minutes 18/9/02

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Balmain Sailing Club

Committee Meeting September 18, 2002

PRESENT: David Stenhouse (Chair), Erica Kirby, Stacy Bryce Chris Burn, Rowan Fotheringham, Jennifer Cowan, Mike Nicholls, Poppy Moore, Gary Ferres, Neil Hamilton, Troy Fortune, Annette Stewart, Doug Friis-Clark, Arthur King

APOLOGIES: Heather Rawson

Issues from minutes of previous meeting

Club operations – Doug’s proposal tabled at the last meeting was discussed in detail by the committee.

The proposal was for a 3-month trial of an Office Manager to help with administration, as well as co-ordinating other functions such as meetings and markets which would increase revenue from club facilities. Doug spoke in more detail about the proposal, including an offer to leave out the revenue-generating activities initially, pending development of a more detailed proposal.

Points raised in favour of the proposal centred around the benefit of getting more people involved in the club and generating more revenue for the club. Points against the proposal focussed on the flow-on impacts of moving away from a primarily volunteer-based organisation. Dave reported that the majority of members contacted during the month were against the proposal, on the basis that the club is a volunteer organisation. It was acknowledged that last year’s committee experienced workload difficulties, however the new committee feels there is now greater enthusiasm and more people available to carry out the work required.

The two parts of the proposal were also discussed separately. None of the committee members present felt a strong need for administrative assistance in completing their tasks at this stage. More merit was seen in the revenue-generating options (eg markets and meetings), so long as there was no up-front financial exposure to the club. In this regard, the club can already be hired out to people who might want to conduct such activities.

A formal motion was moved – "That the proposal be accepted as it currently stands".

Voting – For: nil. Against: unanimous

Action: Each of the committee members agreed to consider the work that needs to be done in their role, and to determine what, if any, assistance is required. Details should be emailed to the committee during the month for discussion at the next meeting, with a view to seeking a proposal if sufficient work is identified.

David to speak to Doug about the key points raised in the discussion.

Correspondence

- nil

Presidents Report

Processing of AYF memberships is still outstanding but will be addressed this week. Andrew from Sydney Yacht Squadron deals regularly with the AYF and is happy to assist anyone needing to get details from the AYF; queries can be sent to him via email and he will obtain an answer.

Thanks go to Jennifer for spending a lot of time here recently cleaning up the office and getting all of the membership details up to date.

Thanks go to Rowan for installation of the new ‘Starting Lights’ and attending to a range of other jobs.

The Ball was a great success – thanks to Merrill, Chris and Barry.

Action: Chris and Merrill will be asked to prepare a short debrief for the next meeting outlining the arrangements made for the Ball, so that we have a model for undertaking similar events in future and to avoid duplicity.

Rowan’s tender was accidentally damaged at the Ball. It was agreed that the club should bear the cost of repairs, and Garry has agreed to do the repairs. A quote was circulated and accepted.

Action: The Secretary will be requested to investigate the possibility of an insurance claim.

David will obtain a copy of the Club Constitution from Arthur and ensure it is available to the committee.
A notice was put in the last newsletter seeking someone to write up the history of the club. A response was received from David Stewart, who will "start with a bottle of red" and compile a modern history of the club from existing documents.

Action: David to liaise with David Steward.

Treasurers Report

Last year’s finances have been reviewed and the outcome is better than at first thought, with profit currently standing at $12,000. A few more items are being followed through (including an apparent double-payment to AYF); once these are investigated Mike will be ready to take the books to the auditors in the next few weeks.

An Expenses procedure has been implemented and emailed to all committee members. Anyone requiring reimbursement should fill in the form and leave it in Mike’s pigeon-hole. He will clear it weekly in summer and fortnightly in winter. If payment is required more urgently the form can be faxed to Mike. Anything over $500 will require committee approval.

A procedure for the bar will be developed next.

Mike has investigated installation of an EFTPOS terminal, to assist with memberships, race-fees, tickets to balls etc, and cash-out to members to reduce cash holdings. Cost is $30 per month plus around 49c per transaction depending on fee charged. Mike indicated that BSC is currently paying a premium of 4.5%, (Andrew at SYS recently got 1.2%). Based on last year’s credit card volumes, the machine will save us around $400 p.a. even after all fees.

A motion was put: "That the club obtain an EFTPOS terminal

Voting – For: unanimous.

Action: Mike to obtain terminal, seeking a fee of around 1.3%. Mike to arrange training of committee members so that there will usually be someone around who can run the machine. It was agreed that the sailing committee be excluded from this requirement on race days.

Secretary’s Report

no report

Sponsorship Report

Sponsorship for the Spring series has been obtained from Gladesville Bridge Yacht Sales, and a few signs have been placed in the club rooms.

Ways to offer value to sponsors were discussed, such as announcements with race results and a permanent BSC sign on the wall with room to hook on signs for the sponsors for the current series. It was agreed that we need to develop a sponsorship policy, showing what we can offer for different prices.

Action: Neil and David to prepare sponsorship policy

Paul from Photel has a large trophy he would like to offer the club.

Action: Neil to discuss options with the sailing committee

Commodores Report

Spring series has started.

House Captain’s Report

A cleaner is required – anyone with contacts should email details to Heather.

Some keys were handed over to David.

Action: Allocation of keys to be discussed at next committee meeting

Race Directors Report

Blues Point sailing club event being organised.

Building Captain’s Report

Working bee on this weekend – Sunday 9am, with a sausage sizzle for lunch. Key tasks include-

Re-nail loose planks on deck

move big fridge

clean out store, dinghy shed and shower

clean out equipment store & install shelving for paints etc

install mat on ramp and rubber "P’s" along edge. A sample of the matting and rubber edging was discussed and agreed, for expense of around $420 for matting, and $150 for edging.

Options for replacing fenders on the pontoon were discussed.

Action: Rowan to liaise with Barry regarding future plans for the pontoon.
David to contact Waterways re availability of grants for foreshore projects.

Membership Report

Membership database is now up to date; membership cards will be printed and left in a box for people to collect when they are next at the club.

AYF memberships to be completed with David.

Dinghy Captain’s Report

Dinghy stuff is "cool"!

Social Captain’s Report

Ball went well; accounts being finalised.

Safety Report

Top safety issues were discussed. It was agreed that the OH&S requirements and associated liabilities need to be investigated and understood.

Action: The secretary will be asked to source costs of having a building inspection and risk assessment done to meet OH&S requirements.

General Business

Safety audits of boats:– to be investigated by Sailing Committee and reported back to committee.

Next Meeting

Wednesday October 16, 6:30 start, finish by 8:30.