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ODSSA Minutes of a meeting of the ODSSA Committee held at the Fishermen's Lodge, Farmoor Reservoir on 26 September 2005 Present: Bob Medcalf Commodore Chair Hazel Howarth Treasurer David Bickerton Sailing Secretary Chris Russell Member (items 3 to 9) Nigel Vick Warden John Wylie Member Karen Glisson Secretary Minutes Apologies: Tony Scott Member Charlotte Christie LEA Representative 1. Apologies for absence Apologies had been received from Charlotte Christie and Tony Scott. 2. Minutes of the meeting held 11 th May 2005 The minutes were agreed to be a true record of the meeting. 3. Matters arising 3.1 Minute 3.1 Oxford Sailing Club Development Group: Nigel Vick has been advised that the group has not met formally since before ODSSA's last meeting. They have, however, asked an architect to draw up some plans of their proposals. Bob Medcalf will check with Kate Saffin to make sure that the Group's convenor has Bob on his list of e-mail contacts for notice of the meetings. Action: Bob Medcalf. 3.2 Minute 3.4.1 Monthly briefing meetings between Thames Water, OSC & ODSSA: Nigel has not heard of any briefing taking place. 3.3 Minute 3.4.2 ODSSA issues with Thames Water: Nigel finally received a letter from Thames Water on 8 August. It advised that the speed ramp (for outside the Fishermen's Lodge) is on order. Nigel was also able to come to an agreement with the cleaner, who is now cleaning the toilets in the Fishermen's Lodge regularly, in return for Nigel giving the main room an occasional clear-up. Nigel is still not happy about the maintenance of the DPS barrier, and he will write once again to Thames Water about it. Action: Nigel Vick. 3.4 Minute 4.2 Carterton Community College Sports Showcase: Sadly this event was cancelled. 3.5 Minute 5.1.3 Oxford Sports Council: Nigel Vick is yet to apply to the Oxford Sports Council for a £200 grant towards building a new Bee. Action: Nigel Vick. 3.6 Minute 5.1.4 Local Network Fund grant: The Treasurer has amended the accounts spreadsheet to make it possible to monitor income and expenditure on this grant specifically. 3.7 Minute 5.2.3 £1100 for servicing of the engines: David Bickerton felt this might be rather expensive for the servicing of three large and two small engines, and wondered if Red Line Outboard Services was giving good value for money. Nigel Vick agreed that it was important to monitor the costs carefully, but felt, along with John Wylie, that they do provide a professional and convenient service, and that they often try to use second-hand replacement parts and make Minutes (16/11/05) - ODSSA Committee Meeting held 26 September 2005 Signed .. Date ............................................................................ ODSSA other economies for us where it is feasible. Bob Medcalf pointed out the importance of using a reputable firm that documents its work, so that it is easy to see (and prove, should it ever be necessary) that engines have been repaired and maintained. 3.8 Minute 5.2.4 The Bartholomew grant/account: The Treasurer has established that the carry- forward from last year on this grant was £1382, and the grant for the current year, after Nigel Vick's salary and costs have been deducted, is £10,144. Hazel Howarth will also ask Frances for a printout of expenditure on this grant, so that we can work out what other expenses are charged to it by direct debit/ standing order - the telephone bill is one that we are aware of. Nigel felt it would be very good to try to find out how the level of the annual grant is decided. Action: Hazel Howarth. 4. Correspondence Letter from Thames Water received, as explained in minute 3.3, above. 5. Reports 5.1 Treasurer's report: 5.1.1 2004 Accounts: These are currently being checked, and the final version should be available for the AGM. The Treasurer pointed out that there is a £2000 positive balance on the year on general running costs. She felt, therefore, that the current ODSSA membership fees are pitched at just the right level. 220.127.116.11 Pontoon Project donation: The £4020 shown in income under Grants/Donations, goes out again as expenditure under Equipment. This was the donation made towards the Pontoon Project, paid through ODSSA so that the Gift Aid on it could be claimed for the project. ODSSA was pleased to be able to assist the Pontoon Project in this way. 5.1.2 Charity Commissioner's annual return: Chris Howe and David Yeates are to be taken off the list of ODSSA Trustees. Remaining on the list are Chris Russell, Tony Scott, David Bickerton, John Wylie, Hazel Howarth, Nigel Vick and Karen Glisson. Bob Medcalf is to be added to the list. Action: Hazel Howarth. 5.1.3 NSSA membership renewal: ODSSA's membership category is "local sailing organisation", and some schools are to be included in the membership as affiliated institutions. Action: Nigel Vick to assist Hazel Howarth in identifying the relevant schools. 5.2 Warden's report: 5.2.1 Community Sports Coach: Sports Council funding might pay half the cost of a Community Sports Coach, with OYSTC funding the balance of costs, enabling youth sailing to be offered at Farmoor at the weekends (and on weekday mornings). OYSTC's Stage I application has been successful, and Nigel is waiting for the paperwork for the Stage 2 application to see what is required. It may not be possible for OYSTC to be the employer, because, as a trust, their accounts are not audited. Oxford Sailing Club wants to try to improve its own provision for youth sailing over the next six months, rather than partnering OYSTC on this project. It was felt that it would not be appropriate for ODSSA to be the employer. Nigel Vick is proposing, therefore, if necessary, to set up a new "youth sailing club" body, to be run by the youngsters and their parents. Of those who completed feedback returns after doing OYSTC courses over the summer, thirty stated that they would be interested in a youth sailing club. The Committee asked Nigel Vick to make every effort to work with OSC on this project. If this proved impossible, they were supportive of him going ahead with his proposals for a new youth sailing club. Minutes (16/11/05) - ODSSA Committee Meeting held 26 September 2005 Signed .. Date ............................................................................ ODSSA 5.2.2 Art & ODSSA: The Board gave their support and encouragement to Nigel in going ahead with the pilot art events to be associated with the ODSSA regatta, working together with Lorna Marrison and Kate Saffin. 5.2.3 NSSA Regatta Bassenthwaite July 2006: The Committee confirmed it was happy for Nigel Vick to be seconded to this event as Principal Race Officer. David Bickerton said he also planned to attend, provided the dates did not clash with the Laser Youth or World Championships. 5.2.4 Boat replacement: It was agreed that Nigel should go ahead and purchase the usual two new Toppers (at a cost of £1374 + VAT each) before the price of Toppers rises in December. Nigel proposes that four boats go from the long-term hire fleet into general use, and that four boats get retired from the general use fleet and, if possible, sold. If there are no buyers, he suggests that they might be put up for long-term hire also, but for recreational use, rather than racing. This was agreed. The Committee hoped that the young people hiring the new Toppers next year would be racing them on a regular basis. 5.2.5 Thames Water Stakeholder meeting: This will take place in London on 8 November, and Nigel will be attending it. 5.2.6 Changes to ODSSA constitution: The Charity Commission has consented to all the changes proposed, with two minor exceptions, as follows: a. Clause 10c of the constitution: The Charity Commission recommended that there should be a pool of authorised signatories, and two signatures be required for all cheques, even those for small amounts under £500. The Treasurer pointed out that the bank requires two signatures on every cheque from the ODSSA account anyway. b. Clause 10e of the constitution: The word "item" is missing. The end of the first sentence should read, " ... convened in accordance with Item 5 General Meetings". The Charity Commission need a certified copy of the resolution to members, the minutes of the AGM and a copy of the revised constitution. Action: Nigel Vick and Hazel Howarth. 5.2.7 D'Overbroecks College: It was agreed that D'Overbroecks College's payment of their affiliation fee in September 2005 would cover them to the end of December 2006. 5.2.8 Summer programme: OYSTC had a record number of young people on their summer sailing courses, and good work was done on these courses by a pool of instructors and senior instructors. A facilities fee of £1000 was paid to ODSSA to cover the cost of petrol used. 5.3 Sailing Secretary's Report: ODSSA was represented at the NSSA regatta, the Laser Europeans (with some good results), the Topper Nationals and Cork Week. ODSSA and Abingdon School teams will enter the NSSA team racing championships on 15/16 October, and ODSSA's own regatta will take place on 15 October. ODSSA alumni Justin V isser has recently become 29er youth world champion. David Bickerton has been asked to help with safety cover at the Laser Youth and Laser World Championships at Weymouth during 2006, and asked if he might borrow the ODSSA RIB for these events. This was approved. The Committee asked if Nigel Vick would provide a list of dates of future events at the next meeting. Action: Nigel Vick. 6. Purchases Minutes (16/11/05) - ODSSA Committee Meeting held 26 September 2005 Signed .. Date ............................................................................ ODSSA None to report. 7. Health & Safety 7.1 AALA inspection: The inspection has highlighted the need for revisions to the safety policy. Nigel will produce an amended safety policy for approval at the next ODSSA Committee meeting, for publication in a new ODSSA handbook for 2006. 8. Anv other business 8.1 Oxford Sailing Club AGM: We have had notice of this, and ODSSA has 20 votes available, should it choose to use them. It was felt that there was nothing of controversy on the agenda for the meeting. Nigel Vick advised the Committee that he intends to propose David Newton as Affiliates Representative on the OSC Committee. David was formerly a member of ODSSA and is involved in Sailability. 9. Date of next meeting The next meeting will take place on Wednesday 16 November 2005. The ODSSA AGM will be at 7:30 pm on that date, and the next ODSSA committee will take place immediately after the AGM. The venue for both will be the Fishermen's Lodge at Farmoor Reservoir. Chris Russell was persuaded to stand for the position of Sailing Secretary on next year's Committee. Minutes (16/11/05) - ODSSA Committee Meeting held 26 September 2005 Signed .. Date ............................................................................
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