committee meeting minutes june 11 2019 - woden valley …€¦ · andrew collins (president), kathy...

www.wodenvalleygymnastics.net

27 Mulley Street Holder ACT 2611 • 02 6287 4121 • off ice@wodenval ley.net • PO Box 3598 Weston ACT 2611

July 2019

Minutes of WVGC Committee MeetingJUNE 11th 2019 6pm Grant Cameron Centre

Welcome:Andrew CollinsPresent:Andrew Collins (President), Kathy Anderson (Secretary), Gary Fisk (Treasurer), Belinda Barker (CommitteeMember), Peter Booth (Committee Member), Sally McLean (Committee Member), Matt Knox (Executive Manager),Naomi Nye (Gymsports Director) Apologies:Laurel Loftus (Committee Member), Ross Lederhose (Committee Member)Absent:Michael Love (Committee Member)ACTION Kathy Contact Michael Love re his attendance. DONE Michael is currently overseas caring for a familymember.Conflict of Interest Register:None notedMinutes of the Previous Meeting:AGM Minutes tabledMay 14th Minutes approved.May 28th Minutes approved.ACTION Matt, Kathy Minutes to be held as a hard copy in the office.ACTION Andrew Develop a folder for minutes to be on SharePoint in digital form. Business arising from the Minutes of the Previous Meeting:1. Contracts for StaffMatt Knox contract is to be aligned with his Duty Statement. The contract needs to include a Performance Reviewand Key Performance Indicators.Matt, Andrew, Kathy, Gary and Belinda to contact each other by emails and collate relevant documents by June25th. Then have a contract ready by July 9th Committee Meeting.Coaches’ contracts are to be discussed during the holiday coaches’ meetings then put forward to coaches and theirparents where applicable.



ACTION Matt, Andrew, Kathy and Belinda Contract for Matt KnoxACTION Matt, Naomi Contracts for casual staff ready for June reviewACTION Matt, Naomi Contract for contract staff by January review 2. Sub CommitteesAndrew will set up Sub Committees on SharePoint so that everyone has access to all sub committees.Peter suggested that everyone should go away and prioritise the tasks of the Sub Committees; then develop acombined Priority List, a Work Plan and a Timeline. Monica’s feedback survey and the exit survey could be used tohelp this process. 3. Honour BoardThere was a lot of discussion. A. It is important to acknowledge Presidents and Life Members and past championsbut the displays need to be relevant to current gymnasts. There were different opinions about recognisingChampions in all Gymsports. Suggestion that we have a “History week” with older photos on the screen. We canadapt the current Board. ACTION All Consider how to recognise Presidents, Life Members, National Champions and all Gymsport ChampionsACTION Andrew Contact Pauline Mosely to let her know she is a Life Member. Ceremony? 1. Yearly SurveyACTION Matt, Mel Develop a yearly survey for all gymnasts at the end of the year. The results are to go to Matt and Naomi first then be communicated to relevant people. From Sept 2018 to April 2019 31 Done 16 Ongoing 3 Not doneFrom May Meetings 18 Done, 19 Ongoing 2 Not done ACTIONS not completed1. ACTION Matt Annual Return to be completed and submitted2. ACTION Matt, Gary Signatories for the bank to be organised3. Fundraising to be reviewed by the Finance Sub Committee4. ACTION All Ensure all WWVP and Child Safety requirements have been completed



ONGOING – Sub Committees1. Marketing Strategy – to go to Strategic Plan Sub Committee.2. Fees – to go to Finance Sub Committee3. Carol’s review – to go to Constitution Sub Committee4. Strategic Plan documents to be put on SharePoint – Strategic Plan Sub Committee5. Where should profits be directed – Finance Sub Committee6. Replacement equipment planning – to be put to Finance Sub Committee ONGOING – Other1. Draft budget including proposed spending from Matt was sent to Committee Members. To be considered by theFinance Sub Committee with input from all welcome.2. We have a policy of open meetings so the minutes should be available to all. This could be via the website or as alink through the Newsletter ACTION Kathy Make minutes available for all gymnasts / parents / coaches etc Have the next meeting date and agenda available for all members. ACTION Mel Put Committee Members on the Newsletter ACTION All Send Mel a picture of yourself for the Newsletter.3. An Equipment register would be useful to plan for replacement items. ACTION Mel ? Set up an Equipment Register ACTION Kathy Naomi Develop Aerial Harness certification to be followed up ACTION Matt Continue to follow up MPIO requirements4. IT Server, computers IT and video are being upgraded. Matt is keeping the grant people informed as we workthrough this. Grant of $10,000 matched by Club money of $10,000.WVGC has switched to NBN.Andrew’s company is upgrading computers so has passed some on to the Club. The Committee thanked Andrew for thissponsorship.Belinda suggested we get an air filter for the office to reduce the dust damage to computers.The building is quite old so we would need to contact ACT Property Group to install this.If we change the office, it would be helpful to have a glass door for the Staff Room. ACTION Matt Talk to James re a filter for the office.5. The club has a $10,000 grant for female coaches to be used for Professional Development. Coaches have beenidentified to act as mentors and Naomi is looking for suitable training for them. This could possibly be at NationalClubs’ workshops.ACTION Naomi Ongoing PD for identified female mentors / coaches



6. Notification to be sent to members via email or the Newsletter with information from the AGM, newCommittee, Meeting times etc.ACTION Andrew Communicate information to members via email or Newsletter.7. The Club will obtain credit card / s from St George Bank to assist with on-line payments. These will be held byMatt Knox and Naomi Nye. A limit of $1,000 for payments is be set. Executive Manager Update:1. Building ExtensionWhilst we have been given a grant of $200,000 to be used towards building an extension over the back car parkthere are a number of issues:i. We have no documentation / drawings etcii. There are stormwater issues with this areaiii. We do not have a lease for this buildingiv. Matt is still waiting for a meeting with ACTPG.v. Putting in an FOI would be counterproductive.Should we look at building or leasing a satellite facility?We currently pay $22,000 per year for leasing the trampolining facility.We should start with our Strategic Plan and decide on the focus of WVGC then see how we can best achieve this withour current buildings or decide what new facilities we need as part of a business plan. ACTION Matt Keep trying to contact ACTPG2. Status of other grantsi. Foyer – on hold while we sort out the Building grantii. IT – see aboveiii. Female coaches PD – see above3. Financial / Monthly budget / 2019 Budget ACTION All Please read the Budget, Profit and Loss documents and Aged Receivables to discuss at the next meeting. Apologies from Kathy for not sending them out earlier. No WH&S issues. Conflict of Interest discussion held over to next meeting. ACTION Andrew Conflict of Interest forms to be collated and distributed to Committee members. Policies pack from GA ACTION Matt Get policies pack from GA?



4. GACTMatt spoke to Megan Moss the new president who would like more contact with all gyms in ACT. There is a loss of$1.2 million in the GA Annual report so GA suggested an increased levy for all gymnasts from $10.36 to $20. This wasnot passed by the member states and territories. Gymsports Director Update:Equipment:· We have had to remove the old Loop (Giants) training bar as it was structurally unsound and therefore unsafe.· A new bar has been ordered and will be installed on arrival.· In preparation for the new bar install, we have taken the opportunity to reorganise the uneven bars locationswith all senior coaches and Program Coordinators having input.· All senior staff assisted with the install.· Thanks to Kathy and Andy Anderson for assisting with this tricky and difficult job.Organisational chart:· Program Coordinators have been informed of their title change.· Matt, Kat and I are currently reviewing the position descriptions for beginner, Intermediate and AdvancedCoaches.· Program Coordinator position descriptions are being individually delivered to each person and they are beingasked to provide feedback.· Regular group meetings and individual meetings are being held with all senior staff and Program Coordinators.Maternity Leave:· Kat, our Education and Compliance Manager has returned from Maternity leave and is working closely withMatt and Myself to review policies and Role descriptions.· Louise our WAG/MAG Program Coordinator is transitioning back from Maternity leave next week. She will bedoing a 2week handover and then will be back to her regular admin hours by the 1st July.Competitions:· National Championships: We had 1 senior WAG gymnast, 2 Senior MAG gymnasts and 8 trampolinists representthe ACT at National Championships. David received a Silver on Vault in Level 9 under. Hugo and James got a Silverin the NL5 boys tramp synchro. Amelie and Ashley were awarded National Champions in Level 6 tramp synchro withGOLD!



· All National levels are preparing for state competitions.· Coaches are working hard at ensuring their groups are ready for comps with practice competitions and lots ofrepetition.GFA:· All coaches have been doing in class assessments over the last 4 weeks ready for the start of the new Semester.· Reenrolments for Term 3 Recreational is open next week. This will be a busy time for all the office staff and theProgram Coordinators that must deal with enquiries re: why their child isn’t being moved into a higher group etcGymnaestrada:· We have a group of 19 gymnasts (one of whom is also acting as team Manager), 1 coach, 1 chaperone andnumerous family supporters travelling to Dornbirn Austria in July to be part of the Australian Team performing atthe FIG World Gymnaestrada 2019. Our gymnasts are aged from 6years to 76 years. They are excited to participatein the biggest FIG Gymnastics event with over 25 000 participants. They will be performing 2 club routines overseveral days and venues and will also be part of the Combined British Australia National Performance.OverallAll the staff are communicating well. There is a good energy in the club. We are emphasising the importance ofclear, honest, respectful and regular communication.Andrew suggested that there could be a “Show and Tell” where senior gymnasts show junior gymnasts their skillsand routines.Naomi is finding the new role of Gymsports Director is working well.Other: There will be a pit clean up in the holidays. Kiara will run this and Peter offered to help. Fundraising BBQ. If no parents volunteer then the BBQ will not be held. It was suggested that Naomi’s report could be distributed before the meeting. Communication and Administration Manager Update:1. Member RulesMel has been on the receiving end of some abusive behaviour and would like to remind parents / carers of the Clubpolicies around Respect, Responsibilities and appropriate behaviour in the gym.The Committee expressed support for Mel and suggested that some posters be produced to remind people aboutRespect, ethical behaviours and behavioural expectations in the gym. Matt has contacted people when they havebeen abusive.ACTION Matt. Naomi? Produce posters / Code of Conduct / 5 dot point reminders about Respect and appropriatebehaviour in the gym on the office door.



2. NumbersRecreation numbers have decreased by 24 while National athletes have increased by 6, income is upso perhaps we have more senior gymnasts?We need to be aware of what areas are management responsibility and what areas are Committeeresponsibility.Correspondence:1. Emails i. GACT from Andrew. Jo is our representative with voting rights. ii Members Rules from Mel. Mel has recently been on the receiving end of some abusivebehaviour and would like support from the Committee to remind people that Respect should beshown at all times. iii MPP from Mel see above iv Fundraising from Naomi see above v Financials from Matt see above General Business:1. Conflict of Interest concerns. Held over to next meeting2. Organisation and Timeline for Sub Committees. To be set next meeting3. Photos for the WebsiteACTION Mel Contact members to provide photos.4. Roles and Responsibilities of Board Members of NSW Incorporated Associations.https://www.ncoss.org.au/sites/default/files/public/resources/Roles_Responsibilities.pdf

committee meeting minutes june 11 2019 - woden valley …€¦ · andrew collins (president), kathy...

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