BYCCMeeting Minutes



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Meeting of the BYCC Management Committee

Held on Monday 31st July 2017 at Bembridge Youth and Community Centre from 7:30pm

Present: Bill Bristow (Chairman), Bryony Davies (Vice Chairman), Di Portwine (Secretary), Bryan Jones, Michael Murwill, Richard Weaver, Tina Bishop and Sheila Weedall

Also present: Sarah Portwine

  1. Apologies for absence

Sally Pigot, Keith Cook, Carl Johnston 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

Included in agenda items

  1. Treasurer’s Report

BYCC bank balance as of 27th July was £20,696.50 which is an increase of £2,111.57 on the previous month. CIC bank balance as of 31st July was £10,923.20 which is an increase of £807.17 on the previous month. The Treasurer and Secretary had a meeting with our accountant, Klark Phelan, who will continue to do the accounts for the BYCC and CIC for an annual fee. Headings for the accounts have been streamlined to coincide with the year-end accounts produced by the accountant. Klark recommended keeping the current system as book keeping software is unnecessary for these types of accounts. Klark will be speaking to Companies House about outstanding fine.

  1. FOS & Summer Festival Reports

The 5 mile trail run was a great success with 79 entries raising nearly £790 for the BYCC. There were lots of positive comments from participants on the day and on social media. Next year we can advertise registration time up to 15 minutes before the run so participants aren’t hanging around for too long. A comment was made about a runner with a dog, this should be the decision of the owner who has attended other runs with the dog and did not inconvenience other runners. The Festival of Sport in the park was successful and a shield has been purchased for the men’s cricket competition which can be engraved every year. The kitchen took approximately £300 and the bar turnover for the day was approximately £500. Bryan Jones is considering organising a run for December with a slightly different format and raised the question of purchasing signs and bibs as these runs will become annual events and the BYCC borrowed equipment from Ryde Harriers for the last run.

RESOLVED: The BYCC will purchase equipment for the runs, not to exceed £150.

Bembridge Summer Festival made a profit of approximately £1100 which was more than anticipated as there were a number of events on the island on that date including the first Pride event in Ryde. The weather was also poor and the school had held their summer celebration on the Saturday prior to the festival. Last year the summer festival made a profit of approximately £1800 and the bar turnover is usually around £1800 but this year the bar took less then £700. Bembridge Primary School will be developing their summer celebration so it would be helpful to communicate with the organisers to make sure the two events are spaced apart more perhaps scheduling the summer festival earlier in the year. Sheila Weedall reported that the Parish Council have been asked if a type of carnival could be incorporated into the summer festival, mainly with children’s groups from the village. This could be achieved or perhaps the primary school should be approached to include this in their summer celebration. The committee discussed the need to revamp the summer festival as the format may be getting dull but this can be discussed when planning begins.

  1. Events 2018

A discussion was had regarding larger fundraising events for 2018 as the cost of the 5 year plan could be £500,000 and grants for larger amounts are more difficult to obtain particularly as Bembridge is an affluent area. Sarah Portwine produced figures for a music event in Steyne Park to be held in May 2018. The committee discussed the financial implications of this event and its feasibility. A proposal will need to be put to the Parish Council for inclusion on their September agenda.

RESOLVED: The BYCC will fund the initial cost of a music event in 2018 and Sarah Portwine will project manage this starting with a proposal to Bembridge Parish Council.

  1. Website

Wight Computers Ltd has quoted £500+VAT for a new website and £100+VAT for a new logo design. Sarah Portwine met with Andrew Nordburch to discuss the design and content, Wight Computers Ltd are also producing a new website for Bembridge Parish Council. Andrew Nordburch plays for one of the BYCC petanque teams so will be on hand if there are any issues with the website.

RESOLVED: The BYCC will pay £500+VAT to Wight Computers Ltd for a new website and an additional £100+VAT for a new logo.

  1. Any other business

Sheila Weedall stated that there have been reports of fires in the park toilets, Sarah Portwine stated that she is reluctant to lock them at night as the cleaning company does not arrive until mid-afternoon now so the toilets would remain locked in the mornings. This is something that can be looked at by the Parish Council and may have been picked up on CCTV.

Keith Cook has been researching carpet bowls for the centre and the set up costs will be £950+VAT, he will be speaking to bowls clubs to ascertain the level of interest and report back.

  1. Date of next meeting

Monday 25th September at 7:30pm in the lounge.