IBRSC COMMITTEE MEETING ON Monday 8th January 2018: 19:30hrs @ Club house
Attendance: John Smith, David Simpson, Mike Storey (Chair), John Oldham (minutes), Alexis Villiers, Mike Jones, Tessa Groves, Tony Sproat, Chris Smith, Gareth Griffiths, Dave Baldwin, Nick Marley, Colin Bristow
Apologies: Rob Pettit, Anthony Tahourdin
Actions outstanding - updates.
New actions arising from this part of the meeting.
Commodore Mike Storey
AGM preparation- Mike will step down as Commodore and Uta will be proposed with Nick as Vice Commodore. Nigel will be approached to take Colin’s place on the Committee as RTC Principal.
The committee members will all encourage others to backfill the ordinary posts on the committee. Mike agreed to take on a non-committee role of looking after the Visons.
The Committee agreed a small change to the Byelaws and the Rules to deal with the new data protection act changes, these will be circulated to the AGM for ratification.
John will circulate the AGM agenda ASAP
Action to John to speak to TW regarding the boat washing station
Tony (Anthony) Tahourdin has kindly agreed to audit the accounts.
Vice Commodore Uta Griesenbach
Uta hosted a meeting to discuss increasing the club membership and a number of proposals are taking shape for general debate.
These suggestions will be reviewed by the next committee meeting and developed.
The committee agreed that all plastic water bottles sold in the club will be replaced by recycled / reusable bottles.
There was a discussion as to the use of power tools at the club for general maintenance. It was agreed that it was not necessary to purchase these for general use however Dave may need to buy specific tools for his or supervised use.
The Club telephone contract will be looked into by Uta. -Action
Rear Commodore-Works David Simpson
Update from Dave - Fairly successful Working Party held:
Winch has arrived – Thank you to Tony, but is not yet installed.
Ramp to main ‘T’ pontoon has failed.
We need to think about what to do with the trailer park and boat berthing.
Rear Commodore-House- Tony Sproat
Report presented by Tony:
WINCH: The winch has arrived and we are looking to install it when the ramp is built.
ROOF: Preparation for the roof has begun the scaffolders due on Tuesday 9th January, to complete the scaffolding. The roofers will also attend on the same day and start the cleaning preparation.
LADIES CHANGING ROOM LIGHT: There is a problem with one of the lights in the Ladies changing room, I obtained a number of tubes at a bargain price, and attempted to replace the tube, but that has failed. The fitting appears to be very old and I will replace it tomorrow with a new waterproof fitting.
HEALTH & SAFETY ISSUE: Further to the subject of fluorescent lighting. I discussed the issue today with my NICEIC inspector during my annual assessment visit. The NICEIC are now advising that all exposed fluorescent tubes should be replaced with covered ones, as they are considered to be a health hazard. Incidences of people being blinded by shattered glass from overhead lights were cited. I will undertake a survey tomorrow of all current fluorescent fittings and report back.
Hon Secretary - John Oldham
There was a discussion around the Club asset list. The list of all items insured has been circulated to all committee members and John seeks to check that this list is factually correct. He asked that all with any knowledge of the items listed double check the details and report back to him.
Hon Treasurer - Tessa Groves
Report presented by Tessa
3. Future spend
We said in July that we can afford to spend on other projects this year. Agreed and ongoing:
Hon Sailing Secretary - Gareth Griffiths
Report by Gareth: Draft program for next year is in progress. No major changes but we will try to combine the match racing and Round the island
Fast/Slow starts seems to be working – Lasers continue to extract results but the numbers vary from week to week making the two starts still the best option in my opinion.
We have a real problem with slippery bank west of the clubhouse. It’s getting to the dangerous stage where it simply is not possible to walk out from the water and with a boat you simply slide out uncontrollably.
Sailing committee will finalise the program later this month ready for renewal time.
Membership secretary – Dave Baldwin
Summary of Report from Dave:
Non Boat Owner
Cadet Boat Owner
Cadet Non Boat Owner
Winter Boat Owner Single
Winter Boat Owner Double
Winter Crew for IBRSC Member
Winter Cadet Boat Owner Single
Winter Cadet Boat Owner Double
Winter Cadet Crew for IBRSC Member
Winter Windsurfing Only
Wednesday Boat Owner
These will be open in February and a few things MUST be finalised by then:
How a member selects their duties has been changed. The motivations for this are:
All the available duty slots are shown that you could do based on your skills. They are divided into colour groups and you choose one duty from each group for each family member who is going to do duties.
The earlier you renew the more choice in duties you get as days with no suitable duties are not shown to you.
You can choose to do a full day duty (i.e. Sunday or Open meeting) instead of a half day duty (i.e. Saturday) as both are present in one colour group. If all the half day duties are filled then you will only be offered full day duties. Before, you would have been offered a half day duty and caused the team to be overmanned.
This is ready to go live, but I have some more testing I want to do first.
I have implemented online booking for open meetings and asked for some feedback on:
I HAVE HAD NO FEEDBACK ON THIS AND WILL REMOVE IT IF NOT NEEDED. Action to Committee to provide Dave will feedback.
General Data Protection Regulations (GDPR)
A review document was circulated earlier and the work identified in this that has already been carried out (but not deployed yet) is:
Items 7-10 mean that there is no data we hold on a member that they cannot see directly themselves.
Changes still to do are:
I think most of the important stuff has been done and the remainder should be done by May when the new regulations come into effect.
WE NEED TO REGISTER WITH THE ICO BECAUSE OF THE CCTV NOW. There is an annual fee.
Action to John to liaise.
Privacy and Electronic Communications Regulations (PECR)
This is another EU directive that is going to effect how we work.
"Routine customer service messages do not count as direct marketing – in other words, correspondence with customers to provide information they need about a current contract or past purchase (e.g. information about service interruptions, delivery arrangements, product safety, changes to terms and conditions, or tariffs). General branding, logos or straplines in these messages do not count as marketing. However, if the message includes any significant promotional material aimed at getting customers to buy extra products or services or to renew contracts that are coming to an end, that message includes marketing material and the rules apply."
Basically we cannot send out emails to sell or promote things that our members need to pay to do unless they have opted in to this. This means socials, training, open meetings and renewals.
At present all emails to the members go through the notices@ mailing list, except for renewal emails as these are sent directly (so if you have already renewed, you don't get reminded again).
We will still keep notices@ for general communications (but not selling) and this cannot be opted out of. I think we should have separate mailing lists: training@, socials@ and opens@ that must be opted-in to if a member wants to receive information relating to these areas where payment or promotion of a paid event is taking place. We could potentially get by with fewer lists but this makes it clear what material is sent on each list. Someone who joins as an associate probably isn't interested in training or opens but may well be interested in socials, for example. THIS IS SOMETHING WE MUST AGREE ON - THE RIGHT OPT-INS MUST BE IN PLACE BEFORE RENEWALS START.
The committee view was to work towards adapting to these regulations.
We also have a number of mailing lists for boat classes, namely lasers@, solos@, rs200@ and aeros@. These are little used and members are subscribed to these lists based on what boats they own. In the future (if we keep these lists) these will need to be opt-in lists.
The committee agreed to dispense with these lists.
I have made a spider type bird scarer similar to the commercial ones bought, i.e. ten 1m long wires on a hub that can rotate. It can be simply attached to the jetty via two knobs to clamp it in place. I am having second thoughts about its suitability:
With these problems in mind I have been looking at an alternative solution.
The idea is to string 6 or so wires along the length of the jetty spread evenly over its width. These wires will be approx. 150mm (6") above the surface of the jetty.
At one end, the wires are fixed to a frame that clips onto the end of the jetty. At the other end the wires are wound around a self-winding drum (think retracting dog leash) in another frame.
To deploy walk to the end of the jetty and clip the fixed frame in to some supports. Walk back to the shore letting the wires extend out and at the start of the jetty clip this frame into supports.
To remove the scarer unclips the frame at the start of the jetty and walk to the end of the jetty. The wires automatically retract. When at the end of the jetty unclip the fixed frame and return to the shore and store.
I am still working through the design but I think I can make these for about the same as 6 of the spider type bird scarers and they should be a lot more robust and simpler to use.
I have started looking into making another two as requested.
I am considering a different design - one made from square aluminium tubing and riveted together. The reasons for considering a different design are:
The costs should be the same, although it will be more work to make. The frame will be lighter so it may be more susceptible to wind, but as the floats will be the same extra ballast could be added, if needed.
Try Sail update - Chris Smith
No specific updates for this meeting
Sailing school and junior sailing update - Mike Jones
This update will be presented at the AGM nothing specific for this meeting
An RS 200 has been damaged in the storm (Eleanor) Action to John to make an insurance claim. Nick to provide the boat details.