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
