KH advised that he had not received the proposed 5-year plan yet. Following the latest storms there has been some damage to a few trees in the woods. Kirklees Council have identified one tree, which needs to be removed within 14 days. Another tree requires a limb removing, and a third tree is to be cut up into logs and left for the wildlife. This will require 2 day's work from a tree surgeon. The board agreed the work should be done as soon as possible.
James Royston has agreed to come back and recheck the woods so we have an up to date picture, which will be reflected in the proposed 5-year plan.
Action: The board agreed to discuss the 5-year plan at the next full board meeting.
The new play area photos are now on the website.
NS advised that he has received an email this week from Barratts. The issue regarding the boundary issue is being dealt with by Barratts.
Action: The board is to await a formal response from Barratts and then take further action as required.
A suitable machine to service the pitch has been found and will be purchased soon. There is a panel near the entrance to the 3G pitch which needs repairing.
Action: SL to purchase machine. JB to look at repairing the panel.
A new tutor has been sought and the feedback is that she is excellent. Numbers have fluctuated over recent weeks due to illness and the weather. The group is of mixed ability from beginners to more advanced but the tutor tailors the course for each level.
Action: SL to advertise the Language group in the Centre Scene, emphasising all abilities catered for.
A new proposed use of the Pavilion, for a tuck shop, was discussed by the board. The board also discussed the possibility of knocking down the Pavilion and reusing the space for other activities which would not cost as much to support.
Action: JB to write a letter to the proposer of the tuck shop. NS to look at the lease from Barratts to see what options are available.
Website Mobile Friendly
KO reported no response from Facebook asking if anyone was interested in making our website mobile friendly. The board discussed contacting local schools to see if this could be a project for students.
Action: KO is to continue advertising on Facebook and to contact local schools.
Calendar of events
DB issued a final version for the meeting. The January item is to begin the Wage Reviews for March implementation.
3. Renewable Energy Update
NS and SL met Regional Energy Regional Energy, who we have a 5-year warranty, servicing, parts and labour package with, for our biomass boiler. Regional Energy is shortly to cease to exist and will be replaced by a new company called Rengen Service Ltd. Our existing warranty would no longer be honoured. The board discussed options for warranty, servicing, parts and labour on our biomass boiler. NS outlined the options available and it was agreed that NS/SL will contact the engineer currently used by Renewable Energy, as a contractor, to ask him to take on the ongoing servicing of the boiler. NS to inform Renewable Energy of this decision and advise that no further payments will be made, as a result of the warranty position covering expense to date.
Action: NS/SL to speak with boiler engineer and to inform Renewable Energy of the decision.
4. Sub contracted Labour
NS reported to the board that the accountant had commented about subcontracted labour. We need to ensure that we have proper documentation, signed by the people concerned, particularly when we are not paying into a company bank account. A new document, to be signed by those concerned, was discussed and will be implemented after review by the accountant.
Action: NS to develop a revised document with the assistance of the accountant.
5. General Manager Report
SL reported on the following items:
Health & Safety
All necessary tests have been completed and recorded.
Anthony to update his first aid at work at the end of the month.
Spot checks have taken place this week on all access cards and gym inductions undertaken where necessary. To be continued next week.
Nothing to report.
The bar stock reports are currently unavailable.
Minor issues are being addressed with appropriate correspondence.
Annual PAT testing complete.
Various pieces of equipment have been serviced and parts ordered where required.
Lounge carpet cleaned and scotch guarded.
New cellar cooling system.
Replacement pump for swimming pool.
Guttering and fall pipes cleaned.
Fire doors in the bar area have been refitted. All intermittent strips on all fire doors replaced.
New dishwasher and the oven has been repaired.
Outside work on block paving and damaged pathways around the building to start on Tuesday.
All the December events were well attended and everyone seemed to have a good time.
24th Feb, live band called The Zetlanders
14th April, Champagne event
The History of House event
World Cup events
6. General Data Protection Regulations
GDPR is a new European Regulation coming into effect in May 2018. The board discussed the implications to WGSMC Ltd. In particular, data retention policies will need to be reviewed.
Action: KO to look at our website re GDPR. Board to further discuss with SL at next board meeting.
7. Finance Report
NS presented the good results from the first quarter of 2017-2018.
8. Wage Review
The board agreed to discuss the details of the annual wages review in next month's meeting, ready for March implementation.
Action: NS to provide a spreadsheet for next month's board meeting showing all staff wages and impact of various increases.
NS to remind SL to mention in staff meetings, if any issues occur with other staff or guests, these incidents must be reported.
KH suggested purchasing an indoor bowling mat. SL to gauge interest. KH to investigate costs.
DB asked for the football World Cup (June/July in Russia) to be put on the agenda for next month to discuss potential events.
Review of the 5-year maintenance plan to be put on next month's agenda.
Date of next meeting: Thursday 15th February at 7:00pm in the Pavilion.
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