27 October 2016

Secret Harbour Surf Lifesaving Club Inc A Meeting of the Secret Harbour Surf Lifesaving Club Board of Management was held on Wednesday 20 October 2016 at the Secret Harbour SLSC Club rooms. Meeting commenced at 7:00pm Attendees:

Ron Wade Vice President Rebecca Hughes Director of Youth Caroline Bates Director of House & Social

Deb Bird Director Surf Sports Megan Williams Director of Education & training Rohan Pugh Club Captain (via skype) Iain Lund Dirctor of Lifesaving

Apologies: Rick Lowe President

Matt Osborne Director of Sponsorship Nick Le Plastrier Director of Finance and Administration

Secetary: Sharon Phillips

Minutes

1.0 Meeting Chaired by Vice President Ron Wade

2.0 Previous Minutes

The Minutes from the Board of Management meeting dated 21 September 2016 were put forward for approval.

Motion proposed by Vice President Ron Wade

Accepted: Caroline Bates Seconded: Rohan Pugh Result: The BOM unanimously approved the minutes

3.0 Standing Notice:

3.1 Any Conflict of Interest Declarations (refer attachment 1) Nil

3.2 Any Occupational Health & Safety (OH&S) Declarations • Concern was expressed with children playing on the club internal staircase, and the

possibility of an accident occurring. Signage is to be developed for these areas.

Note: The declarations register is provided in attachment 1 and will be tabled at each Board Meeting & presented at the AGM in accordance with the new Association Rules which came into effect 1 July 2016.

ACTION ITEMS FROM PREVIOUS MEETINGS RECORDED ON ACTION SHEET IN ITEM 9.0

27 October 2016

4.0 Guest Invitee – Elaine Dexter, Function Coorinator The Function Coordinator presented an overview of the plans for the Club Member Open Day scheduled for 23 October 2013 as follows:

• The location map for activities was circulated • The location and access to building had been coordinated with the Director of

Lifesaving and Club Captain • Assistance from volunteers has been requested • Building tours will be undertaken by the Vice President, Director of Lifesaving & Club

President

The function coordinator had been approached to hire the hall for pole dancing fitness classes. The Board unanimously agreed this would not be appropriate and suggested the wet training area be reviewed as an alternative location. The Function Coordinator left the meeting at 7:25 pm

5.0 Directors and Other Reports 5.1 The following Directors and other monthly reports were circulated and noted.

• President Report • Vice President • Director of Finance & Administration • Club Captain Report • Youth Director Report • Director of House and Social • Director of Sponsorship • Director of Education • Director of Lifesaving • Director of Surf Sports

5.2 Finance, Administration & Other reports

• September 2016 financial reports have been circulated for consideration & approval by the BOM

• September 2016 Bank Reconciliation Reports submitted for approval. • September 2016 Bank transfers submitted for ratification. • Fundraising Meeting minutes

6.0 Discussion Items from Directors Reports

6.1 President

The Presidents report was noted.

6.2 Vice President The following was confirmed/advised: • Some rewording of the draft club lease has been advised concerning the no fettering

clause the council has as part of the new lease agreement. • Other items of query were around the banning of all music on the sundeck and building

insurance. • The Sub-lease for the gym is nearly complete and should be available for the Board to

review and approve at the November 2016 meeting.

6.3 Club Captain The following was confirmed/advised: • The first skills maintenance session has been undertaken • Photos of Board members are requested as a priority so members know who they are.

27 October 2016

• The Board agreed sign in books for member guests were required urgently and this would be undertaken by the Director of House and Social

• The club has received a request to undertake water safety for John Calvin S on the 14 December 2016. This is undertaken annually and the school donates $300 to the club. The Club Captain and Director of Lifesaving will coordinate.

• Correspondence received from the SLSA Lifesavers with Pride will be placed in the next available newsletter. – put in the next newsletter.

6.4 House and social

The following was confirmed/advised: • The club Christmas Party is scheduled for 16 December and will be open to members from 14

years of age and over. It will be a cocktail evening and ticket costs will be approximately $25 • Linda Carroll, Bar Manager has advised her resignation to take effect in December 2016. Pleasing

Jodie Barker has agreed to take on this important role in the House and Social Portfolio. The Board sincerely thanked Linda, for her dedication and hard work in undertaking this role, particularly with the transition to the new facility.

• Plans for the Club Quiz Night being coordinated by Sarah Hull are progressing. • Reviews of current wedding package prices will be undertaken over the next month.

6.5 Lifesaving The following was confirmed/advised: • Patrols have commenced and patrol teams are well staffed. • A new Patrol Captain for Patrol Team 6 will be advertised. • It is very pleasing to report CoR have signed a new Lifesaving Agreement for the 2016/17 season

for $12000 plus GST.

6.6 Education The following was confirmed/advised: • The new resuscitation guidelines have been noted • Security fobs will be requested for all trainers • Awards for the SRC Under 14’s will be presented at the conclusion of the SRC camp. • The SRC Under 14 Camp will be progressing on the 26/17 November as a sleepover at the club.

6.7 Sponsorship

The following was confirmed/advised: • Training and development of the club app has commenced. The Board unanimously agreed the

club app would be launched to the membership Friday 28 October 2016 to coincide with the commencement of nippers.

• The Board agreed the SLSA Social Media Policy would be adhered to and no further expansions in the club are required at this time.

• The Board agreed in principal to hosting a Club Sponsors Day subject to confirmation of the date. The Function Coordinator will assist with coordination.

• The Director of Sponsorship will be meeting with the March Past Team & Director of Surf Sports to finalise their fundraising requirements and funding plan.

• Very pleasing to report the Charter House Corporate Golf Day raised approximately $8000 for the club.

6.8 Surf Sports

The following was confirmed/advised: • Planning and requests for assistance for the Ski and Board Series being hosted by the club on 19

November 2016 will commence soon

6.8 Youth • Recruitment of age managers has been ongoing and should have appropriate numbers for each

age group.

27 October 2016

• Support for the state swim proficiency swims will be requested from age managers. • SLSWA endorsed nipper program requires particular outcomes are achieved throughout the

program and these are currently being assessed. • SRC/Bronze holders, who are also nipper parents are currently being identified to be approached

to assist with water safety on Sunday mornings. • The SRC camp will be coordinated and managed by Megan Williams, Julie Butler. Support has been

requested from Carolyn Wilson and Rohan Pugh, with several parents being approached to sleep over and assist with water safety and other activities.

• A Nipper of the Week award will be introduced and they will be provided with a free sausage sizzle & juice box.

• The Junior Club Carnival is scheduled for 19 February 2017.

6.9 Other Business • The plan for the replacement of the club administrator for next year is to be commenced. The

Director of Finance and Admin will be leading this process.

7.0 Motions considered by the Board

7.1 Motion proposed by Nick Le Plastrier, Director of Finance & Administration The Board is requested to approve the following financial items:

- Approval of September 2016 Bank reconciliations and statements - Approval of September 2016 financial reports (individual portfolio reports provided

in attachment 3)

The Board is requested to ratify the following items: • Ratification of following expenditure: Ocean and Earth – purchase of fins for lifesaving: $450 (Funds from the SLS Beach Safety Grant) • Ratification of Bank transfers 6/11/2016: From cheque account to debit card for top up: $1000

The Board is requested to note the current Membership numbers presented in attachment 2

Other Item The current credit card in the name of Joanne Thodis will be cancelled and re-issued for Club Captain Rohan Pugh

Accepted: Deb Bird Seconded: Megan Williams Result: The BOM unanimously approved this motion

7.2 Motion proposed by Matt Osborne, Director of Sponsorship

The Board is requested to approved the monthly Harken Finance Member Draw will commence Friday 28 October 2016.

Accepted: Megan Williams Seconded: Rohan Pugh Result: The BOM unanimously approved this motion

ACTION ITEMS RECORDED ON ACTION SHEET IN ITEM 9.0

27 October 2016

8.0 General and Other Business

SLSWA Circular & Bulletins received and circulated 35. SLSWA BeachSAFE Appeal 34. Youth Development Camp Opportunities 33. SLSWA Nipper Education Program Induction Sessions 32. Nipper Sport Competition Requirements 31. Nipper Education Resources

8.2 SLSA Circulars received and circulated

• Circular 16/16-17 New SLS eLearning provider Oct 13, 2016 • Circular 14/16-17 National Leadership College 2017 - Expressions of Interest Oct 12,

2016 • Circular 12/16-17- Call for Nominations Honours PanelSep 26, 2016

8.3 Other Items

Next meetings: Wednesday: 16 November 2016 21 December 2016

18 January 2016

Meeting Closed at: 9.30 pm Endorsed: ………………………………………………………………… (President) Date: ……………………………………. (Rick Lowe)

27 October 2016

9.0 Action Sheet

Agenda Item Nbr Action Item Responsible Due Date

ACTION ITEMS From September 2016 Meeting Item 6.2

Oct 16 Gym Sub-Lease Draft lease to be presented to Board for review and approval

Vice President Di of Finance &

Admin

November 2016 In progress

Item 6.7 Oct 16

Strategic Plan - Establishment of date for Board workshop and Commencement of member survey

Dir of Sponsorship

November 2016 In Progress

Ongoing Action Items Item 5.1 Sept 16

Board Polo Shirts The Board has requested the Member Services Officer to obtain quotes for club polo shirts and scarves to be used at official events by club members.

Member Service officer

October 2016 In progress

Sept 16 Board Member Photos Quotes to be obtained

Dir Sponsorship Dir Surf Sports

2016 To be

commenced

Item 5.4 Sept 16

Bar Signage for Child Access Signage for children’s access to the bar area

Dir House & Social

October 2016

To be commenced

Item 5.7 Sept 16

Marketing Strategy The Board reviewed the presentation by KD&M Designs have agreed to progress to the workshop and survey stag this proposal at a initial cost of $1500. Workshop dates t confirmed.

Dir of Sponsorship &

Board

October 2016 In progress

Item 5.7 Sept 16

Sponsorship Financial Portfolio reporting Review the possibility of centralising reporting all sponsorship under the sponsorship portfolio

Dir Finance October 2016

To be commenced

Item 5.7 Sept 16

March Past Team Fund raising proposal. A meeting has been undertaken with the March Past Team regarding fund raising plans for attending the Aussies in 2017. The Board have requested a proposal outlining the fund raising events and how the money raised will be spent. The March Team have confirmed they will be attending e carnival this season and will submit letter confirming how the fund raising will be expended.

Dir Sponsorship Dir Surf Sports

October 2016 In progress

Item 6.5 Sept 16

Security Review current procedures, with a possibility of using only one alarm code access for building access. The Vice President confirmed separate codes have been established to distinguish users and user groups. The Board requested Patrol captains are with security Fobs and the building is disarmed automatically during

Kim Wade Vice President 2016 To be

commenced

27 October 2016

Peak patrolling hours over the weekends Additional keys for the boom gate at the northern end o club are requested to be ordered from CoR.

Item 6.1 August 16

Coordinate Youth Room setup To include the purchase of a television and bean bags and other general items Quotes to be obtained and submitted to the Board Management and supervision guidelines to be developed with attention to safety and behavior Code of Conduct – need to emphasise supervison of children behaviour.

Director of Youth Director of

Sponsorship

2016 In progress

Item 6.6 June 2016

Balustrade for Sundeck Design & quotes being reviewed by Mark Turley & Mick Wyburd. Funding and final quote to be presented at the October 16 Board meeting.

Vice President September 2016

In progress

Item 6.4 May 2016

Club Lease Progressing is being made towards finalisation, with external building maintenance issues being agreed by both parties. It is anticipated a final draft lease will be received by the end of October 16.

Vice President Director of

Finance & Admin

October 2016 In progress

Item 6.6 March

2016 (update of

Item 5.1, Feb 16 & Item 3.0 April 16

meeting)

Item 6.1 May 2016

Review and action items from Grievance recommendations Report and Club By Laws Review including consideration of:

- Inclusion of code of conduct in registration processes.

- development of an incident sheet for complaints

Include defining Affiliate Membership for the club In progress

President Vice President

Club Administrator

Club Constitution & ByLaw Sub Committee

December 2016

In Progress

Completed Action Items since last meeting

Item 5.4 Sept 16

Trial of Admin entering Skills maintenance proficiencies onto surfguard The Board agreed to trial the request to have club administration undertake loading of member skills maintenance proficiencies into surf guard for a period of 3 months.

Club Admin Dir Education

December 2016 Completed

27 October 2016

Attachment 1: Register of interests

Name of board member Description of interest

Has the board been notified of

the interest?

Date of disclosure

Steps taken by board for dealing with the

conflict

Actions taken by the board member to address

the conflict

Ron Wade Proprietor of Wade Plumbing, Drainage & Gas Fitting – undertakes contract work for City of Rockingham

Yes August 2016 Board Meeting

The conflict is acknowledged and noted

The conflict has been declared.

Caroline Bates Proprietor of Ocean & Earth

Yes September 2016

The conflict is acknowledged and noted

The Board member withdrew from discussions & the decision to purchase surf boards for the cadets at the September 2016 Board meeting

Attachment 2: Membership Numbers as at 17 October 2016

Category Total Members Male Members

Female Members

Indeterminate Gender

Junior Activity Member (5-13 years) 360 185 175 0

Cadet Member (13-15 years) 34 18 16 0

Active (15-18 yrs) 24 14 10 0

Active (18yrs and over) 76 45 30 1

Award Member 5 1 4 0

Long Service 4 4 0 0

Past Active 1 1 0 0

Associate 1 0 1 0

Life Member 8 6 2 0

General 316 141 175 0

Total 829 415 413 1

27 October 2016

Attachment 3 Portfolio P&L’s

27 October 2016

27 October 2016

27 October 2016

27 October 2016

27 October 2016

27 October 2016

27 October 2016

27 October 2016