CARSINGTON SAILING CLUB LTD Minutes of the Management Committee Meeting Held on Thursday 19 December 2013 at Carsington Sailing Club Item Action Status 1 The Commodore welcomed the Committee which was deemed quorate. 2 In Attendance MC Members: Pieter ten Have, (PtH) Commodore. Tony Nicholson (TN) RC Safety and Training. Mike Stoker, () RC Shore. Mathew Coultas (MC) Treasurer. Gerry Fisher, (GF) Member. Simon Sutton, (SS) Member. Paul Hickman (PH) Member. Pauline Woodings (PaW) Member. Andy Banks (AB) RC Sailing. Peter White (PW) Vice Commodore (Temp). In Attendance: Ceri Knapgate, (CK) Manager. Apologies: Jack Sills. 3 Declaration of interest items 5(b) and 7(b). 4 Acceptance of the Minutes of The Last Meeting The Nov minutes were accepted subject to amendment requested by GF. Agreed Nem Com. 5 Matters arising a) Hon Sec position. Two nominations received. After discussion meeting decided to second Marie Thorton to the committee as Honorary Secretary. Proposed TN, Seconded AB Agreed Nem Com b) Safeguarding - Proposal to appoint sub-committee to investigate and make recommendations to consist of PtH, TN and CK. Proposed PtH, Seconded PW Agreed Nem Com. c) Medusa Database New database to be installed during Jan shut down. Old and New database programs to be run in parallel during 2014. MC asked to consider what functionality is required (urgent by end Jan). CK,PtH, TN Mick Radford 1
d) Social Events Concern over lack of interest in Christmas Dinner Event. 2013 social calendar reviewed, noted two events cancelled reasonable to very good attendance over all. Following action identified to improve 2014 attendance: 1) Events must be promoted by all members of the MC. 2) Request help from Galley in promoting events. 3) Set up specific promotional e-mail to members. 4) Identify organiser for each event. e) January Maintenance - Work parties to meet on Wednesdays/Thursdays each week starting 8 Jan. List of work approved with budget of 60 for materials. Awaiting quotation for showers upgrade cost to be agreed. ALL 6 Reports Reports received from: Manager, RC Shore, Treasurer see attached. a) Hon Treasurer: See report. 2014 budget expenses need to be reviewed. Need to challenge/justify unplanned expenditure. Need to find savings against controllable expenses. Need to enlist new memberships. Need to identify other/new sources of revenue. Noted lease limits rental of club facilities to sailing related functions. Consider need for telephone line to flat (is this required 200 rental charge per year) b) Manager: See report. Boat park review under way. Manager recommends MC to review berth charges for 2015 based on berth area not beam. Manager to make recommendation for future scale of charges. c) RC S&T: No report circulated. Six new Dinghy Instructors qualified during Nov. Toby Woodings nominated Young Sailor of the Year. CSC now part of DofE scheme, first sailing club to achieve this position. Article to appear in spring addition of RYA magazine. Club could form links with DofE reps in Derby Uni and schools. Scouts Peak 2015 need to find date for event, contact Scout Council. d) RC Shore: See Report. Three Sport England Grant applications submitted for a total of 72k. Results expected Q1 2014. Bar Proposal (attached) discussed and agreed in principle. Proposed Seconded PtH. Detailed plan to be produced. Club Room members survey discussed, to be circulated to MC for comment, return date first week Jan. Survey to be circulated to members mid Jan. 2014 Galley Contract to be issued this week. Copy to be circulated to MC for info. e) RC Sailing: No Report. Discussions with RYA and other sailing clubs highlighted similar situation re the lack of members taking part in the race series. Best Practice Actions identified. RCS proposed racing format (am 2 B2B + pm 3 B2B) discussed at Sailing Committee, initially accepted but later rejected. Sailing Sub Committee to be set up by RCS to review issues and recommend way forward. Existing (am 2B2B + pm 2B2B) format to continue for time being. Feed back from training required re barriers for new comers joining racing. Fleet Captains to be asked to meet trainees regularly to promote race series. All CK CK TN AB TN AB 2
CARSINGTON SAILING CLUB LTD f) Sailability: CSC Sailability entered into the Waitrose grant funding scheme for Dec. g) Web Team: No report. Web is up to date. Additional development work underway. Back issues of MC mins required for publication. h) Commodore: See Matter arising (b) Safeguarding. i) Vice Commodore: See Report. MC agree to support the Proposed Charity Event to replace the Ellen MacArthur event held last year. Sponsorship to be considered to offset any costs. 7 Any Other Business a) Committee Members Reports/Proposals: PaW suggested club rule 1.1.2 be revised: After up to the age of 18... Add... PW Those 18 year olds who are in full time education remain eligible for family membership during and up to the end if their 13th year of FULL TIME education. Ie those who's birthdays fall between September and December of their 13th year of education To be considered at Jan meeting. Boats Allowed to Sail Sub Committee requested MC approval of Version 21 of list. MC approved the list Proposed Seconded AB. Agreed Nem Com. b) Communication with members: Non received c) Synopsis of Minutes: to complete and circulate. d) Web: PH working on web update. e) General Feedback Non Received. 8 Date and Time of next meeting 16 Jan at 19.30 in the Clubhouse All 3
Reports Received Treasurers Report to 30th November 2013 - Summary As at 30th November, the club s accounts show a small profit. This is 10k behind budget, and means that the club looks likely to make a modest loss in 2013. Revenue is in line with budget and broadly in line with 2012. Membership subscriptions have not grown to the extent included in budget, but remain in line with 2012 despite increased membership fees. Open meetings and bar takings have been the main contributors to revenue in November. Costs to 30th November remain 8k over budget broadly in line with the same period in 2012. This is in part due to the timing of the final rent payment for 2013 ( 3k) which will recover by year end, and does not take account of the depreciation charge for 2013 which is likely to be significantly lower than budget. The club has incurred significant one off fees in November for legal costs and accountancy charges, although these areas remain within budget. The main areas of overspend continue to be training (offset by increased revenue above), and lighting and heating charges. Lighting and heating are currently showing a 30% increase on 2012 an element of this is catch up charges for 2012, and this is also subject to review by the Energy Working Party. Other smaller overspends on computer expenses and trade subscriptions are offset by a lower wage bill than budget and 2012. The 2014 budget was approved at the House Committee meeting on 21st November. It s prepared on the basis of minimal change from 2013, but with a plan to deliver a small profit in 2014 we will not achieve this unless we look for opportunities to increase club revenues and challenge ourselves to reduce our cost base through 2014. Activities in progress / actions -2013 ents of accounts for 2014 need to review assets / depreciation and provisions from 2012, and perform a stock take of clothing and the bar at year end Managers Report December 2013 Renewals Membership renewals have been produced and put in envelopes ready to be posted after Christmas. Actions from MC meeting The Galley fridge and freezer service has been completed. Both the double freezer and single stainless fridge have been thoroughly cleaned and tested for gas leaks and found to be in good working order. Arien has recommended that if there is any problem with the stainless fridge in future it would be more economical to replace than repair. This is down to the age of the unit and the type of refrigerant it uses. I am waiting for the final decision on what fridge to purchase in order to replace those condemned by the food standards inspector. All the dates for next years training programmes including powerboat and safety boat have been added to the website. Bookings are already being taken. New Year. I will be taking my annual leave of 3 weeks off at the beginning of January if there is anything pressing that needs to be dealt with please let me know ASAP. Marie will be at the club during January to start processing renewals however her working week will not be her usual hours as she will be working around the maintenance parties who will be decorating. 4
CARSINGTON SAILING CLUB LTD Vice Commodores Report - 19 December 2013 1. In early 2013, CSC was approached by the Ellen MacArthur Cancer Trust to see if we would support a Charity Day at Carsington which would involve getting more young people onto the water than EMCT currently achieved. The Trusts main aim has always been to provide young people who are recovering from cancer the opportunity to experience ocean sailing. 2. In September 2013 a Charity Day was held with support from STW, CSL and CSC. CSC part was to provide the opportunity for young people from three hospitals - Derby, Birmingham and Nottingham - to crew Squibs, helmed by our staff and members and participate in racing. The review of the event hailed it to have been a success. Plans were made to repeat the event in September 2014 but to invite eight hospitals to participate. 3. The EMCT have now decided that this event diverts them from there main aim to offer the experience of ocean sailing. Therefore they have decided not to support the event into the future. However the consultants from the three hospitals who participated in this year s event wish to hold the event next year as planned. 4. This would involve CSC taking a lead in organising the event. It would become much more our event. We would need to be much more involved and responsible for the planning, organisation and delivery. Profits would not need to be donated to the EMCT. We - MC - would need to decide to what extent the STW and CSL would be involved. CSL organised and ran a raft race this year. I am not sure this would be held next year. There are a number of questions to be decided. 5. However the first decision for the MC is does CSC wish to be involved in 2014? 6. I have attempted to keep this paper to the main point to be decided now. If the MC wishes CSC to run the event in 2014, a small working party will need to plan the event. The Working Party will be much more involved in the planning and the delivery. Lots of questions spring to mind, but I recommend that the working party makes regular reports to the MC on progress and, when a CSC decision is required approaches the MC. Peter White Vice Commodore 17 December 2013 5
Carsington Sailing Club Management Committee SOFT Report Prepared by: RC Shore Date: Dec 2013 Successes: Youth Project Work continuing on refurbished Fireball. Basic rigging complete Small hull repair required, new cover purchased and fitted. Sport England grant applications for 1) Disability Dry suits and Toilet/Shower amenity ( 10k) 2) Class Room/Boat Store and Parking ( 50k) submitted. Additional bag storage racks and coat hooks being installed in changing rooms. Opportunities: Sport England grant application for Buoyancy aids, marker buoys, anchors and teaching aids prepared awaiting RYA referee approval. Consider reducing size of bar in clubroom, see separate report. Consider stoning boat berthing areas (long term project plan). Power usage project ongoing, initial report being prepared. Jan work list prepared suggestions required. Volunteers to work Wed/Thursday each week through Jan required. Failures: None identified Threats: None identified 6