Board Update | April 2020 Meeting
Members of Woolamai Beach SLSC,
Please find listed below some updates from the Board of Woolamai Beach SLSC following our meeting on 22nd April 2020.
Please remember that is it not possible to provide all notes and information due to the sensitive nature of some discussions. This document provides a snapshot.
Action Items completed since last Board Report:
The Director of Finance and Administration (Secretary) read through the following action items to check the completion of work to date:
Organize installation of oven hot plates and complete install
Works notes
Fake Grass for downstairs
Works complete
Advertise for 2 IRB Drivers and Crew for two dates for competition.
JG to HT Completed (Competition canceled)
Max Eldridge to source the list of Penthrox drug administrators
Completed- List received from LSV
Send out comms re no jumping from deck to dunes
Completed via a Facebook post
Prepare for board P+L for nippers cost center
Completed
Share new branding and marketing images with board
Closed- Presented during the meeting
Organize banners for each patrol in time for Presentation night
Continuing work, awaiting printing to be done
Prepare decision paper for Patrols engagement activities during the season
Work in Progress
Download and place on website Cape Woolamai master plan
Completed
Check council occupancy rate of the clubhouse
Query lodged with Council
Discuss the operation of next AGM
Mark Bain and Rob Murphy working on
Discuss post-incident support with LSV.
Max Eldridge to prepare information to discuss with LSV
Transfer excess of funds > $150,000 to short-term term deposit
Work in progress
Undertake stocktake of club merchandise
Work in progress
Provide RF the necessary details for nippers, bronze, and other courses so we can prepare the course published online when ready
Work in progress
Board Reports presented by Board Members:
President (Rob Murphy):
The President noted the sad passing of John Barber and again thanked John and his family for a kind and generous donation to the WBSLSC two years ago
AGM Update:
Clause 18 requires the AGM to be held before 31 July and to be held on Philip Island. A quorum is constituted by 20 financial members. Given present social distancing requirements, none of the clubs rooms could probably accommodate 20 members safely. Consumer Affairs which regulates Incorporated Associations have not issued any guidance in relation to holding AGM’s. Section 62 of the Associations Incorporation Reform Act 2012 allows meetings to be held electronically the chair and minute-taker of the meeting would have to be on Philip Island.
In the notice of meeting it would state that the place of the meeting was an address on Phillip Island but that due to COVID 19 requirements no more than # persons can attend at that address but that they can attend electronically by advising the secretary say 24 hours prior to the meeting so relevant invitations can be sent.
Liam O’Brien (Frankie), senior Volunteer, and Lifeguard will continue the tradition of community service at Woolamai Beach SLSC with his appointment to Ambulance Victoria as a Paramedic.
Congratulations Liam!
Vice President (Stafford Smith):
Upwey High School has canceled all camps for 2020. This includes the Surf Bronze Camp in December. I am yet to have formal discussions with School admin and will delay talks until we have a clearer understanding of how long current restrictions will be enforced. My hope is once restrictions are eased, I will endeavor to push for the reinstatement of the camp. My understanding is the program will still occur but no camp hence the kids will not get their Bronze.
I would like to raise my concerns at the lack of counseling and trauma-related support our volunteer Lifesavers and our Lifeguards to get from LSV
There would not be another club in Victoria that is faced with the sheer numbers of rescues and searches than Woolamai. Over the past 3-4 years with our expanded services we have dealt with far too many of these incidents. I was part of a struggle to obtain counseling for our members after our major incident at Woolamai and saw firsthand the totally inadequate counsel LSV supplied some days after that incident. This concern has again been bought to my attention by our members who have been involved in such incidents and have reported absolutely no contact or communication from LSV.
Speaking to some members it does appear the only support has come from within our club and via peer support.
I am seeking some clarification on the role of LSV during and post these events.
Noted that the Vice President, President, and Director of Life Saving Services will be contacting LSV about their concerns and requesting a meeting with LSV regarding this
Due to a misunderstanding in the calculation of results at Club Championships day of Female Club Champion, its subsequently determined the club will award a 3-way tie
Director of Finance and Administration/Secretary (Mark Bain):
As part of Smart sports refund of liquor license $223
Confirmed solar working on clubhouse
Banked $200 from collection tins (Thank you to Rochelle)
Development fund meeting with Georgie, Neil, and Mark D to discuss changes to the constitution to support the establishment of the development fund. The next step is socializing with Life Governors and Life Members.
Discussed overall financial state and determined to move additional operating funds to short-term term deposition. At least $150,000 to remain in the operating fund. Rest in a term deposit. This will assist with Grant Applications.
Completed insurance coverage forms
Director of Life Saving Services/Club Captain (Max Eldridge):
Mallacoota SLSC
Currently in Berwick at a Factory, being stored and looked into by Chris Ellis and Sean Carney, Paul Eldridge, Will Slator and Max Eldridge about fitting out
We raised over $10,000 to go towards a fit-out of the Caravan
Awaiting Covid-19 restrictions to finish, then getting a group together to meet up and organize the fit-out
Thank you to the Mau family for the generous donation towards the fit-out of the Caravan. Noted that they wish this donation to be recognized as coming from Woolamai Beach SLSC when completed.
PIMRS (Jet Ski Service)
Final patrols over Easter were good and quiet, just what we wanted
Time away
Thank you very much to Annie Coleman and Campbell Smart (Club Vice Captains) for ‘covering’ for me for a couple of weeks for the wedding period. This was very much appreciated.
Patrols
Obviously ended abruptly, but the response from members was fantastic. Looking into patrol leadership teams for next year and possible changes
Pack up at the end of the season
Thank you to Terry, Campbell, and Alan (Aquamole) for their work over the Easter weekend. Gear Room and Club is clean, packed up, and ready to start next season. Four new rescue boards were put on the racks.
Smiths tower was emptied of Gear and Equipment so that at Gear Inspection it does not get forgotten
Worked out a possible new Club Captain (Director- Life-Saving Services) for next season
Communication with members not on surf guard
Working with Troy Ross, Ron Nicholson, Graeme Clauscen and Terry Aslanidis
Director of Facilities/Assets (Darrell Clark):
Smiths Tower
Currently awaiting a call back from the contractor
Windows & Doors in the lounge
Currently awaiting confirmation of payment and making contact
Bars on Windows downstairs
Works to be completed on the weekend of 25-26/04 with Campbell Smart
Roof Plumbing Emails
Works to be completed on the weekend of 25-26/04 note the images at the bottom of the document
Air Conditioner install
Working with the contractor, but may need a new installer
Hot water service in the kitchen
Installed
Locks on girl’s shower doors
Works to be completed
Tiles men’s shower
Works to be completed
Storage in the girls’ bathroom
Works to be completed
Bigger glasses & Bowls
To be completed in late 2020
Mattress Upgrade
Works to be completed
Chopping Boards & Utensils
To be completed late 2020
Sanitary Bins downstairs
Works completed and organized thanks to Rochelle
Bunks in Guard Room
Awaiting information from Council on occupancy
Seal gear shed rear roller door due to sand.
Works to be completed on the weekend of 25-26/04 with Campbell Smart
21/4 initially seal then replace the main entrance door due to sand entry.
Works to be completed on the weekend of 25-26/04 with Campbell Smart
§ Seal needs to be replaced
21/4 Nature Parks to be contacted to clear sand on the ocean side of the club.
In progress
Director of Communications (Riley Fyffe):
Updated website subscription, saving money for the club
Donations tab completed with a secure payment system on Club Website
News section updated on the website
Board updates and other information is posted there as well
Updated old logo from 60th year to new Social Media logo
Working on Nippers website landing page
Charley Mau working on new merchandise designs with Director
These were presented as a draft to the Board to great review
Facebook and Instagram posts to gather photos for the annual report have been made
Bronze & SRC camp registration forms to go live by the end of the month (April 2020)
Director of Member Development (Brendan Smart):
Josh Smith will get comms out to our members by end of next week about how our members can register to complete CPR, First Aid, Basic Beach Management and Silver medallion Aquatic Rescue theory online during COVID19 and then complete practical after COVID19
Josh Smith and Terry Aslandis will draft the member development annual report and send me any photos they would like me to propose for inclusion in the annual report as soon as they get a chance
Josh Smith and Terry Aslandis will start (if they haven’t already started) working with Riley Fyffe to set up the bronze medallion, adult bronze medallion and src courses in the background on the website; so that after COVID19 we can just click and button and they go live
Clarky and I submitted a grant application for new AC in the bar area and training room – yet to hear back
I am looking for a grant for a mobile board rack, IRB motor, and IRB hull
Rochelle is sourcing a second quote for solar on the Smiths’ beach tower
I have asked electrician Max to quote for sensor lights in all rooms next time he is at the club
Could I propose storing 1 x first aid kit, 1 x oxygen kit, 1 x defibrillator, 1 x tube, 1 x fins, 1 x bum bag, 1 x board, 1 x spinal board and straps and 2 x charged radio with waterproof bag and harness in the Smiths Tower for the offseason in case of call-out/emergency, as happened during the season. Could I also propose that the club purchase a lockbox/key safe and affix it to the tower somewhere or toilet block somewhere to house the key. Campbell and Darrell are going to the Island this weekend to complete some works on the clubhouse and so if the board vote in favor of my proposal we can task them with making this happen over the weekend.
Completed
Director of Nippers (Charles Tuchtan):
A quiet period of the year for Nippers- will start ramping up for the season in coming Months
Director of Competition (Jeremy Goodger):
A quiet period of the year for Competition, especially with ongoing Corona Virus issues
Winter competitions have been canceled
Director of Leadership Development (Hannah Tzimokas):
Due to an unavoidable personal issue, the Director was not able to be present for the meeting
Decision Papers presented to the Board:
A Decision Paper was presented to the Board on the purchase of a new IRB Motor and IRB Hull:
Thundercat Inflatable Gen III Rescue Craft fitted with V-Strip, front floor mat with fuel cell clips, rego numbers, and club name painted on the boat, boat freight to Melbourne- $15,530.00
Boat build ETA as of 21/04/2020 is April 2021. This date will change depending on when the boat deposit is paid by the club.
Tohatsu 25HP Outboard Motor (Sealed for SLSA Use) supplied with- $3,230.00
PowertechGEN3 Stainless Steel Propeller
Propeller Guard-Propell SF inc freight- $1,060.00
PSP Surf Rescue Kit- (Contains: 1 x Spinner Clamp Set, 1 x Solid Ali transom brackets inc brass inserts, 1 x Pull cord 1 piece handle, 1 x Cowl Retainer straps, 1 x set of PE solid mount inc nylock nuts, S/Steel compression tube, 1 x safety cable, 3 x friction washers, 2 x tilt tube bushes)- $1,100.00
Waterproof Spark Plug Boot Set- $38.00
Marine Up/Down Kill Switch- $80.00
Freight on Surf Kit- $30.00
Fitting of Surf Kit, Run, and Test In-Tank- $440.00
Fitting Of Propeller Guard- $88.00
Total inc. G.S.T $21,596.00
This decision paper was supported by the Board. The Director of Member Development will continue to search for a Grant for this, or the possible purchase of another IRB Hull and Motor later this year to replace aging stock.
Urgent/General business presented to the Board:
Noted that the Board approved the presence of Luke Plant and his partner at the Club Residence during this time. Luke will be making a donation to the Club. He is working at Wonthaggi Hospital as a Doctor during the Covid-19 outbreak
A decision is being deferred on the Presentation night. Due to the Covid-19 outbreak. The most likely scenario is for a season launch/presentation night event to be held later in the year.
Next Meeting:
May 2020