Annual General Meeting 24 August 2014 Minutes 1. Opening...
Transcript of Annual General Meeting 24 August 2014 Minutes 1. Opening...
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Annual General Meeting
24 August 2014
Minutes
1. Opening of meeting
Commodore, Greg Hancock, chaired the meeting. The meeting opened at 2.30pm.
A minute’s silence was shared for departed members.
The Commodore welcomed guests, Patrons, Past Commodores, life members and members in
attendance.
The Commodore introduced the Management Committee member present to the meeting
Vice Commodore: Leigh Cox
Treasurer: Andrew Henshaw
Rear Commodore Dinghy: Tony Stephen
Rear Commodore Fishing: Jim Booker
Rear Commodore Marina: Alvin Letica
Rear Commodore Power: Shelley Mansfield
Rear Commodore Sail: Annette Walker
Committee Member: Barry Butson
Committee Member: Robbie Robinson
Committee Member: Coleman Truss
Club Patrons: David Templeman MLA
Ron Taggart
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Seal Holders: Graeme Colmer
Lance Rock
General Manager: Tim Donkin
Apologies from David Templeman MLA - Warren Blay #00721, John Blay #00747, Gwenyth Reed
#64943.
The Commodore thanked the General Manager, Tim Donkin, and his staff.
2. Apologies And Attendees
The meeting was quorate with 164 voting members present or voting in absence
97 voting members present
67 absentee votes
See Appendix 1.
3. Confirmation Of Minutes
Motion: “That the minutes of the 2013 Mandurah Offshore Fishing and Sailing Club Annual
General meeting held at the MOFSC on the 25th August 2013 be accepted as a true and correct
record of that meeting”
Mover: Mark Sach #64694
Seconder: Stephen Carter #64470
No speakers against. No votes Against. Motion carried.
1. Officers’ Reports
The Commodore spoke about the progress towards the goals he had set and key achievements for
his year as Commodore, and expressed his thanks to the members for their support. The
Commodore then presented the Officers’ reports. See Appendix 2.
General Manager, Tim Donkin, presented the Operation and Finance Report. See Appendix 3.
There were no questions on the reports
Motion: “That the reports as presented to the meeting be accepted”
Moved: Murray McNally #745
Seconded: Rick Oswald - Life Member
No speakers against. No votes against. Motion Carried.
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Motion: “That the reports as presented to the meeting be accepted”
Moved: Lance Rock # 00010
Seconded: Kevin Luff #00763
No speakers against. No votes against. Motion Carried.
2. Election of Officers
The Commodore explained the current Management Committee would stand down during the
elections. At the end of the meeting the outgoing Committee members would be thanked and the
incoming Committee would be introduced.
The following acted as electoral officers for the meeting;
Returning Officer Past Commodore Stephen Carter
Scrutineers Life Member Lance Rock
Life Member Rick Oswald
Life Member Wilma Johnson
Vacancies – no nominations received
The Commodore announced that expressions of interest would be sought from the membership for
Treasurer, Rear Commodore Sail and Rear Commodore Power. The Management Committee would
select suitable candidates to fill the positions as soon as possible.
Vice Commodore
Two nominations for Vice Commodore
Leigh Cox
Bryan Pemberton
The election was decided by secret ballot. Leigh Cox was elected.
Rear Commodore Marina
Two nominations for Rear Commodore Marina
Greg Grainger
Alvin Letica
The election was decided by secret ballot. Alvin Letica was elected.
Rear Commodore Fishing
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Two nominations for Rear Commodore Fishing
Jim Booker
Clinton Tibble
The election was decided by secret ballot. Clinton Tibble was elected.
Rear Commodores
The following Committee members were elected unopposed:
Rear Commodore Dinghy – Allan Payne #00175
Rear Commodore Power – Shelly Mansfield #04794
Rear Commodore Sailing - Annette Walker #00184
General Committee Members
Seven candidates for four positions:
1) Jim Booker
2) Leigh Cox
3) Lee Grainger
4) Nigel Haines
5) Robin Robinson
6) Gary Russell-Brown
7) Coleman Truss
Jim Booker withdrew his nomination.
Ratification of Commodore
Motion: “That the Annual General Meeting of members of the MOFSC ratify the election of Greg
Hancock as Commodore for the 2014/2015 year.”
A secret ballot was held.
Motion Carried.
3. Awards And By-Law Changes
Awards
The Commodore announced The Life Member’s Award Bob Benzie # 00926 was awarded.
The Commodore announced that the Member of the Year and Commodores Award will be
announced on Club Opening Day held Saturday, 1st November 2014.
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By Laws
Available on www.mofsc.com.au
4. Appointments and Governance Motions
These are ordinary motions and require a simple majority to pass.
Motion: “That Ward and Ilsley Partners Pty Ltd be appointed as Auditors for the MOFSC for the
2014/2015 year.”
Motion: “That Graeme Colmer and Lance Rock be appointed as the club’s authorised Seal holders
for the 2014/2015 year.”
Motion: “That David Templeman and Ron Taggart be appointed as the MOFSC Patrons for the
2014/2015 year.”
Moved: Nigel Haines #01444
Seconded: Gary Russell Brown #00665
No speakers against. No votes against. Motion carried.
5. General Business
The following points were raised by members:
Des McLean, LM 19, believed the Club needs a succession plan for the Management Committee and
the Commodore.
Mark Sach #7579 asked if the Membership Officer could work on Saturdays to meet potential
members.
GM responded this would be trialled for the beginning of the new membership year.
John Bryson, LM 9, Would like to see the dress code promoted more and reinforced by the staff on
duty, especially the ‘no caps’ rule.
GM responded the dress code is promoted at the entrance and at the bar.
Rick Oswald, LM4, would like the photos of the Past Commodores to be put up.
John Stein, #1772, asked how much the club charges for a visitor to stay on the jetty.
GM responded it was free for the first night, then $45 per night for visitors.
John continued, nowhere else he knew of, offered a free night
Bill Treby #671, asked if Kingfisher was still here and whether the boat was useable?
6. Close Of Meeting
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Commodore Greg Hancock declared the Annual General Meeting closed.
The Commodore introduced the new Management Committee for 2014-2015
Vice Commodore: Leigh Cox Treasurer: Andrew Henshaw Rear Commodore Dinghy: Allan Payne Rear Commodore Fishing: Clinton Tibble Rear Commodore Marina: Alvin Letica Rear Commodore Power: Shelley Mansfield Rear Commodore Sail: Vacant Committee Member: Nigel Haines Committee Member: Robbie Robinson Committee Member: Gary Russell-Brown Committee Member: Coleman Truss Club Patrons: David Templeman MLA
The Commodore thanked retiring committee members for all they had done for the club, thanked
everyone for attending and declared the meeting closed 4.52pm.
Minutes Confirmed at Annual General Meeting on 13th September …. 2015
Signed……………………………………………………………………………………………………………….………………………
Name……………………………………………….… Position……………….…………………………………… Date ……..….
Appendix 1. APOLOGIES AND ATTENDEES
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APOLOGIES Blay, Warren Blay, John Reed, Gwenyth ABSENTEE VOTES SUBMITTED (66)
Slater, Geoff #01264 1
Robinson, Ron #00006 2
Lathorous, Michael #07380 3
Gill, Stephen #00685 4
Holland, David #00885 5
Housego, Rod #00429 6
Stramsek, John #01021 7
Hind, Raymond #00234 8
Goodwin, Larry #00041 9
Davis, Clifford #01877 10
Olsen, Robin #01500 11
Castillo, Juan #00980 12
Hill, Allan #01897 13
Camera Bruno #06742 14
Truss, Coleman #06028 15
Thompson, Raymond #00614 16
Parkins, Trevor #05668 17
Rutherford, Geoff #06009 18
Stocker, Bruce #01830 19
Mountford, Ian #00808 20
Curry, Max #00654 21
Hind, Aaron #07952 22
Williamson, Kim #00498 23
McKenzie, Laurence #00922 24
Worth, Gavin #01061 25
Zorbas, Tass #01311 26
Candy, Ian #01811 27
Bucktin, Chris #00613 28
Russell-Brown, Richard #00594 29
Moore, Stephen #05799 30
Dougan, Wayne #06562 31
Kennewell, Matthew #07101 32
Reed, Gwenyth #01233 33
Jarrott, William #07162 34
Donkin, Andrew #00092 35
Wade, Chris #01032 36
Segreto, Carl #01216 37
Walker, Greg #01555 38
Forward, Rachel #00724 39
McKinley, David #05936 40
Appendix 1. APOLOGIES AND ATTENDEES
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Devine, Michelle #03146 41
Biggins, Graham #00719 42
Biggins, Ann #01002 43
Ellis, Rick #01346 44
Purslowe, Colin #00719 45
Dunn, Tiani #01002 46
Horley, John #01331 47
Darn, Dave #01516 48
McKinley, Ronald #06210 49
Edwards, Brian #07249 50
Dorsa, Robert #07537 51
De Bie, Arend #01370 52
Drysdale, Alexander #00135 53
Gillon, Peter #06590 54
Leech, Johnathon #05933 55
Cole, Mark #07802 56
Norman, Chris #05670 57
Clarke, Stephen #06651 58
Allan, Margaret #01888 59
Cotton, Paul #07689 60
Cooper, Wayne #03307 61
Boocock, Allison #00568 62
Martin, Neil #01281 63
Lochbuehler, Ralph #07292 64
Robinson, Robin #00540 65
Casey, George #06815 66
DRAFT
Appendix 2. OFFICERS’ REPORTS
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VICE COMMODORE’S REPORT -
REAR COMMODORE MARINA REPORT -
REAR COMMODORE DINGHY REPORT -
REAR COMMODORE FISHING –
SOCIAL REPORT -
COMPLIANCE & CORPORATE RELATIONS REPORT - LEIGH COX
Compliance
Achievements:
• Review and simplification of draft constitution for presentation to membership 3rd Qtr. 2013 at
a Special General Meeting. Special thanks to Membership Officer Jane Mason & Rear Commodore
Dinghy Tony Stephen
• Commencement of review of Club By-Laws
• Assistance with further development of consistency in club documents and procedures
• Increased awareness of the role of the Management Committee with focus on the protection of
club assets and members interests
Plan (2013 / 2014)
• Standardise Management reporting templates
• Introduction of Induction Seminar for all Management Committee members (4th Qtr. 2013)
• Mandatory attendance by Management Committee at Dept. of Commerce Associations
Incorporation Act Seminar
• Host Constitution Information Sessions for members
Corporate Relations
Achievements:
• Comprehensive review and re-write, then implementation of Club Sponsorship Policy
• Implementation of a change from the view that sponsorship is about donations to sponsorship
being about 2 way mutually beneficial partnerships
• Formation of growing relationships with other Not For Profits including Peel Thunder &
Mandurah Country Club and other groups such MAPTO the Mandurah & Peel Tourism Organisation
(MAPTO)
• Hosted a highly successful Corporate Twilight Sailing Event
DRAFT
Appendix 2. OFFICERS’ REPORTS
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• Engaged new contributors and corporate partners to the Club including Bendigo Bank Halls
Head Community Bank through the Support Vessel Replacement Project
• Hosted the Clubs first dedicated Corporate Sponsorship Partner recognition Cocktail Party
(Extremely well received)
• Introduced a number of new Corporate Partners to the Club, some of whom have commenced
using the Club’s function facilities on a regular basis
Plan: (2014 / 2015)
• Further formalisation, and standardisation where applicable of Corporate Partner Sponsorship
Agreements
• Increase exposure and member recognition to provide increased reciprocity to Corporate Partners
• More corporate water based activity events
Commodore’s Report By Greg Hancock.
DRAFT
Appendix 3. OPERATION AND FINANCE REPORT
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REPORT BY TIM DONKIN, GENERAL MANAGER
Financial Result v Budget/Last Year
Membership Income Up 0.71% on last year Down 3.54% on budget
Marina & Hardstand Income Up 1.52% on last year Up 0.67% on budget
Boat Show Income Up 9.74% on last year Up 3.40% on budget
Bar Income Up 0.33% on last year Down 3.13% on budget
Food Income Up 0.38% on last year Down 0.27% on budget
Total Club Income Down 3.98% on last year Down 1.80% on budget
Total Club Expenditure Up 2.53% on last year Down 15.18% on budget
Gross Income (before expenses) of the 3 main areas
F&B $1,481,970
Marina $949,210
Membership $538,048
Boat Show $73,859
Food and Beverage – Net Income (after all expenses have been paid out) $178,011
Bigger push on Functions
– Everyone hosting a function is a member
Better cost controls
Establishment of Quality
DRAFT
Appendix 3. OPERATION AND FINANCE REPORT
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Marina Revenue – $949,210 – up approx. $55k
Continues to grow at the required rate
Push for 100% occupancy
Membership income – $538,048 up approx. $40k
Income is stable
We are tracking to plan
Expenditure – Wages – everyone’s favourite – $1,050,564, approx. $12k less than last year.
It will plateau.
Its about controls especially on F&B side.
Clubs Net Surplus
DRAFT
Appendix 3. OPERATION AND FINANCE REPORT
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For first time since the club took out the loan the club has a result in the Black with a result this year of
$60,070
Club’s bank loan
Paying off $160k per year
Assets & Liabilities
Current assets – cash
• Capital Asset Reserve - $203,661
• Cash at Bank - $251,704 Non-Current Liabilities
• Bankwest Loan - $1,955,000
• Loan Repayments - $160,000 per year
• Paid 2023
• City of Mandurah - $165,199
• Loan Repayments - $45,000 per year – Security deposit of $102,711
• Paid EOY 2014 Net Assets
$1,864,205
Expenses 2012-13
• Access Control System replaced $7,200
• Camera upgrade $900
DRAFT
Appendix 3. OPERATION AND FINANCE REPORT
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• Kitchen equipment $58,000
• New Blinds $3,800
• Front gardens and irrigation $3,460
• Comet Queen repower $13,490
• Outdoor & Indoor tables $6,370
• New Website and E-News $7,500
• Dolphin View Room $80,000
• Support Boat $75,000
• Electricity $97,230
• Insurance $58,927
• Gas $12,112
• Rates & Lease $142,815
• Repairs & Maintenance $92,893
• Interest $128,920
• Cleaning $129,943
• Security $22,987
• Bank Charges $19,710
• City of Mandurah Loan Payment $40,000
• Bank Loan Payment $120,000
• Computer Supplies & Maintenance $37,137
• Waste Disposal $21,501
Net Assets and Current Assets
Current assets are showing an improvement and leading net assets
For the first time both showing an upward trend
Strategic Plan
DRAFT
Appendix 3. OPERATION AND FINANCE REPORT
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Next year will provide the first annual report to members.
Objectives in each of the key areas are:
Membership
The Club will deliver a valued member experience that will drive member engagement and
satisfaction, and employ targeted recruitment processes to maintain optimised membership.
Achieved By;
• Focused member recruitment campaigns
• Welcoming system for new members
• Comprehensive range of activities
• Rewarding and recognising loyal and active members
Activities
The Club will provide member-driven recreational and competitive boating and water based activities
which engage and excite the members and provide a valued activity experience.
Achieved By;
• Membership experiences
• Accessible, fun and family activities as well as the competitive activities
• ‘Discover Experiences’ to members
• Accredited Coaching and Training to members
Facilities
The Club will provide excellent clubhouse, marina and water sports facilities that are fully utilised and
engender pride in members and are appreciated by visitors.
Achieved By;
• Asset Management Plan
• Capital Expenditure in Long Term Financial Plan
• Programs to assist with funding
• Develop members participation scheme
DRAFT
Appendix 3. OPERATION AND FINANCE REPORT
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Community
The Club will be respected and valued by its members and the wider community as the premier
community oriented club in the Mandurah and Peel Region, contributing to initiatives that will benefit
the wider community in relation to community development and wellbeing, protection of the
environment and economic prosperity.
Achieved By;
• Maintain dialogue with key leaders
• Partner with others to develop events for the wider community
• Provide access to disadvantaged community groups
• Continue with contribution to environment and responsible practices
Communications
The Club will make internal communications a priority and adopt modern communications methods to
ensure that it provides timely, relevant and engaging communications to members and the
community which support and enhance the MOFSC brand.
Achieved By;
• Adopt firm guidelines for branding and promotion
• Development of marketing communications plan
• Establish communications objectives to rate our success
Finance
The Club’s Management Committee will ensure that it fulfils its obligations in over-seeing the
operations and appropriateness, exercising due care, diligence and skill, of the financial and non-
financial controls in the Club, risk identification and management processes.
Achieved By;
• Accurate management reporting
• Seek opportunities to align with local business
• Manage the 5 year Long Term Financial Plan
• Determine key performance indicators to monitor performance
Governance
The Club will adopt a management structure and a Club constitution that maximizes its abilities to
evolve and grow in response to higher standards required to deal with new challenges in an ever-
changing environment.
Achieved By;
• Ensure the Management Committee composition reflects the required skills and experience.
• Reviewing and modifying the governance structure
DRAFT
Appendix 3. OPERATION AND FINANCE REPORT
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• Initiating on-going review of Club Constitution and By-Laws