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********************************************** Standard Agenda.
1. Apologies. 2. Approve minutes of last meeting. 3. Reports from Database keeper, Fund manger, Website Coordinator, Steering Group. etc.. 4. Election of 'Steering Group' and 'Officers' 5. Any other Business. ( no votes can be taken on anything brought up in this section, but it will go to the Steering group, and if needed back to the next Annual Meeting.) 6. Awards. (If any!)
Note, any items for the agenda, raised in time, see rules, will be added prior to item 4. 'Elections of Steering Group' etc. There is no post of minute taker, one will be appointed from volunteers at the meeting. **********************************************
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********************************************** THE CONSTITUTION OF : The Eventide Owners Group 1. *NAME The Group (referred to as EOG in this document) will be known as: the
Eventide Owners Group. But shall have power to change its name at the EOG annual meeting, (‘the AM’). 2. * AIM
3.* MEMBERSHIP ‘Full Voting Membership’ shall be open to any person owning, and ‘actively’ either sailing or restoring one of the Y.M. designs, or owning and ‘actively’ either sailing or restoring a boat designed by the same designers, and who have been 'registered' for 1 year. Non Voting, Associate Membership, (or ‘Friends’ membership), shall be open to ex owners or those perhaps wishing to purchase, those who may have sold, or other interested parties, that for one reason or another do not own one of these designs. Membership shall be free, but donations are gratefully accepted to ensure continuance of website. The Group is to be internet based, but free and open to owners and associate members without web access. Those without web access, but registered for a full year with the EOG, therefore with ‘Full Voting Membership’, will have the right to vote at the AM. Printouts of the latest edition of the 'Newsletter' may be made available to those 'offline' at nominal cost. A list, database, shall be kept of all owners, their boats and also of associate members. This information will not be divulged without the consent of the parties involved. 4. * MEMBERS
of the steering group Not less than 3 nor more than 6 members may be appointed to the steering group at the AM . (except that the first members of the steering group will be those persons who have stepped forward prior to the first official AM.) Members of the steering group may also include the Webmaster, the Fund Manager, the web site Coordinator, the Database Manager, and 'Associate Members' if voted in by members. The steering group will 'meet' as and when needed only. The steering group will select their own chair at each meeting. Minutes to be published on the site after ratification. Any major decisions/problems can be posted on the website and advice sought
from ‘members’. 5.* AM 6. * RETIREMENT 7.* VOTING The members of the steering group, shall be elected by a majority of 'voting members' present at the AM. A ‘postal’ vote of all 'members' on the website, may be conducted. If there are more nominations than vacancies those with the most votes shall be elected. If there are no nominations or not enough nominations the retiring members shall have the power to choose further members for the forthcoming year. 8.* OFFICERS (there are to be no Officers in the normal sense of the word) At the AM the EOG may elect the Website Coordinator,
Webmaster, Database Manager and the Donations Fund Manager for the year. The advisors need
not be elected, but a further 3 persons, including advisors, owners and
'Associate Members', (if they volunteer or are nominated), can act
as members of the steering group. ('Associate
Members' in
this category will only have no vote at the AM.) 9.* CO-OPTED MEMBERS 10.* DELEGATION 11.* ACCOUNTS 12.* FUND RAISING The steering group shall have power to raise funds, seek donations, in such manner as it thinks fit in order to maintain the website or to acquire a legal or beneficial interest in the designs or any additional items it considers beneficial to the Owners Group. Any such decisions to be ratified at the next AM. (Membership to remain Free.) 13.* SAFEGUARD If for any reason no AM is held or the steering group ceases to exist then the website manager and/or the owner members of The EOG may vote online to form a new steering group. 14*. QUORUM 15.* The WEB SITE. The website and any forums, shall be managed by the web site manager or ‘coordinator’. The web space remains the property of the EOG even though it may be registered by others , on behalf of the EOG. The coordinator undertakes to update the website on at least a monthly basis and to ensure that any payments are met and claimed from EOG funds where applicable. These payments are to be listed on the website and included in the accounts. 16.* RULE CHANGING The steering group shall have power to make new rules and regulations or amend any rules and regulations contained herein for the better operation of the EOG and it’s website. Any such changes must be agreed by those 'voting members' present at the next AM or be reversed. 17.* CODE OF PRACTICE The EOG, its steering group and it’s members must at all time act within the law and with due courtesy and respect. The website is a ‘Family safe’ environment and no items may be allowed that fail that standard. The site manager or coordinator is to ensure no unsafe items are left on the open public pages. Any person who is accused of flouting this code, by another registered member, may be barred from the site and membership, at the discretion of the steering group. The steering group will allow any such person to explain their actions within 1 month. There will be the opportunity given to appeal to the next Annual Meeting. The members will decide the outcome. 26.2.04 ********************************************** You can still Comment on the EOG Constitution on the Forum, you will have to be registered, but click here to go to it. The constitution cannot now be altered till the next Annual Meeting. This is the new fully approved version. We were fortunate to have a member present who has knowledge of these sorts of constitutional agreements to advise us. We altered quite a few odd words as a result of your comments, in Feb at the first 'Inaugural' meeting we got them almost right!. It has to be pointed out that at present both the Webmaster and the Fund manager have no 'vote' at the 'AM' as neither of them now own one of our boats, they do not have a problem with that as they see it is the 'Owners' who should have the say, not the Friends', they are just here to help, and we thank them for that. J. W. ********************************************** |
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Below are the minutes of the Annual Meetings, published once agreed at the next A.M. ****************************** Saturday 28th March 2009. Our Annual Meeting! The Steering Group was elected as follows, Nigel Seary, Chris Sinnett, Doug Hoadley, then Webmaster Brendan Mason, Fund Manager Brian West, Database Manager John Stevens and Website Coordinator, John Williams. Below are the minutes of last years meeting as agreed today at Bradwell 21.3.10. John Williams ****************************** EVENTIDE OWNERS GROUP 6th Annual General Meeting Saturday 28th March 2009
Held at Bradwell Cruising Club Marina Bar
Meeting formally opened by John Williams (JW) at 1.00pm. JW warmly welcomed the 12 registered members in attendance.
1. APOLOGIES. JW opened the meeting and welcomed all present. JW circulated copies of last years AGM Minutes and todasy’s agenda to all present. He read messages from 8 members who had forwarded their apologies. JW also thanked the staff present at the Marina bar for allowing EOG to hold AGM.
2. MINUTES. The published Minutes of AGM from last year dated 5th April 2008 were read over by JW and following proposal by Doug Hoadley (DH) and seconded by Darian Williams (DW) they were unanimously accepted as an accurate record.
3. REPORTS. 3.1 Database ManagerJW extended the apologies of the Database Manager, John Stevens (JS), who was unable to attend due to personal health issues. J W gave a brief report outlining progress and growth of the website owners database and stated he would cover some matters in greater detail at the Website Co-ordinator report3.2 Fund ManagerJW read out a Treasurers Report submitted by Brian West (BW) and produced accounts which will be appended to the website in due course. To summarise the financial position of the group a small net profit was made of £38.17 in the last year; resulting in a current cash-in-hand position of £1279.69 after all disbursements were made. Copies of the current accounts were circulated to the meeting. These accounts show the financial position of the group as at year end 29th February 2009. They are summarised in that Income was £929.45, Expenditure totalled 891.28 and Total Funds to Hand are £1279.69 with £1249.93 in the bank and £29.76 with Paypal. JW welcomed the accounts position and explained, like last year we continue to maintain a healthy financial position. 2.
Discussion took place around some proposed expenditure uses and JW asked to return to this area with a consideration of a Sea Cadets donation to be covered at Any Other Business (5).
The accounts were proposed as an accurate position to the meeting by Mavis Neale (MN) and seconded by Margaret Lonton (ML), they were unanimously accepted by those present.
3.3 Website Co-ordinator
JW explained that we have continued to increased in membership and the website has commensurably grown in size. He explained that whilst the site was functioning well there had been a few problems and as the site surpassed 1GB in size a new host provider might be required. JW detailed a great deal of help proferred to him
by Brendan Mason (BM) who had now become the de-facto Technical Advisor to
the group. A formal vote of thanks to BM was proposed by Mike Hoban (MH) and seconded by Mavis Neale (MH). The group unanimously agreed and gave Brendan (BM) a warm round of applause. JW then thanked the Steering Group members for their unstinting support throughout the year. JW reviewed a difficult sailing season with few dry favourable weekends and noted Mavis Neale’s (MN) warm hospitality at the Walton meet. He displayed a beautiful photo of a sunrise over the Pye End buoy taken on departing. Another good sail was the Cruise in Company event in October. JW moved onto activities through the website which had resulted in 68 Plans CD’s being sent and gave a breakdown of the requests as follows: Waterwitch 13 copies, Eventide 18 copies, Senior 17 copies, Riptide 8 copies, among Other Designs has been a copy of Colin Faggetter Teal design. JW said it appeared to be mainly restorers
purchasing the plans. Selway-Fisher are now producing a stitch-and-glue version of the Senior plans. It was a general wish within the group that more boats of our types are built and restored.
JW then returned to the Database from an update submitted by JS JW explained that work continues on the mapping function with JS and BM dealing with the technical conundrums it throws up. JW expressed his thanks to JS for his continued hard work maintaining and developing the database. JW stated that JS has continued to show outstanding committment to the Database upkeep despite difficult personal circumstances. JW outlined that we now have over 800 registered members who are joining on average at the rate of two per week. JW extended thanks to Nigel Seary (NS) for the donation of 1000 CD covers which should keep the group supplied for many years to come. 3.
JW explained that should it be necessary to change the web-hosting from Easyspace he will discuss it with the Steering Group and BM about how to proceed. At 1.1Gb the website is the biggest of its type within the UK. Among other items of note that have occurred in the past year JW has obtained the plans for a steel Alan Buchanan boat and he will write to the designer seeking permission to use them.
JW said it had thus been a successful year with a
number of former owners re-united with their former boats. JW then asked that NS and BM names be also added
to the Steering Group list. JW will (Authors note: this has been delayed by the delayed completion of the minutes by MH) A group discussion then ensued with various members thanking JW for his continued commitment to the group concluding with a unanimous agreement to a suggestion by BM that JW be supplied with an Uninterruptable Power Supply to prevent JW spending inordinate amounts of his own time rebuilding the website following power supply problems. This motion was formally proposed by MH and seconded by DH with unanimous agreement.
4 STEERING GROUP JW suggested that, with the above amendments included, the Steering Group be re-elected en masse. This was proposed by Jo Hoadley (JD) and seconded by Norman Hunt (NH). The group unanimously agreed the motion.
5 Any Other Business Discussion then returned to JW suggestion that an
annual donation to the local Sea Cadets group be established. The motion was proposed by BM, seconded by MN and unanimously carried.
JW requested that the procurement of an EOG stamp be deferred whilst ongoing computer issues were being addressed. This was proposed by JW, seconded by DH and again unanimously agreed. JW explained he hoped to obtain a similar anti-foul discount this year from Marclear to that given last season. JW gave details of members discount available from Craft Insure who have a link on our website and who support our Seamanship Awards. JW hoped that the Scottish and Solent Sections would hold meets as they had been thwarted by poor weather conditions last season. 4.
6 AWARDS JW stated that unfortunately he did not have examples of oustanding seamanship worthy of awarding the B arry Sturrock Trophy this AGM but hoped that a better seasons sailing later this year would give rise to one worthy of making the award in future.JW made an award to MH for taking the minutes (MH humbly seeks to return same for being so poor in returning completed minutes to JW in a timely fashion)
On behalf of the meeting JW extended the thanks of the group to Mike & Marie of Bradwell Marina bar for kindly hosting the meeting at relatively short notice.
In conclusion JW thanked all those for braving the chilly weather and travelling to attend the meeting and formally closed the meeting at 1.50pm.
J.W. ******************************
Here are the minutes of the 2007 meeting, as approved at the 2008 annual meeting. EVENTIDE OWNERS GROUP MINUTES OF 4th ANNUAL MEETING Saturday 24th March 2007
Third Annual meeting. Opened by John Williams at 15:07pm. 14 registered members present. Plus 1 late comer, delayed due to problems on the M25. 1. APOLOGIES. John opened the meeting and welcomed all present. He read apology messages from numerous members mainly concerning distance or a huge accident on the M25 that grid-locked all major towns and access routes in the area.
2. MINUTES. Minutes of last year’s meeting on 26.2.2006 read and agreed. Proposed by: Doug Hoadley. Seconded by: Mavis Neale. Passed unanimously.
3. REPORTS. 3.1 STEERING GROUP DISCUSSIONS. 2 of the major decisions that were made in the past year were: The scanning of available group plans. Now that we have sorted out the legal aspect of our drawings, we can copy them and offer them for sale, as long as we don’t make a commercial activity of it. Therefore the issue of the cost of large-scale scanning arose. o General Designs The scanning of any available drawings offered by members, friends, etc. o Colin Fagetter Designs. Colin generously offered us all of his designs for scanning. These will then be offered for sale, with a max of £10 royalty. There were 70 large format sheets to be scanned. As some of these sheets were very large, scanners of this scale were not generally available. JW found a very good deal with a local printing firm who did them for half-price, and some extra’s throw in. We now have all but the obscure Mouette and the steel version of the Waterwitch. Nearly there. Increased costs. JW has been creating the CD’s, printing the labels, driving them down to the Post Office, etc. all out of his own pocket. John Stevens proposed that the full, real cost of running the group should be reflected in the group’s expenses. Seconded Ann Morgan, agreed unanimously. To this end, the price of the cd’s and dvd’s has risen slightly to reflect this. To date, a total of 60 copies have been sent out.
Hopefully, in the future, we will be able to create internet links to allow a "virtual" meetings via Skype telephones. This may also be used for the Annual Meeting.
3.2. WEBSITE REPORT. The website has had a total of 79,036 hits. This, in a period of less than 4 years. It takes up a total of 900mb of webspace. As we have a current limit of 1gb, it is proposed to delete a second copy of the gallery pictures. (This was created to help in web editing but this has not offered the benefits over the space costs and is pushing us over our limit).
3.3. 2007 MEETS. The overall schedule has been created and will be posted on the website. We are trying to encourage other regions to organize their own local meets. All we need is a date and location and we will help organize rest.
3.4. OTHER VENUES FOR MONTHLY MEETS. The regular venue at The Bell in Danbury has been taken over by new management so we are looking at possible alternatives. The Anchor was tried last month but found to be "EOG-unfriendly". It is more a formal restaurant and does not lend itself to our rather informal format. JW will be reappraising The Bell and will try to negotiate a similar arrangement to the previous one. Watch the website for news. 3.5. DATABASE MANAGER REPORT. (Here is a summary. Further details to be posted on the website). MEMBERS. 505 Total registrants. 281 Owners. 99 Friends and Contacts 29 Ex-Owners and Members 8 Others 88 Status to be determined or ratified BOATS. 462 boats. Including those from owners and those reported via other sources. LOCATIONS. Our 505 registrants are spread all over the globe in 27 different countries. 345 Total UK 301 England 22 Scotland 20 Wales 2 Ireland 160 Total International 34 Australia 21 USA 16 New Zealand 13 France 12 NL 9 Canada 55 Others
3.6. ACCOUNTS REPORT. Accounts will be published shortly on the website by Brian West, Fund Manager. In his absence JW gave a report of the past year’s accounts for approval. The current cash at hand balance as £809. We had a Trading Profit of £398. The past year’s expenses to date are £479 and income was £877. JW explained that Web site Expenses were lower than expected due to the Web Hosting company giving us last year free, due to the errors of the year before. Extra costs were made for stocks of cd’s and labelling materials, also the cost of scanning all the Colin Faggetter designs, plus the enlargement of the Mail Inbox as it was not capable of holding all the incoming traffic. Income was higher than expected due to many cd’s and dvd’s being purchased, plus some large donations. JW noted that the creation of a PayPal facility has made paying easier for those countries that had no GB Sterling accounts. Proposed by: Darian Williams Seconded by: Doug Hoadley
4. ELECTIONS. Officers Elections – JW reported all officers have resigned prior to the meeting and wish to stand for re-election en bloc. Proposed by: Ann Morgan Seconded by: Brian Neale Re-elected unanimously. 5. ANY OTHER BUSINESS. 5.1 Quorum for Steering Group. JW informed us that it had been proposed at the last A.M. that we should consider raising the S.G. quorum from 2 to 3. Due to the nature of our internet-based group, the 2 decisions needed to be made by the Steering Group in the last year were made via email to the entire group. So, in actual fact, we always get a full quorum for any decision. However the proposal was agreed. 5.2 Vote of Thanks. JW read out a sample letter from many received, praising the website and all the help offered by those involved. A general vote of thanks for all of JW’s efforts was given by all present.
6. AWARDS. JW awarded the HBSC an EOG burgee for offering their clubhouse for our meeting, and for their excellent hospitality. It will be mounted in a place of honour when the clubhouse has been refurbished. (Replacing "the old one" still there). It was agreed that a meet will also be arranged during the summer months between the EOG and the HBSC. John Stevens was awarded a set of commemorative Trafalgar stamps for stepping in to take the minutes. The Best Article in the Spring 2006 Newsletter was voted to be Neil Beaumont for his article about ‘The Cause’. He was sent a set of Trafalgar stamps too. John Williams then brought the meeting to a close at 15:55.
****************************** EVENTIDE OWNERS GROUP Wednesday 22nd February 2006
First Annual Meeting. Opened by John Williams at 8.15pm. 10 registered members present. 2. MINUTES 3. REPORTS Accounts will be published shortly on the website by Brian West, Fund Manager. In his absence JW gave the current cash at hand balance as £469. The past years expenses to date are £130 and income of £240. JW explained that future costs will be in the region £150 to run the website and about £250 to purchase more burgees as the supply is almost exhausted. An interlocutory motion was proposed by Mavis Neale and seconded by Mike Hoban that John Williams should be recompensed for phone calls and stationery costs made in the interest of the Group. Motion passed unanimously. Accounts as presented were moved for acceptance by Proposer Sid Taylor, and Seconded by Brian Neale. Motion passed unanimously. The Database Keeper, John Stevens (JS), had sent his apologies so his report was given by JW. After some computer problems JS has now got the database up and running well with over 350 entries. These break down to about 250 owners and 100 friends. It is hoped that a location map showing members boats will be added to website soon. Members of the Steering group will be sent a copy of the database. Steering Group – JW reported on behalf of the Steering Group that no actions were required. The website is over 500mb in size but has nearly double that to grow into. Tim Gibson in Australia is now the website coordinator. The website has had 56436 hits to date and is one of the most highly regarded sites by YM, PBO et al. Research with JS will take place to see if we can have some sort of internet conferencing for next year's AGM to include our Australasian and Dutch members and maybe others. Drawings – The Waterwitch plans have yet to be scanned with the idea that they should be passed on to whoever needs them at cost. Plans for the 3 Tonner, Wild Duck, and Goosander are currently being sought. There is a possibility that some Goosander plans may be available to the group soon. Meets & Events – JW reported that a number of East Coast meets have been arranged and these are in line with last years events. Should any members from elsewhere want to suggest a venue and date they would be warmly welcomed. 4. ELECTIONS Proposed : Sid Taylor 5. ANY OTHER BUSINESS Mavis Neale asked that the minutes reflect the sad passing of Brian Sturrock during the year and a vote of thanks for his tenacious efforts in the formation of this group. Members unanimously agreed. Further thought will be given to giving a lasting memorial to Brian in the Group whether this is by an award in his memory or an event. Ann Morgan proposed a vote of thanks for all the continued efforts by John Williams in constantly promoting the growth and vitality of the Group. Passed unanimously. Further discussion were held on increasing the minimum quorum of the Steering Group for decision making from two to three persons. Those who expressed a view all felt that it might be stronger for the group. This is a matter to be looked at be the Steering Group itself and then brought forward at next years AGM for ratification if change required. 6. AWARDS Briony & Justin Findlay from Isle of Skye were awarded the 'Tillerhand'
device in recognition of the best article or log submitted to the website.
It can be read, with photos, online.
John Williams then brought the meeting to a close at 8.37pm. **************** EVENTIDE OWNERS GROUP
First Annual Meeting Opened by John Williams at 8.15pm. Agenda agreed by all present. 7 registered members present. 2. MINUTES 3. CONSTITUTION General discussion took place including written suggestions sent to John Williams to modify the constitution slightly from that posted on the group website. The modifications are: Section 5. AM - Addition of sentence ‘Nominees must also be registered for one year.’ Section 15. The Website - Addition of ‘and any forum(s)’ after words ‘The website’ at beginning of paragraph. Section 17. Code of Practice - Insertion of the words ‘within 1 month or’
in penultimate sentence after words ‘explain their actions’. Addition of
sentence ‘A opportunity to appeal will be give at the next Annual Meeting.’
at end of paragraph. 4. STEERING GROUP
5. WEBMASTER, COORDINATOR, & FUND MANAGER 6. ADVISORS STATUS Advisors do not have any extra voting rights or other influence over the group. 7. MEMBERSHIP STATUS
8. ANY OTHER BUSINESS The only other item raised was the suggestion by John Williams that the group holds Eventide Encouragement Days to voluntarily gang together to help a member who may have a particularly difficult task in building/restoring or to help a member get a boat finished.
9. VOTE OF THANKS
****************************** At the first or 'Inaugural' meeting at Danbury on Wednesday 23rd of February 2004, the new constitution was agreed. It is as you see it below. We are fortunate to have with us an owner who is versed in this sort of constitution writing, Andrew, we thank him for his guidance. The minute taker for the evening, Mike, has sent the typed up minutes, and I have amend the draft constitution and we will have now found a place on the site for it to reside. Alongside it will be the minutes of meetings and accounts in the fullness of time. A big thankyou to those who travelled to Danbury to help and to those who troubled to phone or mail in their comments and votes! In the end the snow did not materialise, but with the threat of it so real, many wisely stayed indoors! Another good night and meal, was had by all who attended!
********************************************** The Steering group, as voted in at Danbury at the 'Inaugural' Meeting, Re-elected 2005, 2006, 2007 and 2008, with the addition of two new members. amended 2009, see above. John Stevens , Database Manager, Eventide and Senior Owner Mike Field, 3 Tonner owner in Australia. Chris Sinnett, Senior owner, in Holland Doug Hoadley, Waterwitch Owner Nigel Seary, (elected 2008), Eventide Owner Brendan Mason, (co opted after 2008 meeting as Technical advisor), Wild Duck owner. The following were elected as well, Tim Gibson, Webmaster 2005 on, Waterwitch owner, Australia. Brian West, J. P. The Donation Fund Manager, ( Associate Member). John Williams, The Website Coordinator, Eventide Owner.
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For the Accounts see the Accounts page. **********************************************
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Contact us at enquiries@eventides.org.uk
reset Sept 2003