5
SOUTH SHIELDS SAILING CLUB
MINUTES OF THE GENERAL COMMITTEE MEETING
HELD ON 21st Feb 2013
Present: Bruce Robinson (BR) Barry Finlay (BF) Colin Johnson (CJ) Brian Mackley (BM) Niall Graham (NG) Clare Philbrick (CP) Ian Martin (IM), Sophie Carr (Newcastle Uni), Yvonne Henry (YH), Gavin Sharp (GS), James Henry (JH)
Apologies: Dave Rowe (DR), Jason Riby (JR), Karl Milford (KM),
The meeting was opened at 19.30
10/13 Minutes of the Meeting held on 17th Jan 2013
Accepted as correct record (proposed BR, seconded BF)
(all committee members to sign minutes of Jan meeting as record of being trustees).
11/13 Correspondence
New correspondence
a) Email (18/2/13) received from Alison Lomax, Community Engagement Officer, ORCA Your Seas. www.orcaweb.org.uk, would like to offer us a free whale and dolphin talk this spring. Want to give members some information about what species of whales and dolphins are seen in the North Sea; when, where and how best to spot them. (part of outreach project in Tyne and Wear).
Keen to offer to Scouts and Sailing Club members – suggest Wed evening –20th March, 27th March, 3rd April, or Sat night. Clare to contact to arrange. CP
b) Email (11/2/13) from Dan Hall from Catch22, young person's charity looking to invite 16-17 year olds on to the National Citizen Service (NCS) a government-funded summer programme. Wants to arrange a quick chat to tell us more about the NCS programme. Clare to pass to Bruce, more potential relevance to scouts. CP
c) Email (26/1/13) received from Stephen Scullion requesting day skipper course. Replied explaining club does not offer this course.
Looking on RYA website has us down for more than we offer – can we update, what courses do we offer?
RYA First Aid, Power Boat Level 1,2, Safety Boat, Dinghy Level 1,2,3
Dinghy Day sailing, Dinghy Seamanship Skills, Dinghy Performance Sailing, Dinghy Sailing with Spinnakers, Youth Sailing Scheme 1,2,3,4, Clare to request update. CP
d) Communication to Ian requesting to join club and train, agreed response should be courses arranged based on member demand, suggest coming to open day.
IM
Matters arising
93/12 (a) Barry received letter from Keith Palmer, researcher of David Milliband, MP, saying he would write to minister querying on our behalf and let us know when had response.
84/12 b) Sport England grant - no further update on this – agreed to hold money until a response received. Barry received reply suggesting we can purchase harnesses.
Agreed to purchase 2 x harnesses, size large so can fit all (flexible) NG
Barry to reply to Sport England confirming spend on harnesses. BF
12/13 Membership
New membership Business
Further reminder membership due. Still membership fees coming in.
Matters Arising
85/12 Three outstanding payments from last year Warren Shelton Jones (49er), Mark Campbell (Enterprise) and Stuart McLachlan (GP14). They were all written to when membership renewal notices were sent out. No response from any of them.
Confirm what boats are in the compound and that relevant info been passed onto owners. Done YH
Agreed to write to members stating that if we do not hear back within 1 mth, then club will dispose of boats and sell to cover costs owed. YH
Confirm time period after which should sell boats, committee propose go ahead with sale. BR
13/13 Sailing
New Sailing Business
a) Pre-season meeting - Request to all flag officers to forward reports to Barry (standing in as secretary) to help writing of minutes, and keep meeting short!
(Agreed 5.4.1 start on Sundays.)
Matters Arising
4/13 (a) Date/agenda agreed for pre-season meeting 24th March. Invites to be sent to club members. DONE CP
4/13 (b) Ian to schedule meeting to arrange rota with Jason, Ian, Bruce. IM DONE. 2013 Rota has been sent out to club members.
Comment regarding rota that not all requests sent in with membership forms are accommodated for. Explained difficult exercise to manage all requests, and specific dates.
Proposal for next year to clarify wording on form for next year – remove “preferred” and have only “not available dates”. YH
Another option was to give members opportunity for e.g. 2 week window to commit to chosen dates. Gavin offered Adobe Professional to use as web form.
Dave Rowe keen to work own option or DutyMan. IM
Proposal to send out contacts (email, phone numbers) to whole club, Yvonne to send out communication to confirm if any members object. YH
4/13 (c ) Bruce confirmed that a Race Officers course run by the RYA is confirmed for Wed night 7pm on 10th April, 17th April, at the club (before Wed night sailing season starts). Course open to university as well. Ian to put on website to advertise. Yvonne to advertise nearer time. Details 7-9.30pm, Steve Gibbons. Already on website and facebook. IM
69/10(b) Ramp Users Group. Did not meet in December. The next scheduled
meeting is February 2013. No meeting til further notice.
95/12 Key Dates
· 9th Mar RYA Regional conference and training day
· 24th March. Pre-season meeting/ Final day of Spring Splash
· 31st March Start of Season
· 20/21st Apr RYA(NE) sponsored Laser coaching
o Same weekend as SI course (requires all RIBs functioning).
· 27-28 April Monohull open – Europe travellers circuit will join
· 18th May NEYT series event
· 18/19th May RYA “Push the Boat out” weekend
· 8-9 June Cat/Assym open
86/12 e) The RYA is proposing to hold an Ovington boat day, this has been
provisionally organised to be held at Sunderland Yacht Club. Dates TBC. No further response received. BR
95/12 (a) Proposed dates for South Shields open events.
· 27-28 April Monohull open – Europe travellers circuit will join
· Confirm how many boats to expect. Expect 10 IM
· 8-9 June Cat/Assym open
Committee questioned if there were sufficient boats to run fast handicap.
Propose to leave until nearer time depending on size of fast fleet.
Runswick Cats down coast are a possibility – Sophie has contact – she will pass on contact. Ian to forward flyer. IM
c) Ian /Jason met with Tynemouth committee representatives.
Agreed critical to agree exact dates before sorting rota so its’ clear for all members what is happening each weekend. Advertise with rota and on website. DONE
Present proposal to club at PreSeason meeting in March. IM
Ian to propose method to combine results fair for morning only/afternoon only and share in Feb committee meeting. (e.g. first 15 races). IM
Proposal – Pursuits as one series, Sprints as one series, on Tynemouth shared days, count 3 morning races as part of morning series (part 1, part 2), afternoon (one series for year).
Committee agreed.
Ian to share at pre-season meeting, together with particular trophies e.g. Youth, U14, U18. Also proposed to recognise with trophy anyone’s first win. IM
Concern was raised that on Sunday afternoons when offering no races, risk of people missing out on sailing, which may put people off. Committee consensus was that other clubs manage with different events at different times, and rota was clear. Continue to monitor, and can reassess mid season.
Propose to send reminder to members on Friday night of plan for racing. Ian to setup with list from Yvonne. Suggestion could add quick report, and even photos. Also to remind of duties. IM
100/12 BR is working with Alan to run RYA day training session at SS. BR
Organised for 20-21st April laser coaching. NO FURTHER UPDATE.
Several committee members met Adam on 16/1/13 to understand how RYA can help south shields, in particular young people.
Most likely options are instructor training (teach us to coach, build base of volunteers), and possibly coaching. Propose to add this training time on top of 6wk training already proposed within club to extend over a total of a 10wk programme (4 additional Sundays), and transition beginner group to club racing.
Adam to put proposal together, submit to RYA head office, see what outcome is, then come back to us.
Possibility to combine with university social sailors at same time in year (Sophie to advertise). SC
14/13 Treasurer
Matters arising
· 96/12 Water bill has increased from £45 to £120 per month. Neil has discussed with Northumbria Water and confirmed the reduction for zone 1 is still in place. They have confirmed the amount we have been charged is correct (verbally) and in line with the agreement. Neil to investigate further.
Conclusion is rates going to £50, as well as rebate. Also Niall /James to confirm if fit “community user” category to drop to level 1 rates, and apply. DONE NG
Financial Position
Balances reported by the Treasurer :
· Building Society £28,227
· Current Account £14,495
· Catering Account £7,761
· Development Account £261
· Cash at Bank £50,744
Treasurer’s summary
· Finances still reasonable, but boiler expenses to come off.
· This time last year £5200 of main account monies from grant so compares to last year
· Owe £9000 for new boiler
· Membership fees arriving steadily
15/13 Development and Training
No new Development and Training
Matters Arising
6/13 a) Concern raised that embarking on training/RYA courses would mean we would need to continue in future years. Discussed option of putting on courses with Newcastle University student qualified instructors. Agreed to monitor demand and review as a club in future. Would like to be able to offer a course if sufficient interest at open days in the summer, with new members signing up. Option for more involvement with University, both participants, and instructors (DI’s).
43/12(a) New OD handbook has been produced that includes responsibilities for mark
laying and rescue boat requirements before, during and following racing. Requirements for radios have also been included plus the advice provided by AQHM during his talk on safe water operations. A check list has been provided listing the requirements for safety crews before and after sailing. The OD instruction book now needs to be updated and included in OOD Box. This is ongoing. To be ready for start of season IM/JR
88/12 (a) PB courses TBA. Dates to be agreed. JR/DR
No further update. Update? CP to contact before next committee meeting.
(b) VHF user course be arranged. John Marshall to advise when. Propose Wed evening before Wed racing starts.
Propose to contact John and request course to be held Wed 20th March. JR
Barry to ask Jamie if able to offer course. BF
(c) First aid course arranged for Saturday 26th January, 10.00am-4.30pm,
Free for club members, £25 for anyone else. James confirmed course already full. Went ahead successfully.
There was a request for a further course, in particular from university members. JH
97/12 Committee agreed that communication to inform members that there is already the option to bring friends on a few occasions without charge. The plans for this year have already addressed several of these issues.
Yvonne to send note out with rota to inform members of option of bringing friends. To send with next communication to members. YH
Emails to be sent out to younger members with surveymonkey to get feedback No update. . JR
Suggestion to hand out paper copy to children. Niall to contact Jason to get questions. Bruce/Niall to arrange. Bruce/Jason.
(b) JR/NG discussed that on Sat afternoons 12-5pm in Mar/Apr, JR/GS to do race coaching for developing sailors, and NG/BR to do RYA1,2 courses for ~6 people. Plan to run at same time to share rescue. Open to members, no charge but pay for logbook (£5). Neil to send an email informing limited places due to coach/instructor availability. Also attract more beginners. Now full. JR
Jason said needed more volunteers for coaching.
Colin offered every other Saturday – to arrange with Jason. JR
Suggest contact Kieran Alcock.
16/13 Social
New social business.
Tony Cochrane (ceilidh band) advertised an event – posters to go up.
Matters arising
7/13 a) Committee agreed Alan Manson could use the club room on Sat 16th Feb 2013 for a family party.
98/12 Following arrangements needed for Dinner/Dance confirmed for 9th Feb 2013:
· Trophies need to be collected during Dec/Jan. Email to individuals who have trophies. Done – majority of trophies now at the club. DONE IM
· BR/KM to help with engraving. BR/KM
o Bruce to take in 18/1/13. DONE
· Dinner dance went ahead. Enjoyed by all, huge thanks to Kami and Helen for great job organising.
Suggestions for next year to increase formality – silver service, choice on menu. Balance of cost vs presentation. Possibility to look at other hotel options - Roker (?) Hotel, Marriot Hotel, Stadium of Light. Another suggestion was to have catering at the club.
Also looking for volunteers to organise.
Add to AOB for Pre Season Meeting, as well as very well deserved thanking Kami/Helen.
17/13 House
New House Business
Water boiler in kitchen is in a poor state. Suggest need to replacement despite tight budget. Propose bring options / quote to next committee meeting and discuss finances then. ALL
Concern that boats used by Scouts, the club has entitlement to use, clarified that for Youth Training only.
Matters arising
63/12(a) Kitchen extraction fan still not working. Needs good weather to fix. BR/CJ
81/12(a) Committee agreed needed to replace boilers, as they seem to be beyond repair.
Neil to get Karl’s input on boilers. NG
James to seek advice on risk of Legionnaire’s disease before decision. Done Confirmed do have a risk.
Neil confirmed quote, after meeting with company (JR/BR) total of £7600 plus £1400 VAT.
Committee agreed need to go ahead with replacement due to ongoing issues with boilers. Tenders need to go in archive for records.
Committee voted through, Niall to go ahead and place order. NG
Also need to look at service contract for water heaters, need to arrange for 2014.
Done.
99/12
(a) Jason commented safety boats 4,5,6 do not get used as they look tired/deflated. These need to be back in operation for April. Need to investigate option to get slow punctures fixed – would need to do this in January. BR/CJ to investigate Tues coming.
Aim to get repaired professionally, try Diving Centre next. BR/CJ
C1 gone to be repaired. C3,4,5,6,7 to go one at a time to get fixed. Lynch boats in Morpeth.
Advice to be added to OD and rescue instructions on level of pumping up. IM
(c ) South Shields sailing email addresses. This option is possible, request from DR. IM
DONE. Already received several emails to secretary.
18/13 Any Other Business
NEW
a) University communicated that steering in grey rib did not work. BR