Minutes of Centre Management Committee – 9th September 2013

Minutes of Centre Management Committee – 9^th September 2013

ATTENDEES:       Jonathan Leahy- Chairman (JL), Alan Smallman- Secretary (AS),

Tony Chown- Treasurer (TC), Rachel Cornell (RC)

APOLOGIES:       Jonathan Vinsome- Accountant (JV)

“Trustees are reminded to make any declaration of personal and/or prejudicial interests that they may have in relation to items on this agenda. Notice should be given at this part of the meeting of any intended declaration. The nature of the interest should then be declared later at the commencement of the item or when the interest becomes apparent.”

“Subcommittee members are reminded that no decisions can be made without subsequent approval at a regular Trustees meeting or via a vote called from all Trustees.”

PURPOSE

The Officers of the ACSC have formed a temporary Management Committee. Currently the Officers are short of one position so Rachel Cornell was asked to attend. Members were agreed to retaining position on the Management Committee, pending approval at the next Trustees meeting. It was recommended that Dennis Leonard also form part of the Committee but only required to attend meetings involving the playing fields.

MINUTES OF MEETING

1. 1.       Review of end of year accounts.

Postponed; accountant unable to attend meeting.

1. 2.       Overview of account balances and outstanding expenses.

Postponed; accountant unable to attend meeting.

1. 3.       Establish responsibility between ACSC and Vinsome Accountancy Services.

The Management Committee recommends that:

ACSC Treasurer responsibilities include:

• Manage money in/money out for bookings and private hire including deposit refunds.
• Manage bookings diary and bookings forms.
• Manage an internal float of up to £100 to be kept in the office with a receipt log book.
• Manage cleaners float.
• Pay in cheques received.
• Refund trustees expenses.
• Monthly report sent to Accountant (money in/out, including cheque slips, expenses, etc)

Accountant responsibilities:

• Raise invoices and credits for regular users/groups
• Payment of bills
• Manage Direct Debits and regular payments
• Recommend Maintenance and Service contracts (Gas, Water, Electric)
• Monthly Income/Expenditure/Budget reports (as per current format)
• Liaise with auditor for Annual Accounts

To Do List:

• Obtain second cheque book for Accountant
• Trustees new signatories (AS/TC)
• Accountant new signatory (Sue Vinsome)
• Purchase cash box for Office, expenditure of up to £50 approved by Officers (RC)

All items (except purchase of cashbox approved expenditure by charity Officers) subject to required approval at next Trustees meeting and by Vinsome Accountancy Services allowing for further discussion as required.

1. 4.       Centre Management

Cleaner duties and contract review:

• Centre Cleaning – review meeting with Harry Hedges (JL)
• Booking of contractors – provide contractor list (JL/AS)
• Meeting with contractors as needed – to be discussed with Harry Hedges (JL)

Bookings and communication:

• Maintain bookings diary (TC)
• Onsite meeting for bookings (TC/JL/AS share as available)
• Responding to voicemails/enquiries (TC/JL/AS target response within 1 working day).
  • Responder emails enquiries stating that they are dealing with said request.
  • Responder to update Google Calendar with any temporary booking.
  • A reminder of Charges for 2013:
    • Hall hire per hour:                                    £12.50
    • Hall hire Saturday 12pm-12am            £160.00
    • Hall hire Saturday 9am-12am              £180.00
    • 10% discount applies to parishioners and regular user groups.
    • £100 deposit required from private hirers.
    • Bar hire is organised separately by the Social Club (£40, or £20 for members).

Proposed rate increases for 2014 to be ratified at next Trustees meeting to implement Jan 2014:

• 5% increase on hall hire.
• Hopscotch negotiation meeting to be set (JL).
• Social Club negotiation meeting to be set (JL).
• Complete and obtain independent ground rent survey previously paid for (JL).
• Review proposed lease agreements and recommend next actions (JL/AS/TC).
• Surveyor’s drawings still needed for Barn, Signal Box and Compound (RC).