Venue: - CHBC Clubhouse, 10:30am

Transcription

1 inutes of the meeting of the committee of CFF B BD CLB 14 December 2015 age 1 of 5 Venue: - CBC Clubhouse, 10:30am pening: he meeting was opened by the president, hil ason at 10:30am hil extended a welcome to ita as the newest member of the committee. ttendees:- hil ason (resident and Chair) ita Keeffe (ecretary), obin rwin (reasurer), Bambi oulton (Vice resident), obyn Bingham (enior Director), Bernadette Brebner (embership anager), David lexander (roperty anager), auly riffin (ouse anager). pologies:- Brian alisbury inutes of revious eeting:- obin rwin moved that the minutes of the previous meeting be accepted as a true and accurate record; econded by obyn Bingham. rior to accepting minutes Bernadette Brebner sought confirmation of the membership status of Lynette Farquhar. Confirmation was received and the amendment to the minutes was moved by obin rwin and seconded by Bambi oulton. otion carried. Business arising from the inutes: - obin rwin reported that a letter had been received from rigin nergy confirming that rigin nergy was the new energy supplier for the clubhouse. New lower energy charges and solar energy will help to reduce energy costs. V ction tems from the previous minutes:- ction equired by:- C N D B ction equired and Current tatus heet for names <100 point day and catering eorder drinks = rimary esponsibility. =econdary esponsibility resident s eport:- Nil ecretary s eport:- copy of the ecretary s eport is at ppendix. his consists only of mail received by incoming secretary. ita Keeffe moved that the incoming correspondence be accepted. econded by Bernadette Brebner. he motion was carried unanimously ctions equired: - Nil

2 inutes of the meeting of the committee of CFF B BD CLB 14 December 2015 age 2 of 5 reasurer s eport:- copy of the reasurer s eport is at ppendix B. obin rwin moved that the reasurer s eport be accepted; econded by Bambi oulton. he motion was carried unanimously. ctions required: - obin and David lexander to liaise with regard to producing a Financial report that will give members a clearer understanding of club accounts. enior Director s eport:- obyn Bingham reported that the nder 100 aster oints competition event staged at Coffs arbour Bridge Club was a success. Feedback from visiting teams and all who attended was very positive. f it becomes an annual event other clubs will be given the option of hosting. obyn gave notice that the Bridge Club will be closed only on Christmas Day and Boxing Day. anager s eport:-nil embership anager s eport:-nil roperty anager s eport:-nil eneral Business 1 ecretary has received front door key, mail key. obin rwin requested ita send a copy of minutes to her to enable her to complete bank acceptance details. 2 nder-floor insulation of the club house was considered. t was agreed that the carpet and underlay already provided good insulation of the floor and that no further action was required. t was agreed that the existing column and fan heaters used in the club house were a tripping hazard. his hazard can be removed by replacing these heaters with wall-mounted heaters. obin rwin is to get a quote for obtaining two Nobo anel eater from arvey Norman for installation in the clubhouse. hese heaters will be fixed to the walls either ends of clubhouse. here will be no cords trailing over floor thus reducing risk of injury.. Ken yan andyman will be approached to install heaters. otion moved by obin rwin; econded by Bernadettte Brebner. Carried. 3 hil ason requested that committee members circulate their reports to all other committee members about a week prior to each committee meeting. 4 hil ason read out a letter received from David cntyre, who requested better communications with members by publishing a list of members addresses and using to distribute copies of the committee meeting minutes. hil advised that the web site should be the primary medium for publishing club information, but acknowledged there may be some cases where contact with members was appropriate. o this end hil noted that the web site needs restructuring to enable this to be more easily handled by members who are not technical experts in web-site design. t was agreed that the existing web-site sub-committee be re-convened in the new year to address the full scope of web-site re-development. hil also pointed out that one of the possible tools in any web-site re-structure was ianola which includes membership management as well as a facility to do mail-outs. s the club does not have people with the appropriate technical expertise, it may be necessary pay someone to do this work. nce the scope of the re-development has been determined, the web-site

3 inutes of the meeting of the committee of CFF B BD CLB 14 December 2015 age 3 of 5 sub-committee is to get quotes from suitably qualified professionals and present these to the committee. 5 David lexander responded to a few queries as to the cost of the gardener, after much discussion it was agreed that the gardener was giving value for money. 6 Bambi oulton has ed Coffs arbour City Council with a request to have an onsite meeting with Council Landscape rchitects with a view to establishing the exact area of garden owned by the clubhouse. ntil the exact boundaries are outlined nothing of a work nature can be planned and undertaken by the club. f Council fail written communication Bambi will make verbal contact. 7 here was some discussion of the clubs financial position. lthough there are cash reserves, the club is running at break-even or possibly a small loss. obyn Bingham addressed D cntyre s suggestion of increasing the fees. here have been a few suggestions but no firm decision as yet. hil ason raised a valid point that we have difficulty planning our finances, including the question of whether there should be a fee increase, when we don t have a budget. e also noted that there was much comment at the regarding a lack of clarity in our financial statements t was agreed that a sub-committee (comprising obin rwin, David lexander and hil ason) be formed to develop recommendations for:- (a) improving the clarity of our financial reporting, and (b) defining procedures for developing budgets and reporting against them 8 Contact has been made by Joan Butts indicating interest in presenting another workshop. obyn will have a look at programs on offer and provide suggestions at the next committee meeting. 9 obyn Bingham and auly riffin are looking at the possibility of moving the tea coffee/urn facilities out of the kitchen and on to the counter near the ladies toilet. t should be more user friendly. 10 auly rifffin asked that a letter of thanks be sent to Judy hompson for her generous donation of 12 wine glasses. Next eeting he next meeting of the committee is set down for 11am, onday, 11 th the clubhouse. January 2016 at Close he meeting was closed by the chairperson at 12:38pm. V ction equired by:- C N D B ction equired and Current tatus et quote for Nobo heaters and installation

4 inutes of the meeting of the committee of CFF B BD CLB 14 December 2015 age 4 of 5 Circulate committee reports 1 week prior Web-site sub-committee be re-convened eeting with Council Landscape rchitects eeting of sub-committee on financial reporting Consider ducation workshops by Joan Butts = rimary esponsibility. =econdary esponsibility

5 inutes of the meeting of the committee of CFF B BD CLB 14 December 2015 age 5 of 5 ppendix ecretary s eport ppendix B ecretary s eport ince the last meeting, the following correspondence has taken place:- mail n:- Date From ubject Copy Forwarded to 9/12/15 BF aster points/certificates hil ason BF ffiliation Fees nvoice reasurer NW Bridge ssoc. ep Qtly Newsletter 2 copies n display Bench/ Bingham rigin- lectricity Confirmation of transfer letter reasurer mail ut:- Date o ubject Copy Forwarded to

6 inutes of the meeting of the committee of CFF B BD CLB 14 December 2015 age 6 of 5 ppendix B reasurer s eport November eport of ccounts Coffs arbour Bridge Club 2015 Balance in cheque account as at 30/11/15 $ ncome able Fees nterest ransfer from erm deposit Loss ( } ousekeeping for November was $373

7 inutes of the meeting of the committee of CFF B BD CLB 14 December 2015 age 7 of 5