KH reported that there are 2 trees down but they are not in a dangerous position and will be dealt with by the tree surgeon.
KH reported that he has had no acknowledgement from Ordnance Survey regarding his complaint to have the correct position shown.
KH reported that he is waiting for Spring before taking new photos, to take advantage of the better light. DB reported that he met with Kay Olutayo, who offered to upgrade our website and make it more mobile friendly, as a training opportunity for a member of his staff. This has now been completed. DB reported that the content still needs updating and that he will meet with CG to do this.
Action: DB and CG to update website content.
DB reported that there was nothing new to report.
Phone usage in the pool area
CG reported that signs have been put up saying no photos to be taken. LT reported that she replied to the lady who had made the complaint straight after the last meeting.
DB reported that he had previously circulated a draft GDPR policy to the board members for comments and discussion at the board meeting. DB has updated the current policy by removing names and replacing with titles instead. CCTV has also been added. The board discussed the draft amendments and agreed them.
Action: DB to make the agreed changes and recirculate the GPDR policy.
General Manager's various items
The coffee machine and new crockery have been purchased.
The reception area has been revamped with some new signs and updated notice boards.
Action: CG to speak to BT re some more signs.
New LED lighting has been installed at the front and side of the building.
A new Woodland Glade sign next to the front door has been installed.
First Aid kits have been installed around the building, complete with the appropriate paperwork and pens.
The old tennis court net has been removed and the tennis courts are now locked, the key is available from Reception or the bar.
New kitchen equipment has been purchased and monthly Sunday breakfast events should start in February.
Napkins have been purchased for funeral teas and other events.
The drainage problems in certain areas around the centre and some of the gutters that needed cleaning out, have been resolved.
Left over food from funeral teas can now be advertised on a food app, and collected.
Bar prices have been compared with other establishments and ours seem to be on par, however this is the month when bar costs do increase so they will be looked at again.
The reception TV is now running an 18 page slide presentation advertising future events amongst other topics.
A pop and crisps package is now available at the bar.
The Vending Machine is now stocked with leading brands at competitive prices.
3. Directors' Roles and Responsibilities
DB reported that the board needed to approve a new Chair person, DB volunteered to be the chair and the board voted and agreed. The board members discussed and agreed their roles and responsibilities as follows:
DB – Chair
NS – Finance
KH – Woods
CK – Maintenance
BT - IT
LT – Company Secretary
4. General Manager Report
CG reported on the following:
lSeveral of the floor tiles near the Sauna on the poolside are lifting. CK said he would speak to a tiler about replacing the tiles. It was also agreed to purchase a heavy duty mat for the exercise trainers to use in this area.
lThe board discussed the £1 cost of the court booking fee, for the squash or tennis courts, and decided to stop charging.
Action: CG to revamp the booking sheets.
lThe new football nets are up, several positive comments have been received.
lThe board discussed installing a window into the pellet hopper to assist in checking the contents, but decided against it due to dust and scratching from the pellets.
Action: CK/CG/Debbie Graham to review the process of checking the pellet hopper and purchase any required equipment.
lThe board discussed the trial swimming lessons currently running on a Tuesday evening and a request to extend until 7pm. It was decided to continue the 3 month trial but monitor pool usage between 4pm and 6pm and 6pm to 7pm.
Action: CG to set up monitoring.
lThe board discussed the gardening tender and came up with a list of requirements. Requests for quotes will go out to the existing gardener and other interested parties and will then be discussed at the next board meeting.
Action: CG to issue the gardening tender to interested parties.
lUnder Health and Safety, all risk assessments have been completed. The Fire Risk file has been brought up to date and is now at the correct standard, and has been implemented. COSHH forms are up to date and in place. Normal operating procedures and an emergency action plan is in place. The Child Protection file and procedure are in place. New signs are in place for the Fire Assembly points. File alarm drills are to be undertaken every 6 months. The board agreed that a Health and Safety inspection should take place in another 6 months to allow the new procedures to bed in.
lThe gym and early swimming pool screening forms should be completed by residents wishing to use these facilities by the end of January. The board agreed to attach the form to the next Centre Scene.
Action: CG to ensure form goes out with the next Centre Scene
lDaily gym checks of the equipment and pool checks are now being done.
lA Contractors' register has been implemented.
lA new set of weekly checks have now been implemented which include signs around the building, flushing outlets, astro turf, childrens' play areas.
lA new set of monthly checks have been implemented which include First Aid, fire detector, fire exit signs and lights, fire exit routes, flush hot and cold water.
lCG to give a Health and Safety presentation to all staff in the next few weeks.
lA new class, Tai Chi, is starting Monday the 3rd February with a free taster session, 10-11am. 8 people have already booked. A request was made for an evening session if enough interest.
The board discussed ideas for regular Friday evening activities for kids in the function room, such as an X-Box games evening. The board also discussed hiring a couple of the acts from the last Open Mic night.
Action: CG to investigate further.
17th January, live singer 7:30pm, bouncy castle 6pm
1st February, MoTown Legacy Show, £5 per ticket including first drink
Action: CG to re-advertise event.
Late February, Race night with Anthony
March, event with Sanjay
8th May, VE day, family night
Curiosity Social – 1st Wednesday in every month at 2pm, currently booked up until July.
The Emergency Lighting has been serviced.
PAT testing has been done and now only needs to be performed every 3 years.
Annual plant room service.
The board discussed the computer in the office, as it is very old, and gave the OK to replace it.
The board also discussed the sauna and steam room and gave the OK to have both regularly serviced.
CG brought the new staff contracts to the meeting and the board discussed and agreed them.
Action: NS to ask our HR consultant to produce the new contracts of employment.
CG reported that he had spoken to all the staff regarding staff appraisals which should be done annually. The board discussed a sample staff appraisal form but agreed the staff appraisal should be mainly in the form of a conversation, with a simple form.
CG reported that he wanted to run a one day First Aid course for those staff who are not qualified. The board discussed this and agreed to pay the £16 per staff member for materials. It was also agreed to advertise the course in the Centre Scene in case any residents were interested in the course.
Action: CG to advertise First Aid course in next Centre Scene.
Funeral Tea Pricing
CG reported that he had some ideas for the new menus and prices, which he then went through. There would be one brochure for the menus and a separate one for the prices. There would be 3 menu options instead of the current 4 menu options.
The board discussed the menus and the price increases and agreed CG should go ahead with updating the menus and prices. BT offered to help with the new menu design and had some printing suppliers that CG could use.
Action: CG to go ahead with updating the menus and prices.
5. Finance Report
NS handed out the Financial Results for the first quarter 2019-2020. He went through the report and reported that we are in good shape, partly due to 28 Funeral teas.
6. Wage Review
The board discussed the pay increase to be awarded this year.
Action: NS to fully cost the proposal for the next board meeting.
NS reported that the new meter to check the Calorex machine appears to be showing a slight increase. The board discussed and agreed that NS should speak to our electrician to see if the history can be obtained from the meter.
CG asked the board, on behalf of the Pavilion rentees, if WiFi could be installed in the Pavilion. The board discussed options and CG is to report back to the Pavilion rentees.
Date of next meeting:
Directors monthly meeting 20th February 2020 at 7pm
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.