1

Minutes of the CBBC General Committee Meeting Held on Saturday, 17 April 2021 at 10:10

1. Present: G. Hays, R. Kies, B. O’Flaherty, E. Maddern, R. Edgar, G. Jongewaard, D. Stanbridge, J. Stanbridge, D. Hogg Guests: D. Swaine (telephone), G. Edgerley

2. Apologies: G. Maddern, K. Arthur

3. Minutes of Previous Meetings:

CBBC Committee Meeting Minutes – 13 Mar 21

Accept as Final - Moved – Secretary, Seconded – D. Stanbridge Vote: Yes

4. CBBC Action Log:

Business arising from the previous minutes - See Annex A.

Open Items – See Annex B – Committee Members – Please read and familiarise with contents

5. Reports:

Commodore’s Report: The Vice Commodore provided an overview of points provided by the Commodore as follows: Some resolution of the most recent Racing Committee resignations is required noting that one resignation was verbal only (linked to health reason). Either way we will always have people not want to comply with the Clubs rules and verbal engagements are always up for ‘he said, she said’ interpretation. We all take things said differently. One resignation is from a time poor member and obviously does not want to waste his time on members that do not want to comply. That all said, the members need to see something in the Minutes to address that. I believe the club has put in place processes that will eventually stop the major behavioral issues.

The Vice Commodore noted that, while some Members are unhappy with implementation of safety equipment checks, the majority have participated. The intent of the Racing Sub-committee to simplify the check and process in a non-confrontational way was well received. The latest resignations from the Racing Sub-committee were due to one member being time poor and one member for health reasons. We wish them well for the future. The Vice Commodore lead the discussion on the pieces of correspondence referred to by the Commodore as follows:

2

Correspondence In – G. Saunderson and C. MacPhee noting that there have been a number of resignations (x4) from the Racing Sub-committee this season and 7 resignations from the 2019-20 General Committee. The Members requested information regarding the reasons for the resignations.

The Committee discussed the requests for information, noting the following:

2020-21 Racing Sub-committee Resignations – The Members were advised that the General Committee is not in a position (or permitted) to release the resignations as they are committee in confidence. That said, they are free to engage the Members that resigned. The Committee wished all the Members who resigned well for the future.

Action – Secretary, Commodore – provide a response to the authors.

2019-20 General Committee Resignations - The Secretary provided an overview of the sequence of events in the lead up to the resignations and its consequences. He also expressed concerns that the underlying issues which lead to the resignations have not been resolved nor reported on by those concerned. However, there are now processes and policies in place that provide Members with protections from bullying and unsocial behaviours, on which the Rules of Association and Administrative Guidelines were previously silent. While the Code of Conduct and Member Protection Policies have been distributed, Members need to be reminded where they can be found and when they should be used.

The Committee concluded speculation over the reasons for the resignations serves no good purpose and that the Committee has a duty to look to the future, learning from our mistakes and creating an environment where Members interact respectfully.

Action – Secretary, Commodore – provide a response to the authors noting that the Members who resigned were volunteers, providing well intentioned service to the Club. However, the reasons for the resignations are not known and speculation is not encouraged. The Public Officer oversaw the process for establishment of an Interim Committee to guide the Club to the AGM in August 2020.

Action Secretary – Draft a Message to CBBC Members noting what the Club has achieved over the last twelve months and advising that the Member Protection Policy is to be utilised to deal with conflicts and disputes. Further, the policy clearly identifies and defines bullying behaviours and that witnesses / bystanders are encouraged to intervene, Committee Members are expected to lead by example if witnessing any incident or unacceptable behaviours.

The Meeting noted that Club is functioning very well on all levels and there is always room for improvement, after having achieved a great deal over a short period of time.

The Secretary provided an overview of the dispute processing procedure noting that formal complaints should be addressed to the Commodore and / or the Vice Commodore, in their capacities as Member Protection Information Officers.

Report Acceptance: Moved – G. Hays , Seconded – __R. Edgar Vote: Yes

3

Secretary’s Report:

Alexandrina Council;

Landowner Consent Form received for Long Arm Jetty Repairs - Received

Crown Lands Licence / Approval may be required

Development Application to be submitted prior to Crown Lands application.

9 Mar 21 – Telecon Secretary & DEW

Discussion with Loretta Braunack (Most helpful), loretta.braunack@sa.gov.au

Leanne Perry – looks after Jetty’s (leanne.perry@sa.gov.au)

Jetty License (RL000724) - Annual Fee $716

They will liaise with Council as the DA works its way through the approval process and if required they will Raise an Amend License Form and issue it to CBBC.

Correspondence: Inwards / 0ut – See Annex C, Refer to line items highlight Green

Membership Report:

Membership Summary:

Membership Types Count

Full with Hardstand 49

Full on Hardstand Waitlist 18

Social 10

Full 41

Life 7

Social Crew 2

Service 1

Honorary 2

New Full 4

New Social 1

Grand Total 135

Total Including Partners (Not Juniors) 238

Note: Includes new/pending applications.

New Member Applications:

o Steve Markovitch, Full Membership, Nominated: P. Eblen

The Secretary provided an overview of the telephone interview with the Applicant.

Application Acceptance: Moved – Secretary, Seconded – __R. Edgar Vote: Yes

Welcome Letters / Packs – 4 awaiting collection

Retirements / Non Renewals: Nil

Honours & Awards – Nominations - Future Agenda Item

Secretary’s Report Acceptance

Moved - R. Kies Seconded – G. Hays Vote: Yes

6. Treasurer’s Report

4

Rat Race Regatta – Results

Nett Profit - $3,335 (including grants)

Grants/Sponsorship

o Alexandrina Council: $1000.00

o KFC: $500.00

o Harts Chandlery: $75.00

o CBSC: $200.00

Profit - $2,000.00

Profit & Loss – March 21 – Circulated

Profit & Loss – FY to date – Circulated

General Ledger - Circulated

Balance Sheet – Circulated. Anomaly exist where Square Balance is incorrectly shown as an

asset. Definition of Historical Adjustments to be identified (i.e. is it Depreciation)

Membership - Outstanding Membership Fee x1: to be investigated (22 Apr 21 – Resolved)

Merchandise on CBBC Website – Now functional

Financial activity of note:

Alexandrina Club Reactivation Grant $1000.00

Bottles and Cans - $55.00

2019 Water Licence- $200.00

Alexandrina Council Lease - $1,400

Lawn Mowing - $255.00

Boat Horn – $86.00

Question for Auditors – How show inputs and outputs of Lucky Squares be treated. What is the appropriate process/es for administering Lucky Squares. Racing Fees – The current system for payment of race fees (cash or Square receipt) in an envelope is unsatisfactory and difficult to manage. Preferred option is - payment of race fees at the bar, ticket issued – placed in envelope (no cash or IOU’s in envelopes) – the meeting agreed with this method – Racing Members to be advised. Action – Secretary / Treasurer – Advise Racing Members that payment of race fees at the bar, ticket issued – placed in envelope (no cash or IOU’s in envelopes) Bin Man Payment – Cash payment from the bar till is not recommended and is difficult to track as Square cannot do cash out only transactions. Manual transaction through the till on the books will likely be the only option. Electronic Cash/ Gift Cards – Cards are available that can be loaded an amount of cash (paid at the bar) and used for paying race fees permitting a greater level of flexibility for members and the Club. Cost of cards is approx. $3 - $4. May also be an option for Bin Man payments. G. Jongewaard recommended that the proposal be further researched and that features such as CBBC Members Card be considered. Action – Treasurer – Continue researching the CBBC card option

Moved - B. O’Flaherty Seconded – R. Kies Vote: Yes

5

7. CBBC Website

CBBC Log Hosting – The treasurer proposed hosting the Log on its own webpage in the Members area, permitting the editor to update the page in blog fashion which will be less time intensive than producing a new Log each time. Webpage authoring permissions will be require. Also, Blog style format for the Log is easier and less time consuming on editorial staff. The member is aware of editorial responsibilities.

Moved - B. O’Flaherty Seconded – R. Kies Vote: Yes

8. Racing Report: Vice Commodore & Racing Scorer Resignations – A. Marsh, T. Graham Nominations for vacancies – C. MacPhee, Nominated by R. Muhlack – C. MacPhee has been accepted to the Racing Sub-committee. Re-race opportunities – The May racing program will be distributed on CBBC News. The Vice Commodore noted that the policy for re-races has been formalised and will see cancelled races re-run two weeks later.

9. 2021 - Rat Race Regatta Wrap-up:1 General discussion

The Meeting agreed that the Regatta was a success and there is a requirement for a separate RRR Wrap-up meeting with all those interested in attendance to identify how the event might be improved in 2022. Comments from the Committee Members present included:

a. Financial – See Treasurers Report

b. Racing – Race 2 course was shortened, however there were 8 of approximately 30 boats that

DNF2.

c. The Committee Boat forgot to stand down the Milang Safety Boat, via radio, at the

conclusion of Race 2.

Recommendation: Committee Boat procedures to be better documented - Communications,

sign on / sign off for CBBC Safety Boat boats and visiting Club boats (i.e. Milang RC - Free

Mason) assisting with the running of the races.

d. Catering – Grateful appreciation to all catering, bar and boat Volunteers.

e. Certificates of Appreciation – Nick Wotton and the MRC. The meeting agreed that this

should be treated a high priority and presented in person.

f. Queries / concerns raised included::

a. J. Stanbridge noted that the handicapping system used was not well communicated

to the participants, requests for information were not encouraged and there is no

right of reply or rebuttal process.

The Vice Commodore and Secretary noted that the handicapping had been discussed

in previous Committee Meetings and that concerns should be addressed directly to

the Racing Sub-committee.

b. The course for the two days was not identical with the Race 2 Stoney Point mark

being set well towards Point Sturt, effectively lengthening the race, had the buoy’s

been left in place overnight, this would not be the case.

1 See Audio Time Stamp 2:57:00 2 Question – G. Jongewaard

6

c. Race 2 Time Limit – The race time limit used was 45 minutes. Linking the race time

limit to 45 min after the first boats to cross the line limited the ability of a large

portion of the fleet to finish. Also, the numbers of DNF’s would have been lower had

the correct time limit (75 minutes) been used.3

1. Secretary Note: There was a lack of understanding / knowledge of the CBBC

Sailing Instructions among some of the Volunteers on the Committee Boat,

which in hindsight is regrettable. It was later confirmed that the official time

limit is 75 minutes and is published in the CBBC Sailing Instructions. The

Committee Boat was unable to question or confirm the time limit due to the

requirement to score the finishing boats.

2. Recommend a copy of the CBBC Sailing Instructions and relevant NOR be held in

the Committee Boat Equipment Box.

d. The numbers of participants could have been better if a more timely advertising

strategy had been implemented.

1. Recommended that a RRR Sub-committee be established to take carriage of the

event.

e. B. O’Flaherty queried whether CBH results were to be announced with PBH results

as discussed at the Oct 20 Racing Members Meeting. The Vice Commodore noted

that it was decided that CBH result can be provided on request.

1. Action – Vice Commodore / Racing Sub-committee - Advise Members that CBH

results will need to be requested. Consider an amendment to the CBBC Sailing

Instructions.

2. Vice Commodore requested that J. Stanbridge e-mail the above concerns to the

Racing Sub-committee – CC CBBC Secretary.

f. Action J. Stanbridge Convey the above concerns to the CBBC Racing Sub-committee.

g. Sponsorship – Refer Open Action Item CBBC – 079 – 2020 Engagement of Sponsors:

An apology was provided to KFC and D. Stanbridge for omitting recognition of

sponsors at the Rat Race Regatta presentations.

1. D. Stanbridge noted the omission was unprofessional and unacceptable. The

Vice Commodore and Secretary accepted responsibility for the omission and

reiterated the apology.

2. Action – Secretary – Develop an aid memoir events and presentations detailing

who should be acknowledged and thanked at opening and closing sessions.

3. Also, the Milang Regatta Club was not recognised during the presentations nor

was the Owner of the Caravan Park who loaned his boat for safety boat duties.

Certificates of appreciation will be given to both parties. Action Secretary

10. General Club Business Recent Events:

6 Mar 21 – Goolwa Milang – impacted by weather conditions.

2-3 Apr 21 – Coorong Cruise - D. Hogg noted that the recent Coorong cruise was a great event and very convivial and harmonious.

10 - 11 Apr 21 – First Sunday Lunch and Red Top Series Racing Weekend

16 Apr 21 - Hamburger Night – Well attended with 23 burgers sold

Events, Catering and Purchasing:

24 Apr 21 – 80‘s Night

Paella Dinner – Numbers of diners required as soon as possible.

3 See e-mail – Concerns Re Draft 17 Apr 21- Minutes re Rat Race Review.

7

Dancing and music Reminder to be distributed – Action – E. Maddern

Preparation & planning for next Club Lunch - Sunday, 2 May 21

Notification – E-mail event notification advising Members. Action - Secretary Food preparation and serving: Committee / Volunteers for discussion

Salads – Members BYO

Steak – $10 ea

Sausages – $2.50 ea

Chicken Fillets x 2 - $5

Proposed: Menu be accepted

Moved –__D. Hogg________ Seconded – Secretary _____ Vote: Yes

Commodores Dinner – Date, Venue, Theme, Presentations – 17 Apr 21

Schedule as per the following:

Date – Saturday, 17 Apr 21

Time – 1700 at CBBC – 2245 return to CBBC

Venue – Angas Plains Winery

Transport – Subsidised Bus - $10.00 per seat

Cost - $48.00 per head (dinner and bus)

11. Grounds & Maintenance:

Report:

Next Working Bee – 8 May 21 – Marina Weed management

Boom Gates – Council advises that footings must be on Club land.

Water Usage – 500 kl remaining, heavy watering to be initiated.

Long Jetty – In progress, contractor to be called in coming days to discuss

commencement date.

Proposed: Grounds and Maintenance Report be accepted.

Moved –__R. Edgar________ Seconded – J. Stanbridge__ Vote: Yes

Hardstand Report:

Hardstand Waitlist with effect 8 Mar 2121

Position NAME

1 Kym Hughes

2 Alan Marsh

3 David Fielder

4 David Morton

8

5 David Hogg

6 Blake Saville

7 Daniel Dolkens

8 Gavin Church

9 Jerome Argue

10 Shane Houston

11 Ken Durwood

12 Wayne Mitchell

13 Mike Watts

14 David McCarthy

15 David Ingleton

16 Geoff Perry

17 Tim Catherwood

18 Graham Wheeler

Hardstand waitlist closed pending determination of Lease Area Increase Request

Proposed: Hardstand Report be accepted.

Moved –__R. Edgar________ Seconded – J. Stanbridge_____ Vote: Yes

12. Safety & Risk Management

COVID Safe Plan – Updated plan in place. QR Code remains the same until advised. Plan re-issued: 31 Mar 21 Risk Management Plan and Assessment – Action – Secretary / R. Stubbs.

13. Working Groups and Sub-committees:

Rules of association Working Group: Draft Revision circulated for Committee review and comment on 9 Feb 21 Time Stamp - 0:50:00 The Secretary noted the slow progress with the task noting that the goal of the task is to have the revised Rules of Association, Administrative Guidelines and Policies endorsed before the AGM to enable the revised voting process to be used. The changes to the voting process include:

No proxy votes

Absentee votes via e-mail

Nominations standing unopposed are considered elected unopposed.

14. Any Other Business:

YMCA Proposal – The Secretary overviewed a submission from David Swaine (YMCA LEAP Services Manager) outlining a proposal regarding the use of the CBBC clubroom to support a local Clayton Bay young man in his skills development. They would like to make a time to introduce the young man and his family to the committee/club reps to make sure everyone is comfortable with the environment and program if we go ahead.

9

Mr D. Swaine (YMCA) provided an overview of the School Leavers Employment Support program and a summary of what the program will provide noting the following:

The program is funded via the NDIS

It is intended to upskill school leavers and provide development opportunities.

Designed continue education and improve opportunities for employment

One on one instruction will be provided to a local school leaver in a suitable environment for 8 hours per week for up to 12 months at which point the program will be reviewed.

Progress reviews will be conducted regularly.

Goals include Cert 3 in Hospitality including food service and preparation.

A venue is need to undertake the training.

Early parts of the training will be undertaken on line – Food Handling, Hand Washing and Hygiene and simple food prep.

Attainment goals will include assisting with barbecues and low level catering, clean-up etc. to develop skills and confidence.

Questions:

Insurance – YMCA insurance covers the trainee and instructor.

Where does the Trainee reside – Locally in Clayton Bay.

Remuneration for facilities – A modest amount has been set aside

Council / Health inspections – As would normally be required. The Secretary noted that there are two Community based associations (CBCA and CBBC) in Clayton Bay with facilities that may provide the opportunity to complement the training program through its different phases. Ginny Edgerley (CBCA) noted that program fits well with the CBCA’s goal to facilitate community based and improvement activities. Further, there may be opportunities for the program (and the Trainee) to further integrate with other local community based services in Milang. The CBCA facilities provide Clayton Bay with a Postal service and a Café style drop in experience which may provide a suitable training experience. The Meeting agreed on the merit of the program and that, to be successful, would benefit from the support of the CBCA and the CBBC. Further, there are tangible benefits for the Trainee and both organisations.

G. Edgerley agreed to present the proposal to the next meeting of the CBCA on 1 May 21.

Moved –__R. Edgar___ That the proposal be further evaluated and approved, pending the outcomes of the CBCA Committee Meeting scheduled for 1 May 21.

Seconded – G. Hays _____ Vote: Yes

AGM Preparations:

Date: Sunday, 8 Aug 21

Exec positions to be spilled: Commodore and Secretary

Meeting administration:

Notice of AGM & Call for Nominations

Nominations Close

Voting

Method: 1. on-line & paper ballot on the day – Vote: Yes / No 2. Paper Ballot on the day – Vote: Yes / No

Proxies – Vote: Yes / No Items requiring attention in the lead-up to the AGM:

Draft Rules of Association, Administrative Guidelines and Policies

10

15. Future Events and Meetings:

17 Apr 21– CBBC Committee Meeting + Commodores Dinner

24 Apr 21 – 80’s Night and Paella Dinner

26 Apr 21 – Renmark Mini River Ramble

1-2 May 21 – Double Header - Red Top Series Racing Weekend and First Sunday Lunch

8 May 21 – CBBC Working Bee & Sausage / Chicken Sizzle

15-16 May 21 – Red Top Series Racing Weekend and Impromptu Lunch

15 May 21 – CBBC Committee Meeting

6 Jun 21 – CBBC First Sunday Lunch

19 Jun 20 – CBBC Committee Meeting

4 Jul 21 – CBBC First Sunday Lunch

17 Jul 21 – CBBC Committee Meeting

1 Aug 21 - 21 – CBBC First Sunday Lunch

8 Aug 21 – CBBC AGM

16. Meeting Closed: 13:10

Drafted Ric Kies Secretary Clayton Bay Boat Club Mob: 0438 646 337 29 May 21

Approved 29 May 21 Grant Maddern Commodore Clayton Bay Boat Club Mob: 0457 052 848 29 May 21

Annex A - Business Arising From the Previous Meeting

Action Item Number

Meeting Date

Issue / Description Action Required Owner

CBBC - 2020 - 0086

13-Feb-21 Alexandrina Council Lease Area Extension Secretary - Call Alexandrina Council re progress. 17 Apr 21 – In progress – Community consultation anticipated in May. Action:

Petition Members and neighbors for support at club function.

On-line survey

Executive visit with principle neighbors

Secretary

CBBC - 2020 - 0087

13-Feb-21 Christies Sailing Club - Request for loan of Safety Boat Action – Secretary – Liaise with appropriately experienced Members and Christies SC to identify an appropriately qualified person for safety boat crew. Email Executive when details of volunteers are known and numbers of CBBC boats participating. 17 Apr 21 – Completed

Secretary

CBBC - 2020 - 0088

13-Feb-21 • S. Elder – Hardstand Refund – Bank details required – Action Secretary 17 Apr 21 – Completed

secretary

CBBC - 2020 - 0089

13-Feb-21 advice be sought from Australian Sailing on Flying 15’s and that all racing Members complete and sign their audit forms

Action – Vice Commodore – Seek advice from Australian Sailing on Flying 15’s and that all racing Members complete and sign their audit forms. 17 Apr 21 – Completed - Closed

Commodore / Vice Commodore

CBBC - 2020 - 0090

13-Feb-21 • Moved: R. Edgar, The CBBC General Committee fully endorses the CBBC Racing Sub-committee decision to race under Category 5 Safety Regulations. Seconded G. Hays, Vote: Yes

Action – Secretary – Put out a message to the Members advising that the CBBC General Committee endorses the CBBC Racing Sub-committee decision to race under Category 5 Safety Regulations. Action Vice Commodore – Develop a policy document / plan describing how the CBBC will implement Cat 5 Safety / Portable auditing and inspections. Time line to be developed by the RSC. 17 Apr 21 – Racing Sub-committee planning that the third weekend of the month will be the re-race weekend in the next season. 1-2 May 21will see 1 short and 1 long race on each day. 15-16 May – 1 Long and 1 short race.

Secretary

Vice Commodore

CBBC - 2020 - 0091

13-Mar-21 • 3 Feb 21 - Subject: General Committee Minutes 19/12/20 Request for retraction

Action – Secretary – Provide a response to the Racing Sub-committee acknowledging their clarification and request that consideration be given to formalising the guidelines for re-sails in the CBBC Sailing Instructions. 17 Apr 21 – Completed - Closed

Secretary

42:46

12

CBBC - 2020 - 0092

13-Mar-21 • 11 Mar 21 - YMCA Proposal – The Secretary overviewed a submission from David Swaine (YMCA LEAP Services Manager) outlining a proposal regarding the use of the CBBC clubroom to support a local Clayton Bay young man in his skills development.

o The Meeting discussed the proposal and agreed that further information is required before a decision can be made – Action Secretary 17 Apr 21 – Ongoing

Secretary

CBBC - 2020 - 0093

13-Mar-21 Rat Race Prep, finance discussions Old Rat Racers – Secretary requested to e-mail non CBBC racers from the last Rat Race inviting them to the RRR. Action – Secretary 17 Apr 21 – Completed - Closed

Secretary

CBBC - 2020 - 0094

13-Mar-21 Rat Race Prep, Registration discussions Secretary requested to produce some paper Rat Race Entries for placement on the Bar. – Action Secretary. 17 Apr 21 – Completed - Closed

Secretary

CBBC - 2020 - 0095

13-Mar-21 • Long Jetty – Grant being sought, need to obtain CBBC Membership approval for expenditure greater than $10,000.00 expenditure (~$11,400.00 )

Action – Secretary and Grounds and Maintenance – Co-ordinate a General Meeting of CBBC Members to approve expenditure for the Long Jetty repairs. Also, Members to be advised that if the grant is not successful the repairs will be undertaken from the Reserve Fund 17 Apr 21 – Ongoing

Secretary

CBBC - 2020 - 0096

13-Mar-21 c. Results Folder – G. Jongewaard requested that results of all races be retained in a folder and available for members to peruse.

Action – Secretary 17 Apr 21 – Completed - Closed

Secretary

Annex B – Open Actions

Action Item Number

Meeting Date

Issue / Description Action Required Owner

CBBC - 2020 - 0004

9-Aug-20 Information Security • Q. T. Rowley noted that working in wealth management there are stringent privacy requirements placed on companies. Noting that the CBBC is an Incorporated Association with

RoA Working Group and Security Member

(Treasurer)

13

similar responsibilities to care for member’s information. Noting that there have been two recent breaches of security, is there a position on the committee that has carriage of information security. A. A/Commodore acknowledged the issue and committed to address it and other outstanding issues with the Committee.

CBBC - 2020 - 0005

16-Aug-20 Committee Responsibilities and Behaviour and Code of Conduct

Secretary provided an overview of the document proposed by T. Rowley at the AGM noting that it was specifically intended for the Clubs SA Board of Directors and that they have given permission to utilise and adapt it for CBBC use. The Draft CBBC version of the document was reviewed 28 Nov 20 – On-going

RoA Working Group Secretary

CBBC - 2020 - 0006

16-Aug-20 For Discussion: as per R. Jones e-mail – Does the CBBC RoA and Admin Guidelines require amendment to expand on selection criteria for Honorary and Life Membership?

Action – J. Stanbridge – Develop a tiered CBBC Honours and Awards Process, Consider a tiered system with Certificates of Appreciation and Long Service providing a path to Honorary and Life membership, for inclusion in the RoA Working Group. 19 Dec 20 – Ongoing - progressing 9 Jan 21 – A draft procedure has been developed and will be incorporated into the Proposed RoA

J. Stanbridge RoA Working Group

CBBC - 2020 - 0013

16-Aug-20 J. Stanbridge noted that there is a requirement for a rostering system for Club barbecues and other activities to ensure that the workload is distributed equitably.

Action – Secretary, J. Stanbridge - Volunteers Rostering methods to be developed. 28 Nov 20 – Ongoing 9 Jan 21 – Ongoing 17 Apr 21 – Meeting agreed that the current system with lead people is working well- Closed Succession planning to be considered

Secretary J. Stanbridge

CBBC - 2020 - 0014

16-Aug-20 The meeting discussed mark ups of food, alcohol and memberships and agreed that cost modelling would be helpful.

Action – Treasurer – Develop a cost model and pricing structure for CBBC Bar and food service. 28 Nov 20 – Ongoing 9 Jan 21 – Ongoing 17 Apr 21 – Completed, being monitored - Closed

Treasurer

CBBC - 2020 - 0030

19-Sep-20 Race Q’s – The treasurer proposed utilising RaceQs as an aid to timing and monitoring situational awareness of racing boats in real time on-line and on the TV in the Clubroom. Noting that the program is data intensive a laptop is need to utilise the system.

Action – Secretary / Treasurer – Engage M. South to facilitate real time presentation of CBBC race progress via a laptop, TV and RaceQs. 28 Nov 20 – On-going – Announcement at Dec Race Weekend 19 Dec 20 - Action – Secretary – Invite the Racing Sub-committee to assist with a trial of RaceQs to permit near real-time monitoring of the racing fleet and it position on the TV in

Secretary Treasurer Complete

14

the Clubhouse. 9 Jan 21 – Ongoing 17 Apr 21 – Ongoing

CBBC - 2020 - 0033

19-Sep-20 • Mariner Silt Management – Over time silt builds up along the boat ramp end of the Long Arm Jetty making it difficult to launch and retrieve boats. Proposed that a quote be sought for removal of silt along both sides of the first twelve meters of the long jetty, a digger with 12m reach and 6 foot bucket is recommended.

Action – Commodore – source quotes 28 Nov 20 – On-going 9 Jan 21 – Ongoing - proposed truck is no longer available. 17 Apr 21 – Ongoing

Commodore

CBBC - 2020 - 0034

19-Sep-20 • Security Cameras – G. Jongewaard asked if there can be further consideration for installation of security cameras adding that his boat appears to have been interfered with for a fifth time. The meeting noted the requirement for monitoring car movements and the requirement for additional surveillance, noting the lighting has been slightly reduced. There will be opportunity for installation of more cameras when the roof is being repaired.

Action – Treasurer – Research cameras and cabling for additional security cameras. 24 Oct 20 – Camera locations identified. Cabling to be installed during roof repairs. 28 Nov 20 – On-going 9 Jan 21 – Camera’s to be installed next Working Bee 13 Mar 21 17 Apr 21 – Ongoing

Treasurer

CBBC - 2020 - 0043

24-Oct-20 • Risk Management Plan and Assessment – Review and amend CBBC Risk Management Plan 28 Nov 20 On-going

G. Maddern / G. Jongewaard

CBBC - 2020 - 0045

24-Oct-20 • Safety Boat’s – Manning, Training – The Commodore recommended that the issue be referred to the Racing Sub-committee for procedures determination and ratification. Action – Racing Member Action – Secretary – Contact Australian Sailing re Risk management and RIB training 1 Dec 20 - Aust Sailing – Emma Short advised Grant for RIB Training 6 people, Power boat course nicholas.neale@sailing.org.au CYC course approx. $280. Risk Management resources are available in the Australian Sailing Members Resources Area - Here 28 Nov 20 - Ongoing 9 Jan 21 – Positive and helpful response from N. Neale. 17 Apr 21 – weekend to be identified – out of season.

Racing Member

CBBC - 2020 - 0066

19-Dec-20 The meeting noted the requirement to engage with the Racing Sub-committee to identify more Re-race Days in the CBBC Racing Calendar (i.e. Jan and May)

Action – Commodore / Secretary / Racing Sub-committee – Engage the Racing Sub-committee to identify additional re-race days for cancelled races.

Secretary / Commodore

15

9 Jan 21- In progress 13 Mar 21 - Note Action – Secretary 17 Apr 21 – Completed - Closed

CBBC - 2020 - 0070

19-Dec-20 • Access Control Gate – Quote received from Automatic Solutions Adelaide, approximately $7,000.00. Will require 600mm x 600mm x 600mm pad. The Treasurer noted that a larger pad could include a post for security cameras.

Action – Grounds and Maintenance – Source, one additional quote to be sought from a different provider. Map existing underground services. Action – B. O’Flaherty – Liaise with contractor regarding control wires. 9 Jan 21- In progress , Membership to be consulted – Action Secretary – draft a message to Members Council to be approached for their view on the proposal. Refer e-mail dated 12 Jan 21. Mapping of cables and pipes to be undertaken, Secretary – locate map from previous records. 17 Apr 21 - Alexandrina Council - Gate and footings need to be on Club Grounds 17 Apr 21 – Ongoing – Council has advised that any footings must be located on Club Grounds

Grounds & Maintenance

CBBC - 2020 - 0075

9-Jan-21 Safety Boats - Equipment • Moved – R. Edgar, Seconded – J. Stanbridge – That safety equipment be procured for the CBBC Safety Boats (Retriever Float Lifesling, Rafting Buoy’s and Emergency Stretcher / Spine Board). Vote Yes

Burke Retriever Float Lifesling and Stowbag, $199.90 | Whitworths Marine 17 Apr 21 – Ongoing – Cert 4 course required to enable development of suitable training module.

Secretary

CBBC - 2020 - 0076

9-Jan-21 Safety Boats - Manning, Roles, Currencies and Training. • Risk Assessments and training analysis and procedures development are to be conducted for Racing, Safety Boat Usage, Personnel Retrieval utilising the new safety equipment. 17 Apr 21 – Ongoing

Grounds and Maintenance,

Secretary, Commodore

CBBC - 2020 - 0079

9-Jan-21 Further, the Club needs to keep engaged with and recognise our Sponsors on a seasonal basis ensuring that the needs of Sponsors and Club are met

Action – CBBC Executive Group – Visit and engage Sponsors. 17 Apr 21 – Ongoing. An apology was provided to KFC for omitting recognition of sponsors at the Rat Race Regatta presentations. D. Stanbridge noted the omission was unprofessional and unacceptable. The Vice Commodore and Secretary accepted responsibility for the omission and reiterated the apology.

CBBC Exec

16

Action – Secretary – Develop an aid memoir events and presentations detailing who should be acknowledged and thanked at opening and closing sessions. Also, the Milang Regatta Club was not recognised during the presentations nor was the Owner of the Caravan Park who loaned his boat for safety boat duties. Certificates of appreciation will be given to both parties. Action Secretary

CBBC - 2020 - 0083

9-Jan-21 Reciprocal Rights – There is a perception that CBBC has a reciprocal rights agreement with GRYC for overnight stays. This need to be confirmed or clarified.

Action – J. Stanbridge / D. Stanbridge / Secretary – Liaise with the GRYC to confirm if GRYC and CBBC have a reciprocal rights agreement. 17 Apr 21 – Ongoing – GRYC Commodore will be engaged when time permits.

Secretary / J & D Stanbridge

CBBC - 2020 - 0085

9-Jan-21 • Commodores Dinner – Date, Venue, Theme, Presentations

Action – Commodore, Treasurer and Secretary – Meet with Angas Plains to discuss the Commodores Dinner and review the sponsorship agreement. 17 Apr 21 – Completed

Commodore, Treasurer, Secretary

CBBC - 2020 - 0086

13-Feb-21 Alexandrina Council Lease Area Extension Secretary - Call Alexandrina Council re progress. 17 Apr 21 – In progress – Community consultation anticipated in May. Action: • Petition Members and neighbors for support at club function. • On-line survey • Executive visit with principle neighbors

Secretary

CBBC - 2020 - 0087

13-Feb-21 Christies Sailing Club - Request for loan of Safety Boat Action – Secretary – Liaise with appropriately experienced Members and Christies SC to identify an appropriately qualified person for safety boat crew. Email Executive when details of volunteers are known and numbers of CBBC boats participating. 17 Apr 21 – Completed

Secretary

CBBC - 2020 - 0088

13-Feb-21 • S. Elder – Hardstand Refund – Bank details required – Action Secretary 17 Apr 21 – Completed

secretary

CBBC - 2020 - 0089

13-Feb-21 advice be sought from Australian Sailing on Flying 15’s and that all racing Members complete and sign their audit forms

Action – Vice Commodore – Seek advice from Australian Sailing on Flying 15’s and that all racing Members complete and sign their audit forms. 17 Apr 21 – Completed

Commodore / Vice Commodore

CBBC - 2020 - 0090

13-Feb-21 • Moved: R. Edgar, The CBBC General Committee fully endorses the CBBC Racing Sub-committee decision to race under Category 5 Safety Regulations. Seconded G. Hays, Vote: Yes

Action – Secretary – Put out a message to the Members advising that the CBBC General Committee endorses the CBBC Racing Sub-committee decision to race under Category 5 Safety Regulations.

Secretary

Vice Commodore

17

Action Vice Commodore – Develop a policy document / plan describing how the CBBC will implement Cat 5 Safety / Portable auditing and inspections. Time line to be developed by the RSC 17 Apr 21 – Completed

Annex C – Inwards and Outwards Correspondence – Accepted as read. 1:14:29

Date In / Out From / To Title Committee Meeting Date

Issue / Action Required Owner

11-Mar-21

In Alexandrina Council CBBC Annual Lease Renewal 17-Apr-21 Passed to Treasurer for payment Secretary / Treasurer

12-Mar-21

In / Out Member Complaint (s) - Member Response - Commodore

17-Apr-21

Request for Complaint/s to be presented to 13 Mar 21 Gen Committee Meeting 17 Apr 21 – Briefly discussed at 15 Mar 21 Meeting. Member requested to utilise the Complaint Process detailed in the Member Protection Policy

Exec

12-Mar-21

In / Out R. Stubbs Secretary

Risk Management 17-Apr-21

1. Clarification of reasons for leaving the CBBC 2. Risk issues with accompanying Risk Management Manual Acknowledged 17 Apr 21 – Noted

Secretary

14-Mar-21

Out CBBC Members RRR Reminder 17-Apr-21 RRR reminder and extension of registration to 17 Mar 21 17 Apr 21 – Noted

Secretary

14-Mar-21

In C. Birbeck Re: CBBC Flying15's 17-Apr-21 Request for Dispensation for F15's from Cat 5 Telecon Mon 15 Mar 21

Committee

18

17 Apr 21 – Noted

15-Mar-21

Out/In T. Evans Rat Race Regatta Trophy's Engraving 17-Apr-21 Proof's for approval 17 Apr 21 – Noted

Committee

15-Mar-21

In Alexandrina Council wd: E202132642 - 7.41.207 - COVID-19 Community Reactivation Grant Application: CCRG2021058

17-Apr-21

Advice of successful grant application. To be signed by Grant and returned. 17 Apr 21 – Noted

Commodore / Secretary

16-Mar-21

In D. Hughes Overnight Visit Request 17 Mar 21 17-Apr-21

I am a member of CYCSA and looking for an overnight stay for a houseboat tomorrow night. We are travelling from Goola to Wellington and hopefully looking to stay at Clayton tomorrow night. Can you please advise how we organise this. My mobile number is 0413947675. Thankyou Called 1545, 16 Mar 21 - message re size and weight of boat in marina.

Secretary

17-Mar-21

Out J & R Mead 210317 - CBBC Membership Application - Acceptance - J & R Mead

17-Apr-21 New Member Acceptance Letter Secretary

17-Mar-21

Out A. Verrier 210317 - CBBC Membership Application - Acceptance - A. Verrier & Abe Mariano

17-Apr-21 New Member Acceptance Letter Secretary

17-Mar-21

Out R & S Wirth 210317 - CBBC Membership Acceptance - R & S Wirth

17-Apr-21 New Member Acceptance Letter Secretary

17-Mar-21

Out R & N Lewis 210317 - CBBC Membership Acceptance - R & N Lewis

17-Apr-21 New Member Acceptance Letter Secretary

17-Mar-21

In Alexandrina Council E202133320 - 16.51.038 - RE: E202114277 - 16.51.038 - 210112 - CBBC Access Controlled Vehicle Gate

17-Apr-21

Re: Clayton Bay Boat Club – Vehicle Access Gate: Thank you for your email below and my sincere apologies for the delay in responding. 17 Apr 21 – Noted

Secretary

19

17-Mar-21

In R & N Lewis Payment Notification 17-Apr-21 Membership aid, Welcome Letter and pack to be sent.

Secretary

17-Mar-21

In / Out / In

T. Evan RRR Proof -2 Races - 4 Div's, 3 Places Overall - 4 Div's, 3 Places

17-Apr-21 Artwork / Set up, approval of designs. 15-17 Mar 21. Issues identified 17 Mar 21.

Secretary

17-Mar-21

In R & S Wirth Payment Notification 17-Apr-21 Membership aid, Welcome Letter and pack to be sent.

Secretary

17-Mar-21

In / Out J. Stanbridge / R. Muhlack RRR Handicapping 17-Apr-21 Discussion regarding Secretary

17-Mar-21

In J& R Mead Payment Notification 17-Apr-21 Membership aid, Welcome Letter and pack to be sent.

Secretary

18-Mar-21

Out R & S Wirth CBBC Welcome Letter 17-Apr-21 Welcome Packs to be produced Secretary

18-Mar-21

Out R & N Lewis CBBC Welcome Letter 17-Apr-21 Welcome Packs to be produced Secretary

18-Mar-21

Out J & R Mead CBBC Welcome Letter 17-Apr-21 Welcome Packs to be produced Secretary

18-Mar-21

In J & T Evan Paid - RRR Trophy Engraving Invoice INV-12844

17-Apr-21 Invoice paid on-line Secretary / Treasurer

18-Mar-21

In / Out Laura Sneath <news@southernargus.com.au>

Subject: The Southern Argus Rat race Regatta Coverage

17-Apr-21 Acknowledged, passed to R. Jones to liaise with Laura and do story.

R. Jones

18-Mar-21

In / Out G. Perry Fw: Goolwa to Wellington Race NOR & Entry Form

17-Apr-21 Distributed on CBBC News Secretary

19-Mar-21

Out C. Birbeck Response to request for dispensation dated 14 Mar 21

17-Apr-21

As discussed in our telecon on Tuesday and Minuted in the 13 Feb 21 Minutes, the Gen Committee is not in a position countermand the Racing Sub-committees' racing policy or decisions on Safety Categorisation.

Secretary

23-Mar-21

Out Christies SC Acknowledgement of Donation 17-Apr-21 Thanks for generous donation $200.00 for use of CBBC RIB 17 Feb 21

Secretary

20

23-Mar-21

Out Alexandrina Council Re: E202132642 - 7.41.207 - COVID-19 Community Reactivation Grant Application: CCRG2021058

17-Apr-21 Signed copy of Grant Funding Agreement returned to AC 17 Apr 21 – Noted

Secretary / Commodore

23-Mar-21

In G. Hays Minutes of Racing Su-committee Meetings x 3

17-Apr-21 Request for Minutes of the las t three RsC Meetings

Secretary

23-Mar-21

In / Out E. Maddern CBBC News

Flyer - Commodores Dinner 17-Apr-21 Draft Flyer Final Flyer Distributed

E. maddern

23-Mar-21

In G. Hays Racing Sub-committee Resignation's 17-Apr-21 Call for new RSc Members 17 Apr 21 – Noted

Secretary

23-Mar-21

In / Out J. Stanbridge G. Hays

Request for Garry to provide copies of Minutes

17-Apr-21 J. Stanbridge request for copies of last three sets. Provided 24 Mar 21

Secretary

23-Mar-21

In / Out R. Muhlack G. Hays

R. Muhlack - Nomination of C McPhee for Racing Sub-committee

17-Apr-21 Discussion re nomination of C. McPhee to RSc 17 Apr 21 – Noted

Vice Commodore

24-Mar-21

In Clubs SA Further Easing of Restrictions 17-Apr-21 3 people per 4 squ m Secretary

24-Mar-21

Out CBBC News CBBC Racing Sub-committee - Resignations and Request for Nominations for Vacant Positions

17-Apr-21 Acknowledgement of resignations and Call for Nom's 17 Apr 21 – Noted

Vice Commodore Secretary

24-Mar-21

Out CBBC News 210324 - CBBC Message of Appreciation - 2021 Rat Race Regatta - Volunteers and Sponsor

17-Apr-21 Message of thanks to people key to the success of the RRR

Commodore Secretary

24-Mar-21

In R. Muhlack CBBC Racing Sub-committee - Nominations for Vacant Positions

17-Apr-21 R. Muhlack nomination of C. McPhee for RSc Vacancy 17 Apr 21 – Noted

Secretary / Vice Commodore

30-Mar-21

In / Out S. Markovitch

Subject: CBBC Contact Form Message From: Steve Markovitch <steve.markovitch@aspenpumps.com.au>

17-Apr-21

My wife and family would very much love to use your fantastic facility when we visit Clayton, what do I need to do to join the club? Responded - 30 Mar 21

Secretary

30-Mar-21

Out Alexandrina Council 210330 - CBBC Renewal of General Use Permit - GP59 - 2021-22

17-Apr-21

Request for renewal of Reserve parking permit for 2021-22 Sent to Council – 30 Mar 21 17 Apr 21 – Noted

Secretary / Commodore

21

30-Mar-21

In / Out C. MacPhee Request for information re resignations from the Racing Sub-committee.

17-Apr-21

Care to share and fill us all in please? what is going on? Why we cannot keep these volunteers? Who is responsible and what is being done, if anything? Response - Unfortunately, and I'm sure you know, I am unable or allowed to provide any further information on resignations as they are considered Committee in Confidence. If you need to know their reasons you are free to ask the Members concerned. 17 Apr 21 – Discussed in Commodores Report

Racing Sub-committee

31-Mar-21

In D. Hogg Re YMCA proposal 17-Apr-21 Dot point summary on why the proposal should be rejected 17 Apr 21 – Noted

Secretary / Committee

31-Mar-21

Out / In / Out

Commodore, Vice Commodore, Secretary

CBBC Committee Meeting Minutes 13 Mar 21

17-Apr-21 Circulated for review by Commodore and Vice Commodore. Approved for Release

Secretary

31-Mar-21

Out D. Stanbridge D. Swaine

Concerns re YMCA LEAP Proposal 17-Apr-21

Numerous concerns which will need to be considered and assessed / addressed 17 Apr 21 – Discussed in Other Business

Secretary

31-Mar-21

In SA Gov Your COVID-Safe Plan - 31 March 2021 is attached - Receipt number 9633095

17-Apr-21 New COVID Safe Plan Secretary

31-Mar-21

Out CBBC News 210331 - CBBC - Club Lunch and Racing Weekend - 10 -11 Apr 21

17-Apr-21 Racing and Club Lunch Secretary

31-Mar-21

In Alexandrina Council EFT Remittance - Alexandrina Council - COVID-19 Community Reactivation Grant 2020-21

17-Apr-21

Grant for RRR expenses, grant acquittal form to be completed and returned. 17 Apr 21 – Noted

Secretary / Treasurer

1-Apr-21 In Clubs SA QR Code Update 17-Apr-21 QR Codes remain unchanged with new COVID safe Plan

Secretary

1-Apr-21 In D.. Swaine RE: CBBC YMCA Leap Proposal 17-Apr-21 I’m pleased to hear there is an appetite for this opportunity, and I

Secretary / Committee

22

will assist as best I can with any further questions or clarifications the committee might be seeking. Secretary - Initial discussion with Secretary CBCA re participating in the proposal - positive , but need more information. 17 Apr 21 – Noted

4-Apr-21 In / Out G. Saunderson Re: Election of Racing Committee Members 17-Apr-21 Request for information on nominations. 17 Apr 21 – Noted

Vice Commodore, RSc

7-Apr-21 In Alexandrina Council Draft - E202150717 - 16.51.038 - RE: E202145911 - 16.51.038 - 210330 - CBBC Renewal of General Use Permit - GP59

17-Apr-21 Draft General use Permit for Clayton Bay Reserve 17 Apr 21 – Noted

Committee

8-Apr-21 Out Angas Plains Winery Commodores Dinner Prep 17-Apr-21 Plan for Commodores Dinner, menu etc.

Secretary

11-Apr-21

In / Out DEW SA Notice of Demand 17-Apr-21

Unpaid 2019-20 Water Licence, Called DEW, invoice e-mailed to Secretary, on-forwarded to Treasurer for payment 12 Apr 21 17 Apr 21 – Noted

Secretary / Treasurer

12-Apr-21

In / Out Rufus Bus Rufus Bus & Coach - Confirmation 17-Apr-21

Request for confirmation of Bus for Commodores Dinner (17 Apr 21). Confirmed by return e-mail

Secretary

13-Apr-21

In S. Markovitch CBBC Membership Application 17-Apr-21 Acknowledged. Telecon Telecon - 13 Apr 21 - Secretary - Recommended

Committee.

14-Apr-21

In / Out G. Saunderson Commodore

CBBC 17-Apr-21

Request for information regarding the resignations of a number of members of the 2019-20 CBBC General Committee and members of the 2020-21 Racing Sub-committee. 17 Apr 21 – Noted

Committee

14-Apr-21

In A. Verrier Assessment and suggestions for retaining a Local Shop/Food Service capability in Clayton Bay.

17-Apr-21 Hi Adrian, - Thanks for your e-mail and detailed assessment and suggestions for retaining a Local

Secretary

23

Shop/Food Service capability in Clayton Bay. It will be presented at the next Committee Meeting on Saturday, 17 Apr 21. Commodore recommended discussion be deferred due time constraints 17 Apr 21 – Noted – This is not in the interest of the CBBC.

15-Apr-21

Out Alexandrina Council CBBC GP-59 2021-22 17-Apr-21 Signed copy of GP-59 Permit passed back to AC 17 Apr 21 – Noted

Secretary

15-Apr-21

In R. Stubbs CBBC Risk Assessment 17-Apr-21

Attached is the Risk Management Manual that I sent through in March, which may have gone astray, in which I have added a report from March and also highlighted a COVID comment for Committee approval. 17 Apr 21 – Noted

Secretary

15-Apr-21

Out Committee Visitors to CBBC - Unseaworthy and Il-preapared vessels

17-Apr-21 Advice re grounded poorly prepared transit to Wellington. 17 Apr 21 – Noted

Secretary