Meeting Minutes 24th February 2016

BYCCMeeting Minutes

BEMBRIDGE YOUTH AND COMMUNITY CENTRE

STEYNE PARK, STEYNE ROAD, BEMBRIDGE PO35 5UL

TEL NO: 07756 296249/01983 873311

 

 

 

Meeting of the BYCC Management Committee

Held on Wednesday 24th February 2016 at Bembridge Youth and Community Centre from 7pm

Present: Theresa Martin (Chairman), Keith Cook (Vice Chairman), Diane Portwine (Secretary), Carl Johnston (Treasurer), Bill Bristow, Ken Marston, Tina Bishop, Bryan Jones, Sally Pigot, Mike Stilgoe, Bryony Davies and Sarah Portwine

  1. 1. Apologies for absence

Steve Warburton

  1. 2. Approval of the minutes from the last meeting

Minutes approved and signed.

  1. 3. Matters arising from the minutes of the last meeting

The system installed in the bar for taking card payments is working well with approximately £350 of sales on cards since Christmas.

Bembridge Christmas Fair was a success; the BYCC is still to receive the cheque from Warburton’s carrier bag scheme for this event.

Bembridge Parish Council has agreed to pay the full amount for the installation of the CCTV system in Steyne Park so a financial contribution is not required from the BYCC. The system will be installed from 1st March with 6 cameras on the BYCC and the monitor and recording equipment in the BYCC office.

  1. 4. Treasurer’s Report

Carl Johnston reported that December and January have been quiet months for the BYCC and CIC. The BYCC has had large electricity bills due to the time of year but made the final payment for the LED panels in the hall in January. All class hirers are paid up to date and between the BYCC and CIC there will be approximately £25,000 in the accounts at the end of February. The CIC has had reminders from HMRC and Companies House which Klark Phelan is looking into.

  1. 5. 5 Year Plan

Sarah Portwine has spoken to the Big Lottery Fund about possible funding for the 5 year plan. They have advised her that the BYCC would not be eligible to apply for the Reaching Communities Buildings grant as their postcode checker says Bembridge is ineligible based on deprivation levels but they will make exceptions if there are areas in close proximity that are more deprived. However, the BYCC would not be able to get funding from them for a sports hall as that is not the type of project they would fund.  Sarah was advised that the BYCC could apply for Awards For All funding (up to £10,000) for projects at the community centre that do not exceed £25,000 provided they are community projects and recommended speaking to Sport England.

Sarah Portwine contacted Sport England who advised her that the BYCC could apply for the Inspired Facilities grant which funds building projects up to £75,000. However, Sport England is currently undergoing some changes and it would be best to contact them again after April this year to see what is available. A discussion was had about larger fundraising activities that the committee could organise including ticketed events in the park; it was felt that costings for these types of events would need to be presented for a more detailed discussion at a later date. Bryony Davies pointed out that a charity with a gross annual turnover that exceeds £25,000 will need an independent audit that can cost £1,000. Another suggestion for fundraising was setting up a Just Giving page so people could make donations online. Sarah Portwine is still looking into architects for the 5 year plan and will report back to the committee when she has some names and costs.

  1. 6. 2016 Events

Private hire at the BYCC is continuing to increase with wedding receptions booked for June, August and September as well as a number of parties and christenings. The next event at the BYCC is Lane End Downbeat on Saturday 19th March which is being covered by a temporary event notice from 8pm until 1am. The football club is having a Race Night on Saturday 2nd April and there will be live music on Saturday 16th April. All these events plus the Summer Festival have been put together on a flyer which will be delivered to homes in Bembridge. On Saturday 18th June Mike Stilgoe is hoping to run a course in Steyne Park entitled ‘Learning to survive the unexpected’, this is awaiting Parish Council approval as this will involve an overnight camp in Steyne Park.

The committee discussed this event and Mike explained that it will be aimed at family groups and have an educational aspect.

Bembridge Summer Festival will be held on Saturday 16th July, the planned format has been changed from previous years so the daytime activities will be in Steyne Park and the evening’s entertainment will be inside the BYCC. The daytime entertainment will be based in the arena this year so a stage is not required and any live music outside will be on the terrace of the BYCC. In the arena there will be a display from Haven Falconry, a dog agility demonstration, a dog show and street dancing performances. There will also be stalls and games but Sarah Portwine is looking into new games for the BYCC to run on the day. Wristbands will be sold at the gate as well as the entrance from the adjacent field as people enter from there having parked their car in the field. AmazeBubbles are unavailable this year, first aid and security costs have reduced but an additional £240.90 will need to be added to the BYCC insurance policy for this event due to the attendance. Sarah Portwine will also be applying for a temporary event notice as the evening entertainment is inside and they may want to go on longer.

RESOLVED: The BYCC committee approved the current plans for Bembridge Summer Festival 2016.

The Festival of Sport is planned for Sunday 21st August and Halloween Horror will be held on Saturday 29th October.

On the recommendation of the Village Partnership, Bembridge Parish Council decided to accept the BYCC proposal to run the annual fireworks event with a review after 3 years. Parish Council Clerk Emma Goldring will be sending Sarah Portwine all the information relating to the event and the parish council has requested that the event is called Bembridge Fireworks and the title does not include the BYCC name. The BYCC needs to confirm Saturday 5th November with Jubilee Fireworks as the date of this event. In order to reduce the expenditure for this event volunteers will be found to provide music and Raynet will not be required as the BYCC can provide sufficient stewards with radios. It was also felt that newspaper advertising was not necessary as this is an established event that can be advertised free online and with banners. It was also suggested that food vendors would be a better alternative to the BYCC providing food and commercial stalls could make use of the hall space and provide additional income. Warburton’s will be donating money collected from their carrier bag fund in August and donation buckets could be put in local shops before the event. The Village Partnership will be making a contribution of £500 to this event. The BYCC will have to include additional insurance on their policy at a cost of £311.97.

RESOLVED: The BYCC committee approved Sarah Portwine’s suggested plans for the fireworks event.

  1. 7. Any other business

Bryony Davies reported that the petanque team will be investigating the cost of an outside power point for the petanque terrain lights.

Tina Bishop asked if the BYCC had been approached about helping with the community minibus and the committee discussed the feasibility of this.

Keith Cook opened a discussion about Island Roads using the Steyne Road car park for the duration of the planned roadworks on Steyne Road and Lane End Road starting in September of this year. The roadworks could take up to 8 months to complete and there is concern that the car park will become unavailable to hirers and the football teams.

RESOLVED: The BYCC will send a letter to Bembridge Parish Council expressing their concerns about Island Roads using Steyne Road car park for the duration of the planned roadworks on Lane End and Steyne Roads.

Bryan Jones suggested having an evening with a guest speaker to help raise funds for the 5 year plan. It was suggested that a sports personality would be appropriate for the project and an auction could also be held.

Sarah Portwine asked for approval to purchase a steam cleaner at a cost of £125.

RESOLVED: The BYCC committee approved the purchase of a steam cleaner at a cost of £125; Sarah Portwine will make the purchase.

Diane Portwine will email committee members about the date for the next AGM.

  1. 8. Date of next meeting

Wednesday 6th April 2016 at 7pm in the BYCC lounge