Thorpe Bay Yacht Club

Tel: 01702 587 563

1. The meeting will be held by Zoom Webinar

• This is an online video interactive forum
• If you have not used Zoom before here is a brief description of how to use it and along with instructions

2. How to register for the online AGM

• Please send an email to [email protected] to register your intention to attend. If additional members will be sharing you video link for the AGM please list their full names for registration purposes. Registration will close at 15:00 on Friday 20^th November
• By the day of the AGM you will receive an email with logon details to access the Zoom Webinar.
• When logging on please make sure you use both first and surnames

3. Any questions proposed by members

• Must be received in writing by 18^th Nov 2020
• Questions can be sent via email to [email protected] or post.
• Any questions raised will then be addressed at the AGM. Reading out first the member asking the question, the question, then the answer from the relevant committee member.

4. Order of AGM

• The order will follow that listed in the front of the 2020 annual report.

5. Items that require ratification by members

• Minutes of AGM 24^th Nov 2019
• Adoption of the accounts for year-end 30^th Sep 2020
• Proposal of SUBs and fees 2021 and surcharges (Kept at the same level as 2020)
• Proposal of accounts and ratify

For items in section 5 the club secretary will notify all once each element is ratified, so we are not inundated with emails

6. The proposed committee for 2020 – 2021

6.1 Will be as posted in the usual way, unless other candidates are proposed by 18^th Nov 2020 with correct proposer and seconder.

7. What to expect on the day?

• Once logged into the Zoom Webinar the meeting will commence at 10am
• You will see the committee on your screen with whichever committee member that is talking highlighted.
• The Honourable Secretary will open the meeting and hand over to the Commodore to chair the meeting.
• You will be able to see the AGM presentation, however it is not possible to have all members on screen and interacting.
• All items requiring ratification will be determined by email / post prior to the meeting and presented at the meeting.
• At the end of the meeting there will be an opportunity for members to post questions online via the Chat function on Zoom for AOB.

If you have any questions or concerns please contact the club Secretary via [email protected]

Yours Sincerely

Steve Hopper, Commodore

Hi All

With more information being issued by the HM Government, our regulating body the RYA and the PLA, you will be pleased to know your committee will stand by its decision that the dinghy park and sailing without club involvement still stands.

However, it would be remiss of your committee not to share the latest details from each body, so you can make your own choices. With that in mind and taking into account our last notice number 8, further guidance and advice can be found:

HM Government. https://www.gov.uk/guidance/new-national-restrictions-from-5-november?priority-taxon=774cee22-d896-44c1-a611-e3109cce8eae#history

RYA. https://www.rya.org.uk/newsevents/news/Pages/new-national-restrictions.aspx

PLA. https://server1.pla.co.uk/assets/14of2020-sportrecreationonthethames-covid-19update6thnovember2020.pdf

We would seriously urge you all to read the guidance and regulations

Kind Regards

Steve Hopper Commodore

Following the recent HMG guidelines enforced from the 5^th November and the RYA Interpretation of these regulations can be viewed here –  https://www.rya.org.uk/newsevents/news/Pages/coronavirus-advice-and-information-for-recreational-boaters.aspx

Coming to the dinghy park and going sailing is associated with risks. It is your choice, your decision, your responsibility at your own risk. The General Committee requests that you follow the rules below to ensure safety to all members.

The Committee has therefore decided, at this point in time, that whilst the club house and changing rooms will need to close, the dinghy park can be accessed, and free sailing is still possible. The toilets will remain open. These regulations will be reviewed regularly and further amendments to these guidelines may be issued.

General Rules and Guidance for Dinghy Park & Water Activities

• Please observe social distancing at all times. Do not go within 2 metres of other people
• Please avoid touching common surfaces and regularly wash your hands
• Please cover your mouth and nose when sneezing or coughing
• Please proceed around the dinghy park, car park, beach and slipway with caution and consideration to others
• Do not be afraid to ask another member ‘to keep their distance’, but always do so politely and with consideration so they will not be offended
• If the number of people becomes a risk, then restrictions may apply. This will only be introduced if absolutely necessary and only to protect our members
• If you or anyone from your household or anyone you have had contact with are showing symptoms of Covid 19 do not come to the club or dinghy park but follow Government guidelines, self-isolating for 14 days
• Whilst we will have installed areas to wash your hands to assist you in keeping safe, we remind you that you are at your own risk entirely and further recommend you carry your own PPE and hygiene supplies
• Do not share water or fill from the hoses or sinks to further reduce the risk of transmission

Movement and use specifically of the car park and dinghy park

• Please refer to the diagram along with this information for signage and safety equipment
• We have provided knee operated hand washing facilities as detailed on the diagram
• When setting up and rigging your boats please do so in the grass car park to enable better distancing
• When walking and travelling around the dinghy park and passing others please ensure social distancing is observed at all times. If needed wait and let others pass

On the Water Guidance

• Please be mindful of any actions you may take that could result in the requirement of emergency services
• Supervised and any organised activities are not possible at this point, so you go afloat entirely at your own risk
• All applicable TBYC rules still apply
• Check your equipment to ensure it is fit to go afloat
• Check tide times and go afloat on the incoming tide in preference
• Check a weather forecast just before going afloat this can be found on the club website https://www.tbyc.org/weather-station/
• Consider the wind direction. Northerly winds are more dangerous as its not so obvious to gauge the wind strength and when in trouble you will be blown away from the shore. Also consider the strength. Do not go if the conditions are above your ability.
• Let someone know you are going afloat and when you have returned
• If you are going afloat during a quiet time i.e. early mornings / early evenings or during the week, try and buddy up with other members around
• Always wear a buoyancy aid
• Take a paddle
• Have at least a 10m painter attached to the bow of your boat
• Take a method of communication with you. Ship to shore radio if you have one or your mobile phone. Making sure there is sufficient battery life on your device for the time afloat. Take both if you have them.

TBYC on water limited activity and current status

• The usual sailing programme is suspended. However, it is being reviewed on a weekly basis and will resume when it is possible to do so
• The Dutyman system is also suspended at this time and we will operate strictly on a volunteer basis

Please note that there will be no safety boat cover during the lockdown period.

The club house and changing rooms remain closed until further notice.

As always during these ever-changing times your committee are once again working hard to navigate the club through the latest announcement from HM Government.

We had another extra ordinary committee meeting last night to discuss what we know at the moment and the impact and initial actions we must take.

It is with much frustration and sadness that once again we must close the club house. Due to these regulations the club will close initially from Wednesday evening at 22.00hrs at least until the 2^nd December or until such times that HM Government allow us to open.

We have far more knowledge and experience of how we may operate safely for each element of our club and see the elements in 5 specific categories:

1. Club House, Bar & Restaurant
2. On the Water Activities
3. Dinghy Park Access
4. Toilet Access
5. Changing Room Access

As always with these announcements the devil is in the detail and as a committee, we have postponed any decision on items 2 – 5 until that detail is clearly defined or by tomorrow evening 4^th November.

Our promise to the members is that if we can retain any element of the club this time we will do. However as always this will only be done after careful consideration to the safety of all staff and members.

Further advice to follow

In the meantime, keep safe
Kind Regards
Steve Hopper, Commodore