MINUTES OF BOARD MEETING
Held on Thursday 23rd August 2018
Present: Derek Borland (DB)
Neil Sutcliffe (NS)
Keith Hunter (KH)
Sharon Louise (SL)
Jim Brook (JB)
Jonathan Farrar (JF)
Kay Olutayo (KO)
Guests: Jane Crossley
Lauren Tomes
Tony Gardner
Introductions of the board members were made to the guests. The guests had expressed an interest in becoming a director and had been invited to the board meeting to gain a better understanding of the work and time commitment involved.
Minutes taken by Sandra Emmerson.
1. Apologies
None.
2. Matters Arising
Internet Security
KO reported that the new router was in place and SL confirmed a policy is in place to record any IT related actions. It was also reported that WiFi does not always work properly in the bar, mainly when there are lots of people using it. The board decided to ask the supplier of our broadband to check for any issues.
Action: SL/NS to contact the broadband supplier.
Woods Update, including 5-year plan update
KH reported that he has found someone else (Flora Harding) to turn the survey into a 5-year plan, KH has got the survey and will work with Flora to produce the 5-year plan.
Action: KH to bring 5-year plan to the next board meeting.
Boundary Issue
KH reported that he had received a letter from the Land Registry inviting us to enter a negotiated settlement with the resident. KH responded, saying the resident first needs to remove the fence and then we can start to negotiate. As of today, the fence is still in place. No further correspondence has been received from Barratts regarding including this part of Screamer Wood in our lease either.
Action: KH awaiting replies from Barratts and the Land Registry.
Website Mobile Friendly
KO reported that he has given all the information to the resident's son for the mobile friendly design of the website.
Action: KO to ask for an update on progress.
KO also reported that someone needs to take over updating the content of the website and newsletter management. He has produced a manual and is willing to show someone how to do this.
Action: KO will show DB.
Astro turf
NS reported that a square of Astro turf will be delivered tomorrow from the supplier. We already have the glue to be able to fit the new piece.
Action: NS to replace the centre spot of Astro turf.
New Director
Three prospective directors are present at the board meeting tonight. One further resident has expressed interest and will aim to attend the next meeting.
5 Year Maintenance Plan
JF reported that he had made the agreed revisions to the plan.
EGM Papers Approval
DB reported he had made all the amendments suggested by the directors to the EGM papers and the board agreed they were all OK to be sent out.
Action: SL to organise printing and distribution this weekend.
Rent Review
JB reported all the letters had gone out and he had received no comments.
Pool Table Update
Following feedback from a number of residents who continue to use the table, the board have decided to keep the pool table for the time being. Adults and children tournaments were suggested as a way of making more use of it. The board decided to revisit the usage in the New Year.
Action: SL to put an article in the Centre Scene reminding people of the availability of the table.
3. General Manager Report
SL reported on the following items:
Health & Safety
All necessary tests have been completed and recorded.
The annual check of the Defibrillator batteries has been completed.
A wasp's nest has been removed from the gas cupboard.
Staff
Abbi Livermore has been booked on a first aid course on 30th August.
We have a new member of staff, Julie Riach.
Bar
No stock-take this month yet.
Debt Collection
Debt collection is ongoing, only two accounts are in arrears and are being dealt with by NS.
Maintenance
Various broken pieces of equipment have been replaced.
The patio area has been jet washed.
The machine to service the Astro turf has arrived. It can also be used on the tennis court.
The new cyclone filter that was fitted on the Biomass boiler has made a positive difference, and there have been no issues since its installation.
The cellar refrigeration unit has had its annual service.
The ice machine has had its annual service and internal clean.
The Calorex machine has an oil leak and needs re-gassing, an engineer has been booked.
The plaster in the pool store cupboard was coming away so it has been replaced by plastic board.
A new table tennis table has been sourced, thanks to Alan Shaw and Jim Brook, and will be ordered soon.
The gardener has cut back (and chipped) all the trees in the car park. There is another day's work in the play area.
NS reported that the roof ridge tiles will need lifting and reseating which will require scaffolding during the works, estimated at 2 weeks. Agreed to add this issue to the maintenance plan and include the work for 2019.
Action: JF to add to the 5-year plan.
Entertainment
August bank holiday summer fayre will include VIP gin tasting, stalls, Band DJ, girl's football tournament, Zumba display, table tennis knockout and crazy golf competition.
29th September, female comedian.
13th October, Cheese and Wine evening with music.
26th October, Halloween entertainer.
17th November, family night flamenco.
24th November, Elvis, back by popular demand.
1st December, party night.
16th December, children's Christmas party entertainer booked.
4. Finance Report
NS handed out a document showing the last 10 months figures. NS went through the income and expenditure figures and concluded we are in a pretty good financial position. NS advised he will update the document for the EGM and indicated that any changes are likely to be insignificant in terms of the overall picture for that meeting.
Action: NS to update the document ready for the EGM.
5. AOB
KH reported that Woodscape would like to say thank you for the proceeds from the World Cup.
The board discussed the Vending machine issues (items get stuck, lock is a tricky) and decided to monitor the number of times problems arise over the next couple of months. It was bought second hand 3-4 years ago and depending upon the results of the survey a replacement machine will be sourced.
The board discussed sports coverage on the TV and it was decided for a trial period, a couple of Friday evenings would have no TV on in the lounge. There would be background music only.
Action: SL to organise and advertise.
Date of next meeting:
EGM on Thursday 20th September at 7:30pm in the bar.
Directors monthly meeting Thursday 11th October at 7:00pm in the Pavilion.
