Minutes of Committee Meeting held on Monday 8th April 2019
Those in attendance:
Steve Lacey, Charles Greenlees, Linda Parry, Allan Simpson
Richard Ayres, Gill Seymour, Robert Kilby, Martin Berkien, Ailie Henry
1. Apologies for absence – Pete Tunnicliffe; Jenny Young, Trustee; Andy Carpenter, Trustee.
New members, Robert, Martin and Linda were welcomed and were delighted to hear that Linda had agreed to be Secretary.
2. Minutes of Meeting held on 4th March, 2019
The minutes were accepted as a true record with one amendment as follows:
“People paying for bridge lessons, provided by the club, will receive free membership up to the start of the next membership year. The full membership subscription will then be payable”.
3. Matters arising
· Wednesday evening bridge had been suspended with effect from the end of March due to insufficient numbers.
· Pete Tunnicliffe was still leading on PAT Testing.
· The upstairs windows leak had been repaired and the back yard cleared of rubbish.
4. Treasurer’s Report
· The Treasurer presented the profit and loss account for 31st March, He requested permission to give £100 to Eileen Clout for her services in the preparation of the annual accounts and this was agreed. The committee expressed their thanks for her input and expertise.
· A question was raised about the differences, year on year, in the subscriptions figures. Charles explained that this was due, at this time of year to not all renewals having been received. This would resolve itself in May/June.
· It was agreed that in future Charles would present the accounts quarterly instead of monthly.
5. Building Maintenance and Improvements
· It was agreed that a Club House Sub-committee would oversee the maintenance and upkeep of the building. Steve, Ailie, Charles and Robert agreed to serve and it was suggested Jenny Young be asked it she would be prepared to join.
· The role of the sub-committee would be to oversee the day to day maintenance of the building and also to take a strategic view of future development.
· The sub committee were asked to investigate the feasibility of converting the attic area into an apartment, which could be let to a suitable tenant, and to report back to the full committee on 8th July.
6. Competitions Committee
· The committee received a list of competitions for 2019/2020.
· The Individual Cup for 2018 had been mistakenly presented to Mike Easterbrook at the AGM; recipient should have been Jim Dunn.
· It was agreed that the present membership of the sub-committee (Pete and Richard) continue and the Chair would check that Andy Carpenter was willing to serve.
· The sub-committee would be asked to consider a letter from the Devon Bridge Association about participation in county competitions.
7. Membership Secretary reported that:
· 135 members had been invited to renew, of which around half had already done so.
· Only 1 member had informed the Membership Secretary of cancellation of membership and this was due to moving away from the area.
· A membership application had been received from Ron Wootton and was unanimously approved.
8. Bridge Lessons
· It was decided that New Beginners and Intermediate courses will commence on Monday 30th September.
· Following a discussion it was agreed that Steve would update the marketing flyer for distribution as last year.
· The possibility of further teaching sessions was discussed and it was decided that the current Teaching Team would investigate how we should move forward.
9. GDPR/privacy policy
· Allan advised that communication had been received from the EBU regarding the Data Controller Processer. The EBU had taken legal advice and it transpired that no ‘contract’ was required. Allan would update our Privacy Policy with the relevant information. It was possible that those clubs using Pianola might still require a contract and Allan would pursue this with the EBU.
10. Correspondence
· A request had been received for afternoon bridge on a Wednesday. Steve would place a notice on the board asking people interested to sign up.
· The committee discussed a suggestion that trustees be allowed to vote in committee which would require a change to the constitution. Because of the potential for conflict of interest it was decided that the role of Trustees would continue as now described.
· It was agreed that raising lettings charges would be considered by the Clubhouse Sub-Committee. It was felt that any increases should take place next year, in recognition of the disruption experienced by groups renting the rooms these last 2 years.
· It was agreed that arrangements for bidding conventions on Monday afternoons would be carried forward to the next meeting.
· Dates of future meetings were agreed.
The next meeting would be at 5.00pm on 13th May 2019.