October 2024
Management Committee Minutes
Oct 2024
1. Apologies: Apologies were recorded
2. Approval of Minutes: Approved
3. Health & Safety: Lighting on the pontoon will require a re-visit as the current type are no longer available. Solar lights on the posts may be a possible option.
| Item | Description | Action |
| a | Pontoon Replacements Completed and KHM notice to Mariners not required. There was a paperwork issue between the Crown's agent and KHM resulting in the requirement for a temporary license to enable HSC to undertake the work. This will run to the end of Dec 25 after which a new 25 yr lease will be negotiated
| Ongoing Commodore |
| b | Installation of meters in the Compound 3 Quotes provided ranging from £1125 to £942. The Supplier will be advised and contracted to arrange completion of works.
| Ongoing Vice Commodore
|
| c | SCM Now live with a new website and management system; the old website has been shut-down. Initial issues with some members logging in were quickly resolved and to date over 280 members successfully signed in. Overall feedback is positive. The system requires committee members to review, edit and update their respective sections from within the management section.
The online booking part of the system is working well however members are still paying by cash in the Honesty Box, this needs to be discouraged and payments made by credit card through SCM. SCM have modified the software to meet our request to enable rafting on the pontoon, they have generally simplified the booking procedure. The Treasurer advised that currently investing the use of WorldPay as there are cheaper transaction fees than Stripe. The Pontoon officer requested whether it is possible for invoices to be annotated with boat Names in order to make it easier to match with Pontoon records. There were also a few small issues that needed to be ironed out. |
Ongoing Rear Commodore
Ongoing Treasurer
Ongoing Pontoon Officers/Rear Commodore
|
| d | Five Year Plan Sub-committee review complete and overarching figures agreed. | Ongoing Rear Commodore |
| e | Roof on the outboard store Completed | Discharged |
| f | Galley See Galley update in minutes |
|
| g | Safety Boat Requirements/qualifications The pricing for the investment required for RYA recognition to be confirmed once the direction in which the Sailing committee wish to proceed is approved
| Ongoing Sailing Committee |
| h | Grid & Pile with a crack Ongoing | Ongoing Sailing Committee |
| i | Card payment machine and performance. A new machine delivered which is cheaper than the current device. Accounts need to be set up and the new till installed. | Ongoing Bar Secretary |
| J | Compound Space for Pico storage Auction scheduled for 20 Oct; any items not sold will be potentially advertised on a local market place App. | Ongoing Storage Officer |
| k | Payment for non-attendance at work Parties Members continue to be chased for payment. | Ongoing Work Party Secretary |
| l | Winter Storage Fully booked | Discharged |
| m | IT Officer Role -Discussion was add as to whether this role could be dropped at the next AGM. The Committee proposed the role remain to avoid there being a single point of failure | Discharged |
| n | Flush deck on pontoons Drawings completed. | Ongoing Sailing Committee |
| o | Lock on Social cupboard - Completed | Discharged |
| p | Light at front gate Work Party to prepare the ground work | Ongoing Commodore/Work Party |
| q | Club Burgees Delivered | Discharged |
Reports.
Treasurer: - Details of the monthly accounts for the club and bar were provided and there were no questions from the Management Committee.
The Treasurer advised he had payments for 9 boats for winter storage and queried outstanding payments Storage officer to confirm.
Bar Secretary
Visitors on the pontoon, there is no record available for bar staff to check to confirm an individual has paid before issuing a visitors card. This needs further investigation.
Membership Secretary:
The Membership presented 4 Adult members which were approved in principle pending interview. One application has been received without proposers so an email has been sent requesting a resume and no response received to date.
It was confirmed Social only new member applications are still discouraged and it is hoped this will be aided by the continued requirement for interviews to be attended by the proposer.
A volunteer has been identified to cover for the Membership (1) absence as a result of ill health. It was agreed to co-opt the member to assist the Membership (2) Secretary.
Sailing Committee:
· Risk Assessment Whilst on the club website there are no hardcopies available. This will be remedied by the Vice Commodore who will replace the copies that appear to have been removed.
· Dinghy and Cruisers Sailing Committee queried whether these should have separate Risk assessments however the Rear Commodore advised that the Risk assessments cover Harbour racing for both Cruisers and Dinghy and Out of Harbour for Cruisers.
· The Combined Regatta confirmed for 12 Jul 25. Looking at the possibility of purchasing HSC 80th Jumpers.
· Winter Storage Sailing Committee reported difficulty in filling winter storage. Queries whether HSC could trial lift out with masts up and heavier weights. (in accordance with the cranes safety constraints).
· Rubble in compound to be removed during Oct.
· Waiting Sign at end of pontoon To remain at 30 Minutes
· Dinner Dance As this is prize given would it be more appropriate to have an event in the club and a less formal occasion. The Committee discussed and agreed it should remain for 2024 and be reviewed for 2025
· TV use Would there be scope to use the Large Monitor in the Club room to screen Sailing Events. The Secretary explained she had only just declared no requirement for a TV licence and that under the rules of the Licencing even streaming an event would require a purchase.
SOCIAL Social events are as advertised in the club and on the website.
Trafalgar night planned for 19 Oct 24 and this will be Cheese and Wine with a quiz. The list of attendees is on the board.
Meat Raffel on 3 Nov will also have a band.
Work Party Nothing further to report
Galley HSC had a planned visit by Sue Butler from Gosport Council Health Dept. All was fine with the Galley and the club has been given a clean bill of health. On her recommendation the Rear Commodore has registered HSC as a food outlet in its own right.
There have been no takers to operate the Galley.
Publicity It was agreed that with the new website, Facebook page etc this role would be removed as a committee position if agreed at the 2025 AGM.
IT Officer The Rear Commodore reported that the club is now switched over fully to Toob for the Wi-Fi. This has been communicated this out via the website and the new password is on the bar pillars.
Pontoon Officer Nothing further to Report
Mooring Officer - confirmation request for mooring renewal has been sent out to all club mooring holders, this is in in advance of an invoice at the beginning of October. The Mooring Officer provided a quick update on the SCM process for renewals.
RYA Principle Nothing to report
Correspondence Nothing to report
AGM The Commodore proposed changes to the Rules and Bylaws to be presented at the AGM and following discussion and amendment these were agreed by the committee for:
- Rule 33 Storage
- Rule 24 Acknowledgement of the rules and bylaws
- Rule 20 Formal communication with Members
- Bylaw 14 Support Boat Drivers minimum age
- The wording for future payment methods via SCM to amendment
Additionally, to be included in the AGM agenda are the following:
- 2nd Mooring as previously detailed in 2024 minutes
- Accounts to remove the fixed assets from the Balance Sheet
- Bonds - £30K outstanding there are two options now that the house is paid off propose repayment to members with Surnames E-G or if individuals wish donation of funds.
Before presenting any proposals for Visitors there are a number of anomalies to be rectified. There remain issues with charges i.e. Sat 1200 to Sun 1200 there is 48 hours charged not 24 hours, visitor cards.
The Commodore advised that the last date for member submissions for the AGM is the 1 Nov 24.
AOB
- The Commodore advised that in relation to the Burglary on 8 May 24 the last offender has been to court and imprisoned for 18 months.
- The Vice Commodore advised he had been told that at a recent private party there were reports of several girls experimenting with Milky way. Although not illegal it is by-product of cannabis therefore this is unacceptable use/behaviour in HSC and should be discouraged and/or reported to the committee.
- The Rear Commodore queried by Dinghy sailing had been recently cancelled as it was below a Force 4, the Sailing Committee reiterated that the Winds were forecast at 35mph and that this was a decision based on safety to participants who were at liberty to sail for themselves but not as a club activity in these conditions.
- The Sailing Committee Secretary enquired as to whether the Child Protection and safeguarding should be detailed as Risk assessments however it was confirmed that these are standalone policies in their own right.
- The Treasurer noted that SCM will need careful review as HSC moves forward with the application as it was becoming challenging splitting out monies from Stripe payment reports.
Date of next meeting Monday 4 Nov 24
Sue Charles
Hon Secretary
Last updated 21:34 on 3 February 2025