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Entebbe Sailing Club
Minutes of Committee meeting held at the Clubhouse on 4th September 2011
Present Michael Austin (Commodore) Chris Nugent (Treasurer) Miriam Cockerill (Secretary/Membership) Hidde Bekaan Philippe Borel Mel Gormley Paul Goldring
(Apologies for absence): Isabelle de Mello, Chris More
Minutes of the last Meeting The minutes of the meeting on 7th August were approved and signed as correct by the Commodore
Matters Arising from those Minutes
Party Planning: A copy of the recently drawn-up regulations governing parties to be held at the Club, together with the Function Planning Form & Checklist, have been put on the noticeboard in the clubhouse, and a notice on the board at the lower bar drawing the attention of Members to the new procedures.
Up-coming Functions: It was proposed and agreed to hold 2 Club parties before year-end:- (1) Halloween/Bonfire Night – Saturday, 5th November [To ask Piet to organise] (2) The next Full Moon to fall at a weekend is on 10th December, which could be combined with a children’s Christmas party in the afternoon [To bring further ideas to next meeting]
Finance
Chris reported that in general the Club is running above budget, and has cash in the bank, although Membership fees were not likely to bring in much more income before the end of this year, and Bar takings seemed to be down. Two major issues of concern were outlined:
- Missing money (payment for banda hire): Was recovered, but the incident highlighted a need for the Club to tighten up its accounting procedures. [Philippe offered to set up a system]
- The Club needs to register for VAT because it has an annual turnover above Sh.50m/-. [Chris to see with Mr. Benda ; (and Mel also said he would ask advice from a friend locally who runs a similar business)]
Paul reported that the work to repair the boatsheds is now complete, which he had financed, and was asked to submit his account for reimbursement of the cost.
James Mukasa had still not provided an answer, but it was felt that the existing Rule (11) is quite clear on the subject and James should not be pressed further, as there had been no repercussions from the particular matter that had prompted the question initially. However, it was brought to the attention of the Committee that there are one or two Members who are infringing the regulations by operating commercially out of the Club premises. [Michael to raise the matter with the individuals concerned.]
Manager
Mel is liaising with Rick. He thinks 20 hours a week is a more realistic workload, but is prepared to be flexible if extra input is required from time to time. He is also aware of the Club’s funding limitations. It was suggested that income-generation be one of the Manager’s duties, and that his remuneration could be adjusted according to the amount of extra profit the Club makes. (Mel pointed out that Rick had previously worked at ESC in a similar capacity, and during his tenure had brought in a considerable number of new members.) A starting salary was proposed, which Rick accepted, commencing October, for a probationary period of 6 months; but still to sort out re. method of payment (eg., Rick to invoice the Club for his services rather than put his name on the payroll).
Membership
New Members: Applications for membership were approved for the following:- - Tim de Wet (Single) - Melanie Musselman (Single) - Gabrielle Farren (Single)
Guest Fees: (1) It was agreed that in certain exceptional cases outsiders could be allowed entry to the Club grounds without payment of the normal guest fee, solely for the purpose of boarding a boat belonging to a Member – so long as the owner is not charging for this service, and also with the proviso that such visitors are not permitted access to the rest of the Club facilities.
(2) Mel then asked if the Club would charge entry fees for non-members participating in evening & weekend (Saturday morning) activities, which Yasmin and some other Members based in Entebbe would like to establish for the community at large. Classes in Yoga, Pilates and Salsa dancing are envisaged, and it is hoped that these would in turn generate interest in the Club and result in new members joining. The Committee agreed in principle – [Yas to draw up a schedule, and estimate of the charge which would include a small fee to cover Club costs (for hire of venue, staff overtime, etc).]
Sailing Hidde asked the purpose of the large pole in the marina, and if it could be removed as it poses a possible hazard for sailors landing boats on that section of the beach.
Power Boat Events Rick to follow up on the possibility to stage future boating/fishing events in conjunction with the manager of the lodge at Bulago Island. Schedule of Works 19 fence-posts stolen from the boundary to be replaced Lights on the staircase to be repaired External lighting to be installed near the cottages (for improved security) The bar-girls reported getting electric shocks from the fridges – To check the earthing there Hot showers in the lower toilet block – pending
Other Business
Albacore: pending
Sunloungers: Chris to follow up with the ladies who put forward the original suggestion
Sale of Land: Mel suggested the Committee draw up a proposal to be endorsed at the AGM to sell off the land at the back of the clubhouse, as the Club has no long-term plans for its use. He pointed out that at present it is costing money to maintain, whereas the proceeds of sale could be used for further development of the other Club facilities and to build more guest accommodation. He was asked to get a rough estimate of the size and value of the piece of land referred to, and the likely cost for the survey and conveyancing, to bring to the next committee meeting to obtain approval from the Treasurer to make the initial outlay.
There being no further business to discuss, the meeting closed at 14:06hrs.
Next meeting: Sunday, 2nd October 2011, at 12 noon.
Minutes approved (signed): ___________________________
___________________________ Print Name / Committee Position
Date: ___ / ___ / ___
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