Buckden Village Club

Minutes of the Committee Meeting held on Tuesday 21st February 2017

Committee Members Present

Richard England, Ian Carter, James Lumb, Mike Lindop, Sarah Dean, Kris Sammon, Valerie Miller, Andy Rose

1.  Apologies for Absence: Helen Mitchell

2.  Declaration of Interest: None.

3.  Minutes of Last Meeting: No amendments and RE was authorised to sign the minutes.

4.  Bar Report:

Heineken

·  Meeting with Heineken rep (Tim Peasant) went well, we will be getting a new rep assigned to us shortly. They confirmed our refund, which will be off-set against future orders. Contract due for renewal in July 2017.

Staffing

·  SD happy with current staffing levels and is actively trying to keep the hour down by sending staff home on quieter nights. VM noticed some evenings have been over staffed and SD suggested that if any committee member notices this, then they should inform SD and she will deal with it.

General

·  SD would like to see more events being organised on weekends when we do not have a band on. Suggestions raised were – Bingo – Karaoke – Quiz – More sport – Family Entertainment.

·  AR asked if we could look into getting an extra cider on the pumps, SD said she would check with Heineken what was available.

·  We have now replaced the hoover with another Henry, as this is more suited to the job.

5.  Matters Arising

a)  SD Review: All of the committee are aware that SD is long overdue a review of her contract and a general discussion of how we plan to tackle this was undertaken. It was decided that a sub-committee made up of RE, IC & VM would put together a proposal and send around the committee for approval.

b)  Bank Access: IC now has access to the bank account in his own name and has put VM forward to have access to the bank account for viewing only. All the paperwork was signed and will be sent off to the bank. IC has also organised a bank card with a £150 limit that can be used by SD for any purchases she needs.

c)  Kitchen Upgrade: It has been agreed that we only want to do the minimum to the kitchen in order to pass HSE regulations. IC & RE to organise some quotations for free standing stainless steel trolleys and some new flooring for the kitchen and bar area. The cupboards will also need replacing and a new fridge (catering) may also be necessary.

d)  Casino Night: There is major concern that we have not sold enough tickets to the casino night and disappointment at the lack of commitment from the senior football team. We have decided to press on with it and hopefully we will sell the necessary minimum on the door.

e)  AGM: Notices for the AGM have gone up and should be straight forward. The only item we want to push through the AGM is that we would like to have the option to hold “private functions” a few times a year that will require members to purchase tickets. This means that members without a ticket would not be granted access to the club on these specific nights.

6.  Treasurer’s Report – Jan 2017

Figures

Jan 17 / Jan 16 / % change / YTD 17 / YTD16 / % change
Bar Sales / 10153 / 12157 / -16% / 10153 / 12157 / -16%
Staff / 4242 / 4846 / -13% / 4242 / 4846 / -13%
Stock / 3870 / 4890 / -21% / 3870 / 4890 / -21%

Other points to note:

·  Collected £71 in door charges and £1152 in memberships

·  Machines generated a loss of £837 - £1348 received and £511 paid out.

·  £2049 credit received from Heineken – will be reflected in March DD payment

·  Need to be prudent in first quarter

Bank accounts balance as of 20th is just over £12k

Bills due January:

·  Salaries c £3500 (21st)

·  Heineken £3782 (28th)

·  Bookers £1600 (21st)

7.  Acting Chairman’s Report

·  RE discussed key areas that will require attention after the AGM

1.  We require a stronger committee with all members contributing to the extra work required to push the club forward

2.  The kitchen and fire door are now top priority and we need to move quickly on getting these issues sorted asap

3.  The old disabled toilet has been given the go ahead to be turned into a storage area by Don Lumb the price should be no more than £230 all in

4.  Memberships cards remain an issue and IC & RE will look into alternative options for the next renewal

8.  Premises

·  Dart Board Lights have been replaced successfully

·  Grey Cable in the Family Room above the bar also failed the PAT test and needs sorting. RE to speak to Rob Ambrose

9.  Entertainment

·  25th February – Quiz & Play your cards Right – IC to sort

·  11th March – Casino Night – Fundraiser for the Senior Football teams

·  18th March – Muckle – Celtic Band for St Patricks Day Celebrations

·  1st April – Karaoke – RE to host

·  2nd April – Laxton Cup/Alan Burton Cup

·  8th April – Quiz Night – IC to host

·  15th April – The Expletives

·  22nd April – Battle of the Bands

·  29th April – Anthony Joshua Fight

·  28th May – Beer Festival

·  IC has spoken with Lisa (Vine) and renewed our agreement of when we will all put bands on.

10.  Memberships

·  The memberships numbers are up to 239 with 39 new members signing in total.

11.  AOB

·  With Buckfest coming up fast, it was discussed that we would consider putting a Gin Tent up this year. Considering we felt that we lost revenue due to another alcohol seller on the field, we feel we must step up this year.

·  We need to consider the possibility of opening the Family Room for Buckfest and the logistics of how this may work.

12.  Date of Next Meeting

The AGM will be held on 21st March 2017 @ 7:15pm

The next committee meeting has been set for 21st March 2017 – Straight after the AGM at the club

Everybody please read through these minutes carefully and note any actions that require your attention

Remember, it is the work we do in between meetings that make a successful committee

We appreciate all of your hard work and thank you for your time and assistance