Black Mountains Gliding Club

Minutes of the Committee Meeting of Directors

From	Anne Crowden
Date	9th August 2008
Directors Present	Clive Micklewright John Horley Gordon Dennis Mike Codd
Members Present	Martin Langford (CFI) Anne Crowden (taking minutes)
Meeting date	9th August 2008
Meeting place	BMGC Clubhouse
Date next meeting	4th October 2008 at 17:00 or after flying
Place next meeting	BMGC Clubhouse

1. Attendance and Apologies

All Directors attended the meeting. Martin Langford was present as CFI and Anne Crowden to take minutes.

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

In paragraph 3 item 'New Building' the words 'the new building to provide storage, workshop and lecture room' should omit the word 'workshop'. Similarly in paragraph 7 'Regularisation of the new building' describing the usage for each of the four rooms within the new building 'A lecture room, a parachute store, and two store rooms' should read 'A lecture room and three store rooms'.

Otherwise the minutes of the previous Committee Meeting of Directors held on 29th June 2008 were accepted as accurate and complete.

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

Line Management Arrangements for Liz

John Scott has handed the company secretary paperwork to Mike Codd.

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

GD has contacted John Scott and exchanged emails about his continued presence at the club.

Interest on Debentures

Clive has had a meeting with Gerry Martin, a debenture scheme trustee, who felt that perhaps payment of interest was due. He suggested that the trustees should be consulted about whether a proposal be made at the next AGM that a meeting of debenture holders is held to decide whether interest payments should be made.

JH's investigation shows that interest should have been paid each year from the 4th year after the start of the scheme. This could be waived by a meeting of debenture holders (there are rules on quorum and voting rights) but not by a vote at the AGM.

? ACTIONS: CM to ask the trustees to arrange the process for a meeting of debenture holders. CM will convene a meeting with JH and MC to discuss the interest issue.

Flying Matters

The bill for the Duo Discus damage has not been received yet.

Clubroom Internet Access

ACTION: Carried forward. GD to speak to Mark Fisher about a CT5 cable run between the modem and the PC to improve reliability.

Administration for Companies House

MC has sent all the forms for directors' resignations to Companies House.

ACTION: MC also to arrange submission of the Annual Return that has been requested by Companies House.

Co-opting Project Leaders & Work Groups

GD met with Don Gosden and agreed actions to complete the new building, with DG as project leader.

4. Staff Instructor for 2009

JH had produced a detailed document comparing the current operating arrangements with operating just two mid-week days and the weekends in the summer of 2009.

The other three committee members and the CFI gave their opinions on the proposal and while they all appreciated John's competent analysis they felt that it would be a retrograde step for the club to operate part time.

In the current economic situation, and with the external pressures on the gliding movement, only clubs with the correct strategy will survive. It was felt that a full time instructor was operationally necessary for many reasons. If the club loses its reputation for a reliable service then there could be a loss of members and expeditions. Full cover would be required at times and the pressure on local instructors, who are often tug pilots as well, would be too great over the course of the summer season. Currently, weekdays are as busy and sometimes busier than weekends.

CM, who understood the financial concern, said that the club has enough income to cover the cost of a full time instructor. The committee discussed ways of increasing business, many of which are already being planned or implemented.

PROPOSAL: That the club has a 4-day a week operation in 2009.

The proposal was rejected unanimously.

In view of that decision, it was agreed that a full time instructor was required for next year.

ACTION: ML to talk to Bo Nilsson and follow up those discussions as required.

5. CFI Update

With the experience of the Capstan incident, only the chairman and the CFI may report on accidents. Martin has prepared a form of words to be used.

Two 2-seaters with instructors will be available for cross-country flying almost every day of task week.

Mike Tomlinson finally had the weather to complete the first cross-country coaching flight with Mike Hutchinson. They went round the 'Talgarth Triangle'.

Ken Basterfield's medical issues have been resolved and he will be flying gliders at BMGC subject to a currency check flight.

15 videos are now available on the web site. They cover the whole pre-solo syllabus and will have site check flights also. They will be available in the briefing room when it is completed. ML has longer-term plans to film short lectures as well.

The trial lesson video is not used as much as it should be and this would be encouraged.

ML asked whether the disabled toilet installation was planned. The answer was that it would be addressed when the parachutes were re-housed in the new storage room.

ML has a contact that could build a dual control simulator using Talgarth as background scenery. He listed the advantages of such a piece of equipment for the future.

ACTION: ML to investigate the simulator and provide a cost breakdown to Clive.

The cost of setting up a facility to provide and sell DVDs of trial lessons next season would be approximately £200.

ML thanked Robbie Robertson for attending an airspace meeting held at the club. RR reported to ML that the threat to airspace at the club was minimal but that holding the meeting at BMGC had set up a useful relationship.

The BGA Duo Discus has been booked for Task Week 2009, but there is some doubt about whether the BGA will still own it by then.

6. Secretary to the Board of Directors

A small team has been set up to be independent minute takers at committee meetings and to fill the role of secretary to the committee. Confirmation of the team members is expected shortly.

7. Chairman and Treasurer

Despite efforts there has been no progress on finding a member to appoint as a new director to become either treasurer or chairman to relieve CM of one of these roles.

8. Progress on the New Building

Don Gosden as project manager, Martin Pingle and GD met to plan completion of the building. The SBEM (building regulations) test results from the authorities are expected soon, stating what work is required to comply with regulations. MP is co-ordinating this. It is hoped that the building will be completed in the autumn.

ACTION: GD to estimate costs for completion for CM when the work required is known.

9. Regulations and Certification of the Existing Buildings

Electrical Certification

ACTION: GD to approach Owen Taylor to carry out a survey for all the buildings.

Fire Certification

Peter Saundby does not currently have spare time to advise on this.

ACTION: ML to approach Fred Bishop to ask whether he would survey and advise. If he is unable to help, a volunteer will be sought.

10. Company Directors’ Liability Insurance

GD is completing the proposal application form that Hill Aviation Insurance Services have provided. Having taken advice he proposed the form of words he wishes to use on the outstanding questions which were approved by the other directors.

ACTIONS:

1. GD will submit the form and report back when he has received a quotation.

2. MC to locate the Certificate of Incorporation if it is in the company secretary handover material from John Scott, as it is required by GD and for display.

11. Marketing Report

MC is progressing the addition of a corporate group section to the web site for trial lessons.

ACTION: Carried forward.

MC has approached BBC Wales about inclusion in their series about activities in the area and is awaiting their follow-up.

He is also planning an email-shot to members and previous visiting pilots advertising courses that are available as the club needs to be more proactive filling courses.

ACTION: MC to organise email-shots advertising courses.

12. Treasurers Report

CM has produced a financial report for the first 6 months of the club's financial year (January to June) which is published with these minutes. He made additional comments: -

As the report covers the first 6 months, it does not accurately reflect half the year as certain items are rolled out at different times of the year.

Expenditure:

Glider maintenance -

£4000 was budgeted. The £16000 shown includes the K21 work.

Legal fees -

£200 was budgeted. Legal advice for the EGM issues made this greater than £1000.

The legal fees also include the cost of planning permission for the new building.

Members' loans -

Martin Brockington's loan should read £3000 and will be cleared this year. Also, by adding £1250 to the regular £500 repayment, Mike Edmond's loan will be paid off in August, thus both members' loans will be repaid this year.

Airfield maintenance -

Will be greater for the second half of the year as more grass cutting will be needed than in the first half.

Wages -

National Insurance and PAYE will also be greater in the second half. The Office Administrator’s hours include overtime. Net salaries will increase.

Projects -

Nothing has been spent in the first half, but there will be spending on existing projects in the second half.

Tug hire -

Costs were over budget as the Neath tug was required during G-AZPA's unexpected engine refit.

Fuel -

A further £6000 of fuel was paid for in July and a top up of £3000 is required in August. The fuel bill is still within budget.

Tug maintenance - includes repair costs.

Rent - is paid to TAL by BMGC.

Income

Membership fees are up. Temporary membership is up.

Hangar fees are down (as the Capstan is no longer in the hangar).

Launch fees are down and soaring fees up - these are estimated income at this point.

Trailer parking is on budget.

MC reported that voucher sales are up 2-fold year on year. There was a worrying drop in sales in June compared to June 2007 but was back on target in July. Mini-courses have been productive.

There is £22,000 in the bank and £3000 to be deposited next week after a good week's flying. There is a contingency fund of £20,000 and the club is in a sound financial situation if income levels are maintained. No major spending is anticipated except debt repayment where a minimum of £10,000 (or if it goes to plan £20,000) of the £80,000 outstanding debt will be repaid this year.

Any Other Business

Suggestions Book

It was suggested that the tug be filled with fuel at the end of flying or before flying each day. Two comments were added particular to the specific day that gave rise to the initial entry.

There was discussion about the pros and cons of refilling at night and before flying. No conclusion was reached. The CFI will discuss the matter with the tug master.

Tow Car Maintenance

JH said that Alan Thomas was responsible for the tow cars and fixes them when they break down. He felt that the addition of regular maintenance on the cars would keep them running more reliably.

ACTION: AC to email members asking for a volunteer to undertake responsibility for the regular maintenance of the tow cars.

Club Clothing Sales

A volunteer is required to take responsibility for the ordering and sale of a new stock of club clothing with logos.

ACTION: AC to email members requesting a volunteer.

Autumn/Winter Lectures

ML has the organisation in hand.

Next Committee Meeting of Directors

At the clubhouse on Saturday 4th October at 17:00hrs or after flying.