Minutes of the General Committee Meeting
Held on Monday 13th July, 2020 at 7.30pm
Use of clubhouse for RYA and RTC summer courses – it was agreed that the clubhouse can be used by Keep Sailing as part of their social distancing measures along with an outside marquee should a covered area be needed. Ben Kimbell outlined all the safety precautions in line with the RYA advice as follows:
• Maintain social distancing (2m where possible/1m+)
• Maximum number of people in the clubhouse at one time
• 1 entry 1 exit
• No use of stairs
• Signage for top and bottom floors
• Regular hand washing (outside basins only)
• Regular cleaning of surfaces
• Colour coded zones for groups
• Spread tables out in and out the clubhouse
In addition the committee asked that windows be kept open to maintain air flow.
Use of the clubhouse for members during club opening hours – it was agreed that the preference is still for everyone to stay out of the clubhouse. However, we need to plan for when the weather will not permit this to happen. All agreed that we should limit any opening to the main area upstairs and the continued use of the toilets (training room and changing rooms remain closed). Gareth and Uta agreed to assess how many members we could accommodate in the clubhouse and maintain the current social distancing and hygiene guidelines.
Tea, coffee and snacks – it was agreed that teas, coffees, cold drinks (including from the bar) and snacks would be served from the main entrance to club. This would allow for people to get refreshments without having to go into the clubhouse. Money would be collected via an honesty box and tea and coffee would be increased to £1, canned beer/cider to £2 to minimise the handling of money/change
Commodore – Nick Marley
Club strategy day – waiting to agree a date so as we can possibly hold the meeting at the clubhouse
Nick thanked everyone for their efforts over recent weeks to getting the club back to as close as possible to normal.
Vice Commodore – John Oldham
John gave an update on the recent Thames Water rent review.
We have provided TW with what we are doing at the club to grow water sport activity, build community and the increased costs at the club around renovation and repairs after the storm. Overall we believe the TW team manging us were sympathetic but the representative from Savills (estate agent) was less receptive.
Rear Commodore House - Mike Barrett
An exterior bin will be provided to reduce litter from the opening of drinks and snacks outside of the clubhouse.
Nick and Mike B will move the salt bin to the winch cupboard to stop it from being used as a rubbish bin over the summer.
It was agreed that soap dispensers would be installed in the clubhouse, Jonathon to provide and Mike to fix.
Fixing the loose floor tiles would be investigated between Gareth and Mike B, Mike B would brief a local flooring company/person
New splashbacks from Howden joinery to be costed
The committee agreed to the cost of a new lawnmower at circa £600
Mike B requested that Uta investigate if more cleaning would be required in the clubhouse if Keep Sailing start to come inside it.
Mike B will get some costs for window fitted extractor fans and work with Jeff on volumetric and extraction rates.
Hon Treasurer -Tessa Groves
Tessa reported that there were no significant changes to the club finances since her last report 3 weeks ago. However, we did received an electricity rebate of £450
Hon Sailing Secretary - Gareth Griffiths
In addition to the many unofficial fleet races – and great to see the resurgence in laser numbers unofficially racing - we are now back with a racing programme.
While Sunday had very little wind and only a handful of boats it was a good shakedown for the procedures. I’m tweaking the instructions slightly to only show the start numbers 10 seconds either side of the hoot (gives 10 seconds rest to change number). The revised procedures are on the web site and will displayed in the clubhouse windows.
Otherwise the 30 second start intervals worked nicely. It is a bit more work for the RO getting the start done but it keeps the line not too busy and keeps the start times reasonably accurate. Pursuits always suffer a bit from the granularity of fixed intervals – handicaps can change by about 1 in a 1000 – or about 3 seconds in a 45 minute race, but we have to round to nearest 30 seconds. Worst case that could mean two classes that should be one point apart are effectively about 27 seconds or 9 handicap points – for example the Byte CII and Aero 5 differ by just one handicap number yet are 30 seconds separated in the pursuit.
Some people asked why can’t we have shorter pursuits – and this is the reason. The rounding errors become too big, but until we have larger on the water teams to record results and times I think pursuits are still the best option. I hope we can change that maybe in a month or so if it becomes reasonable to have two people in a boat and start using committee boat again when we can revert to more normal practice and have the lunchtime B2B handicap races again to get a mix of pursuit and handicap.
Until we can have multi-person committee boat as standard I want to stay with shore starts so it is always the same. We could do with the course board being available to display by the start line.
The only thing the RO has to be careful about is where training is taking place with the Oppie to make sure start line isn’t in the middle of an Oppie fleet. RO just needs to check where training may be happening.
Membership secretary - Dave Baldwin
2 paddleboarders had joined the club
Membership numbers are rising thanks to the new Keep Sailing category
2 more shelters almost ready to go and 1 was launched last Sunday
Committee boat shelter tbc
RFID disks were agreed to keep track on boats and boat numbers
A discussion was held over the number of scout boats, the number originally agreed and being charged. John O will pick this up with his management of the scouts relationship.
Rear Commodore works - Dave Simpson (Temporarily being covered by Jeff Davison)
Jeff ran through the Draft Outline Work Plan for the coming months which had been emailed on 8 July.
The above plan was agreed - items 1-5 with the new mini ramps on HOLD.
It was also agreed to purchase small anchors, chain and line for the 4 new temp racing marks for the Junior Sailing School. Estimated cost / max £200.
Club Development plan 2019/20 – Nigel Thomson
Nigel provided a PowerPoint update on the Keep Sailing Progress. It showed that the courses are fully subscribed over 4 weeks in the summer, there would be a contribution to the club of about £4,000
SUPs and Kayaks
Nigel provided some thought/discussion points for the autumn strategy day on training boats, small grants and membership.
The committee agree to the purchase of a marquee for outside training
Social Secretary – Mike Jones
The final virtual friendly Friday quiz is this coming Friday (17th July) and will be led by Jeff
Health and safety considerations - Dave Ryder
It was agreed to use an online system to report sailing related near misses or injuries.
- Bring the whole duty officer report to online add to the check of whom has attended
- Add near misses to online duty officer report
- Accident book to be kept as is (manual book at the club) and to be filled in asap after an accident
Members not washing (hands) enough.
An idea that rope is put across steps with sign was ruled out as not practical, Nick will investigate ground and steps signage.
Double Hander Boats
Ideas were suggested to allow doubler hander boats to sail on the water for people not from the same family. After much deliberation the committee decided that now was not the right time. The committee understands that there are many members that sail double handers who want to be able to come and sail at the club. However, unlike other team sports that such as football, sailing requires people to sit in close proximity for prolonged periods. The committee will review this decision at the next meeting or sooner should government advice change.
Membership Q&A Session
It was suggested that a Zoom meeting for members might be helpful to keep those interested up to date with current activities at the club. Nick agreed to find out who would be interested and plan a meeting in the next week.
Inform Keep Sailing on use of the clubhouse
Exterior bin for outside the clubhouse
Move the salt bin
Nick / Mike B
Purchase soap dispensers
Fit soap dispensers
Fix floor tiles
Mike B / Gareth
Extra cleaning for clubhouse (Keep Sailing)
Test SumUp payment
Tessa / Uta
Purchase marquee for outside
Bring the whole duty officer report to online and add near misses to this
Steps and floor signage
Members Q&A meeting
Next meeting Monday 10th August at 7.30pm