Meeting Minutes

Meeting: Committee Meeting
Date: 15^th May 2025
Time: 17:00
Location: Marina Yard Tower

Attendance

Joe Pilcher

Jason Mesilio

John Canepa

Suresh mahtani

Pepe Figueredo

Graham Olivero

Andrew Camilleri

Apologies

Johnny Buttigieg (Apologies)

Gareth Jones  (Apologies)

Agenda

1. Follow up with Amco mechanic on forklift repairs.
2. Nissen Hut works
3. Liaison with the Port on the Marina Survey
4. Implementation of Approved motions
5. Security Sub Committee
6. Pontoon Leader system to be started by Mr. Figueredo
7. Pontoon Leaders
8. Operations Committee to follow up Marina Maintenance scheme.
9. Office Hours
10. Accounts Structure
11. Yard New Structure

President welcomed the new Postholders

Minutes of the last meeting of the April 2025 were approved.

Agenda:

1.  Forklift Repairs

• Repairs are still pending although some work has been done on the Forklift and it is now working well.

2    Nissen Hut

• Meeting was held with the Engineer and the Contractor to finalise the works needed and a new quote was submitted by Selina. This was compared to the GJBS quote and it was decided unanimously to accept the Selina quote of £40200. (Quote attached for ease of reference). The President then explained that an overall study had been done on the number of boats that could be winterised in the Nissen Hut and it was determined that some 15/16 boats could be winterised obviously depending on size. The Committee looked at the overall cost of the works and the desire to depreciate these works in 3 years and decided that in the first year the cost per square meter for wintering would be £50 per square meter used. There would be an area around the winterised boat which the Pier Master would decide but in general the overall size and width of the boat averaged out to fit into a slot would be then times by £50. All persons applying would receive an estimate which would include the lift the wash and one day in the Yard so that the boat could be prepared for winterising and would have to take a decision before the end of Summer 2025. Winterising would be for 6 months and there would be a deposit payable for 50% of the value of the overall quote.

3. Liaison with the Port.

• Following the meeting with the Por, the Sub-committee representatives have had 2 on site meeting and have now a common list from which both sides are working to. The sub Committee will meet shortly to determine the way forward on Empty berths, Small/large boats on Large/small berths and derelict Boats and the classification of these. It would also determine the parameters for the changeover of berths etc..

4. Implementation of AGM Motions

• The President stated that all the motions had now been implemented with the latest being the Invoice sent to The Port with reference to the 45 FREE Berths that had been determined as being free and ready to be allocated by the Port. Failure by the Port to do so meant that these were charged to the Port as instructed by the AGM. The President felt that there would be another 25 Free berths after the exercise of the survey were finished

5. Security Sub Committee

• The Captain advised that the Sub Committee which had been set up as a consequence of the motion on the Security aspects of the Marina had met. Various matters had been discussed, and a report was being prepared by the Captain for discussion and costing by the Committee before it was prepared for discussion at the EGM. A list of the points brought to the Sub Committee would be included in the report mainly brought by Mr. Bautista. This President informed the meeting that the present security would be expanded as initially agreed on 1^st June  2025  (to the end of September 2025)  as agreed in the April Committee meeting. These patrols would also serve to look into the good governance of the Marina.

6. Pontoon Leaders

• The president reminded Mr.Figueredo and the Captain that the Official Pontoon What’s-App groups and leaders had still not been set up and agreed to meet this Sub Committee to ensure that it was set up before the end of May 2025 to help with the Summer season.

7. Marina Pontoon/Flex maintenance.

• The Operations Committee is preparing this report but need to contact MARINETEK before the study is set up to look at the initial contract if available.

8. Office Hours

• The President explained that following the establishment of the Yard, the administrative work had increased. The vice President also advised the Committee that a more thorough filing system was required in order to end=sure that a follow up record was kept of warning letters etc. This had been started but would also require more administrative hours. The President asked the Committee to increase the hours of the administrative contract by 1 hour to 2.30 until the ned of the first year at which stage a final decision would be taken.

9. Bookkeeping

• The President explained that following the establishment of the Yard and the more comprehensive preparation of accounts, payments etc., the existing system was unable to cope with this. He had discussed this with ASMS as the Marina accountants who had given the President a quote for these services (attached for ease of reference).  After a discussion the Committee felt that the system of accounts which had been set up was exactly what was needed and instructed the President to get a couple of quotes to determine the overall cost of this system for a final vote by the Committee.

10. Yard Future Boat structure and Payment restructure

• The Vice President as the overall Committee rep for the Yard explained that following the first six months of operations as the test made on the lifting of heavier and larger vessels now fewlt that the overall Payment and operational structure should be changed as follows;
• Haulage fee for vessels over 6 tons and over 9.5 meters in length and large sailing boats would have a new payment system as follows:

a) Haul out £180 and the same for putting back in the water

               b) £12 per linear meter for Power wash

               c) First 10 days, £16 per day, next 10 days £24 per day and thereafter £50 per day.

               d) £200 Surcharge

               e) Boats would only be lifted in off season i.e. July to December yearly.

This would be communicated to the Pier master by the Vice Chairman to start as from 1^st June 2025.

10. Yard Income

• The President explained that to date the income of the yard up to end of April 25 was in the region of £40,000. He felt that the yard cost were some £8500 per month so he believed that there would be a deficit at the end of the year. Notwithstanding a report would be prepared by the Treasurer and himself at the end of September as the overall cost were agreed. The EGM would then have to decide on the way forward.

Action Items

12. Fork Lifter
13. Nissen Hut Contract
14. Marina Survey
15. Security Sub Committee
16. Pontoon Leaders
17. Operations Committee to follow up Marina Maintenance scheme.
18. Bookkeeping

There being no further business the meeting terminated at 19.00 hrs.

Next Meeting

• Date: Thursday19th June 2025
• Time: 1700 hrs
• Location: Office at Marina Tower