Bristol Surf Club Committee Meeting – 19/10/2017

Present: Ben Powell (Chairman)

Rob Pearson (Membership)

Mia Yu (Treasurer)

Helena Ferguson (Beginners Rep)

Stuart Woodham

Ric Harwood

Apologies:Charlotte Raynes (Social Secretary)

Ed Gunner (PR, Comms & Website)

Phil Pascoe (Secretary)

Social Events Schedule 2018

Date / Location / Remarks
2 Mar / Rose of Denmark / Nick Corkill Talk and Film Night
17-19 Mar / Apres Ski at Europa, Devon / Children not recommended
13-17Apr / Gwithian, Sandy Acres
28 Apr – 01 May / Bude, Cerenity Campsite
11 May / Rose of Denmark / Phil Williams Talk and Film Night
9-11 Jun / Llangennith, Kennexstone Park
15 Jun / Rose of Denmark / Nick Hounsfield Talk and Film Night
6 Jul / Summer BBQ, The Pumphouse / Date change
14-16 Jul / Grupton Farm, Freshwater West
25-28 Aug / Porthleven, Penrose Campsite
15-17 Sep / Lynch Farm Campsite, Saunton / Surf Comp
29 Sep – 06 Oct / Portugal ‘Part 2’ / Informal – Sam Evison is POC
27-29 Oct / Croyde, Ruda Holiday Park / Halloween Weekend
10-12 Nov / Newquay, Retorrick Mill / No Children
9 Dec / Christmas Party, Racks

Previous Minutes. The Committee reviewed the minutes from the previous meeting and agreed that they were a true reflection of what was said. The actions arising were briefed throughout the meeting.

Christmas Party.

  • Tickets to be released soon at £30 per head. 90 places available.
  • The committee acknowledged the excellent participation of members regarding the charity vote poll on the party event page and agreed the results of this would be taken into account. The suggestion was to split the donation equally between the two charities with the most votes. The vote will be kept open up to the Saturday 9th Dec and the final decision on where the money raised by the raffle is donated will be made by the committee before the raffle.
  • By offering to promote businesses that donate prizes for the charity raffle within the club through a Facebook post and a slide as part of the photo slideshow at the party listing the businesses that have donated prizes we have already received some excellent prizes. In addition to this many members have very kindly offered goods and services as a prize also and this is much appreciated. Smaller prizes are to be grouped into goodie bags.
  • Due to the number of prizes in the raffle it was agreed that we would work out a format to speed up the process so as to not take up a large portion of the night where we also have a band and DJ. Suggestion was to announce the top prizes as normal but have all other prizes announced and collected by the winners after.
  • Regarding budget, last year the club paid £1050 towards the Christmas party. This year the venue is included in the ticket cost, we have already arranged for a band at the cost of £300, but as we also spent £400 from the budget on competitions (new trophies/food/interclubs) it was agreed that no more than an additional £300 will be spent on the party. How this is spent will be decided by members of the committee when the social sec is present. – Action CR/BP/HF

Finances. The Treasurer briefed the outgoings to the committee and all is in order. Expenditure this month has been on food for surf comp, new trophies, deposit for Racks Christmas party and contribution towards the members of the club who took part in the interclubs (£85). Funds have come in from eventbrite and been paid out for campsites and RNLI donation for surf comp entry fees. Funds have also come in for membership.Info all.

Signatories on the club account are out of date including last year’s Chairwoman and need to be updated – Action Mia

Controls over expenditure. The question was raised - what controls are there over expenditure of the clubs budget? This was in relation to a contribution of £85 made to the members who took part in the interclubs competition. The committee agreed and voted on this contribution at the previous committee meeting. It was stated the controls over expenditure are primarily to be agreed and voted upon by the committee, who have been voted for by the members as to represent the members, secondly all expenditure is detailed in the minutes after each committee meeting which are published on the website and can be viewed by anyone and challenged to the committee by a member if they feel the spending is inappropriate.

Constitution changes. Again it was brought up that some changes may be needed to the constitution, this time regarding code of conduct. This is to be reviewed by the committee when all are present and if changes are to be made voted on at the AGM in January 2018 - Action All

Standing down from Committee in 2018.

  • Mia informed the committee she would not be standing again for her role as Treasurer in 2018 but showed concern about it being done properly by the new Treasurer. It was agreed this would be managed by a suitable handover.
  • The rules state that all members of the committee must stand down from their roles at the AGM in January, and then can choose to stand again for the role to be voted for my the members along with any other members that would like to stand for roles.
  • Along with Mia, Phil will not be standing again for his role as Secretary, Charlotte will not be standing again for her role as Social Secretary and Rob will not be standing again for his role as Membership Secretary. We will be looking for members to stand for these positions. All members of the committee standing down from their roles have agreed to do a handover with the new members in the roles for 2018.
  • Ben & Helena confirmed they will be standing again for their roles as Chairman and Beginners Rep, but informed those present that they would only be able to fulfil these roles from January until September as they are going travelling. Their suggestion is, if voted into the roles, they would seek replacements to take their roles for the end of 2018.
  • Sam Evison would like to run for Social Secretary role but would not be able to start the role until she returns to Bristol in April. The suggestion is that if voted in, Charlotte would cover the role until April and then assist Sam with a lengthy handover. This role has the potential for being a role shared between more than one member.
  • All of the above is in line with the rules in the constitution.
  • All of the above will be made clear to members of the club ahead of the AGM so they can make fully informed decisions on whether to stand for roles and on voting – Action BP

Other Business.

  • Club trip to Portugal for 2018 in the process of being arranged, looking at options in Lagos in the Algarve. Date TBC – Action BP/CR/HF/Sam Evison
  • Lessons have been arranged with Blue Reef surf school for the November trip with an excellent rate of £15pp. Beginner’s rep has supplied contact details but members who want lessons are to book them directly with the surf school. Beginners rep to promote and assist if required - Action HF
  • Chairman to contact Surfing England about discount codes to confirm if available to members of affiliate clubs such as BSC – Action BP

Date of Next Meeting. 19:3030th November 2017 at the Rose of Denmark.