Council minutes 30th October 2014 ‐ At the Society’s Headquarters

1. Confirmation of Minutes to Last Meeting – 10th June 2014
The minutes to last meeting were agreed as being a true record on the proposal of Clive Robinson, seconded by Norman Finlay.  

2. Matters Arising
The Secretary clarified the approval of the expenditure last year for the database software development. Clive stated that the authority to approve major expenditure should be with Council, and acknowledged that at present the Memorandum, Articles and Bye-Laws were not clear on this point. 

Following a question from Chris Jones, Clive said that he had a written paper available today for Council to consider on his proposals for the Society. 
Bob took the meeting through other matters raised in the last minutes. 

3. MCA Codes
Norman reported that the new Brown Code consultation exercise ends tomorrow. The version printed for SeaWork was not entirely correct – some items still need to be updated and we need to push the MCA to incorporate the necessary corrections. Hopefully this replacement Brown Code will be introduced in the spring of 2015. 

Work continues on the Large Boat Code for vessels under 500t. He did not think it would be as successful as new Brown Code.  
Number of Vessels

The Secretary presented a table showing that we currently certify 1,110 vessels. Bob commented that many vessels with outstanding certification were, it has been discovered, due to vessels being sold or certificates not returned and the Society not informed.  

MCA Audit
The MCA conducted their annual audit during September. They picked up some problems/non-conformities on their pre-selected vessels. As a result we will be subject to an interim audit next year.  

In answer to a question from Maurice, Norman said that there was no particular commonality between the vessels picked up by MCA. Clive asked if an internal inquiry was necessary, Norman stated that the CA Committee was looking at all matters raised. Paul J added that we are developing a procedures manual which should address most of the points raised and a lot of other areas besides. 

Clive said he would like to see the action plan (detail not necessary) to see how the problems are being rectified. Bob said he could have access to the CA Committee minutes

4. Technical
Cheeki Rafiki & HRUs
There was a brief discussion on the Cheeki Rafiki casualty and keel securing bolts, and also the correct fitting of Hydrostatic Release Units. 

LNG
Bob said that we should be prepared for the introduction of LNG use for small commercial vessels as well as on big ships. Chris Jones commented that LNG outboards are already in use today. 

5. Membership & Professional Standards
The Secretary tabled a list of new members recruited since June 2013. He also distributed a table for the number of members over time, which included up-to-date figures. He also explained how ‘Life Members’ were created (by payment of a lump sum) however, this option was no longer available to members and had been withdrawn some years ago, hence why we do not have many Life Members remaining. 

Clive proposed that we separate membership and the element of surveying qualifications. We could also set up a surveying qualification, perhaps through partnership with a university, with modules for various ship/boat types and engines, to obtain Diplomas and perhaps leading on to Chartered Ship Surveyor status.  
The Secretary mentioned that, at present, he does not have the authority to qualify Certificates of Membership by an endorsement. It was felt that this should be dealt with later. 

Those present requested detailed discussion to be postponed until Clive’s paper has been distributed and studied.  

Bob recounted an exchange with Ross about a member who had requested to become a Codes Examiner. He added that we had written to his two member sponsors and two companies he had worked for to obtain feedback on his suitability for Codes work. 

6. Budget Manager
The Secretary reported that the Budget Manager, Mike Eckles, was unable to attend Council on this occasion. The Secretary took the meeting through his figures and the proposed budget for 2015. He also explained the increases in Coding fees and their contribution to the projected surplus in 2015. Paul J explained that clients come to the Society for the service we provide, Norman said that he had never received any complaints on our fees. The 2015 Budget was agreed. 

He also provided a more detailed accounts listing for those who requested a copy. Clive said he was used to receiving a Profit and Loss Account and a Balance Sheet from other organisations he is involved with.  

Bob explained the procedure being considered for late payments (Late Payment of Bills Act - which specifies 7.5% above bank rate,) Clive suggested that it was impossible to enforce and that lawyers would not touch it, he added that you cannot get money out of a big company in less than 90 days with some at 120 days, Clive added that in his experience these companies will pay when they want to pay and ignore the late payment charge because it will cost too much to collect. Chris recounted similar Small Claims courts problems where clients do not defend the claim and you go to the high court to get it enforced and send in the Bailiffs, you don't have the client any more and the costs are likely to be more than the outstanding amount. 

The Secretary stated that at present the Society does not issue certification until payment is received.  

7. Marketing, Recruitment, & Publicity
Clive confirmed he had been working on this and had prepared a paper which was distributed at the meeting. He believed the Society needs to give something to the Members. He preferred to wait until Councillors had read his paper and then to discuss. It was noted that there would be an estimated excess of funds in the order of £30,000 from income for next year. Bob said we have to sell the Society and increase the Membership. Clive suggested a monthly emailed/web Newsletter was more suited to today’s technologies (Newsletters being required by the Articles and Bye-Laws). Maurice stated that he had tried marketing exercises before, he warned that it was unlikely to work. Clive stated that if we want younger members we need to be on services such as Linked-in & Twitter and improve the website to enhance services for members to encourage new members to join by using the same type of services they are already using. He agreed that the term Marketing was wrong, Events Management was more relevant. Organising events and telling members what is going on. Chris added that you need someone to match these tasks. John said he would use the term ‘Promoting the Society’ which could include a marketing element.  

It was agreed that we need someone to take on all these tasks and that it should be tied in to our programme for next year. Norman added that before we start on this project we need to be clear what we are doing, he reported that with IMarEST only 18% of their members are British, the Institution of Civil Engineers was much the same, as was RINA, the point of this is that if we are going to spend this money we need to be sure we are targeting the right people. Chris said that we need to be sure we target the right areas where we earn our money such as P&I, Lawyers, Hull Underwriters, etc., the Annual Dinner should target these areas and perhaps include a targeted guest on each table.  

Clive said the candidate needs to be someone who has a knowledge of the industry with an organisational capability. Possibly a woman between 35-45, a ‘communications assistant’.  
Maurice suggested a meeting with Michael Grey. Bob agreed and asked the Secretary to arrange a lunch meeting between Michael Grey, Bob, Maurice and Paul O.  

Clive said that the Website needs redesigning so that members can load their own information, including specialisations, so that potential clients can search for, e.g., a hull surveyor in Dubai.  

8. Staffing in Office
The Secretary reported that Keith Richardson, who was on a six month trial, has proved to be unsuitable in addition would could not meet his expectations regarding annual leave, he will leave in November. His replacement is Beverley Gallehawke employed on a three month trial basis, who is proving to be very promising. 

9. Presidential Activities
The President reminded that he had visited Gibraltar during the summer and his report had been circulated to Council. He had a good reception from Gibraltar Maritime Authority (GMA) and he agreed to provide them with Membership Directories and a sample draft agreement (Jersey). He added that GMA had indicated that, when we have sufficient vessels with them, they might require to Audit us, possibly in combination with Jersey. ACTION NEEDED TO ADDRESS THE REPORT’S ACTIONS, PLEASE. 

He added that he has a trip to Genoa in December for the FEMAS ExCo and AGM. 

10. Society’s Events Programme to Support Clients
Bob will produce a programme for the coming year. 

11. Benevolent Fund
The Secretary reported that £2,000 has been awarded to Jim Lauder’s wife for respite care on the recommendation of Norman with support from Paul J. 

The Secretary had discussions with several councillors about changing the source of Peter Hick’s monthly payment so that it came from the Benevolent Fund. They were in agreement to this. He had consulted our Accountants on how best this could be achieved and the end result is that his payment should pass through our PAYE scheme for tax deduction. Any funds used to provide his monthly payment from the Society will be recovered periodically from the Benevolent Fund.  

Norman brought to attention Geoff Heaps’ situation, he is nearly blind and recently lost his wife who needed constant care towards the end. He suggested that we make an award to him so that he can take a well-earned break. £1,000 was suggested and agreed.  
A request from John Wallace was tabled, it was noted that his wife was extremely ill in hospital and also John has difficulty getting around. It was agreed that £800 would be awarded to John. 

The Secretary pointed out that the Benevolent Fund does not have a significant amount of cash at present so some of the investments will need to be cashed in to repay the value of the awards to the General Fund. 

12. Society’s Bye-Laws
The Secretary reminded that the authority of Council is required to amend the Bye-Laws as instructed by the EGM, he also pointed out that, in addition to the Bye-Laws listed by the EGM, Bye-Law 27a also needs to be amended to remove the reference to Districts. This was all agreed. 

13. Any Other Business
The Secretary reminded Bob that his term of office as President comes to an end at the next AGM. There was some discussion on this and it was agreed that, at this significant time of change in the Society, it would be in the interests of the Society to have continuity of the Presidency for a further period. Bob said he would consider the proposal. 

14. Date of Next Meeting
The Secretary pointed out that the next Council meeting would usually be held after the Annual Accounts were ready for Council’s approval in March next year. The actual date to be agreed later. 

There being no further business the Chairman closed the meeting at 16:15.