Agendas & Minutes, 2014

4th October 2014

Committee Meeting minutes

Held at The Boringdon Arms, Plymouth on Saturday 4th October, 2014 @ 19:30

Present:

Celia Coleman: Commodore Roger Coleman: Honorary Treasurer Nigel Vaughan-Smith: Rear Commodore Sail Pip Shell: Membership Secretary Lynne Shell: Social Secretary Colin Ayres: Honorary Secretary Bev Whitmill: Committee Member Kev Whitmill: Committee Member

Item 1. Apologies for Absence Chris Greenwood: Web Master Bill Hil: Vice Commodore

Item 2. Approval of the Minutes of the Previous Meeting Held on 26 April 2014 The Minutes of the Officers & Committee Members Meeting held on 26 April 2014 were passed as a true record.  Proposed by Nigel Vaughan-Smith and seconded by Pip Shell.

Item 3.  Matters Arising from the Previous Minutes 3.1  Laying-Up and Prize Giving Dinners (Para 3.2 of the previous minutes refers). Lynne Shell confirmed that she had booked the Boringdon Arms for the Laying Up Dinner on 22 November 2014; the numbers will be limited to 24 members and she will inform members of the details and the menu late in October. Lynne reported that following her e-mail sent to committee members on 28th May and the responses received she had made a booking at Kitley House for the Prize Giving Dinner to be held on 31st January 2015 and a deposit of £250.00 had been paid. Overnight accommodation will be available for members if required and Lynne will be sending details to all members early in December.

Action: Social Secretary to circulate details of both events to members.

3.2  Winter Walks (Para 3.3 of the previous minutes refers). Roger Coleman reported that he had been in touch with Alan Eaves and a variety of suitable walks will be arranged and details circulated in due course.

Action: Closed

3.3 Facebook  (Para 3.9 of the previous minutes refers) Pip Shell reported that he had e-mailed all members inviting them to contact him if they wished to join the CCC Face Book account and at present there were 14 members using the facility.

Action: Closed

3.4 Relationship with Hooe Point Sailing Club (Para 5 of previous minutes refers) Rear Commodore Sail reported that a good working relationship had been formed with HPSC.  Using the HPSC Cruising Member Alan Casey as an interface, details had been circulated to HPSC members. One HPSC member had cruised with us as a result. Equally, details of HPSC races had been passed to Nigel and he had circulated them to CCC members. Unfortunately the date of the HPSC Regatta changed and ended up clashing with a planned CCC cruise. Having spoken with the HPSC Racing Member who promised to provide him with the dates of future major HPSC weekend racing events Nigel will attempt to build these into the CCC cruising schedule where possible.

Action: Closed

3.5 Management of the future interface with the PPSA. (Para 6 of the previous minutes refers) The Commodore reported that she had continued to monitor the PPSA web site and a discussion took place regarding the pros and cons of continued membership which cost £60.00 per year. It was decided to continue with the monitoring and raise the item regarding continuing the membership into 2016 at the 2015 AGM.

Decision: Continue to monitor the PPSA web site and raise the matter of continued membership at 2015 AGM.

Item 4. Dates for future Officers and Committee Members meetings It was decided to change the day for holding future meetings to Thursday. The time and venue to remain unchanged.

Item 5. 2015 AGM venue and social The Commodore reported that the meeting room at Fairway Furniture would not be available for the 2015 AGM and after a general discussion it was agreed that the Social Secretary will approach the Mount Batten Centre regarding the availability of a suitable room, car parking and the provision of light refreshments for the thirty or so expected attendees.

Action: Social Secretary to investigate the possibility of having the 2015 AGM at the Mount Batten Centre.

Item 6. Trophies. The Rear Commodore Sail stated that he had three sub items to address under this heading. Firstly, the cost of the 10 engraved whisky tumblers had increased from £140 last year to £151 this year. After a short discussion it was agreed that the tumblers were well worth presenting and that the new price was acceptable. Secondly, the 2014 prize winners’ names would need to be engraved on the trophies and as the winners were not yet known Nigel asked for agreement to spend up to £35 on engraving. Thirdly, at the previous two prize givings, the trophies had been recovered from the recipients in anticipation of a secure display case at the Boringdon Arms. This had not materialised and was not expected to under the new ownership. Nigel requested agreement that, in future, the trophy winners get to keep their trophy until the following Laying Up Supper.

Decision:  Rear Commodore Sail to purchase 10 engraved whisky tumblers at a cost of £151 to be reimbursed from club funds.

Decision:  Rear Commodore Sail to arrange to have the 2014 trophy winners’ names engraved on the club trophies at a cost of up to £35 to be reimbursed from club funds.

Decision:  In future, trophy winners were to retain their trophy until the following Laying Up Supper.

Item 7. Reports from Officers and Committee members Rear Commodore Sail’s Report Nigel reported that it had been a most successful cruising season. Out of the 12 planned cruises, only 4 had to be cancelled totally due to weather. Of the remainder, 5 had gone ahead as planned and 3 had been completed to a modified schedule. In addition, 19 club boats had participated in part of one or more of the cruises. Several members had also completed some very creditable long distance solo cruises.

The Commodore expressed the sentiments of all of the Committee when she proposed a vote of thanks to Nigel for all of the effort he had put in to make the season so successful.

Honorary Treasurer’s Report A copy of the treasurer’s report dated 4th October 2014 is attached.

Membership Secretary’s Report Pip reported that the club membership had risen by 4 new members to 58 in total.

No other Committee members or Officers had anything to report.

Item 8. Update Diary of Future Events Saturday 22nd November 2014: Laying Up Supper at the Boringdon Arms Thursday 15th January 2015: Committee Meeting at the Boringdon Arms Saturday 31st January 2015: Prize Giving Dinner at Kitley House Saturday 21st March 2015: Annual General Meeting at a venue to be arranged

Item 9. Any other business The Commodore reported that Alan Casey had volunteered to take over the general running of the Cattewater Cruising Club website from Chris Greenwood –  the website would still however be hosted through Tim Greenwood. Because Chris no longer had a boat in Plymouth the Committee all agreed that this would be a good idea and it was proposed by Kev Witmill and seconded by Roger Coleman that The Commodore should contact Alan and that he should be co opted onto the CCC Committee.

There being no other business the meeting closed at 20:50.

Colin Ayres Honorary Secretary

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26th April, 2014

Committee Meeting minutes

Held at The Boringdon Arms, Plymouth on Saturday 26th April @ 19:30

Present:

Celia Coleman: Commodore Bill Hill: Vice Commodore Roger Coleman: Honorary Treasurer Nigel Vaughan-Smith: Rear Commodore Sail Pip Shell: Membership Secretary Lynne Shell: Social Secretary Colin Ayres: Honorary Secretary Bev Whitmill: Committee Member Kev Whitmill: Committee Member

Item 1. Apologies for Absence Chris Greenwood: Webmaster

Item 2. Approval of the Minutes of the Previous Meeting Held on 18 January 2014 The Minutes of the Officers & Committee Members Meeting held on 18 January 2014 were passed as a true record. Proposed by Nigel Vaughan-Smith and seconded by Pip Shell.

Item 3.  Matters Arising from the Previous Minutes 3.1 Examined Accounts (Para 3.1 of the previous minutes refers) The accounts for year ending 28 February 2014 had been signed off. As per the Hon Treasurer’s report item 4, the accounts ledger had been handed over by the ex Hon Treasurer and the past method of accounting had been found satisfactory by the Examiner. It was agreed that the Hon Treasure would continue using the same format.

Action closed.

3.2 Laying-Up Dinner 2014 (Para 3.2 of the previous minutes refers) Lynne Shell stated that she had booked the Boringdon Arms for the Laying Up Dinner on 22 November 2014; the numbers will be limited to 24 members and she will inform members of the details in September. The Prize Giving Dinner will probably be in January 2015 at a venue still to be arranged.

Action: Social Secretary to investigate venues for the Prize Giving Dinner.

3.3  Winter Walks (Para 3.3 of the previous minutes refers) Roger Coleman reported that the winter walks had been a success and that he volunteered to co-ordinate them next winter with Alan Eves   Action:  Roger to co-ordinate with Alan Eves and circulate details of future walks.

3.4 Introduction of CCC joining fee ( Para 4 of the previous minutes refers) The details of the joining fee had been approved at the 2014 AGM.

Action closed.

3.5 Proposed amendment to paragraph 9 of the club constitution ( Para 5 of the previous minutes refers) The amendment had been approved at the 2014 AGM and a copy of the Club Constitution Revision 1 Amendment 1 had been circulated to all Club members.

Action closed.

3.6  Filling vacant positions for club officers and officials ( Para 6 of previous minutes refers) The Club officers and officials positions were filled at the 2014 AGM It was agreed at the 2014 AGM that the Rear Commodore Club position would be replaced by one extra Committee Member.

Action closed.

3.7 AGM agenda (Para 7 of previous minutes refers) The 2014 AGM was held as planned and the minutes had been circulated.

Action closed.

3.8 Post AGM social (Para 8 of previous minutes refers) An enjoyable evening was held at the Boringdon Arms.

Action: closed.

3.9 Facebook (Para 10.1 of previous minutes refers) Pip Shell reported that at present there were only four members using the CCC  Face Book account because the only way into the site was by invitation so in order to facilitate entry he will be sending a blanket invitation to all CCC members.

Action: Membership Secretary to send an e-mail inviting all members to join the CCC Face Book.

Item 4: Purchase of flag officer flags Nigel Vaughan-Smith reported that, as agreed ex-Committee, he had purchased thirteen assorted Flag Officer flags at a total cost of £218.47. The new Committee endorsed the decision to purchase the flags and for the cost to be reimbursed from the Club’s funds. He proposed that retiring Commodores should be presented with a Past Commodore’s flag as a gift and that serving Flag Officers should be able to purchase their appropriate flag for the same price as a Club burgee. The motion was seconded by Roger Coleman and passed.

Action: closed.

Decision: Nigel Vaughan–Smith to be reimbursed the sum of £218.47 from Club funds for the purchase of the 13 Club Flag Officer Flags.

Decision: Retiring Commodores to be presented with a Past Commodore flag as a gift on their retirement.

Decision:  Other Flag Officer flags to be sold at the same price as a Club burgee.

Item 5: Relationship with Hooe Point Sailing Club The Commodore reported that Hooe Point Sailing Club (HPSC) had approached her with a request that HPSC members be permitted to join with CCC cruises and that, as a quid pro quo, HPSC would invite CCC members to participate in HPSC races. After a general discussion it was agreed that the proposals held merit and that HPSC should be permitted to participate in Club cruises and that CCC members should be given the opportunity to race with HPSC should they so wish. It was further agreed that Nigel Vaughan- Smith would liaise with Alan Casey of HPSC and between them they would distribute the relevant information to both Clubs and act as the conduit between the Clubs.

Action: Rear Commodore Sail to liaise with HPSC and inform CCC members of HPSC race details.

Decision: HPSC members to be invited to join in Club cruises and CCC members to be allowed to join in HPSC races.

Item 6: Management of the future interface with PPSA The Commodore reported that although the club no longer had a representative attending the PPSA meetings we were still paid up members until the end of this financial year and that information about PPSA actions / decisions etc was still accessible on their website.  The PPSA, she pointed out, was really a racing oriented organization and did not seem to have any interest in cruising so a decision would have to be made as to whether or not CCC would continue its membership.

Decision: Monitor the PPSA website and review the value of continued  membership of PPSA at the end of the year

Item 7: Electronic banking Following the action on the Committee from the 2014 AGM, both the Honorary Treasurer and Membership Secretary reported that the electronic banking system had been trialled and was working satisfactorily and to date there were no issues with the bank over charges etc. Bank details are available from Pip Shell for members wishing to pay subscriptions on line.

Action: closed.

Item 8: Reports from Officers and Committee members (a) Honorary Treasurer A copy of the Treasurer’s report is attached. He also reported that he had informed both the RYA and the PPSA of the changes involving the CCC officers. (b) Membership Secretary Pip Shell reported that there were forty nine paid up voting members which, together with the five life members, gave a current total Club membership of fifty four. (c) Social Secretary Lynne Shell confirmed that the Laying Up Supper has been arranged for 22nd November at the Boringdon Arms and that the Prize Giving Dinner will probably be held in January 2015 at a venue yet to be determine. (d) Rear Commodore Sail Nigel Vaughan-Smith reported that Cruise 1 had been cancelled due to the weather and that he already had seven boats signed up for Cruise 2. He further stated that he would not be able to participate personally in Cruises 4, 5 and 11. Although he would still undertake all of the pre-cruise coordination he would be looking for a willing volunteer to assume the on the water coordination role for those cruises.

Item 9: Update Diary of Future Events The following dates were agreed and confirmed:

Saturday  4th October 2014: Committee meeting at the Boringdon Arms Saturday 22nd November 2014: Laying-Up Supper at the Boringdon Arms Saturday  17th January  2015: Committee meeting at the Boringdon Arms Saturday  21st March  2015: Annual General Meeting at a venue to be arranged

Item 10: Any Other Business The Vice Commodore raised the subject of club premises and a discussion ensued regarding the uncertainty over the future ownership of the Boringdon Arms; the uncertain future of Hooe Point Sailing Club and the future of Mountbatten Cruising Club. It was agreed that the situation needed to be monitored but that no action would be required until the Boringdon Arms changed ownership at which time the new owners should  be approached regarding allowing the CCC to continue with the current arrangements.

There being no other business the meeting closed at 20:45.

Colin Ayres Honorary Secretary

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22nd March, 2014

Minutes of the Annual General Meeting of The Cattewater Cruising Club

Held at the conference room, Fairway Furniture Store, Billacombe @ 18:00 on Saturday, 22nd March, 2014

Present:

Celia Coleman: Commodore Roger Coleman: Vice Commodore Nigel Vaughan-Smith: Rear Commodore Sail Ian Duffie: Rear Commodore Club Ros Wheeler: Honorary Treasurer Pip Shell: Membership Secretary Lynne Shell: Social Secretary Geoff Wheeler: Committee Member

Together with 14 other Voting Members

Item 1: Apologies for Absence Apologies for absence had been received from the following members:   Alan and Margaret Eves Barbara & Peter Fellows Ian Foster Martin Gooderson Chris and Yvonne Greenwood Angela & Bill Hill Dave and Corinne Hurrell Graham Norris Glenda O’Connor

Item 2: Approval of the Minutes of the Previous AGM held on Saturday, 23 March 2013 These Minutes were taken as read, as they had been circulated to Members together with the calling notice for the 2014 AGM.  Geoff Wheeler proposed that they be approved as a true record; this was seconded by Pip Shell. This proposal was carried unanimously.

Decision: The Minutes of the AGM held on 23 March 2013 were approved as a true record of that meeting.

Item 3: Matters arising from the previous AGM minutes There were no matters arising from the previous minutes.

Item 4: Commodore’s Report The Commodore opened her report by thanking Fairway Furniture and Paddy O’Connor, in particular, for providing the excellent facilities for the meeting.  She then welcomed all those Members present, with a special welcome for those new Members attending their first Club AGM.  She thanked all Members, both those present and those not able to attend, for supporting the Club.  Whilst not wishing to pre-empt the reports from the other Officers and Committee Members, she stated she had been delighted with the progress made by the Club during the past season and that she considered it had been a very successful year all round: the membership numbers had continued to be buoyant; the cruising programme had been a success, despite the weather early and late in the season; and the social events had all been most enjoyable.  She also thought the other activities, such as the Winter Walks, the Photographic Competition and the Where Are We Competition had all added to the general healthy and vibrant nature of the Club.  She particularly thanked the other Officers & Committee Members for their significant individual contributions and then went on to thank all Members for their participation in the Club’s activities during the past season. She emphasised that the Club was the Members and its success, or otherwise, was purely down to the level of active participation from each Member. Finally, she wished all members a successful and enjoyable forthcoming season.

Item 5: Rear Commodore Sail’s Report The Rear Commodore Sail summarised the salient points of his report, a full copy of which is attached to these minutes.  He too thought it had been a very successful season overall with 14 Club boats participating in one or more of the Club cruises and 7 Club boats having made extended individual cruises.  He particularly thanked all those Members who had submitted Cruise Reports.  He stated he had enjoyed reading them all and several had inspired him to plan to extend his own cruising horizons.  He hoped others had not only found them enjoyable reading, but also informative.  He urged all Members to join in the fun during the forthcoming season by submitting regular reports on their cruising achievements; if embedding photographs was a problem for some, he was more than happy to do that on the author’s behalf.  He stated there would be another Photographic Competition this season, but with two categories: one for general sailing photographs and the other for shots of other Members boats, preferable well pressed under sail!  He also asked Members to keep an eye out for unusual views when afloat and to photograph them and send them to him for next winter’s Where Are We Competition.  He acknowledged that some felt he was overly detailed and pedantic in his planning and running of the Cruising Schedule, but stated that was, unfortunately, his modus operandi and he hoped Members would understand and reply to his various deadlines.  Finally, he stated that the published Cruising Programme was only intended as a framework and he was always open to suggestions from Members on alternatives or improvements.  As such, he was very grateful to Corinne and David Hurrell for offering to organise “day cruises”, weather permitting, for those Members not able to participate on the long cruises.   There being no questions, the Commodore proposed a Vote of Thanks to Nigel Vaughan-Smith for all his efforts as Rear Commodore Sail during the previous season.

Item 6: Rear Commodore Club’s Report The Rear Commodore Club opened his report by apologising to Members for his lack of involvement in Club activities during the previous season.  However, he had managed to attend most Port of Plymouth Sailing Association (PPSA) meetings on the Club’s behalf.  Unfortunately, the PPSA was still very much racing focussed, despite his efforts to stimulate a broader agenda to include cruising matters.  He had therefore felt compelled to resign from the PPSA together with his resignation from the post of Rear Commodore Club.  That said, he still felt the PPSA had things to offer the Club and recommended the Club continue its affiliation.  To support this statement, he then listed a number of items that had been discussed at PPSA meetings, which he felt would be of interest to Club members; these are detailed in his attached report.  There were two items which he felt were of particular interest; first, that the PPSA had a training budget of £2000 per year capped at £300 per Club and he felt the Club should investigate and forward a proposal for funding; second, there was going to be an attempt at the Guinness Book of Records largest sailing event on 21 September 2014 in support of the Andrew Simpson Sailing Foundation.  He concluded by answering several questions on the general role and responsibilities of the PPSA.  The Commodore thanked him for his report and for all his work on behalf of the Club with the PPSA.

Item 7: Membership Secretary’s Report The Membership Secretary opened by thanking all those Members who had promptly paid their 2014/15 season membership fees and also those who had informed him that they were not renewing their membership this year.  He stated membership had peaked at 56 last year, including the 5 Life Members, and currently stood at 36 paid-up Voting Members.  Members attending the AGM were asked to collect their membership cards from him at the end of the meeting; membership cards for those members unable to attend the meeting would be either hand delivered by the Commodore for those based in Plymouth Yacht Haven or mailed in the post.  The Commodore thanked him for his report and in particular for his exceptionally long standing tenure as Membership Secretary.

Item 8: Social Secretary’s Report The Social Secretary reminded Members of the very successful Laying-Up Dinner and Prize Giving held at the Staddon Heights Golf Club the previous November, and of the social to be held at the Club Headquarters, The Boringdon Arms, after the meeting.  She then stated that, due to the problem of booking a suitable venue in the pre-Christmas period, it had been decided to revert to a previous format whereby a Laying-Up Supper would be held in The Boringdon Arms on 22 November 2014 with a more formal Dinner and Prize Giving early in 2015.  She was still researching venues for this latter function and would welcome any suggestions for location or format.  There being no comments or questions, the Commodore thanked her for her report and encouraged her continuing efforts to provide a varied and entertaining social programme.

Item 9: Presentation of Accounts by the Honorary Treasurer The Honorary Treasurer stated that a copy of the Examined Accounts for 2013/14 had been circulated to all Members by email prior to the meeting.  She then informed the meeting that they held up against previous years, despite being in deficit for the year due to a number of one-off out goings.  These included: the late payment of the 2013 RYA Affiliation Fees, which then came into 2013/14; the cost of setting up the template for the badge for the Cub Clothing; the cost of updating the engraving of the Club Trophies; and the purchase of additional Club Burgees and Officers’ Flags.  These latter items represent stock and a Club financial asset on future sale to Club Members.  She concluded that the Club was still financially sound with a current account of £167.05 and a deposit account of £1958.95.  She confirmed the accounts had been examined by the appointed Club Accounts Examiner, Yvonne Traynor, and found to be correct.  She ended by regretting that she, and Geoff, were standing down from the Committee and thanked everyone for their trust and support over the years.  There were no questions on the presented accounts which were proposed by Roger Coleman as being a true and accurate record of the Club’s finances for Financial Year 2013/14; this was seconded by Nigel Vaughan-Smith and approved unanimously.

Decision: The Examined Accounts, a copy of which are attached to these minutes, were accepted as a true and accurate record of the Club’s finances for Financial Year 2013/14.

Item 10: Election of Club Officers Opening this item, the Commodore paid tribute to the four retiring Officers & Committee Members: Corinne Hurrell, Ros Wheeler, Ian Duffie and Geoff Wheeler.  She thanked them all for everything they had done for the Club during their time serving as Club Officers & Committee Members.  She also recognised Roger Coleman’s support and efforts over his years as Vice Commodore, but noted that he was only resigning this position to enable him to stand for the more demanding role of Honorary Treasurer!!  She particularly thanked Geoff Wheeler for his great contribution in all the various positions he had held over the years.  She then presented him with a Past Commodore’s Flag in recognition of his years as her predecessor as Commodore; this was to a resounding round of applause from all those Members present.

The following volunteers had been proposed to fill the Club’s Officer posts for the 2014/15 Season:

Commodore: Celia Coleman Vice Commodore: Bill Hill Rear Commodore Sail: Nigel Vaughan-Smith Rear Commodore Club: No nomination Honorary Secretary: Colin Ayres Honorary Treasurer: Roger Coleman

In the absence of a nomination to fill the vacant Rear Commodore Club position, it was suggested that the number of Club Officers should be reduced to five for the forthcoming year.  This proposal and the election of the nominees to the other five posts were formally proposed by Geoff Wheeler, seconded  by Pip Shell and agreed unanimously by those Members present.

Decision:  The Club Officers for the 2014/15 Season were to be reduced to five and were to be:

Commodore: Celia Coleman Vice Commodore: Bill Hill Rear Commodore Sail: Nigel Vaughan-Smith Honorary Secretary: Colin Ayres Honorary Treasurer: Roger Coleman

Item 11: Election of Club Committee Members The following volunteers had been proposed to fill the Club’s Committee Member positions for the 2014/15 Season:

Membership Secretary: Pip Shell Social Secretary: Lynne Shell Club Webmaster: Chris Greenwood Committee Members: Beverly Whitmill & Kevin Whitmill

As the Rear Commodore Club position was vacant, the Commodore proposed that the Committee should be expanded by one member for the forthcoming season by excepting both nominees for the one Committee Member position, as this would maintain an overall Officers & Committee of ten members. This proposal and the election of the five nominees were formally proposed by Celia Coleman, seconded  by Nigel Vaughan-Smith and agreed unanimously by those Members present.

Decision:  The Club Committee Members for the 2014/15 Season were to be increased to five and were to be:

Membership Secretary: Pip Shell Social Secretary: Lynne Shell Club Webmaster: Chris Greenwood Committee Member: Beverly Whitmill Committee Member: Kevin Whitmill

Item 12:  Appointment of the Club’s Accounts Examiner The Commodore thanked Yvonne Traynor for her efforts in examining the 2012/13 and 2013/14 Club Accounts and stated that she had offered to continue in that role.  Paddy O’Connor proposed that Yvonne Traynor be appointed the Club’s Accounts Examiner for the 2014/15 financial year; this was seconded by Celia Coleman and agreed unanimously by all present.

Decision:  Yvonne Traynor was appointed the Club’s Accounts Examiner for the 2014/15 financial year.

Item 13:  Membership Fees The Club finances and membership numbers were both healthy.  The Officers & Committee Members recommended that the annual membership fee for the 2015/16 season should remain at £10 per member.  Geoff Wheeler proposed the motion, which was seconded by Mike Sims and agreed unanimously by those Members present.

Decision:  The membership fee for the 2015/16 season to be £10 per member.

The Membership Secretary then raised the issue that he had been approached by several members requesting to pay their subscriptions by electronic means or bank transfers, other than cheque.  This generated considerable discussion on the relative pros and cons of increased ease of payment for Members against the potential of increased bank charges to the Club for the greater number of individual transactions.  In the end, it was agreed that the matter required further investigation and the Officers and Committee Members were actioned accordingly.

Action:  The Officers and Committee Members to investigate the actual costs that would accrue to the Club by introducing electronic banking and, if deemed cost effective, promulgate details of the alternative arrangements to Club Members.

The Membership Secretary further commented that a number of Members liked to pay their membership dues at the AGM.  This placed them in contravention of the Club Constitution which requires annual subscriptions to be paid on the 1st day of March each year.  It was agreed  to discuss this matter further under the following Item 14.

Item 14:  Approval of Amendment 1 to the Club Constitution Revision 1 A copy of the draft amendment had been circulated to Members along with the Calling Notice for the AGM.  The amendment proposed additional wording to two paragraphs:

a. Paragraph 2.2.  The change to this paragraph would introduce a one-off joining fee per boat, where appropriate, equal to the then current cost of a Club Burgee, for which the new member would then be presented with a Club Burgee in return.  This change was to ensure all new members had a Club Burgee.

b. Paragraph 9.  The current wording to this paragraph only limited the Club’s liability to activities on Club premises or whilst using property hired by or loaned to the Club.  It was considered necessary to limit the Club’s liability to include participating in social events, cruises or any other event organised by or on behalf of the Club.

Both these proposed changes were accepted by those present as being worthy and required.  Discussion then centred on the matter raised under the previous item as to when annual subscriptions needed to be paid.  The Rear Commodore Sail suggested revising the wording of line 3 of Paragraph 2.4 of the Constitution from: “… thereafter on the 1st day of March …” to read: “… thereafter by no later than the 31st day of March …”.  This revised wording found favour with all present.  Celia Coleman proposed that the revised wording to Paragraphs 2.2, 2.4 & 9 be incorporated as Amendment 1 to Revision 1 of the Club Constitution.  This was seconded by Geoff Wheeler and approved unanimously by all those Members present.

Decision:  The proposed Amendment 1 to the Club Constitution Revision 1 was approved and the revised paragraphs were to read:

2.2 Application for Membership shall be made on the appropriate form which when completed shall be passed to the Membership Secretary along with the appropriate fee, which is to include a one-off joining fee per boat, where appropriate, equal to the then current cost of a Club Burgee, for which the new member will be presented with a Club Burgee in return.

2.4 Voting Members shall pay an annual subscription of such sum as agreed at a General Meeting.  All Voting Members shall pay their first annual subscription upon election to the Club and thereafter by no later than the 31st day of March each year. Changes in the rate of subscription shall be proposed by the Officers and Committee to the members at a General Meeting.  Any such changes, if passed, shall become operative with effect from the start of the next Club financial year following the General Meeting.

9.1 The Club disclaims all liabilities for any injury sustained by members or their guests whilst on Club premises or whilst using property hired by or loaned to the Club or when participating in social events, cruises or any other event organised by or on behalf of the Club.

Action:  Rear Commodore Sail to incorporate Amendment 1 in the Club Constitution Revision 1 and circulate a copy of the updated document to all Members.

Item 15:  Any Other Business No items of any other business had been notified.  However, the Commodore went round the room inviting Members to raise any matter.

Roger Coleman stated that, although changing his position within the Club, he would still maintain and circulate the Sailing Group Forum giving contact details of members and their boats.

Geoff Wheeler thanked the Club for all the support he had received over the years and that he and Ros were looking forward to continuing their participation in Club activities.

Nigel Vaughan-Smith proposed a Vote of Thanks to the Commodore, Celia Coleman, for her very effective and highly successful first year as Commodore.  This was seconded by Geoff Wheeler and unanimously agreed by all those Members present by loud applause.

In closing the meeting, the Commodore again thanked Fairway Furniture and Paddy O’Connor for providing the facilities for the meeting and expressed her hope that they would be made available on future occasions, if required.

There being no other business, the meeting closed at 1905 hrs.

Nigel Vaughan-Smith for Honorary Secretary

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18th January, 2014

Committee Meeting minutes

Held at The Boringdon Arms, Plymouth on Saturday 18th January, 2014

Present:

Celia Coleman: Commodore Roger Coleman: Vice Commodore Nigel Vaughan-Smith: Rear Commodore Sail Pip Shell: Membership Secretary Lynne Shell: Social Secretary Corinne Hurrell: Honorary Secretary Ros Wheeler: Honorary Treasurer Geoff Wheeler: Member

Item 1. Apologies for Absence Ian Duffie: Rear Commodore Club Chris Greenwood: Webmaster

Item 2. Approval of the Minutes of the Committee Meeting Held on 21st Sept 2013 The Minutes of the Committee Meeting dated 21st Sept 2013 were passed as a true record. Proposed by Pip Shell and seconded by Roger Coleman

Item 3.  Matters Arising from the Minutes dated 21st Sept 2013 3.1 The Honorary Treasurer to introduce the new cash book and accounting system (as advised by the Club Accounts Examiner) with effect from 1st March 2014.

Action: Honorary Treasurer.

3.2 Laying-Up Supper 2014.  Lynne is still researching venues and prices. The committee felt it would be prudent to have the laying up supper at the Boringdon in Nov 2014 and have prize giving/meal in the new year Jan 2015.

Action: Social Secretary.

3.3  Winter Walks are ongoing and organised by Alan Eves. Keep an eye on your emails.

Action: Vice Commodore to coordinate.

3.4  The Commodore has responded to the Chairman of the MBCC that we would welcome MBCC members to attend our cruises and social functions and visa versa.

Decision: No further action.

3.5  The Laying up dinner at Staddon Heights golf club was a great success. Nigel proposed a vote of thanks to Lynne Shell for all her hard work. A donation of £71 was passed to the RNLI (Plymouth Branch). Letter of thanks received.

3.6  Cruising  plan for 2014 was sent out in November by Nigel and open for changes and suggestions to the diary by any members.

3.7  Chris Greenwood is prepared to carry on and manage the web page for the next year.

Item 4. Introduction of a CCC Joining Fee of £10 per Boat CCC joining fee may be introduced at £10 per boat in exchange for a CCC burgee. This will be put to the members at the AGM. The membership fee of £10 per person will remain the same.

Item 5. Proposed Amendment to Para 9 of the Club Constitution Amendment to the Constitution to be put on the agenda for the AGM March 2014.

Item 6.  Nominations and Resignations for Club Officers and Committee Members Two resignations were received at the meeting, Geoff and Ros Wheeler, a further one was received by telephone from Ian Duffie.  Corinne Hurrell had already informed Celia that she was resigning her position.

Action: Celia will email all members to ask for willing volunteers to take up vacant positions.

Item 7. Approval of Draft 2014 AGM Agenda.  Agenda for the AGM agreed Start time 18.00pm at Fairway Furniture 22nd Mar 2014.

Item 8.  Post AGM Social Lynne will arrange food at the Boringdon Pub afterwards. All monies to be made payable to the CCC.

Action: Social Secretary.

Item 9.  Update Diary of Future Events AGM: 22nd Mar 2014 Laying up: Nov 2014 Prize giving/dinner: Jan 2015

Item 10.  Any Other Business 10.1 Facebook – A discussion was held and agreed to set up a Facebook account for the Club on a Group Membership basis for the use of an informal notice board.  Our Webmaster has offered to organise this facility for the Club.

Action: Webmaster.

10.2  The Treasurer reported that the Club Bank Balances were:- a. Current Account – £621.52   b. Savings Account – £1958.87 With a £115.00 membership fee to the RYA outstanding.

10.3  Nigel has updated the engraving on all plaques /cups at a cost of £115 and it was agreed to reimburse him from Club funds.

The Meeting closed at 19.30pm

Corinne Hurrell Honorary Secretary

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