committee meeting minutes - army gliding club (wyvern · web view2021. 3. 19. · minutes of the...

Minutes of the Army Gliding Club (Wyvern)

Annual General Meeting heldSaturday 24th Feb 2018

Attendees:

Alec Watt AW Neil Godson NG

Paul Jessop PJ Ken Marsden KM

Chris Pullen CP Gerry Sturgess GS

Tochi Marwaha TM Matt Williams MW

Allan Tribe AT Andy Leak AL

Paul Lutley PL Terry King TK

Dawn Hadlow DH Steve Runyard SR

Colin Hornbuckle CH Gordon Walker GW

Dan Palmer DP Alicia Carpenter AC

Jonno Jones JJ Sam Smith SS

Geoff Moody GM Ken Moules KM

Ken Marsden KM

Apologies

Neil Godson NG Jamie Sage JS

Paul Wright

Andy Gibson

Alan Burch

Philip Piper

PW

AG

AB

PP

Sam Prin

Dan Carter

Neil Sexton

SP

DC

NS

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http://wyvernglidingclub.co.uk/

Minutes of the AGC(W) AGM heldSaturday 24h Feb 2018

Minutes: PJ

Ser

1. Apologies were received as listed above.

2. Matters arising from the previous meetings (Jan 2016)

There were no actions arising and outstanding from the minutes of the previous AGM, these were then proposed as a true record of the event. Proposed: Ken Marsden and Seconded: Tochi Marwaha

Carried

3. Chairman’s Report

A copy of the text of the Chairman’s Report is at Annex A. Key messages:

4. CFI’s Report :

The CFI’s report is at Annex C.

5. Treasurer’s Report

Copy of the 1514 (Annual Statement) is at Annex B.

The accounts were accepted following audit as a fair reflections of the club’s activities. Proposed`: Tochi Marwaha and seconded: Dawn Hadlow.

Thanks to the Audit team of Colin Hornbuckle and Ken Moules

The Secretary represented the Treasurer.

It was specifically noted the excess of expenditure over income in the year.

With the loss of the ETPS course and now the Qinetiq Airmanship course, the level of club income is likely to be reduced. It is intended to utilise the QQ Airmanship course slot for a further Military course, but the Sec made the point that AGC(W) needed to a) maximise its income and b) control its costs. It was noted that preventing and damage to gliders resulted in significantly lower insurance and repair bills. Self evident, but essential.

No rates changes for membership or flying fees were put forward at this time.

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The Secretary also raised the level if Glidex Debtors (approx. £4K overall), with failure of visitors to pay quite significant. Members, where they brought visitors to the airfield, were encouraged to take responsibility for the bills to be paid.

6. Safety Officers Report

The Safety Officer’s report was covered by the CFI.

7. Membership Secretary

The club membership was reported as of 24 Feb 2018 at:

Full 15Full (Corporals and below) 2Full (Courses) 35Associate 16Associate (Contract) 9Associate (Life) 4Associate (Special) 15Reciprocal 5Social 3Social (Life) 1

Total 107

It was noted that this was down on previous years, but also identified that the timing of courses with 12 months membership validity had a significant effect on the stats.

Membership renewals are due now, the Membership Form includes acknowledgement of having read Flying Orders

8. MT / Trailers / Ground Equipment The repairs to the winch are ongoing due to the

weather and my bad back. Estimated at 3 weeks to complete.

The 4X4 continues to give good service but Will need the front tyres changing before mot and will require a service.

The tractor and gator are both serviceable both need an oil change.

Tost winch continues to give good service generator

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and electrical systems all operating correctly.

All trailers need there annual service and fittings checked.

There is a continued lack of Club Members support on ground equipment.

6. Aircraft Fleet Management

Heavy landings must be informed.

Inspectors are finding damage to gliders that should have been reported either when it occurred, or through Daily Inspection.

Secretary recorded that all aircraft had been fitted with new 8.33Mhz gliders this year as a result of AGA funding, a significant investment in the Fleet.

The aircraft were recorded at following Annual Maintence status:- LS4 – Subject to AD, awaiting parts- HYT – complete- A15 – ongoing- LS8 – complete- DG1000 – planned for Jun- Motorglider – Due 50Hr check (on 6 months), Annual

due Aug 18.

7. Election of the Committee for 2016/2017

Election of Committee. AW said that the current committee is as follows: Executive Committee:Chairman Major Alec Watt CFI (Local Head of Training) Tochi Marwaha DCFI (Gliding, MG) Major Allan TribeTreasurer Neil Godson Safety Officer Chris PullenAircraft Fleet Manager Matt Williams MT Officer Ken Marsden Membership Secretary Paul Lutley Military Liaison Officer Sgt Steve Runyard RAFSecretary Captain Paul Jessop RNCourses Officer Sgt Paul Wright

Members with Special Responsibilities Club Calendar/FEF Ali CarpenterParachute Member Dawn Hadlow Bar Member Terry King Instruments Member Alan Burch

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Winch-master Sam Prin Corporate Flying Member Dawn Hadlow Grounds member Andy GibsonGlidex system managerGlidex Data manager Andy Gibson

All Committee Members were re-elected

Chairman continues to seek a new Glidex Manager.

Dan Palmer was proposed and accepted role as ICL co-ord

8. Annual Wyvern Trophies

Merit Cup (Meritorious service to Wyvern GC): Alan Burch:

Mike's Mug (Development): Jonno Jones:

Barry Perks Trophy (Overall endeavour): Sam Prin: Sam is a stalwart who can be depended on for his hard work and commitment. Not only does in keenness rub off but a day’s gliding is made easier with his presence. He leads through demonstration from ground handling, winch and also through instruction.

Having completed his Basic Instructor Sam demonstrates good gliding with the ability to hang in air on nothing that we can only admire.

Acquilla Cup (For the Best Ab Initio Pilot): Sam Smith

Tempus Fugit (Fastest closed circuit flight from Upavon): Allan Tribe

CFI Trophy (Robbie’s Wren): Dan Palmer: Dan came on WGC 2 having successfully passed flying grading with the AAC. His progress on the

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course was excellent and he was sent solo after 23 instructional flights. He has been a regular member of the Club and progressed rapidly to the LS4. He went too Halton and went solo on the arrowtow. The next achievement was getting his Gold Height in Aboyne in October. He has nearly completed his Bronze Papers and will be doing his Bronze flying checks soon.

Chairman's Challenge: Ali Carpenter: Ali is not only a shining ambassador to women’s gliding but to all. Ali’s commitment and drive to achieve has been rewarded this year with her cross country success. Ali co-ordinates and organises the ICL’s, Friday evening Flying and the very onerous task of arranging the duties.

Ali also makes a day’s gliding run with clockwork ensuring fairness on the winch and duties shared and the cakes she brings in are very tasty too!

Henry's Trophy (height): Dan Palmer: Gold Height (pre-Bronze!)

XC Shield (Open)

Ali Carpenter: 7398Allan Tribe: 7179Sam Prin: 7063 (5 flts only) XC Shield (Non-Comp)Allan Tribe: 7179Sam Prin: 7063Paul Jessop: 4137

Special Nomination:

Ken Marsden for Life Membership. Ken has consistently put many hours into AGC(W), in particular the ground equipment and facilities, and has previously won club trophies for that endeavour. It is time to more permanently recognise that commitment. Nominated by Paul Jessop and Tochi Marwaha.

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Minutes of the Army Gliding Club (Wyvern)

Annual General Meeting heldSaturday 24th Feb 2018

9. AOB (Any other business)

Hanger Update: The Secretary updated on progress with the provision of a Hanger and other ground infrastructure issues. This is detailed at Annex D.

Bar: The Chairman has instructed the Bar Manager to purchase no new stock, due to irrecoverable financial losses. This is a sad situation.

The importance of logging flights on the BGA ladder was re-iterated. It was the primary source of data on here gliders operated in an increasingly confined UK airspace.

10.Next Annual General Meeting – Jan 2019 (exact Date TBC)

17:00 Clubhouse

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http://wyvernglidingclub.co.uk/

Minutes of the AGC(W) AGM heldSaturday 24th Feb 2018

ANNEX A: CHAIRMAN’S REPORT 2016 – 2017

Safety – This is not a dirty word. We have improved on our safety over the last six months since I imposed a stand down to re-asses our culture around the club. The committee acknowledges that it still owes a body of work post the stand down and this is something that we will address as a priority. I remind all members that safety is all of our responsibilities. POST MEETING NOTE: Sgt Geoff Moody has agreed to take over the role of Club Safety officer from Chris Pullen.

Recruiting and Retention – We must do better at this. Although I am delighted to see more service members being retained, we must both recruit and retain more. This means making the club an attractive place to be and to maximise our flying opportunities. If each member was able to recruit and retain one more person each, the club would double in size (obviously) and therefore generate more income and reduce the burden on all of us doing duties etc.

Air Cadets – We have a different culture to the Air Cadets but we have managed to fly alongside them for the last 20 odd years and we must continue to do so. In order to operate alongside the ATC and thus be allowed to remain on the airfield the committee has agreed certain changes to the way we operate. We must acknowledge and adhere to these changes. Also, don’t give the ATC ay grounds to submit a DASOR due to something we have done. Think before you act. If you are concerned with something that they are doing then please bring it to the attention of the DI on the day.

Contribution to Club activities other than flying – In order to keep the club flying we all have to undertake tasks that may not be directly related to jumping in a glider and flying. There is lots to do and if you are unsure but want to help, please ask. You should all want to help. The committee is made up of volunteers, if you haven’t been on the committee yet of not for a fw years, consider what role you might like to undertake and volunteer next year.

Income generation – For various reasons (none of which we decided apon) we have lost our revenue from both ETPS and QientiQ this year. This means we are ‘down’ several thousand pounds before we start. I don’t want to have to raise prices so if you have any ideas on how we can generate extra income, let me know.

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ANNEX B: TREASURER’S REPORT 2016 – 2017

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ANNEX C: CFI REPORT 2016 – 2017General

This has been another steady year in terms of flying and the statistics reflect this when compared to the previous year. Of note was the trial we ran for joint operations with the ATC which concluded that we could operate safely with the ATC using a single circuit.

The ATC started to operate mid August 17 and there have been a few misunderstandings about what activity can be conducted where. This will be resolved soon.

Flying

Standards. It has been notable that we only had one reported incident of poor flying. Otherwise it has been a fair year. The perennial problem of landing close to obstacles seemed to have gone away, that said I urge you to maintain a high standard. There have been a few incidents of low final turns, caught out by trying to get to our side of the field. If you are running out of height then land safely on the ATC side. There was one serious airmanship issue when one pilot chased one too far and just managed to get onto the airfield, DI reported the wing tip on the final turn was at 50’ and the wingtip no more then 20’ above the ground

Instructing. The club had 7 Full Category Instructors, 5 Assistant Category Instructors and 2 Basic Instructors, down from the previous year of 9, 7 and 3. We ran 4 Basic, one Qnetiq and one Battle Back courses. Unfortunately the ETPS evenings got cancelled by Boscombe Down whilst they looked at their internal processes. Paul Wright again has done an excellent job to maximise attendance on all our courses. Again this year I am grateful to all the instructors and helpers who worked on the courses and appreciate that some instructors and helpers did so on more than one course. Without this help we would not have been able to deliver the courses.

Duties. Ali Carpenter has done an excellent job of running the Duty Roster for me. I am grateful for this support. It is the appointed instructor’s responsibility to arrange a stand in if they unable to do their duty. One issue that has raised is the commitment of some Duty Pilots, there have been many times when the DP has not turned up and/or informant the Duty Instructor.

Flying Statistics. The statistics show that the usage of club aircraft remains relatively steady, although we are down on launches from the previous year. Some of this can be attributed to poor weather.

Launches

Year 12 A15 HYT A4 A8 Private Hired Total2013- 278 1002 1437 234 76 173 3250

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20142014-2015 202 1545 1455 105 52 121 35262015-2016 131 1616 1124 111 27 151 166 33562016-2017 180 1294 1194 192 16 151 45 3072

Hours

Year 12 A15 HYT A4 A8 Private Hired Total

2013-2014127.1

5 170.00 253.05 128.00 104.00 169.05959.3

0

2014-2015138,0

0 255.50 237.45 134.00 60.00 156.25988.1

5

2015-2016 86.34 253.19 193.06 63.57 45.03 199.23 15.35863.3

8

2016-2017122.2

9 234.40 218.29 74.24 20.48 187.40 5.32862.0

2

Motor Glider

Year Launches Hours2013-2014 258 159.102014-2015 179 99.002015-2016 163 74.112016-2017 131 66.02

The motor glider usage is down. We currently have no MG instructor. Some Club members have expressed a desire to get an NPPL and I am trying to resolve this.

AchievementsWe had 7 Solos of which 2 were noteworthy because of their perseverance, Paul McCarter and David Pitkin. David now has decided to fly near Malvern and Paul had a sabbatical working on his house but has restarted.

Glidex is a great tool and I looked at all the flying statistics. Of note was to mention the 200 Club, members who have flown over 200 flights recorded on the system. Some members do fly at other clubs and these are not recorded.

Leading the 200 pack is Paul Jessop with 278, followed by Paul Wright at 218 and Sam Prin at 211. They also did over 50 hours flying each.

Safety There have been two serious rigging incidents which were reported and very fortunately a major mishap was avoided. Other issues reported to the Safety Officer,

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four ground handling incidents which did cause some damage. The issue of reporting incidents is still there. We cannot judge how well we are doing if incidents go unreported or change our processes to improve our operations.

Maintenance

The lack of a hanger is now a major issue as most of the glider covers are virtually unserviceable. That said the effort to keep the fleet serviceable is appreciated.

Summary

A reasonably successful year, despite the little drop in launches but the hours flown are comparable.

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ANNEX D: Secretary Report Hanger and Ground Infrastructure

AGC(W) Hanger – Progress Update for 2018 AGM

Background: Up until 2010, AGC(W) utilised surplus capacity for both hangarage and ground facilities on the North side of Upavon Airfield, this was under an unregularised Encroachment basis. In 2010, AGC(W) (and 622 VGS) were ‘evicted’ from these buildings on the basis of resurgent primary military need. In 2010, agreement was reached with Establishment CO for AGC(W) to utilise a strip of surplus ground sandwiched between the Perimeter Track and the boundary fence on the South side of the airfield. AGC(W) subsequently established its ground facilities on this area consisting of: 2 * Portacabins (clubhouse and aircraft workshop), storage ISO container, Toilet unit with rain harvesting and Generator Unit and Bulk LPG Tank. All facilities were procured and installed at AGC(W)’s own expense, no public funds were used. No covered aircraft storage was available, the south-western part (coloured pink in the Lease Plan) of the rented land is used for external aircraft storage. 622VGS also utilise a piece of similar land immediately adjacent to AGC(W)’s; through public funding they had an aircraft hanger built but which has no utilities connected (this building would be immediately adjacent to the AGC(W) proposal). Project Need

Statement of Need: Approval of the SoN by DIO and Land Infra is required before order can be placed and construction started. After considerable prompting, DIO CST now appear to have lead to try and reach conclusion. A further meeting is scheduled for 2 Mar to gain agreement on what needs closing out to enable that agreement.

Leasing Arrangement: Through a Tenancy at Will the use of the land on the South side of Upavon Airfield was regularised in 2011. The current rental is approximately £2000 per year, abated through previous agreement by Chain of Command (4 Div, as was) The Hanger is planned to be built on this existing land, no further area of ground is required. It is reasonably expected that any future Lease will have an associated Rental Fee of the same order as currently paid, as the purpose to which the land is being put is unchanged; to the best of knowledge it is land that has no other purpose and any building erected on that land will be at AGC(W)’s cost. There is a risk that DIO, as Landlord, will attempt to re-value the land utilised and therefore increase the rental fee. AGC(W) is not a legal entity in itself that can enter a Lease, the Tenancy at Will is in my personal name. Therefore, the Army Sports Control Board previously agreed they would take the Lease with DIO LMS on AGC(W)’s behalf. DIO were, I understand, accepting of this, but progress to achieving it has been slow. I believe a ‘Heads of Terms’ has been provided by ASCB (not copied to AGC(W)), but it is not clear as to its status - this is a key question for DIO LMS and ASCB.

The progress toward the lease will be examined at 2 Mar meeting.

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Planning Permissions: Temporary Planning Permission from the Wiltshire County Council local authority for the portacabins was gained and expired in 2015. The portacabins are therefore currently outside of planning and could be subject to enforcement action. This has been forestalled by designing the new hanger to incorporate the portacabins and hence they will disappear when the hanger is built, similarly the current ISO containers will be removed leaving just the generator/toilet units and LPG Tank. AGC(W) is therefore seeking to gain permission to proceed with the hanger such that demonstrable progress can be assured to the Wilts LA Planning.

A separate brief on the implications for Wilts CC calling in an enforcement on the existing facilities is attached. THIS IS A SIGNIFICANT RISK TO AGC(W) FOOTPRINT. Local Authority Full Planning for the proposed hanger was achieved in Oct 2016, with a validity of 3 years to start the build. AGC(W) funded and applied for itself the Planning Application (with contracted support), no public funding was called upon, DIO were kept fully informed of this action and their permission (as Landlord) to do so was obtained. AGC(W) does not have any ‘aerodrome permitted development’ rights, as it is not the landowner. Utilities: There are no utilities (electrical power, water, sewerage) on the South side of Upavon airfield. All power supplies, water storage and waste storage, have been installed by AGC(W) with no connection to any fixed service on site. There is no intent or expectation of changing this. The new hanger will not have fixed utilities, any power requirements will be met by extension of AGC(W)’s ‘off-grid’ system currently installed. The electrical installation is fully Certificated. There are therefore no enduring utilities costs associated with this project. Funding: Funding for this project has been sought and obtained from the Army Central Fund, Nuffield Trust and Army Sports Control Board - all non-public funding. The funding has been consolidated and is currently held by the ASCB ‘on account’ at about £220K. Continuing delay in progressing to approved build raises the risk that re-costing of the hanger may result in cost increase.

AGC(W) has already committed £14K to the hanger costs (part of the business case for the non-public funding). There is a risk that re-costing of the hanger and transaction costs of the build will require additional AGC(W) funding. It is strongly recommended that AGC(W) release the equity it has in the LS8 (50%, approx. £20K) to provide additional capital liquidity during this phase. Note the LS8 has an operating cost of about £4K per annum (exc additional AGA Levy), and the lowest utilisation of any AGC(W) operated aircraft. Building Design: Plans are in process of being converted by preferred contractor to engineering drawings for Building Control and procurement. Building Regulation and Control:

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As recently confirmed by DIO Building Control (Sutton Coldfield), since this is not a public/MoD asset demonstration against Building Regulations for the hanger can be by utilisation of the Local Authority Building Control. This will include compliance of design and construction, inc materials used. It was recommended that DIO lMS, as Landlord, was informed of the compliance to provide assurance that the building on defence land was acceptable and not compromise any adjacent building (the 622 VGS hanger). Fire Safety: A Defence Fire Safety Regulator Project Fire Officer has been assigned. He has been unable to engage on this non-public project until it has been approved to proceed. His advice on the fire safety requirements for the building design and its intended purpose will then be sought utilising the recently issued Defence Infrastructure Fire Standards, noting again that this is a hanger for gliders and not a MoD/Public asset. Recent engagement has initiated provision of a Fire Safety strategy for Defence Fire consideration. Building and Asset Insurance: Unlike a public MoD building, the AGC(W) hanger and all contents will be insured against fire and damage through AGC(W)’s existing policy. Project Planning: AGC(W) are client for this project. A preferred build contractor has been selected, procurement will be actioned when approval to proceed obtained. The contractor will be executed to manage the delivery under CDM regulations, liaising directly with site as required for access. Other than site access, there is no other interaction required with Upavon site for this project.

Timescale: Wilts CC were informed in Sep 17 that the target to start build was Spring 18. Lack of closure to the SoN and Lease prevents placing the procurement order at present. This is a key objective to achieve that permission by end of Spring 18 to forestall risk of Wilts CC enforcement action and to make progress.

It is approx 12 week lead time from order placement to build start (for steelwork).

PE JESSOPSec, AGC(W)20 Feb 18

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AGC(W) GROUND INFRASTRUCTURE UPDATE:

First Situation:

THE PORTACABINS ARE OUT OF PLANNING PERMISSION AND ARE AT RISK OF ENFORCEMENT NOTICE BY WILTS COUNCIL.

Current Mitigation: Regular engagement with Wilts CC to confirm we are still pushing forward with the hanger the hanger build plan is extant

Complication: My name is with Wilts CC and my name is on the Tenancy at Will for the site – a personal liability that I will have no option but to share with the club. We have no alternative other than to comply with any enforcement action.

RISK: Wilts CC place an Enforcement Notice to remove the Portacabins from site (timescale unknown)

If this were to occur, I see the following OPTIONS:

(1) Seek temporary hardstanding location at Upavon Airfield pending moving back into the hanger when built. They would not be useable for this period.

- This would require them to be emptied of all content, probably into the ISO, services disconnected, split and moved by contracted in service - all at Wyvern effort and cost.

(2) Dispose of for recycling/scrap if no temporary storage can be found and is acceptable.

- This would require them to be emptied of all content (inc boiler and OV controller, radiators), probably into the ISO, services disconnected, split and then moved by contracted in recycling service - all at Wyvern effort and cost. Recycling route and cost unknown, maybe cost neutral.

- This would result in no internal facility within the hanger for workshop/admin and alternative methods will have to be found from within club resources.

Both outcomes will require full commitment from all club members to facilitate.

As soon as get permission for the hanger and place an order for the manufacture and build of the hanger then we have confirmed route to removal that will forestall risk of enforcement action.

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Second Situation: Incorporation of Portacabin into Hanger Build

The hanger is designed to accommodate the portacabins inside the hanger to provide the internal facility for workshop/admin unit.

However: if Fire Safety Officer permission not given to incorporate portacbins inside (very possible!), then back to First Situation, option 2.

Complication: the depth of the hanger is not sufficient to accommodate full length of the portacabins, one half will have to be cut down by about 2 metres. Alternative is to only install one full half of each portacabin and dispose of the other half. Club resources then used to build internal structure to close off and/or extend the portacabin half.

Sequence: When hanger build starts, club will need to undertake following to integrate into build schedule:

Clear trailers from site (find alternative location, old skip area?) Empty 2 * 40ft ISO Containers to Portacabins/skip/recycling Move ISO via truck lift to further down peri-track (assuming temp permission

available). Sell 20’ ISO for scrap – recycler to remove. Reload ISO content to ISO. Empty Portacabin content to ISO. Remove PV cells from Portacabin roof and store in ISO Disconnect electrical and heating system from Portacabins (systems now off

line – mitigation of club buying large portable generator for caravan). Split portacabins and make ready to lift Cut 2metres from central section of one portacabin half if necessary. When build is ready, Wyvern to contract portacabin lifting (hiab truck) to move into hanger structure.

o Wyvern will need to be ready and fit into hanger build schedule.o Question: confirm who will put in place concrete pads for portacabin feet?o

On completion of hanger build: empty ISO into hanger and portacabin. Dispose of ISO for recycling.

Re-bolting portacabins, or build extension of them if only half, and Re-establishment of power and heating service will be slower time activity over number of months.

This will require full commitment from all club members on a number of occasions to facilitate. It will not be possible for just a couple to do this, whilst the others go flying!

Paul JessopSec, AGC(W)

21 Feb 18

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