Agendas & Minutes

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

——————————————————

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

———————

18th April, 2018
Committee Meeting minutes
Held at the Boringdon Arms, Plymouth on Thursday 19th April, 2018

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

The Commodore opened the meeting by thanking everyone for volunteering to serve on the Committee for another year.

Item 1. Apologies for Absence
None

Item 2. Approval of the Minutes of the Previous Meeting held on 11th January 2018.
The Minutes of the Officers and Committee Members Meeting held on 11th January 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 Honorary Secretary to issue to Club members: calling notice, agenda and nomination paperwork for 2018 AGM. (Item 4 of the previous minutes refers). Honorary Secretary reported that this had been done.

Item closed.

3.2 Celia to enquire if Yvonne Traynor would act as the Examiner for the Club’s accounts for the financial year 2018-2019. (Item 4 of the previous minutes refers). Celia reported that this had been done.

Item closed.

3.3 Nigel to send to Club members, details of Draft Amendment 2 to the Club Constitution Revision 2. (Item 4 of the previous minutes refers). Nigel reported that this had been done.

Item closed.

3.4 Lynne to arrange for the Fitting Out Supper to be held at the Royal Corinthian Yacht Club on 14th April 2018. (Item 4 of the previous minutes refers). Lynne reported that this had been done.

Item closed.

Item 4. Rear Commodore Sail’s Report
Alan reported that the 2018 cruising season was well underway with the planned Cruise 1 well supported. 12 boats had signed up and a possible new member would be joining it as a taster cruise; details of cruise 2 had already been circulated and some positive response received.   Since the last meeting he had contacted Steve Kitchen, Plymouth Yacht Haven manager, regarding the matter of running joint cruises but had received no positive feedback, however, during the same period the Club had attracted several new members from Plymouth Yacht Haven berth holders.

Together with Margaret, Alan had attended the Mayflower 400 meeting and he reported that the main thrust of the event seemed to be to encourage sailing within the port but nothing was of direct interest to our Club. He did however note from speaking to members of other clubs that there appeared to be interest in the way CCC organised  “sailing in company” cruises and he suggested that our cruises should be better advertised; he would ensure that the PPSA had a copy of our cruising programme for the coming season.   He reported that he would be attending the next PPSA committee meeting.

Nigel thanked Alan for his report.

Item 5. Honorary Treasurer’s Report
Roger reported that prior to the meeting he had e mailed to the Committee Members a copy of the Income and Expenditure Account for this financial year up to 18.04.18, which was based on his own records and the most recent bank statement. He explained that he was still experiencing some problems due to the statements not clarifying what all of the bank receipts were for. Lynne offered to keep Roger informed, by e mail, of all future payments, which she was aware of, going into the bank and relating to social events.
Roger gave a brief resume of the income and expenditure to date and explained that the Club insurance premium had risen by £50 but that to date the balance showed a surplus and that the budget for the coming year was based on a projected paying membership of 65 which would in fact be exceeded. There were no questions regarding the accounts.

Nigel thanked Roger for his report.

Item 6. Membership Secretary’s Report
Pip reported that to date the membership for the year 2018-2019 stood at 73.  The administration necessary to comply with the new General Data Protection Regulations was almost complete – he was still awaiting the return of a few signed membership application forms and would in the near future be sending to all members the information necessary to comply with clause 9.4.1 of the Club Constitution dated March 2018.

Nigel thanked Pip for his report.

Action: Pip to send to members the information covered in clause 9.4.1 of the Club Constitution dated March 2018.

Item 7. Social Secretary’s Report
Lynne began by reporting that since the last Committee meeting both the AGM and the Fitting Out supper had taken place and she asked for the Committee’s views on the Club events and the venues over the last year, so that decisions could be made regarding venues and dates for events in the coming year. There was a general agreement that Staddon Heights was the preferred venue for the 2018 Laying Up Supper and Kitley House was preferred for the Prize Giving Party. It was also agreed that the 2019 AGM and Fitting Out Supper should be combined as one event and that the venue should be the Mount Batten Watersports and Activities Centre. If Staddon Heights was not available then the next preferred choice for the Laying Up supper would be Plym Yacht Club.

Nigel thanked Lynne for her report and arranging the AGM and the Fitting out Supper and asked her to look into making bookings for this year’s social events at the agreed preferred venues.

Action: Lynne to make the bookings for the coming year’s social events and AGM.

Item 8. Webmaster’s Report
Alan reported that the website was running problem free and that he had recently attended an event organised by the RYA which was intended to help clubs set up web sites and manage Facebook pages. He felt that the present Club website was more than satisfactory but he had realized, at the event, that the correct use of Facebook could lead to more publicity for Club events, and to this end it was agreed to set up, on a trial basis, to be reviewed, a second Facebook page which could reach a much wider audience but the content would be controlled by members of the Committee – Alan, Pip and Val.

Alan brought to the attention of the committee: the need to use blind copies when sending Club e mails to ensure compliance with the new General Data Protection Regulations.

Item 9.  Update Diary of Future Events
Thursday October 25th 2018: Committee meeting
Saturday late November 2018: Laying Up Supper
Thursday January 10th 2019: Committee meeting
Saturday late January 2019: Prize Giving Party
Saturday March 23rd 2019: AGM and Fitting Out Supper

Item 10. Any other business
It was agreed that to comply with the new General Date Protection Regulations the Sailing Group forum would no longer be circulated to members as it was now effectively replaced by the membership list to be issued by the Membership Secretary as per Para.9.4.1 of the Club Constitution.

There being no other business the meeting closed at 20:35.

Colin Ayres
Honorary Secretary

———————

24th March, 2018
Annual General Meeting minutes
Held at the Mountbatten Centre, Plymouth on Saturday 24th March, 2018

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

Together with 17 other Voting Members.

The Honorary Secretary confirmed that the attendance of 28 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: Pip Shell Glenda O’Connor Paddy O’Connor Robert Turner Christine Turner Frank Francis Rick Thorne

The Commodore welcomed everyone to the meeting; thanked them for attending and pointed out that the purpose of the AGM was to get feedback from the membership.

Item 2: Approval of the Minutes of the Previous AGM held on Saturday 1st April 2017.
These Minutes were taken as read, as they had been circulated to members together with the calling notice for the 2018 AGM. Celia Coleman proposed that they be approved as a true record; this was seconded by Margaret Eves.  The proposal was carried unanimously.

Decision:  The Minutes of the AGM held on 1st April 2017 were approved as a true record of that meeting.

Item 3:  Matters Arising from the Previous AGM Minutes
3.1 The Rear Commodore Sail to arrange a joint Maritime Law evening with Plym Yacht Club. (Item 16 of 2017 AGM minutes refers).

Alan reported that the arrangement had been made but due to the presenter pulling out and lack of interest the event did not take place. Action closed.

3.2The Honorary Secretary to e mail to members, details of the Chichester 50th Anniversary Celebrations. (Item 16 of the 2017 AGM minutes refers).

Honorary Secretary reported that this action had been carried out. Action closed.

Item 4: Commodore’s Report
Nigel reported that it was seeming to become his common opening line, but yet again, 2017 had not been a particularly good sailing season. However, in common with previous years, it had been another very successful year for the Club overall. Those Club cruises which went ahead had been well supported and fully enjoyed by the participants. Also, a number of members had made some very valiant long distance individual cruises. The Club had held some excellent social functions and the monthly gatherings were still being well supported. There had been some superb entries in the annual Photographic Competition and last but not least the membership had continued to remain healthy. Nigel reminded everyone that, as Celia had said in past years, the Club is its members, and success or otherwise will always be down to the level of active participation. He thanked everyone for their involvement across the whole spectrum of Club activities which had enabled the Club to thrive and grow. He stated that in particular he wished to thank the other Officers and Club Committee Members for their efforts and contributions to the success of the season; some had had bigger roles than others, but all had provided outstanding support to him as Commodore. He ended his report by wishing everyone fair weather and favourable tides for the forthcoming season.

Item 5:  Rear Commodore Sail’s Report
Rear Commodore Sail read aloud his report, a copy of which had been circulated with the AGM reminder. Alan’s began his report by informing the meeting that the 2017 cruising season had been a successful one for the Club. There had been 87 entries for the season’s cruises and 27 entries had taken part in the cruises which went ahead.

Unseasonal low temperatures and unsettled weather had forced the cancellation of cruises 14 but improving weather in May, together with some rescheduling, had seen the departure of cruise 5 to Fowey and Falmouth. Cruises 6,7,8 and the cruise to Fowey Regatta week had all gone ahead in some form after changes had been made to accommodate the weather. Sally Ann a boat from Hooe Point Sailing Club had taken part in cruise 6. Cruises 10 and 11 had been cancelled due the weather. Alan told the meeting that the Cruising Programme for the 2018 season had been published and would consist of 11 cruises, the first one being to Fowey for the weekend of 21st- 22nd April. He stated that he was looking forward to a good season for the coming year and meeting up with old and new friends. He concluded his report by thanking the Committee and Club members for their support.

Nigel thanked Alan for all of the outstanding work he had put into arranging and running the cruises and the meeting was asked if there were any comments regarding the cruising programme; the consensus was that the shorter cruises were the best attended due to members other commitments and poor long-term weather forecasts. In an attempt to overcome cancellations caused by the weather it might in future be possible to reschedule cancelled cruises as midweek cruises.

Item 6:  Membership Secretary’s Report
In Pip’s absence, Nigel read aloud the Membership Secretary’s report, a copy of which had been circulated with the AGM reminder In his report Pip apologised for not being able to attend the AGM and pointed out that he was, as the report was being read out, sat in the orchestra for the musical production of “Spamalot” playing for his supper, or more precisely playing for to pay to have his boat lifted out. He reported that the CCC membership for the last year had reached an admirable 82 members; it was currently standing at 66 members for the coming year which included 5 life members. He had been notified of 8 members who would not be renewing for the coming year and the Club had recently gained 2 new members. He also anticipated that the Club’s bank statement would show a few latecomers at the beginning of April and possibly a few at the 2018 AGM. Pip reported that the Club had come into line with the change in data protection regulations and there were only a few outstanding consent/renewal forms to be returned. Most of the membership cards had either been posted or delivered to members’ pigeon holes at Plymouth Yacht Haven or were available for collection from Lynne, the Social Secretary, at the meeting. Pip reported that he was quite happy to continue in the role of Membership Secretary unless there was any one else out there with a burning desire to take it on. His report concluded by thanking members for their support and wishing kind weather to the members this year and with the hope to see more members out on the water and cruising together.

Nigel recorded his thanks to Pip for all his great work over the past year.

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

Lynne reported that another year had passed with the Club’s usual calendar events taking place: The “First Thursday in the Month” socials had continued with mixed attendance and always with someone different showing up. There had been a reasonable turnout for the Laying Up Supper at the Bridge, however, it was felt that the food was not as good as it had been on previous occasions there. She suggested that it might be time to try somewhere else and she would welcome suggestions regarding a fresh venue. The Prize Giving and Photographic Competition event had been successfully held at the Elfordleigh Hotel and a decision would be made later in the year whether or not to return to that venue. Lynne did not think that the food had been as good as the Kitley House Hotel and she thought that the breakfast had been a bit disorganised for some, but the evening had gone very well with dancing, a raffle and an impromptu auction which had raised a sizeable amount for the RNLI. Lynne reminded everyone that the next planned event, the Fitting Out Supper, would be held at the Royal Corinthian Yacht Club on 14th April; details of the menu had been circulated and there was still time to sign up; to date there had been little interest shown. Lynne concluded by thanking members for their support and expressing her willingness to continue in the role of Social Secretary.

Nigel thanked Lynne for all of her efforts as Social Secretary over the last year and expressed disappointment at the low turnout for some events and questioned whether new venues or events would increase participation. He stated that due to lack of interest the Fitting Out Supper might not be a viable event. Comments from the floor were that members generally preferred Kitley House Hotel to Elfordleigh Hotel and that because The Bridge was well located it was an ideal venue, and therefore if the Club was not satisfied with the service provided, we should make it known to the management.

Item 8: Webmaster’s Report
The Webmaster read aloud his report, a copy of which was circulated with the AGM reminder. Alan reported that the website continued to run with minimal problems thanks to Tim Greenwood who hosts the website for the Club at a minimal cost. The website, https://cattewatercruisingclub.org.uk, had been built using WordPress by Tim, and Alan reported that his role was to keep the content updated using information received from Committee members or members, together with the sailing reports, the history and forthcoming events etc. He stated that there are links back to other webpages which might be of use to members. Alan reported that the “items wanted and for sale” page which he had provided following requests at a previous AGM had not seen much take up by members. He had also created a separate area last year to accommodate Graham Gibbs excellent reports on his sailing trip to Scotland and if members would like links to other areas or topics, if they would let him know, he would try to accommodate. Some problems with links had arisen early in January but once Tim had become aware of them they were very quickly fixed, and again, Alan pointed out how lucky the Club is to have such a good website and how grateful we should be to Tim for providing such a resource.

Nigel thanked Alan for his report and the way in which he had run the website over the last year and reiterated Alan’s remark regarding the value to the Club, of the help received from Tim Greenwood (TG Media) It was agreed by all present that Nigel should write on behalf of the Club to thank Tim Greenwood for his generosity in hosting the Club’s website.

Item 9:  Presentation of Accounts by the Honorary Treasurer
Roger stated that a copy of the Honorary Treasurer’s Report together with the signed off Income and Expenditure Account for the year ending 28th February 2018, and notes to the Income and Expenditure account had been circulated to all Members, by email, prior to the meeting. He confirmed that the accounts had been examined by the Club Accounts Examiner, Yvonne Traynor, and found to be correct and he then gave a brief elucidation of the income and expenditure account which showed a surplus of £94.87 Membership fees for the financial year 2018- 2019 had been agreed at last year’s AGM and would remain at £15. Roger stated that he had prepared a draft budget for 2019-2020, a copy of which had also been circulated to members prior to the AGM. He pointed out that most of the payments the Club received from members came via bank transfers but he very often had problems identifying from the bank statements what the payments were for. To overcome the problem, he asked members to inform him by e mail of what all payments were for, they could also help by giving the banks a relevant reference to accompany the transfer.

Nigel thanked Roger for his report and all the diligent work he had done in the past year.

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

It was proposed by Bill Hill and seconded by Ian Foster that the Signed Off Income and Expenditure Account For The Year Ending 28th February 2018 should be accepted as a true record, and members were unanimous in support of the proposal.

Decision:  The Examined Accounts, a copy of which is attached to these minutes, were accepted as a true and accurate record of the Club’s finances for the Financial Year ending 28th February 2018.

Item 10:  Approval of Amendment 2 to Revision 2 to the Club Constitution
Nigel reminded the meeting that a copy of the draft amendment and rationale had been circulated by e mail to members prior to the meeting. He stated that the changes had become necessary to comply with new General Data Protection Regulations which would come into force this year and that the Clubs management systems had been amended accordingly. Under the new arrangements the Membership Application form had been amended and all members would be required to sign the new form.

It was proposed by Geoff Wheeler and seconded by Celia Coleman that the Amendment 2 to Revision 2 to the Club Constitution should be accepted.

Members were unanimous in support of the proposal.

Decision: Amendment 2 to Revision 2 to the Club Constitution be accepted.

Item 11: 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: Nigel Vaughan-Smith
Vice Commodore: Val Ayres
Rear Commodore Sail: Alan Eves
Honorary Secretary: Colin Ayres
Honorary Treasurer: Roger Coleman

It was proposed by Bill Hill and seconded by Kevin Whitmill that these 5 nominees should be elected to serve in the posts given for the coming year. There was a majority agreement to the proposition.

Decision: The Club Officers for the 2018 – 2019 season were elected as listed above.

Item 12:  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 nominations received for Committee Member positions as follows:
Membership Secretary: Pip Shell
Club Webmaster: Alan Casey
Social Secretary: Lynne Shell
Committee Members: Bev Whitmill, Kev Whitmill, Margaret Eves, Celia Coleman

It was proposed by Bill Hill and seconded by Ian Foster that the above Members should be elected to serve in the posts as listed for the coming year. The proposal was carried unanimously

Decision:  The Club Committee Members for the 2018-2019 season were elected as listed above.

Following the election of Officers and Committee members, Nigel pointed out that the Club would welcome new committee members and would be glad to see more members volunteering to help in running the Club

Item 13:  Appointment of the Club’s Accounts Examiner
Nigel expressed the Club’s gratitude to Yvonne Traynor for her efforts over the past few years and particularly for examining the 2017-2018 Club Accounts. Yvonne told the meeting that she would be happy to continue for another year in the role of Examiner of the Club Accounts.

Bill Hill proposed that Yvonne Traynor should be appointed as the Club’s Accounts Examiner for the 2018-2019 financial year; this was seconded by Margaret Eves and agreed unanimously.

Decision:  Yvonne Traynor was appointed as the Club’s Accounts Examiner for the 2018-2019 financial year.

Item 14:  Membership Fees for the Financial Year 2019-2020
Nigel introduced the item by referring the members to the Draft Budget for the year 2019 – 2020 previously copied to them by e mail. The income for that Draft Budget was calculated on a membership of 70 and an annual subscription of £15 per member.

It was proposed by Geoff Wheeler and seconded by Sandra Lerpiniere that the draft budget be accepted and the rate for the annual subscription for the financial year 2019 – 2020 should be £15 and there was unanimous agreement by members.   Decision:  The membership fee for the year 2019- 2020 is to be £15.

Item 15 Club Affiliations
Nigel reported that at present the Club is affiliated to the RYA and the PPSA. The RYA fees are £125 per year and that gives the Club access to all RYA briefings and updates on sailing and legal matters as well as opportunities to attend numerous seminars and courses; this he felt was a necessity and good value and the members present agreed.

It was proposed by Celia Coleman and seconded by Paul Mac that the Club should continue its affiliation to the RYA and there was unanimous agreement by members.

The PPSA annual subscription had just been increased from £60 to £90 per year and Nigel stated that he could not see many advantages in continuing with our affiliation. An open discussion followed where it was pointed out that the PPSA were concerned mainly with racing and their meetings only very seldom contributed to aspects of cruising.  It was suggested that more interaction with the PPSA could perhaps bring benefits to the Club and to that end Alan Eves volunteered to be the Club’s representative at future PPSA committee meetings. It was also pointed out that the PPSA were the only organisation within the Port of Plymouth which was in contact with the Royal Navy to represent the sailing clubs. A vote was taken by a show of hands as to whether members thought the Club should stay affiliated to the PPSA and the vote was 4 in favour of staying affiliated and 3 against with 21 abstentions.

It was proposed by Geoff Wheeler and seconded by Mark Prue that the Club should remain as a member of the PPSA for the coming year in an attempt to see what extra added value our membership of the PPSA could provide. This was to be reviewed at the next AGM and our affiliation terminated if no real benefits were forthcoming. The motion was carried.

Decision: The Club to continue its affiliation to the RYA

Decision: The Club to continue its affiliation to the PPSA for one year

Action: The Club to review what added value it receives from its affiliation to the PPSA during the 2018 season.

Item16: Any other business
There being no other business, Nigel closed the meeting by thanking the Honorary Secretary for his continued support over the past year.

The meeting closed at 19:26 and was followed by a pleasant meal and drinks.

Colin Ayres
Honorary Secretary

————————————

11th January, 2018
Committee Meeting minutes
Held at the Boringdon Arms, Turnchapel on Thursday 11th January, 2018
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

The Commodore opened the meeting by wishing all present a happy new year.

1. Apologies for Absence
None

2. Approval of the Minutes of the Previous Meeting held on 5th October 2017
The Minutes of the Officers and Committee Members Meeting held on 5th October 2017 were passed as a true record.   Proposed by Celia Coleman and seconded by Margaret Eves.

3. Matters arising from the Previous Minutes
3.1 Membership Secretary to report on the new General Data  Protection  Regulations ( Item 4 of the previous minutes refers).

Nigel reported that he had received a report from Pip and that the matter would be discussed by the Committee under item 5. Item closed

3.2 Nigel to purchase tumblers and arrange engraving of trophies. ( Item 6 of previous minutes applies).

Nigel reported that he had purchased the 12 tumblers and had had them engraved together with the trophies as authorised by the Committee at the last meeting; the actual cost was £284, which was in excess of the £268 which was the authorised amount. The Committee was in full agreement that Nigel should be reimbursed the full amount of £284.

Item closed

4. Agenda for the 2018 AGM
The agenda for the 2018 AGM was agreed; it will be sent out early February together with the Calling Notice, paperwork for the Nomination of Officers and Committee Members, and details of a proposed Amendment to the Club Constitution to cover the General Data Protection Regulations 2018. To enable a prompt start to the meeting it was agreed that the Calling Notice would ask Members to gather in the bar at 18:00, prior to the meeting which would start at 18:30.   All Officers and Committee Members had 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 2019-2020 financial year.

Action: Honorary Secretary to issue the Calling Notice, AGM agenda and Nomination paperwork to Club members.

Action: Celia to contact Yvonne Traynor to enquire if she would act as the examiner for the Club’s accounts for the 2019-2020 financial year.

Action: Nigel to send to Club members, details of Draft Amendment 2 to the Club Constitution Revision 2, referring to the General Date Protection Regulations 2018.

5. Amendment to the Club  Constitution: General Data Protection Regulations 2018
On introducing the item, Nigel thanked Pip for the considerable effort which he had put into investigating the new regulations and producing the draft amendment to the Club Constitution which would show compliance. A general discussion followed; Pip and Nigel pointed out to the Committee the administrative measures that would be necessary to comply, and the changes which would need to be made to the present Club procedures. It was agreed that a new membership application form would be introduced which would need to be signed by all new members on joining, and retrospectively by all existing members. In conclusion the Committee agreed that the draft amendment, with minor alterations, should be put before members at the AGM.

6. Rear Commodore Sail’s Report
Alan reported that the cruising programme for 2018 had been circulated to members during the Christmas break.; 11 cruises in total would be included, and following on from the 2017 season, where the shorter cruises proved the most popular, the 2018 programme would include 7 shorter trips. He stated that since the last meeting he had again been approached by Plymouth Yacht Haven regarding the possibility of running joint cruises; he had agreed to meet with Steve Kitchen (PYH manager) at some stage after getting the Committee’s views on the subject. Alan’s thoughts were that the Club required new members and PYH are committed under The Active Marina Scheme to provide sailing opportunities for their berth holders, so there was mutual benefit to both parties, but the problem of Club insurance would arise when PYH berth holders joined CCC cruises. At this point a general discussion took place and it was agreed that PYH berth holders would be welcome to join CCC in one free cruise and our insurance could cover that instance, provided that the berth holders complied with CCC procedures for joining our cruises. There would, however, be a practical limit on the numbers and to join more than one cruise the berth holders would have to become members of the Cattewater Cruising Club. Alan informed the Committee that the Club had been invited by the RYA to a meeting regarding the Mayflower 400 event and it was agreed that Alan together with Margaret should attend on the Club’s behalf.

7. Honorary Treasurer’s Report
Roger reported that prior to the meeting he had e mailed to the Committee Members a copy of the Income and Expenditure Account for this financial year up to 31.12.17 together with a copy of the Treasurer’s report dated 31.12.17 (both of which are attached to these minutes). There were no questions from the Committee regarding the reports, and Roger reported that the accounts for the financial year to date showed a surplus. He forecasted that there would be a surplus carried through to the end of the 2017-2018 accounting period. The draft budget for the 2019-2020 financial year would be produced in the near future.

8. Membership Secretary’s Report
Pip reported that no new members had joined since the last Committee meeting. Following on from the discussions under item 5 of the agenda, Pip confirmed that he would be sending out new membership application forms which would have to be signed and returned by all existing members. To expedite the matter it was agreed by the Committee that the new forms should be sent by post with a stamped, addressed envelope for return.

10. Social Secretary’s Report
Before receiving her report Nigel thanked Lynne for arranging the recent Laying Up supper Lynne reported that 31 members had signed up for the Prize Giving Party and that prior to the party she will be confirming the timing and dress code and asking if members wished to donate prizes for the raffle. A general discussion followed and it was agreed that Pip would take the photographs of the event; Margaret would run the draw with tickets at £1 each; Lynne would make the arrangements for the display of entries in the photographic competition and the proceeds of the draw would be rounded up to the next nearest £50 from Club funds and be donated to the RNLI. The subject of the 2018 Fitting Out Supper was raised by Nigel and it was agreed that Lynne would arrange for the event to be held at The Royal Corinthian Yacht Club on 14th April 2018. Following the meeting the booking was confirmed.

11. Webmaster’s Report
Alan reported that the website was running problem free and that the 2018 Cruising Programme had been put on it.

12. Update Diary of Future Events
Saturday, January 27th, 2018: Prize Giving Party
Saturday, March 24th, 2018: AGM
Saturday, April 14th, 2018: Fitting Out Supper
Thursday, April 19th, 2018: Committee meeting

13. Any other business
There being no other business the meeting was closed at 20:55

Colin Ayres
Honorary Secretary


5th October, 2017

Annual General Meeting minutes

Held at The Boringdon Arms, Plymouth on Thursday 5th October, 2017

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
Alan Casey: Club Webmaster
Kevin Whitmill: Committee Member
Bev Whitmill: Committee Member
Celia Coleman: Committee Member
Margaret Eves: Committee Member

Item 1. Apologies for Absence
None

Item 2. Approval of the Minutes of the Previous Meeting held on 27th April 2017
The Minutes of the Officers and Committee Members Meeting held on 27th April 2017 were passed as a true record.   Proposed by Alan Eves and seconded by Margaret Eves.

Item 3. Matters arising from the Previous Minutes
3.1. Rear Commodore Sail to meet with Steve Kitchen, regarding combining CCC and PYH cruises. (Item 3.1 of the previous minutes refers).

Rear Commodore Sail reported that he had had no contact with Steve Kitchen over the summer.

Item closed

3.2. Honorary Secretary to inform the PPSA that Nigel will be the Club’s second point of contact. (Item 5 of the previous minutes refers).

Honorary Secretary confirmed that this had been done.

Item closed.

3.3. Nigel to issue members, details of the photographic competition for the 2017 season. (Item 6 of the previous minutes refers).

Nigel confirmed that this had been done.

Item closed.

3.4. Nigel to spend up to £150 on new club burgees (Item 8 of the previous minutes refers).

Nigel confirmed that this had been done .

Item closed.

3.5. Lynne to visit Elfordleigh House to check on availability and suitability for the 2018 Prize Giving Party, and also to check on the availability of The Bridge for the 2017 Laying Up Supper. (Item 10 of the previous minutes refers).

Lynne informed the Committee that she had visited Elfordleigh House, and having found it suitable for the party had paid a £200 deposit to secure the venue. She also reported that she had booked The Bridge for the Fitting Out Supper.

Item closed.

Item 4. General Date Protection Rules
Nigel referred the Committee to the recent RYA Legal Update which had been circulated with the agenda; it gave a simple overview of the new General Data Protection Regulations which will come into force on 25th May 2018. He pointed out that the Club would eventually have to put measures in place to ensure compliance with the new regulations. A brief discussion took place regarding what personal data the Club presently holds on the membership, how long it is held, how accessible it is and what information should be held in the future. Nigel pointed out that sometime in the near future all existing and new members will need to confirm their agreement to the Club holding some information about them; this would mean revising the wording of the Membership Application forms and a written agreement by existing members. Pip stated that, as Membership Secretary, he was at present responsible for collating most of the information which the Club held about members, and he therefore volunteered to look into what the Club needed to do to comply with the new regulations. He would report on the matter at the next Committee meeting.

Action: Pip to investigate the new General Data Protection Regulations and report to the Committee at the next meeting.

Item 5. Life membership and eligibility
On introducing the item, Nigel pointed out that clarity was required over who could be eligible for Honorary Life Membership and the achievement necessary for a person to be nominated for honorary life membership.  It was pointed out that in accordance with the Constitution only paid up members were eligible for nomination for honorary life membership. It was agreed by the Committee that to be nominated for honorary life membership a member must have given particular service to the Club but have retired from sailing or moved away.

Item closed.

Item 6. Trophies and prizes
Nigel reported that this year’s budget included £135 for trophies, tumblers and engraving. His estimate for the purchase of 12 tumblers, and the engraving of the tumblers and trophies was £268.  He asked for the Committee’s views on whether or not the Club should continue with awarding 2 engraved tumblers to the winners of each trophy or award one engraved tumbler with each trophy; the Committee agreed unanimously that 2 tumblers should be awarded with each trophy and that Nigel should be given £268 for the purchase and engraving of the tumblers and the engraving of the trophies.

Decision: Nigel to be given up to £268 for the purchase of 12 tumblers and the engraving of the tumblers and trophies.

Item 7. Rear Commodore Sail’s Report
Alan reported that poor forecast and unseasonable low temperatures had forced the cancellation of cruises 1 – 4. Still unsettled but improving weather at the end of May had seen Cruise 5, which was originally planned as a channel crossing, rearranged as a quick but enjoyable dash to Falmouth and back involving overnight stops at Fowey and Mylor. Cruise 6 in mid June had gone ahead as planned and saw nine Club boats and one Hooe Point Sailing Club boat enjoy a great weekend in Salcombe. Cruise 7 at the beginning of July involved four Club boats making a trip up the Tamar and Lynher rivers. At mid day of day one, the crews of Sundance, Sea Walker and Kalimero moored up on moorings at Cargreen Sailing Club and transferred onto Pearl Fisher for a visit and lunch stop at Cothele Quay. After returning to their boats and spending the night at Cargreen the fleet proceeded on day two to Dandy Hole and three of the boats went on to St Germans Quay. Cruise 8 had been planned as a long  trip to the Isles of Scilly and although foreshortened by the weather it was successfully completed by Saraband and Isotope. Other Club boats enjoyed a short three day cruise to Fowey. Cruise 9 to Fowey regatta week saw six boats taking part, with Tranquility going on and returning from Falmouth. Cruises 10 and 11 were cancelled due to poor weather forecasts. 27 individual Club boats had signed up for cruises over the season and in all 85 entries for the seasons cruises had been received. 5 cruise reports had been received to date.

Nigel thanked Alan for his work over the season and questioned whether interest in the cruises had dropped off. Alan reported that interest had been as high as it was in the previous season but weather at the beginning and end of the season had badly affected the cruises and he saw no reason for not continuing the cruising programme next season.

Item 8. Honorary Treasurer’s Report
Roger reported that prior to the meeting he had e mailed to the Committee Members a copy of the Income and Expenditure Account for this financial year up to 30.09.17 and a copy of the Treasurer’s report dated 30.09.17 (both of which are attached to these minutes). There were no questions from the Committee regarding the reports.

Item 9. Membership Secretary’s Report
Pip distributed an up to date CCC membership list and reported that the membership stood at 82. He asked that care should be taken when handing out membership application forms, to ensure that the up to date forms are issued which showed the current joining fee and annual subscription rate.

Item 10. Social Secretary’s Report
Lynne reported that The Bridge had been booked for the Laying Up Supper  to be held on 25th November and that she had been given information by the Bridge so that the Committee could choose a menu – The Bridge would then give us a price for the meal. The choice of dishes was then discussed and an agreement reached over the menu.

She reiterated that Elfordleigh House had been booked for the Prize Giving Party; the cost of the 3 course meal and coffee would be £29 per person and that double rooms would be available from £105. She stated that she would be sending out details of the Prize Giving Party early in December and confirmed that she and Margaret would be running a raffle on the night. It was agreed to give Lynne £25 to spend on flowers for table arrangements at Elfordleigh.

The subject of the 2018 Fitting Out Supper was raised by Nigel and it was agreed that Lynne should arrange for the event to be held at The Bridge on 21st April 2018.

Item 11. Webmaster’s Report
Alan reported that the website was running problem free and when questioned he responded that he had no feed back on how successful the “sales and wanted “ section of the website was viewed by members.

Item 12. Update Diary of Future Events
Thursday, November 2nd 2017: Maritime Law presentation at Plym Yacht Club
Saturday, November 25th 2017: Laying Up Supper
Thursday, January 11th 2018: Committee Meeting
Saturday, January 27th 2018: Prize Giving Party
Saturday, March 25th 2018: AGM
Saturday, April 24th 2018: Fitting Out Supper

Item 13. Any other business
Alan Eves reported that he had been approached by the Royal Corinthian Yacht Club over the possibility of their members taking part in CCC cruises, and he asked what the Committee thought about the suggestion. After deliberation the decision was reached that due to the considerable cost of CCC’s insurance, which was paid for through members’ subscriptions, this would not be possible, the Club, however, welcomed new members and felt that the cost of membership was still very reasonable.

Nigel raised the matter of whether anyone on the Committee would like to take on the role of Commodore next year because he felt that change might be good for the Club. The Committee were unanimous in their desire for him to continue.

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

Colin Ayres
Honorary Secretary

——————–

27th April, 2017

Committee Meeting minutes

Held at The Boringdon Arms, Plymouth on Thursday 17th April, 2017

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
Alan Casey: Club Webmaster
Celia Coleman: Committee Member
Margaret Eves: Committee Member

The Commodore opened the meeting by welcoming everyone to the first meeting of the newly elected Committee. He thanked everyone for standing again and expressed the hope that the Committee would continue to function as well as it had in the past.

Item 1. Apologies for Absence
Bev Whitmill: Committee Member
Kevin Whitmill: Committee Member

Item 2. Approval of the Minutes of the Previous Meeting held on 12th January 2017
The Minutes of the Officers and Committee Members Meeting held on 12th January 2017 were passed as a true record.   Proposed by Margaret Eves and seconded by Celia Coleman.

Item 3. Matters arising from the Previous Minutes
3.1. Rear Commodore Sail to meet with Steve Kitchen, (Plymouth Yacht Haven marina manager), regarding combining CCC and PYH cruises. (Item 4 of the previous minutes refers).

Alan confirmed that he had met with Steve Kitchen and had asked him if PYH were willing to contribute towards the cost of CCC insurance by paying for one years subscription to CCC for new PYH berth holders; he had not received a positive response but had agreed with Steve that they would meet again for further discussion.

Action:  Alan to hold further meetings with Steve Kitchen over the 2017 sailing season.

3.2. Honorary Secretary to circulate to Members, information regarding the Chichester 50th Anniversary Celebrations. (Item 5 of the previous minutes and item 15 of the 2017 AGM minutes refers).

Honorary Secretary confirmed that this had been done. Item closed.

3.3. Honorary Secretary to issue AGM agenda and nomination paperwork to Members. (Item 6 of the previous minutes refers).

Honorary Secretary confirmed that this had been done. Item closed.

3.4. Celia to contact Yvonne Traynor to enquire if she would act as the examiner of the Club’s accounts for the 2018- 2019 financial year. (Item 6 of the previous minutes refers).

Celia confirmed that this had been.  Item closed.

3.5. Honorary Secretary to issue a copy of the CCC 2017 cruising Programme to the PPSA. (Item 7 of the previous minutes refers).

Honorary Secretary confirmed that this had been done. Item closed.

3.6. Rear Commodore Sail to look into arranging a Marine Law evening in conjunction with Plym Yacht Club. (Item of AOB of 2017 AGM minutes refers).

Alan confirmed that the evening presentation had been arranged for Thursday 2nd November 2017 and that the venue would be Plym Yacht Club.  Item closed.

Item 4. Plymouth Yacht Haven Active Marina
Alan reiterated that he had met with Steve Kitchen (PYA marina manager) since the last Committee meeting to discuss  the matter of joint CCC and PYH cruises. No agreement had been reached over PYH contributing towards the cost of CCC insurance, but it had been agreed to meet again informally during the coming season. Following an introduction, by Steve, to Mr Geoff Farmilee, a retired maritime lawyer, an evening presentation on marine law had been arranged, as reported under item 3.6 of these minutes. Nigel reported that following an offer from PYH, the Club had taken part in the PYH Marina open day on14th April; a table had been set up displaying the CCC large banner and had attracted several interested visitors during the day.

Item closed.

Item 5. PPSA
Alan reported that he had not been informed of any further developments in the  redevelopment of the Plymouth City waterfront project. The Honorary Secretary reported that he was listed as the first contact for the PPSA  but they now required a second contact from all affiliated clubs. It was agreed that Nigel would become the second contact.

Action: Honorary Secretary to inform PPSA that Nigel will be the Club’s second contact.

Item 6. 2017 Photographic Competition
Nigel informed the Committee that he was prepared to run the photographic competition for the coming season and suggested that the format should be the same as last years. The Committee was in agreement.

Action: Nigel to issue to members, the details of the photographic competition for the coming season.

Item 7. Rear Commodore Sail’s Report
Alan had already informed the Committee of the outcome of his meeting with the Plymouth Yacht Haven management, as reported under item 4 of these minutes. He reported that Cruise 1, which had been planned for 15th/ 16th April, had been cancelled because of concerns over very low temperatures and the effects of wind chill on participants. Sailing instructions for Cruises 2 and 3 had been issued, and Alan reported that, together with Nigel, he would shortly be planning the cruises to the Scilly Isles and Guernsey so that details could be issued to Club members.

Item 8. Honorary Treasurer’s Report
Roger reported that prior to the meeting he had e mailed to the Committee Members a copy of the Income and Expenditure Account for this financial year up to 30.04.17.  He pointed out that the budget forecast for the coming year had been based on a membership of 55; the actual paid up membership to date was 65, and this had generated extra income of £150. No allowance had been made in the budget for the purchase of new burgees and the present stock was low. Roger pointed out that the burgees were self financing and it was agreed that Nigel should be allowed to spend up to £150 for the purchase of 10 club burgees. Roger concluded his report by pointing out that to date, this year’s account was showing a healthy surplus.

Action: Nigel to spend up to £150 on Club burgees.

Item 9. Membership Secretary’s Report
Pip reported that 5 new members had joined the Club this year making a total membership of 74 including life members.

Item 10. Social Secretary’s Report
Lynne reported that 13 members had signed up for the Fitting Out supper which would be held at the Bridge on 6.05.17, and following the meeting she would be paying the deposit. Lynne then passed around brochures from various local hotels which she suggested could be considered for next year’s Prize Giving Party. After some discussion it was agreed that she should further research the Elfordleigh Hotel as this was the most favoured venue, and the date agreed for the event was 27.01.18. Failing the Elfordleigh the order of preference for a venue was: St Elizabeth, Kitley House. The Laying Up Supper for this season was discussed and a date of 25.11.17 was agreed for the event. Because The Bridge at Yacht Haven had proved popular in the past Lynne was asked to check on their availability.

Action: Lynne to visit the Elfordleigh Hotel to check on availability and suitability for the 2018 Prize Giving Party, and also to check on the availability of The Bridge for the 2017 Laying Up Supper.

Item 11. Webmaster’s Report
Alan reported that the website was running problem free. He suggested that the excellent reports, which were being provided by Graham Gibbs, of his cruise to Scotland, could be put on the Club Website and as they come in Val could e mail members and direct them to the relevant link. The Committee were in agreement and Alan was asked to proceed.

Item 12. Update Diary of Future Events
Saturday, May 6th 2017: Fitting Out Supper
Thursday, October 12th 2017: Committee Meeting
Saturday, November 25th 2017: Laying Up Supper
Thursday, January 11th 2018: Committee Meeting
Saturday, January 27th 2018: Prize Giving Party
Saturday, March 25th 2018: AGM

Item 13. Any other business
Roger stated that he would issue a list of members giving details of their e mail address, telephone numbers, boat details and locations.

There being no other business the meeting was closed at 20:30.

Colin Ayres
Honorary Secretary

——————–

1st April, 2017

Annual General Meeting minutes

Held at The Mountbatten Centre, Plymouth @ 18:00 on Saturday 1st April, 2017

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
Alan Casey: Club Webmaster
Kevin Whitmill: Committee Member
Bev Whitmill: Committee Member
Celia Coleman: Committee Member
Margaret Eves: Committee Member

Together with 10 other voting members.

The Honorary Secretary confirmed that the attendance of 22 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: Bill Hill Angela Hill Graham Norris Glenda O’Connor Paddy O’Connor Mark Prue Michelle Prue Graham Gibbs Russell Burman Vivienne Burman The Commodore welcomed everyone to the meeting and on behalf of the Club expressed our best wishes to Bill Hill who was unable to attend due to illness.

Item 2: Approval of the Minutes of the Previous AGM held on Saturday, 19th March 2016
These Minutes were taken as read, as they had been circulated to members together with the calling notice for the 2017 AGM. Ian Foster proposed that they be approved as a true record; this was seconded by Val Ayres. The proposal was carried unanimously.

Decision: The Minutes of the AGM held on 19th March 2016 were approved as a true record of that meeting.

Item 3: Matters Arising from the Previous AGM Minutes
3.1
The Honorary Treasurer to arrange insurance for the Club and its representatives against third party liability for organised Club activities and events.

Roger reported that insurance had been arranged. Action closed.

3.2 The Club Webmaster to set up a buying and selling section on the Club website.

Alan reported that the buying and selling section had been incorporated into the Club website. Action closed. Item 4: Commodore’s Report.

Nigel reported that 2016 had not been a particularly good sailing season. However, in common with previous years, it had been another successful year for the Club overall and he listed the following achievements: Those Club cruises which went ahead had been well supported and fully enjoyed by the participants; A number of members had made some very valiant long distance individual cruises; The Club had held some excellent social functions, together with several impromptu activities; The monthly social gatherings continued to be well supported and had been enhanced by some excellent presentations from Mount Batten Boat House and Ocean Safety; The annual Photographic Competition had produced some great photographs and had been keenly contested; The Winter Walks programme had also been well supported and had helped maintain the winter level of fitness; The Club membership had continued to grow steadily.

He went on to say that the Club was its members, and success would always be determined by the level of member participation. He thanked all members for their involvement across the whole spectrum of Club activities, which he stated, had enabled the Club to continue to thrive and grow. Nigel thanked the other Officers and Club Committee Members for their efforts and contributions over the last year, and for the support they had given him as Commodore. He ended his report by wishing everyone “fair weather and favourable tides for the coming season”.

Item 5: Rear Commodore Sail’s Report
The Rear Commodore Sails report had been circulated to members prior to the meeting and a copy is attached to these minutes. Alan reported that despite the weather the 2016 season had been a successful sailing season for the Club. The season had started on 16th April and was planned to consist of 12 cruises and 3 additional events. Of the planned cruises: 5 had been cancelled due to unfavourable weather; 3 were shortened and 4 cruises were fully completed. In total there were 70 entries for the cruises, including 4 from Hooe Point Sailing Club, and by the end of the season the cruises which went ahead had attracted 50 boats. The pre-cruise BBQs had been poorly attended, partly due to the weather. Over the past winter, the walks which he had arranged as part of the CCC Winter Walks programme, had involve 25 plus members and friends visiting Parke and Slapton Ley. Alan ended his report by thanking the all the Club members for their support over the past year.

Nigel thanked Alan for his report and the splendid manner in which he had carried out his duties over the last year.

Item 6: Membership Secretary’s Report
The Membership Secretary’s report had been circulated to members with the AGM reminder but Pip pointed out that there were a few revisions to the figures contained in the report. He stated that last year’s membership had reached 76, and this year’s membership currently stood at 67 including 5 life members. He had been informed of 3 members not intending to renew their membership but the Club had recently gained 3 new members and he anticipated there being a few late payers. He told the meeting that the increase in the membership fee from £10 to £15 seemed to have had no adverse effect on numbers. Pip stated that he was happy to continue in his role as Membership Secretary and thanked the members for their support; he hoped that the weather would be kind to us this year and he looked forward to seeing more of the Club’s membership cruising together.

Nigel thanked Pip for his report and for the efficiency with which he had fulfilled his role over the last year.

Item 7: Social Secretary’s Report
The Social Secretary’s read aloud her report, a copy of which was circulated with the AGM reminder and is also attached to these minutes.

Lynne pointed out that, with regards to the social events, the past year had been a very successful one for the Club. She referred to the success of the Laying Up Supper at the Bridge and the Prize Giving Party at Kitley House and reminded members of the forthcoming Fitting Out Supper at the Bridge. She invited those members who do not normally attend to come along to future events and also she stated she would be pleased to hear from members regarding new venues or events. Nigel thanked Lynne for her report and for the manner in which she had so successfully organised the Social events over the past year and he reminded members about the forthcoming Fitting Out Supper.

Item 8: Webmaster’s report
Alan read aloud his report, a copy of which is attached to these minutes, and he stressed what good value and support the Club gets from TG Media.

Nigel thanked Alan for his report and the way in which he had run the website over the last year and reiterated Alan’s remark regarding the value to the Club, of the help received from Tim Greenwood (TG Media).

Item 9: Presentation of Accounts by the Honorary Treasurer
Roger stated that a copy of the Honorary Treasurer’s Report together with the signed off Income and Expenditure Account for the year ending 28th February 2017, and notes to the Income and Expenditure account had been circulated to all Members, by email, prior to the meeting.

Roger confirmed that the accounts had been examined by the Club Accounts Examiner, Yvonne Traynor, and found to be correct.

He gave a brief decription of the income and expenditure account which showed a loss of £91.75 due to the cost of Club insurance – the loss had been less than previously forecast due to an unforeseen increase in membership numbers.

He read to the meeting a letter from the RNLI thanking the Club for the donation of £150.

He pointed out that the membership fees for the financial year 2017- 2018 had been agreed at last years AGM and that he had prepared a draft budget for 2018-2019, a copy of which had also been circulated to members prior to the AGM.

Nigel thanked Roger for his report and all the work he had done in the past year.

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

It was proposed by Margaret Eves and seconded by Kevin Whitmill that the Signed Off Income and Expenditure Account For The Year Ending 28th February 2017 should be accepted as a true record, and members were unanimous in support of the proposal.

It was proposed by Val Ayres and seconded by Pip Shell that the Draft Budget for 2018- 2019 be approved, and members were unanimous in their support of the proposal.

Decision: The Examined Accounts, a copy of which is attached to these minutes, were accepted as a true and accurate record of the Club’s finances for the Financial Year ending 28th February 2017.

Decision: The Draft Budget for 2018 -2019, a copy of which is attached to these minutes, was approved.

Item 10: Approval of Amendment 1 to Revision 2 to the Club Constitution
Nigel pointed out to the meeting that a copy of the draft amendment had been circulated with the AGM Calling Notice together with the rationale behind the changes. He referred to the proposed changes regarding the election of Life Members and opened the subject to general discussion. The meeting was in agreement with the proposed amendment that Life Members would in future be appointed by the Committee. The subject of whether Life Members should or should not have a vote was discussed and the meeting felt that Life Members should have a vote; this was contrary to the Club Constitution and the wording of the proposed amendment.

It was proposed by Mike Sims and seconded by Bev Whitmill that the Amendment 1 to Revision 2 to the Club Constitution should read: 2.6 Voting Members who have given particular service to the Club may be appointed as Honorary Life Members by the Committee. Honorary Life Members shall not pay an annual subscription, but in all other respects will have the same rights and privileges as Voting Members.

Members were unanimous in support of the proposal.

Decision: Paragraph 2.6 of Revision 2 to the Club Constitution is to read: Voting Members who have given particular service to the Club may be appointed as Honorary Life Members by the Committee. Honorary Life Members shall not pay an annual subscription, but in all other respects will have the same rights and privileges as Voting Members.

Item 11: 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 Nigel Vaughan-Smith Vice Commodore Val Ayres Rear Commodore Sail Alan Eves Honorary Secretary Colin Ayres Honorary Treasurer Roger Coleman.

It was proposed by Ian Foster 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 proposition.

Decision: The Club Officers for the 2017 – 2018 season were elected as listed above.

Item 12: 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 nominations received for Committee Member positions as follows: Membership Secretary Pip Shell Club Webmaster Alan Casey Social Secretary Lynne Shell Committee Members: Bev Whitmill, Kev Whitmill, Margaret Eves, Celia Coleman. It was proposed by Val Ayres and seconded by Ian Foster that the above Members should be elected to serve in the post as listed for the coming year. The proposal was carried unanimously.

Decision: The Club Committee Members for the 2017-2018 Season were elected as listed above.

Item 13: Appointment of the Club’s Accounts Examiner
Nigel expressed the Club’s gratitude to Yvonne Traynor for her efforts over the past few years and particularly for examining the 2016-2017 Club Accounts. Celia told the meeting the Yvonne had offered to continue for another year in the role of Examiner of the Club Accounts.

Margaret Eaves proposed that Yvonne Traynor should be appointed as the Club’s Accounts Examiner for the 2017-2018 financial year; this was seconded by Mike Sims and agreed unanimously.

Decision: Yvonne Traynor was appointed as the Club’s Accounts Examiner for the 2017-2018 financial year.

Item 14: Membership Fees for the Financial Year 2018-2019
Nigel introduced the item by referring the members to the Draft Budget previously approved under item 9 of this AGM. The income for that Draft Budget was calculated on a membership size similar to our present membership and an annual fee of £15 per member.

It was proposed by Celia Coleman and seconded by Peter Fellows that the rate for the annual subscription for the financial year 2018 – 2019 should be £15 and there was unanimous agreement by members. Decision: The membership fee for the year 2018- 2019 is to be £15.

Item 16: Any Other Business
Alan Eves reported that Steve Kitchen of Plymouth Yacht Haven had offered to facilitate a talk to the Club by a Maritime Law expert. This could be the subject of a Thursday night social meeting and possibly in conjunction with Plym Yacht Club. The meeting was generally in favour of taking up the offer and Alan was asked to liaise with the parties concerned.

Action: Alan to try to arrange a joint Maritime Law evening with Plym Yacht Club.

Roger Coleman presented to the meeting a copy of a circular which had been issued by the Royal Western Yacht Club inviting local sailors to join in the Chichester 50th Anniversary Celebrations. The date of 28.05.17 would clash with a CCC Cruise but it was agreed that the Honorary Secretary would copy in all CCC members by e mail.

Action: Colin Ayres to e mail to members, details of the Chichester 50th Aniversary Celebrations.

The Club had also been approached about entering the annual Eddystone Challenge on behalf of St Lukes Hospice but it was pointed out that again the date clashed with one of our cruises.

Pip Shell reminded members of the Mount Batten Watersports Boat Jumble due to take place on 8.04.17 and the Plymouth Yacht Haven Open Day on Good Friday.

There being no other business the meeting closed at 18:42

Following the meeting Nigel presented the Cattewater Trophy to Wendy and Graham Davis before we all retired for another pleasant meal arranged by Lynne, our Social Secretary.

Colin Ayres
Honorary Secretary

——————–

15th January 2015

Officers & Committee Members Meeting minutes

Held at The Bridge, Yacht Haven, Plymouth

Present:

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

Item 1: Apologies for Absence: None

Item 2: Approval of the Minutes of the Previous Meeting Held on 4th October 2014.

The Minutes of the Officers & Committee Members Meeting held on 4th October 2014 were passed as a true record. Proposed by Kevin Whitmill and seconded by Roger Coleman

Item 3: Matters Arising from the Previous Minutes.

3.1 Prize Giving Dinner (Para 3.1 of the previous minutes refers).

Lynne Shell reported that 31 members would be attending and handed the list of names together with cheques and details of payments received by bank transfer to the Hon Treasurer. A deposit of £250.00 had already been paid and it was agreed that the Hon Treasurer would write a cheque for the balance which Lynne would pay to Kitley House within the next few days.

A discussion followed about the draw, the proceeds of which, it was agreed would go to the RNLI. Members were encouraged to provide draw prizes but it was also agreed that a special raffle would take place towards the end of the evening. Prizes were discussed for the raffle and it was proposed by The Commodore and seconded by Nigel Vaughan- Smith that a first prize of £50.00 and a second prize of a £25.00 voucher, to be spent at Force Four Chandlery, should be provided from club funds –   the Committee were in agreement and Alan Casey volunteered to approach Force Four to see if they would donate towards the £25.00 voucher. Lynne volunteered to approach Brittany Ferries to ask if they were prepared to donate a prize.

Action: Lynne to approach Brittany Ferries and Alan to procure a Force Four voucher

Decision: The club will provide £75.00 towards the raffle prizes

3.2 Management of the future interface with the PPSA (Para3.5 of the previous minutes refers)

The Commodore reported that she had continued to monitor the PPSA web site and the only item of interest was their 2015 racing programme. As with their past minutes, this information was freely available to anyone accessing the PPSA website and not just to PPSA members. After much discussion of the pros and cons of retaining affiliation to the PPSA, it was felt that the PPSA did not provide value for money. It was therefore agreed to put the issue of continued membership to Members at the AGM.

Decision:   It was agreed that the Honorary Secretary was to include “Membership of the PPSA” as an agenda item for the next AGM and that the Honorary Treasurer was to withhold payment of the 2015 PPSA membership fees pending the decision of the AGM

3.3 Venue for the 2015 A G M and social (Para 5 of the previous minutes refers)

Lynne confirmed that she had provisionally booked the Mount Batten Centre for the meeting and the social afterwards but had not had a chance to check out the facilities so it was agreed that the Commodore would make a visit to ensure that the room sizes were adequate and if so would confirm the booking.

Action: The Commodore to confirm or otherwise the booking at the Mount Batten Centre.

Item 4: Dates and venue for future Officers and Committee Members meetings.

The Commodore together with the Hon. Treasurer had recently visited the Boringdon Arms and she was able to report that the venue would be available for future meetings so it was agreed that future Officers and Committee Members meetings would be held at that venue on a Thursday night.

Item 5: Agenda for the 2015 AGM and election of Officers and Committee Members

The agenda for the AGM was agreed and will be issued early in February.

The Commodore reported that all Officers and Committee Members had expressed their willingness to stand again and she thanked everyone for their efforts over the past year; she pointed out that when the Calling Notice for the A G M is sent out to all Club Members they will be invited to stand for any of the posts within the Club

Action: After formal approval by the Commodore the notification of the 2015 AGM is to be issued on 7th February 2015

Item 6: Reports from Officers and Committee members.

Rear Commodore Sail’s report
Nigel reported that the 2015 Cruising Programme had been issued last November and that it was displayed on the Club website. He had also distributed two “Where Are We?” competitions and had two more ready for issue during the next two months; they too could be found on the Club website. Finally, he stated that he had ten entries, and was expecting a further entry, for the Annual Photographic Competition to be held on the night of the Prize Giving Dinner

Honorary Treasurer’s report
A copy of the treasurer’s report dated 15th January 2015 is attached.

Membership Secretary’s report
Pip reported that the club membership had risen to 62

Webmaster’ report
The Commodore welcomed Alan Casey as the new Club Webmaster and prior to his report wished to record a vote of thanks from the Club to Chris Greenwood for all his help to the Cattewater Cruising Club which had included setting up and running the CCC website.

Alan reported that he now had full administration control of the Club website but that it was still hosted by Tim Greenwood with whom he might need to consult in the future and after a general discussion he confirmed that he would do what was necessary to enable more photographs of club members’ boats to be added to the site.

Item 7: Update Diary of Future Events
Saturday 31st January   Prize Giving Dinner at Kitley House Saturday 21st March     A G M at the Mount Batten Centre Thursday 23rd April       Officers and Committee Members meeting at The Boringdon Arms.

Item 8: Any other business

Roger reported that the Winter Walks would start again in February and that he would be looking into the possibility of arranging a visit to the Devonport Naval Heritage Centre.

Trophies
Rear Commodore Sail explained that he had seriously underestimated the cost of having the trophies engraved, due to the Cattewater Cup requiring a brass plaque with the names of all previous winners. The engraving had cost £55.30, rather than up to £35.00 as approved under item 6 of the previous minutes.

Decision: It was agreed to reimburse Nigel the full cost of £55.30 for engraving the Club Trophies from Club funds

Nigel then proceeded to present Celia, as Commodore, with a new trophy, the Happy Snapper Trophy, for award to the winner of the Annual CCC Photographic Competition. Celia, on behalf of all Club Members, thanked Nigel for donating the new trophy to the club.

There being no other business the meeting closed at 21.00

Colin Ayres Honorary Secretary Cattewater Cruising Club

———————

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

——————————————————-

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

——————-

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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21st September, 2013

Committee Meeting minutes

Held at The Boringdon Arms, Plymouth on Saturday 21st September, 2013

Present:

Celia Coleman: Commodore
Roger Coleman: Vice Commodore
Nigel Vaughan-Smith: Rear Commodore Sail
Pip Shell: Membership Secretary
Lynne Shell: Social Secretary
Chris Greenwood: Webmaster

Item 1. Apologies for Absence
Corinne Hurrell: Honorary Secretary
Ros Wheeler: Honorary Treasurer
Geoff Wheeler: Committee Member

Item 2. Approval of the Minutes of the Committee Meeting Held on 20 April 2013
The Minutes of the Committee Meeting held on 20 April 2013 were passed as a true record. Proposed by Nigel Vaughan-Smith and seconded by Pip Shell.

Item 3.  Matters Arising from the Minutes of the Committee Meeting Held on 20 April 2013
3.1 Examined Accounts (Para 4.1 of the previous minutes refers).  As it was already well into the current financial year, it was considered too late to introduce a new cash book and accounting system.  It was decided that the new system, proposed by the appointed Accounts Examiner, was to be introduced with effect from the start of the next financial year, 1 March 2014, following the examination of the current financial year records.

Action:  The Honorary Treasurer to introduce the new cash book and accounting system with effect from 1 March 2014.

3.2  Laying-Up Dinner 2014 (Para 5.3 of the previous minutes refers).  Lynne Shell reported that the Langdon Court Hotel would not accept a booking at this time, as they wished to keep the date free for the more lucrative wedding market.  It was agreed that the Social Secretary would check again early in the New Year and report back at the  next Committee meeting.

Action:  The Social Secretary to check again with Langdon Court Hotel early in the New Year whether or not they would accept a booking from the CCC for either Saturday, 8 November or 22 November 2014.

Item 4. Results of the Questionnaire Circulated to Members by the Commodore.  The questionnaire had generated 4 proposals:
4.1 Ten-Pin Bowling.  After much discussion, it was felt that this proposal was not viable due to the high cost and booking problems that would be encountered if taken forward for the preferred function night of a Saturday.

Decision:  No further action.

4.2 Winter Walks.  The Plym Yacht Club were planning a series of short (>5 miles) winter walks, including a lunch break, but had yet to finalise their programme, and would be pleased to have CCC members participate.  In addition, Alan Eves (Sundance) had offered to plan some longer walks.  It was agreed that the Vice Commodore would liaise with both parties and publish a programme, when available.

Action:  The Vice Commodore to liaise with Plym Yacht Club and Alan Eves, and circulate a programme of winter walks to CCC members, when available.

4.3 Regular Suppers.  The idea was strongly supported in principle, but detailed analysis suggested there was no scope for expanding the current programme.  It was felt that once a month was an optimum timing to get together, but as we already had the Laying-Up Dinner in November, the RNLI Dinner in December and the social evenings in January and March, that only left October and February.  As both months included school half term and other significant events (Halloween & Valentines), it was decided that no additional functions could be added to the current calendar.

Decision:  To continue to maximise the number of regular supper/social gatherings in the CCC calendar.

4.4 White Sail Races.  This suggestion received a mixed reaction.  However, lengthy discussion resulted in agreement that, first and foremost, the CCC is a cruising club.  In addition, there were potential insurance issues on top of finding the expertise to conduct such races.  Finally, it was noted that the PPSA was keen to promote white sail races, such as during the Plymouth Regatta, and it was considered that this would be sufficient to meet the needs of the more competitive CCC members.

Decision:  No further action, but CCC members keen to race should check the PPSA web site for future white sail races.

Item 5. Relationship with the Mount Batten Cruising Club
The Chairman of the Mount Batten Cruising Club (MBCC), based in Plymouth Yacht Haven,  had written to the Commodore proposing that members of each Club should have the reciprocal rights to participate in the other Club’s social and cruising events.  As MBCC members were already free to participate in CCC cruises, both through the PPSA and the RYA Active Marina programme, this aspect of the proposal was accepted.  Similarly, it was agreed that, as long as CCC members had priority should there be a restriction on numbers, then no difficulty was foreseen in MBCC members attending CCC social functions, should they so desire.

Action:  The Commodore to respond to the Chairman of the MBCC that we would welcome MBCC members to attend our cruises and social functions, and vice versa, on the understanding that CCC members would be given priority should it be necessary to restrict numbers at any event.

Item 6. Reports from Committee Members
6.1 Lynne Shell reported that she had circulated full details, including menus and costs, for both the CCC Laying-Up Dinner on 16 November and the RNLI Dinner on 6 December.  However, it appeared that not all had received the emails concerned.  She agreed to recirculate both.  She had confirmed with Staddon Heights that they would provide white boards to display the photographs for the Photo Competition, but had yet to resolve whether or not we could supply our own background/dance music.  She also queried whether guests would be welcome at the occasion and it was agreed in the affirmative.  Finally, the draw in aid of the RNLI was discussed and it was a agreed that attendees could enter the draw by donating £5 and placing their named place card in the draw basket.  However, it was felt that a range of decent prizes would be required to generate the required enthusiasm.

Action:  The Social Secretary to re-circulate the details, menu and costs of the Laying-Up Dinner and Prizegiving to be held at Staddon Heights Golf Club on Saturday, 16 November 2013, together with a plea for donations to the RNLI raffle and the invitation to bring guests.

Action:  The Social Secretary to re-circulate details, menu and costs of the RNLI Dinner to be co-hosted with the MBCC at the Bridge, PYH, on Friday, 6 December 2013.

6.2 Pip Shell reported that we have had 3 new members join/rejoin since the AGM and that the Club membership now stands at 53 members, including life members.

6.3 Nigel Vaughan-Smith reported that, of the 12 cruises planned to date, only 3 had been completed as planned with another 3 being completed to a modified schedule.  The weather had resulted in 4 being cancelled in toto, one had to be cancelled due to the Rear Commodore Sail not checking the dates of the Royal Fowey Regatta before issuing the cruising programme, and the last had no takers.  However, 14 Club boats had participated in one or more of the Club cruises, which was a significant increase on the number participating last year.

Item 7. Update on Calendar for 2013/2014.  The following dates were agreed and confirmed
Saturday, 16 November 2013: Laying-Up Dinner & Prizegiving
Friday, 6 December 2013: RNLI Dinner at the Bridge
Saturday, 18 January 2014: CCC Committee Meeting followed by a Social Event
Saturday, 22 March 2014: AGM followed by a Social Event
Saturday, 26 April 2014: CCC Committee Meeting

Item 8. Gift/Donation for RNLI Dinner at the Bridge on 6 December 2013
After discussion, the consensus was that co-hosting this event with the MBCC should not incur a cost from Club funds.  Furthermore, as our own Laying-Up Dinner raffle was in support of the RNLI and that the ticket cost for the RNLI Dinner included an element for donating to the RNLI, a further gift/donation was not appropriate.

Decision.  A gift/donation to this event was not required or appropriate.

Item 9. Any Other Business
9.1 Club Clothing.  Nigel Vaughan-Smith confirmed that he had now identified a supplier for Club clothing and had emailed all members with details.  However, there had been a one-off charge of £30 (inc VAT) for setting up  the Club Badge, which he had paid.  He requested that this be refunded from Club funds.  This was unanimously approved.

Decision.  The Rear Commodore Sail to be refunded the one off charge of £30 from Club funds.

9.2 Club Burgees.  Nigel Vaughan-Smith stated that he now had 10 new Club Burgees.  These he had purchased from a different supplier, Hampshire Flag, than that previously agreed and at a slightly cheaper price.  The total cost was £87.35 (inc VAT and p&p).  He requested he be refunded this amount from Club funds, which was unanimously approved.  He further recommended that the new burgees be sold to Members at a cost of £10 each.  Again, this was unanimously approved.  Of the 10 new burgees, 4 were to be held by the Membership Secretary and 3 each by the Commodore and Rear Commodore Sail.

Decision.  The Rear Commodore Sail to be refunded the cost of the burgess, £87.35, from Club funds.

Decision:  The new burgees to be sold onto Club members at £10 each.

9.3 2014 Cruising Schedule.  Nigel Vaughan-Smith stated that he would be working on next years cruising schedule over the next couple of months and requested if Committee Members had any suggestions for changes or amendments that should be incorporated.  The consensus was that the 2013 schedule catered for all needs, but that he only needed to sort out the weather!

Action:  The Rear Commodore Sail to produce a 2014 Cruising Schedule along similar lines to that for 2013.

9.4 Web Management.  Chris Greenwood stated that he and Yvonne had reluctantly decided to put Macushla Too on the market and to withdraw from regular cruising.  However, he was willing to remain as Webmaster for as long as he was required.  Following discussion on the requirements of the job, it was decided that Chris would ask his son, Tim, who currently hosts the Club website on his servers, for a business proposition to run the website on the Club’s behalf.

Action:  The Webmaster to obtain a costed business proposal for the hosting, running, maintenance and regular updating of the Club website.

The Meeting closed at 2030 hours.

Nigel Vaughan-Smith
for Honorary Secretary

——————–

23rd March, 2013

Minutes of the Annual General Meeting of The Cattewater Cruising Club

Held at Conference room, Fairway Furniture Store, Billacombe

Item 1:  Apologies for Absence
Apologies for absence had been received from the following members:   Valerie & Colin Ayres Julie Eccles Peter Fellows Yvonne & Chris Greenwood Martin Gooderson & Margaret Glenda O’Conner Gill & Dave Pollard Pip Shell Carol & Rick Thorne

It was also a great pleasure to welcome 5 new Members to their first CCC AGM: Eugenia & Mike Broome Jim Eccles Beverly & Kevin Whitmill

Item 2:  Approval of the Minutes of the AGM Held on Saturday, 24 March 2012
These Minutes were taken as read, as they had been circulated to Members together with the Calling Notice for the 2013 AGM.

Proposed as a true record by Nigel Vaughan-Smith and Seconded by Alan Casey.  Carried unanimously.

Item 3:  Matters Arising – CCC Banking
There was only one matter arising from the 2012 AGM, which was CCC Banking.  After much discussion of the pros and cons of continuing to pay CCC membership fees and other bills by cheque or introducing BACS/Internet Banking, it was proposed to continue in the existing way for the time being.

This was approved, with 2 abstentions.

Item 4:  Commodore’s Report
The Commodore welcomed all those attending and expressed hopes for a good sailing season ahead.  He further stated that, after an extended period at the helm of the Club, he felt it was time to step down as Commodore.  A copy of the full Commodore’s Report is attached.

Item 5:  Rear Commodore Sail’s Report
The RCS summarised the salient points of his report, which had been emailed previously to Members.  He urged Members to join in the fun during the forthcoming season by submitting Cruise Reports and other details of their cruising achievements to him throughout the season for onward circulation to Members and for consideration by the Trophies Sub-Committee.  He also stated that he would welcome suggestions to organise workshops on any cruising topics on which Members wished to brush-up their skills or knowledge.  A copy of the full RCS’s Report is attached.

Item 6:  Rear Commodore Club’s Report
The RCC highlighted the more significant points from his report, which had been emailed previously to Members.  These included a couple of racing items: the changes been introduced to the racing handicap system; and the drive by the racing fraternity to include cruisers in their events and to organise some “white sail” racing events.  He also urged Members to keep themselves informed, and involved, in the local marine environmental initiatives, which could effect Members on swinging moorings or when anchoring. In addition, the QHM Water Events Diary and the PPSA Sailing Programme for 2013 can be found on their respective websites.

Item 7:  Membership Secretary’s Report
In his absence, the Membership Secretary had provided a brief written report, which was read out to Members.  The Club had finished the year with 45 voting and life members, which was about the same as the previous year.  As at the time of the meeting, the Club had 34 paid up voting members with a possible 12 more members on the books.  To avoid postage, membership cards were being delivered by hand wherever possible.

Item 8:  Social Secretary’s Report
The Social Secretary reported that she had investigated Langdon Court for the 2013 LayingUp Dinner and Prize giving, but that this venue was not available for this year.  However, Staddon Heights Golf Club was available on the preferred date.  After discussion, it was agreed that the Social Secretary was to make a reservation with the Staddon Heights Golf Club to hold the 2013 Laying-Up Dinner and Prize giving there on Saturday, 16 November 2013.  It was further decided that the Social Secretary should investigate the possibility of holding the 2014 event at the Langdon Court, and to report back to the next Committee Meeting.

Item 9:  Presentation of Accounts by the Honorary Treasurer
Unforeseen circumstances had resulted in the Club’s Accounts for the last financial year 2012/13 not being formally examined prior to the meeting or in time to be circulated to Members.  The Honorary Treasurer passed out copies of the unexamined accounts at the meeting and stated that the Club was still financially sound with a surplus for the last financial year of £240.49; against which, however, the Club’s liabilities of £110.00 for the 2013 RYA fees were still outstanding.

There was, therefore, an urgent need for the Club’s Accounts for the last financial year to be examined properly, and to appoint the Club’s Accounts Examiner for the current financial year.  Yvonne Traynor was proposed by Roger Coleman and seconded by Nigel Vaughan-Smith to undertake both these tasks.  This was unanimously agreed by all present.  A copy of the examined Club ‘s Accounts for 2012/13 are attached.

Item 10:  Election of Officers
The following volunteers had been proposed to fill the Club’s Officer posts for the 2013/14 Season:

Commodore: Celia Coleman
Vice Commodore: Roger Coleman
Rear Commodore Sail: Nigel Vaughan-Smith
Rear Commodore Club: Ian Duffy
Honorary Secretary: Corinne Hurrell
Honorary Treasurer: Ros Wheeler

The Members present voted unanimously in favour and the nominees were duly elected.

Item 11:  Election of Committee
The following volunteers had been proposed to fill the Club’s Committee positions for the 2013/14 Season:

Membership Secretary: Pip Shell
Social Secretary: Lynne Shell
Club Webmaster: Chris Greenwood
Committee Member: Geoff Wheeler

The Members present voted unanimously in favour and the nominees were duly elected.

Item 12:  Approval of Revision 1 of the Club Constitution
A copy of the draft Revision 1 of the Club Constitution had been circulated to Members together with the Calling Notice for the AGM .  As there were no matters that Members present wished to discuss, Revision 1 was put to the vote and unanimously accepted by all present.  A copy of the Club Constitution – Revision 1 is attached.

Item 13:  Election of Life Member
The Commodore proposed that Ann Young should become a Life Member of the Club.  She had been an active member, and supporter, of the Club almost since its inception and had been the Honorary Treasurer for many years, prior to her retirement from that position at the last AGM.  The proposal was seconded by Roger Coleman and agreed unanimously by all present.

Item 14:  Any Other Business
14.1:  Club Website
The Club Webmaster had requested feedback on Members expectations of the Club Website and requested members submitted more information for publication, such as: pictures of Members’ boats and reports on Club Social Events. This was agreed by all members present.

14.2:  Mayflower Offshore Rowing Club
The Mayflower Offshore Rowing Club would not be holding the Eddystone Challenge this year and, therefore, would not be requesting the Club’s assistance with the event.  In future, it would be a bi-annual, rather than annual, event.

In closing the meeting, the Commodore thanked Fairway Furniture and Paddy O’Connor, in particular, for providing the facilities for the meeting and expressed his hope that they would be made available on future occasions, if required.  He then went on to inform Members that the new proprietors of the Boringdon Arms, Delain & Alf, had donated a new brass plaque, mounted in in the entrance to the Boringdon Arms, officially recording that it was the Club’s home.  This plaque was to be unveiled during the Club Social to be held at the Boringdon immediately after the meeting.  He emphasised his hopes that this would cement a continuing close relationship between the Boringdon Arms and the Club.

There being no other business, the meeting closed at 2005 hrs.

Celia Coleman
Honorary Secretary