AGM Minutes 6th October 2020

Minutes

1.     Apologies for absence

As above.

2.     Minutes of the 2019 SCMS AGM

These were circulated earlier, considered and agreed with no comments given. Proposer Nick Gladwell, seconded Bob Barnes. Vote was unanimous.

3.     Presentation of the Unaudited Financial Statement

 These were previously circulated. These were presented by Nick Gladwell. Proposer Nick Gladwell, seconded Mark Lockie. Vote was unanimous.

Profit and Loss accounts: Allan Larsen raised the IT and Software outlay for 2019 and Nick Gladwell explained that a new printer was purchased along with two new computers and a new server. Stuart Gladwell stated that the change to the internet had a start-up cost of £1000 but had changed the speed of the internet. Nick Gladwell stated that he believed that this had served SCMS well as these have worked well with everyone working remotely during lockdown. Confirmation of P&L accounts proposer Nick Gladwell, seconder Paul Owen. Vote was unanimous.

4.     Benevolent Fund income and expenditure accounts

Benevolent Fund accounts, Paul Owen asked what the consultancy fees were – Stuart Gladwell explained that this was a legal cost that the Benevolent Fund incurred in order to align with Charity requirements.

Confirmation of Benevolent Fund accounts: proposer Robert Barnes, seconder Nick Gladwell. Vote was unanimous.

5.     Appointment of the Society’s Accountants for the ensuing year

Menzies had been the SCMS accountants for 2019 and were proposed to continue in 2020. Proposer Mark Lockie, seconded Paul Owen. Vote was unanimous.

6.     Elect nominated Fellows to council

In line with the current articles and bye-laws (Article 60.1) the top third of the longest serving council members will retire from the council but may be re-elected. These are Ross Hunter, Mike Eccles, Paul Johnson and Robert Barnes.

Ross Hunter was re-elected onto the council, proposer Nick Gladwell seconder Paul Johnson. Mike Eccles has requested not to be re-elected and so will retire from SCMS council. Paul Johnson was re-elected to the council proposer Mark Lockie seconder Nick Gladwell. Robert Barnes was re-elected to the council, proposer Nick Gladwell seconder Mark Lockie.

David Pestridge has requested to resign from the council due to other commitments.   This was accepted by the President and the SCMS Council members.

7.     Elect a new President, active from 01 January 2021

Due to Covid-19 there has been a delay in the change of the President. At year end the Presidents will hand over and Marcus Lankford will begin his presidency from 1st January 2021, Nick Gladwell will become the VP A. Proposer Nick Gladwell seconder Robert Barnes. Vote was unanimous.

8.     Postpone the new president’s inaugural address until week 1 of the year 2021.

9.     To receive the announcement of Office Bearers for 2020/2021

Due to the current restrictions and the delay to the AGM it was decided that the current President will remain in his appointment until the end of the year and the Vice President will take up his Presidency appointment the first week in 2021.  Nick Gladwell will then become Vice President A and Vice President B will become available to fill.

Mark Lockie stated that due to the new timeline applied to the President and hand over to Vice President A the Vice President B could be filled following the 2021 AGM. Robert Barnes highlighted that the position still requires a Fellow of SCMS to take up the post. There was a suggestion that this should be changed within the constitution voted on electronically. 

A list of current Office Bearers used to be sent out alongside the Agenda, it was requested that this be reinstated for the following AGM 2021. Action: SCMS HQ to send out Office Bearers List along with Agenda for 2021 AGM.

10.  Receive the retiring President’s report

Delayed until January 2021. Mark Lockie suggested that the retiring report and the new president’s address could be sent out electronically in the same email. Proposer Mark Lockie, seconder Steve Clark. There were no objections.

The current President Allan Larsen said that the SCMS was doing really well and that he wished to extend his thanks to the office staff and council members for their time.

11.  Confirm the appointment of the Auditors and their Renumeration

Menzies have been used previously and were the suggested company for the following year’s audits. Stuart Gladwell asked if everyone was happy to remain with the current auditors and stated that Menzies renumeration was fair. Mark Lockie proposed SCMS remain with Menzies, Robert Barnes seconded. There were no objections.

Mark Lockie asked if SCMS were required to submit their accounts for audit. Stuart Gladwell stated that the accounts are placed on Companies House and the Benevolent Fund accounts are audited.  Allan Larsen added that the accounts are voluntarily audited before submission. Paul Owen stated that when he was dealing with the accounts the turnover was low enough that the accounts did not require a full audit. Stuart Gladwell stated that SCMS has upgraded slightly but still do not require a full audit.

12.  Any Other Business

Fishing Vessel Certifying Authority Update

The MCA used to certify and authorise Fishing Vessels through a company called Seafish. Seafish withdrew from survey activities, so the MCA asked Certifying Authorities if they wanted to take on the responsibility. The requirements were that the CA would need to pass ISO 9001 compliance and would require specific Fishing Vessel surveyors with the required experience. SCMS and MECAL were the two CAs that initially volunteered to become qualified to take on the Fishing Vessel requirement. The SCMS was able to take up the work within the required deadline and have therefore taken over certification of Fishing Vessels on the deadline of Seafish ceasing to certify.

The new element has employed Richard Blackhurst – previously of Seafish – as Head of Fishing Vessel Survey, 8 weeks into the contract the element is already in profit. Currently there are 38 records on the system for pre-registration vessels up to 24m. The MCA contract states that over 24m vessels can be specifically authorised in certain circumstances.

Stuart Gladwell stated that the Fishing Vessel Certifying Authority element to the SCMS has brought in more surveyors to the organisation, has given the SCMS financial profit and will also increase the member base, therefore proving beneficial to the SCMS.

Centenary Event Update

Unfortunately, the Centenary events have been further delayed and will now take place a year after they were originally planned for. The new date for the events are as follows: 17th June 2021 Centenary Dinner, 18th June 2021 National Oceanography visit. Allan Larsen suggested that perhaps the Cat Zero sailing that has also been delayed as part of the Centenary celebrations could be re-scheduled to 16th June 2021.

Covid-19 and Budget update

Nick Gladwell stated that the 9 months into the 2020 budget there may be concern that due to Covid-19 where the SCMS stands. The current prediction is that the SCMS would be £3,000 in profit but currently due to the FVCA this stands at £55,000 approximately. It was discussed how this money could be spent in order to further develop SCMS. Robert Barnes suggested that SCMS could look into the new Higher Apprentice Training Scheme. Paul Johnson stated that it would be beneficial for the Society to employ a Naval Architect, perhaps through the local University in Southampton that has maritime courses. Allan Larsen added that it was possible to get a kickstart from the local government to employ a graduate. Nick Gladwell said that it would be useful to have someone on site with regard to the scrutiny work.

The SCMS and VAT

Previously the SCMS has been outside of the rules of VAT due to the annual turnover being below the threshold. It has not been consistent within the Certifying Authorities, the work carried out for the MCA is seen as VAT exempt and the other work carried out not for the MCA is not exempt. Lawyers consulted have had opposing views in the past. The current CA work turnover with the addition of the FVCA is high enough now that the SCMS would benefit by having VAT charged. The SCMS has therefore registered for VAT and is now in the process of claiming back historical VAT. Currently Petar has found approximately £10,000 to claim back. Paul Owen added that subscriptions are not VAT liable. Stuart Gladwell confirmed that plan approval and stability is liable for VAT.

Fellow Proposal

Nick Gladwell raised that Stuart Gladwell has been a member of the SCMS for 5 years and is requesting to be nominated to Fellow.  Allan Larsen raised the issue of a potential conflict of interest on votes. Stuart Gladwell stated that he would be happy to remove himself from any votes that people felt were a conflict of interest and votes could be taken on a case by case basis. Nick Gladwell will request Stuart Gladwell complete the required paperwork to request approval for Fellow and the articles and byelaws could be checked to ensure compliance.  It was agreed in principle that there was no issue with Stuart Gladwell becoming a Fellow as long as there were no conflict of interests.  

Robert Barnes raised that sadly this year SCMS has felt the loss of three distinguished members.  John Wallace, Maurice Perrin and Past President Norman Finlay MBE.

The AGM was closed at 1126 hrs.

Stuart Gladwell was asked who the current Council members are and he listed Norman Finlay, Robert Barnes, Nick Gladwell, Ross Hunter, Mark Lockie, Allan Larsen, Marcus Lankford, Paul Johnson, Simon Oakes (co-opted with no voting rights), Graham Slack (co-opted with no voting rights), Stuart Gladwell attends as CEO with no voting rights. Mike Eckles has recently retired from the Council.