Regents Canoe Club

Regents Canoe Club Special General Meeting Minutes Date: Monday, 15th October 2012 Time: 20:00 - 21:45 Location: Club Room, Regents Canoe Club, 16-34 Graham Street, London N1 8JX

Item 1. Welcome & Apologies In Attendance: Sean Clarke, Ian White, Claire Taylor, Mark Rowe, Gemma Wilson, Sarah Gibbs, Dan Tattersall, Richard Kembery, Rachel Tyler, Peter Bale, Sasha Jesperson, Mike Cross, Clarissa Horilczenko (from 20:17), Steffi Thorhauer (from 21:05) Apologies received: Sarah Tattersall, Christine Dove Chair: Sarah Gibbs Minutes: Sean Clarke 2. Motion One: Capital Expenditure to purchase new boats 13th August 2012 Committee Meeting Claire Taylor (CT) presented several items for note and comment summarised below. It was noted that the 2011 SGM on boat purchases agreed to spend £8,000 +/- 10% but this was not recorded in the minutes at the time. The current Committee members who were members at the time, agreed with this statement: Review of boat hire: From September 2011 to August 2012, the club took £7433 in kit hire. Nearly £5000 in boat hire, £855 for paddles, £347 for BA’s, £270 for helmets, £600 for spray decks ad £429 for Cags. This sees a slight change in previous years, where boats account for half the hire fees. This is suspected to be because a number of people joining the club purchased their own kit early on. Well done!

Boat rentals since 2003/4 03-04 (85) 04-05 (97) 05-06 (134) 06-07 (251) 07-08 (176) 08-09 (197) 09-10 (338) 10-11 (324) 11-12 (420)

Breakdown of boat rentals since 2006/7 Boat 2006-7 2007-8 2008-09 2009-10 2010-11 2011-12 Hoss 13 8 Spud 1 7 6 1 3 0 Redline 56 27 25 17 14 (7*)) 11 (3) I3. 222 20 11 4 1 0 0 GTX 9 8 8 Large I3.223 11 3 1 2 0 5 I4 12 15 5 0 Dagger GT 8 8 8 Lil Joe 24 33 25 (12.5) 30 (2) Karnarli (M) 15 8 7 Karnarli (L) 10 3 2 Zone 1 (L) 16 13 6 Zone 1 (S) 17 12 27 (2) Zone 1 (M) 19 23 (2) Trigger 18 38 45 (15) 46 (3) Sonic 17 34 (17) 34 (2) Super Sonic 7 Blaze 12 17 9 Diesel D65 20 33 (16.5) 46 (2) Mamba (s) 45 (2) Mamba (m) 24 Mamba (l) 9 Burn (s) 24 Burn (m) 14 Diesel 60 12 Diesel 70 7

RCC Special General Meeting Minutes - 15th October 2012 1 Boats currently at the pool – 15 boats. Inazone 232 (x5), Inazone 240 (x2), Jeffe (x1), Spud (x1), Fly (x1), Perception Sonic (x3), Perception Supersonic (x1), Pyranha G3 (x1)

PURCHASED: Last year we purchased 15 boats, costing £8629, including 4 pool boats. Purchased between November and June, as we have to clear space before purchasing. Collectively they have been hired out 155 times since purchase, generating at least £1550 in hire fees. Dagger Mamba (S) Green £510.83. Booked 32 times since Dec 2011. Dagger Mamba (S) Green £679.96. Booked 13 times since March 2012 Dagger Mamba (M) Red £650.00. Booked 24 times since Nov 2011. Dagger Mamba (L) Flame £679.96. Booked 9 times since Feb 2012 Pyrhana Burn (S) Jaffa £809.31. Booked 24 times since Dec 2011 Pyrhana Burn (M) Blue / White £759.20. Booked 14 times since Jan 2012 Wavesport Deisel 60 Mango £719.20. Booked 12 times since March Wavesport Deisel 70 Red £680.00. Booked 7 times since Feb 2012 Pyrhana Zone (S) Jaffa / Red £559.20. Booked 10 times since Feb 2012 Pyrhana Zone (M) Jaffa / Red £559.20. Booked 3 times since Feb 2012 Perception Supersonic Blue / White £425.55. Booked 7 times since June 2012 Boats for the Pool: Perception Supersonic £399.20 Perception Sonic (x3) £399.20 x 3 Other purchases: BAs for canal use; Additional neoprene spray decks for hiring, and canal and pool use; 2x polo balls; repairs. SOLD: 16 boats from canal and pool. Raised £920. (Gambler, Necky Gliss, Eskimo Kendo, Pyranha Attack, Dagger RPM, Dagger Infrared, Pyranha Inazone 242, Wavesport Z, Method Air, Pyranha Inazone 232, Wavesport X (x2), Dagger Outlaw (x2), Slalom Boats (x2)

CT also presented a suggested list of boats for disposal and the preferred method of disposal: Suggestions for disposal: Recommend selling via UKRGB – with advance notice to club members. One in one out. Boat Reason Rental ? Dagger Redline Have 3. Rarely hired. 3 bookings since new 11/3 Sell boats purchased Wave hopper Have 3. Mainly canal use. Rarely use more 2/3 Sell than 2. Has hole Phranha i3 Meant to sell last year but lost! None Sell Perception Blaze Rarely used. 9 Sell Blistick Donated. Rarely used. Fly Often last choice in the pool Sell/return to CD Pyranha inazone 240 Often last choice in the pool. Sell Pyranha inazone 240 Often last choice in the pool. Sell C2 Slalom Rarely/Never used. Sell

Discussion then took place on the various types of boats that the club could purchase and what the rules for purchase should be. Pool boats: it was agreed that the number of pool boats should be reduced from 15 to 14 to alleviate some of the storage space at the pool and encourage boat sharing during the session given that the sessions are now one and a half hours long. It was agreed that pool boats suggested for disposal should be replaced with new boats of similar uniformity to those already at the pool - with adjustable foot rests. Make and sizes to be determined by CT. Play boats: it was noted that play boats are proving quite popular and almost all are on the water every Thursday. It was agreed that the Blistick should be disposed of as it is rarely used and replaced with a purchase of two or three Jackson play boats from the club spec Star range. CT to choose sizes.

RCC Committee Meeting Minutes - 18th September 2012 2 Sea Kayaks: following discussion on the extent of interest in sea kayaks and the storage capacity at the club it was decided not to purchase any sea kayaks. Open boats: it was discussed whether or not to dispose of the older open boat with plastic “bucket” seats and replace it with a white water spec solo open boat. The option of purchasing a Spanish Fly or similar was also discussed. It was agreed that the older boat will be disposed of and replaced with a white water spec solo open boat. Canal / River Runner boats: discussion took place regarding the types of boats that have proven popular and whether or not the new boats should be club spec or full spec. The pros and cons of Burns, Mambas, Zone 1s, Diesels, Axioms and others were discussed at large. Much discussion took place over whether to have adjustable foot rests and ratchet straps. It was agreed that the club should purchase white water full spec boats of a mixture of Creek and River Runners (Burn, Mamba, Diesel, Axiom) with adjustable footrests and ratchet straps up to the limit agreed for total purchases. Boat disposal and purchases: it was agreed that the suggested boats for disposal should be disposed of in addition to the older open boat with plastic bucket seats and a several of the rarely used boats. These should be advertised on UK Rivers Guidebook with advance notice of the sale being given to club members through NfC. It was agreed that the total purchase of new boats should follow the guidelines as agreed at this meeting up to the value of £8,000 +/- 10%. It was agreed that CT would choose the appropriate boats and sizes based on the principle of “one in, one out” to aid storage. It was also discussed that Mark Rowe (MR) should look into organising a winter talk on Outfitting Your Boat to assist the club in looking after its boats and kit and ensure that people know how to change the fittings without causing damage to boats.

ACTIONS:  CT to arrange for disposal of suggested club boats in addition to the older open boat with plastic bucket seats and several of the rarely used boats through UKRGB with advance notice to members of the sale  CT to arrange for the purchase of new boats as proposed at this meeting up to the value of £8,000 +/- 10%  MR to organise and advertise an evening session on Outfitting Your Boat 3. Motion Two: Proxy voting at club meetings Sean Clarke (SC) presented the Committee’s proposal to the SGM on Proxy Voting at Club Meetings. At present, any member who is entitled to attend and vote at a meeting of the Club is entitled to appoint another member as their proxy if they are unable to attend an Annual General Meeting, Special General Meeting, Committee Meeting or Sub Group meeting. The member must write to the Chair of the meeting in advance of the meeting to state who their proxy is for that meeting. The proxy can then cast votes for themselves and the member they are proxy for. The proxy therefore has two votes and it is up to the proxy how those votes are cast. The two options put forward were: 1. to continue the current proxy voting system; 2. to remove the proxy voting system, meaning that any vote must be cast in person, by that person, at that particular club meeting. No proxy voting will be allowed. If a member cannot attend a meeting, they cannot vote. Discussion took place to clarify what the vote actually meant. It was noted that the current system is working but many people who wish to proxy vote were in fact notifying the Chair of their intended vote rather than who their Proxy was. It was agreed that the purpose of the Proxy vote should be made clearer. The motion was put to the vote and it was unanimously agreed to keep the current proxy voting system. It was further agreed that it should be clarified that the member is only giving their ability to vote to their Proxy rather than the choice of how their Proxy should vote. ACTIONS:  SC to ensure Proxy Voting process and purpose is clarified in NfC and again prior to next AGM/SGM 4. Any Other Business No items were brought as Any Other Business 5. Close Meeting closed at 21:45

RCC Committee Meeting Minutes - 18th September 2012 3