Committee Meetings
Note. There is a printable PDF link at the foot of each set of minutes + an Adobe reader download link if needed This link will take you to the Management Committee page giving names and contact details. Management Committee Below are the notes of the last three (24th Nov 08//11th July 08 / 27th Nov 07) Committee meetings. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Access Class Association UK Committee
Minutes 24th Nov 08 A meeting of the ACA (UK) committee was held on 24th November 2008 at Hillingdon Outdoor Education Centre, Harefield, Middlesex. Present
Bill Mitchell Rutland
Joyce Smith Rutland
Gordon Harle Rutland
Chris Emmett Rutland
Richard Smallwood Frensham
Andy Sheath Frensham
Paul Holzherr Frensham
Brian Thake Northampton
Steve Sawford Steve Sawford Marine Ltd
Ron Sawford Steve Sawford Marine Ltd
David Staley IACA Executive Officer Also in attendance Gwyndra Emmett (Rutland). Apologies
Dave Durston Whitefriars
Ann Lewis Colne Valley
Janet Lee Sussex Yacht Club
David Cousins Woolverstone 1. Chairman’s Welcome
Richard welcomed everyone to the meeting.
Richard informed us that he had received a resignation from the committee from Janet Lee due to difficulties with travelling. The meeting asked Richard to pass on our thanks to Janet for her inputs to the committee. In order to maintain an input to the committee from the Sussex YC Richard had invited Pat Jackson to become a co-opted member. Pat had agreed. Richard asked for approval for this co-option from the meeting. The co-option was unanimously approved. 2. Minutes of the previous meeting
The minutes of the meeting held on 11th July 2008 at Burghfield Sailing Club were accepted and approved. 3. Agreement for IACA Executive Officer, David Staley, to participate in the meeting as an observer
The members agreed that they would welcome David Staley’s participation in the meeting as a non voting member.
David introduced himself and gave the meeting a brief report of the activities of this visit to Europe and the UK. Key points mentioned were as follows:
• Neither the Scud 18 three person boat or the Liberty XS were accepted by the IFDS as Paralympic boats.
• The Scud two person will be retained for the 2012 Paralympics then reviewed for the 2016.
• The 2009 Access European Championships will be held in Camargue, France in September. The actual dates are yet to be confirmed.
• David congratulated and thanked us for the UK involvement in last years French Nationals saying that it helped lift the standards of racing. He added that UK Access sailing is functioning at a very high level and providing a good example to many other countries. 4. Programme of TT events in 2009
4.1 Approval of overall programme. Andy pointed out that one club had asked for a change of dates to the programme tabled. Taking this into account, the committee approved the overall programme as presented by Andy and Ron.
4.2 Further consideration of which events to make ‘open’. It was agreed that all ACA UK races including the traveller series and the national championships should be open and that any competing sailor can win any of the prizes awarded.
4.3 Number of events to count for TT overall result. It was agreed that 5 races should count.
4.4 Review of arrangements for Northern and Southern area championships. It was agreed not to run northern and southern championships in 2009 and to review this decision for 2010. The trophies will be collected in and stored for future use.
4.5 Consideration of whether to split the 303 class into one person and two person divisions and/or to change the minimum weight requirements.  (David Staley encouraged the association to adopt the terminology one person and two person boats rather than single or double handed.) It was agreed that for all ACA UK Access racing events 2009 303 one person and 303 two person classes will be separated. Also the 303 one person wide seat dinghy may be sailed with a double hammock seat or any other single or double seat. It was also agreed that no weight regime will be applied to any of the Access classes.
4.6 Assistance to race teams at host clubs. Steve confirmed that both New Forest and Whitefriars had asked for assistance in the race management which he had provided. It was agreed that, at each event, there needs to be a ‘technical delegate’ from the ACA UK committee available to give support and advice to the club. Ron should include this in the host club events pack and point it out at the meeting with the host club. On the day the technical delegate should make him/herself known to the host club organisers pointing out that they are available if needed. It was felt that the quality of the events in 2008 were in general an improvement on the previous year.
4.7 Arrangements for briefings and first starts at ACA UK events. After a full discussion on this matter it was agreed that recommended times for briefings should be 10.15 am and first race 11 am. Ron will include this in the host clubs events pack and on the overall programme.
4.8 Arbitration hearings at TT events. These were found to have worked well during 2008 and will be continued until further notice.
4.9 On water judging. Although it was agreed that the trial of this at Frensham worked well, it was decided not to continue with the practice for the following reasons. It was felt that it was unlikely that an independent and qualified judge could be provided at all events and also that the fact that the sport is in general self regulating was considered to be valuable. Nevertheless the emphasis given to rule keeping at both briefings by Richard and after racing training sessions (with George) were felt to be valuable and should be continued.
4.10 Entry fees. Because of the fact that in many two person boats one of those people are sailing in order to enable the other to sail it was agreed that entry fees should be levied per boat and not per person. Therefore the entry fee in 2009 for 303 two person boat will be equal to the entry fee for the 303 one person boat. The prize structure will stay the same i.e. a prize each for the helm and the crew of the two person boat. 4.11 Any other racing event business.
• It was agreed that Ron should change the briefing notes to host clubs and inform them that the suggested time limit per race should change from 45 minutes to 30 minutes.
• Gordon asked if we could specify a preferred racing course. After a full discussion it was agreed not to specify.
• Ron was asked to request that host clubs displayed on the notice board the morning race results at lunch time if at all possible. 5. Proposals for changes to ACA UK class rules and special rules.
It was agreed that the ACA UK events should now be raced under the international class rules. The technical committee will work to bring the UK special rules in line with the international rules. David Staley said some modifications may be possible under the international rules but would need international technical committee approval. The UK technical committee will work under Richard’s direction on this. One of the areas specifically discussed that the UK committee will give special consideration to was that of in race reefing and outhaul adjustments. 6. Consideration of PY numbers for the Access 2.3, 303 one person, 303 two person and Liberty.
Richard will apply to the RYA to list the following as trial PY numbers.
2.3 = 1850
303 one person = 1700
303 two person = 1730
Liberty = 1650
Scud 18 = 1060
Ron will change these on the website. 7. Progress on the involvement of more severely disabled people.
The ACA UK demonstration boats and equipment that were provided for us by the Bruce Wake Trust and for which annual funding for three years is being provided by RYA Sailability is being extensively used in demonstration events, racing events and shows. This will be continued throughout 2009. Anyone interested in having the boats for any of the above should contact Steve Sawford on 01536 330477. 8. Possibility of training sessions run by George Barker.
Ron pointed out that at his last conversation with George at the Frensham TT he had said that he was hoping to organise some racing events over the winter months possibly at Rutland and/or at Frensham. Richard will contact RYA Sailability and/or George and get further details on his plans regarding this. Both Chris and Andy suggested that a two day event such as a dedicated training weekend would be more attractive as many people have an overnight stay at a one day event and the prospects of two days sailing would make that more worthwhile. 9. Treasurers Report
Paul presented an income and expenditure sheet for the period 1.4.08 – 19.11.08 as follows:
Income
Donations 775.00
Entry fees 370.00
Grants 2000.00
Interest 163.71
Transfers 1000.00 Total Income 4308.71 Expenses
Demo boat expenses 128.80
Sundry expenses 135.13
Travelling 246.00
Transfer 1000.00
Demo boat insurance 205.63 Total Expenses 1715.56 Balance 2593.15 Latest account balances:
17.11.08 Lloyds TSB …..521 2337.30 CR
14.11.08 SLB …..263 5890.82 CR
21.11.08 Worlds 2010 ….007 Lloyds TSB 0.00 Total Funds 8220.12 CR Steve pointed out that he will soon be transferring the funds from the sale of boats. David Staley told us that the IACA has sail levy funds to transfer to us. Paul will follow this up. 11. International events in 2008 and plans for 2009
11.1 French Nationals. After a full discussion on this it was agreed that it was a good experience and that it would be good to take part in this in 2009. Details will be included on our 2009 racing programme and on our website by Ron.
11.2 European Championships, Camargue, September 2009. It was agreed this would be a good event to take part in and Ron will include details on the 2009 racing programme and website.
11.3 Kiwi Cup. David told us of the Kiwi Cup, Auckland, New Zealand which will include an open Liberty world championships in conjunction with the IFDS one person championships. UK sailors are eligible to enter this. David to send details to Ron, Ron to publish this on the website.
11.4 Andy gave us a report on his experience at the Neo event at Camargue in 2008 highlighting the luxury and ease of use of Eurostar and TVG and the beautiful venue of Camargue, plus the excellent hoisting facilities that they had. 12. 2010 Access World Championships
The committee were given a full report by Richard and David on the progress made to date. Main points included:
• It will be possible for an individual to enter more than one class.
• There will be no racing for 303 Sport model or the 2.3 two person model.
• Boats will only be available for hire to foreign competitors.
• It is not envisaged that UK entries will be limited.
• Entry fee will be around £100 per boat.
• UK interest in entering this event will be surveyed.
Paul asked questions about publicity and pointed out that he would be interested in making an input on this. He would get together some information to present to the Worlds organising committee at their next meeting.
Andy pointed out that sailors who are used to being hoisted in their boats with the non sling type hoist may need a sling provided. Richard will keep the committee informed of progress on the 2010 Worlds. 
14. Publicity
Ron pointed out the need to attract the services of a person with journalistic skills who would be prepared to become our publicity person. There are many magazines, websites etc who are eager for articles on sailing and we, as a group, have many excellent stories, for example, Simon’s progress from 2.3 to Olympic Class. We need to consider how we can advertise this vacancy. If anyone knows of such a person, please let Ron know and he will pursue it. If a person was identified it may be possible for us to cover their travel expenses and for them to be co-opted to the committee. 15. Any Other Business
• It was suggested to Brian (whose club Northampton Sailability will be running the 2009 Nationals) that a programme of six races be planned with a race duration of 40 minutes with Race 1 Saturday morning, Race 2 and 3 back to back Saturday afternoon, Race 4 and 5 Sunday morning and Race 6 Sunday afternoon.
• David Staley informed us that the class has a responsibility to train people to be accredited as national level measurers. John Figgures had volunteered to do this. If we fail to train such people we can jeopardise our ISAF accreditation as an international class. Richard to take this forward.
• Steve and Gordon asked that we include the Scud 18 on the Access class  website. This was agreed. Further to this Gordon asked that the Scud committee be left to run Scud business but with a formal link to the Access Class Association. Ron pointed out that the Scud 18 is an Access boat and that it should come under the management of the ACA UK. The committee may be happy to retain the Scud committee as a sub committee and reporting to the ACA UK. Gordon will co-ordinate talks between Ron, Richard, and George Barker as to how the two groups can best come together.
• Bill asked how the traveller series team trophy points were calculated. Ron explained the formula used. Bill will report this back to his group.
16. Plans for future meetings
Richard asked the committee to deal with all future work up to the AGM through e-mail discussion and we therefore envisage our next face to face meeting to be at the AGM on 11th July 2009. All members were asked to respond to the circulated e-mails even if just to acknowledge receipt and agree or disagree or have nothing to add. For an easily printable PDF version click the following link ACA(UK) Comm Meeting 24th Nov 08 If you do not have a PDF reader you can download Adobe Reader free. click this link for the download page Adobe Reader _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Access Class Association UK Committee A meeting of the ACA (UK) committee was held on Friday 11th July 2008 at Burghfield Sailing Club. Present
Bill Mitchell Rutland
Joyce Smith Rutland
Richard Smallwood Frensham
Andy Sheath Frensham
Ann Lewis Colne Valley
Janet Lee Sussex Yacht Club
Gordon Harle Rutland
Chris Emmet Rutland
Brian Thake Northampton
Ron Sawford Steve Sawford Marine Ltd
Steve Sawford SSM 1. Apologies
Paul Holzherr
Dave Durston
David Cousins 2. Election of Officers
In accordance with the constitution the committee selected the following officers:
Chair Richard Smallwood
Vice Chair Joyce Smith
Treasurer Paul Holzherr
Secretary Ron Sawford
It was agreed that the above four officers would form an executive sub committee and could make decisions on behalf of the committee when a full committee discussion was not possible or not considered necessary. Vice Chair (Access World Championships) John Morley (Co-opted) Technical Sub Committee Richard Smallwood
Gordon Harle
Brian Thake
Steve Sawford (Co-opted) Events Team Ron Sawford
Andy Sheath
This events team to organise Traveller events including Northern and Southern Championships and the National Championships. This events team will not organise international events. Manufacturers Representative Steve Sawford (Co-opted) 3. Future Meetings
There is a possibility that there will be a committee meeting at the Rutland event. If this is so an agenda will be circulated well before the event. The general plan is to have one or two meetings after the last 2008 TT event and before the first 2009 TT event. 4. Communication
People were urged to respond to e-mails even if just to say ‘yes I agree’ or ‘no I don’t’. It is important that all committee members express their own and other members views in the e-mail discussions. So please respond.
For an easily printable PDF version click the following link ACA(UK) Comm Meeting 11th July 2008
If you do not have a PDF reader you can download Adobe Reader free. click this link for the download page Adobe Reader _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Access Class Association UK Committee A meeting of the ACA (UK) committee was held on 27th November 2007 at Hillingdon Outdoor Education Centre, Harefield, Middlesex. Present
John Morley Rutland
Bill Mitchell Rutland
Keith Harris New Forest
Joyce Smith Rutland
Richard Smallwood Frensham
Andy Sheath Frensham
Dave Durston Whitefriars
Ann Lewis Colne Valley
Janet Lee Sussex Yacht Club
Johnty Dickinson Woolverstone
David Cousins Woolverstone
Steve Sawford Steve Sawford Marine Ltd
Ron Sawford Steve Sawford Marine Ltd Also in attendance Chris and Gwen Emmett (Rutland). Apologies
Brian Thake 1. Chairman’s Welcome
John Morley welcomed everyone to the meeting and thanked them for their attendance. He stressed that we should all bear in mind that racing is only a part of the Access Dinghy sailing experience and we must make every effort to include in the work of this committee wider activities such as encouraging new people to take up sailing the Access boats, and encouraging organisations providing sailing for people with disabilities to be aware of, and to gain access to, the best equipment for that task. It was suggested that each member of the committee takes away the action of getting clubs in their areas involved. It was confirmed in fact that many areas were already doing this and would continue to do so with new vigour. 2. Minutes of the previous meeting
The minutes of the meeting held on 15th August 2007 at New Forest Sailability were accepted an approved. 3. Co-option to Committee
Brian Thake of Northampton Sailability was co-opted to the committee. 4. Programme of TT events in 2008
4.1 The committee approved the overall programme as presented by Ron and as published on the web site.
4.2 Decision whether to make all events open: after a full discussion the following was decided.
• That all Traveller events (not including the National Championships) will be open to all sailors.
• That the prize structure will be that main prizes for 1st, 2nd and 3rd places will be sailed for by sailors with disabilities only and that an extra consumable prize will be available for the first open competitor.
• That the VAT status of a boat is not the responsibility of the ACA and will not appear in any of our racing rules.
4.3 Northern and Southern area championships: after a lengthy and detailed discussion a decision needed to be made between holding a north and south three event series and a north and south one day event championship. The north and south one day championship won the vote 7:4. On a further request another vote was taken between the north and south one day championship and no regional championships at all. The north and south one day championship won 8:4. It was stressed that we needed to make every effort to advertise these championships more effectively in order to attract sailors to them extra to those competing in the TT series.
4.4 Number of events to count for overall TT prizes: it was agreed that the best five results from the ten events will be counted. It was also agreed that there will be no differentiation between north and south events.
4.5 Proposal to apply a time handicap system for servo assist competitors or a separate servo assist prize. After a detailed discussion it was decided not to apply a time handicap system. A strong influence towards this decision was the concern that some TT race management teams would not be able to apply them. It was also decided not to give a separate prize as the numbers in this category are fairly small and giving a separate prize in these circumstances could be seen as patronising.
4.6 Should the 303 class be split into single and double handers: this subject resulted in a very comprehensive discussion. It was decided that the numbers in each category did not make it practical to split them. However there was concern that the 303 wide sailed with a hard seat as a single hander had an advantage over both the 303 wide two up and the 303 sport. Two suggestions were made regarding correcting this difference. 1. That the boat in this mode be sailed with the main sail only. It was decided that trials needed to be carried out to evaluate this mode of sailing before any decision could be taken. Therefore these findings will be took into consideration for the 2009 series. 2. That the boat in this mode is ballasted with an extra 10 kilos. It was decided that this would be applied throughout the 2008 series.
4.7 Proposals to change the start sequence and order of ACA UK events. After a brief discussion it was decided not to change the start sequence or order of starts of ACA UK events.
4.8 Assistance to race teams at host clubs: an events pack is provided to each club that hosts a racing event. It was agreed that this should be changed to include an invitation to host clubs to request help from the Association in running the races. The highest level this help will take would be for the association to provide an assistant OOD. John asked that Ron put this question to the host club at least four weeks before their event and if they do ask for an assistant OOD to put this request through the Chairman to the committee. It was also suggested that the Association offers to provide a person capable of chairing a protest committee. Richard described the new RYA system of using a qualified arbitrator in an advisory capacity in order to make every effort to resolve the disagreements before a protest committee is established. This was accepted by the committee and Richard will write this into the rules of the Association. Ron to include a section on this in the events pack.
It was also asked that a section of the events pack covered the hoisting of people into and out of their boats and stressed the following points:
1. The strongest possible team of helpers
2. Effective management of the placing of boats on the hoist areas of the pontoon (possible marking of boats that will be needed for the hoist.)
3. Stressing the need for boats to be moved from the hoist area after the sailor is hoisted in, to another area where helpers can assist with the final rigging and fitting of special equipment so that others can use the hoist.
4. The need for the person managing the hoisting to be in contact with the race officer so that they can inform them when all people are hoisted in.
 5. The use of power boats to tow the sailors using hoists to the start line if needed.
It was also suggested that the entry forms could be changed with a section, say a tick box, saying that the sailor needs hoisting and a master sheet to list the names of all those who need hoists and the race officer uses the following formula regarding briefing and racing start times. Number of people to hoist multiplied by number of minutes to hoist (10) as a guide for the time between end of briefing and start of first race. (Include this formula in both the hoisting section and the briefing section of the events pack. Ron to carry this out.
4.9 Arrangements for briefings and first starts at ACA UK events. It was agreed that first starts should now be 11 am. Ron to change this on the programme, and include a briefing section in the events pack that will attempt to lay out the requirements of a good briefing (i.e. including all that is needed in as brief a way as possible.) It was also agreed to apply the briefing suggestions made in 4.8 above. 5. AGM
It was agreed that the AGM would be held at the Association’s National Championships. 6. PYs of Access Dinghies
After Richard presented the committee with the facts it was agreed that as from the 1st April 2008 the following PYs will be applied:
2.3 = 1850
303 (all models) = 1730
Liberty = 1700
Richard asked that any clubs using these PYs include them in their annual returns to RYA. 7. Project involving more severely disabled people.
John reported that the boats and equipment purchased for this project are now available (Steven had brought them to the meeting for people to see). As this project was originally raised by Dave Durston the committee asked him to take the lead and carry out an e-mail discussion in order to take it forward. David stressed that the issues involve more than just getting the boats and people around. He had made further progress regarding the harnesses and was fairly pleased with the way the harness worked. We should include one of these with the rig. He is also working with Bath University to develop a life jacket that keeps the person in an upright position. He also would like to see the development of this project through the web site. 8. George Barker training
Johnty reported that George Barker is attempting to plan a training session for the Access class in the spring of 2008 and believes that it might be more constructive if the 303s and the 2.3 sessions were held on different days. He further suggests that the venue hosts agree to provide boats for those people that are not able to trail boats and that the two venues he would like to use are Rutland and Frensham. Richard described and stressed the value of these one day sessions. The committee agreed the following:
• They would like to go ahead with two sessions but do not want to split the 303s and 2.3s.
• They would like to see a northern event (Rutland) and a southern event (Frensham).
• They would like it to be mid week and not before 1st April 2008. Frensham would prefer a Tuesday or Wednesday and Rutland would prefer a Monday. Both clubs felt that boats could be made available to those who could not trail their own.
There was an enquiry as to whether the cost of these events would be covered by RYA or the individual sailors. Johnty was asked to feed these points back to George Barker and to let us know the outcome. 9. Treasurer’s Report
Johnty presented the income and expenditure of the Association from 1.4.07 to 26.11.07.
Income
Donations 975.00
Entry Fees 332.00
Grants 2000.00
Interest 345.16
Total Income 3652.16
Expenses
Administration 515.91
Bank Charges 0.00
Demo boats 10453.07
Sundry expenses 39.67
Total Expenses 11008.65 Overall Total (7356.49) Johnty pointed out that much of the sum recorded under donations was from Steve Sawford Marine Ltd plus a generous donation from Frensham. The grant of £2000 was to provide funds for demonstrating the Association’s new demonstration boats. Administration was a repayment to Steve Sawford Marine Ltd for printing and postage charges. Ron pointed out to the committee that the majority of this amount was the cost of copying and posting the voluminous rules documents etc. to every member for the AGM and suggested that as the rules are now posted on the internet we may be able to avoid these sorts of costs in the future. He added that Steve Sawford Marine had covered most of the other copying and postal expenses themselves. Johnty stressed that there was a need to make as many savings as possible on the costs of trailing and supporting boat demonstrations. It was pointed out that the donation was provided specifically for this task and that we need to encourage people to give their time and effort to the task of demonstrating the boats but nevertheless the group accepted the need to do this in as economic a way as possible. Johnty also reported the details of the insurance policy that covers the demonstration boats. The executive committee had approved this in order to get the boats insured in time for their first outing (which was before this meeting). The committee ratified this decision. 10. Dinghy Show
John will keep us informed of any Access Dinghy activity at this show. 11. International events
Richard reported that David Starkey had suggested that the next Access Worlds would be held somewhere in Europe in 2010 and asked if the committee would like to put forward a bid to run this event in the UK. He also said there was likely to be a European championships on alternate years thereafter. John will talk to Ian Harrison about holding the Worlds in the UK in 2010. keith stressed the need for appropriate accommodation. Ron reminded the committee that we in the UK sail under our own rules that are different from the international Access Dinghy rules and we may wish to consider unifying our rules with the international rules before 2010. 12. Publicity
The committee discussed e-mail newsletter and decided that although it is nice to have such contact with the membership a much more interactive means would be to enable an internet community discussion group. Keith described his new web site (which the committee welcomed with enthusiasm) and felt confident that he could achieve that with this. Richard pointed out that local publicity works well and encouraged other clubs to maximise this resource. John reported that the trifold leaflet that he produced last year will be used for publicity throughout 2008. Steve told the committee that as part of the development of the www.sailingforall.com web site the Association parts would be published on a new web site called www.accessclass.org.uk and asked the Association’s approval for the purchase of this name. The committee agreed. Keith offered his services in developing this site. Ron stressed to Keith the need to keep the rules section of his site fully updated to ensure that we do not have different versions available. 13.Any Other Business
• Richard, in liaison with Johnty, will do the changes to the Access Dinghy General Rules, Special Rules and Sailing Instructions.
• Johnty will send Ron the updated rules by mid January 2008 so that he can include them in the TT briefing packs.
• Joyce asked that postcodes were provided on the racing programme to aid people who have sat nav systems in finding the clubs. 14. Plans for future meetings
John asked the committee to deal with all future work up to the AGM through e-mail discussion and we therefore envisage our next face to face meeting to be at the AGM on either Friday 11th or Saturday 12th July (date and time depending on the National championships programme). For an easily printable PDF version click the following link ACA(UK) Comm Meeting 27th Nov 07 If you do not have a PDF reader you can download Adobe Reader free. click this link for the download page Adobe Reader _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
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