Elsternwick Park Sports Club Blog

MINUTES OF BOARD MEETING
Held at the EPSC Club Rooms
Monday the 21^st of June 2010

Attendees:       S. Biar (Chairman), J. Lane (Secretary), K. Heagney (Treasurer), A. Lessels, P. Laylor (Presedent – Golf), P. Marshall (President – Bowls)

Apologies: None

1. Simon Biar opened the meeting at 7:18pm.
Simon called on business arising from previous minutes.

2. Business arising:
Green Vacuum Cleaner; Grant request submitted and no further correspondence.

3. Correspondence:

IN

• Petition from members to put Ken Furlong’s name on the Board of Honour for his service to the club since 2003.
  MOTION: The Club regognises Ken’s contribution. For consideration to be put on the board of honour candidates must have been members and contributed to the Club activities by, for example, serving on Committees and the like. Nominations will be considered by the Board, and if approved, be put to the AGM for consideration by the Club membership.
  Motion: Simon Biar, seconded by Kevin Heagney. Motion Passed.
• Letter from St Kilda Bowling Club regarding use of our greens for the next 1-2 seasons during Saturday pennant.
• Received letter from Jessie Boland offering the Club a Real Estate-like billboard advertising the Club & it’s activities.
• Received an inquiry regarding hall hire for dance classes.
• Email from NEC giving details on how to claim rebate for Club Internet Broadband costs under the NEC Broadband for Seniors Program.

OUT

• Peter Marshall responded to St Kilda Bowling Club regarding use of our greens, indicating that the Club would consider an arrangement subject and the terms and conditions under which an arrangement would be acceptable to the Club.
• Application to Bayside Council for grant for hall use for youth music.
• Application to Bayside Council for permit to place the offered billboard on Club boundary fence for extended duration.
• Response to request for hall hire for dance classes requesting further information.

4. Bowls Committee Report: As the incoming Bowls Committee meets for the first time next Monday, the Bowls Committee has nothing to report.

5. Golf Report:  The second major event of the year, being the Foursomes Championships was won by Andrew Pondard and Darren Pickett.  The Golf Pennant side did not perform well last year. They finished last in the Division and were relegated to Division 5.

The Club played lakeside Golf Club for the Lake Wick Shield and was successful, for the first time in three years, by 1 point.

6. Greens Report:  The Green Keeper reports progress of newly laid grass on roadside green is satisfactory.

7. Sponsorship:
As head of Sponsorship Sub-Committee, Simon Biar put forward a suggestion to combine the Official Launch of the NEC Broadband For Seniors program with a Local Business Sponsor Open Day to possibly generate publicity & sponsorship for the Club. Simon Biar advised that a number of senior Club Members had volunteered to assist on the selected day. Peter Marshall suggested combining the Club Opening of the Greens with this event, making the major focus the Opening of the Greens, followed by the launch of the NEC Broadband for Seniors program, barbecue lunch, casual bowls and golf games on the green.

Motion: Sponsor Open Day to be conducted on Sunday 29^th August combined with Opening of the Greens.  Official Opening of the Green will be the initial focus followed by announcement of the NEC seniors program, lunch and casual bowls. Subject to confirmation from Bowls Committee.

Motion: S. Biar. Seconded K. Heagney. Motion Passed.

8. Treasurer’s Report:
James Lane is acquiring debit card for bar purchases.
Club Trading account balance is approximately $52,000.   Preparation of the accounts for the auditor is ongoing and should be completed in the next 2-3 weeks.

At the next board meeting a current financial report will be provided to the Board.

9. Membership Report
1 New Bowls memberships
Peter Neale has paid in full and his membership was approved by the Board.

1 Golf membership
Tim Clinch paid in full and his membership was approved by the Board.

10. Function Manager’s Report
Reactivated SEEK advertisement for a new Function Manager and have received 6 applications to date. The Advertisement runs for two more weeks. Kevin Heagney & Simon Biar will acknowledge submitted applications and evaluate and interview applicants over the next few weeks.

11. NEC Broadband for Seniors Program
Three people are conducting tutoring;  Merino Candusio, Simon Biar and Andrew Lessels.

12. Any Other Business

1. Gourmet Mamas’ ~ Fridge has been installed and is in use.
2. Club Lease’ ~ despite following up with the Council no feedback has been provided regarding issues raised by Club.
3. Gardening quote ~ Await quote regarding grass cutting, 21 times a year.
4. Bar Management ~ Current procedures have caused duplicate ordering.
   Motion put forward that all future purchases must be approved by James Lane.  Motion: K. Heagney. Seconded P. Lalor. Motion Passed.

NEXT MEETING:  MONDAY 2^nd AUGUST 2010 @ 7:00pm

MEETING CLOSED @ 8:50pm

MINUTES OF BOARD MEETING

Held at the EPSC Club Rooms

Monday the 10^th of May 2010

Attendees:       S. Biar (Acting President), J. Lane, K. Heagney, A. Lessels

Apologies: A. Florance, O. Lynch (Proxies given to James Lane)

1. Acting Chairman, Simon Biar opened the meeting at 7:00pm.
Minutes from previous meeting were tabled.Motion to accept minutes put by Kevin Heagney. Seconded by Simon Biar.  Accepted.  Passed

Simon called on business arising from previous minutes.

2. Business arising: New switchboard work has been completed.
Green Vacuum Cleaner ~ James has submitted grant to the Dept. of Human Services to purchase a vacuum cleaner for the greens (to assist clearing the leaves and debris from trees, for example)

3. Correspondence:

IN

• Mike Burrell has resigned as Greens Director (one concern being the condition of the clubhouse after Thursday bowls – James Lane will follow up with John Bell and Mike Burrell and the bowlers to see if these issues can be resolved).
• Chris Adams has resigned as Bar Manager.
• Email from StayTuned physio regarding proposal for sponsorship however no suitable arrangement has been made.
• Letter from Bill Menahem to the club regarding a request Special General Meeting.

OUT

• Letter from the Board to Bill Menahem to the co-signatories of the request.  Request was rejected as clause 27.2 of the constitution requires a minimum of 15 members to co-sign the request.  John James, one of the signatories passed away on 26 April 2010 and the request was dated 31 April 2010.

4. Bowls Committee Report: There was no rep from Bowls Committee in attendance so there was no Bowls report.

5. Golf Report:  There was no rep from Golf Committee in attendance so there was no Bowls report.

6. Greens Report:  No report from Greens Director, Mike Burrell.

7. Sponsorship: No action in this area.

8. Treasurer’s Report:
Kevin reported that the balance of the Club’s Trading account was approximately $54,000 at the end of April.

Kevin has tabled a report in preparation for the AGM for the board’s consideration.

There has been no movement regarding the debit card.

Kevin is in the process of updating the CAPEX report for the next 5 years to include $5,000 provision for repainting and refurbishing Clubrooms.

9. Membership Report
1 Bowls membership Darren Wells was received and approved.

10. Function Manager’s Report
James is talking to prospective applicant.  If that is unsuccessful the SEEK advertisement will be reinstated.

11. NEC Broadband for Seniors Program
2 Broadband kiosks have been installed and operational for members and seniors in the area to use freely.

Simon has tutored 2 club members and has noted that the terminals are being used on an ad-hoc basis.

Simon is still investigating covers for the screens and keyboards.

Official opening date yet to be determined but is likely to be six weeks after the AGM.
12. Any Other Business

1. Gourmet Mamas’ ~ Are in the process of getting their fridge/freezer.
2. Lease ~ Simon will follow up the Bayside Council to find out where they are at.
3. Green Keeper ~ James Lane is looking to renew the quote with the current green keeper.
4. Gardener ~ James Lane is getting a quote to fill the vacant gardening position.

NEXT MEETING:  AGM – MONDAY 22^nd MAY 2010 @ 12:15pm

MEETING CLOSED @ 8:45pm

MINUTES OF BOARD MEETING

Held at the EPSC Club Rooms

Monday the 12^th of April 2010

Attendees:       S. Biar (Acting President), J. Lane, K. Heagney, O. Lynch & A. Lessels (insufficient attendees for meeting quorum, need min. 6 – proceeded as general meeting)

Apologies: J. James, A. Florance

1. Acting President, Simon Biar opened the meeting at 7:05pm.
Simon called on business arising from previous minutes.

2. Business arising: Only quote received for relaying of roadside green was received from Roger Zitzen.  The quote was within the $3,000 CAPEX budget and therefore duly accepted by the Board.  Roger to be asked to proceed with works as soon as possible.

3. Correspondence:

IN

• Letter from Sarah McPhee; resignation as Hall Hire Co-ordinator
• Email from Bayside Council; states Golf Club is responsible for roots and leaves of surrounding trees
• NEC Broadband for Seniors program

OUT

• None

4. Bowls Committee Report: There was no rep from Bowls Committee in attendance so there was no Bowls report.

5. Golf Report:  There was no rep from Golf Committee in attendance so there was no Bowls report.

6. Greens Report:  No report from Greens Director, Mike Burrell.

Kevin commented that Bent Grass seeds being laid this week on roadside green.

7. Sponsorship:

Angus Florance was not in attendance to submit a sponsorship report.  However, Kevin said he was going to make an offer to Elsternwick Physiotherapy to sponsor the Club.

8. Treasurer’s Report:

Kevin reported that the balance of the Club’s Trading account was $62,800 at the end of February and dropped to approx. $57,000 by the end of March due to payments to suppliers in this time as well as number of Hall Hire bookings decreasing.

He told the Board he would be opening a new Term Deposit account with Bendigo Bank with a $10,000 deposit to go towards relaying of the Roadside green.

An idea was canvassed to apply for an EPSC Debit card which can be used instead of cash to pay for discounted liquor from Dan Murphy’s.

MOTION: Simon moved that EPSC should apply for Debit card, subject to proxy vote approval.  James Lane seconded.  All in attendance were in favour.

(Angus submitted proxy approval via phone-link.)  MOTION CARRIED.

Kevin advised that Club financials were not yet up-to-date but assured board that they will be ready for the AGM.  He will also revise CAPEX report for the next 5 years to include $5,000 provision for repainting and refurbishing Clubrooms.  In addition, he suggested looking into cost of extending the balcony roof for extra shading next summer.

9. Membership Report

1 Golf membership was received and approved.

10. Function Manager’s Report

In lieu of Sarah’s resignation, Kevin will liaise with Sarah before she departs.  The Board agreed then the aim was to have a new Hall Hire Co-ordinator in place before the Spring/Summer party season arrives.

MOTION:  Kevin and James to become a function sub-committee which will reinstate the online Seek advertisement, sort through forthcoming applications and make recommendation to incumbent Board after AGM.

11. NEC Broadband for Seniors Program

Initial details are as follows:

• EPSC approved to participate in this new program by Federal Govt.
• Club supplied with 2 new powerful NEC computers and 2 computer desks.
• EPSC has responsibility to provide administrator as well as tutors to provide 2 x 90 minute sessions for interested Seniors.
• Agreement needs to be signed with NEC through to 2011.
• Board discussion about where to situate desks and computers resulted in decision to move Ladies Bowling club Honour Board and place them along that wall.
• Members will be officially advised of this initiative via the mail-out for notification of coming AGM as well as expressions of interest sought for tutors to run training sessions.
  MOTION:  Simon proposed that NEC Agreement is approved by Board and duly signed.  All were in favour.  (Angus again gave proxy approval via phone-link).  MOTION CARRIED.
• Agreement was signed by Simon Biar and James Lane, with Simon adding he will investigate covers for computer screens & HDD units.

12. Any Other Business

1. Golf Pennant Dates ~ Pennant dates for year ahead will only be advised 1 month before first pennant game, therefore any clash with Hall Hire bookings will need to be readdressed.
2. Gourmet Mamas’ ~ Dimensions of fridge they have brought into business were received by Simon and it can be housed neatly in ladies meeting room.  Contact at business to be advised when new electrical switchboard is installed.
3. Green access ramps ~ James said safety tape has been purchased to secure ramps once the roadside green has been resurfaced.
4. Insurance ~ James also looked into EPSC’s insurance policy and confirmed it does cover golfers’ activities.
5. Lease re: Gourmet Mamas’ ~ Simon, Kevin & James met with Bayside Council and advised them of sub-lease in place and awaits their feedback.
6. Wireless Internet ~ With the installation of a wireless router in Office, James said he will make up signs to place up around Clubrooms highlighting to members that wireless internet access is available.  However, any inappropriate use of internet will result in access being terminated.
7. Sue Lane ~ Kevin moved a motion on behalf of BOM.
   MOTION:  Sue Lane is congratulated by becoming the 2010 RVBA Champion of Champions.  Andrew Lessels seconded.  All in favour (with Angus approving by proxy vote)
   As per last month’s minutes, Sue Lane receives a tab of free drinks on at the bar.  MOTION CARRIED.
8. Green Vacuum Cleaner ~ James mentioned that the Club was applying for a grant from the Dept. of Human Services to purchase a vacuum cleaner for the greens (to assist clearing the leaves and debris from trees, for example)
9. NEC Broadband – In closing, Simon will look at the launch date for the Broadband agreement to be after the AGM.

NEXT MEETING:  MONDAY 10^TH MAY 2010 @ 6:30pm

MEETING CLOSED @ 9:30pm

MINUTES OF BOARD MEETING

Held at the EPSC Club Rooms

Monday the 8^th of March 2010

Attendees:       S. Biar (Vice-President), K. Heagney (Treasurer), J. Lane (Secretary), A. Florance, & O. Lynch

Apologies: M. Potter (President), P.Lalor & J. James

1. In lieu of President Malcolm Potter’s move interstate, Vice-President Simon Biar  opened the meeting at 7:10pm.

Simon called on business arising from previous minutes.

2. Business arising:

There were no matters of business arising as all had been attended to.

Minutes approved: K.Heagney    Seconded: J. Lane

3. Correspondence:

IN

• Letter from Brighton Tennis Club re: notice of application for liquor license
• Letter from Whitbread Insurance Brokers re: liability

OUT

• Letter to Council urging issue of leaves/sticks falling on club greens be addressed

4. Bowls Committee Report:

No formal report.  Kevin Heagney, however, commented on Bowls Clubs’ 1^st team winning the overall RVBA Metropolitan Division 3 Premiership.  He said it was a tremendous effort to achieve this by winning 5 ‘finals’ in a row, including topping Section 8 at the end of regular season fixture and then winning their Section outright.

Simon replied that it was only fitting that the Board should move a Motion of Congratulations to all those who contributed to its success over the season.  He supplemented his motion with a suggestion to implement a gesture from herein, whereby a $100 tab is placed on the Club bar for any team/individual within EPSC to win a recognised event.

MOTION:  Moved by: S. Biar  Seconded by: J.Lane  Motion Passed

5. Membership:

There were 6 Social Bowls and 2 Junior Bowls membership applications approved by the Board.

6. Golf Report:  Informal Report

Simon mentioned the Golf Section were holding a Easter raffle and that he was following up with Peter Lalor about designing the golf cabinet for their area of the Club rooms.

7. Greens Report:

Quote has been received by a contractor for resurfacing of Roadside Green with Bent Grass and is within EPSC CAPEX budget.  Therefore, Simon moved for this quote to be accepted by Kevin.

MOTION:  Moved by: S. Biar  Seconded by: A. Florance  Motion Passed.

8. Sponsorship:

• Angus Florance happily reported to the Board that sponsorship had been secured with Elsternwick Physiotherapy for the next 3 years.
• He also said he would need to print out brochures send out to prospective sponsors for the Club Bowls uniforms.  The design of the uniforms has already been approved and will be purchased as soon as sponsorship is obtained.  Simon to approach Hall Hire Co-Ordinator, Sarah McPhee, to assist with making approaches to companies for sponsorship.  Kevin agreed to give Sarah a list of all former sponsors who haven’t renewed.  The sponsorship sought would be to benefit both bowls and golf sections.

9. Treasurer’s Report:  Informal Report

No financial data was tabled, but Kevin pledged to have 100% of financial data loaded onto his accounting software by April monthly meeting.

10. Function Manager’s Report:

New Agenda item herein.  Sarah McPhee is an apology for this meeting.

In future, Simon said Sarah will need to provide a monthly report.  He also relayed from Sarah a concern that exclusive use of the bowls club was not being gained after booking events in the diary, as per normal practice.  Members are still entering the club at their own free will.  It was therefore suggested that signs indicating “Private use only – no member access” be made up for events and discussed at later meeting with Sarah.

11. Any Other Business

1. Bar Manager – Chris Adams is new Bar Manager and has started his new role by cleaning it up.  (JL)

2.  Golf Pennant – Dates to be supplied to Functions Manager to avoid clashes with private hiring.  Simon to get these dates and times from Peter Lalor.  (SB)

3.  Gourmet Mamas – New lessee of Club are very happy so far with their use of Club Kitchen facilities and that business is progressing faster than they expected.  They wish to bring their own fridge into the kitchen to store their food.  Board all agreed to this but not till after the new electricity board was installed.  Motion: Moved by Simon Biar & Seconded by James Lane.  (SB)

4.  Access ramps – Kevin and James to place safety tape along ends of wheelchair ramps.

5. Insurance – Whitbread Insurance Brokers had raised issue regarding public liability insurance covering Golfers.  Simon to follow up.

6. Lease re: Gourmet Mamas – James noted that Section 17 of draft of new Lease requires Council to approve Club arrangement with Gourmet Mamas and for Council to approve our Public Risk liability insurance.  Board agreed to seek meeting with Council to seek clearance, as well as the following other conditions before signing the lease itself;

a)  Council covers cost of any root damage to sewer service

b)  Leaves and debris from tree on western side are cleared up by Council or they cut the tree down

c)  Explanation is received for increase in lease fees plus 5% minimum increase in Schedule 2.1

James, Kevin and Simon all to be in attendance at meeting with Council.

7. Wireless Internet – ADSL 2+ Wireless Internet is now installed at club.  Members to be advised of login details to access Internet at Club shortly.  (SB)

8. Fees & Charges – Due to increase in operating costs and shortfall in current revenue, the Board felt there would be no choice but to increase Membership fees.  Discussion ensued as to how the fees would change.  The following increases were drafted and approved;

IX.     Malcolm Potter’s (President) absence – The Board wished to formalise that due to Malcolm Potters move interstate, the new Board structures sees Simon Biar taking on duties of Acting Chairperson, until this year’s AGM in May.

NEXT MEETING:  MONDAY 13^TH APRIL @ 6:30pm

MEETING CLOSED @ 9:30pm

MINUTES OF EPSC BOARD MEETING

Held at the EPSC Club Rooms

Monday the 13^th of January 2010

Attendees:       M. Potter (Club President), S. Biar (Vice-President), P. Lalor (Golf President) J. Lane, and K. Heagney

Apologies: J. James, A. Lessels, A. Florence, & O. Lynch

1. Meeting Opened

President Malcolm Potter opened the meeting at 7:00pm.
Malcolm called on business arising from previous minutes.

2. Business arising: None

3. Correspondence:

IN

• Grant application for Club uniforms was rejected.

OUT

• Letter of acknowledgement to M. Pinis re: injury in car park with copy sent to insurance company.

4. Bowls Committee Report: None (no Bowls Committee members in attendance)

5. Golf Committee Report:

Simon reported that their recent Golf and Trophy days were well attended and even pulled a couple of new members.  However, the Bowlers v Golfers day suffered owing to the extreme heat keeping some away.

6. Greens Report:

Malcolm summarised a report submitted by Greens Director, Mike Burrell.

Main issue to note was the need for the Roadside Green to be completely resown.  Plans are in place for 50mm of topsoil to be removed, gassing and fertilizing of earth, and new plinths put in, before it is top-dressed and resown.  Contractor, Brett Leighton to arrange quotes for this work.

7. Sponsorship:

Malcolm told the Board that a new sponsor had been found for John James’ Club Medley day.

8. Treasurer’s Report:

Kevin reported that he now had MYOB up and running on his computer and he was working to bring all outstanding accounts up-to-date.

Simon stressed the importance of the accounts being kept up-to-date in the future and recommended the club bring in some assistance for Kevin.  He proceeded to move a motion;

Motion: Kevin to hire a Bookkeeper to assist in resolving current situation with financial records before the next Club Board meeting in February.

Moved: S. Biar   Seconded: P. Lalor ~ MOTION CARRIED

9. Any Other Business

1. New bowls rakes ~ New rakes which are cushioned to prevent damaging players’ bowls should arrive at club before seasons end.
2. President’s resignation ~ Malcolm Potter indicated he will resign as President of EPSC at the end of the 2009-2010 Bowls season, as he is returning home to South Australia.
3. New Hall Hire Co-ordinator ~ An advertisement will be placed on SEEK website (www.seek.com.au) to take over Hall Hire bookings on a part-time basis.  Malcolm will conduct interviews prior to his departure.
4. Toilets ~ A quote received for new auto-flush mechanism in gents’ urinal was accepted.
5. Clubhouse electrics ~ Kevin will obtain a 2^nd quote for works to rewire the clubhouse electrics.

NEXT MEETING: MONDAY 8^TH FEBRUARY 2010 @ 6:30pm

MEETING CLOSED @ 9:00pm