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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