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Committee Minutes Feb 2021

Minutes of the NHYC Committee meeting at North Haven Yacht Club via Zoom on Monday 1st February 2021 @ 7.30pm

Present –  Kev Fry (KF) Chris Brooks (CB) Anna Harris (AH) Rod Scanlan (RS) Dave Segal (DS) Keith Colwell (KC) Dave Bridges (DB) Paul Dean (PD) Sally Sherrell (SS) Tony Atfield (TA)

Apologies  Alison Manning (AM)  Sue Norman (SN)

Minutes of the meeting held on Monday 7th December 2020

These had been circulated in advance of the meeting for the attention of the committee

Matters arising from the minutes

No matters arising.

The minutes were then then signed off by the Commodore who chaired the meeting.

Correspondence In

Correspondence Out  

  • Agenda emailed to m’ship for Jan 2021 AGM
  • 2021 Membership renewal forms posted to the membership
  • Acknowledgement to various members re: changes to membership and/or boat withdrawal

Secretary’s Report

Membership fees have been posted to all members. Membership renewal payment is due by end of February.

Mooring Fees. Invoices have been deferred until March when we anticipate further clarification from the government with regard to recreational sailing.

To date the office have received three new enquiries regarding membership of NHYC.

There have been three membership cancellations.

Notification that eight boats will not be renewing moorings for 2021

 

Treasurers Report

The treasurer reports that during the past month, whilst the club has been in lockdown, there has been very little financial activity from the financial statements posted at the last committee meeting

Mooring Officer’s Report

The Mooring Officer explained that some work was programmed for Poole Marine Services to service the deep water and ‘Q’ trots. Under normal circumstances a ‘walk out’ survey at low tides would be undertaken but, due to lockdown, this has implications. Other duties that are in abeyance due to lockdown are – cleaning of mooring buoys, servicing of the mooring barge, certification of the winch on the barge, re-stringing the outhauls and inspection of the tender moorings.

KC asked DS what the timescale would be for these works to be undertaken and was told about two months.
DS explained that if the mooring team could start by March then a good percentage of the moorings should be ready for occupation towards the end of April and some even earlier but everything is dependent on the relaxing of the current lockdown sanctions to allow the work to commence.

Dave Segal ( mooring officer )

Committee Business

KF wanted to discuss the procedures and guidance for new members. He thought that new members should have a boat and offered to ‘buddy’ new members during the probationary period.
DS explained that personal details from new members applying are important and obtained carefully
TA asked if new members had to be proposed by an existing member. CB pointed out that no longer is the case.
DB suggested a ‘ new members’ handbook ‘ and checklist would be a useful provision.
DB and SS explained that there was a very good membership enquiry form on the Club website.
RS explained that none of the recent enquiries had been delivered via this form
RS to circulate to the committee the various interview/membership related forms which DS advised had been drafted by the previous committee
CB suggested that a sub-committee be set up to draft a procedure for best dealing with new applications and hopefully this could be presented at the next committee meeting. It was agree that this sub-committee would be : Kev Fry, Anna Harris, Tony Atfield, Paul Dean and Dave Bridges

CB acknowledged there was a desire amongst some committee members ( included himself ) to review the club constitution and set up a sub-committee to manage this. Since any rule change would have to be put to the membership at an AGM the timescale for this to be completed would be several months.
CB asked AH if she would lead the sub-committee to which she agreed. The sub-committee for the constitution was agreed ; Anna Harris, Chris Brooks, Keith Colwell and Dave Segal. 
KC suggested that a trustee should also be invited to join this sub-committee

Off the back of the site inspection in December, CB wanted to review the remedial work highlighted in relation to the T–Piece and Slipway.

DS explained that this had already been discussed by the previous committee and a meeting had been held with Jenkins Marine in the Clubhouse but to his knowledge nothing had been pursued.
KF said that the T–Piece was sinking at one end and the structure was in need of replacement.
The consensus of opinion was that a civil engineer who specialise in this type of work should be consulted to submit a survey to the club for consideration.
DS explained that the original proposal was for an inclined slipway that could facilitate launching of the small sail boats from the lower level decking area. 
DB said that perhaps an alternative solution could be a hoist.
DS explained that the previous committee had discussed some options but were very mindful of the risks to young people where winches might be used.
KC and CB agreed that clarification is needed on what is required.
RS stated that some previous investigations were on record in the office and CB asked if these could be shared. A sub-committee was agreed to take on the project development and this would be : Sally Sherrell, Kev Fry, Paul Dean, Keith Colwell and Dave Segal.

Cameras and Access was a topic that DB wished to discuss. DB explained that the main camera has a designated port on the internet router and a second port was used for the other cameras. He wanted to discuss who should have access to these.
KC stated that they should have a trained CCTV operator due to privacy regulations.
AH reiterated that there are privacy laws about the use of CCTV and we should have a CCTV policy.
DS explained that even ex-members could have access to these cameras and access codes could easily be passed onto third parties. He stated that in many cases the cameras are being used for general interest and not security. The committee agreed that not all members require access to every club camera and only the Commodore, Bosun, Secretary and Mooring Officer should have access to the entire range of cameras with members having access to the main webcam only.
CB asked if KC could discuss with his harbour control contacts the legality of the use of cameras by the club. CB agreed to review the GDPR/Legal aspects of running CCTV and feedback to the committee.    

AOB 

TA wanted to know if we still had committee meetings on bank holiday Mondays.
CB advised where committee meetings fall on a Bank Holiday Monday the committee meeting would fall on the following monday.

PD wanted to know if the club had purchased a zoom licence.
CB explained that a 12 month licence had been purchased.

Date of next meeting    Monday March 1st

 

 

 

 

 

 

Racing dates 2021…

The provisional dates for the club racing events are below. Whether you’re new to the club or been a member for a while and have a cruiser, feel free to join in. If you fancy crewing, please ask – we can always use a pair of hands.

The racing is keen but informal. The banter is all the fun! Come along!

Wed. Morning Races – 10:00 start
12th May
26th May
9th June
23rd June
7th July
14th July
28th July
11th August
25th August

Wed. Evening Races – 19:00 start except where noted
5th May (18:30)
19th May
2nd June
16th June
30th June (18:30)
21st July
4th August
18th August
1st September (18:00)

Sun. Bay Races – 10:00 start except where noted
16th May
27th June
11th July
22nd August
5th September
12th September (Bart’s Bash)
19th September (Dave Stares Cup)

Art Club 2021 dates

 

These are the date for forthcoming Art Club events:

March – People (online)

April – Clouds (online)

May – Watercolour flowers (online)

June – Animals (online)

Wednesday 21st July – Reflections and shadows

Wednesday 25th August – Our club

Wednesday 29th September – Pastels

Wednesday 27th October – The Sea

Wednesday 1st December – Winter