STRICTLY CONFIDENTIAL
Minutes: 151 – 159
Minutes of the Committee Meeting held on 28 April 2018 at 6pm at Ventnor Marina
Present:
Ken Barnes (KB)
Michelle Barnes (MB) Treasurer
Robbie Barrett (RB)
Sue Barrett (SB)
Phil Boswell (PB) Chairman
Sue Boswell (SBos)
Gillian Chapple (GAC) Secretary
Roger Kennedy (RK)
151 Quorum
As more than four members of the Committee were personally present, the Chairman declared the meeting quorate.
152 Apologies for Absence
Apologies for absence had been received from Georgina Hodgson.
153 Arrangements for the Moorers Breakfast
GAC advised the meeting that 31 people had advised that they expected to attend. RB & SB had bought the food (£59.70). It was agreed that there should be some sort of voucher for the bacon butties.
It was agreed that the Marina staff attending would not be charged. PB was preparing the Risk Assessment. Action: PB
154 2018 Events
PB agreed to liaise with Steve Chapman regarding getting the Canal Watch police representatives to attend the September Moorers breakfast.
There was some discussion regarding whether or not to do anything at the Soup & Sparklers Evening – the possibility of having some sort of photo competition was discussed. It was finally agreed that if a competition was run, it should be decided by a simple member vote rather than judged by photographic club rules.
155 Banking Arrangements
The Committee unanimously passed the following resolution in connection with the Association’s National Westminster bank account:
It was resolved that the authorised signatories in the current mandate, for the account numbered 45195684 be changed to remove Morag Kennedy as an authorised signatory and add Michelle Barnes as an authorised signatory and the current mandate will continue as amended.
MB agreed to deal with the bank. Action: MB
156 GDPR
The Committee had before them a Data Audit, Legitimate Interest Assessment, Data Privacy Policy, Supplemental Data Privacy Policy and Data Handling Undertaking together with the 2018 Membership Application Form. The Committee Members had reviewed the Data Audit to see if anything needed to be added in connection with any data processing they did for the Association.
View Data Audit
View Legitimate Interest Assesment
View Data Privacy Policy
View Supplemental Data Privacy Policy & Data Handling Undertaking
It was noted that under the documents as drafted needed to have a Communications Officer and SBos agreed to take on this role.
After a general discussion, the documents were approved.
157 Membership Update
The Secretary provided details of the current membership:
Members at 31/12/2017 120
New members to 27/04/2018 19
Members not renewing -19
Membership @ 27/04/2018 120
Number of boats represented 66 (out of 234 in the Marina)
158 Finance Update
Balance as at 31/12/2017 £ 558.33
(includes some 2018 subs)
Subs received £ 530.00
£1,088.33
Less:
2nd Cadac £115.00
3 Slow Cookers £ 59.97
Regulator £ 8.49
Cheese/Bread etc £ 28.64
£ 212.10
Balance as at 27/04/2018 £ 876.23
It was noted that £34 had been donated for Guide Dogs for the Blind in cash at the Wine & Cheese evening and it was agreed that the Association would make this up to £50. In addition, the speakers had been given wine costing £12 which needed to be reimbursed to Sue Boswell. It had been agreed that Mo Kennedy would be given a thank you gift and Sue had also purchased that and needed to be reimbursed £25. Sue Barrett needed to be reimbursed £59.70 for the food for the breakfast.
159 Matters raised with the Marina
Details of the exchanges with the Marina on a variety of subjects had been issued with the meeting agenda and are given below – Steve Chapman’s responses to the points made by the Secretary are in italics:
159.1 State of the Marina roads
As you would expect, the state of the marina roads was raised. I believe that one of the moorers has been in touch with you to talk about the efficacy of the scalping infills which have been done – the infills having been done at the wrong time of year to enable full bonding to take place and also at the wrong time of day. If the infill is done in the night, the scalpings would still be warm from the roadworks and this would help the scalpings bond.
We have taken advice from a number of contractors and a civil engineer. I’ve not been contacted by one of the moorers directly, naturally I would welcome advice from anyone knowledgeable on the subject. We are aware that it’s not the ideal time of year to undertake repairs, and thus will require further works. However, we felt that moorers would appreciate the effort to infill the worst potholes rather than leaving them until the warmer weather.
We did make the point to the Members present that moorers could do their bit to help by keeping their speed down. Members are aware that the Marina is disappointed with the results of the remedial work and is still in discussion with the contractors.
The contractor will be back on site in the next couple of weeks to trial a new surface material on a small section of the roadway. If this proves successful they will apply the treatment to the driveway from the entrance to daffodil corner (in the warmer weather; July/August).
159.2 Marina wi-fi
The quality of the wi-fi connection particularly in Sunrise was raised. Some members are still experiencing difficulty with connecting to the wifi and poor signal strength. Are there any plans to improve the signal?
We have removed the satellite infrastructure from Sunset, as this was proving to be unreliable. We are currently trialling a sim based system, so far this appears to be much better. If this continues to be reliable it will be rolled out to Sunrise later this year.
159.3 Marina maintenance
Members noted that the diaries which used to be kept in both facilities blocks for moorers to record maintenance issues they may spot around the Marina no longer appeared to be used. Whilst not needing to be diaries, it was felt that a logging sheet or similar would help the Harbourmasters get early notification of maintenance issues.
We keep a comprehensive list of current/ongoing maintenance requirements in the marina office. Castle Marinas are planning to introduce a feedback booklet for all their marinas this year. If they decide not to progress this initiative, I will introduce something locally. We are always grateful of any observations/feedback and would ask that in the meantime moorers speak to one of the team.
159.4 Safety ladders
There were some concerns that a safety ladder had gone missing from the far end of Sunset and that some of the safety ladders were looking as though they were past their best.
We conduct regular checks on the safety ladders/life rings etc. The last audit was in November. We will undertake an inspection and spring clean (they usually require a good clean after winter ready for the season). If any are missing or damaged they will be replaced.
159.5 Facilities map
I mentioned to you ahead of the meeting the suggestion that there should be a route map to the diesel and pump out location, placed at the canal entrance of Sunset and you were going to look into this.
We will arrange for signage to be placed at the marina entrance on Sunset directing visitors to the diesel/services area.
159.6 Defibrillators
Members would like to know if there is a possibility of a defibrillator being put in the facilities building in Sunrise – if one was needed in that area the extra time taken to get the one from the Woodland Lounge could be critical. Also, how often is the Sunset defibrillator checked to make sure it is working correctly?
There are no plans to purchase another defibrillator at the moment. This will be reviewed in the next financial year (October onwards). The defibrillator is a low maintenance unit, it runs a self-test; daily, weekly and monthly and an audible alarm is sounded in the event of a fault. We conduct checks in line with the manufacturers recommendations i.e. periodic inspection to ensure it’s not been tampered with, green light flashing and pads in place.
159.7 RCR
A couple of Members had discovered that RCR had introduced discounted membership for moorers at ABC Marinas. Are Castle Marinas in discussion with RCR to do something similar? If not, would you be prepared to try to negotiate something similar for moorers at Wigrams and Ventnor? If there are no plans, then VMMA will approach RCR – but the bigger the potential pool of boats, the better the chance of getting a discount.
We have contacted Stephanie at RCR to see if we can negotiate a deal/discount for the Castle Marinas group (or Ventnor/Wigrams).
GAC reported that subsequently Steve had advised that it appeared that ABC Marinas were paying RCR a block fee for all the boats in their marinas and had added the cost on to the mooring fees, which Castle Marinas felt was the wrong thing to do.
159.8 GDPR
We will shortly be undertaking a GDPR data audit and updating the VMMA website. I mentioned to you the possibility of the Castle Marina’s mooring application forms having a generic tick box for new moorers to consent to having their contact details passed to the local Moorers association and you were going to talk to the Castle Marina’s data handling team.
This is not something that Castle data team will change. However, when a new moorer joins the marina we email them a welcome pack which includes contact details and information about the VMMA along with the application form.
There being no further business, the Chairman drew the meeting to a close.