remainder will be covered by
LSWSA Mid Winter Marathon over three classes: other cats, trailer sailers and skiffs. C Heath to reward GHMM and LSWSA to reward
remainder. Suadage Sizzle to follow with presentation.
o TH to ask about getting glass tankards.
o Racing formula t obe the same as last year.
o Safety Boat – CD and Lucille
• Winter racing to consist of 1 morning race – handicap start, 2pm back to back championship race. ND to email format.
• Junior racing options to be explored for start of Summer series.
• TH will participate in Race Control to trial his program alongside existing.
• Request to look at the canteen over the winter with a view to open for Summer series.
• 2x BICs for sale on Gumtree. All approved $5.2k for purchase if possible. CD to manage.
• ND and PJ to investigate loan of BICs that are prebooked and to members.
• Review engagement of Classic Boats – TR to canvas members.
ii) Safety boats
• Insurance resolved
• Radio circuit posing problems – thank you to whoever fixed.
iii) Storage
• Discuss boat storage and security at next meeting. Opportunity to revamp shed storage. ND to find out about trailer for BICs.
• TR requested we examine looking at surface dressing for boat park.
iv) JF raised issue of radio licences for using VHFs. Good point as regulator is getting tough. Need to find out about courses.
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
B. Junior Program
i) TH now qualified trainer. Will describe junior training process including Discover Sailing by August 2015.
ii) Discussion regarding provision of a boat suitable for sail balance training
C. Race control
i) Volunteer capacity: options with club offspring interst to be pursued. Fee of $50.00 agreed.
7. Communication & Promotion
A. Webcam
i) CW and TH to resolve and source WIFI extender.
ii) Weather station is not talking. Need to find another unit.
i) PJ to talk to Pacific Data.
iii)
B. Newsletter Nil
8. Training & Risk
A. Training
i) Nil
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
9. Asset Management Nil
10. General Business TH asked about the Hobie 16 – offer to Club – to be pursued. PJ – Gift from honorary chaplain Tania Byers of mdeol boat for collecting donations. Made by dedicated senior gentleman. PJ – Require commercial cleaners for carpet. All agreed. PJ – Calendar – CW to review and table.
11. Next Meeting Weds 17th June
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
12. Action Summary - Not updated.
Action Who By Due
Finance
1. Transfer funds form Westpac cheque account to new NAB Community Solutions account JF When feasible
2. Arrange a NAB debit card for caretaker expenses JF When feasible
3. Initiate a circulr motion to resolve best solution for BT investment monies JF When feasible
4. Profit & Loss statement due once NY Regatta costs finalised JF In progress
5. Investigate potential for corporate sponsorship TR In progress
Administration
6. Approach SEQ Water re camping option for visitors for events PJ Delayed - 2015
7. Confirm insurance position for functions on site PJ ASAP
8. Create directories and save related documents onto the LSWSA dropbox PJ Next meeting
9. Clarify whether archive provision exists on the LSWSA email accounts JB & CW Next meeting
10. Undertake trial of WildApricot software TR TH JF CW In progress
11. Establish a Paypal account TR TH JF CW When feasible
12. New keys to be allocated to Remote Planes associate members TR ASAP
Racing & On-water activities
13. Review race & race series definition; allocation to racing divisions SSC In progress
14. Investigate options to attract classic boats to the lake during the winter series PJ TR TH In progress
15. Review option of open invitational series in winter with sponsorship SSC In progress
16. Purchase and install equipment for webcam, power reliability & digitial voice recorder for race control ND CW TH In progress
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
17. Seek informal feedback from members re decreasing participation in races SSC In progress
Action Who By Due 18. Graham Heath marathon – format to be reviewed to increase participation PJ Early 2015
ii) Replace all bearings on the mowing deck plus nuts
iii) Refund of $328.91 – Moved PJ, 2nd TR, accepted.
iv) Need to address urgent issue of hot water and pressure – Moved PJ, 2nd TR , accepted.
3. Minutes
Minutes read and accepted –– accepted.
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
4. Finance
A. Banking services
i) Some movement with account transfer to NAB underway.
ii) Westpac have finally returned all funds.
B. Reporting
i) P & L statement tabled and accepted. Positive at $29,000
ii) Balance sheet tabled
iii) Bank Register tabled - accepted
iv) Cashflow - net positive at $16,000
C. Costs
i) Reimbursement for lock to ND - $35 approved.
ii) Mailbox issue closed.
D. Membership fees
Reviewed fee structure and agreed that:
Full membership increase to $190.00. all other fees remain unchanged.
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
5. Administration
A. Correspondence
In i) NA ii) Cleanheat taken over by Elgas. iii) Request by Steve Redback to do follow up inspection - declined. iv) Calender rviewed with CW. To be posted for confirmation.
B. Membership
i) Five potential members in waiting. Circulate details for pending approval. TR
ii) Continue to progress Wild Apricot.
6. Racing
A. On-Water Activities
i) Safety boats
• Re-registration required for SB3.
ii) Racing
• June racing was different and exciting for all involved.
• Revised starting system courtesy of ND trialled and has general success. Need to extend Race Briefing to 45 minutes ahead of start.
• TH trialled revised software for starting. Minor hiccups but easily resolved for next race in July.
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
• Alex Fraser assisted in race control. Went well but too early to tell if a goer.Agreed he do two sessions then we pay him $50.00 per race day.
• Power issue at Race Control is ongoing and needs to be resolved.
• Race camera to sourced. Requires good optics and 1080 resolution.
B. Junior Program
i) CD submitted email via ND for possible purchase of three more BICs at reduced prices ex Sydney. Agreed to purchase four good quality boats at $2925.00 – total value $11700. Moved ND, 2nd PJ – accepted.
ii) This purchase will help club reach target of 10 BICs for junior sailing fleet. Other options, e.g. grants to be actively explored.
iii)
C. Classics
i) TR reported several different classes interested. Springbank, Heron, Wright 14 and possibly a Cat. TR to continue to manage.
7. Communication & Promotion
A. Webcam
i) Weather station is not talking. Need to find another unit.
i) PJ to talk to Pacific Data. - NFA
ii) Replace web cam – CW chasing.
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
B. Newsletter Nil
8. Training & Risk
A. Training
i) Boat master and Safety Boat training needs to be revisited.
9. Asset Management Nil
10. General Business i) P Leonard submitted email suggesting Club secure a Club Patron. Various options discussed with all agreeing idea had merit as political clout is
valuable. Concern that recognition of David ? (MRBC) long term guidance cold be compromised and we don’t wont that. Nicki Boyd member for Pine Rivers suggested.
ii) Planning session for risk assessment and strategy to be held 25/07. Includes walkaround to assess assets and boat parks. Start 0830. iii) Request for burgees approved. To be followed up. PJ iv) TR would like th e wall plaques updated. Previously done by T Ward. Approach shop (Alpha Trophies?) in Kalangur – PJ v) TR – looking at smart locks for front gate. Very promising. vi) JF – drains crossing t obe ceaned up. Get costs. – who? vii) CW – to examine cyber security issues for uploading material to the cloud as part of LSWSA file access protocols. viii)
11. Next Meeting Weds 15th July
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
Action Summary - Not updated.
Action Who By Due
Finance
1. Transfer funds form Westpac cheque account to new NAB Community Solutions account JF When feasible
2. Arrange a NAB debit card for caretaker expenses JF When feasible
3. Initiate a circulr motion to resolve best solution for BT investment monies JF When feasible
4. Profit & Loss statement due once NY Regatta costs finalised JF In progress
5. Investigate potential for corporate sponsorship TR In progress
Administration
6. Approach SEQ Water re camping option for visitors for events PJ Delayed - 2015
7. Confirm insurance position for functions on site PJ ASAP
8. Create directories and save related documents onto the LSWSA dropbox PJ Next meeting
9. Clarify whether archive provision exists on the LSWSA email accounts JB & CW Next meeting
10. Undertake trial of WildApricot software TR TH JF CW In progress
11. Establish a Paypal account TR TH JF CW When feasible
12. New keys to be allocated to Remote Planes associate members TR ASAP
Racing & On-water activities
13. Review race & race series definition; allocation to racing divisions SSC In progress
14. Investigate options to attract classic boats to the lake during the winter series PJ TR TH In progress
15. Review option of open invitational series in winter with sponsorship SSC In progress
16. Purchase and install equipment for webcam, power reliability & digitial voice recorder for race control ND CW TH In progress
Lake Samsonvale Water Sports Association Management Committee
LSWSA Meeting Minutes – April 2015
17. Seek informal feedback from members re decreasing participation in races SSC In progress
Action Who By Due 18. Graham Heath marathon – format to be reviewed to increase participation PJ Early 2015