29/11/2010 11
ERITH YACHT CLUB
GENERAL COMMITTEE MEETING
Monday 25th October 2010 at 20.00 hours
October Minutes
EYC Clubhouse
1.
President / Fred Finck / FFVice President / Ann Finck / AF
Vice President / Brian Crickmore / BC / Apologies
Commodore / John Edmonds / JE
Vice Commodore / Mick Kemp / MK
Rear Commodore / Trevor Cambridge / TC / Apologies
Hon Secretary / Val Torreggiani / VT
Hon Treasurer / Steve Dabner / SD
Sailing Secretary / Robert Hall / RH
Bosun / Mick Downs / MD / Apologies
Committee / Guy Bates / GB / Apologies
Iain Buckland / IB
Jim Freeman / JF / Resigned
Sheila Hamilton / SH
Jeremy Michell / JM
Geoff Pigott / GP
Malcolm Tuck / MT / Apologies
Andy Woollard / AW
Chair Wine / Hugh O’Byrne / HOB
EYC Bookkeeper / Jacqui Daghini / JD / Apologies
IT Co-ordinator / Alan Cooper / AC
Member House / Richard Szczepankiewicz / RS
2. Minutes 4th October 2010
Agreed
3. Matters Arising 4th October 2010
None
4. Officer of the Day, Cleaning Rota and Incident Book
Officer of the Day
Date / Action03.10.10 / Mark Browne
10.10.10 / Michael Caton
17.10.10 / Phil Wick
24.10.10 / Brian Pettitt
Cleaning Rota
W/ending / Duty Officer / Completion StatusIncident Book
Date / Incident / Signed12.10.10 / Training equipment store door left unlocked / Ron Dott
24.10.10 / Green Gates left open all night / Fred Finck
5. Membership
a.
Name / Status / ProposerRebecca Hill / Youth Member / Ed Sumner John Edmonds
Harry Watson / Youth Member / Ed Sumner John Edmonds
Ben West / Youth Member / Ed Sumner John Edmonds
The above Youth Members are welcomed to the Club.
b. Membership Figures October
Membership Status / September / OctoberFull Member / 98 / 98
Full Family Member / 29 / 29
Family Member / 29 / 29
Community Member / 15 / 15
Youth Member / 108 / 123
Temporary Member / 147 + / To be confirmed
Up River Member / 38 / 38
Life Member / 10 / 10
Honorary Member / 10 / 10
6. Secretary
a. Moorings
1. Alex Fairweather – 20ft Hurley
2. Derek Curtis - 14ft Dinghy
3. John Ruby – Kerry on station
4. Mick Woodhams – Honey on station request All agreed
7. Security
a. Automatic dial out system organised. Six volunteers now logged with AC. AC is creating a procedure and CCTV checklist.
b. Automatic Gate Security
· Razor wire to be fitted on top Agreed £50
· Extension phone line to be installed 17th November
· Bar Members know code to open the gate but not to be distributed for security
· Green Button to be set to be operational between 08.00 and 18.00 hours and possibly be set to deactivate if site unoccupied earlier than 18.00 hours.
c. CCTV
· System to be upgraded as agreed in Committee. Agreed £700
· If suitable coaxial cable installed to gate we may be able to install standard camera at no cost.
· Otherwise Ethernet IP based camera to connect to gate control system wiring to be purchased. Agreed £300
8. Treasurer
A - NatWest Current AccountIncome / Expenditure
Balance B/Fwd September / 13,975.77 / Small Transactions : / 1,770.13
Standing Orders / BACS / 1,473.56 / Larger Transactions (£500+) :
Fees / Keys / 1,405.00 / PLA (Credit Note) / 6815.20
Catering - Lunches / 476.50 / Groves John & West / 828.61
Diesel Sales / 221.43 / EDF Energy / 790.00
Dingy Open / 220.00 / LBB / 676.00
Donation / 100.00 / Bequest - Bench / 984.15
Sale of Scrap Metal / 1,000.00 / Grand Opening / 617.84
Sub-Total / 18,872.26 / Sub-Total / 12,481.93
Balance C/fwd End September / 6,390.33
Total / 18,872.26 / Total / 18,872.26
Balance B/Fwd October / 6,390.33
Larger Transactions so far for October :
LBB / 676.00
Contribution from Bar / 4,500.00 / LNS Keels / 4,000.00
Sub-Total / 10,890.33 / Sub-Total / 4,676.00
Balance C/fwd October to date / 6,214.33
Total / 10,890.33 / Total / 10,890.33
B - Bank Balances / As of Date
NatWest Current A/c / 6,224.57 / Includes MTM £3,934.40 / 05/10/2010
Uncleared Cheques, etc. / 165.76
Adjusted Balance / 6,390.33 / Reconciles to ledger - end September
NatWest Reserve / 45,485.21 / 05/08/2010
Bar Account / 7,119.79 / 08/10/2010
Training / 6,147.23 / 13/09/2010
Total all Club Accounts / 65,142.56
Project Account / 58,720.87 / Inc Cory £80k / 10/08/2010
C - Services / 12-Jul / 08-Aug / 13-Sep / 11-Oct
Gas / 135,857 / 191,760 / 239,439 / 272,210
Water / 5,144.18 / 5,212.05 / 5,275.81 / 5,304.92
Electricity / 399,088 / 403,688 / 409,419 / 413,266
Services - Usage
Gas / 55,903 / 47,679 / 32,771
Water / 67.87 / 63.76 / 29.11
Electricity / 4,600 / 5,731 / 3,847
Services - Approximate Cost
Gas (/250 for LPG) / 71.56 / 61.03 / £41.95
Water / 78.61 / 73.85 / £33.72
Electricity / 441.05 / 549.49 / £368.85
D - Cashflow Analysis - Main :
Attached as separate file. Please pay particular attention to the forecast of October month, predicted shortfall in current account will occur this month. As previously approved by GC, we will transfer £5,000 from Reserves to eliminate the possibility of overdraft.
E - Cashflow Analysis - Training : / To be sent separately
F. Fees (Full details on Attached Sheet)
CATEGORY / 2009 / 2010 / % Inc / 2011 / % Inc / Members Sep10 / Mooring / Income 2011 No Increase / Income 2011 +5.5% / New Members 2011 / New Income 2011Full Membership / £151.00 / £168.00 / 11.3% / £177.00 / 5.4% / 98 / £16,464 / £17,346 / 12 / £ 2,124
Family Membership / £226.50 / £255.00 / 12.6% / £269.00 / 5.5% / 29 / £ 7,395 / £ 7,801 / 4 / £ 1,076
Up-River Membership / £ 30.00 / £ 33.00 / 10.0% / £ 34.00 / 3.0% / 38 / £ 1,254 / £ 1,292
Youth Membership / Free / Free / Free / 108
Initial Joining Fee / £ 50.00 / £ 65.00 / 30.0% / £ 68.00 / 4.6% / 16 / £ 1,088
Contingency Fund / £ 25.00 / £ 28.00 / 12.0% / £ 29.00 / 3.6% / 127 / £ 3,556 / £ 3,683 / 16 / £ 464
Gift Aid (at Members discretion) / £ ? / £ ? / £ ?
£28,669 / £30,122 / £ 4,752
Moorings – Cruiser / £366.00 / £380.00 / 3.8% / £400.00 / 5.3% / 71 / £26,980 / £28,400
Moorings - Dinghy / £ 97.00 / £105.00 / 8.2% / £110.00 / 4.8% / 27 / £ 2,835 / £ 2,970
Unused Trailer / £150.00 / £160.00 / 6.7% / £168.00 / 5.0%
Initial Mooring Fee (Cruiser) / £175.00 / £184.00 / 5.1%
Initial Mooring Fee (Dinghy) / Free / Free / Free
£29,815 / £31,370 / £ -
Family Member / 29 / 4
Community Member / 15
Temporary Member / 147
Life Member / 10
Honorary Member / 10
Total Membership / 484 / £58,484 / £61,492 / 20 / £ 4,752
Notes :
> Other than inflation and VAT there are no increases in fees
> Increase in fees is inflation 3% plus 2.5% VAT rise due January 2011
> Financial Plan for 2011 is fully funded but assumes zero transfer to Reserves
> Higher number of members in 2010/11 permits wider distribution of running costs
> Financial Plan assumes an increase in 2011 of 16 full Members over September 2010
> Any revenue generated beyond the conservative estimates assumed will be taken to Reserves
The General Committee wished to record a vote of thanks to Steve Dabner and the Financial Committee for their hard work this Financial Year.
G. Financial Plan
a. Figures attached
b. Notes to Financial Plan 2011
Erith Yacht Club has been really quite successful in 2010. The club house is now finished and we have occupied it since the end of May. Over the course of 2010 we have grown the membership substantiallyRevenues from membership have clearly risen significantly and are assumed to increase further in 2011. It is suggested that increases in Fees for 2011 be limited to inflation plus the known increase in VAT. A separate page has been included detailing the proposed fee structure and the revenue anticipated.
The Folgefonn bar was closed for a number of weeks before the Clubhouse bar opened at the end of May. Bar prices have been maintained at the previous level but we have seen revenues increase significantly from higher sales volume and keenly negotiated supply prices. Total contribution to General Funds for 2010 is likely to be at least similar to prior year, fully overcoming the effect of the period of closure. The assumption for 2011 is that the increased volume of sales will continue, although a conservative estimate has been used in the Financial Plan following discussion with Wine Committee Chair.
Catering has generated significant revenues in 2010, however largely from the free time provided by volunteers. In the absence of a clear action plan for 2011 it has been assumed that this revenue will not continue and a token amount shown in the Financial Plan
Training was provided with funding of £3000 from General Funds in 2010 but has been otherwise self funding from courses run plus first year donations from our funders. It is possible that Training may have a funding surplus by year end 2010 and be able to repay the General Fund, although this has not been assumed in the main cashflow analysis. For the 2011 Financial Plan it has been assumed that Training will be self funding and be able to contribute £3000 to General Funds. By the end of 2011 we do need to see a revenue generation run-rate that will cover all costs in 2012, including salary, without funding.
There is a known issue around the PLA charges relating to the cost of the pontoon. For the Financial Plan we have conservatively assumed no traction in discussions with the PLA.
Other issues exist around cost relating to consumption of electricity, cesspit emptying and cleaning. Larger estimates of 2011 cost have been included to the Financial Plan than in the original Business Plan although efforts to manage these costs will continue.
Contracts for equipment maintenance have not been completed and signed, however a significant allowance has been made for these likely expenses.
Overheads for the club have risen significantly but the increased membership has enabled distribution of these costs across the wider roster.
The attached papers reflect a fully funded Financial Plan for 2011 but assume zero transfer to Reserves. Any revenue generated or expense saving beyond the conservative estimates assumed will be taken to Reserves
9. Wine Committee
Wine Committee Report2010 / 2009
Q3 / Q3
Sales / £ 8,413.07 / £ 4,980.20
GP / £ 3,702.84 / 44% / £ 1,732.94 / 34.80%
N.B / £135 / New Hoist
Plastic glasses
YTD / YTD
9 Months / 9 Months
Sales / £ 13,475.01 / £12,576.70
GP / £ 5,410.44 / 37% / £ 3,632.67 / 28.88%
a. We have just completed Q3 financial and YTD report which is attached.
b. I believe the results speak for themselves which is strong testimony to the dedication of Ann, Mary, Iain and many other members who assist the Wine Committee Team and me as Chair who like to say THANK YOU. Our overall product costs have been maintained at a low level due to good prices negotiated with Greene King and also Ann’s astute purchasing at local supermarkets as well as good controls.
c. I would like to make a general comment to the members that if they have a product which they feel we should sell from their bar, for example Real Ale, then please can you discuss it directly with me and stop pestering Ann, Mary and Iain. As a committee we have been tasked with achieving certain financial targets by the General Committee and this can only be achieved by selling certain products behind your bar at a given cost price etc. In November and in December when we have several important Club events, I promise we will have a Real Ale on sale but you must ALL promise us that you will drink it. Thank you all for supporting your Wine Committee. Hugh O’Byrne
10. Health and Safety
No report.
11. Sailing
a. The sailing season has now finished.
b. 24th October season finished with the Ladies Dinghy Helm Race. 7 ladies took part.
c. 9th October was the last of the Travellers Series in which we had 10 boats taking part at Thurrock. Erith came away with the trophy for the most entries for the second year running. John Edmonds Commodore EYC won the race.
Well done to everyone who took part.
d. Work has already started on next year’s sailing programme. There will be an inter-club meeting on 31st October at EYC when we will sort out the main events for 2011.
e. I would like to take this time to say a big thank you to everybody who has helped with the sailing through the year.
Robert Hall
12. Moorings
a. Jim Freeman has been thanked for his hard work on behalf of the Club. We are grateful that he will continue to serve the Club but he will withdraw from Club Committees.
b. Richard Andrews has offered to undertake Moorings Chair for the duration of the year. Letter - VT
c. It is confirmed that Ron Dott is the designated EYC Fill Master and has the full support of the General Committee. His decisions concerning the Fill should be followed by Members. If Members have an issue with these decisions they should approach the General Committee through the Flag Officers or Secretary. Letter - VT
d. With growing Membership numbers more boats are coming On Station. Members are reminded that no vessel should be brought On Station without permission of the General Committee (Mooring Application Forms from the Secretary).