! MINUTES! COFFS HARBOUR BRIDGE CLUB 9 February 2015 … bits/word_pdf/feb.pdf · MINUTES!of the meeting of the committee of COFFS HARBOUR BRIDGE CLUB 9th February 2015 Page 1 of

MINUTES of the meeting of the committee of COFFS HARBOUR BRIDGE CLUB 9th February 2015 Page 1 of 10

Minutes Macintosh HD:Users:barbaraherring:Documents:feb.docx

venue:- CHBC Clubhouse, 10.30am Opening:-

The meeting was opened by the president, Phil Mason at 10.35am. Attendees:-

Phil Mason (President and Chair) Toni Goninan (Secretary), Robin Irwin (Treasurer), Bambi Houlton (Vice President), Robyn Bingham (Senior Director), Brian Salisbury (IT Manager), Bernadette Brebner (Membership Manager), Barbara Herring (Publicity Manager), David Alexander (Property Manager), Pauly Griffin (House Manager).

Apologies:- Nil Minutes of Previous Monthly Meeting:-

Robin Irwin moved that the minutes of the previous meeting be accepted as recorded as a true and accurate record; Seconded by Bambi Houlton The motion was passed unanimously.

Business Arising from the Minutes:-

Action Items from the previous minutes:- Action Required by:-

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Action Required and Current Status

P Arrange for directors to go through bridgemate procedures– maybe after the directors day – could take ½ - 1 hour

P Tony Howes to arrive at 9.30am on 22/3 and Bambi Houlton arrange pick him up at airport

P Passed on congratulations re the advertisement in the Coffs Advocate

P Ongoing review and research on new email system – may head in the gmail direction.

P Members and volunteers are covered while attending bridge clubs through the $20 contribution of each of the$30 yearly fee. Public liability also covered.

P Barbara will notify club members that travel insurance is available through the ABF – notice to be put on the board.

P President has undertaken to review the draft Committee Minutes as soon as they are available.

P Reply to David McIntyre P New master keys have been distributed.

P= Primary Responsibility. S=Secondary Responsibility



Minutes of the Special Meeting dated 27 January 2015:-

This meeting was called to address two urgent issues:- 1 the purchase of new Bridgemates and server 2 the appointment of the Super Congress Committee Bambi Houlton moved that the minutes of the special meeting be accepted; and that all recommendations therein be adopted: Seconded by Brian Salisbury The motion was carried unanimously.

Business Arising from the Minutes of the Special Meeting:- The Super Congress Committee comprises:-

Phil Houlton Cliff Mitchell Ian Doland Barbara Herring

Plus the following ex-officio members: Phil Mason (President – CHBC) Toni Goninan (Secretary – CHBC) Robin Irwin (Treasurer – CHBC) Robyn Bingham (Senior Director – CHBC) Berneice Kearney (deputising for Bambi Houlton who stood aside – CHBC)

Secretary’s Report:-

A copy of the Secretary’s Report is at Appendix A. This includes a summary of both post and email “correspondence In”, “correspondence Out”, and other matters.

1. Annual Fire Safety report and cheque to Coffs Harbour City Council has been lodged 2. Letter of complaint re one member’s behaviour read and discussed. Robyn Bingham

to speak to member. Toni Goninan moved that the incoming correspondence be accepted and that outgoing correspondence be endorsed and that the recommendations in the Secretary’s Report be adopted: Seconded by Bambi Houlton The motion was carried unanimously.

Treasurer’s Report:-

A copy of the Treasurer’s Report is at Appendix B. 1. Robin noted that the electricity bill for Jan is encouragingly low – a result of the

summer season and roof panels. 2. Housekeeping for January 2015 is $447.90 3. Security Robin Irwin moved that the Treasurer’s Report be accepted; that all payments/receipts be agreed to; and that all recommendations therein be adopted: Seconded by Toni Goninan The motion was carried unanimously.



Senior Director’s Report:-

1. George Vermont (below 50 pts) and Isabel Wallace (below 200 pts) to be run over 2

weeks on 2nd and 9th March. Intending participants names to be recorded on a form on notice board.

2. Pizza/Wine night on 10th March. Toni Bicknell and Berneice to be consulted on the catering.

3. Gnot to be run in April on 3 Saturdays – 11th 18th and 25th (needs further thought because it clashes with Anzac Day)

4. Country Teams to be run by 20th June. CHBC prepared to run event if required. Tentative dates are 13th/14th June.

5. Statewide Pairs – now reduced to be run over 2 weeks between 17th - 30th August so our club is able to re-enter this competition. Entry is $15/pair and will be paid as in the past by the club.

6. Country Carnival divided into 3 divisions and run as a pairs competition will begin in 2015. Maybe in 2016 it could be combined with the Presidents Plate.

Robyn Bingham moved that the Senior Director’s Report be accepted; and that all recommendations therein be adopted: Seconded by David Alexander The motion was carried unanimously.

IT Manager’s Report:-

A copy of the IT Manager’s Report is at Appendix C.

1. 6 new bridgemates on order 2. New UPS (battery backup) installed

Brian Salisbury moved that the IT Manager’s Report be accepted; and that all recommendations therein be adopted: Seconded by David Alexander The motion was carried unanimously.

Membership Manager’s Report:-

1. New members Myra Hill and Christina Ashcroft applications to join have been accepted by the committee.

2. All new members are on the club register

Bernadette Brebner moved that the Membership Manager’s Report be accepted; and that all recommendations therein be adopted: Seconded by Robin Irwin The motion was carried unanimously.



Property Manager’s Report:- A copy of the Property Manager’s Report is at Appendix D.

1. Carpets to be cleaned twice a year with one of them being before the May Congress 2. Wall plaques may need changing so uneven one can be replaced onto the southern

wall. 3. Agreement that the whole parking area be reserved for disabled members.

David Alexander moved that the Property Manager’s Report be accepted; and that all recommendations therein be adopted: Seconded by Brian Salisbury The motion was carried unanimously.

House Manager’s Report:- Nil General Business

1 Discussion of tenure of office bearers – Revisit the idea in June possibly as part of the broader changes required to the constitution.

2 The directors course has been arranged with Tony Howes for 22 March. A notice has been placed on the notice board and there has already been much interest. Existing directors may attend as a “refresher”. Bambi Houlton to arrange lunch catering. Phil and Bambi to bring Tony Howes from the airport to the club. Phil Mason to run a short (30 min.) workshop for directors on the new bridgemate procedures. Not certain if this will be just before or just after Tony’s course.

3 Succession planning. Phil Mason has requested each member of the committee to identify people who could take over their job when they retire from office.

4 Web page is being reviewed Phil Mason has prepared a “Terms of Reference” for the review.

5 Phil and Brian still canvassing options for replacement of “Hotmail club email. 6 Special Novice group play being run on Fridays is encouragingly successful.

7 Convener required for the May Congress. Tony Howes is the director – his accommodation to be booked. Price for 2015 is to be $90 (previously $80) Further thoughts on catering to be discussed next meeting.

8 Bambi has suggested that Bridgemates can be cleaned – volunteer group to investigate on Thursday 11th Feb at 2.30am

9 Phil Mason handed to the Treasurer $75 he had collected from the sale of books to the beginners.

10 Other Business.

a. During mentored play $430 was collected. Suggestion required for constructive use of the money – maybe a yearly collation of points and prize (maybe engraved wine glasses or trophy) to be given for the novice player under 5 MP) who has amassed the most master points in the 12 months up to the AGM or other appropriate milestone. Thoughts for next meeting.

b. Clean up of the notice board suggested.



Next Meeting

The next meeting of the committee is set down for 11am, Monday, 9th March 2015 at the clubhouse.

Close

The meeting was closed by the chairperson at 12:30pm.

Action Required by:-

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Action to be taken

P Letter of reply to David McIntyre P Letter of reply to club member P S Entry Form for entrants in George Vermont and Isabel Wallace P Notice re Pizza /Wine night

S P Decide on fixes for email lock-out P P P P P P P P P P P Identify members who could potentially fill committee roles after retirement

of incumbents. P Toni Bicknell to be asked if she would arrange the nibbles for the Pizza night P Bambi Houlton to arrange lunch catering for the Directors course P “Disabled Only” Sign to be placed at the entry to the carpark. Dean Roberts

suggested as a business to be asked for quotes. P Check ABF for further idea on tenure of committee members P Bambi to book accomm for Tony Howes for May Congress P Arrange that bridgemates be cleaned maybe twice a year – once before May

Congress and the second before Christmas. S P Tidy the notice board

P= Primary Responsibility. S=Secondary Responsibility



Appendix A Secretary’s Report

Since the last meeting, the following correspondence has taken place:-

for the period 12 Jan 2015 to 9 Feb 2015

Mail In:-

Date From Subject Copy Forwarded to 16-Jan-15 NSWBA Calenders Bench Fishburn Watson Cheque $100 RI Armidale BC Swiss Pairs Congress Brochures Bench Toormina Gardens Community Connections RI Great Lakes Swiss Teams Congress Bench Boambee Carpet Cleaning Cheque $100 RI Advanced Security 3 Monthly Account $145 RI Australian Bridge Directors Membership for R Bingham $25 RI Spring Water Account $95 RI Australian BC Masterpoint Cards DA NAB Term Deposit RI 2-Feb-15 Lavings Bridge Supplies Return Cheque RI SES Thankyou and Receipt Notice Board Inverell BC Pairs Congress Bench Domain Register Account $249 RI AGL Electricity Account $627.50 RI Shirley Hemmings Thankyou Notice Board Land Valuation $300K RI CHCC Rates $1169 RI ABF Magazines Bench Klinger Bridge Excursions Bench Advanced Security Account $38.50 RI Bridge Shop Movement Cards $122.50 BH Mail Out:-

Date To Subject Copy Forwarded to Email In:-

Date From Subject Copy Forwarded to 16-Jan-15 Exetel Account $82.20 RI



Appendix B Treasurer’s Report





Appendix C IT Manager’s Report

2 bridgemate units & 1 server were sent to 'Bridgemate.com.au' for inspection/repair. Discussions indicate that the 3 items work OK under 'laboratory' conditions. However the firmware is out of date & possibly incompatible. I intend to upgrade our control software to v2.8.29, the server to v2.1.2d and the units to v2.1.2 (the latest available). This may have caused some of our scoring problems. I will rollout the new scoring laptop after this is done. ( I have compscore & bridgemate running on it now) I have ordered 6 new scoring units. They will be available next month. The UPS stopped working recently. I have purchased a new one. It has capacity for delivering power to 3 computers with power surge protection & 3 without. I have leased a new version of MYOB, our accounting software, initially for 12 months. This is required to run on the new laptop which uses Windows 8.1 OS. Robin Irwin & I will move current MYOB files from the old main PC & then retire it and replace with the new laptop.



Appendix D Property Manager’s Report