MINUTES OF BOARD MEETING
Held on Thursday 8th November 2018
Present: Derek Borland (DB)
Neil Sutcliffe (NS)
Keith Hunter (KH)
Sharon Louise (SL)
Jim Brook (JB)
Kay Olutayo (KO)
Jonathan Farrar (JF)
Minutes taken by Sandra Emmerson.
1. Apologies
None
2. Matters Arising
Internet Security
SL reported that Virgin have been and laid the internet and phone cables to the centre and an engineer is due on Monday 12th November to connect everything up. A router and signal boosters will also be fitted.
Woods Update, including 5-year plan update
KH reported that we had some emergency tree surgery work done after the last storm. A large oak tree fell and was partially removed by Keith and Woodscape, and then finished off by the tree surgeon.
KH also reported that there is one more week until the deadline of the application he put into Kirklees Council. This was for authorisation to undertake the urgent work on some of the trees identified in the survey, which would have been done in the first year of the 5-year plan.
Due to work pressures KH and Flora Harding are still working on turning the survey into a 5-year plan.
Action: KH to bring the 5-year plan to the next board meeting.
Boundary Issue
KH reported that Barratts have responded to us. The resident has offered to buy the land from Barratts. Barratts are asking if we still want to add it to our lease. The board discussed and agreed we do.
KH reported that we have had no response from the Land Registry, even though they were due to respond to us by 19th October.
Action: KH to inform Barratts that we want to keep the land and add it to our lease.
Website Redesign
KO reported that we have had 12 quotes to undertake the work to make our website more mobile friendly. But we are still awaiting further information for some of the quotes. There was a discussion around either just revamping the website or designing a new one. KO said it would cost the same for both options. The board decided that 3 to 4 directors will review our current content on the website. It was also decided to wait until January, when the new directors are on the board, to undertake the work.
Action: KO to pass any further information onto the board.
Sport Free Evening
SL reported that the first sport free evening was on Friday 19th October but that there were no more people than usual in the bar. SL has informed the bar staff to turn off the TV if there is no sport on, and put music on instead. The board decided to revisit in January.
Outdoor Golf Net
DB reported he spoken to a resident, who had had a conversation with Bradley Park but no reply yet. The board also discussed Virtual Golf and if this could be something we could host, either in the Pavilion or in the Centre.
Action: SL and DB to investigate further.
3. Halloween Evening Update
The board discussed the incident and the individuals have been sanctioned. The board also discussed the current CCTV and lack of camera coverage in certain areas of the Centre. The board have asked SL to provide some quotes for increasing the number of cameras, or other options, for the January board meeting.
Action: SL to obtain quotes.
4. General Manager Report
SL reported on the following items:
Health & Safety
All necessary tests have been completed and recorded.
Several first aid kits have been upgraded.
5 star food hygiene award achieved.
All risk assessments were done pre Fireworks display, extra insurance was added for the event.
Staff
Staff meeting arranged for further training on responsible serving of alcohol.
Bar
No stock take this month.
Debt Collection
Debt collection is ongoing and is being dealt with by NS.
Maintenance
Various broken pieces of equipment have been replaced.
Annual PAT testing complete.
New vending machine has been installed.
The kitchen has been repainted.
New grates have been installed in the gents showers.
Entertainment
17th November 7pm, Family night flamenco.
24th November 8pm, Elvis, back by popular demand.
1st December, party night.
14th December 7pm, Charity race night.
16th December, children's Christmas party entertainer booked.
24th December, Christmas Eve Carols.
25th December, drinks.
31st December, Family party night
SL reported free pool is now available all weekend and usage has gone up.
The Fireworks evening with the singer did encourage more people to stay longer in the evening.
There was a discussion around silent fireworks and it was decided to add Fireworks to the Annual Calendar of Events, to be discussed in July.
Action: JF to add Fireworks to the Annual Calendar of Events.
5. AGM Planning
The board discussed agenda items and draft papers. There will be 2 director positions as KO and JF are standing down at the end of their terms in December.
The issue of the Pavilion was discussed in more detail. The resident looking at potentially turning the Pavilion into a Pizzeria has withdrawn his interest due to the response received to his initial query with Kirklees Planning Department. NS advised that his cycling club may still be interested in hiring the facility for running its spinning classes. NS was asked to check whether the club would be interested in putting on additional classes for residents. NS will raise the possibility and report back, but this will not be until after our AGM. A further discussion on the potential to install a golf simulator in the Pavilion was also flagged. Additional information is being sought on this and again no definitive information will be available until after the AGM.
Accordingly, it was agreed that a verbal update would be provided at the AGM and a proposal to demolish the building will only be presented to residents if neither of these options prove to be viable.
Action: DB to finalise the AGM papers and send to SL.
SL to issue papers on 13th November.
6. Finance Report
NS reported that he had met with our accountant and he now had the final Finance Report, which he shared with the board. After a brief discussion around the report the board formally approved the annual accounts.
Action: NS to file the annual accounts with Companies House.
7. AOB
NS raised the new Minimum Wage and the board agreed to discuss at the January board meeting.
KO thanked the board for his 6 years with them and the board in turn thanked him and JF for all their hard work.
Date of next meeting:
AGM on Thursday 6th December at 7:30pm in the bar.
Directors monthly meeting Thursday 24th January 2019 at 7:00pm in the Pavilion.
