As KO was not present at the meeting, the board were unsure if he had spoken to the resident about the filter that was put on the centre's WiFi. SL confirmed a log is in place to record any IT related actions taken either to the WiFi or till.
Action: KO to speak to the resident and update the board.
KO advised the board after the meeting that he was unable to contact the resident. However the router has since been replaced, thereby removing whatever config/filter the resident had done.
Woods Update, including 5-year plan update
KH reported that no progress had been made as we are still waiting for the 5-year plan from James Royston. The tree surgeon had also tried to contact James Royston, to no avail. So instead the tree surgeon has been asked to turn the survey into the 5-year plan. KH has put an application into the Council for the 3 urgent areas that require some work.
Action: KH to bring 5-year plan to the next board meeting.
KH reported that he had received a letter from the Land Registry inviting us to enter a negotiated settlement with the resident. KH objected, saying the resident first needs to remove the fence and then negotiate. There has been no reply from the boards' letters to Barratts. KH reported the damage to the wild flowers to the tree officer, but not heard anything back.
Action: KH to await replies from Barratts and the tree officer.
JB reported there has been no response from Barratts.
Website Mobile Friendly
DB reported that the resident's son has agreed to do the work to make our website more mobile friendly. He has been abroad but is now back.
General Data Protection Regulations
JB reported that this is all now sorted. It was decided to add to the Annual Calendar to be reviewed next May.
KH reported that there is a centre spot of Astro turf that needs replacing.
Action: NS to speak to the supplier.
SL reported no-one had come forward following the advert in the Centre Scene but SL has had a chat with someone who might be interested. JB reported he also knew someone who might be interested.
Action: SL to ask the person to come to the next board meeting. JB to ask the person he knows to see if they are interested.
The requests for photocopying and meeting rooms seem to have stopped.
Cheese and Wine Night
JB reported that he is meeting Rob Hoult to ask if he will supply the wines and also if he will also supply some tasting notes. There will be 6 different wines. JB reported he has 1 supplier for the cheese but Rob may know of others. SL has booked Jamie to provide some Motown music. The function room upstairs will be the venue.
3. General Manager Report
SL reported on the following items:
Health & Safety
All necessary tests have been completed and recorded.
The fire alarm has been serviced.
All staff have worked really well over the world cup so SL has arranged a lunch treat for them
All staff are now DBS updated.
Achieved GP of 55.3%.
Debt collection is ongoing, only 1 household outstanding, which is being dealt with by NS.
Various broken pieces of equipment have been replaced.
All the benches outside have been sanded and re-stained.
All outside areas have been jet washed.
The gym equipment has been serviced but the old Concept rower needs replacing, SL to obtain costs for a replacement or new rower.
The gardener has cut down all the bushes around the building.
Thanks also to KH for mowing the grass verge on Redwood Drive.
Thanks also to JB for repairing, yet again, the table tennis table.
New classes for 2018
A new girls football coaching class is to start on Thursday evenings.
15th July, World Cup final.
20th July, kids finish school activity night.
21st July, school prom.
27th July, kids night.
August bank holiday, summer fayre with band proceeds to Woodscape.
16th December, children's Christmas party entertainer booked.
SL also reported that funerals are steady and lots of parties have been booked.
4. New Year Entertainment Plan
SL reported that New Year's Eve will be a Bollywood and 80's themed event. It will be a family night, book your own table, bring your own food. Drinks packages will be available. There will also be a photo booth.
5. 5 Year Maintenance Plan
JF handed out a revised document showing items that require replacing over the next 5 years and the estimated costs. The board discussed each item, some items were moved up so they are actioned sooner and some were moved further down the list.
Action: JF to revise the plan following the board's discussions.
6. EGM Planning
The board discussed the date of the EGM meeting and decided upon 20th September. Letters to residents must be issued 3 weeks before the date of the EGM, so the board are aiming for 23rd August, or the 30th August at the very latest. There will be 2 items on the agenda, fees and the Pavilion.
The board discussed fees and voted not to increase this year. There will be a further discussion at the meeting, regarding fees, in future years.
The board also discussed the Pavilion and voted to recommend to demolish it. A discussion paper with details of the costs of the Pavilion, will be sent out with the EGM letter, for discussion at the meeting with the residents.
Action: NS to provide DB with costs so DB can produce a draft discussion paper for the board to review.
7. Rent Review
NS handed out a document showing the current rental rates for Pool Hire/Function Room/Astro Turf and the Lounge. It also included a suggested 3% increase and revised rental rates for each activity. The board discussed and agreed upon the 3% increase.
Action: JB to send out letters to all users of the facilities.
8. Finance Report
NS handed out a document showing the last 9 months figures. NS went through the income and expenditure figures and we are in pretty good shape. Income was down hugely for the pool table and a discussion was had by the board. It was agreed to sell the pool table. SL to ask an individual she knows to see if they are interested. If not it will be advertised in the Centre Scene.
Action: SL to sell the pool table.
Date of next meeting: Thursday 23rd August at 7:00pm. Venue is the Pavilion.
This e-mail was sent to you because you have subscribed to receive newsletters from Woodland Glade Sports Management Company, 62 The Green, Bradley, Huddersfield, HD2 1QB.