Version 1 PORTCHESTER SAILING CLUB Minutes of the General Committee Held on 24 Sept 2018 Minutes Approved: Signed: Dated: Committee Members Present Apologies given Jim Watson JW Commodore X Christiaan Beech CB Vice Commodore X Rob Shrimpton Rear Commodore Marine X John Roberts JR Rear Commodore House X Angela Whiting Club Secretary X Ian Currie IC Hon. Treasurer X Reg Sillence i Trustee X In attendance Chris Prowse CP Minute Taker X G 1 APOLOGIES as above. ACTION G 2 MINUTES OF THE LAST EXEC MEETINGS 2.1 The minutes of the General Committee held on 23 July 2018, were reviewed and approved subject to minor amendments. Proposed by IC, seconded by CB and carried by all present. G 3 MATTE ARISING and not covered elsewhere. 18.3.1 A stock check of the moorings stock is urgently required from the Moorings Officer for the production of the End of Year Accounts. David Kelly has agreed to take on the work as Moorings Administrator. We still do not know how much moorings stock we have. 18.5.1 Steve Rukin commented on parental consent forms having to be provided for every individual event being organised by the clubs. He was asked to check the RYA's guidance. SR is going to produce some parental consent forms. Parents need to sign their consent for each sailing event. 18.5.2 JR said that the boiler had been incorrectly connected with the radiators put on the hot water circuit. Also the boiler is not working under control of the time clock JR has received the electrical installation certificate but the three phase fuse panel is not labelled. The distribution board is to be labelled. The building team need to get back to the contractors. JR to liaise with Alan Sayle for wording for the letter to the contractor to get the outstanding matters resolved. to prepare the letter. 18.7.1 to confirm with Doug Latta that there is an adequate risk assessment in place for the Open Meetings. has written risk assessment himself for recent events. 18.7.2 Regarding (July 2.2 and June 5.6/7) advice offered by Nigel Salmon about H&S matters. It was agreed that the club should go with the recommended external company. The committee passed a resolution to allocate 3,000 per annum for a 5 year term for H&S management by an external company, to be reviewed annually. Matter is now closed. 1 With Marine JR JS closed
18.7.3 Regarding appointment of Data Controller (July 5.2). JW had attended a briefing at Hampshire County Council about GDPR where he was advised small organisations (under 5,000 people) no longer need to appoint a Data Controller. to request Colin Slade to put a note on the website advising members with queries to write to the Membership Secretary. 18.7.4 Regarding appointment of bookkeeper (July 5.3). IC and CB have interviewed and contracted with a bookkeeper. The bookkeeper is Beverly Daly who will report to the Hon. Treasurer. 18.7.5 Regarding (July 8.4.1) to get the Rule and Bye-Law changes out to the membership. 18.7.6 Following a discussion about increasing galley turnover, potential implications of a social membership category and the Health and Safety implications of the public passing through the boatyard; the committee decided to put a resolution to the membership at the AGM. Resolution to give Management the authority to allow general public access to use the Club House facilities during the week. to add to list of proposed resolutions. IC to talk to the club's insurers about the implications of letting members of the general public into the Club House. to create a procedure regarding responsibilities for Trailer H&S and inspection of trailers, boats on props and cradles. Version 1 IC G 4 CORRESPONDENCE 4.1 A letter had been received from Roger Price and Ian Meredith looking for a contribution towards a commemorative WW2 memorial in St Mary's Church. GenCom agreed to contribute 250. Response letter received thanking the club. 4.2 Two letters have been received from non-members wanting to sell their boats via the club's website. The committee resolved that it was not the club's policy. 4.3 A letter had been received offering the club a Portchester Duck (No. 38). The donor Anthony Bailey had it built from the original plans and wishes it to be used for junior sailing. As a wooden boat of historical interest, it must be maintained, covered and insured. Graham Allibone and John Roberts are going to inspect it and try to get the plans too. G5 APPOINTMENTS & VACANCIES 5.1 All role descriptions are on the website. It was decided that should get all the required jobs advertised on the front page of the website. All Job specs sent to Colin Slade to put on website. CB said that the Vice Commodore's role description needed to be updated. 5.2 Current vacancies: Maintenance Secretary (work shared out among Maintenance Committee members) Maintenance Committee Members Health and Safety Responsible Person (Nigel Salmon appointed H&S Liaison reporting to JR) Social Committee Members Membership Assistant Administrator Beverly Daly has agreed to undertake some administration duties and Tony Wilde is meeting with her on this point. Mooring Team Members. 2 JR
Version 1 G 6 Treasurer's Report 6.1 The management accounts for the 6 months ending 31/07/2018 have recently been circulated by Christiaan. This report focuses on the cumulative position to 31/07/2018. 6.2 Summary Highlights Cumulative to 31st July 2018 Income from Fees and Subs Other Income (inc Bar & Sublift) Expenditure (inc Depreciation) Operating Surplus/-deficit before special projects/other items Actual Budget Prev Year Comments 111,895 124,077 100,356 See Note 1 below 5,488 5,442 8,150 42,436 43,658 33,942 See Note 2 below 74,990 85,861 60,483 See Note 4 below Special Projects 75,190 30,028 Bar Inc Food Turnover 30,502 28,721 Gross Profit % 49 47 Expenses 12,408 11,729 Galley Income -1,566 0 Net profit/-loss (inc food) 4,250 1,800 2,267 Cash at bank 226,138 518,342 Loans owed to members -31,000-100,000 6.3 Notes 1. The major variance is on subs & fees which are down by 12,3182 on budget but up 11,539 on previous year. 2. This favourable variance is mainly due to savings on delays in employing admin person and more income on training. 3. It is good to note that Training and the Bar/Galley are performing much better than budget. 4. We are therefore showing higher operating surplus than previous year, before special projects. 6.4 The Committee authorised Lloyd's Bank to accept cheques in the names of PSC and PORTCHESTER SC. 6.5 A budget meeting is being held on the 25 th September and it was agreed that we should aim for a surplus of 10k to make allowance for replacements and unbudgeted items. 3
G 7 Development Reports 7.1 Club Development Plan 7..1 The Club Development Plan has one more addition to be made by JW then it should be published on the website. 7.2 Bandstand / Cadet Clubhouse. 7.2.1 If we build a log cabin that was any bigger footprint than the bandstand, it would require planning permission, and there are tree roots to be avoided. It would delay the start and cost perhaps 3k to 6k. If we refurbish the bandstand, keeping the weather out, adding insulation, lighting, power points and Wi-Fi - we would not require planning permission and could begin without delay. We might spend about 1k if we did it with volunteers. If it proves to be a success, we could apply later for planning permission and locate it somewhere better. 7.2.2 The committee voted unanimously in favour of the refurbishment. It needs to be managed as a project by someone associated with House and/or maintenance. 7.2.3 The footings for the half ISO Container are down. The container is expected within a week or so and is expected to cost 1300 to 1400. 7.3 Funding and Grants 7.3.1 Application for a grant for a second RIB. The committee resolved to allow marine to submit an application for the grant. G 8 Additional Items 8.1 Election of Officers 8.1.1 List of Flag and Executive Officers to be replaced at the AGM: Commodore Vice Commodore RC House RC Marine Honorary Treasurer Hon. Secretary Training Secretary Sailing Secretary Membership Secretary Club Boats Officer Boatswain Foreshore Officer It was agreed to email the membership advising them of the vacancies. 8.2 GDPR 8.2.1 Awaiting confirmation that all the officers of the club have signed their GDPR documents. 8.3 Membership 8.3.1 We need to follow up on the new memberships up by getting their training needs and getting them involved in the club. Recruiting and allocating mentors needs to be given more priority. JW to progress. 8.4 Rule and Bye-law Changes 8.4.1 A Commodore's Message was circulated by e-mail on the 30 th August to the membership containing the proposed Rule and By Law changes and explanations. There has been very little response apart from a few e-mails about access for dogs. Access for Dogs will be handled as a resolution to give GenCom authority to amend the by-law. Version 1 JW JR JW 4
Version 1 8.4.2 See Matters Arising 18.7.6 regarding public access. 8.4.3 CB said that complaints should be handled by GenCom rather than the larger Operations Executive as currently indicated. The committee agreed that the policy should be changed. 8.4.4 Check in revised Rules/bye-laws: Members Third Party Insurance Cover to be at least 3M. 8.5 AGM Agenda 8.5.1 AGM papers have to go out a minimum of 14 days before the AGM (18/11/2018) 8.5.2 The Rule and By-law changes need to be addressed at the AGM before the Election of Officers 8.5.3 to circulate a draft AGM Agenda to GenCom for checking. G 9 Items to be raised at next meeting ( Wed 24 October 2018) 9.1 Contact about any matters to be raised. 1. AGM Agenda 2. Election of Officers 3. Budget 4. Rule and By Law changes 5. Appointments and Vacancies G10 AOB 10.1 Annual review of insurance on 25 October. IC will attend. 10.2 Need to appoint a Visiting Rally coordinator. The committee did not think that it would be worthwhile to charge for visitors moorings or pontoon usage. 10.3 The weather station software has been updated. JR said that he needed to buy a module to get it on-line for about 200 or 300. 10.4 The Operations Executive has recommended giving 250 to the Third Portchester Scouts, as a token of gratitude for their support at a number of events this year, subject to ratification by GenCom. This is a one off payment. GenCom approved the payment. asked to send their payment details to her. 10.5 The Membership questionnaire had been circulated for comment. GenCom agreed that it could be sent round to the membership. Need to produce a document to describe the procedure for using the derricks. 10.6 Club members required to run the cadet club. 10.7 said that he did not think that the club would ever be able to use the scout's RIB. JR said that the scouts parents now had a PIN to get into the club while the scouts have activities. 10.8 At the Operations Executive meeting there had been a request that JW send out a letter to the membership inviting them to the end of sailing season event the Rum Run sailing event and party in the evening. JW Meeting closed at: 22.10 hours NEXT MEETING: Wednesday 24 October 2018 at 19.30 hours 5
P.S.C. GENERAL COMMITTEE MEETING To be held on Wednesday 24 October 2018 at 19.30 hours Version 1 AGENDA 1. Apologies 2. Minutes: Minutes of the General Committee meeting held on 24 Sept 2018. 3. Actions and Matters arising. 4. Correspondence 5. Appointments & Vacancies 6. Treasurer s Reports 7. Development Plan Report: Club Development Plan document Funding and Grants 8. Additional Items AGM Agenda Election of Officers Budgets Rule and Bye-Law changes Appointments and Vacancies 9. Items to be Raised at Next Meeting Ratify Renewal and Additions to Club Insurance Policies Agree AGM Papers before issue to the Membership 10. AOB Dates for meetings: General Committee Meetings are 4 th Monday every month except August. F&P Committee Meetings are the 1 st Monday every month except August. Ops Exec 03/07/18 04/09/17 02/10/18 06/11/18 04/12/18 GenCom: 23/07/18 24/09/18 24/10/18 26/11/18 18/12/18 AGM: Sun 18/11/18 6