Agendas & Minutes, 2019

3rd October, 2019

Committee Meeting minutes

Held at the Boringdon Arms, Turnchapel @ 19:30 on Thursday, 3rd October, 2019

Present:

Val Ayres: Commodore Margaret Eves: Vice Commodore Alan Eves: Rear Commodore Sail Colin Ayres: Honorary Secretary Roger Coleman: Honorary Treasurer Pip Shell: Membership Secretary Lynne Shell: Social Secretary Kevin Whitmill:  Committee Member Bev Whitmill: Committee Member Celia Coleman: Committee Member David Evans: Committee Member Sandra Lerpiniere: Committee Member

1. Apologies for absence Andrew Pascoe: Club Webmaster

2. Approval of the Minutes of the previous meeting held on 19th April, 2019 The Minutes of the Cattewater Cruising Club Committee Meeting held on 19th April 2019 were passed as a true record.

Proposed by Alan Eves and seconded by Celia Coleman.

3. Matters arising 3.1. Roger and Val to provide the bank with details necessary for the new banking mandate. (Item 3.3 of the previous minutes refers).

This item was still outstanding and Roger passed the necessary form to Val so that the information could be passed to the bank.

Items ongoing 3.2. Lynne to make enquiries about holding the Prize Giving Party at the Bridge in mid -October. (Item 7 of the previous meeting refers).

Lynne reported that the action had been completed.

Item closed.

3.3. Pip to write to Chris and Tim Greenwood, on the Club’s behalf, to thank them for initially setting up and subsequently hosting the Club website. (Item 8 of the previous minutes refers).

Pip reported that the action had been completed.

Item closed

3.4. Val to invite members to submit photos of their boats for inclusion in the Members’ Boats section of the Club website. (Item 8 of the previous minutes refers).

Val reported that the action had been completed with no response from members but stated that she would send out the email again.

Action: Val to send out email inviting members to submit photos of their boats for the Club website.

Item ongoing.

3.5. Val to discuss with Alan Casey the closing down of the closed group Facebook page (Item 8 of the previous minutes refers).

Val reported that since the last meeting David Bater had offered to take over the administration of the Club’s Facebook page and she would report on progress at the next meeting.

Item ongoing.

3.6. Val to send to members: details of the Club Trophies, the Photographic Competition and a reminder about Cruise Reports. (Items 10a, 10b, 10c of the previous minutes refers).

Val reported that that the action had been completed.

Item closed.

3.7. Val to amend the “Welcome Letter” which is sent to new members, so as to clarify the timing of the Boringdon Socials. (Item 10d of the previous minutes refers).

Val reported that this action had been completed.

Since the last meeting, Margaret had taken over the co-ordination of the Boringdon Socials from Celia and she would be informing members that in future she would be the Club contact for that event.

Action: Margaret to inform members that she will in future be co-ordinating the Boringdon Socials.

3.8. Alan to investigate the possibility of organising a short cross channel winter ferry trip. (Item 10e of the previous minutes refers).

Alan confirmed that he and Lynne had investigated the trips available and the numbers of members who would have been interested in the trip but there was insufficient interest to make it viable. They both felt that with more notice it might viable in the future and it could be included in next season’s Cruising Programme.

Val thanked Alan and Lynne for their efforts in trying to arrange the event.

Item closed.

3.9. Alan to look into the possibility of organising a Dockyard Heritage Trip. (Item 10f of the previous minutes refers).

Alan confirmed that he had obtained information on the formalities of arranging a trip and intended to include it in the Winter Walks programme.

Item closed.

4. Trophies & prizes Val reported that she had purchased the engraved tumblers at a cost of £151.80 and would be taking the trophies for engraving after the Trophies sub-committee had met and the trophies would be ready for presentation at the Prize Giving Party.

Roger stated that it looked likely that the supply of the tumblers and the engraving of the trophies would come within his budgeted figure of £270.

Val also reported that she has spent £6.40 to date on printing of photos for the Photographic Competition.

It was proposed by Celia and seconded by David that the Club should reimburse Val the sum of £158.20. The meeting was in unanimous agreement.

Decision: £158.20 to be spent on the supply of engraved tumblers and printing.

5. Laying up supper and prize giving party Lynne reported that she had paid the bill at the Bridge and she thought that there would be about 36 members at the Party; many of whom were new members; because of the numbers exceeding 30 we would have the whole of the upstairs to ourselves.

She and Pip would be arriving early at the Bridge to get things organised and she would supply the board for mounting the photos for the competition.

Margaret confirmed that she had already been donated prizes for the raffle but could do with a few more and that she and Celia would be running the raffle. It was agreed that the proceeds of the raffle should be donated to the RNLI as in previous years.

Val thanked Lynne and Margaret for the efforts they had made.

6. Rear Commodore Sail’s report Alan reported that the season had been a success and 6 of the 10 planned cruises had gone ahead in some form. 26 individual boats had joined the cruises and the total number of entries for all of the cruises had been 86; some cruises which had been signed up to, had not gone ahead and the average number of boats on those cruises which did go ahead was 7

Cruises 2,4,7 and 10 had been cancelled due to poor weather.

He explained that the possible ferry trip to Roscoff had not gone ahead due to lack of numbers and that a trip to the Dockyard would probably take place outside of the sailing season as part of the Winter Walks programme. He also stated that he would be sending out to members: details of an evening lecture on the RYA SafeTrx app which will take place at Plym Yacht Club.

Action: Alan to circulate details of the RYA SafeTrx event.

Val thanked Alan for his report.

7. Honorary Treasurer’s report Roger reported that he had produced for the meeting: his Treasurer’s report as at 3rd October 2019 which was based on an Income and Expenditure Report which gave details of income and expenditure to date for this financial year and the also details of the Club’s deposit account to date.

Copies of these two documents are attached to the minutes.

He explained that the amount in the Deposit account stood at £1062.44. The Treasurer’s Income and Expenditure account, which is used for ongoing transactions, at the beginning of the financial year had an opening balance of £1299.76 and at present the balance stood at £2386.70 but future liabilities would reduce this balance by approximately £525.00 by the end of the financial year to about £1860 which would show a surplus for the present financial year due to a larger than budgeted income from membership subscriptions.

Val thanked Roger for his report.

8. Membership Secretary’s report Pip reported that 17 new members had joined since March 2019 and the Club membership now totalled 89, including 5 life members.

Val thanked Pip for his report.

9. Social Secretary’s report Lynne reiterated that the arrangements for the Prize Giving Party were well underway and the attendance would be well in excess of the attendance in recent years.

She reported that she had made arrangements for the AGM and Fitting Out Supper to be held at Plym Yacht Club on 28th March 2020 and she produced sample menus for the Committee to peruse. A decision was made to ask PYC to provide refreshments based on the £7.50 sample menu.

It was agreed that the AGM would start at 6:30 pm and be followed by the Fitting Out Supper.

Val thanked Lynne for all the hard work she had put in to arranging the social events

10. Webmaster’s report Andrew was unable to attend the meeting but in his absence David Hallet, whose company HG15 is the new host for the Club website, attended and gave the Committee an update on progress with the transfer. He was able to report that the transfer from Tim Greenwood’s company had been completed and that the website was now available for Andrew to work on.

HG15 had incurred a cost of £17.94 in making the transfer but David kindly offered to waver the charge and also pointed out that the charge of approximately $99, which the Committee had budgeted to pay for the Security certificate, would not need to be expended because that particular aspect was covered within David’s security system.

Val expressed the Club’s gratitude to David for addressing the Committee and his generosity in hosting the CCC website.

11. Update of future events Laying Up Prizegiving Supper: 19th October 2019 Committee meeting: 16th January 2020 Annual General meeting: 28th March 2020 Committee meeting: 23rd April 2020

10. Any other business Roger informed the Committee that he would be standing down from his role of Honorary Treasurer at next year’s Annual General Meeting and he would also be standing down from the Committee.

Val expressed everyone’s sadness together with gratitude for everything Roger had done for the Club over a period extending back many years but spirits were somewhat lifted when he informed us that Celia would continue to serve on the Committee.

There being no other business the meeting closed at 9:00pm

Colin Ayres Honorary Secretary

19th April, 2019

Committee Meeting minutes

Held at the Boringdon Arms, Turnchapel @ 19:30 on Thursday, 19th April, 2019

Present:

Val Ayres: Commodore Margaret Eves: Vice Commodore Alan Eves: Rear Commodore Sail Colin Ayres: Honorary Secretary Roger Coleman: Honorary Treasurer Pip Shell: Membership Secretary Lynne Shell: Social Secretary Andrew Pascoe: Club Webmaster Celia Coleman: Committee Member David Evans: Committee Member Sandra Lerpiniere: Committee Member

The Commodore opened the meeting at 19:30 and welcomed members to the first meeting of the new Committee

1. Apologies for Absence None

2. Approval of the Minutes of the Previous Meeting held on 19th January, 2019 The Minutes of the Cattewater Cruising Club Committee Meeting held on 19th January 2019 were passed as a true record.

Proposed by Margaret Eves and seconded by Celia Coleman.

3. Matters arising from the Previous Minutes 3.1 Honorary Secretary to issue to Club members: the AGM Calling notice, agenda and nomination form for Officers and Committee Members. (Item 5 of the minutes of the meeting held on 10.01.19 refers).

Honorary Secretary reported that this action was complete

Item closed

3.2 Celia to contact Yvonne Traynor to enquire whether she would act as the Examiner for the Club’s accounts for the 2019- 2020 financial year. (Item 5 of the minutes of the meeting held on 10.01.19 refers).

Celia reported that she had contacted Yvonne, who had agreed to act as the Examiner.

Item closed.

3.3 Val, Alan and Roger to provide the bank with the information necessary for the new banking mandate. (Item 7 of the minutes of the meeting held on 10.01.19 refers).

Roger reported that progress was being made on the mandates.

Item ongoing.

3.4 Alan to include in his AGM report, the details of benefits to the Club of our membership of the PPSA over the last year. (Item 7 of the minutes of the meeting held on 10.01.19 refers).

Alan reported this action was complete.

Item closed.

3.5 Lynne to send out the final AGM / Fitting Out Supper reminder. (Item 10 of the minutes held on 10.01,19 refers).

Lynne reported that this action was complete.

Item closed.

 3.6 The Club to write to PYH to thank them for publicising the CCC. (Item 6 of the 2019 AGM minutes refers).

Val reported that this had been done and at the same time information had been passed to PYH to enable them to update the link to our Club on their website, which they had done.

Item closed.

3.7 Val to write to members asking for feedback on the Club social events. (Item 7 of the 2019 AGM minutes refers).

Val reported that this action was complete.

Item closed.

 3.8 Val to inform the PPSA that our Club is to cease its affiliation. (Item 13 of the 2019 AGM minutes refers).

Val confirmed that this action was complete.

Item closed.

3.9 Andrew to set up a Whats App group. (Item 15 of the 2019 AGM minutes refers).

Andrew confirmed that this had been done.

Item closed

4  Rear Commodore Sail’s report Alan reported that the details for Cruise 1, which was to take place over the Easter weekend, had been published; 11 boats had expressed an interest in joining it and an attendees list had been posted to those members. The weather forecast for the period was good and he looked forward to an excellent few days.

Details of Cruise 2 to Salcombe, taking place on 4th to 6th May, had also been posted and to date 5 boats had signed up. Pontoon space had been reserved with Salcombe Harbour and a table reservation at the King’s Arms.

Val thanked Alan for his report.

5 Honorary Treasurer’s report Roger reported that he had produced for the meeting: his report, the signed off copy of the Income and Expenditure account for the year ending 28th February 2019, the Budget for 2019 – 2020, brought into line with the decisions made at the 2019 AGM and details of the Income and Expenditure account as at 17.04.19; copies of these are attached to the minutes.

The budget for 2019 – 2020 now showed a surplus for the year of £80.

The Income and Expenditure account as at 17.04.19 showed a surplus of £534.76, with future liabilities outstanding to the RYA of £125, and for trophies and prizes: £270.

Roger explained that the saving made by not renewing our membership of the PPSA plus the extra income generated by a larger than forecast membership should lead to a surplus for this financial year.

He informed the Committee that the process of establishing the new bank mandates was slow and ongoing.

There were no questions regarding the reports and Val thanked Roger for producing them

6 Membership Secretary’s report Pip reported that the Club membership now totalled 80, including 5 life members.

A considerable number of members from last year had not renewed their membership for 2019 – 2020 but there had, so far this year, been a large number of new members.

Pip concluded by reporting that he held a sizeable stock of Club burgees.

Val thanked Pip for his report, about which there were no questions.

7  Social Secretary’s Report. Lynne reported that the feedback she had received regarding the recent AGM and Fitting Out Supper had been favourable and the only minor issue was that the bar had closed early. The Committee agreed that the venue and the food was very good value.

Discussion took place regarding the feedback received from members in response to Val’s email questioning members about the Club’s social events. Because the response had been minimal, the conclusion drawn was that members did not seem to want any more events than were at present being organised, neither did they wish for any change to these events.

It was noted from what feedback was received, that some members did not really perceive the Club as geared towards families with young children – a situation that, due to the nature of cruising and the age of the participants, would prove difficult to change.

Following on from the general discussion it was agreed to make special efforts to make new members feel inclusive at Club events.

Deliberation then took place regarding what Social events should be organised for the coming Club year. Lynne reported that the attendances at the annual Prize Giving Party had been slowly dropping off and was now only attended by a small active core within the Club and the same could be said of the Laying Up Supper.

Val asked the Committee for their views on making one event of the Prize Giving Party and the Laying Up Supper and holding it early enough in the year for members to attend the event and stay, if they wished, overnight on their boats; this could be one way of increasing the attendance and making the event more accessible. The early date would mean that entries for the trophies would have an earlier cut- off date than in past years but if it stimulated more interest it would be worth considering.

The consensus was that the new event should be tried for this year and Lynne was asked to look into the possibility of holding the event at The Bridge around the middle of October.

Val thanked Lynne for her report.

Action; Lynne to make enquiries about holding the Prize Giving Party and Laying Up Supper at the Bridge in mid-October.

8 Webmaster’s Report Andrew reported that his work on updating and reformatting some of the files on the Club website was progressing and that David Hallet, a Club member who ran an IT company, had offered to take over from Tim Greenwood as the host for the site. The name of David’s company was HG15. The cost to the Club for the security certificate and the domain registration would be $99. The reason for reformatting some of the files was to make the site more compatible with mobile devices.

Following a proposal by Alan Eves which was seconded by David Evans, the Committee voted unanimously that the site should be hosted by HG15 at a cost of $99.

Decision: The Club website is in future to be hosted by the company HG15.

Action: Pip to write to Chris Greenwood on the Club’s behalf and thank him and Tim for initially setting up and subsequently hosting the Club website.

The section of the website showing photos of members’ boats, which is not up to date, was discussed with a view to making it both more interesting and informative. It was agreed that the membership should be invited to submit photos of their craft together with owners and crews.

Action: Val to invite members to submit photos for inclusion in the Club website under the Members’ Boats section

A discussion followed regarding the need for and the administration of the 2 separate Facebook pages. There was uncertainty about the need for the closed group page and the general consensus was that the Whats App group, which had been set up since the AGM and the original Club Facebook page would serve the Club’s needs. It was agreed that Val should discuss the matter of the closing down of the closed group page with Alan Casey who originally set it up on the Club’s behalf.

Action: Val to discuss with Alan Casey the closing down of the closed group Facebook page.

Val thanked Andrew for his report and help during the difficult period of the Webmaster handover and finding a new company to host the Club website

9  Update of Future Events Committee meeting: 3rd October 2019 Laying up prize giving Supper: 19th October 2019 Committee meeting: 16th January 2020 Annual general meeting: 28th March 2020

10  Any other business

  1. Details of the Trophies to be awarded annually need to be circulated to members.
  2. Details of the Photographic competition need to be circulated to members.
  3. A reminder needs to be sent to members about Cruise Reports.
  4. The “welcome” letter which is sent to new members needs to be changed, to make it clear that the Thursday socials at the Boringdon will not always be held on the first Thursday of the month. Members will be notified monthly of the dates prior to the socials.
  5. Alan is to look into the possibility of organising a short cross channel winter ferry trip.
  6. Alan is to look into the possibility of including a Dockyard Heritage trip in the future Winter Walks programme

Action: Val to deal with items 1-4

There being no other business the meeting closed at 21:00

Colin Ayres Honorary Secretary

——————————————————-

16th March, 2019

Minutes of the Annual General Meeting of The Cattewater Cruising Club

Held at Mountbatten Watersports & Activities Centre, Plymouth PL99SJ @ 18:30 on Saturday, 16th March, 2019

Present:

Nigel Vaughan- Smith: Commodore Valerie Ayres: Vice Commodore Alan Eves: Rear Commodore Sail Colin Ayres: Honorary Secretary Roger Coleman: Honorary Treasurer Pip Shell: Membership Secretary Lynne Shell: Social Secretary Kevin Whitmill: Committee Member Bev Whitmill: Committee Member Celia Coleman: Committee Member Margaret Eves: Committee Member

Together with 9 other Voting Members.

The Honorary Secretary confirmed that the attendance of 19 voting members established the quorum necessary for business to be conducted.

Item 1: Apologies for Absence Apologies for absence had been received from the following members:

Dave Evans Glenda O’Connor Paddy O’Connor Russel Burman Viv Burman Alan Casey Gale Casey Mike Poyntz Hilary Poyntz Rick Thorne Brian Tilton Nina Tilton

The Commodore welcomed everyone to the meeting and thanked them for attending.

Item 2: Approval of the Minutes of the Previous AGM held on Saturday 24th March 2018. These Minutes were taken as read, as they had been circulated to members together with the calling notice for the 2019 AGM.

Celia Coleman proposed that they be approved as a true record; this was seconded by Margaret Eves.

There was unanimous agreement to the proposal.

Decision: The Minutes of the AGM held on 24th March, 2018 were approved as a true record of that meeting.

Item 3: Matters Arising from the Previous AGM Minutes 3.1 The Club to review the added value it received from affiliation to the PPSA over the past year. (Item 15 of the 2018 AGM minutes refers).

Nigel reported that this matter had been reviewed at the most recent Committee meeting and would be discussed under item 13 of this Agenda

Item closed

Item 4: Commodore’s Report Nigel began his report by informing the meeting that 2018 could be classed as a very good season for the Club; there had been some great cruises, excellent social events, and a healthy membership had

Nigel reported that this matter had been reviewed at the most recent Committee meeting and would be discussed under item 13 of this Agenda

Item closed

Item 4: Commodore’s Report Nigel began his report by informing the meeting that 2018 could be classed as a very good season for the Club; there had been some great cruises, excellent social events, and a healthy membership had been maintained.

He pointed out that the success of the Club was purely down to the members and the level of their active participation; he thanked everyone for their involvement across the whole spectrum of Club activities, which, he stated, had enabled the CCC to continue to thrive and grow.

He stated that the Club had been particularly blessed by having a very committed, competent, conscientious and long serving Committee and it was probably unique in having every position filled and even more members than required by the Club Constitution.

He thanked the Officers and Committee Members for all their efforts and contributions to the success of the past season and pointed out that some have bigger roles than others but all had provided outstanding support to him as Commodore over the last three years.

Nigel expressed his appreciation to the individual members of the Committee members as follows:

Bev and Kev Whitmill who had steadfastly supported the Club and provided sound input to Committee decisions,

Similarly, Celia Coleman and Margaret Eves, who had also organised the monthly “Bori” socials and the very successful Prize Giving Dinner raffles,

Alan Casey who, despite being self- taught, had been a very successful Webmaster,

Lynne Shell, whose enthusiasm in researching venues and organising fabulous formal social events had been unparalleled,

Pip Shell who had been the Membership Secretary since 2005 and had done an outstanding job throughout,

Colin Ayres who had been a most conscientious and thorough Honorary Secretary,

Roger Coleman whose tenacity and exemplary efforts as Honorary Treasurer had kept the Club’s accounts so healthy over the years,

Alan Eves, Rear Commodore Sail, whose position on the Committee was possibly the most demanding and whose selfless dedication, tireless enthusiasm and hard work had ensured the Club’s continuing success,

Val Ayres, Vice Commodore, who when first offered the role had expressed her concern over lack of experience and competency but had risen to the challenge and demonstrated the qualities to become a very successful Commodore.

Nigel confirmed his retirement as Commodore and closed his report by wishing the Club continuing long term success and fair weather and favourable tides to all for the forthcoming season.

Item 5: Rear Commodore Sail’s Report Alan read aloud his report, a copy of which had been circulated prior to the AGM.

The report began by informing the meeting that there had been an increase in members joining in the CCC cruises during the 2018 season. A total of 57 entries had signed up for and completed all or part of the 9 cruises which had gone ahead. Two cruises were cancelled due to poor weather forecasts.

The 2018 season again confirmed the popularity of the shorter weekend cruises.

There had been 2 winter walks during 2019, the first of which had been a combined walk with Plym Yacht Club, and Alan expressed his thanks to them for their hospitality; the second had been a walk in the Bovey Valley. The 2 walks had attracted a total of 30 participants.

The 2019 CCC cruising programme had been published consisting of 10 planned cruises with some new destinations and some returns to familiar moorings.

Alan finished his report by thanking the Committee and the Club members for their support during 2018 and telling the meeting that he was looking forward to a successful season in the coming year.

Nigel thanked Alan for his report.

Item 6: Membership Secretary’s Report Pip read aloud his report, a copy of which had been circulated with the AGM reminder.

The report stated that the CCC membership had dipped a little last year to 79 members, and that at the time of issue the membership for the current year stood at 61including 5 life members, however, in the last few days the membership had risen to 67. Pip had been notified of one member not renewing for the coming season but reported that the Club had gained 5 new members since August last year.

He had anticipated in his report that the Club’s bank statement would show a few latecomers at the beginning of March and possibly a few more by the AGM.

He reported a good response from members letting him know about when they had made payments by bank transfers and confirmed how helpful this was in managing his records and the bank account.

Membership cards had been either posted or delivered by hand to members’ pigeon holes at Plymouth Yacht Haven, others would be given out at the AGM.

His report emphasized the importance of members making him aware of when they have made payment of their subscription by bank transfer.

Pip pointed out that he held a stock of burgees which could be purchased from him and concluded his report by thanking the members for their support.

Nigel thanked Pip for his report and made the point that due to the fact that Plymouth Yacht Haven publicises our Club to their new clients, and some only sail with us for one season, membership tends to drop off at renewal times but picks up as the sailing season progresses.

Both the Club and PYH benefited from this arrangement and Nigel expressed the Club’s gratitude to PYH.

He had anticipated in his report that the Club’s bank statement would show a few latecomers at the beginning of March and possibly a few more by the AGM.

He reported a good response from members letting him know about when they had made payments by bank transfers and confirmed how helpful this was in managing his records and the bank account.

Membership cards had been either posted or delivered by hand to members’ pigeon holes at Plymouth Yacht Haven, others would be given out at the AGM.

His report emphasized the importance of members making him aware of when they have made payment of their subscription by bank transfer.

Pip pointed out that he held a stock of burgees which could be purchased from him and concluded his report by thanking the members for their support.

Nigel thanked Pip for his report and made the point that due to the fact that Plymouth Yacht Haven publicises our Club to their new clients, and some only sail with us for one season, membership tends to drop off at renewal times but picks up as the sailing season progresses.

Both the Club and PYH benefited from this arrangement and Nigel expressed the Club’s gratitude to PYH.

Item 7: Social Secretary’s Report Lynne read aloud her report, a copy of which was circulated with the AGM reminder.

Lynne stated that another year had passed and our usual calendar events had taken place.

The “first Thursday in the month” socials had continued, with always someone new turning up.

The Laying Up Supper at Staddon Heights had been most enjoyable with the bonus of a magnificent view.

The Prize Giving and Photographic Competition event had been successfully held at Kitley, once again due to popular demand, and a good evening had been had by all. A raffle had been held with some great prizes, thanks to members and especially to Margaret Eves for having supplied some lovely items. The draw had raised the grand sum of £200 for the RNLI.

Lynne informed the meeting that no other Social events were planned for the rest of this year, other than the Cruises and the Thursday Social evenings.

Lynne confirmed that she was happy to continue in her role as Social Secretary for another year and thanked everyone for their support.

Nigel thanked Lynne for all her efforts as Social Secretary over the last year and expressed his disappointment at the low turnout at some events, particularly when considered against the efforts which Lynne had expended in their organisation.

He asked the meeting for comments regarding ways of improving participation in the Club Social events, which were generally only attended by the same active core of members.

A general discussion followed and it was agreed that Val would write to all members to try to get their views regarding existing Club activities and suggestions for any new ones.

Action: Val to email members to gain feedback on existing Club activities and suggestions for new ones

Item 8: Webmaster’s Report In Alan Casey’s absence Nigel read aloud a copy of the report which had been circulated to members with the AGM reminder.

The report stated that the website, which had generally been problem free since the last AGM, had been hosted by Tim Greenwood for approximately the last 8 years and had originally been set up by Chris Greenwood; Tim had never been a member of the CCC and had never really charged a great deal for his service.

Last January when the domain name was up for renewal Chris had indicated that it might be a good time to move to another provider and therefore Alan had only extended the domain name for a further year. Alan’s report recorded how grateful the Club should be to both Tim and Chris Greenwood for their past and continued support.

Alan confirmed that he will be stepping down as Webmaster and passing the duties to Andrew Pascoe, the new Webmaster, and the 12 months extension of the domain name will give the Club the opportunity to implement the necessary changes.

The report went on to record that the Club had a Facebook page as recommended by the RYA and in the last 12 months he had also set up a closed Facebook group, which at the time of writing stood at 23 members. It is the intention to keep the closed group for paid up Club members only and all members were welcome to join it. Facebook was set up to compliment the website and allow members to share their sailing experiences and to show that the CCC is an active club.

Alan pointed out that although Facebook might be controversial, the RYA had suggested that most members of clubs are more than likely to use it; they also stated that it should be run in tandem with a website, and both would then act as a shop window for prospective club members.

He concluded by expressing how much he had enjoyed the role of Webmaster but felt that because he no longer owned a boat it was a challenge to keep the Website up to date, and he thanked Nigel for his help in the website management.

Nigel expressed the Club’s thanks to Alan for all he had done in the past 5 years to keep the website up and running.

Item 9: Presentation of Accounts by the Honorary Treasurer Honorary Treasurer’s Report: Roger stated that a copy of the Honorary Treasurer’s Report together with details of the

Income and Expenditure Account for the year ending 28th February 2019 had been circulated to all members, by email, prior to the meeting.

He explained that the Accounts Examiner had not been able to sign off the accounts due to being storm bound across the channel. Difficulties in getting the accounts signed off had been exacerbated by the Bank not providing final statements until the second week in March and for this reason he requested that future AGMs should be held later in the month of March.

The proposed budget for 2019- 2020 had also been circulated prior to the meeting and was based on a paid- up membership of 70

Roger referred to the income and expenditure account for the past year which recorded a surplus of £234.44 and also to the Deposit Account which held £1062.32

Problems had arisen over the last year, due to members not providing him with information relating to BACS payments made to the Club. Roger reiterated that it was imperative that he was kept informed of such payments.

An acknowledgement had been received from the RNLI for the £200 donation raised by the Club through the raffle held at the Prize Giving Party.

An invoice had recently been received from the PPSA for the £90 subscription for the coming year; this amount was included in the 2019-2020 Draft Budget which forecasted a deficit of £60. Roger confirmed that action would be taken regarding the invoice in accordance with the outcome of the decision made regarding item 13 of the AGM agenda

The setting up of new banking mandates to accommodate changes to Club Officers was ongoing

Nigel thanked Roger for his report and all the diligent work he had done in the past year and recognised the need to hold the AGM in the month of March and pointed out that unfortunately, this year the Mount Batten Centre were not able to accommodate us later in the month.

There were no questions about the accounts or the Draft Budget from members present.

In view of the accounts not having been signed off Nigel asked that they be accepted as a true and accurate record subject to them being signed off by the Club’s Accounts Examiner

It was proposed by Ian Foster and seconded by Paul Evans that the Income and Expenditure Account for The Year Ending 28th February 2019 should be accepted as a true and accurate record, subject to them being signed off by the Club’s Accounts Examiner.

There was unanimous agreement to the proposal.

Decision: The Income and Expenditure Account, a copy of which is attached to these minutes, was accepted as a true and accurate record of the Club’s finances for the Financial Year ending 28th February 2019, subject to them being signed off by the Club’s Accounts Examiner.

Item 10: Election of Club Officers Nigel referred members to the sheet, which had recently been circulated with the AGM reminder, it concerned the Election of Club Officers and listed the nominations for the 5 positions as follows:

Commodore: Val Ayres Vice Commodore: Margaret Eves Rear Commodore Sail: Alan Eves Honorary Secretary: Colin Ayres Honorary Treasurer: Roger Coleman

It was proposed by Sandra Lerpiniere and seconded by Kevin Whitmill, that these 5 nominees should be elected to serve in the posts given for the coming year.

There was unanimous agreement to the proposal.

Decision: The Club Officers for the 2019 – 2020 season were elected as listed above.

Item 11: Election of Club Committee Members Nigel referred the members to a further sheet which had been sent out with the AGM reminder, this one listed the nominations received for Committee Member positions as follows:

Membership Secretary: Pip Shell Club Webmaster: Andrew Pascoe Social Secretary: Lynne Shell Committee Members: Bev Whitmill, Kevin Whitmill, Celia Coleman, Sandra Lerpiniere, David Evans

It was proposed by Kevin Thomas and seconded by Paul Evans, that the above Members should be elected to serve in the posts as listed for the coming year.

There was unanimous agreement to the proposal.

Decision: The Club Committee Members for the 2019-2020 season were elected as listed above

Item 12: Appointment of the Club’s Accounts Examiner Nigel expressed the Club’s gratitude to Yvonne Traynor for examining the 2018-2019 Club Accounts. She was, as explained earlier, currently stranded by the weather in Brittany, but had volunteered to continue for another year in the role of Examiner of the Club Accounts.

It was proposed by Margaret Eves and seconded by Ian Foster, that Yvonne Traynor should be appointed as the Club’s Accounts Examiner for the 2019-2020 financial year.

There was unanimous agreement to the proposal.

Decision: Yvonne Traynor was appointed as the Club’s Accounts Examiner for the 2019-2020 financial year

Item 13: Review of Club Affiliations Nigel stated that the Club had two affiliations.

The first was to the Royal Yachting Association which costs the Club £125 a year. The RYA membership provided the Club with reciprocal rights to use the facilities at all other RYA affiliated Clubs that we might visit during the course of our Club and individual cruises. It also provided us with access to advice and assistance from the RYA legal and other specialist departments.

The Committee’s recommendation was that this was good value for money and that we should retain our affiliation to the RYA

It was proposed by Andrew Pascoe and seconded by Sandra Lariviere that the Club remains affiliated to the RYA.

There was unanimous agreement to the proposal.

Decision: The Club is to remain affiliated to The Royal Yachting Association.

The second affiliation, Nigel reported, was to the Port of Plymouth Sailing Association, whose fees were £90 a year and he reminded members that at last year’s AGM a motion was passed to review the value our PPSA affiliation would bring to the Club during the 2018-2019 season.

At this point Alan Eves reported that he had attended 3 PPSA committee meetings during the last year and nothing discussed at any of those meetings had offered anything in support of cruising; their primary interest was in PPSA club racing.

Nigel stated that concern over the value of PPSA affiliation had been a subject of debate at several recent CCC AGMs; the view expressed at those meetings had been that we ought to remain affiliated because all the other local clubs were, but he pointed out, several clubs and associations had recently withdrawn their affiliation, so he considered that argument no longer was valid. The matter had been discussed at the most recent Committee meeting and the view of the Committee was that our subscription should not be renewed.

It was proposed by David Hallett and seconded by Andrew Pascoe that the Club should cease to be affiliated to the PPSA forthwith.

There was unanimous agreement to the proposal.

Decision: The Club is to cease its affiliation to the Port of Plymouth Sailing Association.

Action: Val to write to the PPSA to inform them that we be ceasing our affiliation.

Item 14: Membership fees for the financial year 2020-2021 After introducing this item, Nigel asked Roger for his views on the subscription fee for the 2020- 2021 season; the reply from the Honorary Treasurer was that his budget for that period would be based on a subscription fee of £15 per person and a membership of approximately 70 and his suggestion was that the fee should remain at that figure.

It was proposed by Sandra Lerpiniere and seconded by Ian Foster that the rate of the annual subscription for the financial year 2020-2021 be maintained at £15.

There was unanimous agreement to the proposal

Decision: The rate of the annual subscription for the financial year 2020-2021 to be maintained at £15

Item 15: Any other business Val Ayres raised the question of how information regarding members looking for crew and crews looking for boats could be published throughout the Club. A general discussion took place and it was suggested by Andrew Pascoe that a “Whats App” group could be set up to deal with this and could also be used as an easy means of communication for those who wished to be part of the group. The “Whats App” group would, however, not become the formal means of Club communications with the members.

It was agreed that Val and Andrew would work together to invite members to join the group, if they wished, and to set up the group.

Action; Val and Andrew to set up a”WhatsApp” group.

Alan Eves asked the members present if they felt it was necessary for him to issue member’s MMSI details when sending out details of those participating in Club cruises.

It was agreed that it was not.

There being no other business Nigel tried to close the meeting at 19:35 but was interrupted by Val, who on behalf of the Club presented him with an inscribed whisky decanter.

The decanter carried the CCC logo and the inscription:

Presented by the Cattewater Cruising Club,

in appreciation to

Nigel Vaughan-Smith Commodore 2016-2019 Rear Commodore Sail 2012- 2016

Val made a short speech, tried hard not to be too emotional and tried to convey to Nigel the very high esteem the members held him in for all he had done for the Cattewater Cruising Club.

Colin Ayres Honorary Secretary

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10th January, 2019

Committee Meeting minutes

Held at the Boringdon Arms, Turnchapel @ 19:30 on Thursday, 10th January, 2019

Present:

Nigel Vaughan-Smith: Commodore Val Ayres: Vice Commodore Alan Eves: Rear Commodore Sail Colin Ayres: Honorary Secretary Roger Coleman: Honorary Treasurer Pip Shell: Membership Secretary Lynne Shell: Social Secretary Alan Casey: Club Webmaster Celia Coleman: Committee Member Margaret Eves: Committee Member Kevin Whitmill: Committee Member Bev Whitmill: Committee Member Andrew Pascoe: Club Webmaster designate

The Commodore opened the meeting at 19:30

Item 1: Apologies for Absence None

Item 2. Approval of the Minutes of the Previous Meeting held on 25th October 2018 The Minutes of the Cattewater Cruising Club Committee Meeting held on 25th October 2018 were passed as a true record. Proposed by Celia Coleman and seconded by Val Ayres.

Item 3. Matters arising from the Previous Minutes 3.1. Social Secretary to check the Kitley House Hotel booking for the 2019 Prize Giving Party Lynne reported that this had been done and that the booking was confirmed.

Item closed.

Item 4. Trophies and Prizes Nigel reported that the engraving of the trophies and the purchase and engraving of the tumblers was in hand but had been slightly delayed due to the fact that the engraver previously used had recently retired. An alternative engraver had been found and Nigel was still quite positive about keeping within the figure budgeted at the previous committee meeting.

Item 5. Agenda for the 2019 AGM The agenda for the 2019 AGM was agreed; it will be sent out early February together      with the Calling Notice and the paperwork for the Nomination of Officers and Committee Members.

Nigel reported that he had recently emailed Club Members regarding vacancies on the Club Committee for the coming year, and had received to date, only limited response. The situation regarding the Officers and Committee Members’ posts for the 2019 – 2020 Club year was discussed and stood as follows: Commodore. Nigel will not be standing for re-election as Commodore or as a Committee Member. Val Ayres will be standing for election as Commodore. Vice Commodore. Val will not be standing for re-election as Vice Commodore. Margaret Eves will be standing for election as Vice Commodore Club Webmaster, Alan Casey will not be standing for re election as Club Webmaster or as a Committee Member. Andrew Pascoe will be standing for election as Club Webmaster. There will be at least one vacancy for a new Committee Member. All other officers and Committee Members expressed their willingness to stand for another year.

It was agreed that Celia would contact Yvonne Traynor to enquire whether she would act as the examiner for the Club’s accounts for the 2020 – 2021 financial year.

Action: Honorary Secretary to issue the Calling Notice, AGM agenda and Nomination paper work to Club members. Action: Celia to contact Yvonne Traynor to enquire whether she would act as the examiner for the Club’s account for the 2020 – 2021 financial year.

Item 6. Rear Commodore Sail’s Report Alan reported that the 2019 Cruise Programme had been issued by email to the Club members; it had also been posted on the Club Facebook page and the Club website.  A copy which had been given to Yacht Haven was displayed on their notice board and it was also due to be published on their website.

Alan said that he had received encouraging feed back from Club members and was looking forward to a season as good as the last. A general discussion ensued regarding the proposed cross channel cruise and its likely destination. Nigel thanked Alan for his report.

Item 7. Honorary Treasurer’s Report Roger reported that prior to the meeting he had e mailed to the Committee Members a copy of the Treasurer’s report of the Club finances as at 31st December 2018. He explained that with the income received to date and the budgeted expenditure the accounts for the year should show a surplus.  He told the Committee that Lloyds Bank had informed him that they had changed the frequency of issuing statements, and in future would only issue them at the end of any months involving payments going out, or once a year – he had written to them asking for full statements at the end of each financial year which ended at the end of February.

A copy of the Draft budget for the 2019 – 2020 financial year, which will be presented at the AGM, had also been circulated. Based on a membership of 70 and no change to the membership fees, there would be a budgeted deficit of £60. Roger pointed out that the forecasted expenditure included £90 fees for membership of the PPSA, a subject which was due for debate at the coming AGM. A discussion followed regarding the value derived from membership of the PPSA over the last year, and it was agreed that Rear Commodore Sail would address the matter in his report at the AGM.

Roger pointed out the need to amend the details of Officers linked to the Club’s banking mandate with Lloyds Bank. It was agreed that from 1 March 2019 Nigel’s name would be removed and the names of Val Ayres and Alan Eves added    Nigel thanked Roger for his report.

Action: Val and Alan, in conjunction with Roger, to provide the information for the revised banking mandate. Action: Alan to include in his AGM report details of benefits to the Club of our PPSA membership over the last year.

Item 8. Membership Secretary’s Report Pip reported that the membership at present stood at 77 including life members. New members were still being introduced through Yacht Haven Marina.

Nigel thanked Pip for his report.

Item 9. Social Secretary’s Report Lynne reiterated that the booking for the Prize Giving Party at Kitley House Hotel had been confirmed although the number of members attending, at present, only stood at 24. She was at a loss as to why the numbers at the recent social events had been gradually dropping off but her feeling was that if the number of events was decreased the attendances might increase, and it was therefore agreed that members would be asked for their views on the subject at the AGM. In an attempt to attract more members to the event, Lynne would be sending out a final reminder in the next few days and also advertising the AGM and Fitting Out Supper.

Nigel thanked Lynne for her report

Item 10. Webmaster’s Report Alan reported that the website was running problem free and that because he will be resigning as Webmaster at the AGM, he was already in the process of acquainting the new Webmaster, Andrew Pascoe, with the running of the website.  He made the committee aware that the domain name would expire on 18.01.19 but this would be renewed by Tim Greenwood and would involve a cost to the Club. Some discussion regarding issues involved in the running of the Club Facebook pages took place and it was hoped these could be resolved before Alan resigns.

Nigel thanked Alan for his report and efforts.

Item 11. Update Diary of Future Events Saturday 26th January 2019: Prize Giving Party Saturday 16th March 2019: Annual General Meeting & Fitting Out Supper Thursday 19th April 2019: Committee meeting

Item 12. Any other business It was agreed that Margaret will run the draw at the Prize Giving Party and that the proceeds would once again go to the RNLI.

Alan stated that he hoped to be able to arrange a winter walk during the next couple of months and would inform members accordingly.

There being no other business the meeting closed at 20:55            Colin Ayres Honorary Secretary

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