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MINUTES OF BOARD MEETING
Held on Thursday 24th January 2019
Present: Derek Borland (DB)
Neil Sutcliffe (NS)
Keith Hunter (KH)
Sharon Louise (SL)
Jim Brook (JB)
Brad Tupman (BT)
Lauren Tomes – Company Secretary (LT)
Minutes taken by Sandra Emmerson.
1. Apologies
None
2. Matters Arising
Internet Security
NS reported that Virgin are due to install a router on Friday 25th January. Wi-Fi continues to be a problem but hopefully the new Virgin kit will help alleviate this. Over the years more IT kit has been added to the building and left the installation in a very confusing state. The board discussed an overhaul of the entire IT kit and Brad suggested asking someone he knows to examine the installation and come up with a plan to design and simplify the set up.
Action: BT to bring plan to a board meeting.
Woods Update, including 5-year plan update
KH reported that Kirklees Council gave him authorisation for the urgent work on some of the trees identified in the first year of the 5-year plan. 3 day's worth of work has already been completed, with a further day and a half still to do.
Due to work pressures KH and Flora Harding are still working on turning the survey into a 5-year plan. The board decided to revisit this item in September.
Action: DB to add this item to September calendar of events.
Boundary Issue
KH reported the Land Registry are in adjudication, which means we are waiting for an adjudicator to make a decision.
NS reported that we have received nothing else from Barratts.
Website Redesign
JB handed out a spreadsheet containing a summary of the quotes received from 12 companies to undertake the work to make our website more mobile friendly. The board also discussed the website content, as all agreed, some of it is out of date. JB suggested all the directors take a look at the website and come up with their own list of amendments they would like to see, and then meet again to compare notes.
Action: All directors to look at the website and make a list of amendments.
Outdoor Golf Net
DB reported nothing further had been done with this item and all agreed that we should put it on hold for now.
CCTV Update
The current CCTV system will not take any more cameras, it currently has 8 cameras attached. It was decided that 16 cameras would be better to cover the whole of the centre. The board decided to obtain some quotes for a larger and more modern system.
Action: DB to review positioning of new cameras with Sharon.
LT to pass details to SL re a company in Brighouse for a quote.
SL to obtain quotes.
3. Board Structure and Roles
For the benefit of BT and LT, DB explained that each director on the board has a particular role. As this was the first meeting since BT was elected to the board, NS reminded everyone that a chair person needed to be nominated. All present nominated DB, who accepted. DB then asked each existing director if they wished to carry on with their existing roles so NS is the Financial Director, KH looks after the woods, JB is now maintenance. BT was asked to take on the role of IT and LT was asked to be Company Secretary. The Company Secretary role does not have to be carried out by a Director, hence LT was offered this role. BT and LT accepted their new roles.
4. Pavilion Update
The board listened to a new presentation for the possible use of the Pavilion. This was for the use of young people currently home-schooled due to anxiety issues. After the presentation the board agreed it could potentially be a good use of the Pavilion. It would sort out the situation regarding Business Rates and could start to be used within the next couple of months. BT offered to source a draft lease for the board to review and agree upon. It was agreed to proceed with the proposal and SL to inform the proposed renter of the affirmative decision and advise we will supply a rental agreement for signing in the next few weeks.
NS reported that the Huddersfield Star Wheelers could not match the offer from the Home Education group and were happy to step back.
Action: BT to source a draft lease.
SL to advise renter of decision in principle to lease the Pavilion for the purposes agreed.
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.
Annual update on the gym health and safety information, resulting in lots of new gym inductions.
Staff
Karen Duffitt employed to do holiday cover and relief work, induction completed.
Bar
Bar stock reports a 53.8% G.P
Debt Collection
Debt collection is ongoing and is being dealt with by NS.
Maintenance
Various broken pieces of equipment have been replaced.
22 old lights in the Lounge have been replaced with LED ones.
Annual service to fire alarm system.
Annual testing of emergency lighting.
2 new filaments replaced in the sauna.
Bar cellar cooling thermostat replaced.
Entertainment
Christmas events of 2018
Children's Christmas party, great day and good feedback.
Christmas Eve Carols, a successful and very busy evening.
New Year's eve was another fun night.
Forthcoming events
February – Children's entertainer and Race night
March – Ed Sheeran tribute
April – Easter family fun and Question of Sport
May – May Day Band and Bank holiday Duo
June – Children's entertainer
July – Sports Day
August – Bank holiday live band
September – Mexican themed night
October – Halloween
November – Freddy Mercury tribute and Champagne Evening
December – Lindley Brass band musical duo with carols
Curiosity Social – 1st Wednesday in every month at 2pm
Feb – Laurel and Hardy with ice cream to follow
March – The Villas of Edgerton
April – Other peoples rubbish
May – Bed pans and false teeth
June – Yarns from the textile trade and encounters with the famous
November – Kathy Ryan singer
6. Wage Review
The board discussed and agreed a 2.5% wage increase for all staff to be effective from 1st April.
7. Finance Report
NS handed out the current Finance Report which showed a profit in the first quarter of the year. NS went briefly through the report. Functions were down but this was due to no funeral teas in October and November due to the Huddersfield crematorium being shut. However funeral teas have now restarted. Overall we are in good shape.
8. Registered Office of the Company
The board discussed what the Registered Office of the Company address should be at Company's House. In the past it was the address of the accountant's office but our current accountant did not want their address to be used. It was decided that the Centre's address should be registered. It was also noted that the post box in the entrance is not secure so JB will source a lock so mail is secure.
Action: NS to register The Green as the Registered Office of the Company.
JB to source a lock for the post box.
9. Articles of Association
JB tabled a proposal to amend the Articles of Association regarding the “make-up” of the Board of Directors. Namely to allow for one of the directors to be a resident who is of good standing etc but who leases their property and is NOT a property owner. The rationale behind this, is that circa 10% of the residencies on Woodland Glade are now occupied by “rental occupiers”, which is vastly different to when the Articles were first conceived and drafted.
The board discussed the proposal and what the formal route was to agree and change the Articles of Association. It was agreed that it would have to be taken to an EGM, possibly in May, and voted upon.
Action: DB to create a draft Articles of Association with the proposed changes,
10. AOB
JB reported that the repair to one of the rebound boards in the 5-aside court was extremely high and asked the board for advice. BT suggested he may have something suitable and will bring in for JB.
SL asked the board if the refurbishment of the Lounge could start to take place and how much would her budget be. There was a lengthy discussion about the kitchen refurbishment, which is also long overdue, as this would need to be done before the Lounge. Eventually it was decided that SL could engage the services of an interior designer to assist in the refurbishment of both the kitchen and lounge. It was also agreed to approach Martin Bradley to ask for his assistance with the re-design of the layout of the kitchen and toilets to improve the current use of space.
Action: DB to speak to Martin Bradley and ask for his assistance.
Date of next meeting:
Directors monthly meeting Thursday 21st February 2019 at 7:00pm in the Pavilion.
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