Meeting Minutes 16th December 2015

BYCCMeeting Minutes

BEMBRIDGE YOUTH AND COMMUNITY CENTRE

STEYNE PARK, STEYNE ROAD, BEMBRIDGE PO35 5UL

TEL NO: 07756 296249/01983 873311

E-MAIL: bycc@hotmail.co.uk

Meeting of the BYCC Management Committee

Held on Wednesday 16th December 2015 at Bembridge Youth and Community Centre from 7pm

Present: Diane Portwine (Secretary), Carl Johnston (Treasurer), Bill Bristow, Ken Marston, Tina Bishop, Bryan Jones, Sally Pigot, Mike Stilgoe and Sarah Portwine

  1. Apologies for absence

Theresa Martin

Keith Cook

Bryony Davies

Steve Warburton

  1. Approval of the minutes from the last meeting

Minutes approved and signed.

  1. Matters arising from the minutes of the last meeting

Carl Johnston has purchased a card reader and set up a Paypal account for the CIC. Steve Warburton has donated a Samsung Tablet to be used with the card reader behind the bar. The till can provide a customer receipt for a card transaction and the till’s z report will provide a total for card transactions. The Paypal account will show a breakdown of individual card payments. The system still needs to be tested which Carl Johnston and Sarah Portwine will do before Christmas. The committee discussed whether to implement a minimum amount for a card purchase.

RESOLVED: The CIC will start accepting card payments as of 1st January 2016 and there will be a minimum purchase amount of £10 per transaction.

Mike Stilgoe is in the process of acquiring his DBS check for Bembridge Shotokan Karate Club.

  1. Treasurer’s Report

Carl Johnston reported that the BYCC was in profit approximately £660 in October but showed a loss figure of approximately £250 in November due to additional payments such as football pitch fees. With the exception of one, all hirers are paid up to date for the year and the treasurer is pursing the remaining outstanding invoice of £99. The BYCC has spent £200 on Santa’s Grotto presents and Christmas decorations this year.

In October the CIC showed a profit of approximately £450 and in November a profit of approximately £2,000 as that included banking from the Halloween Horror event.  Overall the BYCC and CIC accounts show a combined total of approximately £25,000.

The CIC accounts have been filed with Companies House and the BYCC accounts and annual report will be filed with the Charities Commission in January 2016. The treasurer needs to confirm the annual turnover with PRS but there is a remaining credit that will cover next year’s payment for the PRS license.

  1. 5 Year Plan

Sarah Portwine reported that the number of completed questionnaires, delivered to 1300 homes in Bembridge, was below expectation and 33% of respondents would like the BYCC to have an indoor sports hall with showers and changing rooms. 21% would like educational courses for different age groups, 17% would like a larger function room for private parties, 12% would like a parent and toddler group, 11% would like an internet café and 6% would like a crèche. Additional comments from adult respondents included a sprung floor (this would come under the indoor sports hall), tennis courts (this is something that the Steyne Park Project are looking into), ladies football and a social club for the elderly. Children who completed the questionnaire wanted mainly additional sporting activities at the BYCC including dance, tennis and trampolines for the 8 to 12 year olds and the 13 to 17 year olds suggested activities including netball, basketball and hockey. Questions were also posted on the BYCC Facebook page and feedback included aerobics evenings and internet lessons for seniors.

Sarah Portwine will be asking local sports clubs for their input regarding the indoor sports hall and how it may benefit them.  She also reported that she will be researching possible grant funding and architects for the project. The committee discussed the results of the questionnaire, the possible design of an indoor sports hall and the best way to move forward with the 5 year plan.

RESOLVED: Sarah Portwine will research grant funding and architects for the project and report back at the next meeting.

  1. Bembridge Christmas Fair

Keith Cook and Dave Betteridge will be meeting with the carol singers and Santa at the Lane End shops at 12pm on Saturday 19th December and setting off to perform at the 3 residential homes at 12:30pm. Sarah Portwine has purchased a gift for Dave Betteridge as this is his third year contributing to the Christmas event. The carol singers will arrive at the BYCC with Santa around 3pm. As the weather report for the day is poor there will not be a snow machine outside the BYCC so the revised cost of the children’s entertainers will be £90. There will be some stalls in the hall, Tina Bishop will be helping Santa with the grotto and Diane Portwine will be selling drinks and food from the kitchen as well as the bar being open from 2pm.

  1. Any other business

At the Steyne Park Project meeting held on 11th November a CCTV working group was formed which includes Sarah Portwine, Keith Cook, Denise Grannum and Emma Goldring. Sarah Portwine reported that the CCTV group met on 25th November and decided on a specification for CCTV cameras to be sighted on the BYCC roof, the recording equipment for these cameras will be housed in the BYCC office. The running costs for the CCTV system is thought to be minimal and Bembridge Parish Council will be responsible for the installation and maintenance of the CCTV system. Emma Goldring is obtaining quotes from 4 island security companies and the group will be reporting these at the next Steyne Park Project meeting in January. Emma Goldring has also applied for a £3,000 grant to go towards the overall cost of installing a CCTV system.  It is felt that the overall cost will not exceed £5,000 and the Parish Council may need to contribute financially. The committee discussed a financial contribution from the BYCC for the CCTV system.

RESOLVED: The BYCC committee will make a final decision about the amount of financial contribution that will be made to the CCTV project once they know if the grant application has been successful and what contribution the Parish Council will be making.

Sarah Portwine reported attending a meeting with police officers at the Parish Council office regarding the vandalism in Steyne Park. She informed the police officers in attendance that incidents in Steyne Park occur mainly in the school holidays. She also asked that if someone from the BYCC calls 101 in the future that an officer comes and talks to whoever made the call as on Halloween the police were called due to several issues that night but no-one came to speak to her. Sarah Portwine also reported that a complaint has been made against the current police officer for Bembridge by the Parish Council clerk. The officer in question has also visited the BYCC and spoken to Sarah Portwine in a negative and aggressive manner. Tina Bishop reported that 2 police officers came to the BYCC recently during a Pilate’s class but didn’t inform anyone why they were there. Bill Bristow suggested that in future police officers are asked for their name and the purpose of their visit.

Sarah Portwine requested committee approval to close the lounge bar on Saturday 26th and Sunday 27th December, being Christmas weekend she felt the takings would be very low based on the current turnover for December and turnover figures for December 2014.

RESOLVED: The Lounge Bar will be closed on Saturday 26th and Sunday 27th December and Sarah Portwine will take these 2 days off as holiday.

Sarah Portwine reported that Bill Bristow has spoken to her about the Fireworks Night in 2016 and whether the BYCC could offer any additional input. Having obtained the income and expenditure figures for this year’s fireworks event from Emma Goldring, Sarah has concluded that the BYCC could take over the fireworks event in its entirety and make a small profit (excluding the bar takings) and it would not be feasible for the BYCC to partially organise the event. Bill Bristow reported that the fireworks event was discussed at the Parish Council meeting on 15th December and the majority of councillors felt that the Parish Council should continue to organise the event. Sarah Portwine has discussed the proposal of the BYCC taking over the fireworks event with Emma Goldring via e-mail and was due to forward her a final proposal having consulted with the BYCC committee. The committee discussed the options for the fireworks event in 2016.

RESOLVED: Sarah Portwine will e-mail Emma Goldring a proposal from the BYCC to take over the fireworks event from 2016 so the option is available to the Parish Council should they wish to consider it.

Steve Warburton had e-mailed the following proposals to committee members prior to the meeting that he wished discussed.

  1. A family disco in the BYCC after the fireworks event.

The committee felt that if the music provided by the council on the night continued slightly longer then people may stay in the bar but many people take their children home once the fireworks display has concluded. In the time it would take to clear the stalls in the hall and set up a disco most people may already have gone home.

RESOLVED: The BYCC will not be planning a family disco for Fireworks Night 2016.

  1. Replace all smoke detectors in the BYCC with heat sensors.

Having taken advice from Wightfire Sarah Portwine has replaced the 2 smoke detectors in the hall with heat sensors but the remaining smoke detectors have to be kept as they are the earliest warning system for a fire. This means that bands/performers can use a smoke machine in the hall during events.

RESOLVED: The current smoke detectors in the BYCC will not be replaced with heat sensors as advised by Wightfire.

  1. Selling cans of lager/cider at busy events in a separate area from the bar to relieve pressure on the bar.

Committee members were concerned that this would increase litter in the park and mask those that have brought their own cans. It is impossible to stop people bringing their own drinks into the park. The majority of people using the bar wanted a mixture of drinks not just draught lager or cider. In previous years the committee have sold cans instead of draught and this was not popular with customers. At the street fair people are prepared to queue in the Village Inn.

RESOLVED: A gazebo will be set up outside the cellar door to sell soft drinks so children don’t have to queue at the bar ( this was successful at the fireworks event 2 years ago) but lager will not be sold in cans on fireworks night.

  1. Purchase of commercial brooms.

The BYCC has 2 commercial sized brooms and one small kitchen broom. As another dog training class is starting in January 2016 it was suggested that they should use separate brooms due to the dog hairs.

RESOLVED: The BYCC will purchase 2 additional commercial sized brooms.

  1. Key for hall lights.

All party hirers are asked if they require a light switch key for the hall and given a key if required.

Bill Bristow stated that he was pleased with the progress of the BYCC and grateful for the work put in by the committee and Sarah Portwine.

  1. Date of next meeting

Wednesday 24th February 2015 at 7pm in the BYCC lounge