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COMMITTEE MEETING ON Monday 7th March 2022

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  • COMMITTEE MEETING ON Monday 7th March 2022: 19:30hrs @ Club House

    Minutes

    Attendance: Dave Ryder, John Oldham, Nick Marley, Dave Baldwin, Dave Simpson, Mike Jones, Uta Griesenbach, Jeff Davison, Chris Smith, Mike Barrett, Kas Danesh Khah, Stuart Whitmore.

    Apologies: Gareth Griffiths, Alexis Villiers, Ray Lambe, Nigel Thomson, Jonathan Leake.


    Outstanding actions from previous meeting. John / Kas

    Keep sailing will mop up adult training and provide Powerboat courses as needed.

    CASC to CI change - Nick still working on implications

    Remuneration policy - Jeff to finalise the documents

    Powerboat courses have been arranged for the year at Training committee

    Royal Grammar school application to sail at club - rejected and closed


    Summary of the discussions from the Sub committees. John / Colin

    Training Sub committee

    Minutes circulated to the Main committee.

    Concern over number of powerboats for Sunday sailing school - we will need the maximum therefore no room for breakdowns

    Sailing Sub committee

    Minutes circulated to the Main committee.

    Main committee need to include the strategy of the club fleet maintenance / replacement in their general club strategy

    Future race type questionnaire sent to club for views- awaits

    Request by paddle board school to use club to be considered - action John to obtain more facts

    Laser fleet captain to be selected asap - asked Tamir but he is unsure-

    we need a volunteer from the current laser sailors or the open is at risk


    Committee main business:

    Commodore. - John

    Thames Water.

    We are in regular contact with TW - they gave permission for the BBQ patio and we are working on an automatic gate proposal with them

    Club CASC- not discussed due to time but Nick M making enquiries

    Committee roles - the document circulated to committee is agreed,

    Club Strategy - all agree a club strategy needs to be formulated and based on the previous development plan. The Strategy will set the formula for how the club funds will be spend / priorities of renovation / boat replacement. It will also set the direction on membership campaigns and inclusion of other associated groups to the club.


    Sailing matters V.C. and Sailing Sec Colin / Nick

    Open day

    Commodores day

    Club Championship

    The dates are fixed in the diary and Nick reports that plans progress for the Open day. (KS have been approached and will attend the day and then manage the training of potential new members)

    Commodores day - Nick to discuss with Gareth over the race structure.


    Club buildings - Stuart /Mike J

    Club internal works

    Mike updated the committee on the success of the refurbishment of the Ladies changing room - in time and in budget - thanking Mike and thanking Builder Barry

    Stuart reported on other matters - the main one being the removal of the cold water tank - this offers a legionella's disease risk.

    Stuart will obtain a quote to remove water tank and install a Mega flow type system ( hot water system linked direct to mains pressure water ) the quote will be broken down in case some work can be completed by club members.

    ( Note Stuart to ask advice from the plumber on water pressure / best system to our situation)

    Note removal of water tank creates a cleaners cupboard

    Proposal from Jonathan

    Can I propose that we consider installing a new trophy cabinet or other display system that will keep our growing number of trophies safe but also visible.

    Briefly discussion within the discussion on what to do with the new room created from the removal of the stairs.

    The agreement is that new room will become a general-purpose room for changing or other needs - no fixed furniture, will have a collapsible wall to make it part of the main training room if required. General layout and cost to be shared with the committee - Mike J to advise.

    The trophies will be positioned in the main room and we should look to install a trophy shelf or secure glass view point.

    Portcabin / Container installation

    Mike explained the current status - the portacabin is ready for delivery. We await the final Planning decision.

    TW following much consultation have stated the Portacabin /Container cannot go where planned and they have asked for it to go against the fence. New site plan has been sent to them. Decision not to fight their decision. New pads need to be positioned - Mike J to organise.

    Note planning for other portabins /containers on site (club /scouts / JonJo) is retrospective

    Decision - once initial planning for the original site is secured we will make a decision on moving porta cabin /container to new site prior to approval. Fairly safe assumption of approval.


    Club administration - Kas

    Club Rules.

    Agreed- The rules stated at the AGM regarding the wording for cadet members will stand.

    Currently we have the following ‘ordinary‘ Committee Members: a. David Baldwin b. Mike Jones c. Alexis Villiers d. Chris Smith e. Nigel Thomson f. Jeff Davison g. Jonathan Leake h. Dave Ryder i. Ray Lambe = 9 club rules say 8 in total

    We agreed to change the rules to allow 10 ordinary members.

    Club Insurance

    New Boat and engine on insurance


    Treasurer's report - Mike B

    Mike presented the financial picture to the club and stated he had received a hand over from Pamela.

    Mike will look into the club Tax status and will review any tax-exempt gifts to the club regarding claiming this tax back

    Electricity Bills needs to be paid.

    There was a discussion about investing club money that was raised in the AGM. Shall be reviewed again once club strategy is formulated.

    Separating food and drinks bill was discussed - no immediate solution was found.


    Membership secretary report - Dave B

    Membership Summary

    The summary for members who have renewed or joined for the new year is:

    Family 128 (136)

    Cadet 24 (46)

    Life 2

    Windsurfing 5

    SUP 0

    Figures in parenthesis are where we were at the start of the current year.

    Race Timer

    There has been some discussion outside of the committee about having a race timer to make starting pursuit races easier and one suggestion was to use an battery orienteering timer but this only has 70mm high LED digits (for reference the race course uses 250mm digits and the pursuit numbers are about 600mm high). Approx cost of the orienteering timer is £300.

    Race timer is anticipated to have the following features:

    300mm high LED digits as a 4 digit 7-segment display.

    Loud horn synced to timer so sounds at the appropriate times.

    Display enclosed in aluminium with polycarbonate front, approx 800mm x 400 x 30mm. Located on top of flag pole on committee boat roof.

    Control box holding horn, 12V 8Ah lithium ion battery and user interface display linked to display by cable.

    User interface has e-paper display with rotary push switch, manual horn button and 'finish' button and a buzzer.

    Manual horn button used for recall, change of course, etc. sound signals.

    Finish button will sound the horn and capture the elapsed time in a list and is to be used whenever a sailor finishes the race. This will give the time all boats finished at but you still need to record the order boats finished in to reconcile the two lists at a later time. The last 10 race times will be stored and can potentially be uploaded back in the club house or just copied manually.

    User interface via rotary push switch allows:

    Selection of timing sequence (4-2-go, 5-1-go, pursuit length, number of fleets, etc.).

    Start/stop sequence. Show earlier race time

    The user interface display will show the date and time, where in the sequence we are, elapsed time and finish times, next finish position.

    The buzzer is to give warning of when flags need to be raised/lowered.

    The electronics/electrical parts will cost around £200.

    The display case and control box made from aluminium will cost around £120. Construction will be similar to the existing horn boxes.

    It was agreed for Dave to build this project.

    Topper Mast Rack Extension

    I have been asked to do an extension for the Topper Mast Rack by Mike Jones for the Pico masts and more Toppers.

    Without knowing the number of masts is hard to give a firm estimate of the costs involved, however, to extend the existing frame will probably cost around £200 and each tube costs £31 each.

    It was agreed following some debate for this to go ahead with 20 tubes - many thanks to Dave for this.


    Club external Work - Dave S, Jeff

    Dave S gave an update on the repairs to the club post storm damage

    Prep for workday was discussed, Dave will put out an email to the club with a list of task and seek team leaders to manage each task

    Dave discussed the many external tasks which includes Jetties / Pontoons. The club has already agreed £30K to update jetties and pontoons. Further discussion is needed on the when and how the project will start. Lower water and warmer weather is required.

    Cost of a three-year plan to be shared with the committee - Jeff to review and advise.

    Exclusion zones should be reviewed prior to doing any external work on pontoons, etc.

    Winch matters (broken winch)

    The Blue winch was discussed. It was agreed that both winches need an assessment for insurance and safety reasons. Dave will seek a suitable company to do this.

    The Blue winch will be repaired using parts from the winch company (not a weald)

    The use of the power winch to lift safety boats is considered risky due to the amount of rope required and inefficient causing stress on the winch. (It is appreciated currently that this is only option for a heavy boat

    The agreement is to install a hand operated (bollard type) winch at the top of the powerboat slope.

    Note this has to be positioned where the slope will be pending any changes to ramp position.


    Bosun report - Alexis

    I am ready to collect the New J360 from Lymington with Steve Jackson (grass cutter) who has volunteered to collect it with his Range Rover Discovery.

    Social secretary - Mike Jones

    Events planned

    Mike stated that CJ is proposing a club social event on the 13th August for around 150-200

    This is a Brazilian evening - with band to watch the rising of the moon

    Committee concern is that august could be a month when everyone is away.

    Decision for Mike to liaise with CJ -committee want assurance that we can cover costs if declared a club event

    ( note previous private party event on same theme was successful)

    Health and safety / Welfare Dave R /Ray

    Winch discussion was main H and S concern


    AOB

    Jonathan sent following:

    RYA First Aid Course March 5 - 12 members passed

    RYA First Aid Course April 23 - 12 members signed up

    RYA VHF Exam March 6 - Six members passed of the nine who registered RYA VHF Exam April 24 (morning): Three members were unable to complete their VHF online courses in time rearranged an extra exam

    RYA Assistant Instructor Course - We trained 18 members last year by running three courses in a weekend. That was a bit much but this year I'm waiting till my shoulder op is recovered

    Safety Boat Refresher Courses: I am planning at least two and possible three half-day refresher courses for Racing Skills parents/coaches focused on Topper rescues. (Others welcome too!) Nigel is co-organising and we hope DaveS, Alexis and MikeB will be among those helping.

    Racing Skills course is now live for bookings. I think about 20 people have registered in the last 24 hours. The Powerboat and Coach allocation list is inaccurate as it lists the wrong coaches and numbers. Can we correct this? In particular please remove Doug Clow and Gavin McLelland who were never down for this course.

    RYA Youth Championships Prep Day - Saturday June 11: We are planning to offer a full day of coaching on Saturday June 11, the week before the RYA Champs at QM. Other groups are welcome. Ideally we will use club coaches, not external ones.

    Club Insurance: I have had requests from Junior Sailing School and other coaches to be shown copies of the club insurance policy so they know what they are covered for. Can copies be circulated? Is it correct that it is basically 3rd party cover and so may not cover them for injury or damage to their clothing and property. it's probably a good thing to make this clear so they have the option of taking out personal insurance if they so wish.

    Island Barn has won the Andrew Simpson Team trophy at the National School Sailing Assn annual summer regatta.

    It also won the team trophy at the recent RYA Regional Junior championships at QM.

    Island Barn sailors took the top three places at the Hastings topper Open

    The ILCA 4 National Championships in Weymouth were won by Antonio Pascali.

    The same event saw Island Barn winning the overall team trophy because we had so many youngsters winning top places.

    Others included Edwin Cross and Megan Thomson.

    At the RYA Youth Nationals Coco Barrett took first prize in the ILCA 6.

    The Topper (Not The) Nationals were won by Edwin Cross with Leo Yates coming second.

    Champions of Wales! Bjorn Handley and Kaitlyn Wyatt won the Welsh Topper National

    Adult members are also bringing back trophies - I don't have a list but I know our Aero sailors have had some great results.

    Agreed next committee dates: May 2, 2022 / July 4, 2022 / September 5, 2022 / November 7, 2022 / January 9, 2023

    close

    JUNIOR SAILING SCHOOL

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