House Executive Committee Portchester Sailing Club Monday 16 th April 2018 Present: John Roberts (JR)(Chair), Derek Underwood (DU), Tony Witts (AGW), Karen Gregory (KG), Pauline Andersen (PA), Graham Allibone (GA), Steve Freeman (SPF). 1. Apologies: Tony Wilde (TW), 2. Approval of previous minutes Minutes of 19 th March 2018 Approved by all with a few small typo s / amendments to be corrected. 3. Matters Arising (not dealt with elsewhere) 4. Correspondence No correspondence. 5. Section Reports & Related Business (Consolidated) MEMBERSHIP April update: JW reported on behalf of AW - AW presented GDPR to the Gen Com. Now 6 policy documents available. AW has been asked to put together an FAQ for club officers etc. in relation to club personal data. Someone in the club will need to ensure club complies as there will be penalties in place for companies / organisations who don t comply. People can t be identified within minutes (other than those attending). The printer will be moved from the top of the stairs into one of the rooms. F&P agreed that the club emails will move to generic mailboxes rather than people using their own personal ones. Hosting of domain etc., will be moving, and new mailboxes will be set up. It should be noted that Tony has done a fantastic amount of work with regards to GDPR. He will still need to brief everyone. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ (Note the dates in the number reports below should state 05/04/2018) House Exec Committee Page 1 of 13
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SOCIAL Carried Forward from previous meeting(s) Booking System - DU & AGW looking to experiment with the booking system over the next few weeks. The till can be used as a booking system if pre-programmed, and payments can be made against the items such as Rooms, events & courses. ACTION: DU/AGW ONGOING PENDING: DU Moved to system upgrade date. October update: Waiting for details and updates to be put on the booking system. November update: A new upgrade is imminent and we need to know what the changes are and when, and also possible knock effects from this. December update: No reply from ESP but they will be visiting February Update: Upgrade Imminent April March update: After April 4 th. PENDING: JR - to liaise with Adam Smith ESP account manager BBQ JR to follow up with Karen to pull together and produce instructions for BBQ usage. ACTION: JR / KG ONGOING Swing Risk assessment. No choice but to take it away or spend lots of money to ensure it s up to scratch. ACTION: JR to speak to Ken Raby as has knowledge of playground equipment April Update: Disappointed to not have hit 50 members attending the St Georges dinner, particularly as tickets were 1 cheaper than in last year. Visit from Emsworth Cruising Association happening next week, which no-one seemed to know about. Now House Exec Committee Page 3 of 13
organised with food & bar open - though no idea of numbers currently but think possibly about 6 boats & their crew. A note to go out to members stating food will be available. ACTION: JR update the calendar accordingly. ACTION: KG to contact John Bishop re private function to ensure they are put in the diary straight away. ACTION: KG to send out dates for the diary at the end of the month. It may be an idea to reinstate the placemats as hot plates will damage the tables. KG wasn t sur where they were. JW thought they may be in the black shed. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ Social Report (For House Meeting April 2018) I am pleased to say that the Social Calendar is beginning to get busy with plenty of events planned for the year. Successes: Event Comments Easter Egg Hunt and best Easter Bonnet Monday 02 April 2018. Well attended despite the weather and the Easter Hunt having to be held indoors. Approximately 20 children attended and all had a good time. The Committee will look at doing something more structured next year to incorporate varying age groups we found that the older children took over from the smaller children etc. Social Calendar Upcoming Events Event Comments St George s Night Formal Dinner Future Events At time of writing this report, 42 tickets had been sold. A little disappointing and an email encouraging people to purchase tickets has been sent out. Please see attached list. A Date for your Diary email is due to be sent out advising members of the events we have planned and these will all be put on the Club Calendar to avoid any clashes. OTHER BUSINESS: Catering: I have received several comments regarding the catering majority have been positive, however there have been some negative comments made which I believe Sam is aware of and is addressing. Laminated numbered tickets of varying colours will be made ready for the Feast Nights members continue to purchase their food over the bar but will be handed a ticket for each meal, the ticket is then to be given Sam or one of her staff members in return for food. House Exec Committee Page 4 of 13
SOCIAL COMMITTEE DATES FOR THE DIARY St George s Night Formal Dinner Sat 21 st April. Formal Dinner Saturday 12 May 2018 - Eurovision Night 7.30pm Chance for people to come down and enjoy Bring your own nibbles. Saturday 19 th May 2018 Sailing/Social Day/Night Sailing Committee has a busy schedule this day dinghy racing, cruiser race, ducklings and family day. Sailing have requested entertainment for the evening Sam to do her first Feast Night Baby Back Ribs and Chips with vegetarian option/gluten free options available. Saturday 23 rd June Open Mic Night 7.30pm Charlie has advised that there are several keen members sea shanties/classical/guitar/boy band etc Sam to provide another Feast Night food t.b.a. Saturday 21 st July Summer Social Night 7.30pm Feast Night Lobster and Chips Cider Festival Entertainment (? Blues Band tbc) Saturday 15 th September Barts Bash Sailing and Social Feast Night Entertainment Saturday 22 & Sunday 23 Sept Adults Training Course Weekend BBQ in evening. Saturday 13 October 2018 Rum Run Sailing and Social Event Feast Night Caribbean Theme Entertainment confirmation that the Caws Brothers will be providing entertainment. Bar Extension Saturday 20 th October Trafalgar Night Formal Dinner Traditional Formal Dinner Saturday 27th October Halloween Night Traditional Halloween Party House Exec Committee Page 5 of 13
Saturday 10 th November Bonfire& Firework Night Date for this event has changed to that in club handbook due to the tides Food Real Ale Festival Saturday 17th November Presentation Dinner Dance Royal Maritime Club, Portsmouth Formal Presentation Dinner Dance Saturday 1 st December Xmas Decorations Going Up (am) Volunteers welcome to come and help. Saturday 8 th December Children s Xmas Party 3.30pm 5.00pm Children s Entertainer booked & traditional visit made by Father Christmas Food to be provided by Sam Saturday 15 th December Xmas Dinner at Club 7.30pm for 8.00pm Members pre-xmas dinner Sunday 16 th December Xmas Draw Draw to be held from 3pm onwards Saturday 5 th January 2019 Xmas Decs Down (am) Volunteers needed to help take down and put away BAR Carried forward from previous meeting(s): Main Gate - A question arose relating to what happens if the main gate failed at a less busy time of day as the gate failed earlier this month. Three separate systems failed. ESP maintain the server located in the Rib garage and the card reader / pin pad on the gate. Other parts of the access control are maintained by the Club s IT support group. ACTION: JR to document and make staff aware of what to do should the gates fail again. External Water tap November Update: Rejected by Refurbishment team. Down to House exec and Maintenance. House approved for work to be carried out via work party + plumber. Update: Kevin Sims, Plumber has been sorted, and working party will be pulled together when required. ACTION: SPF - ONGOING - need to work out where to join pipe from Discrepancies Currently investigating discrepancy issues with the beer barrels. Partly due to beer going off, one or two barrels were lost, 1/2 a barrel on the quiver. Reports from ESP aren t particularly useful in trying to ascertain any measures / discrepancies. There is always a certain amount of beer loss, but trying to keep track of wastage can t be easily measured. January update: House Exec Committee Page 6 of 13
Still being investigated Update: Trying to find a way of printing a clean report. CLOSED: AGW to take a closer look No immediate resolution. Keeping a close eye. Main issue is the beer. March Update: Traffic light report not available currently but in progress. Looking better than January. Zones for alarms fob users can have separate pin codes given. CLOSED : GA to work out simple way for bar staff leaving to set alarms. CLOSED: GA obtain a full manual from Paul Baverstock. CLOSED: GA SW (new caterer) to be given bar supervisor set of keys & Staff card April Update: Stock check has now moved to end of the month. February a quiet month, but helped by the Rugby, so profits at 5.6%. March, much better, with Rugby and Worm danglers Plus food, p to 27 ½%. Having food backdd is much better for profits. More profit seen on Friday s with food. Bit slow at present, but hopefully should start picking up. Possible private booking for a school reunion. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ Bar Secretary's Report April 2018 Rugby and the Quiz Night helped an otherwise dead Feb. Rugby and the Worm Danglers helped Mar through to the start of food, which has increased Bar profits as expected. Derek Underwood House Exec Committee Page 7 of 13
MAINTENANCE Brought forward from previous meeting(s): PENDING - JR - Plan for tree pruning. April Update: As per section report. The outside of the clubhouse has been painted by Graham Gibbs and the work parties. Fantastic job. Club front door needs to be painted (in Oxford Blue), and a volunteer is being requested hot air gun needed to remove paint, undercoat, and paint in the daytime on less busy days. Portchester Sailing Club signage to go over the door with some kind of curved wording in Yellow and Black. ACTION - GA Sort out signage over the club door as above. ACTION - HOUSE COMMITTEE Look at the possibility of some kind of ramp for disabled into the clubhouse main door. ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ Maintenance Committee Summary Report 10th April 2018 As reported last month, the committee remains under strength, and still without a nominated Maintenance Secretary. John Roberts has been (very) occupied with the club development project, but he will advertise for a member to take on the Maintenance Secretary role. The next Work Party dates are April 13th (Senior) and April 14th (Full). As reported last month, the compound clearance is scheduled for April 14th, and there is some concern from the Maintenance Committee members that this year there is no clear break between cruisers launching and dinghies arriving. This makes the compound difficult to clear for the committee and the volunteers. The problems with the rib garage door, which was jamming occasionally, have been addressed. Hopefully the requirement for a replacement door can now be avoided as there is no budget for this. The marquee still contains a lot of stuff Some of the content is destined for the tip, and various homes will have to be found for the things that do need retaining. Once the marquee is empty, it is intended to clean the whole thing before dismantling and storing it. The attic loft room floor space and door frame has now been painted (finished) by a volunteer, and the space is available for document storage. It is very important that this area is kept tidy and does not get used as a convenient dumping ground, so the door is padlocked with restricted access. Author: Linda Read on behalf of the Maintenance Committee SECURITY March Update: CLOSED: GA As per Bar section update work out how to add or remove zones from fobs CLOSED: GA to ask Colin / Christiaan who updates the officers board as rather out of date ACTION: JR Speak with Alan re the intermediate doors locks / 3-button locks April Update: Lock on ladies door is very stiff and tricky Maintenance to take a look. Concerns about someone getting stuck between the toilets & the door (if locked on the clubhouse side). If it isn t locked. Possibly may need to change the locks back to the 3-button style rather than the new or remove completely. Concerns about safeguarding arose with regard to having the intermediate locks removed. ACTION: SF to investigate costings etc., in changing back to the old style 3-button locks. House Exec Committee Page 8 of 13
Re missing minutes referred to in report - ACTION - GA to speak to Angela (Club Secretary). ++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++++ SECURITY PSC Security report House Meeting April 2018 G. Allibone All fobs now issued and an additional one issued to Graham Gibbs for general Maintenance Committee use. I obtained the manual for the Fire system from The Alarming Company and gave it to Steve Freeman and we went through it together to familiarise ourselves with it. The alarm responders list has been updated and sent to The Alarming Company. I have written the instructions for operating the alarm system and distributed to all fob holders, providing assistance when required. There was a payment issue for the 2 systems with The Alarming Company who have chased me several times. Each time, this has been passed to the Treasurer who has written to Alan Sayle and on the last time when The Alarming Company told me that the problem was now at their MD level, I also phoned Alan who promised he would sort it out. Alan says it was due to an invoice error where they charged for work that the builders electrician did and says this has now been sorted out and Christiaan says it has been paid. What is situation on locks on door between toilets and changing rooms please? Are we intending to switch to the 3 digit code locks? A gap has been cut in the hedge on the east side, by the veranda and some heras fence put up secured by rope. What is this for please as I thought we had put the public admission on hold. It is a security risk as the rope can be cut with a knife and the fence removed to gain access to the Club grounds. Also I believe that planning permission should have been obtained to erect the fence. How often should I change the keysafe combination codes on the Hamond and Castle rooms? KEYS The key to the door between the lower bar and upper bar and the bar shutter keys have been recovered from all holders apart from one, Steve F, and he has been chased to return it. As these are no longer needed to be held as we have reverted to having them in the small safe as we did before the refurb. We shall also be reverting to same floorsafe system as we had before the refurb and this process is in hand with Tony W and will take some organising as the keys for this and the green safe are not allowed to be kept on the premises. Alan Sayle has moved the lawnmower from the black shed to the bandstand and secured it to a concrete block. Bill Harris has been advised. Portaloo keys collected and most sent back with the unit. Karen G now knows the keysafe combinations for the Hamond and Castle Rooms. I am unable to get keys cut for the window in the snug and have asked Alan Sayle to contact Mick Hardy about getting a few extra as we were only supplied with one. The padlock and chain for the pressure washer in the maintenance store has been removed and I am unable to trace it. There were 3 keys, GA,SF and Wallsafe. Should I replace it as it was contentious and perhaps someone has cut the chain. CCTV House Exec Committee Page 9 of 13
Nothing to report MEMORIAL TREE LABELS Tony Witts agreed at the October House meeting to produce these at a cost of 5 each. Awaiting delivery. Tony was expedited on 9 th January and promises delivery soon. He has since reported a technical problem with his engraving machine but says it should be fixed soon. Currently promised by 19 th April. Ongoing SIGNS 2 No Mooring signs have been fitted to the bar in the top lounge. A Galley Staff Only sign for the galley door has been obtained and fitted to replace the temporary paper sign used. I am told this was necessary because a member insisted on trying to inspect the galley whilst the franchisee was working there serving meals. MINUTES Outstanding approved minutes not received for inclusion the Club website are: House -January 2018 and February 2018. No response from March Meeting. Angling- January 2017, March 2017, July 2017, November 2017, December 2017. Does no Angling Committee member have a copy of any of these please? No response to this question in March. Could this be addressed by General Committee please? MOAT Work is ongoing and progressing. There is a meeting of the Community Group in May at which I shall be seeking resolution of the issues below, with EH. The new st/stl winding handle made for us by Phil Lovegrove has gone missing and I am seeking a replacement. Expedited English Heritage again for formal written permission but they replied on 9 th March that it is still being considered and they would reply soon. This is same response as made in January and is unacceptable. Contact with Chairman of English Heritage is being considered through someone who knows him, as they have been asked to consider this since November 2016. We have been given verbal permission by their Health and Safety Officer twice, but he admits he is not authorised to give it. EH has also been asked to investigate installing 2 lifebuoys by the moat inside the Castle but I am unable to make progress on this but may be able to persuade FBC to supply these is EH fail to do so. This has been expedited twice but no replies received. Work is due to commence on replacing the wooden bridge over the moat on 12/3 and the old bridge has now been removed We have been asked to keep the sluice shut on weekdays to try to ensure that the area under the bridge is kept dry, but it has been pointed out that the sluice leaks on inward flows and that is not possible. The sluice is however kept shut during the weekdays unless no work is being carried out. 283 man hours now expended on this project. MISCELLANEOUS Please note that I have various spare pad locks accumulated during the changes so rather than buy new ones, please first ask me if a padlock is required. House Exec Committee Page 10 of 13
Health & Safety Nothing to report. Fire March update: CLOSED: SF to work out fire extinguisher requirements / escape routes etc. CLOSED: JR / SF meet to discuss foyer doors / fire doors / signage / emergency lighting ACTION: SF re-draw outline of building now it s finished - with the emergency systems New fire alarm system JR has manual. CLOSED: SF To speak to Alan as sensors in bar still appear to have covers on? Question by SW Is there a fire blanket for the kitchen? Answer Yes currently stored in the black shed. ACTION - JR Need to fix fire blanket on to wall. April Update: 6. Catering Update February update: Management agreed with opening club during daytime. Some members don t think we can. It would mean the club is open to members in the week. CLOSED: JR draft newsletter for Commodore to send out. CLOSED: AGW order up missing dishwasher part. CLOSED: SW / JR Sam to email JR re cutlery requirements as running very low April update: Going reasonably well volumes varying a bit hit & miss. Sunday s seem to be attracting 1pm onwards eaters. Friday s people turn up around 7.30 onwards. Seem to get people all at once rather than staggered. Till needs to be simplified as tricky with new menu etc. Website for the bar & Social side out of date and missing info. Colin Currently re-vamping website as due to be hosted on fasthost. ACTION: JR to edit website with AGW help regarding the bar section. Catering suggestion box? Sam was going to send out a questionnaire to club members. ACTION: JR Follow up with Sam. 7. Additional Items Feedback from AGM (carried forward from previous meeting) The issue of Dogs House exec Agreed Dogs allowed on balcony & in lower bar, on leads, and under control. Not allowed on carpeted areas. House Exec Committee Page 11 of 13
CLOSED: JR send to general committee. See AOB. 7.1 Building Refurb Issues arising relevant to House Exec Networking cables to go in. PC moved out of lounge. Kitchen Printer Printer at top of stairs. CLOSED DU + Steve Batson sort out cabling etc. Building refurb has finished. A few items to be dealt with. Alan Sayle still working through list of jobs. Suggestions re feedback to Rear Commodore House. Major one Dinghy sai8lors need to wash mud off before going into changing rooms etc. Any remaining jobs to happen with they can. 7.2 Feedback from Finance and Policy Exec None. 7.3 Feedback from Marine Exec None. Correspondence: None. Social Bar report: A No Mooring sign is required to be fitted to the bar to discourage people from clogging up the serving area. CLOSED: GA to obtain suitable traffolyte sign 8. Items to be raised at next meeting Brought forward from previous meeting(s): New committee members Maintenance Sec, Health & Safety advisor required. March Update: GDPR CLOSED: AW to put something together regarding GDPR Marine Re-surface the current floor? Or Carpet Cleaner? CLOSED: AGW to bring in carpet cleaner & clean foyer carpet 9. AOB JR Caterers are short of a stainless steel shelf under one of the galley tables. If need to, fabricate. CLOSED: SF to talk to Marvin re fabrication of new table. CLOSED: GA - talk to Phil for prices. CLOSED: SW give measurements of shelf to GA AGW Would the metal chairs in the marquee that go out on the balcony, be better in the lower bar House Exec Committee Page 12 of 13
rather than the current fabric chairs? ACTION: AGW - Need to check to see if they have feet on them. JR Byelaw regarding dogs circulate to members for wording should be changed. Officers of the club Changes suggested. ACTION: JR to return to Christiaan. House exec meetings moving to Tuesdays from next month. 10. Next meeting 22 nd May 2018. 7:45pm House Exec Committee Page 13 of 13