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NEW! Minutes of Meetings
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Written by Jez Webb
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KKC committee Minutes of meeting March 7th 2010 |
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Written by Jez Webb
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KKC committee meeting Minutes of meeting 15th Nov 2009 Present: Jeremy, Kev, Gregor, Neil, Maurice, Bridget, Russell, George |
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Written by Jez Webb
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Written by Jez Webb
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KKC committee September 2nd 2009 MINUTES Present: Jeremy Webb (chair and bo’sun), Lorna Sherwood (vice chair), Bridget Oates (secretary), Gregor MacQuarrie, Maurice Cathcart, Russell Cathcart Apologies: Neil MacDonald, Kev Theaker - AGM date and agenda
The AGM is usually on the first Sunday in October prior to the first pool session. Bridget is unable to make that date, but other committee members are available and the meeting will therefore go ahead. Lorna agreed to take the minutes in Bridget’s absence. The conference room in the Citadel has been booked from 4pm to 6pm on the 4th October for the AGM (confirmed with the front desk and is in the diary BDO). AGM agenda – Jeremy wishes to remain as chair but stand down as bo’sun. Nominations for bo’sun are needed. Lorna would be willing to become membership secretary assuming that Julie wishes to relinquish the post. All other office bearers are prepared to stand again. Kev needs to get the books audited before the AGM. Gregor thinks that he can find a suitable auditor. KT/GMacQ There was discussion about pool fees and whether the differential between member and non-member should be increased this year to encourage people to join. Benefits of joining would also include insurance while on club activities and access to club activities. It was suggested that fees should be discussed at the AGM and proposed that non-member pool fees should increase to £6/5 for adults and juniors. - Pool sessions
Bridget has booked the pool for the usual Sunday evening slot, commencing October 4th. The pool is not available October 25th and November 8th. Kev will be invoiced monthly as previously. Gregor will again do an introduction for new members and beginner paddlers to run for the first few pool sessions. GMacQ Maurice is on the SCA slalom committee and could arrange for a slalom session and a polo session with all the kit in the pool for one or more of our regular sessions. Dates for pool session activities will be discussed at a future committee meeting, this would include sea boat sessions as last year. - Membership
The SCA are wanting a membership list including whether our members are individual SCA members. Bridget will find out at what point in the year this list is required. BDO Bridget would like those paying membership to be given a receipt and will discuss this again with Kev. BDO The club no longer produces membership cards as these are not felt to be useful. However this might come up again in relation to access to the boat store. Gregor mentioned the possibility of purchasing cards with peel back laminate so that we could produce our own membership cards quite cheaply. This will be discussed again. New and returning members will all need to complete forms for the 2009/10 year, even if details have not changed. Lorna will be on the door with Kev for the first sessionLS/KT - Accessing the boat store/kit store
The perennial problem of how to facilitate access to club kit for all members while maintaining security of the kit and safety of individual paddlers was discussed again. Thanks are due to Gregor for his work in providing a secure system for the outside door of the boat store. Other than boats the kit is locked into a cupboard and some members of the committee have keys, we do not know who else has keys currently. Kit has been taken out of the store over the summer and has been out for several weeks. Jeremy as bo’sun has not always been aware of who has kit and this has at times caused problems when kit was wanted for a particular event and was not in the store to be issued. Jeremy reiterated that all kit borrowing should go through the bo’sun. The system might be as follows (but would be refined with the new bo’sun elected at the AGM) ii if availability confirmed, collect kit from store Jeremy wondered about the possibility of a tracking system on the web site for members to see what kit was available for a particular date. Perhaps we should have a key pad on the door of the kit store with the number known to the bo’sun and changed periodically. The Citadel will not be responsible for policing who they let in to the boat store and will not keep a record of who goes in and out, this has been discussed with them before. Bridget wondered if they would be willing to maintain a sign in sheet at the front desk. - Kit inventory
As we need an up to date kit list available to members at the AGM Jeremy undertook to do an inventory on Sunday 6th September. He will send a club e-mail with a kit amnesty and all kit and boats to be returned to the store by Saturday 5th September. JW (the kit inventory was completed on 6th September JW/BDO/MC and most of the kit was present or accounted for) - Child Protection
SCA are tightening up club policies on child protection and Bridget will review our current policy and see if it needs updating. Those current members with completed and current disclosure forms are Kev, Federico and Jeremy. Lorna suggested that all committee members should be asked to complete a disclosure form and all regular helpers as well – such as Alan Gough. BDO - Club Merchandise
Jeremy has sourced club hoodies and 100 weight fleeces. They are available to order from Jeremy. Price to be confirmed. Maurice and Gregor put in orders immediately! - AOCB
The club owes Jeremy £10 for keys and Gregor £30 for steel used to secure the door of the boat store. KT |
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Written by Jez Webb
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Kyle Kayak Club
Minutes of Committee Meeting | 2008 AGM |
Location: | Meeting Room, The Citadel, Ayr | Date: | 5th October 2008 | | | | | | Present:
Apologies: | Hugh little, Jeremy Webb, Kev Theaker, Gregor MacQuarrie, Bridget Oates, Julie Callan, Lee Hazely, Maurice Cathcart, Nicolette Waller, Fiona MacNab
Neil McDonald | | Recorded by GM | Distribution As Above; Club Web site, Club Notice Board |
| | Text | Action? | | | Chairman’s Welcome At 4.15p.m. Hugh welcomed everyone to the 2008 AGM. |
| | | Adoption of Minutes from 2007 AGM Adoption without change proposed by Hugh. There being no objections, this was agreed. |
| | | Review of Club Activities 2005 to 2006 Hugh gave a resume of Club activities over the past 12 months, as follows: 1: Club Finances The Club has been very successful in this sphere and, with a successful Lottery Awards For All bid, is in good financial order at present. 2: Review of Club Activity 2007 to 2008 In terms of activity, the Club has had a low profile over the past year, for a variety of reasons, including the lack of active Coaches, made worse by the BCU changes in Coaching rules. Hugh described trips as largely “independent”. Pool sessions were very successful and he felt the Club had a good foundation on which to build during the coming year. |
| | | Treasurers Report Kev advised that he has been awaiting copies of some missing Statements and, once received, he will circulate a report to all Club Members for the past year. In the meantime he provided the following resume: Opening Bank Balance £ 4,637. Income during the year, a combination of: - Award For All Grant £ 3,553
- Membership and Pool Session Income £ 3,400
- Pool Expenses £930
- Kit replacement £ 1,400
- Coaching £ 55
The Closing Balance (31/08/08) was £ 9,175, on which there is only one accrual, namely the Award For Al Grant and our Contribution, which together amounted to £ 6,700.
Gregor asked if there were any other annual expenses and Kev advised only the SCA Membership and the fee due to Jeremy for the Website operation. Gregor commented that he thought the amount due to Jeremy had been agreed at £200 per annum. However Jeremy advised that he was happy to waive this, only requiring that the Club fund the Hosting Costs which he estimated to be circa £ 60 or so per annum. All agreed that this was very generous; however GM asked that Jeremy look at back Hosting Costs to ensure he was not out of pocket in this regard at least. Jeremy agreed. It was agreed that Annual Club Membership Fees should remain at their current levels, as below. There was some discussion on the levels of Pool Rates, where it was agreed there should be greater differentiation between Members and Non-Members. This would encourage people to take out full Membership, whilst recognising that for some, the time spent in the Pool need only be a few weeks and therefore the cost less critical. Gregor proposed the following Rates should apply with immediate effect:: | Class | Annual Fee | Pool Charges | | | £ | Member | Non-member | | £ | £ | | Juniors | 10.00 | 2.00 | 4.00 | | Adults | 20.00 | 3.00 | 5.00 | | Family | 30.00 | n/a | n/a |
There being no objections, the revised rates were agreed. |
KT
JW | | | Bosun’s Report Jeremy reported on recent expenditure and the Award For All purchases, where he is currently awaiting delivery of some boats. He has completed a “spring clean” of the Kit and every Boat has now got Footrest nuts and airbags. He has also purchased airbags for the White Pool Boats to minimise the risk of undue strain in emptying these. Jeremy plans to rewrite the kit list once all is in store. |
| | | Election of Officers and Committee Members:
- Chairman; Gregor proposed and Kev seconded Hugh. There being no objections Hugh accepted.
- Child Protection Officer; Hugh commented that this role had been taken as a part of the Chairman’s function for the past year and he was prepared to continue this if there were no objections. There were no objections.
- Vice Chairman; The Committee had asked Nicolette to take on this role, shortly after the 2007 AGM, when it was found that the current Officer was unable to continue in the role (see 2007 minutes). Bridget proposed Nicolette remain Vice- Chairman, seconded Lee. There being no objections, Nicolette accepted.
- Secretary; Gregor wished to stand down from the role. He also suggested the role be divided between Membership secretary and all other Secretarial work.
Bridget proposed and Gregor seconded Julie for Membership secretary. There being no objections, Julie accepted. Maurice nominated and Nicolette seconded Bridget for the role of Secretary. There being no objections Bridget accepted. - Treasurer; Gregor proposed and Bridget seconded Kev. There being no objections, Kev accepted.
- Bosun; Kev proposed and Lee seconded Jeremy. There being no objections Jeremy accepted the role.
- In addition to the Club Officers, the following were nominated and accepted as Committee Members – additional roles as noted:
Lee Hazely, Maurice Cathcart, Russell Cathcart (Junior Members’ Representative), Neil McDonald, Fiona MacNab and Gregor MacQuarrie. There being no objections, this completed the election of Officers and Committee Members. |
| | | Review of Constitution Following discussion on Notes to the AGM Notice, it was decided no change to the Constitution is required. |
| | | Changes to Standing Orders No changes to the Standing Orders were proposed. However Committee to discuss question of minimum age for Juniors at next (non-specific) meeting. |
Committee | | | Any Other Competent Business
Julie asked whether the Club could endorse Duke of Edinburgh Award Scheme records. She is aware of some 6 Students aged about 16 years requiring this facility. However, it was noted that it is required that anyone endorsing such records can make a statement about improvement achieved, and we cannot commit a member to monitor the progress over the required period. It was also agreed that DofE Candidates could always come to Pool Sessions to develop their skills, in a similar manner to any other. Again, it was agreed further discussion on this would be better addressed the next (non-specific) Committee meeting. |
Committee
| | | The 2008 AGM was closed at 5.45pm. | | | |
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NEW! Minutes of Meetings 
