STRICTLY CONFIDENTIAL
Minutes: 262 – 268
Minutes of a Committee Meeting held on 12 September 2021 at Ventnor Marina
Present:
Robbie Barrett (RB)
Sue Barrett (SB) Chairman
Gillian Chapple (GAC) Secretary/Treasurer
Karin Cotter (KC)
Dave Glover (DG)
Jayne Glover (JG)
Georgina Hodgson (GH)
As more than 4 people were present the meeting was declared quorate.
262 Apologies for Absence
The Secretary reported that apologies for absence had been received from Alistair Hodgson
263 Banking arrangements
After discussion Karin Cotter proposed that the following Resolution be passed. Robbie Barrett seconded the proposal and it was unanimously RESOLVED THAT:
a banking relationship will be maintained with National Westminster Bank Plc (the Bank) and that:
the Authorised Signatories should be Gillian Chapple, Susan Barrett and Georgina Hodgson only, meaning that Susan Barrett and Georgina Hodgson should be added to the list of Authorised Signatories and that Michelle Barnes, Ken Barnes and Philip Boswell should be removed from the list of Authorised Signatories
the Bank may act on the instructions of any TWO Authorised Signatories for unlimited amounts
the individuals identified as Authorised Signatories may, in accordance with the Signing Rules (2 to sign):
sign cheques and give instructions for Standing Orders, Direct Debits, electronic payments, banker’s drafts and other payments on the accounts even if it causes an account to be overdrawn or exceed any limit
sign, accept or endorse bills of exchange.
request and give counter-indemnities for the issue of letters of credit or Guarantees (including bonds, indemnities and undertakings)
Authorised Signatories identified in the Signing Rules for unlimited amounts may, in accordance with the Signing Rules:
sign agreements for electronic products, including payment systems, and appoint or remove administrators and operators of those electronic products. The Business / Organisation authorises the administrators and operators to exercise the powers detailed in the terms of each electronic product. These powers may be extensive and include the power to make payments and access information on behalf of the Business / Organisation, and in the case of administrators, the power to appoint and remove other administrators (with the same powers) and operators
• any Authorised Signatory may give other instructions or requests for information to the Bank in relation to the accounts; opening accounts with the same Signing Rules and Authorised Signatories; closing accounts; or other banking services or products
• the Bank may accept instructions that do not have an original written signature provided the Bank is satisfied that the instruction is genuine. Acceptance will be subject to any other agreement the bank may require for those instructions
• The mandate will continue until the Association completes a new mandate / passes a new Authority advising the changes in authority on the account(s).
264 Minutes of the Annual General Meeting held on 14 March 2020
The minutes of the Annual General Meeting held on 14 March 2020 had been approved at the AGM held on 27 March 2021 and the Chairman of this Committee Meeting authorised to sign them. Sue Barrett duly signed the Minutes.
265 Membership Update
The Secretary reported that, following the Moorers Breakfast, it membership stood at 149 members.
266 Finance Update
The Treasurer reported that, prior to the Moorers Breakfast the Income & Expenditure for 2021 to 10 September 2021 was:
Opening balance 01/01/2021 £1,120.87
New Members £ 145.00
Total: £1,265.87
Less:
Public Liability Insurance -£99.31
Charcoal for July Barbecues -£13.10
Painting expenses -£80.00
Hosting expenses 2021 -£54.00
Total: -£246.41
Net: £1,019.46
Cash at bank as at 10/09/2021 £1,422.25
Payments due to be made:
Re 2020 (not paid yet as no signatories)
Due to Gillian -£64.40
Due to Cancer Charity -£20.00
Due to Phil Boswell -£11.98
Due to Michelle Barnes -£40.00
Total -£136.38
Re 2021:
Due to Gillian -£246.41
Subs overpaid -£20.00
Total -£266.41
Net: £1,019.46
267 Review of Moorers Breakfast
All agreed that it had been a very successful event with 59 people attending – possibly the highest number to date. 43 of those had pre-booked. The Treasurer reported that several new Members had joined the Association.
On the catering side, provision had been made for 2 rolls per person and this was thought to be too much as not everyone wanted two rolls. It was agreed that in future we would revert to catering for 1 roll per person with some extras for people who did not pre-book and then make seconds available. If we were expecting these sort of numbers at another event then probably 8 pints of milk would be needed.
Individual sachets of sauces and sugar had been purchased on our behalf by the Marina rather than use bottles and packets of sugar as a Covid precaution. The Marina will raise an invoice for these supplies.
It was agreed that the one use aprons used by the cooks had been too flimsy and a potential fire hazard and that in future we would revert to the more substantial aprons previously used.
It was noted that the hoses on the Cadacs needed replacing and that a Y piece was needed. Dave & Jayne Glover agreed to organise this. Action: DG/JG
Although people had been asked to bring their own mugs, a number of people hadn’t done so and the limited supply of mugs in the kitchen had been used. It was agreed that all Committee Members would look t see if they had any spare mugs at home which could be donated to be used at future events. Action: CTEE
268 Arrangements for Soup & Sparklers and the Photo Competition
It was noted that there were still supplies of long burn sparklers which should still be in date, so no need to purchase any more for this year.
Gillian Chapple said that she would not know for a couple of weeks whether she would be able to be present in the evening of 6 November but that she would still make the soups and bring them up to the Marina on the Saturday morning. It was agreed that the soups should be pea & mint and vegetable & leek. Gillian will also get the mulled wine. Sue and Robbie Barrett advised that they were also unlikely to be around that weekend. It was agreed that when the next newsletter went out publicising the weekend, volunteers to help should be asked for. Action: GAC
In response to feedback and comments from Members at the breakfast, Georgina Hodgson offered to organise a craft event on the Sunday morning. It was agreed that it should be an event people could bring their own craft projects to, but that Georgina would have available the materials for knitted/crocheted poppies. There would be no charge for the event but we would ask for donations to the Royal British Legion.
With regard to the Photo Competition, Gillian Chapple reported that there had been only two entries so far. It was agreed that if the number of entries did not increase to at least 10, the Competition would be cancelled.
There being no further other business, the Chairman closed the meeting.