MINUTES OF THE BOARD OF MANAGEMENT MEETING HELD ON 16 JANUARY 2018

Transcription

1 SORELL BOWLS AND COMMUNITY CLUB INC MINUTES OF THE BOARD OF MANAGEMENT MEETING HELD ON 16 JANUARY 2018 Attendees Board of Management Bill Butler (President) Gwen Scott (Vice-President) Paul Matthews (Secretary) Allan Chatfield Marion Florence John Scott Apologies Bev Kelleher (Asst Secretary) Stuart Harris (Treasurer) Simon Butler (Board member) Ron Cowen (Past President) Ex officio members Peter Self (Bar Manager) Shirley Hay (Provedore) Opening 5.30pm The President opened the meeting at 5.30pm. He advised the meeting that Stuart has resigned as Treasurer. Peter said he has asked Stuart to see out the year (until the AGM) and Stuart is thinking about it. Read/Confirm previous minutes Shirley moved, and John seconded, that the minutes of the previous meetings listed below be accepted as presented: Board meeting held on 21 November 2017 Special meeting held on 2 December 2017 Business arising from previous meetings Action by Action required Action taken Bill Bill Obtain major sponsorship for club tops Obtain Phase 2 quotes from John Sutcliffe In abeyance until 30 April sponsorship renewals In abeyance John is on holidays

2 Action by Action required Action taken Simon/Shirley Simon Simon Install basket arrestor om kitchen Report on Solar/Renewable energy interest-free loan Arrange beautification of building frontage Still to do Still to do Still to do (see note 1) Allan Purchase of small leaf blower Purchased Allan Purchase batteries for club clocks Purchased/installed Shirley Purchase of BBQ sheets Still to do Shirley Peter Arrange for a full-page article in the Sorell Times Install air conditioning in the stock room Arranged (see note 2) Installed (cost $3,495) Paul Review Facebook presence Still to do Paul Investigate name change requirements In progress Notes 1. Peter suggested we ask the Council to scrape about 6-8 inches of gravel away at the front of the building (council land) and we would put down soil and plant in order to beautify the area. Bill undertook to the Sorell Council GM. ACTION: Bill to investigate Council help. 2. With regard to the Sorell Times, Shirley advised the meeting that: Peter, Shirley and Chris submitted stuff for the articles Photos were taken and a full-page article was promised It should appear in the 30 January edition Treasurer s report Gwen tabled the summary of our accounts on behalf of Margaret (who had prepared it) and moved that it be accepted. Peter seconded the motion.

3 Bill advised the board that he spoke to Kerry Vincent (in his capacity as Chairman of the board of Bendigo Bank Sorell) about changing to the Bendigo Bank. Paul explained previous sponsorship limitations with Westpac Allan undertook to talk to Stuart about establishing an account Marion moved, and Bill seconded, that we progressively move from Westpac to Bendigo bank and leave the Perpetual Trustee account as is for now. Business arising from the Treasurer s report The following items remain on hold until appointment of a new Treasurer Bendigo Bank EFTPOS costs Coffee Machine hire purchase/outright purchase The board were advised that MYOB donated to the club by Jenny Davis MYOB to be installed on the club laptop Gwen moved, and Paul seconded, that Margaret continue as assistant Treasurer until matters regarding the Treasurer s position were settled. The following bills were paid by Allan Chatfield in the absence of a Treasurer: Security installation account ($3,022.25) BSG Australia ($155.93) BTS - Ross Brokate fees ($74) Caltex Sorell Service Station ($31.31) Cooley's Cartage Pty Ltd ($66) Correspondence The Secretary provided the following list of correspondence and moved that it be accepted. John seconded the motion Inwards Members o Shirley Hay WWC Registration expired o Andy Monk Interstate Clearance request o Leona Smith Working with Vulnerable People renewal o Darrell Hope - Working with Vulnerable People expired o Rod Purcell Request copy of BTS Delegates minutes (Sep 2017)

4 Inwards (continued) General o Updated pricing from FenceWrap o Azra IT Solutions integrated IT for clubs o Flash uniforms - November newsletter o HostPlus enquiries: How to update the contact details on your account Incorrect bank account details used for QuickSuper o BCIB Request for financials o Lion Price List changes - CPI February 2018 o APL Healthcare Invoice Defibrillator pads o from Vanessa Tatnell re using the green o One Hill Estate - An invitation to members Flyers o Derwent City Diggers Day 4 Dec 2017 o RSL Pairs elimination Sorell o Beltana $2,000 A and B Grade Triples 31 Dec 2017 o St Johns Park Bill Cruise Day 6 Jan 2018 o Cygnet Australia Day Carnival 26 Jan 2018 o Dover RSL Aussie Weekend Open Fours 28 Jan 2018 o Ouse Farmers Day 6 Feb 2018 o Claremont 2 Bowl Triples 11 Feb 2018 o Cygnet Ladies Summer Fours Carnival CANCELLED o Rodman s Turkey Triples CANCELLED o Buckingham Restricted Pairs POSTPONED o Rodman s Ray Stearnes $1000 triples 28 Jan 2018 o New Norfolk Hop Harvest Fours 10 March 2018 o New Norfolk - RSL singles playoff/diggers day 8 Jan 2018 o St Johns Park Bill Cruise Times and Entries o Franklin Past Presidents Association lunch 22 Jan 2018 o St Johns Park Basil Branch Champagne Day 11 Feb 2018 o St Johns Park Chris Willey Pairs 25 Feb 2018 o Cygnet Country Carnival 11 Feb 2018 o Sandy Bay Australia Day Fours 26 Jan 2018 Government o Grant Alert - 27 November 2017 o TasWater Screen installation in sinks o SRT Actively in Touch - December 2017 o Christmas Drinks hosted by Minister Guy Barnett MP o Member Protection Information Officer (MPIO) face-to-face Workshop o Guy Barnett MP E-News - Christmas 2017 o Grant Alert - 9 January 2018 o Grant Alert - 12 January 2018

5 Inwards (continued) Bowls Australia o Australian Team named for Gold Coast 2018 Commonwealth Game o Bowls Australia's Bowls Connect 6 December 2017 o 2017 in review Bowls Tasmania o SCAM Invoices from MyLocal Sport o Great Deals for Bowls Clubs partnership with Cash Back Living Bowls Tasmania South o Conditions of Play - Adverse Weather Conditions including Lightning o Sorell Ladies Round 10 changes Div 1 will be playing Claremont on 19 Dec instead 21 Dec. Div 4 will be playing Glenorchy City 19 Dec instead 21 Dec. o EOI to Host BTS Men's and Women's Pairs Championships o Entries received for BTS Women's Open and B Grade Pairs Championships BTS Men's Open and B Grade Pairs Championships o BTS Men's and Women's Open Seniors Sides announced o BTS Board Meeting 20 Nov 2017 minutes o BTS 2018 Friday Night "Southern Super Pairs" Competition o Loss of DJ Motors Sponsorship o Wheelchair Bowlers, Facilities and Equal Opportunity Tasmania o BTS Discipline Policy o BTS Men's Open Pairs Championship Draws o BTS Men's B Grade Pairs Championship Draws o BTS Women's Open and B Grade Pairs Championship Draws o Missing Saturday Pennant Team Sheets from 09/12/2017 o BTS Conditions of Play - 12 Game Rule o Practice and Expressions of Interest for BTS Women's Open and Seniors (Over 60's) Southern Sides (Amended Flyer) o Entries received for BTS Women's DL Reid Singles Championships o Draft discussion paper/survey Future of Pennant o Entries received for BTS Women's RACT DL Reid Singles o BTS Women's RACT DL Reid Singles Championship Draw o BTS Friday Night Super Pairs Competition o Possible Early Start for Saturday Pennant 20 January 2018 o Extreme Weather Policy o Unpaid invoices o BTS Women's Over 60's Fours Championship Entries Received o Friday Night Super Pairs Premier League Competition

6 Outwards To BTS o Request for 4 sets of Eight badges o Request for another set of Eight badges o Farmers Day flyer for distribution to clubs o Australia Day flyer for distribution to clubs o Interstate clearance for Andy Monk To all male members o Club Championships o Donations for 17 December Sorell Market stall To all female members o BTS Women's Open and Seniors (Over 60's) Southern Sides Flyer To all members o BA Weather policy (particularly lightning) o BA 2017 year in review To the Board of Management o Security installation account ($3,022.25) o Quote from Josh Rowe for toilet block work o Special board meeting 11.00am Saturday, 2 December o Draft discussion paper/survey Future of Pennant To TasWater basket arrestor will be in before Christmas To Golden Electronics Change of contact details (no longer Steve Lang) To Lion Co Change of contact details (no longer Sally Ridgeway) To APL HealthCare Change of contact details (not Jill Reid) To Vanessa Tatnell Contact Gwen Scott re using the green Business arising from Correspondence Peter advised the board that we had not previously been charged for cartage by Cooley s but we would be from now on. Kaye Upchurch had an accident on the green but this was not reported officially. It is noted here without any action being required. John Graham (Royal Hobart) lost his jumper but there is no evidence that it was left at the club. The Secretary noted that he had already advised TasWater that the basket arrestor would be installed over the Christmas/New Year break. He asked that this matter be concluded as a matter of urgency. ACTION: Shirley (purchases) and Simon (installation)

7 Reports Bailiwick Report from Advice / action BTS delegates Bill/Gwen Nothing to report House and Bar Shirley Require a new cleaning contract. ACTION: Secretary to provide Greens and Gardens Allan We still have to refurbish the southern side of the green following the removal of the hedge bushes from that area. Building Works Bill We have some minor maintenance issues to deal with but they are in hand. Grants Allan Nothing to report Sponsorship Bill Nothing to report Selection Bill Saturday selectors will be meeting on Wednesday 17 January at 4.00pm. Match committees Marion Farmers Day 2018 arrangements: John will get hams from No Frills for lunches Chris has provided crayfish for two raffles at $1 per ticket Peter suggested we used the BOAGs dividend Peter will ring Orford, Brighton, etc this week. Paul will re-advertise on the BTS facebook page. Paul moved, and Shirley seconded, that we take prize money from entry fees and provide $100 per player for First and $50 per player for second, with prizes only for third. Social committee Shirley Sorell Market stall - $400 profit and we still have items to sell so we ll have another one. Work Place Safety Simon Nothing to report Membership Paul Dianne Burgess has been registered as a bowler with BTS.

8 Candidate for life membership The Secretary advised the board that he received a nomination for life membership from Lesley Cornish. Since everyone seemed to already know that Lesley was nominating Shirley Hay for life membership, he read the letter to the board. ACTION: Hold until the meeting before the next AGM. SECRETARY S NOTE: In hindsight, Shirley should have been asked to leave the meeting while the letter was considered in order for all board members to speak freely on the matter. The May 2018 meeting will look at all nominations (if anymore are received) in this way. General business Raised by Paul (Secretary) Shirley Marion Marion Marion John Peter Allan Allan Allan Advice / action The Secretary advised the board that we have a new address SorellBowlsCmtyClub@outlook.com The new hand towel dispensers in the toilets would be installed on 18 January. The honour board has not been updated with this year s executive and last year s championship winners. ACTION: Secretary to compile a list of updates We should get a picture of Bill and Leona with their Australian Masters medals for the wall of fame. ACTION: Bill to organise photo with Leona An old couple who cannot bowl anymore came to the club and donated two sets of bowls which will be added to our inventory. The air conditioners require cleaning. We have an ant invasion. He suggested booking Shane Porter (from Oatlands) to fumigate ASAP. ACTION: Gwen to speak with Shane The Sorell Council have booked the clubroom for 25 August (from 6-8 pm). The clubroom has also been booked for the 80 th birthday of Brian Eaton (for about 24 September). We should approach businesses about coming to the club for Friday afternoon drinks.

9 Next meeting The next meeting will be held on Tuesday 20 February at 5.30pm. SECRETARY S NOTE: This meeting has been postponed until Tuesday 27 February at 5.30pm. Closure The President closed the meeting at 7.05pm. Paul Matthews Secretary Bill Butler President 18 February 2018 February 2018 Enclosure Financial summary as at 16 January 2018

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