House Executive Committee
PORTCHESTER SAILING CLUB
Monday 18 July 2016
Present:
Apologies:
Item
5
5.1
Subsection
John Roberts (JR) (Chair)
Ros Robinson (RR)
Karen Gregory (KG)
Steve Freeman (SPF)
Elliott Cowton (EC)
David Brunnen (DB)
Sharon Freeman (SF)
Tony Wilde (TW)
Graham McCarty (GMc)
Summary of Discussion
Action
Due
SPF
On-going
JR
On-going
SF/JR
On-going
Minutes of Wednesday 15 June 2016 were
approved. The approval of the Minutes were
proposed by RR and seconded by JR.
Section Related Business (consolidated)
Membership
Renewals –
It was agreed for TW to issue EC with a list of updated car registration numbers for members as EC
said this was very useful especially in the summer
when people have a tendency to block other cars in
whilst going sailing. JR to prepare a standard report
with just car registration numbers.
5.2
Mooring Locations SPF advised that it is his intention to locate all our
moorings and make a note of which boat is on what
mooring so that we have up-to-date records which
will be very useful when new members enquire about
availability.
Social
SF and JR to look at Delme Arms Contract, which
has yet still to be signed. Discussions on-going
JR sent out email to the membership asking if
anyone is interested in joining the Social Committee,
and 1 or 2 people appeared interested in joining.
Nab Tower Party:
This event was very badly supported and wasn’t a
success. It was embarrasing that the Commodore of
Hardway had to be kept entertained by our
immediate past Commodore. There was a lack of
liaison between the Sailing and Social Committees
and the event was not advertised enough.
Kids Bar Area:
SF explained about the suggestion of a kids bar area
in the lower bar (see more detailed notes in the
Social Report attached).
After much discussion, JR said that this should be
discussed at General Committee with the Flag
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5.3
Officers.
On-going
Last Night of the Proms – 10th September 2016
There are plans for an informal dinner to take place
for this event. More details to follow.
On-going
All other events in progress.
Bar
EC is still continuing to do the ordering.
JR reported that Beacon have appointed a new area
rep who wanted to come and meet someone. EC
agreed to make contact with them.
On-going
EC reported that the stock taking from the database
is not working properly.
In the short term it had been identified that there are
large discrepancies on the ESP report for example
post-mixers branded Pepsi glasses – they are not
10fluid ounces and 15 fluid ounces, concept of
‘dash’, draft and real ale discrepancies.
ESP asking about oddities and errors in reports.
EC said that two reports were done and the
quantities did not match.
JR is working on this problem and is waiting
information from ESP which is urgent as Treasurer is
chasing JR.
On-going
EC advised the Committee that when Club Steward
is officially appointed he intended to take a much
further step back, however if required would be
prepared to do some training and would like to stay
on as a consultant type role if this was acceptable.
Club Steward:
JR informed the Committee that a new Club Steward
had been appointed and that a meeting will be taking
place on the 19/07/2016 with Roger Smith, John
Roberts and the new Club Steward to discuss his
role. He is a skilled Club Steward with experience
from another club in Portsmouth.
References are currently being taken up.
JR confirmed that the Club Steward would be
automatically enrolled into the Government Scheme
regarding pension.
5.4
Staffing:
JR advised that after recent advertising for bar staff,
there have been a number of potential applicants;
however it was felt that these applicants should be
interviewed once the Club Steward is in place.
Maintenance
GMc said that he had been advised that the
individual pump action soap dispensers keep
missing, however soap is required for the hand
dispensers fitted to the wall – EC to look at what is
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On-going
On-going
required and order.
GMc/EC On-going
Cooker and grill in Galley:JR advised that he had
had a meeting with the Delme regarding the
condition of these and that they should be checked
and cleaned on a regular basis.
This situation needs policing.
On-going
Grant for Gate:
The Commodore has been in contact with Roger
Price regarding a grant for a new gate with number
lock which will be applied for once revised quotes
have been passed to Roger Price.
5.5
Cellar Manhole:
EC reported that he had noticed water lying on top of
the manhole cover. SPF and EC to look at.
Health and Safety
On-going
SPF/EC
RR awaiting the remainder of the assessments from
SPF.
RR raised her concerns that if the fire alarm should
go off and people were upstairs in any of the offices,
there is no visible notification of where the nearest
fire exit is (in training room). It was agreed that a fire
exit/escape notice on the training room door is
required so people are aware.
On-going
SPF/RR
JR asked if anyone knew the whereabouts of the
charcoal and old grids that were used on the old bbq
– he was unable to locate them and new ones may
have to be purchased.
5.6
JR advised Committee of his concern about the glass
beer bottle and empty paint tin that he found near the
cruiser trailers recently and also there is one trailer
encroaching on the fire exit path. There is no mesh
around the trailer to stop members walking into the
corners of the trailer and causing themselves an
injury – this is a Health and Safety Issue.
It was agreed that SPF would put up mesh around
the trailer to avoid any accidents.
Security
DB to arrange for annual key audit – once finalised
will give JR spreadsheet with information on it.
6.
JR confirmed that DB and he were due to meet to
discuss the data security.
Fire Officer
SPF advised that he had modified the Risk
Assessments and the first one should go onto the
website.
JR to look at bottom page/approval regarding
dates/actions before going on website. Once happy
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SPF
DB
On-going
JR/DB
On-going
JR
July
with assessment, JR to send to Colin Slade to put
onto website.
SPF said that he was working on the others –
Anglers Roost and Start Hut – all external buildings.
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JR to discuss any changes with SPF then he will
PDF documents and send them to Colin Slade to put
onto the website.
Correspondence
Question about hiring the Club out to non-members –
the current Rule is that if the person is not a member,
that a Club member must sponsor that person and
be present at the event.
The question raised was should we consider hiring
out the Club at a different cost for non-members or
not?
JR agreed to take this to the General Committee for
their comment.
AOB
Defibrillator:
TW proposed to the Committee – Should the club
consider having a portable defibrillator accessible for
members use in an emergency?
After much discussion, it was agreed that TW would
prepare a written proposal so that this Committee
could submit it to General Exec for a decision.
SPF
On-going
SPF/JR
On-going
JR
July Gen
Committee
TW
On-going
JR/EC
On-going
JR
On-going
All members of the House Committee present were
in favour of having this equipment within the Club.
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RR said that new Health & Safety guidelines would
have to be written but this would not cause a
problem.
Finance & Policy
10
JR requested that everyone must check that their
Job Description is up-to-date.
JR to download everyone’s job description and send
out for people to check/amend and then to return to
JR.
EC agreed to send everyone the up-to-date template
for Job Descriptions.
Club Development Plan
JR to circulate current Development Plan to
Committee.
JR advised Committee that the new Section
Secretaries need to look at the new Development
Plan, up-date their Section and go back to General
Exec, for example:EC –bar
SF – social and food
GMc – Maintenance
TV – Membership
4
DB – Security
RR – Health & Safety
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Budget and 10 year Forecast
JR said he would up-date Maintenance spreadsheet
and advise GMc of any changes made.
SPF said that he felt that Fire Extinguishers should
come under Maintenance and should also consider
sensors and batteries.
DB said that he felt his budget was a bit light, that
there is hardly any expenditure for key cutting
required and that consideration should be given that
the key fobs and membership cards should come
under Security and not the Membership domain.
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After discussion with various sections within the
Committee about budgets, JR asked that each
person send up-dated information back to F & P and
copy him into it to be keep him updated of any
changes/requests etc.
Database Programme
All
JR reported that this is an on-going task.
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14.
On-going
TW confirmed that the classifications had now been
sorted.
Catering Up-Date
Food uptake remains very variable.
Feedback from Marine Committee:
After Race Food:
JR informed the Committee that the Sailing
Committee was very unhappy that he had arranged
food for the cruiser race and no food for the dinghy
race.
JR advised the Sailing Secretary that on the previous
2 occasions, there were only 6 orders for food from
the dinghy sailors – the requirement for food is a
minimum of 15 orders.
JR said that he had arranged food for the dinghy
races taking place this coming Wednesday and the
following Wednesday, however had made it clear to
the Sailing Secretary that if there are not enough
takers, then this idea will be canned.
Pin Readers:
JR had been advised that the pin readers on the
gates were causing problems – he is to arrange to
have the new ones fitted.
15.
On-going
Any Other Business:
Additional Bye-law – Animals in Clubhouse:
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JR
On-going
JR
On-going
After last month’s agreement for this change to the
By-Law, JR advised Committee that since this was
agreed and members were advised of this change,
that he has received a couple of emails and been
approached when at the Club, by some members
that this new rule is making the Club not dog friendly
and they felt that this would not encourage the
families/new members/current members who own
dogs to visit the Club.
JR
On-going
JR
July
General
Committee
TW
On-going
After much discussion, it was agreed that this
Committee would send out to the other Sections
asking for their opinions on this matter.
By-Law – Foul Weather Clothing in Upper Bar:
After some discussion by the Committee it was
agreed with this By-Law and should not be put to the
General Committee for consideration/approval.
TW also requested that the upper bar not be used as
a workshop – JR asked TW to come up with some
appropriate wording for this to be considered at next
month’s meeting.
116
Tree Removal By Grassed Area:
JR advised the Committee that he had been
approached by Bill Harris who cuts the grass at the
Club about an oak tree that is very close to the
border and is becoming intrusive. FBC has been
approached and they have no objection but have
issued a Public Notice about felling the tree and are
awaiting any objections.
There was concern that this tree may be one of the
memorial trees and that Graham Allibone would
know this information. The tree is not to be dug up,
just cut and stumped so it does not grow any more.
Date of next House meeting –
Monday 12 September 2016, Upper lounge, 1945
start
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House Committee Section reports July 2016
Section
Report
House
Comm
Actions (see
main report)
5.1
Membership
Membership Report for July 2016
Successes:
 Membership numbers have increased to 668.
 The Portchester Gala day was successful with a number of
interested parties and several new members signing and
paying up
 The database tidy up has been carried out from a
membership perspective.
Progress:
 New Debtors list generated.
 Proposed change for elimination of duty day for members
older than 75 submitted.
Future Actions:
 Database action to relate actual mooring status to database
required.
 Arrange meeting with Hugh and Ian (Steve) to ensure
database is up to date regarding moorings and compound.
Issues
 I am away for three weeks from 30th June as reported in last
report.
 Awaiting ESP to respond to request for improved reports to
cover moorings and assets.
Membership Figures (More detailed information can be found
within the Finance and Policy Minutes) = 668
5.2
Social
Social Report for July 2016
Nab tower party, very poorly attended.
Themed Dinner cancelled.
All other events in the process of being organised.
5.3
Bar
Report of Bar Secretary July 2016
As I am trying, somewhat unsuccessfully, to step back from active
involvement in the management of the bar so that I can concentrate
on the personal stuff I was neglecting because of my workload I am
only going to offer one comment which relates to the mini Beer-fest.
From the bar's point of view this was an abject failure, there were
insufficient punters to justify the amount of beer we had in stock and
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as a result the losses were very high; additionally, putting two staff
on for the event itself was a mistake, truthfully with one staff member
on duty we would have struggled to break even, two drove the
opening well into the red zone.
Previously for events like this we have put on 8 beers and managed
to clear them all on either the Wednesday or Thursday following the
event with minimal loss. This time we put 4 beers on the Saturday
morning, we were still selling them the following Saturday. The two
beers that were on at start-ex didn't sell any more and had to be
ditched. Additionally we had to ditch beer from the festival rack that
didn't sell.
For the record:
 We had to ditch the following beers that were "on" at the start
of the event
o Old Dick - 12 pints (approx value £10)
o Hop & Glory - 42 Pints (approx value £38)
 We had to ditch the following amounts of festival beer that
didn't sell (3 out of 4 of the beers)
o DSB - 8 pints (approx value £8)
o High & Dry - 18 pints (Approx value £20)
o Oakleaf Bitter - 4 pints (Approx value £5)
 The losses of all Festival Beer through wastage was recorded
and amounts to around 8 pints, which is an acceptable
amount on this sort of quantity of beer.
Basically, we are in the realms of losing one and a bit casks of beer
at a cost of pushing £80 (ex-VAT).
If asked, in the present climate I would be loath to agree to mount
another event like this.
5.4
Maintenance
Maintenance Report for July 2016
Successes
We have had another successful Senior work party with the hedges
trimmed, start hut stairs painted with anti-slip paint. Meanwhile the
fence painting continues, the grass cut and the borders tidied. The
grass was trimmed around the dinghies. However, there appears to
be a number of very neglected dinghies in the racks. The band stand
curtains were jet washed and the area tidied for the family day.
A request from the training section to help with clearing some RYA
inspection defects meant repainting and supplying additional warning
signs and a fire extinguisher for the fuel store locker and a flare steel
box.
The Rib VHF has been refitted after it failed the RYA inspection due
to tampering with the power leads. A club licence for the VHF radios
is still outstanding with marine.
The Oppie trolleys were collected from Emsworth and the dinghies
fitted to them. As they are now easily transported they should be
locked up when not in use.
The Sublift refit continues with extra work being carried out on the
axles, wheels and hydraulic rams / motors.
Fareham Council "Rodent Control Operative" has been brought in to
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bring the local rat population down. (See Google group note
regarding dogs on leads).
Threats
No action as yet been taken on the jetty.
As there has been no programmed normal work parties it has not
been possible to check improved attendance. However with the work
carried out by the seniors the need for as many work parties from
September will be reviewed. A much tighter check on reporting
members attendance is now being carried out with the membership
Sec. to ensure no confusion at the end of the year.
Progress
Steady but slow progress has been made on most areas by the
seniors but sorting the maintenance store/ ex commodore's office
has yet to be undertaken. That should be fun!
Future
3 quotes for the Scout changing room gate have been obtained and
passed on for action. As we now have a volunteer for grass cutting
and weed control (Bill) it is intended to replace the lawn mower. It is
intended paint and tidy the bandstand at the next work party.
5.5
Health and
Safety
5.6
Security
Report of Health and Safety Officer July 2016
Nothing to report for this month.
Security Report for July 2016
Successes:
Another excellently quiet month with no security issues reported.
Problems:
None reported
Proposals:
none
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