Proposed Club Extension - EGM 31.3.2010
The EGM
Minutes of the Extraordinary General Meeting held Wed 31st March 2010, 19.30
(1) Present
Chairman – Peter Weeks (Commodore)
Proposer – Bob Curtis (Rear Commodore)
Secretary – Peter Connelly (Hon Secretary)
Plus 17 club members, all with voting rights
(2) Apologies
Were received from:
Bob Cotterill John Whitehead Geoff Moore
Paul Roberts John Clark Dave Herbert
(3) Chairman’s Welcome
The Chairman thanked everyone for coming and confirmed that for the purpose of tonight’s vote family members over the age of 18 would have individual voting rights
(4) The Background
For the past eight years the Club has been looking at ways to improve and enlarge the clubhouse, but all previous attempts have failed due to being “cost prohibitive”. Following our grant from YANSEC two years ago for the purchase of two Picos, it was suggested that we apply the same approach for an extension of the clubhouse. A conservatory extension on an enlarged balcony was deemed cost effective and funding granted.
Following the membership’s request for more of an input into the design of the extension the 2009 AGM established a working group consisting of those expressing an interest to partake. This group took the views of the SSC and of individuals and created the design that is presented to the meeting today. Planning permission has been granted, but building control approval is still required, but should be forthcoming in the next 2 to 5 weeks.
(5) The Cost
This change in design from the original has increased the cost above the level of funding that is to be provided:
Total estimated cost: £16,417
YANSEC grant: £14,223
Difference: £2,194
This difference is to be borne out of club funds, which the Hon Treasurer has confirmed are sufficiently strong to withstand.
(6) The Build
The balcony structure will take 4 to 5 weeks to manufacture and galvanise and 2 days to erect. The Club would have to prepare for this by creating 5 eight inch holes in the outside wall of the gent’s changing room for the provision of 5 cantilever beams.
The conservatory would take 10 weeks to construct and five days to install.
The race hut, flag system, hooter and flag pole would all have to be dismantled and temporary provision made, but it is envisaged that there would be no disruption to the sailing programme.
(7) The Discussion
“What other work would be required to be undertaken by club members” – the race control area would have to be re-established with electrics and the flag system, but the remaining works of removing the windows and cutting the wall to the floor, re-organising and fitting-out of the clubhouse can be done at our leisure, possibly during the winter.
“But we lose a third of the balcony area, which is our best asset. £2,000 could be better spent on safety boats or compound re-surfacing. Surely there would be some disruption to the racing.” – we do lose 60cm of balcony depth, but gain 40cm in width. This is helped by the handrail being right to the edge rather than 9 inches in as it is now. This is our best opportunity to fund a clubhouse extension and we should not let it pass. A temporary flag system for race control is easily possible as shown by previous use of a committee boat to start races.
“If people are standing five rows deep then it could be a squeeze, but generally people mill about.”
“Would there be any weight restriction on the balcony?” – no, the loading has been calculated as being 4 x that of the current balcony. There would be a plywood flooring over open grating so would lift to prevent pressure build up from any wave from a high sea.
“Do we have planning permission for an extension or a conservatory?” – for an extension.
“This proposal gives us with the flexibility to make full use of the clubhouse for multi-purpose use in all weathers. We can only just about get 20 of us in here tonight. The GC should be congratulated for getting an affordable plan together and to this current stage.”
“The SSC wanted direct access from the race control on to the balcony without going through the conservatory” – detail like this can be sorted at a later date by the working group.
“What would the handrail be like?” – similar to the current one with wire netting and a kickboard.
“What is the roof to be made of, and are we in danger of being subjected to damage by pebble attack?” – the roof will be 3-layer polycarbonate, and the windows will all be anti-reflective toughened glass.
(8) The Proposal
This EGM gives the General Committee the authority to proceed with the extension of the club room and balcony as detailed in the plans for which planning consent has been obtained from N Somerset Council. The General Committee may make such minor alterations to the construction details as may be necessary to enable the works to be completed in an efficient and cost-effective manner.
(9) The Vote
In Favour: 18 Against: 1
Therefore the motion was carried.
(10) The meeting closed at 20.18, following thanks by the Chairman to Bob Curtis and Tony March for the work in preparing and submitting the design for which agreement has now been reached.
PC 6th April 2010
Click here to download plans(Written on 10-Apr-10)
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