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BALMAIN SAILING CLUB
MINUTES OF MEETING 16TH July 2002
PRESENT: Doug Friis-Clark (Chair), Barry McGregor, Erica Kirby, Nick Evtoushenko, Gary Ferres, David Stenhouse, Stacy Bryce, Karen Hawkett, Andy Clark, Kerri Pattison, Ian Smith, Poppy Moore.
APOLOGIES: Arthur King
Laminating Machine - David has purchased a new laminating machine ($299.00) and laminating stationary ($91.00).
Sale of Tinny - Has been advertised for $1,700. Still no expressions of interest. Nick to continue to sell at whatever price the market dictates.
Rubbish Removal and Cleaners - Cleaning and rubbish removal is in excellent order. Nick was thanked by committee for managing this.
Sport & Rec. Grant - Barry sent photo to Sport & Rec. and the grant of $9,000 had been received and banked. A sign acknowledging their support is to fixed to the ramp.
Keys - Nick E. is now a signatory for the keys as is Erica. There were 2 x M keys cut and 2 x C keys cut. Nick E. is keeping a copy of both the M and C keys that are for the cleaners to access the club. Marni
has an M key and there is an M and C key in the club as spare. Nick S. to arrange for the storeroom locks to change.
Tender Storage - Responsibility has been passed on to Andy Clark.
AYF membership - David to crosscheck paid AYF membership records in the database vs the lists Erica has sent to AYF and liaise with the AYF for new and renewing members.
Erica indicated that so long as members had paid BSC their AYF fees, they were covered by the AYF. Also, we can input member details into the AYF website upon receipt of payment and the AYF would invoice BSC.
Barry indicated that 'technically any boat is subject to protest if they are not a member of the AYF' and that we should notify/remind members within the next newsletter.
Regatta - Raffle tickets not organised yet.
BSC membership - David to present proposed schedule of membership fees (pro rata).
'Pontoon Project' - Formal application to Waterways to be submitted by Barry within a week. Barry will present a report to club members at the AGM.
Bar Snacks and Soft Drinks - Erica indicated that Pip claimed to be keeping the stores stocked. Karen indicated that the cash in the till did not reflect the sale of all of the bar snacks. It was agreed that this issue was further emphasis for the need to keep the bar locked during races.
Minutes of the meeting 18th June approved.
Correspondence
* Leichardt Council regarding terms and conditions of bus hire for the regatta - Regatta Committee.
* Sports Council of NSW seeking donations from club members - to be placed on club notice board.
Total unapplied cash as at 16th April $7,300.00 which is the amount in the bank for the in-coming committee. Karen indicated that the profit and loss records were not up to date and indicated that she would attempt to have this completed by the end of the week (before travelling north).
Barry discussed the Sport and Rec. grant and inquired as to how it was to be recorded within the club's accounts indicating that the grant is repayment of the cost of repairing the ramp, an expense associated with the past financial year.
Club books recorded on cash basis only, however grant should be noted in
Doug indicated that he had been contacted by the meat suppliers regarding unpaid / overdue accounts. Karen indicated that payments / cheques had been issued and recorded as unpresented with the club's accounts, however the cheques had not been presented.
Karen to cancel unpresented cheques and re-issue payment.
Doug indicated that an annual financial report should be made at the AGM. Karen indicated that she had limited time prior to her departure.
Barry agreed to assist in generating reports from MYOB.
Nick E noted the $800 spent on oven repairs and asked if the oven repairs were complete and ovens were working. Indication that no further repairs were required and ovens were fully operational.
Report from the Secretary - None
Doug indicated that the BSC had received the 200 / 2001 audited accounts last week. The audited accounts have usually taken approximately 15 months after the end of a financial year before they are presented, however ideally they should be available shortly after each AGM.
Report from the Regatta Committee - no meeting held.
David to process all membership, race entry and storage applications.
After checking the incoming mail there was a large number of applications that required processing.
Procedure from processing all applications efficiently requires endorsement from the Treasurer (Karen) indicating receipt of payment, endorsement from race committee (Erica) acknowledging receipt of race entry fee, endorsement from Boatyard Captain (Andy) authorising storage application and endorsement by Membership Captain (David) indicating details recorded in the member database.
David to contact 'David (?)' to try to get the database to work directly in conjunction with email.
Erica to show David how to log onto and check club email.
Committee agreed that David would be able to pay a maximum of $200 for assistance in relation to fine tuning the database as or if required.
Sponsorship Report- None
Stacy reported that she had been contacted by a journalist at the Village Voice asking to reprint articles from the newsletter. Committee agreed that this was positive PR.
Stacy will be placing an AGM announcement in the Village Voice and the Glebe local papers.
Stacy indicated that she was happy to continue as PR Captain however due to time constraints she was unable to organise the club newsletter.
Erica indicated that she was willing to continue to produce the newsletter, however it would be preferable if someone else would undertake the role.
Formal application to Waterways to be submitted by Barry within a week.
Barry will present a report to club members at the AGM. The next committee will deal with the Development Application.
Doug suggested that Barry's report be inclusive of projected project costs.
Winter Series is being very well attended.
The Instructions booklet will be ready within 2 weeks. Nick E expressed concern regarding the accuracy of maps in the draft. To be discussed and resolved by Nick and Erica after the meeting.
The Winter Ball - Has been rescheduled for the 31st of August. There have been no known cancellations fees or expenses to date. Committee members were encouraged to support the ball by booking and paying for group tables and recoup payment from their guests.
Before the AGM, Doug will contact the organising committee to ensure that plans for the ball are progressing.
AGM - Doug indicated that we needed to determine how the AGM should proceed and discussed the role of the 'Returning Officer'. Doug will contact an appropriate person to act as returning officer.
Agenda - Reports as follow: Treasurer, President, Commodore, Building and Secretary.
David to provide current membership figures to Doug at the AGM.
Club members are to be encouraged to attend the AGM and make nominations, promoted within the forthcoming newsletter. Nomination forms to be included in the newsletter.
Garry offered to purchase and cook bacon and egg rolls for members on the morning of the AGM (to be promoted within the newsletter to encourage attendance).
Doug indicated that the current committee should assist new committee in setting annual budgets.
Hall Hire - Nick indicated that he was happy to continue to manage the hall hire.
Ian Smith - Ian announced that there would be more vintage skiffs participating in this year's regatta (launching a skiff [sorry, forgot the name]).
Ian presented a letter to the committee outlining his proposal to store a Cadet Dinghy to be used by young teenagers from the Redfern PYCY, who would race every second Sunday with the dinghy fleet. Ian spoke to the letter indicating that the Cadet Dinghy would be available for use by the Birchgrove Sailing School.
The Committee indicated the proposal was in keeping with the community spirit that we should be encouraging and endorsed the proposal.
Andy to negotiate storage availability for 1 boat on a trial basis.
Soup- Kerri Pattison presented her proposal to establish a soup kitchen at the club to be sold to members after Sunday races, and sharing a 25% of the profit with the club. Kerri indicated that all cleaning would be undertaken by her and that she would manage the cash. The committee supported Kerri's proposal indicating that it would improve club culture.
The Committee acknowledged that this was Doug's final committee meeting and offered their thanks for his years of dedication and work.
Meeting closed at 8.25pm.
Next meeting - AGM at 10.30 am Sunday 11th August 2002.
Next regular meeting - at 6.30 pm Tuesday 20th August 2002.