BSC Committee AgendaMeeting Minutes

1st February2018

1.Welcome

  • From Rob Patterson Pearson (Chairman)

2.Attendance/Apologies

  • Rob Pearson
  • Anna Madams (Secretary)
  • Charlotte Raynes (Temp Social Secretary)
  • Tim Hirons (Treasurer)
  • Lisa Pierce (Membership Sec)
  • Neil Allen & Andrew Pratt (Beginners reps)
  • Shaun Lancaster (Communications/IT)

Apologies from Sam Evison (Social Sec) currently overseas -, returning April.

Guests – Stuart Woodham, Richard Wood & Bhodi

3.Roles and Responsibilities

  • As whole committee are new to their roles we discussed each member’s roles and responsibilities.
  • All members to familiarise themselves with appendix Z of constitution that sets out their roles.

Chairperson (Robert Pearson)

  • Over the coming months Rob will look into updating some sections of the constitution, to be discussed further in future meetings.
  • New data protection legislation coming in 25th May 2018. Rob to read and report back re actions needed.
  • Discussed planning future committee meeting dates – proceed as in the past setting them on month by month basis. Anna to post on FB & Website when organised.

Secretary (Anna Madams)

  • Anna to post minutes of AGM and this meeting on FB and website – Shaun to provide website management login details ASAP.

Treasurer (Tim Hirons)

  • Tim needs his own Event bright login to check monies received against bank details – Charlotte Raynes to assist.
  • Signatories on bank account need updating – as yet undecided who, Sam Evison on her return.
  • Is it possible to set up another login for the internet banking. Tim to investigate and report back next meeting.
  • Constitution needs updating with regard to how the bank account is run now it has switched to internet banking – Rob Pearson Patterson with assistance from Catherine Cain to write amendments to be voted on at next AGM

Social Secretary (Sam Evison with Charlotte Raynes standing in until April)

  • Event dates have been posted on FB for the coming year.
  • New email address needs to be provided for Event Bright – Shaun Lancaster & Charlotte Raynes to action.
  • We are hoping to set up a skype session to include Sam Evison at next month’s meeting.

Membership Secretary (Lisa Peirce)

  • Lisa already actioning new member requests.
  • Check on info presented to those who request membership via facebookFacebook
  • Discussed providing electronic membership cards rather than plastic, options to be presented next meeting.

Beginners’ Representative (Neil Allan and Andrew Pratt)

  • To create/use existing standard reply templates to send to new members.
  • Make sure new members are informed of events set up on FB page.
  • Check options for hiring equipment at event weekends.

Communications and Publicity Officer (Shaun Lancaster).

  • Club membership is already substantial, no need to advertise as organic growth is already healthy.
  • Shaun to check discount levels set buy ‘friends of the club’
  • Emailing all members – monthly email to all members highlighting upcoming events, library, safety tips and friends of club discounts – Shaun/Anna.
  • Streamline traffic from BSC Email Addresses

4.Facebook Administrators

  • Everyone happy to be admins. Committee members can remove themselves from receiving new member requests by going to settings.

5.Library

  • Anna handing responsibility over to Laura Kirstie Price.
  • Laura needs to notify members of any new items added (Shaun Lancaster to include in monthly email)
  • Andy Pratt willing to assist with library as it is useful for new members.

6.Budget & Spending Plan

Spending Forecast for 2018 – Agreed by all committee members.

£
Income:
Membership Fees / 2,000.00
Expenditure:
Insurance / 200.00
Website / 60.00
Membership cards print / 200.00
Membership cards postage / 200.00
BBQ / 200.00
BSCCompetition / 100.00
Interclub Competition / 100.00
Xmas Party costs / 500.00
Total / 1,560.00
Other:
Donations / TBC

7.General Data Protection Regulation (GDPR)

  • Rob to read legislation and ensure the club is compliant by 25th May 2018

8.Update documents

  • Certain sections of the constitution need updating – immediately correct committee members.
  • Other section require significant input – see note under Rob Pearson (Chairman), they will also require voting on at next AGM to need to be produced in time – Autumn 2018.

9.Events requiring additional work

  • BSC Competition
  • Interclub Competition
  • Xmas party
  • Rob to ask members

10.Cash Balance in BSC Account

  • Some excess cash needed in bank account to help with cash flow. Options with surplus either donating to charity or subsidising an event that all members have the opportunity to attend. Further discussion at next meeting.

11.Charitable Fundraising in 2018

  • Matched Funding – kindly organised by Rob from Lloyds Bank, only applies to 1 charitable donation.
  • Charity to Support – committee to bring suggestions to next meeting.

12.A.O.B

  • Advertising on FB not benefit members, their friends or friends businesses.
  • Post on FB reminding people/in monthly email.

13.Close

  • Next meeting Thurs 1st March – 7pm, Rose of Denmark.