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LOCAL LINKS OF INTEREST
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GENERAL COMMITTEE MEETING 9th APRIL 2008 Present J. Hatcher, P.Pugh, R.Toms, (Part Time) D.Benton, E.Williamson, V.Tomasso, L.Hatcher, J.Hart N.Metters, D.Almond C.Williamson Apologies L.Wareham, T.Wareham, D.O’Donovan Matters Arising A reply has been received to the letter sent to a hirer who had made a complaint about a party she had in the back hall in February. She accepted our apologies and the £100 cheque in compensation for her inconvenience and the matter is now closed. Nigel asked if the bar could be permanently licensed until 12 midnight which would allow it to be open later for functions in the back hall and, at other times at the discretion of the bar committee /manager. Barry said he would look into this. Bar Jason reported that the hirer who sent the letter of complaint WAS spoken to by Gill and the situation explained to her, and that Gill personally told the DJ that the bar closed at 11 pm (This was not as written in the lady's letter) Jason had contacted Kossway about the 'Juke Box' which is costing us £150 per month with no revenue from it. They can offer for £18 per week, a box fitted behind the bar with a selection of music which could be changed once a month, or we return to a 'juke box' that you pay to listen to. It was agreed to make a decision at a later date. The lottery machine is emptied mostly on a weekly basis with Trevor having the only key. It was proposed to safeguard Trevor that a key be given to Jim Critcher and Mick Hancock, and they would empty the machine every week, count the money and put it in the safe with the tickets for money paid out. Trevor would then reconcile the monies and note it the account book as before. Proposed motion by Jason Seconded by John. Voted unanimously- Motion carried, Jason to speak to Jim and Mick. The club gets a 50% split of the profit from the multi-quiz machine ( which costs us £10 per week to hire) but this does nor seem to be itemised in the accounts. Jason to query this at the next bar committee meeting. The bar committee have managed to negotiate some better beer prices from the brewery but the rep' is to meet them again on the 17th April to give the best prices that they can offer. We would no longer have the end of year rebate but have the beer cheaper month by month. This could be a short term measure if necessary. If they can't get the prices down enough it may be necessary to use cash and carry as well. The stock take after another month is still in minus figures in some instances, this could still be the problem of having unsupervised brewery deliveries. The solutions put forward were CCTV put in the cellar or, somebody paid to check the deliveries as they are made. It was agreed for Barry and Jason to do another stock take on certain lines, and check again next month, and then a decision made on what to do next based on their findings. Lynne ( Assistant Manager ) has tendered her resignation and will be leaving on the 26th April; It was discussed that even though the wage bill was lower through Gill doing more shifts. it was suggested that we employ a salaried part time Assistant Manager. Jason said he would discuss this at the next bar committee meeting. Gill was coping with the cooking in Ric's absence but sometimes it was leaving the bar very short staffed. The bar committee have been asked to help out in such instances. Failing that , extra part time staff will have to be rostered in. Jason to discuss this with Gill. Entertainment Debbie asked for some suggestions as to what kind of entertainment members would like. Suggestions were Hen Night, Tribute Bands, Curry Night, Debbie Trevor and Richard to organise A.O.B Some staff are still not wearing correct uniform. Jason to deal with. Nigel has tidied up the car park and is still putting down sand to soak up the oil leak from Dave Laflins van. Evelyn agreed to write to Dave to see if his company can fix it. Graham King has also sprayed all the woods and he said he will cut the hedge Jason said there will be a full stock take on the 27th April at 9.00 am and could as many committee members as possible come and help. it would also be a good opportunity to do a general tidy up of cub. He also said that the lobby needs repainting as this is the first impression given as people enter the club. Barry to get a price for this. The carnival committee have asked if the club would run the beer tent again this year, afar much discussion and with quite a few key members unable to help out, Jason agreed to take this matter to the bar committee for a decision. Chris said that he was keeping on top of the maintenance but he was annoyed with the amount of deliberate vandalism which was costing the club money. He also said that he had been approached by a member of staff asking if they were entitled to holiday pay. Jason said that this would show in their contract of employment and that he would deal with it. Dom asked if a copy of the minutes could be posted on the notice board for all members to see. It was agreed that a copy of the same is posted on the web site (i.e. minus finances and any confidential material) should be put on the notice board. Richard Toms asked if anyone had objections if he came a little later to the meetings, as the change of day made it difficult for him to attend.. There were no objections. Nigel asked whether the computer was up and running yet. Trevor was to be asked at the next meeting. NEXT COMMITTEE MEETING WEDNESDAY 14th May 2008 STARTING AT 7.30PM Signed_____________________________ Chairman Date_______________________________________
GENERAL COMMITTEE MEETING 11th March 2008 Present J. Hatcher, P.Pugh, N.Warner, R.Toms, T.Wareham, D.Benton, L.Wareham B.Clark, E.Williamson, V.Tomasso, L.Hatcher, J.Hart N.Metters, D.Almond Apologies C.Williamson, D.O’Donovan Matters Arising The television in the front bar is now allowed to have the sound on if the back hall is being used for a function. Trevor said that he was not aware of the club having a contract with Kossway to provide the music for the club, therefore Jason to look into finding a cheaper source. Food The food had made a profit of approximately £500.00 for the first two months of the year. taking from that the price of the stock that was given at the start of this trial period, the food probably broke even. Ric (chef) has to go into hospital at the end of March for an operation on his knee and could be off for up to three months. Gill has agreed to cover the kitchen for this period, and wages paid for part time staff needed to cover Gill's shifts will be paid from the food takings. Membership lynne Wareham (Membership Secretary) reported that £778.00 worth of membership fees had "gone missing" from the 'post box' during the period from Christmas to the second week in January. Many theories were put forward as to where the money had gone but it was agreed that it was easy to remove envelopes from the locked 'post box'. John agreed to make a theft -proof box and site it at the opposite end of the bar in full view of members, for any new memberships made during this year. It was agreed that for the next year members would have to pay the membership secretary directly and obtain a receipt for their fees. Lynne agreed to be available at the club on dates to be arranged to carry this out. Lynne also reported that she banked approx £1500.00 since sending out reminder letters and that bought the membership to 373 Members...139 Life Members...31 new members and..11 junior members. Bar The bar stock take showed a minus figure on most drinks over a six week period. Jason said there had been a problem with the tills again that had now been rectified and that he would do another stock take and report again at the next meeting The bar committee had a meeting with the Brewery rep'. She said that there had been a price increase at the Brewery which means we will have to increase our prices (see new bar prices page) The club gets a discount at the end of the year on the beer , depending on the amount that we sell, but the rep' admitted that their wine prices weren't competitive. Jason to look at the prices at the cash and carry. Uniform for the bar staff to be re-enforced again as some members were still not complying. Next meeting of the bar committee is Thursday 13th March. Entertainment The Elvis night was very well supported and was a very entertaining evening. It was agreed to try and put on some sort of event every six weeks. Trevor, Debbie and Richard to organise. A.O.B The subject of the newsletter was raised again, and Jason said he would e-mail Debbie with some suggestions of what to put in it, plus any forthcoming events that might be booked by the entertainment committee. Nigel asked if the cleaner could disinfect all the handles and taps in the gents toilet as there had been a particular nasty accident in there. Trevor had been asked by Stan Choules (Club Webmaster) if he could put on the website the information given by Keith Watson on the change of the club to a Friendly Society. It was agreed to let him go ahead. The club received a letter of complaint from a hirer of the back hall, which Trevor read out. Her main issues, amongst other things were that she felt that the amount of food that was supplied was nowhere near enough for the amount of money paid, and the service that she received from the bar staff was poor. the committee agreed that Evelyn should write a letter of apology and refund her £100. Dom asked what was the outcome of the questionnaires completed by members .Trevor said he would bring them to the next meeting for everybody to see and discuss what to do next. NEXT COMMITTEE MEETING WEDNESDAY 9th April 2008 (note change of day) STARTING AT 7.30PM Signed_____________________________ Chairman Date_______________________________________ GENERAL COMMITTEE MEETING 12th February 2008 Present J. Hatcher, P.Pugh, D.Almond, N.Warner, R.Toms, T.Wareham, E.Williamson, V.Tomasso Apologies C.Williamson, D.Benton, J.Hart, L.Hatcher, N.Metters, B.Clark, D.O’Donovan Matters Arising *New rule books are now on their way *Julian Molyneaux has not serviced the boiler yet *On Line banking has not been set up yet as Barry is on holiday *Chris has cleared the gutters and changed various light bulbs inside and outside the building *The committee room has been cleared of the old Christmas decorations and these have been stored in the garage. *The new hire charges are now in place *Jason to look into a cheaper source of music for the front bar. Bar As Jason was absent from this meeting there was no bar report. The committee was informed that the next bar committee meeting was scheduled for 21st February, with a meeting with the brewery rep planned for 25th February. (The meeting in January with the rep had to be cancelled) Entertainment The Elvis night is to be ticket only, priced at £8.00 each. Vi offered to collect the tickets at the entrance to the back bar on the evening. AOB Vi commented that some guest are using the club without paying an entrance fee.It was agreed to ask the bar committee to liase with the bar staff, that if people buzz to get in, they should be signed in by a member and pay the appropriate fee. It was also agreed that the “members bar” is for the use of members only, and not their guests aswell. Members must police this themselves. Children of members must be supervised at all times, especially if they are having to use the front bar, when the back bar is being used for a function. No children should be climbing or running along the seats or being seated at the bar. Trevor to do a table top notice to this effect. It was discussed that if there was a function in the back bar, and the big screen could not be used, then the sound could be turned up on the t.v. in the front bar.It was proposed by Nic Warner, seconded by Dom Almond that we ask the bar committee to put this in place.The committee voted 4 for the motion 0 against 3 abstentions Therefore the motion was carried to approach the bar committee to activate Meeting ended at 8:25 NEXT COMMITTEE MEETING TUESDAY 11th March 2008 STARTING AT 7.30PM Signed_____________________________ Chairman Date_______________________________________
41 members signed the attendance record for the above meeting where the 2007 minutes were read out and agreed to be a correct record of last years proceedings. Unfortunately the minutes for the 2008 meeting will not be available until 2009, but briefly the club auditor advised members that a realistic control was needed on the finances, and, even though we were doing as well or if not better than similar establishments, it was essential that we continue on the lines established after the Members advisory meeting held on the 25th November. Election of all the new officers were voted and seconded en-bloc. a further vote on a letter from the Webmaster re Life Membership fees was taken, and the decision upheld that the charge of £5.00 per year would be upheld, effectively cancelling out Life Membership completely. EGM called 25th November The meeting was very well attended (between 67 and 75 at a rough count) Because of procedural technicalities it was decided to downgrade the meeting status from an EGM to an advisory meeting to inform the members of the current position. The Treasurer explained his problems and after much discussion it was agreed to incorporate a more rigid system of auditing in order to control cash flow in the general running of the club. Extra committee members are urgently needed as the whole structure of running the club was relying on just one or two people, so come on folks are there any people out there with skills that you think can benefit YOUR club ?. Certain decisions like the possibility of enroling a book keeper and accepting much appreciated financial advice have been made, which will be dealt with internally starting with a Committee meeting on the 27th November. The meeting was closed at 12:30 with the promise that actions taken, and the results achieved by the incorporation of those actions will be conveyed to the members at the next AGM in February. Please note the above is not a copy of the official minutes of the meeting, but merely a précis of notes taken by the Webmaster for general information only . GENERAL COMMITTEE MEETING 27th November 2007 Present T.Wareham, B.Clark, G.Clark, V.Tomasso, N.Metters, L.Hatcher J.Hart, C.Williamson, P.Pugh, N.Warner,D.Benton, D.O’Donovan, T.Toms, D.Almond, J.Hatcher R.Peck. E.Williamson(minutes) Apologies No apologies were received Matters Arising L.Hatcher asked about the status of the club re; its conversion to a Friendly Society Trevor said that it was in hand but he would contact them to chase up the rule books which have still not been received It was decided that certain responsibilites could be delegated to members of the committee and it was agreed as follows; Chairman Trevor Wareham Bar Stewards Jason Hart John Hatcher Dom Almond Nic Warner Finances Lol Hatcher Pat Pugh Barry Clark Employment Reg Peck Entertainment Richard Toms Debbie Benton Maintenance Chris Williamson Lol and Pat have asked for the figures for the last ten months to be given to them and together they will work out a business plan. Barry has booked two stock checks one for 30/11/07 and the other for 28/12/07and will feed back the figures.It was agreed that once the figures had been prepared they would be brought to the next meeting and a decision would be made then on how to move forward. Trevor then read out three letters one from Gill Clark one from Eric Heal and one from Jeannette Correa. If members of the committee require copies of these they are available from Trevor Barry felt that he would like to reply to Jeannette’s letter. In his opinion the Assistant Manager as part of her job should be shown how to do the banking and this had never been done. Had she been able to do it there would not have been any necessity to pay Jeannette. Gill agreed that the banking could be done at any time and therefore could have been worked into the Assistant Manager’s working hours. After this discussion the committee agreed that Gill had done a good job and that the committee should take responsibility for not keeping a proper check on these procedures. Reg Peck said that he would like to look at the staff’s contracts and offer any help that may be required, commenting that there should be regular reviews and appraisals. He also said that he would look into the latest employment regime and e mail it to Jason. Dom also said that maybe the bar staff would like to be given the opportunity to discuss any issues with the committee. Any Other Business It was agreed that the back bar could only be hired out to club members on completion of a hire agreement form. Jason to look into drafting one out Snooker Lights- Trevor to contact Nigel to complete Lol Hatcher asked Barry if there was any big expenditure coming up Barry said there wasn’t anything in the immediate future. It was decided that the New Years Eve disco should be ticket only to club members. Jason pointed out to the new committee members that anything discussed at these meetings was confidential. He also proposed that anybody applying for new membership should come before the committee before being accepted This was seconded by Lol Hatcher and carried unanimously by the committee. Debbie suggested that a questionnaire could be put with the new membership forms Debbie to draft one Richard Toms asked if a heater could be put in the smoking pergola, it was agreed that due to the financial situation it would be considered at a later date. Meeting ended 9.10pm NEXT COMMITTEE MEETING TUESDAY 8th Jan 2008 STARTING AT 7.30PM Signed_____________________________ Chairman Date_______________________________________
For your interest, here is a picture of the Committee in 1981 taken from Keith Watson's Centenary booklet. A lot of of the faces you will still see around but sadly we have lost a lot of good club members
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