2020 AGM by Zoom

Hon Sec., Stephen Tudor,  opened the Virtual Meeting at 10.00am and explained the that the meeting was a re-scheduled AGM following the postponement due to the Covid19 Lockdown Restrictions. As in previous years, the AGM was originally scheduled for Easter Saturday 11th April 2020. The CHPSDC Articles of Association require us to hold our AGM within 14 months of the previous AGM and the quorum is 15 persons.

In view of the lockdown restrictions the meeting was a virtual meeting by 'Zoom' and was only available to members who have paid their 2020 membership fees and approved observers. A physical meeting, due to the current restrictions, would be illegal. Having consulted with RYA Cymru Wales and RYA and it was confirmed that a 'virtual meeting' is legal and conforms with the Articles of Association. A new notice of AGM was issued on 1st May (providing the 21days notice). The AGM documents were available on the 'secure members only' pages of the web site. The new notice included a ‘proxy vote’ form and an online version was also made available. Rear Commodore, Mark Thompson was thanked for arranging the and managing the IT part of the meeting. Attendees were requested to keep their mics off and that any questions could be flagged up with the Zoom ‘chat’ facility. 

Commodore’s Report: Welcome everyone to the 2020 AGM of Clwb Hwylio Pwllheli Sailing Club. 12 months ago, we would never have thought that we would be holding the AGM via Zoom and we would all be social distancing due to a pandemic.

I would like to take this opportunity to express my condolences to all members and their families who have been affected by this deadly virus.

I would like to welcome Gerwyn Owen, CEO RYA Cymru Wales who has joined us this morning. Gerwyn is attending as an observer but will answer questions at the end of the formalities from a RYA point of view.

2019 seems a long time ago now and the only thing we had to worry about last year was the weather which did not co-operate as we would have liked for the regatta week which meant cancelling many of the organised activities but we did manage to get out on the Saturday for the regatta and held the pursuit race and the parade of sails and held our annual summer ball. The regatta and ball for 2020 will have to be decided near to the date.

Again, our Pwllheli boats represented us proudly in the ISORA series well done to all that competed these and also the Dun Laoghaire to Dingle race. No overall silverware this year but we can aim high for 2021.

We are hoping to start preparing for the delayed 2020 season and to do this we need to set up a task force to prepare Plas Heli to consider all things associated with ‘Back to Boating’. Again, Gerwyn’s input will be invaluable here to help us get back up and running as soon as possible.

We will also looking to try to set a course to enable people to participate in a timed race without having to relay Club marks by using static marks within the bay. This will be on the same basis as the Tremadog Triangle which will enable people to get out and have a timed course to compete once restrictions are lifted. The website and newsletters will have further information.

I would like to take this opportunity to thank the management committee and my flag officers for their support during the 2019 and look forward to a positive end to 2020.

Phil Horwood reported that the company accounts have been published on the web site and then presented his detailed report on the accounts for year ending December 2019. The detailed accounts were shown on the screen and an explanation of Income and expenditure items was provided. CHPSC has maintained its set target reserve. 
The budget for 2020 is affected by the lockdown restrictions and consequential effect on membership numbers.

Acceptance of Accounts: Stephen Tudor proposed the meeting accept the accounts presented and thanked Phil Horwood for his excellent work again this year. This was seconded by Mark Thompson and endorsed by all present.

Financials are avialbale in the Minutes

The treasurer has attended every AGM since 1983!

Communications:

• New Web Site New E-newsletter and incorporating the new Flip Book. The intention every quarter year.
• Subscriptions to e-newsletters almost 1,000! Easy subscription to e-newsletters and published on average 3 per month
• New Membership subscription process for 2020 improving on our on-line system but now allowing a member’s area, log-in for members only information and for easy membership renewal – username and password
• Increased use of WhatsApp – care on use Data Protection
• And now ‘zoom’ – management meetings and AGM – and Task Force

New in 2019/20:

• Landscaping project almost complete – we should have flags on the new flag poles (better views when arriving) – planting not yet completed
•  New bar location has been a transformation – now we can enjoy the views 
• New Till system – more manageable for retaining members details and applying the correct discount 
• The Conwy Mast has now fitted into its new home – and looks great and the extra sails add to the acoustics and ambience of the main hall – thanks to member for this work.
• Switch in February 2020 by Plas Heli to Franchise catering was expected to increase the capacity of service and benefiting from the Caterers economy of scales

Events:

• Events have been cancelled or postponed and the facility is locked down – Task Force to look at phased opening of the building and facility – so that we can do this within guidelines, safely and appropriately

Statistics for 2019 and 2020 was provided

- this information is in the Minutes

Election of Officers of the Club and members of the Management Committee.

The names of the officers and the Management Committee members had been displayed on the Virtual Notice Board - on the web site and were read out. 

Flag Officers – Jane Butterworth - Commodore, Philip Horwood - Hon. Treasurer, and Stephen Tudor - Hon. Sec, Gerallt Williams - Vice Commodore and Mark Thompson - Rear Commodore. President - Stephen Tudor.

Management Committee – Gwyndaf Hughes, Richard Tudor, Lyndsay Harrold, Mark Southee, Mark Thompson, Adam Daniel, Victoria Cox and Robert Smith

As ex-officio members Bob Sambrook, Bob Lowe and Eifion Owen. Stephen Williams was co-opted onto the Management Committee in September 2019 and now stands for election. Proposed by Gerallt Williams and seconder by Mark Thompson.

Stephen was elected. President: Stephen Tudor will pass the Presidency to Bob Lowe in the Christmas Party 2020. 

Representative on the Harbour Consultative Panel is the Hon Sec.

It was unanimously agreed that the officers and Committee Members be elected