BEMBRIDGE YOUTH AND COMMUNITY CENTRE
STEYNE PARK, STEYNE ROAD, BEMBRIDGE PO35 5UL
TEL NO: 07756 296249/01983 873311
Meeting of the Management Committee
Held on Wednesday 17th June 2015 at Bembridge Youth and Community Centre from 7pm
Present: Theresa Martin (Chairperson), Keith Cook (Vice Chairperson), Carl Johnston (Treasurer), Diane Portwine (Secretary), Sally Pigot, Bill Bristow, Tina Bishop, Mike Stilgoe, Bryan Jones, Steve Warburton and Sarah Portwine
- Apologies for absence
None received.
- Approval of the minutes from the last meeting
Minutes approved and signed by Theresa Martin.
- Matters arising from the minutes of the last meeting
At the AGM, Carl Johnston asked the committee to consider updates for the Financial Regulations.
RESOLVED: Diane Portwine will rewrite point 5 of the Financial Regulations to include the new dates for the financial year and payments made online then circulate to the committee via email for approval.
Sarah Portwine is still waiting for Wight Trash to confirm dates for the skateboarding lessons in the summer holidays.
Sarah Portwine has received her contract of employment from Steve Warburton.
At the last meeting there was concern about the lack of volunteers and staff for the bar, Sarah Portwine proposed updating the approved list to include the following volunteers and staff for the bar:
Diane Portwine
Bryony Davies
Tom Law
Marie Vescei
Ian and Tracy Bennett
Tony and Carol Lockyer
John Marr
George Bristow
Sarah Jane Newnham
Lily Taylor
RESOLVED: The BYCC committee approved the updated list for volunteers and staff for the bar.
Keith Cook volunteered to work behind the bar on Saturday afternoons during football matches, if required and would be willing to attend a personal licence course.
At the previous meeting the committee had agreed to contribute £200 towards the cost of trophies and medals for the Steyne Park Youth Tournament. BYFC purchased the trophies and medals and now require the agreed contribution from BYCC. A discussion was had about the paperwork required from BYFC in order to make the payment.
RESOLVED: The BYCC committee requires copies of the purchase invoices for the trophies and medals from BYFC before making a payment.
Carl Johnston has not received the end of year accounts for the BYCC from Klark Phelan; these will be presented to the committee at the next meeting.
The Chairperson requested that committee members raise their hands if they wish to speak during the meeting.
- Treasurer’s Report
April and May accounts have been sent to committee members via email and the CIC has done well which offsets the large payments the BYCC made for the petanque terrain and insurance. Overall, as of 31st May 2015 there was approximately £17,500 in available funds. A discussion was had about transferring profits from the CIC to the BYCC, previously it had been agreed that the CIC profits should be transferred so the CIC account does not hold more than £5,000. Profits from the CIC also need to be transferred to the BYCC for tax reasons.
RESOLVED: The total CIC profit for the financial year 2014/2015 will be transferred to the BYCC.
RESOLVED: The CIC account will transfer profits to the BYCC when the balance exceeds £5,000.
Sarah Portwine requested an increase from £200 to £300 for the bar float.
RESOLVED: The bar float will be increased to £300.
- Bembridge Summer Festival
Sarah Portwine will email committee members with the final plan for the event including the timetable for the day. All volunteers are welcome to come and help set up from 8am on 11th July, HSS will be dealing with traffic management and providing tower floodlights, barriers and radios. Parking will only be in Forelands Field and Carl Johnston and Bryan Jones will supervise the car park. First aid and SIA staff has been booked for the day as has the stage and Spyder will set the stage up facing the car park. Sally Pigot and Bill Bristow will confirm the Lord Lieutenant to open the festival and show him around on the day. Steve Warburton has agreed to sponsor the Dog Show and will be one of the judges. Theresa Martin will organise the Dog Show which will have an extra category this year and there will be no small animal show as there were no entries last year. Tina Bishop and volunteers from the petanque team will run the games stalls and silent auction for the BYCC. Diane Portwine will supervise the bar and kitchen areas and Barry Dyer will be compering the Dog Show. Ken Marston will be unable to volunteer as he has a cricket match to attend, Keith Cook will steward from 6:30pm and Mike Stilgoe will be running a stall.
The advert in the IWCP weekender section will be in the 3rd July edition as the paper is printing a double page feature for the festival including an editorial with advertising on 10th July at no additional cost.
Currently there are 15 stalls which is an increase from last year and there is the possibility of this number increasing as people are still inquiring about stall space. The arena will be larger this year as there is a dog agility display and there is an increased number of children’s entertainment including swing boats and Amaze Bubbles. Sarah Portwine will also continue to advertise the availability of business advertising.
There was a discussion about the attendance of the vintage car’s, Bill Bristow reported that there could be up to 40 cars in attendance so the space next to the gym equipment will be left clear.
A discussion was had about the need for additional outside seating; Bryan Jones suggested borrowing furniture from the old primary school which Sarah Portwine will investigate.
- 5 year plan
There was a lengthy discussion about the future of the BYCC and the need for expansion. Mike Stilgoe proposed extending the building towards the skate park to give additional space to accommodate more classes and functions. The height of the ceiling was discussed as this would also need to be increased if the BYCC wishes to appeal to more indoor sports. Carl Johnston raised the point that the BYCC must remain a community centre and not become too much like a leisure centre. Diane Portwine proposed an extension on the front of the building as well as the back to give additional space and that the layout of the centre could be completely redesigned. Theresa Martin felt that the lounge area is too narrow and raised the issue of funding the project.
Sarah Portwine reported having read all the available information about the previous grant the BYCC received from the lottery and there were plans to extend the community centre so it may be worthwhile speaking to the lottery about funding. She also proposed researching the needs of the community and the BYCC could put together a questionnaire as a previous survey had provided 800 responses from Bembridge residents about what they would like the community centre to provide. Bryan Jones felt that a questionnaire should include a section specifically for feedback from under 18’s in the village. There was a discussion about the best way to deliver a questionnaire and the possibility of using either the summer festival or festival of sport to do so. Steve Warburton felt that the committee needed to ensure their ideas for the future of the community centre were included in the questionnaire.
RESOLVED: BYCC committee members will email their thoughts on the future expansion of the community centre to Sarah Portwine and she will compile a questionnaire for the residents of Bembridge to be approved by the committee.
- Any other business
Keith Cook proposed helping to fund a defibrillator via a Red Cross scheme that includes training and will investigate the requirements and report back at the next committee meeting.
Bill Bristow suggested that the Village Partnership may be able to help with the defibrillator.
Tina Bishop reported that the petanque team would like to have an outside power socket for their lights. Mike Stilgoe offered to look into the costs and report back at the next committee meeting.
Sarah Portwine reported that the majority of committee members had agreed, via email, to sell one table tennis table but a couple had suggested selling all of them. A discussion was had about how many table tennis tables to sell.
RESOLVED: Sarah Portwine will arrange the sale of 2 table tennis tables.
Carl Johnston asked for committee feedback on the CIC taking card payments and a discussion was had about the various ways to accept card payments and the charges involved.
RESOLVED: Carl Johnston will investigate the options available for accepting card payments and the costs.
Theresa Martin reported that at a meeting held this time last year the committee agreed to pay pitch fees for BYFC and proposed that the committee consider paying pitch fees this season for BFC particularly as they now have a third team so the pitch fees have increased. Steve Warburton suggested paying half the total cost of the pitch fees for BFC, approximately £600.
RESOLVED: The BYCC will pay half the total cost of pitch fees for BFC for the upcoming season.
- Date of next meeting
Wednesday 15th July 2015 at 7pm in the BYCC lounge