Committee Mins - Hastings Motor Boat and Yacht Club

Minutes of General Committee Meeting, HMBYC
held on 1st December 2014 at 19:30
Ref
Subject
HMBYC
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Present: Bob Button, Derek Bennett, Russell Field, Jez Brinkley, Jon Goring, Colin
Conway, Bill James, Chris Eldridge.
Apologies: Di Cooke, Trevor Miller.
Absent: Jim Cartlidge
rd
Minutes of previous meeting: minutes of meeting 3 November 2014 were agreed
but no proposal and seconder.
Matters arising:
1. RSJ’s – Darren has measured for the tanalised timber. JB will liaise with Darren
regarding when he can do the work, possibly over the Christmas period. Jez will
organise the wood
2. Fire escape – need compressor. Previously agreed fire escape should be cleaned
and red oxide painted then top coat paint possibly black hammerite but discussion if
that needs a primer. 4 treads to be ordered by Mike Herriott, they will have non slip
on them. BJ to ask H to order them
3. Winch – ‘oil change 2018 and the type of oil required’ – done. Agreed to delete.
4. Committee roles and responsibilities – DC had reported that the completed Roles
and Responsibilities are on the website on the ‘Meet the Committee’ page. She will
complete Rear Commodore and Vice Commodore for January’s meeting.
5. Porch leaking – Rob Shearer would do it in due course.
6. Flags – we have a Union Jack, club flag to be done early in 2015.
7. Cable ties for hose pipe – now going to put it on two wires. RF and BJ have cable
ties. RF will do it.
8. Clubroom keys – agreed to delete this. CE has old key still.
9. Second winch box – there was discussion about diesel or electric start. One had
been viewed on e bay on wheels. JB felt the current second winch isn’t ‘fit for
purpose’ because it’s manual. After lengthy discussion agreed to investigate both
options.
10..Buoyage channel - BB had done a provisional drawing which was discussed at
length. He will tidy it up and pass it to DC to pass it to Nick.
11.VHF radio course, CC had not had any success, RF will investigate other options.
12.Steel – rust coming through. TM was not present to confirm if he had received a
confirmation e mail about the ‘colour’ coming through and it being normal.
13.Fire extinguishers in the club room – JB will bring risk assessment for committee
members to look through. A few changes will be needed, eg no candles, gas
heaters etc. JB he reported that there are some ‘gaps’ as a club.
14.Card payments for memberships – agreed to delete this item.
15.HMBYC 50 years’ anniversary – deferred to AOB.
16.Side wall painted terracotta red colour. Paint over pipe still to be done.
17.Fire exit - Mike Herriott has ordered enough for three treads (approximately £70). BJ
will ask him to order 4 treads – see item 14 / 146 / 2.
18.Website – DC reported that she had added Wine Committee to Russell Field and
put amended ‘Meet the Committee’ on the Website. JB has printed a copy for the
lobby.
19.Webcam for the sea - JG advised that Darren Roberts is looking into it. Possibly link
to other websites.
th
20.Plaques – possibly during 50 Anniversary for any member to pay in memory of a
member. Jez reported that they were looking at brass now looking at plastic resin in
different colours.
21.Work started by HBC. BB had taken the padlock off the end gate as agreed. There
was some criticism for not notifying all members as Paul Apps had spoken to the
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Action
Jez
Bill
Di
Jez
Russ
ell
Bob /
Di
Russ
Trev
Jez
Jim
Bill
Jon
Jez
HMBYC
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contractors as it ‘was missing’. JG noted that no invoice had been received from
HBC for HMBYC contribution. Contractors had been advised about high voltage
cable. Contractors had found some ‘sharps’.
22.Membership forms now have berth / kayak ID application forms to be given out. All
committee members were asked to ensure that both forms were given to
prospective new members in future.
23.Letter for AGM, renewals letter and 50th anniversary information sent – 7th February
2015. fb logo not discussed. DC has added fb logo to new members form. As there
was concern that the form was bring signed ‘PTO’ has been added at the bottom of
page 1. DC had printed a supply, given them to BB and updated the website.
24.Facebook page – there was a lot of discussion. It will be monitored, thought to be
members or friends of members. People need to ask to join. Want to stop adverts.
Suggested that those who make sarcastic comments should be removed from fb.
Item to be deleted.
th
25.50 Anniversary:
th
No minutes received from any 50 Anniversary meetings to date – JB to speak to
Asha.
Meat raffles not going very well.
JB has spoken to Luke about pamphlet.
Tie pin - £1.10 including VAT. Draft show to include East Sussex flag. BB suggested
Hastings flag but JB said the additional colours would add cost.
JB has written a letter to go on website and fb.
50 boats afloat regatta – needs someone to ‘drive it’, as JB isn’t driving it. RF was
asked. Could take craft out and anchor them.
Try a Boat –.
Pram Race – RF said hard to become a venue. JB said John Martin dealing with it.
Membership Report:
New members:
Andrew Miller
- Social
JB proposed, JG seconded, all agreed. These were accepted subject to the two day
rule.
• Membership letters have gone out. BJ has asked JB to write on his behalf to Peter
Weston, Tony White, David Waite and Peter Roe for not using boats regularly.
Denzel Smith to remove boat – this has happened. The letters haven’t been sent yet.
• JB proposed the following Byelaw which could be put forward as a rule change for
the AGM.
Please accept the following proposal for the addition to the clubs’ Byelaws in the
current rule book in line with the extracted club rule that states the committee can
‘vary and revoke bye-laws (not consistent with these rules) for the regulation of
internal affairs of the club and the conduct of members and bye-laws for the time in
force shall be binding on all members’. Extracted from the rule Section 4, committee
and Officers, Part d.
Proposal:
Any members that has been assigned a berth accepts that the berth will only be
allocated for the purposes of going afloat and temporary storage. They will agree to
use the vessel a minimum of 3 times over a 2 year period, failure to do so will result
in the berth holder receiving notice of berth renewal potentially being refused unless
acceptable presentation has been agreed by the committee or with an officer of the
club on behalf of the committee, suitable records are to be maintained at all times.
JB proposed, BJ seconded, agreed unanimously.
A proposed letter was circulated and agreed to be sent to those members listed
above.
All
Jez
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HMBYC
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HMBYC
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HMBYC
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Berthing:
• Berthing list – no berths available, 7 on the waiting list. Possibly 2 or 3 berths
available soon.
• Kayak list – none available, 16 on waiting list.
• Dog compound – RF asked if kayak stores were still going into the dog compound –
yes. JG confirmed that 2 flat pack containers are ordered. Will need a machine to
clear it.
• Self adhesive numbers – JB passed to BJ.
Treasurers report:
October 2014
Month Income
£ 2304.90
Year Income
£ 41976.95
Month Expenditure
£ 24636.08
Year Expenditure
£ 66612.32
Balance in bank
£ 38387.12
Nationwide account
£ 578.06
HSBC Boat account
£ 551.35
Credit from E-on
£ paid by cheque £14609.22 repaid to E on
Total funds
£ 3951653
JG said rent paid to HBC, Colemans and cash and carry in October.
November 2014
Month Income
£ 2480.61
Year Income
£ 44457.56
Month Expenditure
£ 1826.16
Year Expenditure
£ 68438.48
Balance in bank
£ 38636.21
Nationwide account
£ 578.06
HSBC Boat account
£ 551.35
Total funds
£ 39765.62
• Card machine seems to be working well.
• Kayak sale in donations at present. £205 less one years’ membership and kayak
berth (£100). This will be transferred to boat fund.
• Less subs for 2015 received than this time in 2014.
• Spent money on steelwork, clubhouse and garden this year.
Correspondence:
• BB said the only correspondence was the delay to the railing works but it has now
started as previously discussed.
Section reports:
Skiing: no
Sailing: yes
Kayaking: yes
Angling: yes
Wine Committee:
Parties taken place:
None
DC had amended the Party Booking form, adding (14) Corkage by prior arrangement.
DC had printed forms and given them to BB.
Parties booked:
Bud White
20th December
Form received, deposit paid. CG Christmas
‘do’
Aideen O’Hagan
? 13th February
Form received, deposit paid
Social Calendar:
• 29th November – Curry night and Kris Singh. Entertainment didn’t turn up nor did his
replacement. Cost was included in tickets so adults were given 2 free drinks and
Bill
Jon
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com
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HMBYC
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HMBYC
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HMBYC
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children one. Denise Brinkley has e mailed him. There were some complaints.
• Ice skating for kids Christmas party. Parents to stay with children please. RF
suggested ‘pushing’ junior membership. Less than 10 junior members at present. JG
suggested junior members free. Too late for this year and increase the paperwork.
BB said it would be a rule change. Others felt it wouldn’t be and DB read the rules.
Agreed to find other ways to promote Junior Members. Will e mail DC for website, fb
and lobby.
• New Year’s eve party – all committee asked to see the interest. JG felt it needed a
good DJ or band. JB felt it was a good venue as children can come along.
• Christmas raffle will be up from next weekend. Meat raffle raised £47.
• BJ said he felt the social side hasn’t been as successful this year as info hasn’t been
advertised early enough. JB felt that each committee member or club member
should take responsibility for one event and they refer back the committee
representative. CC did say that they had tried new things like live music but then
there wasn’t the support from the membership. RF agreed that live music can be
difficult.
Health and safety:
1. Alarm – new battery needed – JG to sort.
2. Post at bottom of stairs is split and splintered but taped up. RF offered to use wood
hardener and filler and monitor it.
3. Winch wire – BB said when he wrote oil change in winch box he saw hook badly
worn so bought a new one and put it back onto hook and swivel. Winch hook and
been put on ‘D’ shackle and he struggled. Suggested putting bow shackle rather
than ‘D’ shackle. Agreed to go ahead but no-one named to do it.
4. Hauling off rope – BB has new one when it is needed.
5. CC said could something be bought to ‘mop up’ spilt oil as it happened last
Saturday. JB said he’d get something. Oil shouldn’t be filled in a jug downstairs.
6. Light in the end of compound is working.
Any other business:
1. JB asked for a date for Try a Boat weekend 15th / 16th August.
2. 50 boats afloat - 18th / 19th July.
th
3. Gala night Sunday 30 August.
4. JB suggested a donation to Winkle Club and be listed on Winkle Club website. JB
suggested £100, members are asked to think about it for next meeting. A collecting
box was suggested.
5. RF suggested the club being open on New Year’s Day. RF will organize it.
6. BJ suggested Boxing Day and ‘Wellie Throw’. BJ will organize it.
7. CC had been approached by a member of staff about party nights and functions.
She asked if a rota could be organized to spread it fairly between all staff. Agreed.
RF will let Trevor know.
8. BJ said that Steve Donaghue had come in on Friday morning and the lights and
cooker were on. It could have been on since the previous Sunday. Barry switches it
off at the mains now. Checklist suggested, CC will prepare a draft.
9. JG said about changing open hours during the winter, possibly 10am to 2pm. JB
said it’s a Wine Committee decision. BB suggested a sign on the door, fb and
website for winter opening hours.
10.JG said stock take needed after Christmas – he’ll liaise with CC.
11.DC had reported that she hadn’t received anything for the website.
12.DC had attended a CUG meeting and given BB copies of a written report to be
circulated.
Meeting closed: 21:15
Next meeting: 5th January 2015 at 19:00
Wine
Com
Jez
All
Jon
Russ
ell
Jez
Russ
Bill
Colin
Jon/
Colin
All

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