Present: Kevin Nowland (Chair), Bernie Russell (Secretary), Bill Keith, Gary Kichenside, Terry Jackson

Correspondence in: Confidentiality undertaking from Ted Johnson and Trevor Stannus

Incorporation

No significant progress as we are waiting on advice from Piggot Stinson.  Kevin and Gary have advice from Damien to the effect that the incorporation process is on track for a vote to be taken at the AGM, followed by transfer of assets to the new company.

Constitution

There are some "chicken and egg" issues with regard to the formation of a new constitution.  The constitution sets out the rules by which members can join the club and vote on resolutions, so the constitution must pre-exist members joining the club.  Club members cannot therefore vote upon the constitution prior to its adoption.  Kevin to seek legal advice on the timing and interdependecies of membership, the formation of the constitution and the election of a board.

The constitution sub-committee has met twice thus far and discussed the approach for gaining feedback from members.  The sub-committee will write to each of the sub-clubs with a range of topics and options for inclusion into the document.

Finance/Management

A number of aspects of the operation of the club are being examined for potential savings.  This analysis is continuing and a final position on the recommendations for the report has not yet been reached.

IT

A letter is to be sent to Damien requesting information about IT expenditure at the club.  Bernie (with Gary) to review the draft by John Miller prior to sending.  It is likely that quite a bit of the information required about the IT infrastructure at the club is not available in-house.

Information Night

The requested feedback from Piggot Stinson is required prior to holding another information night.  Timing to be decided at next meeting.

Independent Legal Advice

It was agreed that while the steering committee was not yet at the point where it required legal advice that was independent from the club, that time was approaching.  Kevin to have initial discussion with the board so that independent advice can be arranged without delay at the appropriate time.

Community Survey

• Board to email all members - PDF of survey to be attached (no electronic survey attached);
• Community survey to be dropped in all Tura Beach letterboxes;
• Timing not yet determined.
• Piggot Stinson to be asked for comment.

Next Meeting: 3 September 2010 at 2:00pm in the Tennis Shed.  A short meeting may be called in the interim if required for any specific purpose.