Black Mountains Gliding Club

 

Minutes of the Committee Meeting of Directors

 

Final approved version – changes in red

 

From

Mike Codd

Date

 

1st July 2008

Directors Present

Clive Micklewright

 

John Horley

 

Gordon Dennis

 

Mike Codd

Members Present

John Clarke

 

Trevor Davies

Meeting date

29th June 2008

Meeting place

BMGC Clubhouse

 

 

Date next meeting

 

12th July 2008 at 17:00

Place next meeting

BMGC Clubhouse

 

 

 

1. Attendance and Apologies

 

All Directors attended the meeting. John Clarke and Trevor Davies were present during parts of the meeting.

 

 

2. Accuracy and Acceptance of the Minutes of the last Committee Meeting of Directors

 

The minutes of the previous Committee Meeting of Directors held 29th May 2008 were accepted as accurate and complete.

 

 

3. Review of the Minutes of the last Committee Meeting of Directors

 

Line Management Arrangements for Liz

 

ACTION: John Horley to collect Liz Torrence’s file from John Scott.

 

The Committee agreed that it was necessary to contact John Scott. The Directors were concerned that there had been no contact with John since the EGM. They all agreed that he still has much to offer the club, from many aspects.

 

ACTION: GD to contact John Scott; to confirm to him that he remains a most welcome and valued member of BMGC.

 

New Building

Retrospective planning approval has been obtained for the new building adjacent the hanger. This planning approval allows for the new building to provide storage and lecture room.

 

Company Directors’ Liability Insurance

Hill Aviation Insurance Services have provided a proposal application form. The form includes various questions relating to detailed aspects of BMGC’s and TAL’s incorporation, history, and Memorandum and Articles of Association; which the Directors present were unsure of how to accurately answer.

 

ACTIONS: GD to speak to John Scott for help in answering certain detailed questions from the proposal application form. GD will also speak to Hill aviation Services for advice on how to approach certain questions. GD and CM to complete and return the proposal application form in order that a quotation can be obtained.

 

Tetra Mast

The Committee have registered an objection to this planning application with the Brecon Beacons National Park.

 

 

4, Workload of the existing Directors

 

This issue was discussed from the viewpoint of the following key roles.

 

Independent Minute Taker

The Committee discussed this at length and agreed that they would give this further consideration. The objective is to appoint an independent person who is neither a Committee member nor a Director, who can take and compile the minutes for both Committee Meetings of Directors and General Meetings. 

 

Chairman

The Committee acknowledged that for CM to continue in the roles of both Chairman and Treasurer would present him with an unreasonable workload. However CM stated that is prepared to continue in one role or the other, at least until a replacement could be found. No other Directors were prepared to volunteer for the role of either Chairman or Treasurer. The Committee agreed these roles required further consideration.

 

Company Secretary

Under the Companies Act 2006; Company Law has changed, so that small companies such as BMGC and TAL no longer have to have a Company Secretary. GD had suggested that BMGC and TAL might appoint a Secretary to the Directors; purely to help reduce Directors’ workload. The responsibilities of this person could include independent minute taker (see above), and organisation and coordination of the voting process at General Meetings.        

 

The question of statutory company documentation which both BMGC and TAL must keep was raised. The Committee were unclear on the scope of such documentation. GD advised he had direct experience that certain companies offer a service to compile and keep such documentation at reasonable rates.

 

ACTIONS: GD to ask John Scott if he can advise on the scope of documentation which BMGC and TAL must keep. GD will also obtain a quotation for an outside company to provide documentation services in this regard.

 

 

5. Co-opting project leaders and work groups

 

A discussion followed on how the Committee could share the workload and involve members on future projects. Both points were acknowledged as important to the future development of the club.

 

It was agreed that in future the Committee would issue a Work Package to a Project Leader who would take responsibility for project delivery, and regularly report to the Committee on initial costings, overall progress, and expenditure against budget. Work Packages will detail project deliverables (i.e. specification) and timescales. The Committee will ask members to volunteer for the role of Project Leader; as well as support workers on each project.

 

ACTION: GD to speak to Don Gosden and convene a meeting to discuss how the new building can be concluded as a project on the above basis, with Don Gosden as Project Leader.

 

 

6. Recognition of SWGC’s contribution to the EGM

 

The Committee have personally thanked Maureen Weaver and Dave Jeffries for the exemplary way in which they supported the EGM, and had offered them a gift of thanks from BMGC. Both Maureen and Dave declined this offer, saying they were simply pleased to help a local gliding club through a difficult period. The Committee have formally acknowledged the support from SWGC, and will provide reciprocal support, should this be required in at any time in the future.

 

 

7. Regularisation of the New Building

In addition to the retrospective planning approval already granted; the new building also requires a regularisation certificate. This will prove that the new building complies with the relevant building standards, according to a defined usage. The Committee confirmed the following usage for each of the four rooms within the new building: A lecture room and three store rooms.

 

ACTIONS: GD to ask Martin Pingle to proceed with the SBEM (Simplified Building Energy Model) to ascertain what, if any, upgrading of insulation is required to satisfy building control. The building regularisation application can then be submitted, the requirements put into action.     

 

 

8. Regulations and Certification for Club Buildings

 

Electrical Certification

The Committee agreed that a qualified electrician is needed to advise on the required electrical certification; and to provide a quotation for any necessary wiring and/or re-wiring. The scope of this work would include the main clubhouse building, hangar, and the adjacent new building.

 

ACTION: JH to check what has been previously advised and quoted by local electrician Owen Turner. GD and JH will review this information and, if required, approach Owen Turner for further assessment and/or a re-quote.

 

Fire Certification

The Committee agreed that this needed attention to ensure compliance with the required standards.

 

ACTION: MC to approach Peter Saundby for input and advice on fire certification. 

 

 

9. Interest on Debentures 

 

This point was raised at the EGM, and the Committee had agreed to discuss it at their next meeting. The central question raised was: Who should have voting rights on whether debenture holders received interest on their debentures? Historically, all members had voted on this at AGMs, and they had always voted that interest would not be paid.

 

ACTION: CM to convene a meeting with the debenture scheme trustees to discuss further.

 

 

10. Flying Matters Raised by the CFI

 

Martin Langford was unable to attend the meeting; but raised the following points for discussion:

 

Hire of the BGA’s Duo Discus in 2009

Martin suggested that the Committee consider hiring the Duo Discus during Task Week in 2009. He proposed that the glider could be used to compete, and advised the risk of damage in the event of field landings would be reduced at that time of year, due to the improved availability of good-quality fields. Hire costs are anticipated to be similar to those in 2008. CM confirmed that the club had benefited financially from the hire of the Duo Discus for one week in 2008; helped by good weather.

 

The Committee approved Martin’s suggestion, and thank him for his efforts in organising the Duo Discus for BMGC in 2008.

 

The Committee noted that a charge is anticipated for the damage to the Duo Discus incurred as a result of the wheels-up landing during it’s time at BMGC this year.

 

Full Time Staff Instructor for Summer 2009

Martin suggested that now was the time to start considering plans for next year. A discussion followed on whether the club benefited from operating 7 days a week during the Summer months; compared to a reduced operation of (for example) only 2 regular weekdays plus weekends. Experience showed that a full time staff instructor was required if the club were to operate 7 days a week; otherwise the workload on club instructors would be unreasonable.

 

It was agreed that it is difficult to put a precise financial value on the Summer Instructor and the benefit of a 7 day week operation. However it was also acknowledged that some analysis was necessary to help make an informed decision.

  

ACTION: JH to prepare an analysis on the cost and benefit of a 7 day week operation with a Full Time Summer Staff Instructor, compared to a reduced operation without one. The Committee will consider this subject as a principal agenda item at their next meeting.

 

 

11. Any Other Business

 

Suggestions Book

A member had suggested that a Communications Officer be appointed to keep members informed. For example, concern was expressed that some members were unaware that the club had started operating 7 days a week earlier this year. MC will undertake this role, supported by Mark Fisher as Webmaster and Anne Crowden as Membership Secretary.

 

Another member had raised the concern that internet access via the clubroom pc was unreliable. GD advised that a CAT5 cable run between the modem and pc would cure this.

 

ACTION: GD to speak to Mark Fisher and organise the required cable run.  

 

Treasurers Report

CM gave a brief verbal report highlighting the following:

 

Total funds currently amount to approximately £19,000.

No major expenditure is anticipated.

The solicitor employed for legal advice for the EGM has now been paid.

One member loan has been paid off, and a second member loan will be paid off in August.

The first repayment of the Philip Wills Loan will be repaid in September.

The club will then have paid off £8,000 debt in total, since 1st January 2008.   

The Treasurer intends to build up a contingency fund of £20,000. This is nearly in place.

The next priority is to pay off the mortgage, since this is the club’s most expensive form of borrowing.

 

Administration for Companies House

Following Ken Basterfield’s resignation at the EGM, there is a requirement to update Companies House.

 

ACTION: MC to ensure that the relevant paperwork is filed with Companies House.

 

2007AGM minutes and 2008EGM minutes    

ACTION: MC to submit amended 2007AGM minutes, and the 2008EGM minutes to members. Members will be asked to approve both sets of minutes at the next General Meeting.

 

Marketing Update

MC advised that a full page competition feature had been placed in Today’s Pilot magazine. There were five prizes of a BMGC trial lesson voucher each. The feature also included a description of BMGC, highlighting that we run PPL to gliding conversion courses during the summer months. The Committee express their thanks to the editor and BMGC member Dave Unwin for kindly supporting the club again this year.  

 

MC suggested adding a new section on the club website; offering trial lessons bookings to corporate groups. This would require coordination with the CFI, Liz Torrence and Martin Pingle, to ensure proper instructor cover and member support. The Committee agreed that this idea should be progressed; although the trial lesson aspect should be stressed in any website description.

 

ACTION: MC to progress adding a corporate group section to the website for trial lessons.  

 

MC advised that Mike Entwisle had suggested approaching BBC Wales Today; inviting them to feature trial lessons at BMGC. They are running a series featuring activities in the region. The Committee agreed that this would be an excellent idea to raise the profile of the club, and might also attract new local members.     

 

ACTION: MC to contact BBC Wales and invite them to feature BMGC.

 

 

Next Committee Meeting of Directors

 

At the clubhouse on Saturday 12th July at 17:00hrs.