BEMBRIDGE YOUTH AND COMMUNITY CENTRE STEYNE PARK, STEYNE ROAD, BEMBRIDGE P035 SUL
TEL NO: 07756 296249/01983 873311
Meeting of the Management Committee
Held on Wednesday 16th September 2015 at Bembridge Youth and Community Centre from 7pm
Present: Theresa Martin (Chairman), Keith Cook (Vice Chairman), Diane Portwine (Secretary), Carl Johnston (Treasurer), Bill Bristow, Steve Warburton, Ken Marston, Tina Bishop, Bryony Davies, Bryan Jones and Sarah Portwine
- Apologies for absence
Sally Pigot
Mike Stilgoe
- Approval of the minutes from the last meeting
Minutes approved and signed by Theresa Martin.
- Matters arising from the minutes of the last meeting
Keith Cook reported that the defibrillator has arrived and he has ordered the relevant signs to advertise it which will be put up in the centre. A discussion was had about who should be trained to use the defibrillator as there are only 12 spaces available. Representatives from Bembridge
Football Club, Bembridge Cricket Club and Bembridge Youth Football Club have expressed an interest in attending the training. Sarah Portwine would like to attend the training and proposed that Mike Stilgoe and Tiffany Buckley also attend as they have several classes at the centre every week. Committee members Bryony Davies, Theresa Martin and Carl Johnston would also like to attend.
A possible training date could be Wednesday 23rd September as the hall is free from 7:30pm.
RESOLVED: Keith Cook will confirm the representatives from the sports clubs that wish to attend the defibrillator training. Sarah Portwine will email the list of names and the training date to the committee.
The Festival of Sport was cancelled due to poor weather, the medals and games that were purchased for this event can be used next year. As the football season has started it was decided not to rearrange this event for another date this year.
- Treasurer’s Report
August accounts have been emailed to committee members, due to the bank holiday the last weekends banking will be included in September’s accounts. The BYCC cleaner Polly Bareham resigned at the end of August and Sarah Portwine has taken over this job. Carl Johnston reported that Riverside will send Polly’s P45 directly to her and Sarah’s hours have been increased to 37 as per the committee decision made over email. Donations for the defibrillator total £225 and the Village Partnership will be approached for a donation at their next meeting, the BYCC has yet to decide how much they will be contributing.
RESOLVED: The BYCC will pay the remaining amount for the defibrillator after the Village
Partnership has been approached for a contribution.
Carl Johnston, Tina Bishop and Bryony Davies met with the accountant Klark Phelan and he will have the accounts completed by October. Klark will back date invoices·for administrative costs to insure transfer of profits from the CIC to the BYCC for tax purposes. This will include a payment for the bar furniture from the CIC to the BYCC. Carl will be making payments of £325 a month for administrative costs from the CIC to the BYCC for the current financial year.
A discussion was had about Sarah Portwine’s wages and contract now that she has taken on additional hours for cleaning the BYCC. Her contract of employment will need to be changed to include the additional hours and any wage adjustments between the CIC and the BYCC can be made at the end of the financial year.
- 5 year plan questionnaire
Sarah Portwine produced the first draft of the 5 year plan questionnaire for committee approval. A
discussion was had about including website and email details as well as additional details about where and when to return the questionnaire. Sarah Portwine has also had A6 leaflets printed to advertise events until the end of the year at the BYCC which she proposed to deliver to Bembridge homes with the questionnaire.
RESOLVED: Sarah Portwine will deliver the updated 5 year plan questionnaire and events leaflet to Bembridge residents.
- Any other business
Bryony Davies asked if auto enrolment had been completed, Steve Warburton has sent the necessary information.
Tina Bishop asked what would be done with the prizes that were due to be raffled at the Festival of
Sport; Sarah Portwine proposed raffling them at the Halloween Horror event.
RESOLVED: Bryony Davies will sell raffle tickets at the Halloween Horror event for the remaining pnzes.
Sarah Portwine proposed applying for a Parish Asset Grant to replace all the external lights and the vinyl wording of the main external sign. If the external lights are replaced with LED lights it will help reduce energy costs and give greater light output. Changing the wording on the main sign will improve the overall appearance. Sarah has collected three quotes for lighting replacements and three for the lettering on the sign and the total cost will be £640.
RESOLVED: Sarah Portwine will apply for a Parish Asset Grant for the BYCC to replace all
exterior lights and the vinyl wording on the main sign.
Bill Bristow asked if the committee should consider additional external lights to illuminate the petanque terrain. Sarah Portwine reported that she has received quotes for these and the cost would be prohibitive at around £1500. She has also been advised that the lights may cast shadows on the terrain because of the height of the railings even if the lights were on the roof.
Sarah Portwine proposed a similar format for this year’s Bembridge Christmas Fair which will be held on Saturday 19th December. New children’s entertainers will need to be found as Dazzle and Fizz are no longer available. Keith Cook will ask Dave Betteridge if he is happy to transport the carol singers to the care homes again but it may not be worthwhile perfonning in the village.
A discussion was had about implementing a procedure for late payment of hire charges from
regular hirer’s as a weekly hirer has fallen behind with her payments. Steve Warburton volunteered to approach the hirer and Carl Johnston will email her in the meantime.
- Date of next meeting
Wednesday 21st October 2015 at 7pm in the BYCC lounge