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162 Brightside Road, Stanmore Bay | Phone: 09 424 0952
162 Brightside Road, Stanmore Bay | Phone: 09 424 0952

Committee Meeting Minutes

HIBISCUS COAST BOATING CLUB

MINUTES OF COMMITTEE MEETING

Monday 12th October 6.30pm

 

PRESENT: Tim Rynbeck, Craig Owen, Melissa Hazell, Ute Gebbard, Norm Hatwell, Manaia Wahanui

Lisa Willis & Paula Clarke.

 

GENERAL:

  • ·         New Till System – will be installed on the 14th of September
  • ·         Life Memberships – some club members have not been sent their renewals, Jason and Paula will address this.
  • ·         The club has appointed a new accountant and a new system has been put into place, profit and loss statement present and discussed.
  • ·         Timmy will be helping the Fishing Team with the monthly club competitions and one off events.
  • ·         Tractor maintenance – note books to be regularly checked, signs to be put on all tractors that only one person is to be on them at one time.
  • ·         Tractor key Changeover – 28th & 29th November time to be confirmed by Craig and Norm.
  • ·         The club is getting quotes for the website to be upgraded.
  • ·         A tender will be put out for a new cleaner for the club.
  • ·         The prise of Wine (glass), stubbies and handles will go up by 50C from the 1st of November.

 

 

Meeting Closed 9.30pm

 

HIBISCUS COAST BOATING CLUB

 

MINUTES OF COMMITTEE MEETING 

Monday 9th November 6.30pm

PRESENT:  Craig Owen, Melissa Hazell, Ute Gebbard, Norm Hatwell, Manaia Wahanui

Lisa Willis & Paula Clarke.

Approval of the minutes from the 12th of October : motion Norm, seconded Melissa.

GENERAL:

  • ·         Craig Owen will stand as Club Commodore until the next AGM – Moved Paula, seconded Norm.
  • ·         New Till System – is up and running a few teething issue but these will be sorted out in time.
  • ·         Memberships – all member should have their renewals, follow up email will be sent to those we    have not received back yet.
  • ·         Tractor key Changeover – 28th & 29th November time to be confirmed by Craig and Norm.
  • ·         The club is going ahead with a new website design this should be up and running in 4-6 weeks – moved Norm seconded Craig.
  • ·         As at the 1st of Jan 2016 handles on draw night will be at the standard price.
  • ·         Hire fee’s for the club are going to be reviewed 
  • ·         Front window will be fixed and new graphic made.

 

 

Meeting Closed 9.00pm

 

HIBISCUS COAST BOATING CLUB

 

MINUTES OF COMMITTEE MEETING

 

Monday 14th December 6.30pm

 

 

 

 

PRESENT:  Craig Owen, Melissa Hazell, Ute Gebbard, Norm Hatwell, Manaia Wahanui

Lisa Willis & Paula Clarke.

 

Approval of the minutes from the 9th November: motion Manaia, seconded Norm.

 

 

GENERAL:

  • ·         Fishing Committee has asked for a spare set of weigh scales to be purchased – motion Manaia seconded Norm
  • ·         The club is going ahead with a new website design in Jan 2016, Jason from AMX Computers will co-ordinated the design.
  • ·         As at the 1st of Jan 2016 handles on draw night will be at the standard price.
  • ·         Hire fee’s for the club are going to be reviewed when the new website is designed. 
  • ·         Front window will be fixed and the current graphic image will be used.
  • ·         Club BBQ will be professionally cleaned motioned Norm seconded Manaia.
  • ·         The club will purchase a ceiling ladder system from the storage space motioned Craig seconded Manaia.

 

 

Meeting Closed 8.30pm

HIBISCUS COAST BOATING CLUB

 

MINUTES OF COMMITTEE MEETING

 

Monday 18th January 2016 6.30pm

  

PRESENT:  Craig Owen, Melissa Hazell, Ute Gebbard, Norm Hatwell, Manaia Wahanui

Lisa Willis & Paula Clarke 

Approval of the minutes from the 14th December 2015: motion Manaia, seconded Paula.

GENERAL:

  • ·         Fishing Committee has asked for a spare set of weigh scales to be purchased – motion Manaia seconded Norm – these have not been purchased, Norm and Manaia will address this with JO
  • ·         The club is going ahead with a new website design in Jan 2016, Jason from AMX Computers will co-ordinated the design – design will start next week.
  • ·         Hire fee’s for the club are going to be reviewed when the new website is designed – to be discussed at next meeting.
  • ·         Front window will be fixed and the current graphic image will be used we have quote from Stripco $225 + gst committee approved.
  • ·         Club BBQ will be professionally cleaned motioned Norm seconded Manaia – Lisa will organize this.
  • ·         The club will purchase a ceiling ladder system from the storage space motioned Craig seconded Manaia – New ceiling ladder will be installed this week.
  • ·         Bed’s R Us comp will be run by Ollie, date to be confirmed.
  • ·         Friday night raffle will be stopped as there is not enough people at the club to justify the cost of the raffles.

Meeting Closed 8.30pm

 

HIBISCUS COAST BOATING CLUB

 

MINUTES OF COMMITTEE MEETING

 

Tuesday 16th February 2016 6.30pm

 

PRESENT:  Craig Owen, Melissa Hazell, Ute Gebbard, Norm Hatwell, Lisa Willis & Paula Clarke.

Approval of the minutes from the 18th January 2016: motion Lisa, seconded Paula.  

General

  • ·         Office needs to be cleaned out – Date for working bee will be set for 2016
  • ·         Extra flooring need to be put up in the ceiling storage area – Craig will work with Tim on this.
  • ·         Dishwasher that will not fit in the kitchen will be sold on Trademe – Paula will arrange this.
  • ·         Alarm codes need to be changed so we know who is coming and going from the club – Paula to call Alarm Company
  • ·         IGFA was discussed – Paula will look at the cost to the club and rules before any decision will be made if HCBC will join
  • ·         Happy hour is still Friday night 5 to 6pm – bar staff to be notified Lisa (Done)
  • ·         Members need to order their dinner so Soeki can provide enough food for everyone – Lisa to

put in newsletter (Done)

 


Further Discussions

 

Norm will go over Jo’s Job description and contract - Jo running the fishing comps is a conflict of interest, her responsibilities as Bar Manager is not been adhered to. Fishing Co-coordinator is a voluntary role and we have been paying Jo overtime to arrange comps.

Jo has been asked to attend 2 meeting to provide figures for fish N Chix and monthly comps she has not attended any. All committee members agree that Jo should not be running any club competitions further discussion will be held. 

Vote was taken not to renew Kym Kristalie membership - 5 voted yes not to renew) Norm, Melissa, Craig, Uta and Lisa and 1 abstained from the vote Paula

Meeting closed 8.30pm

HIBISCUS COAST BOATING CLUB

 

MINUTES OF COMMITTEE MEETING

 

Sunday 13th Match 2016 10.00am

 

 

 

PRESENT:  Craig Owen, Melissa Hazell, Ute Gebbard, Norm Hatwell, Lisa Willis & Paula Clarke.

 

Approval of the minutes from the 16th February 2016: motion Craig, seconded Norm.

General

  • ·         Office has been cleaned out – Date for working bee will be set Bruce Wilson has given the committee a list of maintenance issue – will be set in May as there are too many events in April.
  • ·         Extra flooring in ceiling - Tim will start this within two weeks.
  • ·         Dishwasher that will not fit in the kitchen will be sold on Trademe – Paula will arrange this, still to be done.
  • ·         Alarm codes need to be changed so we know who is coming and going from the club – done and reports are sent to Paula not Bar staff.
  • ·         IGFA was discussed – Lisa will further look into this and post in newsletter- committee voted that this is not to go ahead due to cost to member’s notion Norm, seconded Melissa
  • ·         Members need to order their dinner so Soeki can provide enough food for everyone – Lisa to

put in newsletter (Done)- still not getting a good response for orders.

  • ·         Old stock expired stock has been found in chillier – Bar person will be advised to be stock rotation once a month – Norm.
  • ·         There is an issue with the tap bar not being cold enough, we are wasting a lot of stock – Norm will talk with Mike Cahill.


Norm updated the committee on the mediation Jo has requested

Meeting closed 11.30am

 

HIBISCUS COAST BOATING CLUB

 

MINUTES OF COMMITTEE MEETING

 

Monday 11th April 2016 at 6.30pm

 

 

PRESENT:  Craig Owen, Melissa Hazell, Norm Hatwell, Lisa Willis, Paula Clarke & Nicky Bullock.

 

Approval of the minutes from the 13th March: Motion Paula, Seconded Melissa.

 

 

Matters from previous meeting with outcome

  • ·         Office has been cleaned out – Date for working bee will be set Bruce Wilson has given the committee a list of maintenance issue – will be set in May as there are too many events in April. (Date still to be set).
  • ·         Extra flooring in ceiling - Tim will start this within two weeks - This has been done but we have been strongly advised by Tim not to overload the space as the ceiling will cave in.
  • ·         Dishwasher that will not fit in the kitchen will be sold on Trademe – Paula will arrange this.  (Committee agreed to list for $1200.00 to $$1400.00 to try and recoup as much as possible on the purchase price of $1700.00 - still to be done).
  • ·         Alarm codes need to be changed so we know who is coming and going from the club – (done Paula will add Nicky)
  • ·         IGFA was discussed – Lisa will further look into this and post in newsletter- committee voted that this is not to go ahead due to cost to member’s notion Norm, seconded Melissa – (Lisa spoke with Dave Lockwood Executive Offices, NZ Sport Fishing Council Inc to clarify the cost to the club and member’s to become a member of the IGFA – Cost to club $100.00, $10 for every senior member and $5 for juniors. The committee still agreed that it is unfair to ask all members to join when we have less than 20 members who were in favour if the IGFA Again Motion: Craig, Seconded Norm).
  • ·         Members need to order their dinner so Soeki can provide enough food for everyone – Lisa to

put in newsletter (Done)- still not getting a good response for orders – The committee has had no further feedback  from Soeki if this is working or not.

  • ·         Old stock expired stock has been found in chillier – Bar person will be advised to be stock rotation once a month – Norm. (Phil Christie is monitoring this as the moment).
  • ·         There is an issue with the tap bar not being cold enough, we are wasting a lot of stock – Norm will talk with Mike Cahill – (Phil Christie is now looking into this).


General discussion:

 

  • ·         Welcome to Nicky Bullock our new Treasurer, Paula Clarke has handed over all financial information.
  • ·         Ladies competition was a great success for the club Profile and Loss:
  • ·         26 Tickets sold @ $20 each          $520.00
  • ·         Greg Holland Sponsored               $700.00
  • ·         Income from Raffles                       $170.00
  • ·         Printing cost                                       $-58.00
  • ·         Cost of Prizes                                     $-536.82
  • ·         Door prize                                           $-100.00

Total profit                          $695.18

 

  • ·         HBCB Profit & Loss, Balance sheet presented by Paula - Motion: Craig Seconded Norm.
  • ·         Children’s play ground will be closed until further notice – Craig will follow up to see if we need to remove can we rebuilt.
  • ·         Mid-winter Pot luck dinner set for 25th June – Melissa & Lisa work together on this. Lisa will book DJ Debb.
  • ·         No suggestion in the box.
  • ·         The committee has accepted Ute Gerhard’s resignation as at the 16th of March, we thanks Ute for all her support as a valued committee member.
  • ·         Jo will not be returning to her position as Bar Manager for the club after she recovers from her current injury. The committee accepts her resignation as at the 30th Of April 216. In Jo’s time with us she has promoted and expanded the input of sponsors considerably as well as our Fishing Competition. We thank Jo for her efforts and wish her the very best in the future.

Meeting Closed 7.15pm 11th April 2016

 

 

 

HIBISCUS COAST BOATING CLUB

 

MINUTES OF COMMITTEE MEETING

 

Monday 16th May 2016 at 6.30pm

 

 

PRESENT:  Craig Owen, Melissa Hazell, Norm Hatwell, Lisa Willis, & Nicky Bullock.

 

Approval of the minutes from the 11th April: Motion Melissa, Seconded Nicky.

 

 

Matters from previous meeting with outcome

  • ·         Date for working bee will be set Bruce Wilson has given the committee a list of maintenance issue – Date set for Sunday the 19th June 2016.
  • ·         Dishwasher that will not fit in the kitchen will be sold on Trademe – With some modifications to the kitchen the dishwasher will be installed not sold.
  • ·         The number of meals being ordered on a Wednesday are still down – Soekie has suggested doing a survey to get feedback on a suitable menu for winter. Lisa will follow up with her.
  • ·         There is an issue with the tap bar not being cold enough, we are wasting a lot of stock – The lines have been bleed and there seems to be an improvement Bar staff will monitor this.

 

General discussion:

  • ·         HBCB Financial Reports presented - Motion: Craig Seconded Norm.
  • ·         Children’s playground will remain closed until further notice – We have an inspection report from Trevor Gardiner Contracting Ltd, further investigation is need into the cost etc.
  • ·         Mid-winter Pot luck dinner set for 25th June – Melissa & Lisa work together on this. Lisa will book DJ Debb - there will be a door prize to encourage members to come along.
  • ·         Two suggestion in the box – new pool balls and the club getting Sky back on, the committee are working on both of these.
  • ·         The club will be placing an advert to sponsor the tide chart in Hibiscus Matters once a month commencing June 16th to promote events, and memberships. Motion: Norm Seconded Melissa.
  • ·         The committee discussed having an open day for new memberships in September, this will be discussed further.
  • ·         Christmas Party date set for the 12th November and Kids Xmas 10th December- Further details to be discussed.
  • ·         The club is pricing up a new sound system – Lisa will get quotes.
  • ·         We will be placing an advert for a new bar person.

Meeting Closed 8.30pm 16th May 2016

 

HIBISCUS COAST BOATING CLUB

 

MINUTES OF COMMITTEE MEETING

 

Tuesday 9th June 2016 at 6.30pm

 

 

PRESENT:  Craig Owen, Melissa Hazell, Norm Hatwell, Lisa Willis, Nicky Bullock & Barry Floyd.

 

Approval of the minutes from the 16th May : Motion Melissa, Seconded Lisa.

 

 

Matters from previous meeting with outcome

  • ·         Date for working bee will be set Bruce Wilson has given the committee a list of maintenance issue – Date set for Sunday the 10th July 2016.
  • ·         Dishwasher that will not fit in the kitchen will be sold on Trademe – With some modifications to the kitchen the dishwasher will be installed not sold, Norm to follow up with Dave Gibson.
  • ·         Children’s playground will remain closed until further notice – We have an inspection report from Trevor Gardiner Contracting Ltd, further investigation is need into the cost etc. This will be done before the working bee on the 10th of July.
  • ·         The club will be investing to Chrome Cast to play the rugby over winter, if we do not get enough interest we will cancel it- This will be installed in the next week.
  • ·         Two suggestion in the box – new pool balls and the club getting Sky back on, the committee are working on both of these.
  • ·         The committee discussed having an open day for new memberships in September, this will be discussed further as we need full support from club members the committee cannot organise this alone.
  • ·         Christmas Party date set for the 12th November and Kids Xmas 10th December- Further details to be discussed – the committee is getting quotes for catering

General discussion:

  • ·         Barry Floyd attended the meeting to voice his concerns over the lack of communication when competitions are cancelled – Barry’s concerns were discussed and the committee will put changes in place for the next Fishing Season.
  • ·         Health & Safety at the club was discussed including Liability Insurance – Nicky will update the committee on this at the next meeting.
  • ·         Golden Contractors and Orewa Panel & Paint will have the company logos on the tractor doors – Passed Lisa Mentioned: Melissa.
  • ·         One suggestion in the Suggestion Box- Can we please make the weekly jokes appropriate for family as we have a lot of children at the club on Wednesday night – Norm will address this.
  • ·         HBCB Financial Reports presented - Motion: Craig Seconded Norm.

Meeting Closed 8.30pm 9th June 2016

HIBISCUS COAST BOATING CLUB

 

MINUTES OF COMMITTEE MEETING

 

Monday 27th June 2016 at 6.30pm

 

 

PRESENT: Melissa Hazell, Norm Hatwell, Lisa Willis, Nicky Bullock, Barry Floyd, Mike & Betty Cahill.

Apologies: Craig Owen

Approval of the minutes from the 9th June: Motion Nicky, Seconded Norm.

 

 

Matters from previous meeting with outcome

  • ·         Date for working bee will be set Bruce Wilson has given the committee a list of maintenance issue – Date set for Sunday the 10th July 2016.
  • ·         Dishwasher will be fitted by Dave Gibson on Thursday the 30th of June.
  • ·         Children’s playground will remain closed until further notice – We have an inspection report from Trevor Gardiner Contracting Ltd, further investigation is need into the cost etc. This will be done before the working bee on the 10th of July.
  • ·         The committee discussed having an open day for new memberships in September, this will be discussed further as we need full support from club members the committee cannot organise this alone.
  • ·         Christmas Party date set for the 12th November and Kids Xmas 10th December- Further details to be discussed – the committee is getting quotes for catering
  • ·         Health & Safety at the club was discussed including Liability Insurance – Nicky will update the committee on this at the next meeting.
  • ·         Golden Contractors and Orewa Panel & Paint will have the company logos on the tractor doors – Passed Lisa Mentioned: Melissa. Waiting from quotes from Explode and Stripco.

 

General discussion:

  • ·         The Disabled room has accumulated a lot of junk and this needs to be cleaned out – Lisa will ask Soekie to remove her stuff and the rest will be cleared out on the working bee.
  • ·         Members have asked for Tea and Coffee facilities – The committee will organise this to be available to members.
  • ·         Over the past few months there has only been a few members visiting the club on a Saturday. The committee has agreed that the club is not in a financial position to pay a bar person when there are no members in the club. Therefore, the club will remain closed on a Saturday unless it is booked for a private function,
  • ·         HBCB Financial Reports not presented, the treasurer did not have enough time to prepare these.

 

Mike & Betty Cahill recently hired the club for a private function. They were asked to pay the standard bond of $400.00 and two bar staff for the night.

After a lengthy discuss the committee agreed to waive the bar staff charge, and offer their sincere apologies to Mike & Betty for any undue stress this matter may have coursed.

The Club Hire pricing well be reviewed and presented for change to the next AGM.

Mike also made the committee aware of our obligation regarding Nomination for a new committee.

Meeting Closed 8.40pm 28th June 2016

 

 

 

 

MINUTES:       Committee Meeting 01/08/2016

Attending:        Norm Hatwell, Nicky Bullock, Craig Owen, Melissa Hazell

Apologies:        Lisa Willis

Meeting opened 6.40pm

Minutes from prior meeting

Working Bee – done

Dishwasher – done

Playground still closed – couple of things to finish.

Open Day – suggestion to be passed onto new committee

Health & Safety – ongoing. Norm following up and Nicky, on H & S requirements for club.

Garage Doors – TBC

Communal room still to be cleared – Soekie to be advised.

Tea/Coffee – to follow up with Kelly.

Minutes – approved Norm, seconded Craig.

 

General Business:

Melissa – is concerned with people going behind the bar – is this appropriate? Was discussed and agreed the committee can go behind the bar, other people are to ask Kelly for permission. Kelly to be advised. Approved: Norm, Seconded: Nicky.

Burnsco Cup – There will be a charge for the bus of $520. Participants to be charged $10 a head and Club will pick up the balance. Approved: Melissa, Seconded: Norm.

Kitchen 

Soekie advised a bay marie tray has been taken from the kitchen. Committee to remind users of the kitchen that all utensils are to remain at the club.

Melissa has spoken with Soekie in regards to the food and bits and pieces at the back door which have been removed.

Soekie to be advised that empty containers in front of the fan on the fridge need to be moved - Melissa to advise Soekie.

Soekie advised she was not happy re the prizegiving dinner and felt she had been overlooked. However this was not the intention, the committee would like Soekie and her partner to attend the prizegiving and to enjoy the evening. Lisa to send an invitation.

 

Norm – Coast Guard needs to pay the following:

  • ·         Power – a prior bill is required to check the metre & charge – Nicky to provide
  • ·         Bar Bill – Coast Guard night had at Boat Club – Nicky to provide.
  • ·         Mooring Fee – Coast Guard pays 50% - Nicky to provide.
  • ·         Kelly’s wages for Coast Guard night – Nicky to provide.

 

VHF training – Norm to confirm if the training is still on.

 

Rental of Club Premise – The flower club would like to use the Boat club premises once a month. It was discussed and agreed that the cost will be $75 for daily rental, this includes someone opening and locking the premise. Lisa to advise the flower club, Norm to discuss with Kelly.  Approved: Nicky, Seconded: Craig.


 

MINUTES cont.... 01/08/2016

 

Excessive Drinking: Kelly advised she had to refuse service to an individual who then had other people purchase them drinks. This is a breach of the law and can result in Kelly losing her licence. There are clear instructions on the bar in regards to the drinking laws. Norm will mention this on club night. It was discussed and agreed should this happen again Kelly has the right to refuse service and ask the individual to leave, should this be argued she will lock up and close the premise. Approved: Norm, Seconded: Melissa.

 

Club Hire: Some research has been completed on the rental charges of other halls within the Rodney district. A review of the current charges will be completed by the current committee and presented at the AGM for discussion.

 

Rubbish bins – there is a need for a concrete pad to be laid where the rubbish bins are currently, it is often wet and muddy in the winter. This to be completed during summer once the ground is dry.

 

Craig advised a water blasting weekend is needed – gutters & decks, playground prior to Summer. Craig will book a date for this.

 

Norm and Craig are both away for the next 3-5 club nights, Melissa and Nicky to present and Nicky to do the banking of the raffle club draws.

 

Financials:

 

Bar Sales July - $9935.41 (ex GST) less total Operating Expenses of $14740.51 resulting in a loss of -$(4720.90) for the month. Year to date – prior to Yearend journals - $(1991.13) loss. Bank balance as at 29th July 16 – Chq $7412.16, Term Investment $28316.74, Savings $34061.18.

 

Nicky has completed a budget for next financial year, August 16 to July 17 which will be presented at the AGM for discussion.

 

Nicky to contact Gerard at Turnbull & Associates for end of year accounts.

 

Norm & Kelly to complete a stocktake prior to Wednesday night for yearend.

 

A meeting will be held at the end of the month to discuss the details to be included in the AGM agenda. Next monthly committee meeting will be 12th September 2016.

 

Meeting closed 8.30pm.

 

MINUTES:       Committee Meeting 05/09/2016

Attending:        Nicky Bullock, Craig Owen, Melissa Hazell, Lisa Willis

Fishing Team:   Greg Schmanski, Steve Naylor, Carol Brooksmith.

Apologies:        Norm Hatwell

Meeting opened 6.40pm

Minutes from prior meeting

  • ·         Playground still closed – couple of things to finish.
  • ·         Open Day – suggestion to be passed onto new committee
  • ·         Health & Safety – ongoing. Norm following up and Nicky, on H & S requirements for club.
  • ·         Garage Doors – TBC
  • ·         Communal room still to be cleared – Soekie to be advised.
  • ·         Tea/Coffee – to follow up with Kelly.
  • ·         Rubbish bins – there is a need for a concrete pad to be laid where the rubbish bins are currently, it is often wet and muddy in the winter. This to be completed during summer once the ground is dry.
  • ·         Craig advised a water blasting weekend is needed – gutters & decks, playground prior to Summer. Craig will book a date for this.

 

Minutes – approved Lisa, seconded Melissa.

 

General Business:

  • ·         Nicky will contact the Learning Place regarding Health and Safety.
  • ·         In Les Sharman ascents we need two Tractor Safety officer – To be discussed with Norm and Ollie
  • ·         A new printer will be purchased for the club – approved Nicky, seconded Craig.
  • ·         Complimentary membership for certain members has been discussed.
  • ·         No price increase for memberships 2016/2017, the committee felt our prices were in line with other clubs – approved Nicky, seconded Craig.
  • ·         AGM agenda and nomination were discussed.
  • ·         The nominations were:

Nicola Bullock – Treasurer/Vice Commodore

Lisa Willis – Secretary

Norm Hatwell – Committee Member

Melissa Hazell – Committee Member

Emma Van Echten – Committee Member/Vice Commodore

  • ·         Next monthly committee meeting will be 3rd October.

 

Fishing Team:

  • ·         Ticket sale were 38 for the September comp – above average
  • ·         Meat raffles will stay at 2 per comp – the fishing team will be responsible of ordering and collecting from New World.
  • ·         The team is working on a sponsor’s proposal – this should be completed in the next two weeks.
  • ·         Prize giving will be held earlier in 2017 – date proposed 8th July 2017
  • ·         Fishing tickets will be sold up to close of business the Friday before. If members cannot make it to the club, they can text Greg or Steve before 12pm midnight Friday to hold a ticket – these details will be posted to the website.

 

 

Meeting closed 8.45pm.

 

 

 

 

MINUTES:     Committee Meeting 08/11/2016

Attending:       Aama Bullivant, Nicky Bullock, Melissa Hazell, Lisa Willis, Norm Hatwell,

Emma Van Ecthan, Jono Brian, Julien Hudson, Dave Gibson (Council) Joe Mckelvie (Council) Keith Olsen (Council) Steve Naylor (Fishing) Carol Brooksmith (Fishing) Greg Schmanski (Fishing) Mike Mahar ( Fishing), Barry Floyd.

 

Apologies:        Jason Willis (Council), Phil Christie (Council)

 

Minutes from prior meeting

  •          Playground still closed – couple of things to finish.
  •          Health & Safety – ongoing. Norm following up and Nicky, on H & S requirements for club.
  •          Communal room still to be cleared – Soekie to be advised.·         Rubbish bins – there is a need for a concrete pad to be laid where the rubbish bins are currently, it is often wet and muddy in the winter. This to be completed during summer once the ground is dry.
  • ·         Water blasting weekend is needed – gutters & decks, playground prior to summer. Date to be confirmed.

Minutes – approved Norm, seconded Nicky.

 

General Business:

  •         Tractor key changeover will be Saturday the 12th November
  •          One suggestion from last month: Bar staff security, private functions bar staff need security of some kind. Thanks Graham Mills. – Club will be installing a panic button behind the bar that will be monitored by our security company.
  •          YTD financial presented by Nicky the club seems to be tracking nicely due to the membership rollover.
  •          Much discussion on the upgrade of the Kitchen – the club will be getting an inspection for Southern Hospitality in the next month.

 

Fishing Team Report

  •          November fishing comp was good with around 50 tickets sold, no figure were produced.
  •          The weigh in size for King fish will change to 750mm in line with the legal length.
  •          A separate bank account will be opened for the fishing comps: approved Norm, seconded Lisa.
  •          Tractor maintenance – Steve will get the contact details updated on the board and also a new lock for the weigh    cupboard.

Financial Statement presented by Nicky Passed Julien Seconded Aama.

Meeting Closed 8.05pm

Minutes of the Annual General Meeting

Of

The Hibiscus Coast Boating Club Inc 

Sunday 30th October 2016 at 3.30pm

 

Welcome Attendance – 37

Apologies Mike & Betty Cahill, Keith & Maria Olsen, Les & Kerry Sharman, Uta Gedhard.

Minutes of previous meeting these was handed out to each member.

Matters arising from previous AGM minutes there were no matters arising.

Proposed – Ann Hatwell Seconded – Carol Brooksmith

Annual Plan

Increase Membership

Continue to upgrade playground and kitchen

Bigger and better fishing comps

Proposed – Carol Brooksmith Seconded – Barry Frost

Treasurers Report: see attached schedule B

Proposed – Barry Frost Seconded – Sue Hudson

Election of Offices

Commodore: Aama Bullivant - not opposed Carried Unanimously

Vice Commodore: Nicola Bullock – secret vote Carried Unanimously

Treasurer: Nicola Bullock - 1 more year

Club Captain- Melissa Hazell - 1 more year

Secretary: Lisa Willis - 1 more year

Committee: Norm Hatwell - Carried Unanimously

Committee: Julian Hudson - Carried Unanimously

Committee: Jonathan Brain - Carried Unanimously

Committee: Emma Van Ecthen - Carried Unanimously

Notices of Motion 

A.   Robin Espie will be retained as Club Solicitor.

Proposed – Jason Willis Seconded – Norm Hatwell

 

B.   Turnball & Associates will be retained as Club Accountant.

Proposed – Nicola Bullock Seconded – Barry Frost

 

 

C. Alterations to the Constitution, Constitution Clause 12,

It is proposed that in the interest’s open communication and transparency, and to be consistent with communication requirements for the Committee and Managers of the Club that the following clauses be added or amended:

   

“Clause 4.7 (new clause). The Council shall keep minutes all Council meetings and these shall be sent to the Secretary for archiving and posting on the Club website within 7 days of each meeting. Minute content shall include (but not be limited to) changes in Council membership, Chairmanship and decisions made under Clauses 4.4 and 4.5 of the Constitution.  The Council will provide an Annual Report which will be included in the Club’s Annual Report as required by Clause 10.2. 

 Clause 10.2.  Add bullet point:

  •          a copy of the Council’s Annual Report.”

 

Proposed by Mike Cahill - Motion rejected by majority

General Business:

“We have an awesome club, let’s all forget what has gone on in the past and focus on our club” thanks Graham Mills.

Speech given by the new commodore Aama Bullivant thanking everyone in advance for support and is looking forward to growing the club

 

Thank you and close at 4.45pm

MINUTES:     Committee Meeting 05/12/2016

Attending:       Aama Bullivant, Nicky Bullock, Melissa Hazell, Lisa Willis, Norm Hatwell,

Emma Van Ecthan, Julien Hudson.

Visitor: Greaham Mills

 

Apologies:        Jono Brian

 

Minutes from prior meeting

  • ·         Playground still closed – couple of things to finish.
  • ·         Health & Safety – ongoing. Norm following up and Nicky, on H & S requirements for club.
  • ·         Rubbish bins – there is a need for a concrete pad to be laid where the rubbish bins are currently, it is often wet and muddy in the winter. This to be completed during summer once the ground is dry.
  • ·         Water blasting weekend is needed – gutters & decks, playground prior to summer date booked for 11th Feb 2017
  • ·         Nicky will contact the Security Company to see if we can link a panic bracelet to our alarm system.
  • ·         By law there should not be any alcohol consumed outside the club premises including the public car park. The club is Appling for a special liquor license to cover consumption outside the tractor area for monthly fishing comps only.

 

Minutes – approved Nicky, seconded Emma.

 

General Business:

  • ·         The kitchen will be closed from Thursday the 22 Dec 2016 until further notice for cleaning and general maintenance. We will be accepting expression of interest for new kitchen/catering contracts from the 16th Jan 2017. The committee has voted that the club will not be subsiding meals for the new kitchen contractors approved Norm seconded Nicky.
  • ·         Effective from the 1Jan 2017 the Club hire fees will change to $250 non-members plus $400 bond, $150 club member’s plus $400 bond Passed Julian seconded Norm.
  • ·         Julian and Nicky will be applying for their Bar licenses to cover bar staff for holiday/sick days.
  • ·         The club will be closed 4, 5, 6, and 8 January 2017, reopening on Wednesday the 11th January 2017.
  • ·         The clubs advertising is still on hold – Julian and Graham will be a subcommittee looking after the advertising for 2017.

 

Financial Statement presented by Nicky Passed Aama  Seconded Norm.

Meeting Closed 8.40pm