BEACONSFIELD SQUASH CLUB LTD MINUTES OF MEETING OF BOARD

Beaconsfield Squash Club Ltd

Beaconsfield Squash Club Ltd

Minutes of Meeting of Board of Directors

held at Deborah’s on Thursday 25^th October 2012 from 7:30pm

Directors present Mike Atkinson (MA)

Deborah Holmes (DH)

Nigel McNeil (NM)

Kevin Mears (Chairman) (KM)

Phil Russell (PR)

Company Accountant Catherine Gardner (CG)

Apologies for absence Dave Barker (DB)

Minutes of previous meeting and EGM

Agreed

Apologies for absence

David Barker was unable to attend.

Catherine Gardner

Catherine has taken over from Reg Lewthwaite as the Club’s accountant. The Board welcomed Catherine to the meeting.

Finance

Final accounts for year end June 2012 are in process of being agreed and finalised.

First quarter management accounts will be made available at the next Board meeting in November.

Membership

Membership numbers for September were as follows:

Full 229

Associate 34

Junior 60

Social 11

Total 334

This is slightly down at the same time last year (340) but following the recent initiatives the Board hoped that the numbers for October would be improved. Members are reminded that the incentive scheme of £75 bar vouchers is still in place until the end of this year, for those who introduce a full or family member to the Club. This needs to be claimed at the time the new member joins.

Bar

The first quarters bar takings were healthy at £11,437 which compared favourably to the same time last year £9,369. A price comparison has taken place with the local pubs in the Old Town to ensure that we remain cheaper than all pubs. We have upgraded the quality of the wines and will take advantage of competitive deals provided by Costco, Booker and the local supermarkets. In addition to the existing lagers, by popular request, draft Peroni will be trialled until the end of the year.

Court Income

The first quarter’s court income was £11,438 (compared to £10,012 last year).

Company Secretary

Phil Russell has agreed to take responsibility for all company secretarial duties.

The date of the AGM will be announced as soon as the Accounts for 2012 have been agreed.

Licence Premises Holder

Mike Atkinson is now the Club’s Licence Premises Holder.

Staff

Following the redundancy of the General Manger and Chris’s resignation, new staff have been recruited and are settling into the Club well. The Board extended their gratitude to Chris Griffiths for 13 years service and were pleased to see so many at her leaving party (which had record bar takings).

The Lodge

Extensive external and internal renovation has been completed at the Lodge. Hall Barn kindly agreed that we could rent the lodge commercially and Ashington Page found a family from Seer Green who could move in immediately for a three month lease, which ends at the end of November.

Particular thanks to Jonathan Catchpole for recommending his plumber David Chipperton who did an amazing job in installing a much needed new bathroom in 2 days. David can be contacted on 07973 463230.

Projects

Accounting System – The package Kashflow (a web based system) is being used with Catherine taking responsibility for maintaining all records and PR having access to view the system. Sage payroll will be used for the remainder of the tax year.

Marketing - DB reported the following:

20 people had a thoroughly enjoyable time at the Rebellion Brewery
Cricket Clubs and Rugby Clubs promotions were a success with a number of new members joining – welcome to those members
New Logo concepted, delivered and integrated to website – thanks to John Dean and his company buchanan dean design
New entrance sign with new logo under construction – thanks to Jan Grzyb
3 hours of leafleting undertaken to businesses and residents of the old town
Ongoing leafleting around Beaconsfield in Sainsbury’s, Starbucks, Post Office etc
In-house event template developed by Georgina Fernandez so all staff can be made aware of each planned event
Georgina Fernandez has taken over as gatekeeper and editor of website with commitment to update leagues in a timely fashion and to update website weekly
Investigating Festival of Lights presence and Post Xmas Open week
Chalfont St Giles Fete was a success with a numbers of members having joined following this event

Sponsorship – We are delighted to announce that Richard Lubek’s company BSG Financial Solutions Limited have agreed to sponsor the juniors. Team shirts will be made available to the juniors representing the Club. Carphone Warehouse have renewed their sponsorship of the teams and team shirts are now available for all regular team players. Thanks to all of our sponsors who’s support of our Club is hugely appreciated.

Events

The major events for this year are:

17^th November Juniors Club Night - Fish & Chip Supper
24^th November Open mic / band night
8^th December Christmas party
14^th December Table Tennis competition
31^st December New Years Eve party

The Golf Society remains active with the next outing being at New Zealand Club on the 23^rd November. This event is open to all members and there is a sign-up sheet at the club.

8 members took part in the 1500 person strong Dorking Box Hill sportive. More cycle outings to follow.

Maintenance

Thomas Williams group completed the replacement of lights on all 5 courts.

The pump that drives the hot water to the showers broke and needed replacing. The unit was finally manufactured and installed and we have powerful hot showers again. The main hot water boilers will be serviced in November.

A new till has been installed which will provide detailed sales analysis and will be able to ring in rounds of more than £10! Many thanks to David Tecke for his support in implementing this system for the Club.

The car park will be cleared of leaves and weeds and the hedge cut back.

Club Welfare Fund & sale of web domain

David Stamp has not provided the analysis of monies collected by him for the above nor submitted his invoice for the sale of the web domain. We continue to chase.

Date of next meeting

Wednesday 7^th November

Meeting closed at 10:30pm.

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