Minutes for Committee Meeting

Transcription

1 Minutes for Committee Meeting 25th May pm Date: Monday 25 th May 2015 Venue: Committee Room Time: 5.30pm Welcome & Opening Present: Wall (President) Bernie Blundell, Ross Hamilton, Richard Cross, Trish Patterson Alison Rowe, Barry McBride, John Lavery, (Promotions & Marketing) Sue Cole The president welcomed everyone to the meeting. 1. Apologies: 2. Any additional Agenda items: Communication Curtains 3. Confirmation of Minutes of the previous Committee meeting held on the 20 th April 2015 Moved: Richard Cross Seconded: Trish Patterson Carried 4. MATTERS ARISING from Meeting held 20 th April 2015: 7a 8a Item Inclusion of Adjunct Assets in Annual Accounts Update on Hawkes Bay Sports and Fishing Club Proposal Discussion Auditors advised no benefit in including in the Annual Accounts. A copy of Adjunct Assets to be attached to our Annual Accounts. to cover this in his report.

2 5. CORRESPONDENCE: Inwards Item Discussion Action Responsible Due By Re: non downloadable jackpots. Advising that as of December 1 st we are not permitted to use our existing system. We are awaiting our licence before we can proceed with the upgrade. (Copy of to be forwarded to Committee) Sue Department of Internal Affairs Clubs NZ Letter: Dave Nichol Advising that Mosgiel RSA had resigned as a member of Clubs NZ and they are no longer eligible for reciprocal rights of Clubs NZ financial member clubs and cannot participate in Club NZ member activities including Sports events, TAB draws and access to website information. Questioning the removal of life members and past president photos. to reply. Photos are displayed currently on our in house advertising screens. A suitable position for photos is currently under discussion. Letter: From a Member Advising of their resignation from the Taradale Club following a recent incident at the #115 Club. (In Committee discussion took place) Letter of response to be sent. Corporate Membership Mainfreight Corporate Membership expired at the end of Trading on the 16 th May Outwards Hawkes Bay Today Bridge Club Discussion Action Responsible Due By AGM date and Nomination for Committee information on notice board and advertised in the Hawkes Bay Today. Letter thanking the Bridge Club for accommodating Thursday evening housie and Friday Mahjong players. All Inwards and Outwards Correspondence: Moved: Ross Hamilton Seconded: Barry McBride Carried 7. REPORTS 7a Item Discussion Action Responsible Due by Financial Report Colin Stuttles report for the month of April. Colin Stuttle April 7b Accounts for Payment Comment:- There being no queries on the Accounts for payment. Recommendation from the sub-committee meeting (18 th May) that Accounts to 20 th May be approved for payment as listed from the Trading and Gaming Accounts. (copies of Account printouts previously circulated and tabled) Page 2

3 Moved: Wall Seconded: Alison Rowe Carried 7c Finance Committee Report General Finance Insurance:- $ Insurance payment for a three month period has been paid. Financial Management Policy:- Existing Policy tabled with a recommendation it be reviewed by the incoming Committee. Acknowledgement of Donation from Bowls Taradale. Formal acknowledgement of receipt of Donation be sent. Taradale Club Annual Race day 27 th June. Acknowledgement of the Racing Adjunct donation to the Club to cover Race day Expenses exclusive of GST. Moved: Wall Seconded: Trish Patterson Carried 8. PORTFOLIO REPORTS: 8a Item Discussion Action Responsible Due by Promotions & presented his monthly report. (copy attached to minutes) Marketing Report Key points: TAB Super Saturday Draw: 6 th June $1000 guaranteed. Has to go. Communication: Managers Report currently on the website. Minutes and Accounts Approved for Payment to also go on the Website as well as on the notice board. Copy to be kept on file in the Office for members to access. Hawkes Bay Sport and Fishing Club Proposal: Discussions took place over the weekend and they are keen to take this further. Page 3

4 Believe this is a decision that should be made by the Committee and not a decision for the AGM. Fears expressed that if key staff deployed at the Fishing Club then the Taradale Club would suffer. Discussion ensued as to whether we take on a Management Advisory role only and the Fishing Club pay us a fee for this service which would also involve us controlling staffing, or whether we take over the whole operation. Result of discussion we look at a Management Advisory Role only for a fee with no cost to the Taradale Club at all. Before any final decision is made need to have something on paper outlining all details. Back Function Room: Discussion on the curtaining and the vision of how the room should look once completed took place. Concern expressed of the choice of colour black for the curtaining as the room was already very dark. It should be noted that 90% of the functions in this room are at night. Hospitality Allowance for Committee: Suggested hospitality allowance for those serving on the Committee of say $25 to $30 per person per month. Following lengthy discussion it was decided that this should be effective for the incoming Committee. Details of the mechanics of how this would operate to be worked out. TAB Renovations: Following discussions with the TAB they are prepared to come to the party and do the work in relocating the TAB terminal, SST Machine and TV s hopefully this will be done by the middle of next month. The cost of the wall would be the clubs responsibility. Bay Wide Taxis: We will no longer be using Combined Taxis. Now going with Bay Wide Taxis. 8b Memberships No objections received to new members list. New members accepted. Moved: Wall Seconded: John Lavery Carried 8c Club Adjuncts Next Adjunct Meeting to be held on the 9 th June. Ross reported that he had organised transport for the upcoming Tournament. 20 seater buses including drivers at a cost of around $2700. Still require volunteer drivers for the Page 4

5 8d Grounds & Maintenance Taradale Club Courtesy Van for the Tournament. Front entrance a mess could do with a good clean or water blast. Cobbles stones loose due to the van parking in this area requires attention. Function Room lighting required Funds available for this work from the Ladies Adjunct. 9. NEW BUSINESS Item Discussion Action Responsible Due by 9a 2015 AGM 7.00pm Thursday 11 th June. It was hoped that the AGM could be held in the Bridge Room if available. 9b Communication Concerns that not all members are aware of developments taking place. i.e. When the TAB wall came down. Snooker Tables moved, Back Room Floor resurfaced etc., Concerns amongst members of the financial situation of the Club. Suggested more updates put out around the Club providing regular information this could go hand in hand with the minutes and the accounts for payment going on the website and on the notice board. 9c Curtains Back Room Previously covered during the meeting. Next Finance Committee Meeting nd June 2015 Next Committee Meeting: th June 2015 Meeting Closed 7.35pm Signed as a true and correct record at General Committee meeting held 25 th May 2015 TONY WALL PRESIDENT Page 5