MINUTES OF THE BOARD OF MANAGEMENT MEETING HELD ON TUESDAY, 16 FEBRUARY 2016 Attendees

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1 SORELL BOWLS CLUB INC MINUTES OF THE BOARD OF MANAGEMENT MEETING HELD ON TUESDAY, 16 FEBRUARY 2016 Attendees Chris Smith (President), Kathy Matthews (Vice-President), Sally Ridgeway (Treasurer), Paul Matthews (Secretary), Steve Lang, David Lng, Marin Flrence, Darrell Hpe Meeting pen 1. The President declared the meeting pen at 6.05pm. Minutes f the previus bard meeting 2. Marin mved, and Sally secnded, that the minutes f the previus meeting, held n 19 January 2016 be accepted. Business arising frm previus minutes 3. Update the club s inventry. This matter is still t be actined. 4. Cffee Van BCIB Insurance impact. This matter is still t be actined. ACTION: Secretary t draft a letter t Mr Beis. 5. Blue street signage. Kathy advised the bard that, despite calls, there was still n wrd n the installatin f the street sign. ACTION: Kathy t cntinue t mnitr this request. 6. Bereavements Guidelines. The Secretary presented the bard with a draft club rule t cver the club s plicy with regard t bereavements. Discussin resulted in minr amendments. Paul mved, and Chris secnded, that Club Rule 15 be accepted as presented at Appendix Selectin Cmmittee electin/eligibility rules. The Secretary presented the bard with a draft prpsal t replace clauses 8.3, 8.4 and 8.5 f the cnstitutin with new clauses t restructure the way we manage selectin Page 1

2 cmmittees. Paul mved, and Chris secnded, that the prpsed changes (Appendix 2) be put t the AGM as a special reslutin t change the club s cnstitutin. ACTION: Secretary t pst prpsals in readiness fr the AGM. 8. Bus Hire. The Secretary advised the bard that tw buses had been bked as fllws, and that the driver wuld prvide an invice n the day: Premier Divisin t Dver - 6 Feb $400 Ladies Divisin 4 t Geevestn - 25 Feb $350 Paul advised the bard that each passenger wuld be charged $15 and the club wuld cver the rest f the cst. 15 players travelled t Dver n 6 Feb. Marin advised the bard that 17 passengers were expected fr the Geevestn trip. 9. Bar Trading cmparisn chart. The Treasurer prvided the bard with a cmparisn f bar trading fr the last financial year and the year t date (Appendix 3). Treasurer s reprt 10. Sally presented the Treasurer s Reprts and mved that it be accepted. Darrell secnded this mtin. Business arising frm the Treasurer s reprt 11. Nthing t reprt. Crrespndence 12. The Secretary presented a summary f crrespndence in and ut fr the past mnth: Inwards Member Paul Matthews nt cntinuing as Secretary Flyers RSL Furs Eliminatin Rsny Park 1 Feb 2016 Orfrd Fur Bwl Carnival 16 Apr 2016 Cygnet Fur Bwl Cuntry Carnival 14 Feb 2016 Old Schlars Ftball Assciatin 11 Mar 2016 Glenrchy City Jack Eatn Memrial Mixed Pairs 6 Mar 2016 Buckingham Bwls Club Winter Scial Bwls Page 2

3 St Jhns Park Champaign Day 13 Mar 2016 SRT / Gvernment Cyber Safety frums and MPIO wrkshps Srell Bwls Club grant variatin BA/BT Tasmanian Triples Champinships Tasmanian Senir Champinships 2016 BTS Draw fr BTS Men's Open and B Grade Singles Champinships Entries fr BTS Wmen's RACT DL Reid Singles Champinships BTS Wmen's RACT DL Reid Singles Champinship Draw BTS Champin f Champin Singles Events EOI t hst BTS Premier League Grand Final Change t Cnditins f Play Ntice f next Delegates Meeting BTS Bard Meeting Minutes 18 Jan 2016 Missing Wednesday Men's Pennant result Missing Thursday Wmen's Pennant result Entries fr BTS Wmen's Champin f Champin Singles BTS Men's Open Suthern Teams BTS Wmen's Open Suthern Teams Reminder re Bwls Sticker Guidelines Outwards t members Bard vacancies Secretary Men s triples/furs Mixed Pairs Tasmanian Triples Champinships Tasmanian Senir Champinships 2016 BTS Men's Open Suthern Teams BTS Wmen's Open Suthern Teams Sent t BTS Player registratin Chris Watsn Wmen s Open Champin f Champins entry frm Srell Bwls Club grant variatin returned t SRT Bus Hire Cst and recvery 13. Paul mved, and David secnded, that crrespndence be accepted. Business arising frm Crrespndence 14. Nthing t reprt. Page 3

4 Reprts BTS delegates 15. The next delegates meeting will be held at Claremnt n 7 March. Paul advised the bard that he wuld be unable t attend. Sally ffered t attend, with Chris, in Paul s place. Huse and Bar 16. Steve advised the bard that Tny Hill replaced the hand-basin taps and washers at a cst f $94 per set. ACTION: Secretary t send a letter f thanks t Tny 17. Steve als advised that Vikki has resigned due t pr health. Building Extensins 18. Chris advised the bard that Tny Schfield had prvided a qute fr $338,000 He was expecting three mre qutes in the near future The engineer recmmends replacing sme beams that will nt be crrectly supprted nce the existing tilet blck is remved. Match Cmmittees 19. Ladies Match Cmmittee. Kathy advised the bard that: The Furs were up and running but were running slightly behind. The Triples were up and the draw wuld ccur n 18 Feb Lena Smith wn the Ladies Open Singles. 20. Men s Match Cmmittee. Paul advised the bard that: The Furs were up and the draw was scheduled fr 20 Feb 2016 but s far there had been n entries. The Triples had been cancelled as nly tw teams entered. Bill Butler wn the Men s Open Singles and Alan Waller wn the Men s Restricted Singles. SECRETARY S NOTE: A third team was fund fr the triples s a rundrbin cmpetitin has been psted n the bard. 21. Club Match Cmmittee. Paul advised the bard that Nine teams (s far) were entered in the Mixed Pairs. The draw wuld be carried ut after 20 Feb 2016 (last Saturday game) in hpes that mre teams wuld enter. Farmers Day netted abut $850 prfit. Page 4

5 22. Sally suggested it might be a gd idea t play all singles finals (men and wmen, pen and restricted) n the same day s that we can rganise markers and an umpire, and make a club day f the events. Paul and Kathy undertk t pass this suggestin n t the incming Match Cmmittees. Greens and Gardens 23. Darrell advised the bard that he wanted t shift the rinks t even ut the wear n the greens but he was meeting resistance. The bard supprted Darrell s decisin t mve the rink markers at the end f pennant play. 24. Darrell advised the bard that he wuld nt be re-running fr greenkeeper due t ther cmmitments. Scial Cmmittee 25. Nthing t reprt Grants and Spnsrship 26. Sally advised the bard that Cper Autmtive had apprached the club regarding spnsrship they have taken ver Suth-East Tyres in Srell. It is believed they may ffer members a 15% discunt but a deal wn t be entered int until 1 May. Wrk Place Safety 27. The Bar Manager advised the bard that Vikki reprted t him that a visiting player had been very rude and swrn at her because f pr service. Steve did nt find ut abut this until after the event, but advised Vikki t refuse service if such cnduct ccurred again. This incident prmpted the fllwing decisins: Bar staff wuld be advised t refuse service t anyne behaving in an inapprpriate manner Steve wuld draft a prtcl, fr bard cnsideratin, that bar staff culd rely n in cases Bar staff wuld be advised t reprt such ccurrences immediately t either the match manager, bar manager r bard member (whichever is mst readily available) Steve wuld lk int purchasing a persnal alarm fr bar staff t use if they felt the circumstances warranted it. ACTION: Steve Lang t draft prtcls and undertake staff training. New members 28. Nne. Page 5

6 General business 29. Liqur License inspectin. The Secretary advised the bard that a snap inspectin was carried ut n Saturday 13 February. The inspectr checked the Visitrs bk and verified Vikki s RSA licence. 30. Green hire n Saturday, 13 Feb. The Secretary advised the bard that: He received a phne call just befre pennant was due t start asking abut the use f the club/green that night. N-ne knew anything abut this bking and n bar staff had been arranged He apprached David Fster abut this matter when he arrived t play. David said he had been cntacted but n fllw-up ccurred s he assumed nthing wuld happen David undertk t cllect the mney ($50 per hur), supervise the visitrs and ensure they signed the Visitrs bk (in light f para 29 abve). Subsequent checks revealed that guests DID NOT sign the Visitrs bk and nly $75 was cllected. Sally advised the bard that the bar made $468 that night. Given the abve, the Secretary mved that we create a Bking Frm that we can prvide t prspective enquirers that sets ut the cnditins fr hiring the club s that we can be prepared fr any future visits f this srt. ACTION: Secretary t prepare a Bking Frm by the next meeting. Kathy mved that we apply a bnd t green hire in the same way that we d fr clubrm hire t encurage gd cnduct frm visitrs. This matter was held in abeyance until the next meeting. 31. Markers Curse. Marin advised the bard that Marin advised the bard that five members f the club passed the Markers curse held n Tuesday 9 February: Bev Kelleher Trish Blt Lena Smith Shirley Hay Vicky Wakefield ACTION: Secretary t advertise ur new Markers in a frame Page 6

7 32. Cst f qualificatins. Marin advised the bard that the cst f btaining each qualificatin (Marker, Measurer and Umpire) was $40 per curse. After sme discussin Paul mved, and Marin secnded, that: Members wh undertake the Markers curse must pay the full $40 themselves. Members wh undertake the Measurers curse shuld pay the $40 cst and seek a reimbursement f half the cst ($20) frm the club. Members wh undertake the Umpires curse can seek a full reimbursement f the $40 cst frm the club. 33. Marin had t leave early but advised the bard that the fly zapper in the kitchen was nt wrking and needed repair/replacement. thught shuld be given t wh wuld run the winter bwls fr the cming seasn. 34. Paul and Kathy advised the bard that they wuld nt be present fr the next meeting (Tuesday, 15 March 2016). It was decided t hld the meeting n Thursday, 17 March instead. SECRETARY S NOTE: The next meeting has subsequently been set fr Tuesday, 22 March. Next meeting 35. The next meeting will be held at 6.00pm n Tuesday, 22 March Clsure 36. The president declared the meeting clsed at 7.55pm. Paul Matthews Hnrary Secretary Chris Smith President 1 March 2016 March 2016 Appendices 1. Club Rule 15 Bereavement guidelines 2. Prpsed cnstitutinal changes selectin cmmittees 3. Bar trading cmparisn chart Page 7

8 Appendix 1 Club Rule 15 Bereavement guidelines The Bard f Management will appint a member f the club t act as the Bereavement Officer. Upn receiving advice f the death f a past r present member, the Bereavement Officer will: 1. Place a ntice in the Mercury (with bwls lg) fr any President r Vice-President f the club. 2. Place a ntice in the Mercury (withut bwls lg) fr any life member f the club. 3. Send a cndlence card t the family f a past r present member if an apprpriate address is knwn. 4. Send flwers t a maximum value f $50 t a current club member upn receiving advice f the death the member s spuse r partner. The Bereavement Officer will have the discretin t interpret these guidelines as necessary but must advise the bard when such deviatin ccurs. Page 8

9 Appendix 2 Prpsed changes t the cnstitutin re Selectin Cmmittees 8.3 Chairpersn f Selectrs (a) (b) (c) (d) (e) The chairwman f the Wmen s Selectin Cmmittee will be elected by fully financial female full r life members. The chairman f the Men s Selectin Cmmittee will be elected by fully financial male full r life members. The chairpersn f the Saturday Selectin Cmmittee will be elected by all fully financial full r life members. Nminatins fr chairpersn must be received at least seven days prir t the Annual General Meeting. Nminees must be fully financial full r life members f the club t be eligible t nminate and/r hld ffice. 8.4 Initial Selectin Cmmittees (a) (b) (c) (d) (e) (f) One interim selectr per divisin frm the preceding seasn will be elected t each cmmittee defined at Clauses 8.3 (a), 8.3 (b) and 8.3(c). Interim selectrs must nminate fr the psitin they wish t hld at least seven days prir t the Annual General Meeting. Nminees must be fully financial full r life members f the club t be eligible t nminate and/r hld ffice. The Chairpersn f the cmmittee, and the interim selectr, will select the pennant teams fr the interim selectr s divisin fr the first rund f the pennant seasn nly. Interim selectrs will retire after selecting fr the first rund. Interim selectrs will be eligible t nminate t be an nging selectr under Clause Onging Selectin Cmmittees (a) (b) (c) (d) Fllwing the first pennant game f the seasn, each divisin will nminate an nging selectr t their respective Selectin Cmmittee. Onging selectrs will select the pennant teams fr the secnd and all subsequent runds f the pennant seasn. The Chairpersn f the cmmittee, and the nging selectr chsen by each divisin, will select fr their divisin. Shuld an nging selectr be transferred frm their divisin, ther than t fill a casual vacancy, they will frfeit their psitin as selectr and the Page 9

10 divisin affected will nminate a new nging selectr. (e) (f) If a divisin des nt nminate a selectr t represent their interests, the chairpersn f the Selectin Cmmittee may appint an eligible member frm any divisin t fill the vacant psitin. A divisin may nminate a different nging selectr at any time during the seasn as lng as said nminatin is made befre selectin fr the next rund has been made. Page 10

11 Appendix 3 Bar Trading cmparisn chart Page 11