Committee Meeting 635 – 15 October, 2019 Page 1 of 5

MINUTES OF THE TAURANGA BRIDGE CLUB COMMITTEE MEETING HELD IN THE CLUBROOMS,

NGATAI ROAD, ON TUESDAY 15 OCTOBER 2019 AT 7:30PM

PRESENT: Pat Ware (Chair), Chris Buckley, Jocelyn Buchanan, Bruce Gibson, John Masters, Karen Martelletti, Jill Ussher, Megan Wackrow, Derek Webb, Norm Silcock

IN ATTENDANCE: Mike Toner (Honorary Solicitor) APOLOGIES: Peter Hagan, Bruce Inglis, Kate Terry Chris / Jocelyn CARRIED CODE OF CONDUCT AND AMENDMENT TO CONSTITUTION Pat welcomed Mike Toner to the meeting to discuss the proposed adoption of a Code of Conduct and consequent amendment to the Constitution. Megan pointed out some typographical omissions in the draft document and suggested two wording changes to which Mike readily agreed. Mike is to make the suggested amendments to the draft. The Committee also discussed the potential conflict of interest situation for members of the full Committee or in the formation of any Disciplinary Sub-Committee. As every case would be different, it was important that any such interest be declared at the time and those committee members excluded from any deliberations to preserve impartiality. That the Tauranga Bridge Club adopt a Code of Conduct as detailed in the amended draft proposal Megan / Karen CARRIED That the Committee recommend to the Annual General Meeting to rescind the Constitution containing Clause 11 (Expulsion) and to adopt a new Constitution with a newly worded Clause 11(Conduct and Discipline). Megan / Karen Carried Pat thanked Mike and Megan for their work. Mike Toner left the meeting at 8:15pm MINUTES: That the minutes of the previous meeting held on 17 September 2019 as circulated

are confirmed. Chris/ Megan CARRIED

TAURANGA BRIDGE CLUB INC.

BOX 8037 CHERRYWOOD TAURANGA 3145

CLUB ROOMS 252 Ngatai Road, Cherrywood Phone: (07) 576 5022 E-mail tgacbc@xtra.co.nz Website http://www.taurangabridge.co.nz

Tauranga Bridge Club

Committee Meeting 635 –15 October 2019 Page 2 of 5

MATTERS ARISING AND ACTION LIST 1 Old Chairs The old chairs have gone – thanks to Chris. 2 New Chairs The next batch of chairs will be sent off shortly. 3 Air Conditioning This is still not operating satisfactorily, with uneven performance and rapid swings from

hot to cold and vice-versa. Norm is to contact RCR Infrastructure again. 4 Job Descriptions Karen reported that she has updated the Club Captain’s Job Descriptions and Jill agreed

to progress several in her areas of responsibility. 5 Ventilation Bruce G is to investigate ducting options for ventilation of the toilet area. 6 Funding Application Derek reported that the application for funding has been lodged with Pub Charity for the

security upgrade installation, but no result had yet been received. Action List updated 16 October

Item Action Required By whom Due Date

1 New Chairs Continue repairs Megan/Bruce/ Norm

Report Nov 2019

2 Air Conditioning Monitor performance All Report Nov 2019

3 Finance Budget for next year John Report Nov 2019

4 Profit and Loss Table

Inclusion of both budget and past year’s figures

John Report Nov 2019

5 Review of Job Descriptions

Review Kate / Jill Report Nov 2019

6 Ventilation of Toilet Areas

Cost of installation of fans to be quantified Derek/Bruce Report Nov 2019

7 Etiquette Next instalment of Etiquette Week Kate Report Nov 2019

Tauranga Bridge Club

Committee Meeting 635 –15 October 2019 Page 3 of 5

CORRESPONDENCE No correspondence has been received or sent this month. SUGGESTIONS No suggestions were received MEMBERSHIP Resignation - Deceased The Committee noted with regret the passing of Felicity Crouch and Alan Papesch in recent days. That membership changes be approved Jocelyn / Chris CARRIED

ETIQUETTE The next Etiquette week is due – Karen to remind Kate. HEALTH AND SAFETY Nothing to report. FINANCES John presented the financial data to 30 September and noted that income was down for the year. John also presented forecast expenditure data for the 2019 year from which he will develop scenarios of the effect of any proposed changes to table money and/or subscriptions and ultimately a budget for the forthcoming year. That the financial report be received and the list of accounts paid of $8,337.77 be approved. John / Derek CARRIED TASK REPORTS 1 Waikato-Bays Region Karen reported from the Waikato-Bays Regional Conference, noting the Participation

in Tournaments document that had been presented. She advised that the result of this was the likely addition of Restricted Pairs events (open to players below the rank of National Master) running in parallel to Regional Pairs events such as the Waikato-Bays Provincial Pairs held as part of our Mini-Congress in January. Details of such events were still being worked out with NZ Bridge.

Tauranga Bridge Club

Committee Meeting 635 –15 October 2019 Page 4 of 5

GENERAL BUSINESS 1 Waikato-Bays Junior Championship League Congratulations to Ronnie and Athol Ryan, joint winners, and Jill Stewart and Kathy

Abel, joint third place in the 2019 League competition. 2 2020 Programme

Karen reported that work on the 2020 club event programme was underway with substantial changes coming to the Thursday Evening programme as a result of a meeting of members in September: - Events on Thursday would be teams, Swiss pairs and multiple teams - The Championship Pairs and Singles events would move to Monday evening and

run in parallel to the corresponding Intermediate events. - The Championship Teams would be contested over more sessions

That the Championship Teams event be contested over 9 (possibly) sessions, one session being held each month Karen / Derek Carried

3 Sponsors Chris reported that most sponsors have been contacted and noted that some will not

be continuing next year; she thanked Megan for the great help in getting this done.

Chris commented that her preference for club sponsorship would be to have fewer sponsors but with each making greater contributions; say a minimum of $100. Karen agreed, saying it would also make compiling the event programme easier. Chris is to put together a plan to better structure our sponsorship. Pat thanked Chris and Megan for all their hard work.

4 Christmas Party Pat is to approach the van der Meys to see if they are willing to manage the Christmas

party kitchen. 5 AGM – Tuesday 10 December Two remits will go forward to the AGM this year; the change to the Constitution, and

the subscription and table money remit. John will have figures available by the November meeting so the Committee can make a decision on the details of the latter.

6 2020 Committee Pat is making progress on sounding out potential new committee members to replace

those standing down this year.

Tauranga Bridge Club

Committee Meeting 635 –15 October 2019 Page 5 of 5

7 2020 Mini-Congress Jill will confirm the dates with Tasty Thymes for the Congress catering. Karen and Norm will work on the entry fees for the Mini-Congress and prepare and

circulate the poster once any additional event has been confirmed. (see the Waikato-Bays Region item above)

8 Tournament Catering The question of “Do we really need to cater tournaments, other than morning tea and

snacks at the end of play?” Megan noted that a good proportion of tournament entry fees went towards the cost of catering, and she wondered whether a better option was for players to provide their own lunch and pay a lower entry fee.

This item is to be discussed at the January Committee meeting.

9 Tea Lady Pat recommended that the Tea lady’s compensation be increased to $40 per session.

The Committee agreed.

On a couple of occasions in recent months both our tea lady Gillian and our stand-by tea lady, Denise, have both been unavailable at a busy afternoon session. Gillian to be asked if she knows of anyone who we could add to our roster of reserves.

10 New Cleaner Our new cleaner, Adrienne, is working out well. 11 Hello Club Refunds to Resigned Members We have had three members pass away in recent weeks. The mechanism for the refund

of any Hello Club credit needs to be established. MEETING CLOSED: 9.55PM NEXT MEETING: TUESDAY 19 NOVEMBER 2019 AT 7:30PM ---------------------------------------------------------------- -------------------------------- President Date

Profit & Loss

Profit & Loss  |  Tauranga Bridge Club Inc  |  14 October 2019   Page 1 of 2

Tauranga Bridge Club Inc 1 November 2018 to 30 September 2019 

30 Sep 19 30 Sep 18

Income Advertising (246) 348 -Book sales 56 -Canteen Sales 218 854Christmas Raffle 657 642Christmas Social 2,022 2,500Dividends Received 1,732 1,204Donations 869 6,010Interest Received 622 1,090Lessons 683 1,470Raffles 162 538Room Hire 5,601 7,186

Membership Sponsorship 7,805 5,010Subscriptions 18,235 19,533Table Money 50,969 59,561Table Money - Beginners 548 -Total Membership 77,556 84,103

Tournament Revenue Sponsorship - tournament - 680Tournament Entry Fees 31,426 26,678Total Tournament Revenue 31,426 27,358

Total Income 121,951 132,955

Less Cost of Sales Purchases - Canteen 339 715Total Cost of Sales 339 715

Gross Profit 121,612 132,240

Plus Other Income Grant 3,830 11,957Miscellaneous Income 2,512 431Total Other Income 6,342 12,388

Less Operating Expenses Audit fee (303) 2,402 -Audit Fee (306) 43 -Bank Fees & Charges 36 50Canteen Costs (Club) 978 2,084Cleaning 2,309 2,463Computer / Technology expenses 2,705 2,949Depreciation 17,468 14,300Donations (exp) 1,500 1,100Electricity & Gas 7,668 7,653

Profit & Loss

Profit & Loss  |  Tauranga Bridge Club Inc  |  14 October 2019   Page 2 of 2

30 Sep 19 30 Sep 18General Expenses 2,684 4,725Honoraria 2,500 2,500Insurance 7,940 7,730Lease 2,632 2,581Master Points - tournaments 3,843 2,750Miscellaneous - Lessons 1,442 870Payment fees 63 -Photocopying Costs 5,206 3,624POLI bank fees 33 -Postage 234 214Printing & Stationery 3,197 2,823Raffle Expenses (Tournaments) 250 157Rates 2,373 2,242Repairs & Maintenance - Plant & Equipment 5,596 3,970Telephone & Tolls 1,257 1,203Wages 16,746 15,094Water charges 339 227

Christmas Party Entertainment (Christmas) 88 134Food (Christmas/Jubilee) 1,178 1,018Gifts / Decorations (Christmas) 145 200Prizes (Christmas) - 1,039Raffle Expenses (Christmas) 191 190Tea Catering (Christmas) 259 308Total Christmas Party 1,862 2,889

Membership Expenses ACC Levies 37 36Bridge Stationery 6,833 1,109Club Levies 5,983 4,422Consumables 1,850 3,527Directors Compensation (Club) 4,530 4,260Master Points - club 3,244 2,525Prizes (Cash) (Club) 717 -Prizes (Club) 956 354Tea Catering 4,025 4,021Total Membership Expenses 28,173 20,254

Tournament Expenses Directors Compensation (Tourn) 1,720 1,950Food (Tournaments) 11,993 9,743General Expenses - Tournaments 2,940 1,074Prizes (Cash) (Tournament) 12,260 6,650Prizes (Tournament) 104 2,593Scorer Compensation 913 1,170Total Tournament Expenses 29,930 23,180

Total Operating Expenses 151,408 127,633

Net Profit (23,455) 16,995

Balance Sheet

Balance Sheet  |  Tauranga Bridge Club Inc  |  14 October 2019   Page 1 of 2

Tauranga Bridge Club Inc As at 30 September 2019 

30 Sep 2019 30 Sep 2018

Assets Bank SBS 00 37 37SBS 01 19,340 19,118SBS 02 313 13,261SBS 03 12,222 11,820Westpac Cheque Account 32,508 20,175Westpac Savings Account 1,013 1,012Total Bank 65,433 65,423

Current Assets Accounts Receivable 1,220 400Accounts Receivable (Extra) - 473Accrued Income (105) (105)ASSETS SUSPENSE (595) -Canteen Stocks 722 -Hello Club - Clearing Account 339 -Manual Payments - cash, chq, Eftpos, online 195 -New Zealand Shares 16,548 15,306Online payments (POLI & STRIPE) 300 -Petty Cash Imprest 660 660Stock on Hand - Bridge Stationery Pads (195) -Stock on Hand - Score books 206 206Suspense (1,720) -Total Current Assets 17,575 16,940

Fixed Assets Accumulated Depreciation - Buildings (61,713) (57,004)Accumulated Depreciation - Plant & Equipment (103,204) (98,376)Accumulated Depreciation - Property Improvements (14,557) (11,063)Accumulated Depreciation (749) (57,117) (56,977)Buildings 144,289 144,289Freehold Land 66,562 66,562Furniture & Fittings 120,619 127,464Office Equipment 783 783Plant & Equipment 125,108 111,945Property Improvements 23,295 23,295Total Fixed Assets 244,063 250,917

Total Assets 327,072 333,280

Liabilities Current Liabilities Accounts Payable 73 -

Balance Sheet

Balance Sheet  |  Tauranga Bridge Club Inc  |  14 October 2019   Page 2 of 2

30 Sep 2019 30 Sep 2018Accounts Payable (Extra) 2,400 (228)GST 453 (1,079)Members Funds (Hello Club) 15,176 -Over 90's Fund 2,660 2,490Payments received in Advance 57 57Payroll Accruals - 298Rounding - -Total Current Liabilities 20,818 1,537

Total Liabilities 20,818 1,537

Net Assets 306,254 331,743

Equity ~Retained Profits~Accumulated Losses~ 293,029 293,029Current Year Earnings (23,455) 16,995Retained Earnings 20,631 6,913Share Revaluation Reserve 16,048 14,806

Total Equity 306,254 331,743

Tauranga Bridge ClubAccounts to be Paid

September 2019

Payee Amount

Directors fees August 2019 210.00

Norm Silcock 1,232.97

BridgeNZ (2004) Ltd 192.60

M. Wackrow 237.09

M. Wackrow 102.60

Tasty Thymes 841.80

ACC 42.07

Carolyn Parker 44.17

J Masters 750.00

A Smith 500.00

Bay Building Compliance Mgmt 103.50

Bay Building Compliance Mgmt 287.50

Bay Building Compliance Mgmt 103.50

Hello Club 159.85

Hello Club 159.85

Milica Pty Ltd - reimb. To J Masters 156.00

Watchdog Security 69.00

Bay Building Compliance Mgmt 103.50

P. Hagan 266.04

Norm Silcock 1,008.79

Merco 20.01

Trustpower 825.20

Spark 142.53

Web Widgets 28.75

JustWater 71.33

CSG Technology 610.12

Ingham Mora 69.00

Total 8,337.77$