Tees River Users Trust Limited

(Registration number 04179273) (The “Company”)

Timetable

  • Papers for next Board meeting to RP by 5th August
  • Papers and agenda to be circulated to Board on 7th August
  • Next Board meeting on Monday14th August at 5.30 pm.

Minutes of a meeting of the Board of Directors of the Company held at River Tees Watersports’ Centre on17th July 2017

Present: / Ralph Pickles British Rowing
Dick Marlow Tees Rowing Club
Alan Pearce Centre Manager
John Reeve Inland Waterways Association
Tony Campbell Tees Barrage Upstream Sailing Association
1 / Apologies:
Apologies received from:
Alastair Rowell Tees Tigers
Jo Bridge Powerhouse Dragon Boat Club
Alan Kallagher Tees Wheelyboats Club
Mark Hawkings Teesside University
Reuben Kench Stockton Borough Council
Graham Butterfield British Dragon Boat Association / Action
2 / Declarations of Interest: None
3 / Minutes of previous meeting.
The minutes previously issued were accepted as a correct record.
4 / Matters arising from the last meeting – Actions – NOTE – Agenda items from this meeting are incorporated in matters arising from the previous meeting where there is a common item for clarity.
(i) Trailer storage in car park
  • A charge of £40/month will be levied on all trailers stored in the car park and on the TRC container commencing in August.
/ AP
(ii)Club Room/ Hallway Development
  • The Club Room is now in use. Noticeboards will now be erected.
/ TC/DM
(iv) To receive a report from the Centre Manager
  • Matching key fobs to members is progressing with some unused fobs being turned off in blocks each month.There are 32 issued alarm fobs. Clubs to be asked for known key holders names. (9 TRC members have alarm fobs; 4 Powerhouse; 1 Tees Tigers; 1 TBUSA; 1 Wheelyboats; 1 IWA; Manager and cleaner – leaving 13 to be found)
  • We will also need to train keyholders to act as fire wardens and to how to use the evacuation chair on the staircaseand the evacuation plan updated.
  • The cleaning contract will change on 28th August.
  • Refurbishment of the bar area – agreed that we will paint the bar w/c 13th November with a squad of members including sanding and re-varnishing the wooden floor. A new carpet will be provided - £4,600 approved. 2 tub chairs at a cost of £75 each will be bought as a trial. The public toilets in the entrance will be refurbished to a higher standard and the ladies changing room will be redecorated.
  • A new telephone system will be introduced with a new answer phone.
  • Data Protection registration for the CCTV will be made.
  • Inappropriate WiFi sites will be blocked.
  • The lockers in the changing rooms operate on old £1 coins – looking at modification or tokens.
/ TC/DM
AP
AP/TC/DM
TC
TC
TC
AP
(v) To receive a report from the Asset Manager
  • Accepted quote from SBC to renew the back boards in the men’s and women’s showers and replace the flooring in the women’s shower - £1,490.
  • Need to receive the final sign off from SBC for the extension.
/ TC
AP
TC
(vi) 2016/7Capital Budget Phasing
  • There was a suggestion that we would have a better view of financial performance if clubs paid on a monthly standing charge with top up quarterly to adjust for actual membership. DM to discuss with MB.
/ DM
(vii) Monthly accounts and Function Performance
  • TC will follow up aged debtors
  • The draft annual accounts were approved subject to the meeting on the 21st with our accountants.
/ TC
RP
(ix) Anti-social behaviour
  • A sign is to be placed on the railings at the top of the pontoon ramp to draw attention to Drowning risk – cold water; underwater obstructions; no swimming.
  • RUG is working on the C&RT to get them to prevent unlicensed boats launching on the river to cut down speeding.
  • AP was attacked by a group of youths trying to gain access to the RTWC – Enforcement Called.
/ TC
TC
(x) Report of the TRUT Sports Activator
(xi) Statutory Timetable and monthly activities
  • The annual boiler and gas check is due – an alternative contract is needed.
  • The alcohol licence is due for renewal
/ AP
AP
(x) Any other business
  • WEB SITE – The RTWC web site is being updated – need content and photographs, plus up to date price lists etc.
  • Petrol storage in containers in the boathouse is not acceptable. Fuel should be kept in appropriate containers. Plans in hand.
  • Suggested that a simplified explanation of the TRUT accounts be prepared to ensure Clubs understand the value of functions to our costs.
  • TRUT directors – there are several directors listed at Companies House who do not attend meetings – agreed to remove them. Discuss with Accountants.
  • A new survey of the boathouse has been completed and invoices will now be issued
  • The cellar fan stopped working this week due to vegetation blocking the air intake – need to keep the vegetation trimmed but not so much as to permit access by vandals.
/ TC/AP/ALL
DM/AP
RP
RP
AP/DM
AP
Date of Next Meeting
The next meeting will take place on Monday 14th August 2017 at 5.30pm
Date ______
Chairman of the meeting