DARLING DOWNS SOARING CLUB INCORPORATEDCommittee Meeting Minutes

18th August 2015 DyMark Offices, Milton

1. 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

2. JT moved that the previous meeting minutes be accepted as read. Seconded by ST. CARRIED

3. Business arising from Meeting Minutesa. Nil

4. Summary Reportsa. Safety Officer

i. Not much to report. Manual of Standard Procedures to be added to and finalized and issued by end of August.

b. Presidenti. See attached, previously provided

c. Club Development Officeri. Not Available

d. Treasureri. Financials submitted (attached)

ii. Bill Payments approved by the meeting (see attached)iii. BJ and JT have met with Megan to review the accounting arrangements.iv. BJ has transferred $30k to a term deposit to cover the flying fees. v. Email supplied to inform discussion on possible Discus purchase.

e. Secretary i. Report Attached

ii. New member Jon Gonsalves approvedf. CFI

i. Leon Moran has been re-elected CFI at last week’s training panel meetingii. No change to instructor base, except Chad is not currently at the clubiii. 2 incidents recently – airspace incursion and close near miss of two gliders in

the circuit area.iv. Instructor refresher training has only a couple of instructors to complete the

programg. Tug Master

i. No report issued. h. AWO

i. Report attached, provided for meeting.i. Webmaster

i. Nothing to report.

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5. Current Businessa. David Griffin wishes to have a large family group on weekend of 26-27 September,

details to be advised and arranged soon.b. Discus B Purchase Opportunity

i. Meeting discussed benefits and risks, and impact on club liquidityii. 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.iii. 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.iv. Loan repayments will be approximately $2450 per month v. Sale of LS7 and possibly Hornet may realize $50,000, and can be immediately

paid off the loan once sold.vi. 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.

vii. 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.

c. Makeup of the Next Committeei. The in-principle makeup of the committee for next year and the following

year was discussed, and the importance of ii. Rob Gould and Robert Bradley stepping downiii. Kerry Klein – unsure of positioniv. Nomination forms to be sent to membersv. 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.vi. JT noted that a large part of the President’s workload is membership contact.

vii. The next committee should consider appointing a Vice Presidentviii. The next committee should consider establishing a Membership Officer.

d. Xmas Partyi. 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.ii. Arrangements and date to be progressed in next month, volunteer required.

e. When is a member a Member?i. 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)

ii. 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.

f. Dittolog Implementationi. Hiccups with the hardware implementation but making progress. Will be

beneficial and a better system in time.ii. The Secretary has an issues log

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iii. Need a couple of points of contact only with Mark Fisheriv. Leon happy to take on the champion for the system once it settles down.

g. AGM Preparationi. David submitted draft documents;

1. Proposed Agenda - 2. Draft ‘New Hangar Ownership Policy’ email sent – all members to be

sent information prior to the meeting.3. Rule Change and Policy Document – agreed to go ahead4. Fee Increase – JT and DN to review, add CPI and small fee increase for

Dittolog, to be presented to the AGM. 5. There were no new Life Member Nominations

h. Accounting System Proposed Changesi. With the implementation of DittoLog, it is an opportunity to review the

accounting systems and management.ii. 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.

iii. Action: BJ and JT to write a plan on how to develop the new accounting and reporting arrangements.

i. LS7 Hire to Junior Worlds at Narrominei. JT to contact the potential hirer to confirm if still required

ii. Agreed hire of $1800 for the duration of the comp, and require payment of insurance excess in event of any damage.

iii. GFA has a proforma hire form.j. Clubhouse Accommodation

i. 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.

ii. Pending report from Builder and the insurance company.k. Hangar Policy Feedback

i. Some existing hangar owners have responded to the emails sent out last week

ii. 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

iii. 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.

l. Lex McQueen removal from Tug rosteri. 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. ii. 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.iii. The CFI and the Committee fully support the letter’s content.

m. Meeting Closurei. The meeting closed at 9:30pm

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Attachments:

1. President Report2. Treasurer’s Report3. Airworthiness officer Report4. Treasurer’s email regarding funds available for Discus purchase5. Emails re Discus opportunity, condition and support for purchase decision

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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.

CoursesThe 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 MealsThe 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 TractorI 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 PlansAn 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 PurchaseThe 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.

DittoLogSlowly 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 HangarsLetters 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 landownersA 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 TrainingThis is badly needed.  Still waiting for a time for Sarah and I to put something together.

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Works Around the ClubA 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

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Treasurers Report

Date Payee Amount (inc GST) GST Details

10-Jul-15 Wilsonton Hotel 296.00 26.91 Liquer Supplies10-Jul-15 Hoskings Resourse 759.45 69.04 Treasurers Assistant June 201510-Jul-15 Liquer & Gaming 316.00 Liquer Licence10-Jul-15 Panthur 228.00 20.73 Domain Transfer16-Jul-15 Telstra Mobile 10.00 0.91 Mobile Phone16-Jul-15 Bowenville Bulk Fuel 2,287.18 207.93 1700 Ltrs ULP16-Jul-15 Elgas 138.53 12.59 Bottle gas16-Jul-15 Telstra 126.70 11.52 Internet $49.95 Phone $76.7516-Jul-15 GFA 900.00 81.82 Membership TIF Forms29-Jul-15 CBA 60.00 5.45 Fee - Audit certificate29-Jul-15 Ergon Energy 1,135.45 103.22 Electricity Sccount29-Jul-15 GFA 1,510.00 GFA Loan30-Jul-15 G & S Industries 2,078.55 188.96 Windsock frame30-Jul-15 Bushman tanks 6,045.00 549.55 2 water tanks30-Jul-15 David Nash 1,673.40 152.13 Decking oil $55 Pizza $31.92 Tank assessoties $831.90

ASK 21 Altimiter $350 ASK21 ASI $250 Dittolog $154.5830-Jul-15 David Nash 525.00 47.73 Windsock30-Jul-15 Robert Bradley 600.00 54.55 Forms 2 GMV XOW GRL $200 each30-Jul-15 Dalby Air Maintenance 580.57 52.78 Test SWR Struts30-Jul-15 Barry Jeffrey 527.90 47.99 Kemeny's Wine less Bar Takings $400/ credit $127.9030-Jul-15 Leon Moran 315.00 28.64 Battery World / Gliders30-Jul-15 Jennt Thompson 93.59 8.51 BBQ $29.48 Wine $64.11

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Secretary’s Report

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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

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CFI Report

CFI Report for DDSC Committee Meeting

18 Aug 2015

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

2. Instructor numbers are constant at this time and weekend coverage is adequate when everyone is back from overseas.

ii.

3. September course? I have little info at this stage.

4. A total of 2 incidents have been submitted still investigating the second one.iii.

5. Still no second L3 appointed/selected.iv.

6. Still no L1 training for Kerry as far as I know.v.

7. 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

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Discus B Purchase

Val and BillJust 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.

regardsJenny Thompsonon behalf of DDSC_______________________________________________

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GFA Loan for Discus B

From: David Shorter - GFA Treasurer [mailto:treasurer@glidingaustralia.org] Sent: Wednesday, 19 August 2015 6:51 PMTo: Barry JeffreyCc: committee@ddsc.org.auSubject: 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

Dave ShorterTreasurer | The Gliding Federation of Australia Inc. (ABN 82 433 264 489) | C4/1-13 The Gateway, Broadmeadows | Victoria 3047Ph: 0429 429 539 or 02 6656 1979 | E: treasurer@glidingaustralia.org | w: www.g lidingaustralia.org

 

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 <BJeffrey@brjeffrey.com.au> 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.

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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!

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