CLEVEDON PILOT GIG CLUB MINUTES OF CHARITY TRUSTEES MEETING Tuesday 5[th] October 2021 via Video Link 2021
1. Present: Andrew Brown (AB) Club Chair/Trustee: Kevin Fry (KF) ; Richard James Club Secretary/Trustee (RJ); Hilary Marshall (HM) ; Cath Thomas Fricker (CT) ; 2. The Meeting was called to review and comment upon the Club’s activities in the year since the last Trustees’ Meeting (8[th] October 2020), to prepare the annual report for submission to the Charity Commission by 30[th] October 2021. 3. Comment and Review of period since October 2020 AB highlighted that due to the conditions and restrictions created by the Coronavirus pandemic, the past twelve months have been exceptionally difficult. Whilst limited rowing was allowed to re-commence at the beginning of September 2020, this was almost immediately followed by the further National Lockdown restrictions imposed in November. Limited sessions were eventually allowed to restart in March of this year and since then member involvement and the number of weekly sessions has gradually returned to near normal. Unfortunately the greater majority of the annual Regattas planned for the season have been cancelled, so rowing has been purely for social interaction, enjoyment and fitness. Again due to the economic climate, it was decided to defer the annual renewal date for Membership subscriptions for a further six months from 1[st] February to 1[st] September. This has now taken place and encouragingly indicates that nonrenewals are no more than expected, with an encouraging volume of new recruits added during the year, a surprising number making applications when no rowing was possible. The restricted rowing arrangements have allowed maintenance and repair of both our traditional racing gigs, neither of which required major or expensive work and well within our normal contingency budget. In March the Club was fortunate to awarded a grant of £2000 under the Tesco “Bags Of Help” programme and this funding allowed the purchase of a new trailer to replace one of our original units which required expensive repair. Due to pressure of work commitment, the Men’s Captain had to step down and a replacement has yet to be found. However, due to the situation through the year, this has not created any problems. The Club Secretary/Trustee, Richard James, was co-opted as a Trustee of the Cornish Pilot Gig Association (CIO) in January 2021. Throughout the year, the Association has been in ongoing consultation with the Member Clubs regarding a proposed per head membership planned to fund paid Administration. Since its formation in the mid-1980’s the CPGA has been run purely by unpaid volunteers, which is now becoming impractical. The proposal is for an initial per head levy of £5 per annum plus a further payment of £25 p.a. for those rowers wishing to participate in nominated annual Championship events (including the World Championship Series from 2022). The Club membership has been fully consulted at the various stages, and a vote taken by the Club Committee, has endorsed the basic membership of £5 per head, but rejected the suggested additional fee of £25. This will be submitted to the Cornish Pilot Gig Association ahead of an EGM due to be held on the 17[th] October. KF commented that the Club H&S Officer, Jamie Edmonds, had done a really excellent job with amending and revising the various Risk Assessments during the year, taking into account the ever-changing requirements of the Coronavirus restrictions. This has allowed a gradual return to almost normal rowing. Equally, he felt the Committee had done well in their various roles to boost Club morale. HM fully agreed, particularly regarding implementation of the Coronavirus safeguarding. 4. Membership As outlined above, the general morale of the Club has been well sustained during a most difficult period, including the recruitment of a surprising number
of new members (a higher proportion being women). However what is still lacking is a thriving Junior section, which remains an ongoing priority . 5. Committee and Volunteers The Committee personnel have remained stable which has undoubtedly contributed to the stability of the Club over a difficult period. Also the Club Captains/Vice Captains have played their part and grown into their roles. 6. Finance The Club currently has a Bank balance of approximately £12,000, with no immediate commitments and well above the contingency limit. 7. Community In August 2021 the Club was invited to submit an application for a share of Government sponsored “Coastal Communities” funding to be allocated by North Somerset Council, specifically to assist and improve non-profit organisations operating along Clevedon Sea Front. Various schemes were proposed and considered, five being selected, including Clevedon Pilot Gig Club with an application for £20,000 as a 50% contribution towards the construction of a Gig Storage building. This was approved in early September, subject to identifying and negotiating with the Council for a suitable site. Further discussions have provided several options, one of which is suitable, and an application for Planning Consent will be submitted shortly. The site will be leased to the Club at a peppercorn rent for an initial period of 25 years. The remainder of the funding for building costs is already covered via various pledges, whilst additional grant funding will also be available as necessary. Subject to Planning approval, construction work could commence in Spring 2022 with completion by early Summer. If this project is achieved it will be the final solution to a long term problem for the Club in providing safe storage and protection from the weather for the two traditional wooden racing gigs, greatly reducing maintenance costs. In addition it will allow the majority of the Club’s inventory of equipment (particularly oars) to be stored under one roof. 8. Review and Update of 5 Year Plan Permanent Base. As detailed above the Club is within sight of achieving a long term target. Repaired or Replacement Slipway. As in (7) a separate group also tendered an application for funding via North Somerset Council towards investigating repair and ownership of the existing Town slipway via a Charitable Trust, also receiving a sum of £20,000. Obviously this has the support of the Pilot Gig Club, Sailing Club and other local users of the slipway. . World Championship Rankings. With the cancellation of the World Championship events in 2020 and 2021, the Club is now focussed on the next event due in Spring 2022. School Links/Junior Section. This remains a major priority aiming to reestablish the highly successful Juniors section particularly between 2014-2017. Little activity has been possible involving Clevedon School within the past 18 months, but discussions are now taking place to promote an Indoor Regatta (using rowing machines) , also involving another School in the area - St.Katherines, Ham Green. Social Rowing Group. With a growing number of older and/or retired members, the need to encourage more weekday rowing as a social and fitness activity, particularly for those members not involved in competition rowing. Post-lockdown volunteers have already come forward to organise this with the aim that this will become a regular and important part of the Club throughout the year. 9. Club Trustees Three Trustees ( AB, HM, CTF ) are approaching the end of their three year term and applications for replacements will be sought for election at the Club AGM in January 2022. Trustees’ Comments 1 0. KF - Particularly with the enforced restriction of rowing opportunities during the past 18 months, would be keen to encourage increased liaison with the six other local Clubs in the Avon & Somerset League. Towards the end of a frustrating year it is encouraging that the Club will be able to hold its Regatta (9[th] October) as a local showcase, plus an encouraging number of new members
recruited during the past six months. CTF - Encouraged that the Club has more than weathered the problems against the odds and emerging with a strong spirit. HM - Echoed the comments above. Anxious to see the Club work toward rebuilding of a Junior section as a main target. RJ - If the Club is able to succeed in acquiring a purpose-built Gig & Equipment store it will finally ensure the long term future of the Club and Pilot Gig rowing in the Town. The Trustees are in full agreement that the Club has continued to meet the 11. aims and requirements of its Charitable status, more particularly over the course of a very difficult year. As in previous years, membership remains stable but continues to attract new interest over a very wide age range, and of both sexes. However, a main priority now is to work hard to encourage and attract more Junior members (i.e. under 16).
| Balanceat bankb/f | 9342.25 | ||
|---|---|---|---|
| Membership Subs/Donations | 9701.00 | Rents | 2667.52 |
| Fundraising | 125.74 | lnsurances | 1375.14 |
| Regatta Receipts | 180.00 | CPGAannualfees | 200.00 |
| GiftAid | 1567.lL | Regatta expenses | s90.00 |
| ClothingReceipts | 1130.80 | Clothing andkit | LILO.26 |
| Equipmentsale | 644.39 | New Equipment | 3843.94 |
| Miscellaneous | 9.00 | Miscellaneous | 309.40 |
| Maintenance | ?,374.88 | ||
| TOTALS | 13358.04 | 1247L.t4 | |
| Balance bankc/f | 10259.15 | ||
| 22740.29 | 22740.29 |