MINUTES OF AGM HELD ON 29 JANUARY 2012
Present: David & Hazel Atlass, Dave Brough, Phil Broughton, Jeanne Constable, Gordon Cooper, Janet Faulkner, David & Patricia Fisher, Clive Di James, Dave Kee, Alan Koch, Jean & Tony Martin, Alan & Monica Shackman.
Apologies for absence: Mandy & Richard Bosworth Jones
1) CHAIR
It was agreed that Dave Brough should chair the meeting which it was noted was the 25th since the boat sharing scheme had started.
2) 2011 FINANCES
Phil explained the financial report for 2011 and drew attention to the following:
- We had budgeted for a loss of £357 (in order to provide for the cost of new lino) but had actually achieved a surplus of £157.30
- Boat usage had increased by 26% on the previous year and income from non-participants was also up.
- Expenditure was a little less than budget as a result of a saving on moorings more than offsetting a small overspend on scheduled maintenance and unplanned expenditure on water tank repairs.
- There had also been a saving of £100 on cleaning the boat after the working weekend as this had been done by Janet and Phil who were commended by the meeting for their very effective work.
- The £100 contribution to a worthy waterway cause was also unspent because of uncertainty about the money be needed for the water tank
The meeting thanked Phil for his work in managing the scheme and he emphasised how much was done by Di as Treasurer and she was also thanked.
3) PROBLEMS ENCOUNTERED AND OVERALL SHAPE OF SCHEME
It was agreed that the overall shape of the scheme continued to work well. On operational issues it was again emphasised that not all users notified everybody of the final location of a trip. This made it difficult for people to plan where they might take the boat and the requirement was again endorsed.
A query was raised about whether the lack of information about the boat’s location was because it was being left unused for lengthy periods and there was nothing to communicate. The failure of some members to advise that they would not be using an allocated week added to the problem.
It was proposed that we should change the allocation system so that the only booked weeks shown on the timetable people would be those for which a specific bid had been made and that blank weeks would be available for anybody to book during the season after consulting other members.
ACTION
- All members to use theemail address notify boat location at the end of a trip.
- Allocation system to be changed to a bookings only basis and Boat Location Recorder to issue specific operational instructions.
4) PARTICIPANTS
The meeting formally noted the resignation of Alan and Monica from the scheme following the purchase of their own boat and wished them well in their future cruising. Alan was also thanked for his many years as Boat Location Recorder.
ACTION: All to attempt to identify a possible replacement member.
5) SCHEDULED MAINTENANCE
Phil presented the list of scheduled maintenance items for 2012 which had been subject to prior consultation and put in an order of priority with an allocation to individuals suggested by him, Dave B and Gordon. The list was agreed up to priority 5 with some minor deletions and alterations in the estimated costs.
It was proposed that the bulk of the work be carried out in one working weekend before the start of the season but that a second weekend be arranged in November for the hull to be re-blacked; this would even out the intervals for treating the hull to fit the timetable for the next boat inspection.
ACTION:
- All who are available to make themselves available for working weekend on 23-25 March with those unavailable on that date attending during weekend of 16-18 March.
- Boat blacking to be carried out on weekend of 9-11 November subject to confirmation of dry dock booking
6) 2012 FINANCES
The meeting discussed the draft budget for 2012 and it was agreed to leave share costs and charges at their current levels.
ACTION: Share costs to be paid to Di as soon as possible.
7) CRUISING AREAS
The previous AGM had identified London asthe cruising area for 2012 to coincide with the holding of the Olympics and the distinctive boat name. It was noted that there would be severe restrictions on mooring because of security considerations and it was proposed that for part of the time the boat should visit the Basingstoke Canal and River Wey. This would be totally new territory but one drawback would be that the boat could not be left unattended on either of these waterways. It would therefore be necessary to have a continuous period of say three weeks when one booking followed another although Alan K volunteered to “babysit” the boat if there was a short period between bookings.
Reservations were expressed by some members about whether it was going to be a practical proposition to organise a three week period but Jean offered to consult interested people to see if it was achievable. It was agreed to proceed on this basis but to have a fall-back position for the summer location to be changed to the Braunston area.
It was also proposed and agreed that before taking the boat south there should be a period on the Llangollen Canal.
ACTION: Jean to consult interested members about cruising the Basingstoke and the Wey and final selection of cruising area to be confirmed after that.
8) APPOINTMENT OF OFFICERS
The following officers were appointed:
Treasurer – Di
Deputy Treasurer – Phil
Secretary – Phil
Compliance Officer – David A
Working weekend organiser – Phil
Boat location recorder – Jean
Thanks were recorded to the officers who had been reappointed and to Jeanne for organising and preparing dinner.
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