MINUTES OF BOARD MEETING
Held on Thursday 10th October 2019
Present: Derek Borland (DB)
Neil Sutcliffe (NS)
Keith Hunter (KH)
Brad Tupman (Brad)
Lauren Tomes – Company Secretary (LT)
Minutes taken by Sandra Emmerson
Observer – Chas Kohli
1. Apologies
None
2. Matters Arising
Woods Update – including 5-year plan update
KH reported that the trees and undergrowth on both sides of the entrance through the woods had been cut back, although the area between the gate posts and the first house, had been missed.
Action: DB to put 5-year plan on the March 2020 agenda
Boundary Issue
KH reported that there was nothing new to report. Nothing received from Barratts and the residents have withdrawn their request.
Website Redesign
DB reported that now the refurbishment of the bar and kitchen was complete, he wanted some new photos to update the website. KH volunteered his daughter to take the photos.
Action: DB to update the website with new photos.
Kitchen Refurbishment
NS reported that the Fire Service Inspector has been and the Building Inspector has signed off the refurbishment. There were no other issues in the building and our next Fire Inspection visit will occur in the normal schedule three years from now.
New Year Event
A notice had been put on Facebook with options for an event on New Year's Eve asking residents to vote for their favourite option. The most popular event is for live music for the family. SL was to book a live musician but it is unclear if this happened.
Action: DB to speak to Christine.
CCTV Update
NS reported that extra memory has been purchased so that 31 days of footage can be captured and retained. Also remote access to the CCTV footage has now been restricted to two people.
Security Update
The board had agreed to keep this item on the agenda and review each month. The board were happy to continue the current arrangements.
Function Room Air Conditioning
NS reported that the blinds from the lounge were not suitable to be put up in the Function room. However, the thermostat has been moved to a different place in the room and this seems to have sorted out the issue with the air conditioning.
EGM Feedback
DB reported that after the EGM, a few people came to speak to him regarding the item to allow a rentee to become a director. It seems that after the discussion in the room, some people, who were going to vote against this item, then changed their minds and voted in favour.
The board were disappointed with the result at the EGM and have taken on board all the feedback and will present further options at next year's EGM.
Action: DB to revise the Articles of Amendment with the changes approved at the EGM, and send the revised document to Company House.
3. Recruitment Update
Brad and LT updated the board on the candidates. The board then discussed the candidates, the position and the next step in the process.
4. Staff Contracts and Coverage
NS reported that it had been brought to his attention that not all the staff currently have contracts. The board discussed the principles of contracts and agreed that all staff should have a contract with their minimum hours stated. Brad offered to obtain the exact wording for the new contracts.
Action: Brad to obtain the exact working and the board to review at the next board meeting.
5. General Manager Report
There was no report however NS reported on the leak in the roof. A couple of minor repairs had been completed, however a larger piece of work is required, to the ridge tiles. NS has received a quote from a reputable builder and the board approved it. He is awaiting a quote for the scaffolding (including netting) and will email this to the board for approval.
Debt Collection
Debt collection is ongoing and is being dealt with by NS. No serious issues exist.
Entertainment
Forthcoming events
11th October – Freddy Mercury tribute
17th October – Open Mic night
1st November – Halloween night with kids entertainer
5th November – Firework display
8th November - Ed Sheeran, booked by previous MD, but unable to confirm booking so event may not take place
16th November - Champagne Tasting
7th December – Christmas Fayre
8th December – Brass band and Carols
15th December – Children's Xmas party
24th December – Community Carol Singing
25th December – Christmas drinks with residents
31st December – New Year's Eve party
Curiosity Social – 1st Wednesday in every month at 2pm
November – Kathy Ryan singer
6. Finance Report and Fees Recommendation
NS reported that he will be meeting the accountant to finalise the year end accounts. Current indications are that the results will be very similar to those presented at the EGM, that is Profit between £15,000 and £20,000 but cash a little lower than projected.
NS also reported that he had been contacted by a company called PPL PRS, who collect money from organisations that play the radio, which we do. Some of the money goes to the artists of the songs played on the radio. After some negotiation, an agreement was reached for the Centre to pay £556 for this year, but we will have to pay PPL PRS every year going forward.
7. Funeral Tea Pricing
NS reported that the pricing for the Funeral Teas is due for a review, the board discussed and agreed to defer until the next meeting. It was agreed that the leaflet should be updated as there are several typo errors. Prices should be a separate leaflet.
Action: NS to give Brad the current leaflet who has offered to revamp it.
8. Request for 3G Pitch
NS reported that he had received 2 requests for the use of the 3G pitch, both for kid's football sessions.
7-8pm on a Wednesday and 9-10am on a Saturday.
The board discussed the requests and agreed to both of them.
Action: NS to reply.
9. Request for use of Gym for Personal Training
DB reported that at the EGM a resident asked if they could take residents into the gym for personal training sessions. The board discussed the request and agreed, so long as the person avoided 6pm to 8pm, Monday to Friday, and also worked around times when another personal trainer is also in the gym.
The board also discussed the age of children who are allowed into the gym, and due to insurance restrictions, children under the age of 16 are not allowed in. The board amended the leaflet for the Centre and NS will pass onto Brad for re-printing.
Action: DB to reply to the resident.
Brad to re-print the leaflet.
10. AGM Planning and Documents
DB reported that he had previously circulated to the board the AGM documents for comments and amendments. The board discussed the agenda and noted that there are 5 directors' posts available. DB/NS and KH have agreed to stand for re-election and Chas Kohli has put himself forward as a candidate. A note has been circulated in the Centre Scene inviting any member who is interested in becoming a Directory, to apply by the 25th October.
The board agreed upon a date for the AGM of the 5th December at 7pm.
The board agreed that all AGM documents will go out to the residents on the 28th October.
Action: DB to update the AGM documents
Chas Kohli to supply a photo and a word document to DB by the 25th October
11. AOB
NS reported that since June 2019 the electric costs have halved, partly due to the Calorex issue being sorted out and we have a new meter. NS has contacted EDF for a refund as it is unclear if the Calorex issue was solely due for the high costs, but has been unable to speak to anyone. NS is going to contact Ombudsman.
Brad reported that there seems to be more litter around the outdoor courts and asked who should be picking this up. The board discussed whose role it was and will speak to Debbie Graham.
Brad also reported that now we have a new kitchen, perhaps we should use it more and suggested a monthly breakfast or monthly theme nights. The board discussed and decided to wait until the new General Manager is in post, but did agree it should be used more often.
The board discussed the incident in the pool where the steam room door had shattered and if anything could have been done differently. The replacement door should be laminated and will avoid glass shattering into the pool.
NS reported that a resident has emailed the Centre about an incident where some boys were in the jacuzzi and were using their mobile phones. The board discussed the email and it was decided that LT would respond back to the resident and that a notice would be put up regarding phone use in the pool area.
Action: LT to respond to the resident and provide wording for a notice
Date of next meeting:
Directors monthly meeting 14th November at 7pm
AGM meeting Thursday 5th December 7:30pm
