peninsula-canoe

Peninsula Canoe Club Executive Committee Meeting 30 March 2011

1.      Minutes of AGM

Minutes of 8^th March 2011 AGM were “approved” by the PCC Exco.

·         Mark to put the following minutes on the PCC website - 2011 & 2010 AGM and the SGM. (Dean to forward minutes to Mark)

2.      Financials

·         A handover of the financials will take place shortly between Siv and Rob.

3.      Future AGM’s

Discussion took place regarding the AGM and how this could be improved. The following was agreed upon;

·         The Agenda would be sent out early and it will cover the real purpose of the meeting. The Constitution would be closely followed in this regard.

·         The Agenda would be closely followed at the AGM.

·         Publish time limits per agenda item and clearly state that the AGM finishes at 9.30pm.

·         After the business of the meeting all general issues can be discussed.

4.      General

4 (a).  By-Laws - The By-Laws , and specifically the job descriptions, were discussed in detail. Changes to the individual job descriptions have been made and are attached to these minutes. 

4 (b). Security and Access – General discussion on security and access issues and the importance of ensuring that members stick to the guidelines.  This would require ongoing communication with members.

4 (c). ZSC Officials – Dave Waddilove and Siv are stepping down from their roles as Chairman and Treasurer of ZSC respectively. People are needed for these positions.

·         Siv to draft a communication to the members regarding this issue and to ask the members for volunteers for these positions.

4 (d). Relationship with Fish Hoek Life Saving Club – Various issues surrounding the historic and current relationship with FHLSC were discussed. The FHLSC has always been an important feeder to PCC and many members are members of both clubs or at the very least use each others facilitities on occasion. It is very important that we respect and abide by each club’s rules and it is in the best interests of both clubs to build positive relationships with the committees and members of the other club.

·         The PCC committee decided to make the Development Bursary Scheme, as set out under General point 4.(h) below, available to FHLSC to assist with members of their club who do not have the financial means to pay for club membership. The recommendations would come from Peter Cole or FHLSC. Gary would talk to Peter about some of these issues and the development bursary scheme. 

4 (e).  Additional Roles -  the following decisions were taken;

·         Gary Kroukamp will be the FHLSC liaison person.

·         Romy Parker will be the UCT Representative.

·         Ken Findley to be the K4 manager (to be confirmed with Ken).

4 (f). Future Building Needs – the following decisions were taken;

·         K4 Trailer Garage to be built after liaison with ZSC.

·         Build another 20 boat racks for the larger and heavier boats

·         Siv to ask Gerfried for a quote on creating these structures.

4 (g). Men’s Changing Rooms – this was discussed and the Exco agreed that with a few  changes the men’s changing rooms could be  improved to the satisfaction of the members.

·         PCC Exco members to give suggestions to Rob on upgrading the changing rooms.

4 (h). General

·         Development Bursary Scheme - The PCC committee decided to establish a Development Bursary Scheme which would be available to potential members of the club who do not have the financial means to pay for club membership. These individuals’ annual membership subscription would be covered by the club and they would be allocated a security tag. They would also have to abide by the club rules and regulations. In return, the recipients would be asked to give some help in assisting with Development Coaching classes.  Proposals are to be submitted by email to any PCC Exco member.  The PCC Exco would then consider these on a case by case basis.

·         Siv to take up with WPCU why they had a charge of R80 as a race fee for the race held at Zandvlei.

·         New PCC Members – to introduce themselves to the Ladies’ and Men’s Club Captain. (To be covered in communication to members)

·         Gary to look at developing a welcome pack for new members.

5.      Next Meetings – no future dates were set up at the meeting. It was determined that it is quicker and simpler to deal with most matters by email as they arise. Modern communication systems mean that monthly meetings are therefore redundant as most issues are resolved within a week. Future meetings will be arranged only as necessary.