nottinghamshire county sailing club

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Links:
Notice of motion
Sailing Committee Report
Bar Report
AGM Minutes 2001

NOTICE OF MEETING

The Annual General Meeting (2002) of Nottinghamshire County Sailing Club will take place on Thursday 28th November in the Clubroom. The bar will close at 19:55 hrs and the meeting will commence promptly at 20:00 hrs.

The preliminary notice of meeting was sent to club members on or around the 16^th October 2002.

AGENDA
1. Apologies for absence
2. Approval of the 2001 AGM Minutes (copy attached)
3. Matters arising from the 2001 Minutes
4. Commodore’s Report
5. Treasurer’s Report - if the accounts are ready in time and you would like a copy please e and we will try and send it, please swtte your name (and membership no if you have it - available to club members only)
6. Executive, sailing, training and bar reports. (Some to be given verbally; others attached to this notice)
7. Notice of Motion 1 – Increase in Membership Fees
8. Notice of Motion 2 – Amendment to Club Constitution
9. Election of officers & Executive Committee
10. Election of Sailing Committee. (Individual fleets need to consider who will represent them for the forthcoming year and who will act as a deputy)

The AGM will finish at this point

Interval

After the interval there will be an open discussion where members can raise issues over the future direction of the club or raise any concerns

Notices of Motion

Proposed by the Executive Committee

1. Increase in membership fees

Background

The club financial reserves have fallen significantly in the last year, in part due to the extra groundworks that have been undertaken (e.g new car parking areas), but also from payment of bills for groundwork undertaken in the previous financial year. The Executive Committee agree with the Treasurer in his view that we need to maintain a financial reserve of £40k in case, for whatever reason (e.g. flood or fire), the club could not function for a season. The reserves would be needed to keep the club going during that period.

The Treasurer’s most accurate estimate of the likely current level of reserves at the end of the season is around £15k. To begin returning the clubs’ reserves towards the £40k level, the Executive Committee is proposing to increase the family and ordinary membership rates by around 10%. In proposing to do so we have taken into consideration the following:

a. Assuming members pay on time, the fees have not increased for the previous 2 years, and therefore a 10% increase over three years is close to being consistent with inflation over the period

b. Our joining fee, subscription rates and berthing fees are currently below those of other local clubs with comparable facilities, and therefore offer good value. This would still be the case given the 10% increase.

The Executive Committee holds the view that a 10% increase in subscriptions is the most appropriate response to the drop in club reserves, and they will review the financial position at the end of next season.

In addition to increasing the subscription rates for two categories of membership, we propose to maintain the late payment surcharge we adopted last year. This proved to be very successful, with the vast majority of members paying on-time, making the jobs of the membership and duty secretary much easier.

The proposed membership subscription rates for 2003 shall be as follows (2002 rates shown for comparison):

	2002 Annual rates (£)	2003 Annual rates (£)	Renewals after 31^st Jan 2003 (£)
Family	146	160	175
Ordinary (21 +)	125	137	150
Ordinary (18 – 20)	67	70	85
Junior (12 – 17) + Parents Social	71	No change	71
Junior (12 – 17)	37	No change	37
Associate	35	No change	35
Social	35	No change	35
Senior Social (65 +)	10	No change	10
Boat Berth – dinghy	20	No change	20
Boat Berth – junior	10	No change	10
Boat Berth – keel boat	30	No change	30

2. Amendment to the club constitution

By registering as a Community Amateur Sports Club (CASC) we could enjoy tax benefits. The only current limitation on achieving this is the need to have in our constitution a statement to the effect that upon dissolution, the assets of the club would be passed on to another sporting club or charitable purpose. The Executive Committee therefore wishes to propose the following change to Clause 17(e) of the clubs constitution:

Current text:

17 (e) Any proposal for dissolution of the Club must contain provisions for the disposal of the Clubs property and funds

Proposed new text:

17 (e) Any proposal for dissolution of the Club must contain provisions for the disposal of the Club’s net assets to be applied to Inland Revenue approved sporting or charitable purposes.

Election of officers & Executive Committee

Apart from Adrian White (who is standing down as Rear Commodore), the other Executive committee members allowed their names to go forward for the same posts in the forthcoming year. As no other nominations have been received for these posts, these positions will filled by the same members as last year. One nomination was received for the post of Rear Commodore:

Nominee: Russ Towns Proposer: Stuart Poole Seconder: Barry Rawlins

Honorary Member

The Executive Committee proposes that Glyn Myatt becomes an Honorary Member.

Glyn has been contributing to the club for over 20 years, both through his work instructing trainee sailors and his role as Training Principal over a number of years. In particular Glyn has been instrumental in modernising the Training Section, developing a streamlined, professional system for documenting qualifications. This has helped to make Notts County one of the best clubs for Instruction/Training in the region.

Election of Sailing Committee

Fleets holding class status must, by agreement with their members nominate a representative and a substitute to serve on the sailing committee (2 members from the sailboard fleet), and be in a position to declare their nominees at the AGM.

Barry Rawlins, Secretary NCSC, 28 Rodney Rd, West Bridgford, Nottingham, NG2 6JJ

Tel 0115 8789723

e-mail: secretary@ncsc.org.uk 29^th October 2002

Attached to the notice of meeting are the following:

1. Sailing Committee report

2. Bar report

3. Minutes of the 2000 AGM

2002 Sailing Committee Report.

2002 saw the club membership rise above its previous maximum level, the Executive Committee considered capping the membership, but decided to wait until next year to see what level the membership is at the start of the season. The extra numbers have put an extra demand on the use of both the main and training lakes, and on a few Sundays the number of craft using the main lake reached near maximum capacity. The Sailing Committee are keeping a close eye on the numbers and have contingency plans in respect of the racing format should safety be compromised.

Most of the classes prefer to race in the first two race’s with the third race not so Popular. One of the options would be for one or more of the classes to move their class race to that time. The disadvantage would be that in the existing format there is more room for cruising whilst the last race is taking place and this could be compromised.

For the information of the new members, the Sailing Committee controls the water use within the bounds of the lease. You are allowed to use the water any day (dawn till dusk) from the 1^st March to 30^th September. From October 1^st to 31^st December you may only use the lakes on a Sunday. Safety cover is only available during organised activities and if you choose to sail at other time you do so at your own risk. The Sailing Committee attempt to encourage all members to use the lake to its maximum and windsurfer/dinghy cruising is allowed during racing. Cruisers are however expected to keep clear of racing boats. The only exception to cruising during racing is on Open Meeting Days. When cruising is not allowed during racing except with prior permission the Chief Race Officer. There this is still plenty of time to cruise on Open Meeting Days. i.e. before the racing, lunch time and after the racing. If it’s a 2 day Open Meeting racing will not start on the Saturday before 1pm and on the Sunday it will normally be finished by 4pm.

With the above exceptions any member can sail on any day, but some days and activities are particularly aimed at certain sections of the membership. Saturday afternoons and Tuesday evenings are particularly aimed at the cruisers, juniors and novice racers. Wednesday evening is windsurfer night, for windsurfer racing, cruising and training. Thursday evening is the main dinghy racing evening. (there is still room for cruising). We can all remember when we first started sailing, whether it be cruising or starting racing, so don’t feel intimidated, come and have a go.

John Allen (Sailing Secretary)

__________________________________________________________________________________________________

2002 Bar Report

2002 has seen an increase in membership and use of all of the club facilities including the bar. N.C.S.C. is the largest club in the Midlands to be run purely on a voluntary basis. Managing the bar requires a commitment of between 10-20 hours per week in the summer and between 5-10 hours per week during the winter. The staff that run the bar on Sunday’s, Open Meetings and at functions do so also voluntarily. Some may help behind the bar perhaps only once or twice a year so please be patient if there is a queue or if they are unsure of some of the prices.

It would be ideal if members could have free access to the bar or it could be open at all time when the members wished. However this would not only cause problems with the licence and the Health and Safety regulations, but the stock would be difficult to control and replace, thus requiring an even greater commitment from who ever manages the bar stock. In 2003 the bar will continue to be run as at present. Hopefully all organised events will have full bar cover, however when few members are expected to be at the club this may be restricted to cans/bottles sold through the canteen or by the Social Committee.

The bar prices are kept to a minimum and to do so, stock must be purchased in bulk it is therefore not always possible to sell the item you may want. If there is a product that you think would be popular please let me know and I will attempt to stock it. Any profit from the bar is used to cover expenses, purchase and replace equipment. The surplus is then paid in the main club funds, which helps to reduce membership fees. You are therefore thanked for your support.

John Allen (Bar Manager)

Nottinghamshire county sailing club

Minutes of the 2001 Annual General Meeting, held in the clubroom on 22 November 2001, commencing at 20:00 hrs.

Attendance Officers, Committee and members. A total of 78 members signed the attendance sheet.

1. Apologies for absence

Apologies were received prior to the meeting from David Eberlin and his partner, Haydn Parmenter, John Parr, Keith Burgess, Tim Rush, Michael Lowe, Eleanor Mills, Bob Tuckwood, Rob Gardener, Glynn Myatt, Martin Read.

2. Approval of the Minutes of the 2000 AGM (30-11-00)

These were approved as an accurate record of the Meeting: proposed-Simon McEvoy, seconded- John Allen.

3. Matters arising from the previous Minutes: None

4. Commodore’s report

The Commodore explained that the membership should be aware of much that has gone on in the club through the year from receiving Hovercraft, accessing the website and the Minutes of the Executive Committee which are available at the back of the clubroom.

She highlighted highlights from the year: the large attendance at the 40^th Anniversary regatta, the changes to the club infrastructure such as the balcony extension. The club was moving on, having invested in computing facilities to improve the membership database, and was increasing its use of e-mail and the website. It was necessary to optimise our use of space due to the club’s expansion. Hence, derelict boats would be removed from the boat park.

She commented on the big contribution made by the training section which generated considerable income for the club and brought new members. She thanked Neil Jacks for his contribution as he was standing down as Principal of the Training School. She also announced that the Cruising Section would be represented on the Sailing Committee.

The Commodore thanked Val Parker and Rachel McEvoy for all their efforts over the previous years in undertaking their roles as Duty and Social Secretary respectively.

5. Treasurer’s report

The Treasurer circulated to members present the Income and Expenditure Account for the Year Ending 30^th Sept 2001. He commented that the clubs finances were in a healthy state, with a healthy reserve of around £35k.

The Treasurer’s report was approved: proposed- Ian Pilkington, seconded – Gavin Creamer

6. Executive Committee, Sailing Committee, Training Section and RYA representative reports

These reports had been circulated with the Notice of the Meeting and were accepted by the members present.

7. Notices of motion

Proposed by the Executive Committee

2. Alteration to membership renewal

Martin Stott explained the rationale for altering the club’s constitution. Rather than paying their subscription when it becomes due, a significant proportion of members delay renewing their membership until later in the year. Doubt and uncertainty often lingers well into the sailing season about a proportion of the membership as to whether they will renew or not. This proposal is aimed at giving people an incentive to renew by the end of January each year by discounting the membership fee by 20%. The proposed membership subscriptions for 2002 shall be as follows:

	Annual Subscription	Renewals after 31^st Jan
Family	146	175
Ordinary (21 +)	125	150
Ordinary (18 – 20)	67	80
Junior (12 – 17) + Parents Social	71	71
Junior (12 – 17)	37	37
Associate	35	35
Social	35	35
Senior Social (65 +)	10	10
Boat Berth – dinghy	20	20
Boat Berth – junior	10	10
Boat Berth – keel boat	30	30

hilip Bath asked whether the Committee had investigated payment by direct debit or standing order. Ian Johnson also asked whether credit card payment could be considered, but the Treasurer said this would cost an extra 3-4%. Geoff Peters suggested that the Committee should send a reminder to members shortly before fees were due and that the change should be highlighted in bold in the membership renewal form. The Commodore said that the Committee would investigate different methods of payment. The vast majority of the members present voted in favour of the motion when it was put to a vote.

2. Amendment to the club constitution

During the year the balcony was extended. The Executive Committee was subsequently told by the Fire Department that they should be informed as to any changes to the structure of the club premises. Likewise, as a licensed premises, the licensing authority also need to be informed of changes to the premises and to the club constitution. There is currently no instruction in the clubs constitution to remind the Executive Committee to inform the relevant bodies of any such changes. The Executive Committee therefore proposes inserting the following clause (17c) into the current constitution, in section 17 (Management of Club by Committee):

John Allen suggested an alteration to the amendment which had been circulated with the notice of meeting, specifically that the police should also be informed on changes to the constitution or the premises.

The altered proposed amendment to the constitution was therefore:

17 c) The Executive Committee shall inform the licensing authority and police of any changes to the clubs constitution or alterations to the club premises. They shall also inform the Fire Department of any change to the club premises.

The vast majority of the members present voted in favour of the motion when it was put to a vote. No one present voted against. No one present voted against.

8. (and 9) Election of Officers, Executive Committee and Sailing Committee

The table below gives the details of the officers elected (in bold) to posts on the Executive, Sailing, Training and Social Committee’s. Those remaining in post are also shown in normal type.

Executive Committee
Position	Name	Proposer	Seconder
Commodore	Martin Stott	Nadina Lincoln	Barry Rawlins
Vice Commodore	Stuart Poole	Martin Stott	John Allen
Training School Principal	John Wildman	Neil Jacks	Simon McEvoy
Rear Commodore	Adrian White
Secretary	Barry Rawlins
Treasurer	Paul Brown
Works and Ways	Geoff Parker
Insurance	Phil Kilburn
Membership	John Marshall
Bosun	Ian Pilkington
Bar and Sailing	John Allen
Publicity	David Eberlin
President	Norman Parr
Ex officio	Nadina Lincoln

Sailing Committee		(Fleet deputy)
Duty Secretary	Ian Johnson
Trophy Steward	David Baldwin
Results Secretary	Sarah Read
Fireball	Simon Hextall	Haydn Parmenter
Flying Fifteen	Sam Parker	Val Parker
Scorpion	David Milns	Ken Twemlow
Laser	Mike Lowe	Kathy Read
Enterprise	Bob Tuckwood	Debbie Tuckwood
Menagerie	Phil North	Ian Johnson
Windsurfer	Steve Payne	Russ Towns
Cruising	Helen Dobb	Rose Pigula

Training Committee
Accountant	John Wildman
Club racing coach	?
Chief Powerboat	Ian Pilkington
Training Development	Ron Folkett
Bosun	Alf Hampshire
Sailability	Peter King

Social Committee
Julie Hall	Alison Goodall
Denise Pilkington	Liz Overvoorde
Helen Dobb	Rose Pigula
Rosie Vickers	Simon Ford

Sarah Read will continue to edit Hovercraft.

The Executive Committee had supported a proposal that Paul Brown be made an honorary member (proposer: Martin Stott, seconder: Ian Pilkington). This proposal was put to the members, which was passed by the vast majority present. No members voted against the proposal.

Meeting closed.