MEETING MINUTES 30TH NOVEMBER 2016

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 30th November 2016 at Bembridge Youth and Community Centre from 7pm

Present: Theresa Martin (Chairman), Keith Cook (Vice Chairman), Carl Johnston (Treasurer), Di Portwine (Secretary), Bill Bristow, Sally Pigot, Bryan Jones, Tina Bishop and Sarah Portwine

 

  1. Apologies for absence

Mike Stilgoe, Bryony Davies and 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

Starlight Dance has not paid their September and October invoices, as discussed at the last meeting, late payment will not be tolerated. Sarah Portwine will ask Steve Warburton to meet with Michelle again and an official letter needs to be drafted.

Bembridge Fireworks Night was a great success and volunteers collected £1174.23 in donations on the night. The total income for the event was £2538.46 showing a profit of £496.44, excluding bar takings on the night which were £1399.90. The committee discussed donations for next year as the Village Partnership contributed £500 this year and the carrier bag scheme from the Welcome store contributed £349.20 but these donations cannot be guaranteed every year. Bill Bristow stated that he felt confident that the Village Partnership would donate again. The committee agreed that it should remain a free entry event as charging may have a negative impact. The committee also felt that Friday worked as the event didn’t clash with the others on the Saturday night so fireworks should be booked for Friday 3rd November 2017.

Sarah Portwine reported that she is still looking into the feasibility of a carnival next year.

Diane Portwine and Tina Bishop have given the £50 to the petanque team for the floodlight fixings and the petanque scoreboard has been made at a cost of £90.

 

  1. Treasurer’s Report

Carl Johnston reported a profit for the BYCC in the month of October including contributions for fireworks night but the CIC showed a loss. As of 30th November there was £330 in the PayPal account, the BYCC bank account had a balance of approximately £18,818 and the CIC bank account had an approximate balance of £8,758. The approximate total was £27,576 which is £411 down on the previous month. Carl Johnston has spoken to PRS as the BYCC has paid an additional £320 invoice from PPL which should not have been issued as the PRS licence includes PPL therefore he will request a full refund from PPL.

Sarah Portwine reported that the bar income has been poor in September and October. There were few bookings in September and October and the annual Halloween event produced only half the expected income. There is a lot of competition in the village so the focus needs to be on increasing party bookings. Sarah Portwine has ordered leaflets to be distributed outside of Bembridge specifically promoting BYCC as a private hire venue. The committee discussed ideas for improving the bar income including guest speakers such as sports personalities as this is directly links to the 5 year plan, it was also felt that the roadworks may have affected the centre. The CIC will be in profit at the end of the financial year but the turnover may not show an increase on the previous year. Overall the committee is positive about the turnover of the BYCC and CIC.

 

  1. 5 Year Plan

Sarah Portwine has spoken to architect Matt Jones who will be arranging for a survey to be carried out before meeting with her to discuss the plans.

 

  1. Any other business

Keith Cook thanked the committee for their donation to Bembridge Football Club.

Sarah Portwine asked for approval to spend £100 on presents for Santa’s Grotto at the Christmas Fair on Saturday 17th December.

RESOLVED: Sarah Portwine will buy Santa’s Grotto presents, spending up to £100.

Bembridge Christmas Fair will take place on Saturday 17th December, Paul Wray (Father Christmas) and the carol singers will meet with Dave Betteridge at Lane End shops at 12pm. They will then visit the residential homes in the village until 3pm when they will arrive at the BYCC. Keith Cook will be accompanying them around Bembridge. The centre will open at 2pm with stalls, food and drinks and children’s entertainers dressed as Tinkerbell and Captain Jack Sparrow. Santa will be in his grotto until 5:30pm with the fair ending around 6pm. Tina Bishop and Di Portwine have volunteered for the day.

Bryan Jones suggested a few possible guest speakers that could come and talk at a ticketed evening to raise funds. Sarah Portwine will investigate further and asked other committee members to email her with any further suggestions.

Bryan Jones has planned a route for a possible fun run in 2017; the run is approximately 5 miles and will start and finish in Steyne Park. Ideally it would start at 11am and people would pay an entry fee with all funds raised going to the BYCC. A date would be chosen to fit in around other events on the island and there would be other activities in the park while the run was going on. Sarah Portwine agreed to look into insurance for this type of event as well as road signs, traffic management and marshalling.

Bryan Jones also reported that on Saturday 10th June 2017 the RNLI will be celebrating its 150 year anniversary and there will be celebrations at the lifeboat station followed by an event in Steyne Park. Sarah Portwine will liaise with him on this event.

 

  1. Date of next meeting

Wednesday 8th February 2017 at 7pm in the lounge bar.

 

Registered Charity Number 1112018