BEMBRIDGE YOUTH AND COMMUNITY CENTRE STEYNE PARK, STEYNE ROAD, BEMBRIDGE P035 SUL
TEL NO: 07756 296249/01983 873311
Meeting of the BYCC Management Committee
Held on Wednesday 25th March 2015 at Bembridge Youth and Community Centre from 7pm
Present: Shaun Burden (Chairman), Alan Morris (Vice Chairman), Tina Bishop (Treasurer), Carl Johnston (Secretary), Keith Cook, Ken Marston, Bryan Jones, Sally Pigot, Bill Bristow, Theresa Martin, Steve Warburton, Mike Stilgoe and Sarah Portwine (Centre Manager).
- Apologies for absence
None
- Approval of the minutes from the last meeting
Minutes approved and signed by Chairman Shaun Burden.
- 3. Matters arising from the minutes of the last meeting
Sarah Portwine is still awaiting an appointment from Cater Wight regarding fixing the oven. Sarah Portwine has spoken to John Cattle from Wight Trash who is happy to hold skateboarding lessons in Steyne Park, preferably during the summer holidays, at a cost of £30 per hour. The committee had a discussion about the number of sessions to hold and how much to charge the children that participate.
RESOLVED: Sarah Portwine will book six one hour lessons in Steyne Park with Wight Trash
spread over the six weeks of the summer holidays. The first lesson will be free and subsequent lessons will have a charge of £2 per child for an hour.
Bembridge Cricket Club has secured funding for its pitch fees therefore the BYCC is no longer
required to assist with a payment of £160 as agreed at the previous meeting. Tina Bishop is still investigating the possibility of a reduced PRS fee.
Sarah Portwine has put the car park sign on hold as the Steyne Park Project working group are also
looking at signage and the BYCC may wish to co-ordinate with these signs.
- Treasurer’s Report
Shaun Burden expressed his thanks and appreciation for the treasurer’s hard work and that he was pleased she would be staying on the committee after she steps down as treasurer at the BYCC AGM in May.
Tina Bishop had emailed the February accounts for the BYCC and CIC to the committee prior to
the meeting. She estimated that by the end of the financial year the BYCC and CIC will have broken even with the CIC profits balancing out the loss of the BYCC.
- CIC Report
The CIC Directors will prepare a report for the AGM in May, Sarah Portwine informed the committee that the bar turnover has increased by £11,210.30 in 2014/15 not including the turnover for March 2015. The bar turnover for the period 1st April2013 to 28th February 2014 was
£27,245.67 and the CIC turnover for the period 151 April2014 to 28th February 2015 was
£38,455.97.
- To set budgets for BYCC and Bar for year 2015/2016
Alan Morris proposed setting budgets for the BYCC and the CIC as he felt these should be in place to regulate spending. Tina Bishop expressed concerns about how this could be achieved for the BYCC. Shaun Burden and Alan Morris felt that the current balances of both the BYCC and CIC accounts should be viewed as reserve funds and that the committee shouldn’t spend money for the sake of it as they felt the committee had done by agreeing to purchase the lounge furniture. Several committee members disagreed with this and pointed out that the committee agreed unanimously to spend money on new projects at the committee meeting in December 2014 after consideration of
the financial position of the BYCC and CIC at that time. There was a further discussion about setting budgets for the BYCC and CIC.
RESOLVED: Steve Warburton will meet with Sarah Portwine before the AGM to look at
projections for the CIC.
RESOLVED: Alan Morris will look at ways to set a budget for the BYCC.
- 7. Summer festival and future fund raising for 2015
Sally Pigot informed the committee that the Lord Lieutenant has agreed to open this year’s summer festival.
Sarah Portwine asked for committee approval for the event insurance to be added to the BYCC
insurance policy when it is renewed in May at an approximate cost of £65.
RESOLVED: Event insurance will continue to be included in the BYCC insurance policy.
Sarah Portwine hasn’t been able to purchase wristbands at the agreed price of £138, as last year, so asked for committee approval to spend approximately £170 on 500 wristbands.
RESOLVED: Sarah Portwine will purchase 500 wristbands to be sold at the summer festival; this
purchase will cost approximately £170.
Sarah Portwine has had confirmation from Jeff Anderson that HSS Hire will be able to assist with traffic management and equipment as last year. Additional expenditure for this event will include security and first aid which will total approximately £400, as last year. Sarah Portwine will also get a quote from the IWCP for a quarter page advert.
RESOLVED: The management committee approved the current expenditure for Bembridge
Summer Festival.
A discussion was had about ideas for other events that could generate additional funds including bingo, film mornings for children and last night at the proms. Sarah Portwine stated that any additional organisation required for these events would need additional volunteers to help as her contracted working hours are already exceeded on a regular basis.
Sarah Portwine recommended increasing the bar prices as there has not been a price increase for 2 years but supplier’s prices have increased.
RESOLVED: Sarah Portwine will increase the price of beers, wines and ciders by 1Op per
pint/bottle and increase the price of spirits by 5p per shot as of 1st April 2015.
. 8. Petanque
Sarah Portwine presented the committee with 3 quotes for installation of the new petanque terrain;
£3015.25 plus VAT from S.S.J Contractors Ltd, £2,000 from Bob Brains Building Services (it was stated that Bob Brains no longer has the time to take on this work) and £1325.00 from B.W. Oxford Building Contractor. Theresa Martin proposed accepting the quote from B.W. Oxford Building Contractor, seconded by Bill Bristow.
RESOLVED: B.W. Oxford Building Contractor will install the new petanque terrain for the BYCC
at a cost of £1325.00.
Shaun Burden and Alan Morris expressed concerns about the price quoted by B.W. Oxford being the final price that would be paid and requested that Sarah Portwine ensure that there will be no additional costs. Sarah Portwine stated that she will ensure that B.W. Oxford will install the terrain as per the committees agreed plan and expenditure and that the Parish Council has a copy of this plan, originally sent in May 2014.
RESOLVED: Sarah Portwine will oversee the installation ofthe petanque terrain by B.W. Oxford.
The Parish Council has asked the Chairman of the BYCC to sign a new petanque agreement for use of the land including a paragraph about maintenance of the terrain all year round. Tina Bishop said the petanque team would be able to keep the terrain maintained and Sarah Portwine also said she could help with that. Shaun Burden was unhappy with the wording of the agreement regarding public liability.
RESOLVED: Shaun Burden will speak to Emma Goldring (Parish Council clerk) about his concerns regarding the wording of the petanque agreement from the Parish Council.
- 5 year plan
Alan Morris asked the committee to complete questionnaires about possible changes to the BYCC
including building extensions.
- Employee contract renewals
Sarah Portwine left the meeting while the committee discussed the renewal of contracts of employment for all BYCC and CIC employees.
RESOLVED: BYCC and CIC employees will be notified ofthe renewal of their contracts of
employment and any agreed changes.
- 11. Any other business
Alan Morris informed the committee that the rates forms have been submitted for the BYCC. Steve Warburton is completing the paperwork for the pension’s regulator and requires the PAYE reference from Tina Bishop.
Steve Warburton has signed a new contract with Biffa Waste Services for a dry mixed recycling bin
at the reduced rate of £9.11 per service/lift and daily rental of 5p per day.
Carl Johnston is looking into electricity charges and suppliers as the current contract with E-on is due to expire on 1st July 2015.
Shaun Burden has decided to resign as Chairman and will not remain on the BYCC management committee.
Shaun Burden left the meeting