BYCCMeeting Minutes

Meeting of the BYCC Management Committee

Held on Wednesday 28th February 2018 at Bembridge Youth and Community Centre from 7:30pm

Present: Bill Bristow (Chairman), Bryony Davies (Vice Chairman), Di Portwine (Secretary), Carl Johnston (Treasurer), Tina Bishop, Sally Pigot, Sheila Weedall, Richard Weaver, Steve Warburton and Bryan Jones.

Also present: Sarah Portwine

Chairman notified the committee that he would have to leave early so it was agreed that the Vice Chairman would chair the meeting.

  1. Apologies for absence

Keith Cook and Michael Murwill

  1. Approval of the minutes from the last meeting

Minutes approved and signed.

  1. Treasurer’s Report

For the month of January the BYCC showed a loss of approximately £400 due to classes coming back late in the month and large electricity bill of £580 as well as payment for road signs of £200. The CIC was in profit, approximately £800, as expenditure was low in January. As of 28th February the bank balance of the BYCC was approximately £20,900 and the CIC balance was approximately £9,200. Klark Phelan (accountant) is still dealing with the HMRC late submission fines from last year. The BYCC is still owed approximately £300 from PPL but as they are now amalgamating with PRS the credit should be carried over onto the next bill from PRS.

  1. Events 2018

IOW Donkey Sanctuary and Haven Falconry have been booked for Bembridge Summer Festival and Sarah Portwine is trying to book West Wight Alpacas but they will make a last minute decision whether to attend. Would like to offer a cash prize for the Dog Show this year which could be sponsored by a local business. Richard Weaver is happy to provide music on the terrace again. Enquiries have already come in from stallholders and there will be inflatables and games as usual.

Sheila Weedall has investigated a children’s carnival but it seems that the interest was not there. Sheila had been asked to put the following questions to the committee:

Would local people be able to come and do a car boot sale at the summer festival?

Some committee members felt that this was not in keeping with the day and how would it be kept to local people only selling. The committee voted unanimously not to have a car boot sale at the summer festival.

At events like Bembridge Summer Festival and Bembridge Fireworks Night the car park is closed, could there be dispensation for disabled parking?

Sarah Portwine stated that due to the necessity for emergency vehicle access and for the safety of pedestrians the car park is closed for these events. At the summer festival the old school field is used for parking and the concrete MUGA area is designated for disabled parking. This parking area is the same distance from the entrance to the summer festival as the car park. Unfortunately the BYCC is unable to offer a parking alternative for Bembridge Fireworks Night. With nearly 2500 people attending last year it would be unsafe to allow any vehicle movement in the car park other than emergency vehicles.

The committee agreed to change the Festival of Sport date to 29th July as there is another big run on the island on the 8th and it would dilute attendance. A discussion was had about introducing a children’s run around Steyne Park and the old school field which is 1km. All children would receive medals and there could be prizes for different age groups with encouragement markers around the route.

  1. Festival 2019

Sarah Portwine circulated a list of potential names for this event for committee consideration.

RESOLVED: The music festival to be held on Saturday 25th May 2019 will be called Fields of Sound.

Sarah Portwine has a meeting with IOW Council licensing department on 7th March to discuss their requirements for this event. In the meantime she is drafting an event management plan which they will require when the license application is made. Quotes for artwork for the festival will be obtained as well as other key factors such as security, traffic management etc. The committee agreed to open a bank account for the festival and Bryony Davies will research the VAT implications and business plan requirements for sponsors that Michael Murwill will be approaching. This is an ongoing project that is being co-ordinated by Sarah Portwine, Richard Weaver and Martin Hall from Big Screen Media (who are responsible for the stage production). At every stage committee approval will be sought.

  1. Any other business

Bryony Davies asked that all committee members ‘reply to all’ when responding to emails.

Tina Bishop asked if more quotes could be obtained for a second large window in the lounge.

Sarah Portwine had a meeting with Emma Goldring regarding grants for the MUGA. Biffa do not offer grants for this type of project but there are alternatives that they will work through. The Steyne Park Project has asked if the BYCC would be able to contribute to the cost of concreting outside the BYCC. The committee are willing to consider this when the final costs have been ascertained.

  1. Date of next meeting

Monday 30th April at 7:30pm in the lounge.