DALGETY BAY SAILING CLUB

Transcription

1 DALGETY BAY SAILING CLUB THE WYND, DALGETY BAY, FIFE KY11 9SJ. Minutes Thursday 7th March 2013 Board Meeting DBSC Clubhouse In Attendance Commodore (C) John Sim, Secretary (S) Wendy Mackenzie, Membership Secretary (MS) Hugh Ross, Rear Commodore Training (RCT) Neil Fuller, Rear Commodore Sailing (acting) (RCS) Stewart Moss, Rear Commodore Shore (RCSh) Renny Thomson, Youth Rep (YR) Lewis Phillips. Apologise for Absence Vice Commodore (VC) Matt Thomas, Treasurer (T) Gillian Barclay. Minutes from Previous Meeting Minutes approved, copies will be displayed in the Club and S to circulate to board members and Glenn to post onto website. Outstanding Actions from Previous Minutes Personal safety for bar staff. Just need to set a date with bar staff, Ongoing. Handheld radios, three floating flashing models have now been purchased at the cost of 164 each. Race officer to book them in and out. Duty man. Peter and Cheryl Taylor have taken over the role of Duty Man and are organised ready for the upcoming season. Safe and shutters for the bar. RCSh project, Ongoing. Matters arising Mooring Association. There has been lots of correspondence surrounding our moorings from Forth Ports, environmental agencies and Scottish Heritage. Our marine licence is progressing, Ongoing. Vacant posts, Norman Burns is interested in the roll of RCS but has other commitments at present, Stewart Moss will stand as acting RCS in the interim, Stewart was at this point co opted on to the board for voting purposes. Andrew Greer previously expressed an interest in the Marketing Role, C awaiting response from e mail sent. Lewis Phillips our junior rep also volunteered to be part of this role, he explained that this is really a role too big for an individual and a team effort would be the best way forward. All keen to find out if it could be possible that Rob McCloud share some of his expertise. Glenn Halstead

2 would remain as our MailChimp administrator. An advert is to be placed to advertise the RCSocial role. Community Payback, RCSh reported that this is now up and running, a meeting with the project manager has shown lots of potential for work to be carried out on the Club grounds, some benches have already been removed for repair. We now need to ensure the payback team have access to our materials and it was discussed that work on Tuesday along side our own Tuesday gang would be best. Varnishing the ceiling is our/their priority so carpeting can finally get underway. RCS tried also to arrange the painting of his own property to no avail! Best Dance Academy hall hire. The Bay Dance Academy are keen to hire the club space twice a week at a quoted cost of 10 per hour. Following a few first night teething problems the dance academy are now up and running. A concern was raised that the dance instructor / key holder was under 21 (but over 18). Once again we checked with our insurers there were no issues with hall hire / access to somebody under 21 and this was confirmed as not an issue. Correspondence Keith Smith- a letter was received from the lawyers of the late Keith Smith re his outstanding membership and the storage of his boat. C to pen a letter for S to send. Lady Marion- a request for the Harbour Master to help move Lady Marion for maintenance. Request passed on. Forth ports are hosting a talk on Forth and Tay navigation process. C to pass on to all keel boat sailors via the website and Facebook to find volunteer(s) who may want to attend David Morton concerned with the security of the site suggested that boats displaying items for sale were in fact displaying a shopping list to would be thieves. This was thought a valuable concern and worth a mention in the next newsletter. Reports from all senior officers. Commodore. Sail-ability Scotland have approached us to use our facilities for a race around the four Inches in challenger dinghies, they would require rescue, use of the slip, changing rooms and Club house as well as a possibility of using the grounds for camping. The event is due to take place in June. We decided that as a Club we would very much like to assist but with information of the event being a bit vague, we need a date and it would need to be a Saturday, tides would have to be favourable and sail-ability Scotland would need to fund the fuel costs for the rescue boats. C to liaise and report back. RIB training, a training weekend is to be organised prior to the start of the season. RCT to contact James and Sarah to organise dates.

3 Vice Commodore. Bar shutters, ongoing. Following the Club alarm being set off and exceeding the Police threshold for call outs, it was decided that we should have an up to date list of all members with keys to key areas of clubhouse / alarm codes and then reduce this minimum required. C Coordinating Review Treasurer Report. T was absent, but due to RCT success security funding for refresh of Training Topper fleet, a further review of Capital Budgets was conducted. RCT asked if he could top up the money donated by BP for the new toppers as the price he was given was for six boats. There was a lengthy discussion about consequences of other projects and how a possible donation for from Muir Dean and Hound Point (if we were successful in our application) would be used and the possibility of charitable status. The board felt that the Club should add to the 10,000 from BP to allow a complete Topper fleet to be refreshed, as that was now a completed funded project, the others were still plans. The following is now the high level Capital Budget spend for 2013/14 Replacement Windows 1200 Bar Shutters 600 RIB s (matched funding caveat) West slipway 5000 Balance of Topper Refresh 3440 TOTAL The Treasurer will need to validate these figures. Other items for consideration if some of this planned expenditure does not occur Tractor Replacement (has since had major repair and Capital will fund some of this. Mower Rear Commodore Training. 1) Registrations for Tuesday training and Youth Week are underway. We so far have 40 enrolled for Youth Week & 20 names for Tuesday training but we are at the very early stages, so I expect more. 2) DBSCLtd. was represented at the RYA Scotland Big Weekend, Principals and Instructors Update Meeting on 24th Feb by Andrew Greer (PBI), Emily McCreadie (DI), and Natalie Fuller (DI). These 3 individuals attended this meeting at their own expense.

4 3) There are substantial revisions this year to the R.Y.A Volvo Champion Club Scheme and DBSC have been invited by RYA Scotland to re-apply for the clubs membership of this scheme. RCT awaits details of the revisions from Jane Campbell Morrison, and is in the process of preparing the necessary application forms. 4) RCT has been in contact with Ian Palmer who confirms that he has two boats at the club he is prepared to donate. One is a standard Laser, the other a Laser 2. 5) RCT approach to BP for support was successful and we have been awarded 10,000. The award is made on the basis that we must inform BP what we wish to spend this money on and That their strong preference is for a number of Toppers having BP branding on hulls and sails. The pricing that RCT has from Topper, based on the bulk purchase of 6 boats, involves a discount on each boat of 710 over the normal dealer retail price. That gives a total saving on a fleet of 6 of We have a 6 boat trailer, and RCT is prepared to spend 2 days driving to the South of England to collect the boats thereby saving the club a further 700 in delivery costs. The cost :- The Price for the 6 boats inc VAT is 6 x 2240 = 13,440. Out of the 10K from BP we need to apply BP branding to hulls and sails as part of the sponsorship agreement. RCT would prefer to purchase plain white replica sails and apply the BP logos to these, the ones we bought last year for the Picos cost 110 each. The Class Legal Topper sails will be kept aside for racing, especially if we can develop a travelling group of junior sailors from the club as part of our RYA Pathway development activities. Topper sails cost 200 to replace each time for routine use at the club it makes more sense to wear out a sail you can replace for 110. Also the BP logos would look best on a plain white background, rather than a predominantly red & blue Topper sail:- In total we re looking at about 3440 from club funds, plus the cost of any covers or trolleys we decide to buy, that will have to come from Training operational budgets. Also it was discussed that with the addition of the new toppers we will need new trolleys, it was agreed the Hugh could spend 250 on steel and wheels for this project. 6) We also need to fund raise to secure some matched funding to replace four of our RIB, with the end goal of having 2 x large Consol (existing Hunbers), 2 x medium Consol and 2 x Tiller stear. The primary function of these boats is to

5 support training and that it is reasonable to seek external funding on that basis. RCT has been in touch with Callum Farquhar at Fife Council who can provide advice and guidance on our approach to this. He has suggested a list of different grant schemes that we might approach that do not need charitable status. Meeting with Callum to be arranged so that he can advise us on the best way forward here, with regards to approach and accurately reporting the purpose of our reserved funds 7) In addition RCT informed us that RYA will not be able to supply us with instructors as the Volvo funding has come to an end. Luckily we are now in a position of having plenty of our own instructors, after the investment at that area over the last two years. 8)De-winterising trailer boats, we need to set a date for the end of March. Tuesday training will commence at the end of April. Membership Secretary. All membership forms are ready for distribution. Two new members this month, one social and one junior. Rear Commodore Shore. RIB engines have now been serviced and all the props are back. There has been lots of work done on the trailers and still a fair bit to do. Donald and Matt to try and finish this if not completed by end March, the Tuesday group are to be asked if they can help out completing this vital work so we are fully operation for the start of Tuesday training commencing. Rear Commodore Sail Calendars for both dinghy and keel boats have now been set. Regatta dates and tides were highlighted as concern, but there is conflicting information on tides on those dates, so to be verified via purchase of tide tables (web sites and FYCA information have been used to date). There is still to be some negotiation over the eight hour race date. There appear to be lots of keel boat cruises coming up and opportunities for try a keel boat. Duty Man is now in the very capable hands of Peter and Cheryl Taylor Race results are to be uploaded by Gavin McKinnon for the dinghies and the keel boat community to gather their own results. We need to decide if it is to be a low or high score S to talk to Gavin. May Regatta is set for 24th and 25th May, we need a race officer and the social event and food is to be arranged. Race box binoculars. There appears to be binoculars missing from the race box (the smaller / lighter set). If they cannot be located we need to buy new ones and have the secured in some way. Marks to be back in the water by 30th March. Dave Burnett to be contacted re hazard marks.

6 Rear Commodore Social In the absence of a RC Social, The Secretary and Commodore organized the Prize Giving for 2012 events. This was a successful evening, all be it attendance was not as high as would have hoped. This was discussed by the Board and it was decided we should move the Prize Giving back to November, as it is easier to sell tickets for this event when the club still has some active sailing going in September / October. The format of the food (via the Barr Staff) and entertainment (via club members doing a turn thank you to Murray Clark and Neil Drummond) was viewed as perfect and would be adopted for social events going forward, the first of which will be the evening entertainment at the Spring Regatta. Action have date for November set in the clubhouse booking diary to insure we get suitable date Junior Rep Training poster is ongoing, all be it RCT asked them to hold off as he is starting to see new younger recruits coming through for the Oppie Fleet (key concern area). RCT will advise next month if still required. Ongoing club business. Tuesday bar opening hours will commence as of 1st April C to ensure bar manager is aware of this. Big Weekend, the Club was represented by Andrew Greer and Emily McCreadie, it was thought that they be reimbursed 25 each to cover their costs. T to organise a cheque. AOCB Melissa Brady, youth member has qualified for the 4.7 laser world championships in Hungary later this year. Fundraising is now crucial as Melissa is now needing in excess of 6000 In order to take part. The Club has recognised this and aims to support Melissa and her family in their fund raising (not direct financial assistance). It was discussed that a raffle should be held at the beer festival and that any fundraising events at the Club would qualify for the booking fee to be wavered. Club House Keys, questions were asked as to who has keys to the Club including bar, training room and galley. VC to compile a list and set up a data base and then resetting the alarm. Tractor, Ruary Williams has taken the tractor to Simpsons to get a price for servicing and repair. A lengthy report was brought back amounting to 870 for parts and servicing with a total bill in the region of This is a considerable sum of money however the tractor is essential to the day to day running of the Club. Many thoughts and questions ensued. The tractor has not had a lot spent on it for several years so is it worth investing in, or should we start looking for a replacement? With a time constraint and no real knowledge of costing a new model it was decided the Ruary go back to Simpsons and ask

7 them to carry out the big jobs and hopefully the smaller jobs could be done by Ruary and John Dalrymple. This will exceed the Shore Operating Budget, so 1000 to be taken from capital to cover the repairs, with the remainder coming from usual operating budgets. Future provision to made for annual servicing via Simpsons. The board were happy for Ruary to make a judgment call based on what was found when the tractor was dismantled as part of the required work. Ruary told us it was essential we get the tractor out of the weather and offered to build a new hut to house the tractor if the Club paid for the materials. Money from the shore budget was offered to cover costs on the shelter. Ruary also added that ground rules needed to be set for tractor use. Stating that the tractor be washed down following each use and that the extension bar be used when launching boats to prevent the tractor having to enter the water. Date of next meeting Thursday 11th April hrs. DBSC Clubhouse. Dalgety Bay Sailing Club Limited. Registered in Scotland No. SC Registered Office The Wynd, Dalgety Bay, Scotland KY11 9SJ