DALGETY BAY SAILING CLUB THE WYND, DALGETY BAY, FIFE KY11 9SJ.

Transcription

1 DALGETY BAY SAILING CLUB THE WYND, DALGETY BAY, FIFE KY11 9SJ. Minutes Thursday 1 st March 2012 Management Committee Meeting DBSC Clubhouse In Attendance, Commodore (C) Donald Adrain, Vice Commodore (VC) John Sim, Treasurer (T) Gillian Barclay, Social Secretary (Soc Sec) Helen Smith, Rear Commodore Sail (RCS) Ronnie Millar, Rear Commodore Training (RCT) Neil Fuller, Shore Secretary (SS) Renny Thomson, Membership Secretary (MS) Hugh Ross, Rear Commodore Shore (RCSh) Matt Thomas, Secretary (S) Wendy Mackenzie. 1. Apologies for absence. Glen Halstead, 2. Minutes from previous meeting. Approved. C signed a copy to display in the Club and S to circulate to committee members and Glenn to post onto the web site. 3. Matter arising/outstanding actions o Boatpark survey Ruary Williamson is to cable tie rudder gudgeons to identify whether they are being used/removed. o Sale oft4 S to follow up this transaction. Purchase of 1 and a generous donation of 499. o Chandlery - S to now contact Sandy McPhail to arrange collection of stock. o RYA Disclosures Sheila Herron has this is all ship shape! o Staff members with T&C of employment A meeting for staff, C and SS scheduled for Monday 5 th March. Letters will then be issued to staff outlining roles and responsibilities, holiday entitlements and pay. Letters to be signed by staff and returned to committee within two weeks of receipt.

2 o Visitor moorings M Rep has this under control. 4. Correspondence. o Club use it was brought to the committee s attention that it would be helpful to members if there was some way of knowing when the club was being used for private functions. Club use will now be advertised on the Club web site. Correspondence between Aileen and Glenn. o Carnegie Dunfermline Trust A funding information evening for local community organisations and sports clubs. VC will attend this event on the Clubs behalf 17 th April 6-8pm. o East Coast Sailing Group C to follow this up by asking Lionel and Clive if they are happy for Fife Regatta trophies they donated being passed to FCC at Limekilns who are going to take on hosting for the Fife regatta. o SEPA C explained that SEPA are reluctant to declare the site contaminated for fear of compromising the Club and the community. After conversation with SEPA it was established it was unclear as to the size of areas that may be designated as contaminated. It was established this may be as small as is required to safeguard any person against the contamination and in the case of the contaminated beach it may be such that the area to be designated is only 15M x 5M and runs North to South adjacent to the keelboat trailer park. It was agreed that the Commodore would contact Dr Paul Dale, from SEPA, to establish the preferred way forward and seek SEPA,s view as the clubs guide through this process. o HPA are happy that DBSC is safe for sailing. And SEPA have deemed the Risk Assessment sufficient. o MOD Following direct correspondence with RCSh and Dave Burnett the MOD feel there is a lack of evidence linking them directly with the contamination. They are however happy to help with monitoring and advice. They will continue to monitor for two years. o RYA accreditation C and VC to look into this. 5. Reports from all senior officers.

3 Shore Secretary. The committee were advised that a RYA VHF radio course was to be run with places for 6 people at the cost of 65 per person. Details to be confirmed. Rear Commodore Sail. Prize giving was well attended and had received good feedback it was thought that holding this event in February was a good way to start the season and get club members together. It was noted to be held in February Many thanks to Helen, Glenn and Catriona for providing the drinks on arrival and the decadent and very yummy canapés. It was decided that in future we should tell people if they are prize winners prior to the event to encourage more winners to collect their trophies on the night. It was also decided that all trophies would be collected back in by December 31 st 2012 to give time for engraving; this has been added to the October agenda. A sailing subcommittee is set to meet on 20 th March. Dutyman ( John Mucklow ) now up and live, sailors should volunteer for at least two duties, with more frequent sailors doing more. The more volunteers, the easier it will be to allocate duties and run the sailing. Everyone is encouraged to visit the web site and choose duties to suit. The first event of the season is the Brass Monkey 31 st March. Jubilee sprint series is also to be arranged with 2 races being held over 3 days. RCS to liaise with Soc Sec to organise a possible catering / barbecues and entertainment to compliment the sailing. Rear Commodore Training. Tuesday Nights During 2012 these are planned to start on 24 th. April and run for 10 weeks up to the summer holidays. There will be a further 3 weeks recommencing 21 st August, but only for the intermediate & beginner groups. During 2011, 41 children and 11 Adults participated in Tuesday nights. So far 27 children have confirmed that they wish to continue with Tuesdays in Of the 14 who have not yet confirmed that they will be participating as pupils, 4 have been promoted to Assistant Instructor. 2 are as yet undecided, leaving 8 kids that are not returning due to having left the area or wanting to do other things on a Tuesday evening. No one has yet informed

4 me that they will not be doing Tuesdays as a direct result of the Radium issue. On the basis that 4 of the departing kids had their own boats, and most of those in Beginner & Intermediate are ready to move up a group thus filling up intermediate/racer, I m calculating I have about 8 spaces for beginners against which I already have 3 names on a waiting list. We could handle more kids if they come with their own boats. Of the 11 Adults involved, 3 have informed me they wish to return, 2 not returning, no contact with the remaining 6, but I have not yet deliberately contacted adults. I have two new names on a waiting list. Youth Week We currently have 37 bookings. Up on last year, although we started publicising it rather earlier this year. Instructor Course A potential shortage of qualified RYA Instructors within the club could jeopardise our operation both on Tuesdays and at Youth week. To address this a course has been organised at the Club 9 th. To 13 th. April. Pre-assessment is on Sunday 18 th March. Candidates (7) are :- Neil Herron, Emma Brisley, Emily McCreadie, Gordon McCreadie, Laura Spacey, Louis Clark, Mark Chrichton. Good progress is being made with practice to prepare these folk for the pre-assessment, and also applications for ILA accounts which will fund all of the cost. The course is being provided on an out-reach basis by SportsScotland National Centre Cumbrae. It is hoped to continue training the remainder of the Club s Assistant Instructors towards the D.I. course, with a view to a second course in the autumn. No one is really sure how long the ILA scheme will remain in operation, and applicable to the DI qualification, therefore lets get as many young people as possible trained up and through while it s still in existence. Powerboat Courses. 6 students attended the first powerboat refresher run on Sunday 26 th Feb. Boats Bahia & 3 Picos have already been de-winterised to facilitate instructor training. Work is underway to prepare the rest of the

5 fleet/equipment for the season. Cheryl s Shopping List is in the process of being researched priorities assigned - quotes obtained & compared. A lengthy discussion then incurred; with the following discussed.. New sails for the training boats, RCS had spoken to Ian Calde of IBI Sailing. 170 for Opi sails, second hand sails from squad sailors Sailing Solutions 70. I was thought that enquiries on the Opi forum to gain feedback from previous customers would be beneficial. Overall feeling was that cheap sails would be perfectly acceptable given the life they get from training. C emphasised that 3 quotes were necessary to compare. Bahia accessories, following discussion with Ian Renilson. A mast float for the Bahia costing 90 and the possibility of purchasing trapeze wires at 130. Concerns were raised with regard the need for trapeze wires and this added expense. Insurance policies to cover the cost of the lost rudders, S to discuss this matter with Val at secretary handover meeting. Finally it was advised that our RYA Inspection was imminent. Membership Secretary. Two new members approved by the committee. Membership renewals all ready to go out on 7 th March. C to write an accompanying letter explaining gift aid and generally welcoming people to join again. It was thought that by next year we should be thinking about renewing membership electronically this has been added to the AGM agenda. The option of adding multiple e mails to ensure all members of each family receive regular updates was also voiced. Renewal deadlines were also considered with a view to possible changes, an issue for the constitution / AGM in the future. 100 Club, a focus on re-energising with Glenn to raise the profile in the newsletters and VC / Glenn to add to facebook. Rear Commodore Shore. Repairs to RIB s, Reported that due to the damage caused to the RIB's over the last season the cost of the repairs had increased to a quote of 3,800 - this was substantially up on where the original quote had come in at for the service work. With agreement with B-Locker, we have cut the list of jobs they will carry out and the jobs we will do. This has resulted in the bill now being 2,700.

6 Social Secretary. A full stock has taken place and a stock control system put into place. Food is not to be stopped, a review is in place to look at the bar menu. Committee members were asked for ideas and facebook was suggested initially as a good forum for an open discussion. Glenn to administer this. A focus predominantly on food, price and suppliers. With Easter fast approaching and ideas suggestions for social events were sought. It was thought that a month s notice would be helpful in arranging events and this was approved. Soc Sec to liaise with RCS re social, catering and entertainment for the May regatta. Inchcolme Picnic, RCSh to arrange times depending on tides. The possibility of signage inviting passing trade to come in for coffee and the suggestion that the Club opens earlier on Sundays for brunch are also p for review. Finally Soc Sec was advised that new floor tile are to be laid at the beginning of April. Treasurer. SAGE, The bookkeeper and T now have all accounts up to date. Profits and losses attached. T advised of correspondence with the bank regarding a lost cheque due to poor record keeping. This is ongoing. T requested BAC s payments were used wherever possible from now on to minimize the use of cheques. Where cheques are needed to be signed T, RCSh and the bookkeeper are now the only signatories. Bar staff will no longer hold a cheque book and therefore petty cash is to be increased. All expences must be dealt with promptly. Duel fuel, we are currently sitting with a credit balance from Scottish fuel and having correspondence with go compare it is thought we could sve up to 1200 over the next year. On going. Vice Commodore. VC advised the committee that Fife council have a facility to provide admin assistance to clubs, this may be a possibility and worth considering in the future.

7 Insulation of the club house, work parties have been extremely industrious over the past few weekends insulating and re cladding the roof space. Material costs of 617 have exceeded the budget slightly ( 500 ) but a significant difference is already being noticed. In addition Caroline Spacey has started to shorten the curtains which will then tuck behind radiator reflector guards. SS was asked to cost the varnish needed to finish the job. Going to look into the fitting of a locked box over the heating controls to stop people over riding the heating. Other areas of saving will continue to be sought in order to save on fuel costs. draft excluders, pipe / tank insulation, radiator heat reflectors, windows. The Club web site has been tidied up, committee asked to go on line and try it out to ensure accessibility and information is clear. Glenn asked for Rear Commodores to take ownership of their own web pages. The communications links need updated, Andrew Greer to be asked to look at this. Web Cam, this is now up, running and proving very popular. Weather Station is also working well with good feedback. Safety Information needs a final review, SS has various documents to assist with this. Also needed are RIB safety review, regattas, training and general / radium. C can then sign off the draft copy. Club Fife Accreditation Awards were attended. Thanks was given to Helen and Glenn for their support. Our accreditation gives us access to training courses on phycology and sport. ( will liaise with RCT ) We also receive 100 for our efforts and will appear in the Dunfermline Press and Yachting Life. Funding. VC, T and RCT met with Sarah Birrell to discuss funding. The outcome from this meeting was to draw up a full Development Plan, covering all areas of our club and possible funding options. Other areas for development included links with education local schools, Adam Smith and Carnegie. VC to visit Helensburgh Sailing Club so gain knowledge on how they set up their plan. A sub group should then be set up including nonmanagement members representing keel, dinghy and training to work on our plan. Alice McGarry and the Sports Council were thought to be helpful contacts. Continuing the funding theme SS contributed that Fife Council had money in the name of a Comfort scheme, in which the Club could claim funds if the public were able to use the toilets. This was thought a good idea and sparked discussion on whether the public could buy non-alcohol beverages from the bar while they visited. This would need to be researched, the

8 overall of the committee was that if the Club could benefit from a steady trickle of customers we should apply for it. Ongoing club business. o Beer Festival Short discussion due to time constraints, basically the Round table have this in hand at the moment. A more lengthy discussion will be needed. S has been in dialogue with Aberdour festival committee to gain information on organizing a raft race. SS has been helpful with safety advice and times of tides. On going o S to circulate roles and responsibilities to all committee members. Date of next meeting Thursday 5 th April hrs. DBSC Clubhouse.