TS Zephyr

CATERHAM SEA CADETS – TS ZEPHYR

Minutes of the ANNUAL GENERAL MEETING

held Friday 5 June 2009 at 7.30pm

Present
Tony Skilbeck (TS - Chair), CPO Pete Atkins, Aaron Clarke (CO), Sally & John Bradstreet, JN Briggs (former
Treasurer), Wendy & Derek Ellsmore-Creed, Stevie Eteson, Judith Fearis, Richard Fearis (PPO staff), Marian Flint
(CI - Admin), Simon Flint (Treasurer), Frances & Mark Franklin, Bob Frost & Andrea Frost (Chair – PSA), Mr Jim
Greenwood (CI Bandmaster), Helen Haggard (Vice Chair), E Hartnup, Melanie Jones, Martin McCluskey (Business
& Management Director, South Area), Chris & Marian Milne, Kieran Miles (PO staff), Nick Morcey, Jo Piper, Martin
st
Rawlinson, Heather Rose, 1 Lt Juliette Rose, Mitchell Sheldon (PPO staff), Richard Smith (District Chairman),
Graham Tanner (PPO staff), Sheila Wallace, Peter Wilkins and Valerie Wilkins (Secretary)

The evening started with the Cadets‟ parade, inspection and colours, followed by group photographs.

1. Welcome & Opening Address by Unit Management Team (UMT) Chairman

Tony welcomed those present and said how good it was to have the cadets on deck, too. He welcomed
Martin McCluskey (Business & Management Director, South Area) and Richard Smith (District Chairman),
who was standing in for Ray Mitchell.

2. Apologies for Absence

Ken Nixon and Ray Mitchell (District Officer)

3. Minutes of the AGM 2008 for adoption

The Minutes were circulated and agreed. Adoption of the Minutes was proposed by CO and seconded by
Sally Bradstreet and signed by Chair as an accurate record.

4. Matters Arising
There were no Matters Arising.

5. Chair’s Report
5.1 TS started by thanking the UMT for their dedication and for supporting the Unit. The Unit was now a happy
and friendly place; a very different place from 2 years ago and a number of former staff have returned
thanks to the CO‟s enthusiasm and commitment. A lot of good work has been done however there are still
improvements to be made and maintained.
5.2 TS asked that the efforts of Helen Haggard (Vice Chair) be recognised for her valiant fund-raising efforts
and Andrea Frost (Chair PSA) for her fund-raising, tuck shop and catering provision skills – in particular the
Cadets‟ Christmas Mess Dinner. He continued that Simon Flint (Treasurer) was ever efficient and works
hard to curb CO‟s enthusiasm! He thanked Sarah Webster for her involvement with PSA and was standing
down because of work commitments and Valerie Wilkins who is standing down as Secretary for family
reasons; he said she will be sadly missed for her efficiency and lovely smile.
5.3 TS continued that TS Zephyr was the first Unit to become Westminster compliant and Marian Flint (Admin)
is keeping things up to date and maintaining the status quo. Marian was recently honoured with the
Civilian Award Rose Bowl at the Unit‟s Presentation Evening in January.
5.4 TS said that was sorry to say that he couldn‟t say the Unit had purchased a new minibus, but it has
acquired a larger and slightly more modern one. The nominal mini-bus replacement fund now stands at
£9,000 – this has increased in recent months by £1,000 due to appeals by HH which resulted in donations
from, among others, David Gold and Warlingham & Whyteleafe Parish Councils. A further 100 letters
appealing for sponsorship have been sent out to local commercial organisations; we are in difficult times
but we must keep trying to obtain funding.
5.5 Grant funding from MSSC in the past year has enabled the installation of an emergency lighting system,
the purchase of a new cooker range and the start of works to address DDA (Disability Disadvantage Act)
requirements. The female heads are being converted to be disabled friendly (thanks to Roy Holman) and
several doors are being widened. These are works in progress.
5.6 TS continued that, starting this month, works will commence to re-clad the damaged roadway elevation in
solid timber (which will then be painted white) and improvements will also be made to provide fire exits at
each end of the building. He thanked Bob & Andrea Frost for arranging the electrical enabling works.
When these works are completed, a DDA compliant ramp will be installed at the main entrance, thanks to a

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grant of almost £5,000 from Surrey Grassroots Scheme. But, the „jewel in the crown‟ of the building works
programme carried out to date is of course the excellent new Quartermaster‟s station – courtesy of CO with
some assistance from CPO Peter!
5.7 A survey for asbestos materials in compliance with the Control of Asbestos Regulations 2006 has been
carried out and TS was pleased to advise that the Unit has no issues in that area. Portable appliance
testing (PAT) has been carried out and a regime for portable fire fighting appliance and boiler servicing has
been set. After this, there are plans to re-decorate the building following the variety of works, etc in-house.
Volunteers are always welcome. Please contact Tony if you would like to assist. TS then said the final job
would be to re-lay flooring in the corridors. CO corrected him by saying „gangways‟!
5.8 TS continued that, in an effort to understand “Jack (Tar) speak” and many other aspects of the role of the
UMT in managing / supporting our Unit, he, AF and Secretary attended a training course at Farnham
earlier in the year. In addition, TS & CO + two members of staff attended the Southern Area Conference in
Hampshire, where the Unit was awarded with the Franklyn Plate by the Captain of the Corps “for the Unit
that had done well despite adversity.”
5.9 On the safety front, Chair is liaising with the First Lieutenant to carry out regular monthly health and safety
inspections.
5.10 Several very useful Unit Working Parties have been held when a considerable amount of sorting and
clearing out has been done. TS thanked all those who had been involved, particularly the Fearis family for
their great work in clearing and tidying.
5.11 Finally, TS was pleased to advise that Frances Franklin has agreed to take on the role of Grants Co-
ordinator. Frances has been given details of some available grants and relevant contacts; it will be her job
to keep her ear to the ground for available grants and co-ordinate the submission of applications. She will
be making her first report back to the UMT at their meeting on 24th of this month.

6. CO’s Report
6.1 CO first thanked TS for joining the Unit last year, becoming Chair and providing stewardship to him. He
thanked the UMT, uniformed and civilian staff. The staff is the main reason the Unit is driving forward; last
year there were just 8 staff (5 in uniform), a temporary Chair, vastly expanding numbers of cadets and
much uncertainty. Now staff numbers have increased to 13, with uniformed staff increased to 10. Staff
development is increasing, with 10 staff attending MAST in April and all staff are now First Aiders.
6.2 CO continued that not much boating had been achieved last year (with only 778 cadet hours on water) but
changes to Friday nights (until 10pm) mean that already 215 cadet hours on water have been achieved.
6.3 CO is investing in B Tech and Duke of Edinburgh‟s and a letter has been sent to all cadets nearing their
14th birthday to take up the opportunity of the Duke of Edinburgh‟s Scheme. He continued that he is
running the Unit like a business, with all that entails. Health & Safety checks and Risk Assessment are
carried out every night, particularly while boating. CO himself carries out a nightly check. Donations have
paid for fire alarm equipment which will allow Residential Weekends.
6.4 Organisational re-structure has enabled CO to be overall responsible for the Unit but delegation will enable
him to have a night off as staff knows what is best for the cadets.
6.5 The Unit has been criticised in the past for mis-communication. The CO shouldered responsibility; he has
improved the website, has information boards and a diary at the Unit, and there is always a member of staff
who knows what is going on.
6.6 CO continued that there is now a good social structure; staff are happy, which makes for a happy Unit.
Enrolment Nights are good and Presentation Nights are slick.
6.7 The Cadet Working Group is headed by PO Fearis and Leading Cadet Flint. Nineteen cadets are going to
Summer Camp, nine to HMS Raleigh and a Summer Camp for juniors is in the pipeline. The highest
number of cadets is doing Class 1 & Class 2 and the Unit‟s Parade Guard led the Remembrance Parade
last November.
6.8 Finally CO said that it is important for him to have the following goals:
 To pursue the Staff Development Plan, with courses throughout the year
 Seek out staff for the Band (which has folded because of lack of staff)
 Build upon Succession Planning, through UMT and staff
 Maintain and improve standards
 Continue with ambitious promotion regime.
6.9 Finally, CO told a story. The moral of this tale is that, occasionally we should all just stop and take stock to
ensure we are doing the right thing.

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7. PSA Report
7.1 Andrea Frost advised the floor that the PSA accounts were available for inspection at the front if anyone
was interested.
7.2 The opening balance at 31 March 2009 was £1,295.49. Income from fund-raising activities raised £161.60
and donations raised another £35.60, making a total of £1,492.25.
7.3 Outgoings totalled £290 - £88.34 for cadet‟s Christmas Mess Dinner, £70 for trophies and £131.79 catering
for various events, making the closing balance as at 31st March 2009 £1,202.12.
7.4 AF continued that PSA will attend the Coulsdon & Caterham Fête, to raise money for social events (ie
Christmas Mess Dinner, and socials). The Cadet Working Group asked for sweatshirts and these have
been designed by the cadets themselves and cost £14 each. They can be worn for competitions, etc. A
letter has been sent to all parents asking if their cadet would like one.
7.5 Helen Haggard took up the reins here and said that she has been involved in House-to-House collections
and Flag Days. The next House-to-House is being held on 15-19 June. After September more funds will
be needed. House-to-House collections are held at Coulsdon, Warlingham, Oxted, Caterham & Kenley
and three times a year parents are required to accompany the cadets in these fund-raising efforts.
7.6 HH continued that approx £7,000 a year is needed just to run the Unit. And, to increase the Minibus fund,
more funds must be raised and this is where parents can help. Thanks must be given to staff and UMT for
giving up their time to fund-raising.
7.7 Last year Carol Singing raised a disappointing £157 but this year (11 December) it will be held outside
Caterham Station, so will hopefully raise more. House-to-House collections have raised £5,907 and bag-
packing raised £1,208. HH continued that Saturday morning is a great day for street collections BUT more
parents are needed to ensure that more cadets can be out with their tins. Bag packing is being held again
this Christmas and also in July. Parents were asked to support their cadets. CO mentioned that he has
obtained permission for 15 cadets to go on board a Dover – Calais ferry the last weekend in June. Those
who collect will be nominated for this trip.
7.9 Finally, HH said that she and AF will be having a stall at Caterham Carnival and asked if anyone had any
spare bottles or jars or new or good quality used toys for the TS Zephyr stall.

8. Treasurer’s Report & Adoption of Annual Accounts

8.1 The audited accounts were circulated and it was noted that donations had amounted to £981.79 and street
collections + bag-packing had raised the magnificent sum of £7,115.55. SF said that he just counts the
money and tries to stop CO spending it!
8.2 SF asked if there were any questions. Q1 Norman Briggs asked why there had been no expenditure on
AA Membership. A1 SF replied that the current minibus insurance includes AA cover, therefore separate
cover is not required. Q2 Martin Rawlinson asked why there was a sum of £850.70 for un-presented
cheques. A2 SF said that this is money that is counted as being spent, but the cheques have not yet been
cleared. Q3 Derek Ellsmore-Creed asked why the £795 in tax returns hadn‟t been caught in gift aid. A3 SF
answered that this is the amount already recovered. Several items come under these parameters and
should become fairer. There was a period at beginning of 2007/8 where it wasn‟t certain where several
monies came from. MM said it would be helpful if more parents could sign a Gift Aid form to prevent this
situation happening again. Q4 Martin Rawlinson asked if the Unit were still in contact with Mounts Bay.
A4 SF answered that yes, Mounts Bay were very close to the Unit and had donated £108 to funds. PO
Bradstreet will be the Unit‟s Liaison Officer with Mounts Bay and only last week a notification was received
inviting cadets and staff for a week on Mounts Bay in September
8.3 Adoption of the Annual Accounts was proposed by Helen Haggard, seconded by Bob Frost and agreed by
all present.

9. Election of Unit Management Team

9.1 Richard Smith, District Chair, advised that Tony Skilbeck, Simon Flint and Helen Haggard had agreed to
stand again. They were proposed by CO and seconded by Valerie Wilkins and thanked by the floor with a
round of applause. As Valerie is standing down, Sheila Wallace was proposed by Bob Frost and seconded
by Valerie Wilkins. Valerie was thanked by Richard and received a round of applause from the floor.
9.2 Richard asked whether there any nominees from the floor? No nominations were received. Post meeting
note: Anyone who wishes to be elected to the UMT can put their name forward and be co-opted at the next
meeting.

10. AOB
10.1 Q5 Derek Ellsmore-Creed said that there were two people who had 67 years of experience between them
and yet were not allowed to visit the Unit. Why? A5 TS replied very calmly that both Derek & Wendy were

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there in person at the meeting and were welcome at the Unit. Q6 DE-C asked again whether he and Mrs
E-C would be able to attend the Unit on Social occasions. A6 TS said yes, they would both be welcomed
at the Unit on Social occasions. Q7 Mr Morcey, a parent, said that the numbers of juniors seems to be
declining and wondered if this was because they were feeling left out. Will they be able to take part in
boating activities and visit Mounts Bay? A7 CO answered that the perceived decline in juniors is because
many of them have reached 12 years old and become Sea Cadets. It is hoped to increase numbers;
recruitment for juniors is in the pipeline, particularly in the Warlingham & Whyteleafe areas. A member of
staff has been designated for juniors. Yes, juniors can take part in boating - at Hedgecourt - but not in
rowing boats as they would be too heavy for them. Insurance is the key; they will not be able to take part in
the P&O ferry trip either as that is MOD indemnified and Mounts Bay has age limits; for some things cadets
must be over the age of 14. CO spoke to Mr Morcey at the close of the meeting.

11. Presentations & Closure of the meeting

11.1 By way of the Unit‟s appreciation:
A bottle of wine was presented to Martin McCluskey, who said thanks, but he was only doing his job. He
went on to say that he has been involved with Caterham Unit more than any other in the South. He said it
is wonderful the way the Unit has pulled itself together and now had a capable UMT, dedicated staff and
was now verging on being excellent. He would be surprised if the Unit is not awarded a Burgee, the
highest order of achievement, at the next Presentation Parade. He suggested that TS Zephyr could run
seminars on how to become a better Unit! The CO, renovation and decorations of the building have clearly
helped morale.
11.2 Martin then mentioned that, although the Unit was awarded a Pennant despite the CO having been
incapacitated due to his motor car accident and it was being presented tonight. Valerie Wilkins was asked
to accept the Pennant as her last UMT duty, which she did. The Pennant was then handed to a cadet who
raised it alongside colours.
11.3 Finally Valerie was presented with a beautiful bouquet of flowers by CO, who thanked her for being the
Secretary. She said a few words and was applauded by the floor.
11.4 Chair called the meeting to a close and said that there was a BBQ and drinks for those who wanted them.

The meeting ended at 21.10

Valerie Wilkins, Secretary

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