Apologies:David Nash, Rob Gould, Robert Bradley

DARLINGDOWNSSOARINGCLUBINCORPORATED

CommitteeMeeting Minutes
18th August 2015
DyMark Offices, Milton

Meeting was opened at 1905 hours

Present:Jenny Thompson (C), Barry Jeffrey,Sarah Thompson,Leon Moran,David Griffin,Bob Flood.

Apologies:David Nash, Rob Gould, Robert Bradley

JT moved that the previous meeting minutes be accepted as read. Seconded by ST. CARRIED
Business arising from Meeting Minutes
Nil
Summary Reports
Safety Officer
Not much to report. Manual of Standard Procedures to be added to and finalized and issued by end of August.
President
See attached, previously provided
Club Development Officer
Not Available
Treasurer
Financials submitted (attached)
Bill Payments approved by the meeting (see attached)
BJ and JT have met with Megan to review the accounting arrangements.
BJ has transferred $30k to a term deposit to cover the flying fees.
Email supplied to inform discussion on possible Discus purchase.
Secretary
Report Attached
New member Jon Gonsalves approved
CFI
Leon Moran has been re-elected CFI at last week’s training panel meeting
No change to instructor base, except Chad is not currently at the club
2 incidents recently – airspace incursion and close near miss of two gliders in the circuit area.
Instructor refresher training has only a couple of instructors to complete the program
Tug Master
No report issued.
AWO
Report attached, provided for meeting.
Webmaster
Nothing to report.
Current Business
David Griffin wishes to have a large family group on weekend of 26-27 September, details to be advised and arranged soon.
Discus B Purchase Opportunity
Meeting discussed benefits and risks, and impact on club liquidity
David Griffin stated that we need to be cognizant of the need to keep developing our facilities and the accommodation that is in poor condition.
The club has $75k in funds, $30k of which is quarantined to service member funds. The purchase would be funded in part by increasing the GFA loan.
Loan repayments will be approximately $2450 per month
Sale of LS7 and possibly Hornet may realize $50,000, and can be immediately paid off the loan once sold.
The opportunity for this particular glider is good – even though it is an old glider (1989) it is in excellent condition and a good price. Discus’s are hard to find.
JT moved that the club proceed with the purchase, carried unanimously (including votes by email for those not attending the meeting), JT to contact the Wilkinsons to notify them and proceed with the purchase.
Makeup of the Next Committee
The in-principle makeup of the committee for next year and the following year was discussed, and the importance of
Rob Gould and Robert Bradley stepping down
Kerry Klein – unsure of position
Nomination forms to be sent to members
Some members to be approached for their interest on taking on a committee role. It would be beneficial to have younger members on the committee.
JT noted that a large part of the President’s workload is membership contact.
The next committee should consider appointing a Vice President
The next committee should consider establishing a Membership Officer.
Xmas Party
The committee views were that there should be a Xmas party and that it should not be held a the club. A gold Ambrose was suggested.
Arrangements and date to be progressed in next month, volunteer required.
When is a member a Member?
The meeting agreed that once a member becomes un-financial, they have a short time to pay this, or else are no longer a member (this is consistent with the club rules)
Membership fees will now be 12 monthly from the time of joining, and a membership renewal/reminder will be sent. This will also align with GFA membership, for new members.
Dittolog Implementation
Hiccups with the hardware implementation but making progress. Will be beneficial and a better system in time.
The Secretary has an issues log
Need a couple of points of contact only with Mark Fisher
Leon happy to take on the champion for the system once it settles down.
AGM Preparation
David submitted draft documents;
Proposed Agenda -
Draft ‘New Hangar Ownership Policy’ email sent – all members to be sent information prior to the meeting.
Rule Change and Policy Document – agreed to go ahead
Fee Increase –JT and DN to review, add CPI and small fee increase for Dittolog, to be presented to the AGM.
There were no new Life Member Nominations
Accounting System Proposed Changes
With the implementation of DittoLog, it is an opportunity to review the accounting systems and management.
Ditto can integrate with Xero and Quickbooks. It is better to have the financial information readily available to the committee and especially for the Treasurer to have ability to use the accounting systems direct. Xero is a very much more automated accounting system.
Action: BJ and JT to write a plan on how to develop the new accounting and reporting arrangements.
LS7 Hire to Junior Worlds at Narromine
JT to contact the potential hirer to confirm if still required
Agreed hire of $1800 for the duration of the comp, and require payment of insurance excess in event of any damage.
GFA has a proforma hire form.
Clubhouse Accommodation
The next committee needs to attend to the accommodation needs, including catering for partners, and making the overnight stays at DDSC more comfortable. It should be a priority to address this facility, either replacement or repair.
Pending report from Builder and the insurance company.
Hangar Policy Feedback
Some existing hangar owners have responded to the emails sent out last week
JT and DN to be the points of contact for the policy discussion and making any amendments to the policy and providing information to members
The hangar ownership issue aims to address the issue so that the club has a certainty for future hangarage, and the membership understands the club position.
Lex McQueen removal from Tug roster
Mr McQueen was sent a letter from the Committee, signed by the Tugmaster, CFI and Secretary, notifying him he was removed from the tug roster.
He has contacted a number of members on their views and seeking their support, and requested a copy of the club rules from the Treasurer.
The CFI and the Committee fully support the letter’s content.
Meeting Closure
The meeting closed at 9:30pm

Attachments:

President Report
Treasurer’s Report
Airworthiness officer Report
Treasurer’s email regarding funds available for Discus purchase
Emails re Discus opportunity, condition and support for purchase decision

Presidents Report

President’s Report 18 August 2015

Army Agreement:

Despite meetings and numerous emails and phonecalls, the Oakey Army Aviation Centre has still not finalised the amended agreement with DDSC. The discussions have been ongoing for over 2 years, with the airspace changes made in May 2014. Another email has been sent on 18/8.

Courses

The previous course held in July was busy (7 students) but successful. A good supply of instructors and tug pilots helped to make it quite a success. Another smaller course is planned for September 2015, and Paul Bart has volunteered to organise this one.

Bar and Meals

The locking of the bar to only committee members has been in operation for a few months. It is not as accessible as before and more trouble to committee members. The advent of the EFTPOS machine is well received. Sarah has set up a tablet for stock control and adding up totals. I have drafted some bar procedures which are not yet finished. Once the teething problems are over and fully implemented procedures in place, the control of the bar can be extended if required. Accommodation is probably not being attended to, but it will be incorporated into the procedures.

Grant For Tractor

I have 1/2 completed the Tractor and Shed Gambling Fund grant, and will be completed in time for the deadline of 31 August.

Accommodation Block Damage and Plans

An insurance assessor has made a visit to the club for the damage to the roof and ceiling. A builder is putting together some options for replacement or refurbishment of the building, still pending.

Discus Available to Purchase

The Wilkinson’s Discus is for sale again, and they have committed to stall putting it on the market until we are in a position to let them know if we wish to purchase it. Asking price is $70,000. Good condition, recently refinished, good trailer, instruments ok, never damaged - for committee meeting discussion.

DittoLog

Slowly implementing the system.Most regular members now have keys and using the system with club gliders. The Accounting and progress on DittoLog2 to be discussed at the committee meeting, as there are some decisions to be made on how to progress.

Hangar Agreement for New Hangars

Letters were sent to existing hangar owners in June with little response. Subsequent email sent in recent days with some negative feedback. Minor changes should be made to the agreement, and for discussion at the meeting.

McCaffreys and other landowners

A meeting to be held with McCaffreys was cancelled by them in July. It looks like a house is planned to be built right under the current tow pattern for base on runway 12.

Duty Pilot Training

This is badly needed. Still waiting for a time for Sarah and I to put something together.

Works Around the Club

A great deal of work has been done at the club in recent months, and it must be recorded to thank the following people, and hope I haven’t missed anyone who is doing/ has done a lot extra:

David Nash - tanks, grants, windsocks, project management, Dittolog
Bob Flood - Form 2 Hornet, Dittolog, water tanks
Graham Hennessy – Kitchen refurbishment
David Villiers and Greg Nightscales - DittoLog installations
Geoff Price - sandbags, covers for gliders, pockets for gliders, help on busy days
Peter Richards - help on busy days, mowing, water tank installations, grounds officer while Bob Ward is away
Rob Gould - a lot of behind the scenes help in maintenance of tugs
Sarah- manages gift certificates, website, duty pilots, computer stuff
Paul Bart - computers and internet plus a day on the Tanks
Barry Jeffrey - lots and lots of Treasurer work and planning that nobody sees.
David Gliddon - a day on the Tanks

Treasurers Report

Date / Payee / Amount (inc GST) / GST / Details / NOTES
10-Jul-15 / Wilsonton Hotel / 296.00 / 26.91 / Liquer Supplies / Direct Credit
10-Jul-15 / HoskingsResourse / 759.45 / 69.04 / Treasurers Assistant June 2015 / Direct Credit
10-Jul-15 / Liquer & Gaming / 316.00 / Liquer Licence / Bpay
10-Jul-15 / Panthur / 228.00 / 20.73 / Domain Transfer / Direct Credit
16-Jul-15 / Telstra Mobile / 10.00 / 0.91 / Mobile Phone / Bpay
16-Jul-15 / Bowenville Bulk Fuel / 2,287.18 / 207.93 / 1700 Ltrs ULP / Direct Credit
16-Jul-15 / Elgas / 138.53 / 12.59 / Bottle gas / Bpay
16-Jul-15 / Telstra / 126.70 / 11.52 / Internet $49.95 Phone $76.75 / Bpay
16-Jul-15 / GFA / 900.00 / 81.82 / Membership TIF Forms / Direct Credit
29-Jul-15 / CBA / 60.00 / 5.45 / Fee - Audit certificate / Direct Credit
29-Jul-15 / Ergon Energy / 1,135.45 / 103.22 / Electricity Sccount / Bpay
29-Jul-15 / GFA / 1,510.00 / GFA Loan / Direct Credit
30-Jul-15 / G & S Industries / 2,078.55 / 188.96 / Windsock frame / Direct Credit
30-Jul-15 / Bushman tanks / 6,045.00 / 549.55 / 2 water tanks / Direct Credit
30-Jul-15 / David Nash / 1,673.40 / 152.13 / Decking oil $55 Pizza $31.92 Tank assessoties $831.90 / Direct Credit
ASK 21 Altimiter $350 ASK21 ASI $250 Dittolog $154.58
30-Jul-15 / David Nash / 525.00 / 47.73 / Windsock / Direct Credit
30-Jul-15 / Robert Bradley / 600.00 / 54.55 / Forms 2 GMV XOW GRL $200 each / Direct Credit
30-Jul-15 / Dalby Air Maintenance / 580.57 / 52.78 / Test SWR Struts / Direct Credit
30-Jul-15 / Barry Jeffrey / 527.90 / 47.99 / Kemeny's Wine less Bar Takings $400/ credit $127.90 / Credit flying a/c
30-Jul-15 / Leon Moran / 315.00 / 28.64 / Battery World / Gliders / Credit flying a/c
30-Jul-15 / Jennt Thompson / 93.59 / 8.51 / BBQ $29.48 Wine $64.11 / Credit flying a/c

Secretary’s Report

AWO Report

AWO report 18/08/2015

All gliders are airworthy with no known airworthiness issues.

The Pooch has just returned from Roger Bond and the result is worth every penny. The rear panel Flarm display is not working at the moment. Needs to be investigated, it is brand new.

Floody kindly did the Form II on the Hornet a few weeks ago and is happy with the condition of the glider.

The Duo is booked in with Roger Bond for its Form II inspection a couple of weeks early so as to not clash with the XC training week. The parts detailed for replacement in the Airbrake AD will be addressed by Andrew Maddocks when they become available from the factory.

The LS7 Form II will be done by Leon in October when it is due.

The Jeans had her Form II done a month ago and is in very good condition.

The ASK21 is as new.

Robert Bradley AWO DDSC

CFI Report

CFI Report for DDSC Committee Meeting

18Aug 2015

TP meeting held Wednesday 12 Aug 15 and an AGM was held and I was re-elected unopposed as CFI.

Instructor numbers are constant at this time and weekend coverage is adequate when everyone is back from overseas.
September course? I have little info at this stage.

A total of 2 incidents have been submitted still investigating the second one.
Still no second L3 appointed/selected.
Still no L1 training for Kerry as far as I know.
Instructor refresher training is active again. 2 instructors due on 22 Aug 15. And the last 2 when back from O/S.

Leon Moran

CFI DDSC

Discus B Purchase

Val and Bill

Just a quick email to confirm a few things as discussed by phone.

Darling Downs Soaring Club would like to purchase your Discus B XOT for your asking price of $70,000 (for glider, trailer and instruments, not including the Altair). You wish to do some work on the wing pin and aim to get that done next week. You would like us to have a look over the aircraft. Having spoken to Robert Bradley, he is happy to look over the aircraft at the time we arrange to make the payment, to be arranged when we have the full amount to pay you. You indicated you did not want a deposit, and would not advertise the glider.

Thank you for approaching us before advertising it and we look forward to giving it a loving new home. We will be in touch when we have finalised the funds and can meet with you. Also as discussed I will send you a more formal letter in the next few days.

regards

Jenny Thompson

on behalf of DDSC

______

GFA Loan for Discus B

From: David Shorter - GFA Treasurer [mailto:
Sent: Wednesday, 19 August 2015 6:51 PM
To: Barry Jeffrey
Cc:
Subject: Re: APPLICATION FOR FINANCE - GFA

Hi Barry

Yes, GFA would be able to assist - how much and when? I can't do it immediately out of ready cash but we some funds at 30day call and more on term deposits maturing later in the year.

Dave

This email transmission may contain confidential or privileged information that is intended only for the individual or entity named in the email address. If you are not the intended recipient, please be aware that any disclosure, copying, distribution or reliance upon the contents of this email is strictly prohibited.

On Wed, Aug 19, 2015 at 9:07 AM, Barry Jeffrey <> wrote:

Hi Dave,

You might recall we made contact in June regarding the possibility of further finance.

The opportunity has arisen for the acquisition of a good second hand Discus B.

If funds are still available through the GFA we would be interested in borrowing an extra $50000.

We feel this is a rare opportunity to acquire a Discus in excellent condition without the necessity for us to commit to a new aircraft which is extremely expensive.

The current exchange rate is not much of a help either.

Could you please advise as soon as possible if the funds are still available and we are eligible for the loan.

The cost of the new aircraft is $70000 plus the necessary acquisition costs.

Your assistance would be greatly appreciated.

Regards

Barry Jeffrey

Proactively increasing your profits and reducing your tax…guaranteed!