Rugby Bridge Club Management Committee.

Minutes of meeting held at 3, Hardy Close, Bilton, Rugby

on 9^th December 2013

Present

Peter Langley (Chairman)

Philip Shorey

Terry Bradbury

Anne Carrington

Janet Chappell

David Owen

Wendy Pattinson

David Hicks(Secretary)

1.         Apologies

There was an apology from Chris Malthouse, who was away on holiday.

2.         Premises Search

(i)            Cawston

It was confirmed that Cawston Parish Council no longer wished to enter into a long term tenancy agreement with the club having been able to obtain the finances required from another source and had failed to respond to correspondence from the Chairman.  The committee in noting the position reached said that it was very disappointing and particularly so for Phil Shorey and Sue Osborne who had worked tirelessly on the project.

(ii)        Rugby Lions Union Football Club

It was confirmed that the Rugby Lions Club were unable to enter into any long term tenancy agreement with the club, preferring to hire out the premises on an as required basis and for this reason the club had no further interest in using their premises.

(ii)        66A Somers Road

It was confirmed that there were two possible options with regard to these premises:

a.    To have a tenancy agreement for the first floor only

b.    To buy the premises as a whole with current tenants on the ground floor remaining in situ and paying a rent to the club who would then be responsible for managing the whole site.

(iv)        Royal British Legion Club Hillmorton.

The property was for sale and the only option therefore was to buy the premises.  Terry Bradbury informed the Committee that the period for advertising the premises for sale was unclear but he had been informed that a bid of £105,000 had been made but it was possible that an auction would take place towards the end of March or early April.  It was known that there were other interested parties.

3.         Other Associated issues

(i)           Charitable Status

Phil Shorey informed the Committee that any successful application for charitable status could lead to a reduction in the business rates of 80% and with a further possible 20% rebate.  Any financial considerations he suggested should only be based on an 80% reduction and any paper produced should reflect this.  Charitable status he believed would not be difficult to obtain

It was said that the club would only be able to afford to rent the first floor premises at 66A Somers Road if it was granted charitable status.

Reference was then made to a suggestion by Chris Malthouse as to whether it was possible to apply gift aid status to table monies and Phil Shorey was able to confirm that he had spoken with HMRI who had said gift aid status could not be applied to table monies.

(ii)          Planning Application for change of use.

It was confirmed that there would be a need to make application for a change of use, which could take up to three months to achieve at a cost of £385 if the club were to buy or to take out a tenancy agreement at 66A Somers Road.

The Chairman then asked David Hicks and Phil Shorey to make a short presentation on the RBL Club and 66 A Somers Road.

Royal British Legion Club Hillmorton

Located in Hillmorton just over two miles from the town centre but almost immediately adjacent to the Ex-Servicemen’s Club, which was currently used. 

David began by suggesting that when the premises were viewed it was quite clear that the lights had been turned off and the people responsible had simply walked away and what was seen was quite depressing, although capable of being better presented by some basic TLC.

The building he said was a single storey structure, over 60 years old, in a sound condition according to the former Chairman who had held that position for 15 years.  Repairs to part of the roof had previously been carried out and on the visit to the club there was no evidence to suggest that there were any current leaks in the roof but this was something that would need to be confirmed by a more detailed examination.

The facilities available he suggested were capable of meeting all the club’s bridge session needs and the Club have previously used the premises for this purpose and included storage, kitchen and toilets.

The toilets he said were somewhat outdated but no worse than those at Clifton or in the Ex-Servicemen’s Club, immediately adjacent to the room used but there would be a need to consider the provision of disabled facilities at some stage.

The building was secure with good strong bars over windows.

There was limited parking immediately adjacent to the premises, 8 spaces and additional spaces perhaps available at the Church, with their permission and which had applied in the past.

In the longer term it could be turned into a first class venue for the playing of bridge but would need some internal structural alterations, improved heating and lighting and general presentation to achieve.

The premises could fulfil all the criteria as defined in the ‘Strategy for New Premises’.

66A Somers Road

Just over a mile and a half from the town centre

Phil said that the building was a modern structure, 15 years old well presented with a good standard of decoration and fittings, centrally heated with good lighting and in a sound structural condition so far as he was aware.

The room on the first floor had no disabled provision and this would need to be addressed by installing some form of lift.

The total space available could meet all the clubs requirements although the large room was some 15 square metres less than the required area but there were other rooms which could be used if needed.

The kitchen and toilets were modern and in excellent condition and there were ample storage facilities.

So far as car parking was concerned he said there was ample parking on the site for evening sessions but on Friday afternoons there would be a need to park on adjacent roads

Reference was then made to a very detailed and comprehensive financial paper that Phil Shorey had put together, which went through the various options of buying the RBL Club, buying 66A Somers Road or having a tenancy agreement for the first floor at this location.  The paper included assumed utility costs, immediate and future maintenance and loan repayments and other associated costs with any tenancy or purchase agreement.

It was noted that there would be no need to apply for planning permission for a change of status at the RBL Club but there would be a need to do so for 66A Somers Road.

At the conclusion of these discussions a vote was taken with the three options ranked in order of preference by those present.

The result of the voting was as follows:

Buy RBL Club                                                 15

Buy 66A Somers Road                                               19

Rent 66A Somers Road                                             20

Note:    Lower scores indicate stronger support.

After further detailed discussion the following was agreed:

1. A bid of £110,000 to be made for the Royal British Legion Club to register the club’s interest to purchase the property.
2. A bid of £220,000 to be made for 66A Somers Road to register the club’s interest to purchase the property.
3. It was agreed that the club could not afford a tenancy agreement for the first floor at 66ASomers Road unless charitable status and an 80% reduction in Business Rates was achieved.
4. An entry to be made on the club Web Site to inform the members of the position reached with regard to tenancy agreements at Cawston and Rugby lions Football Club.
5. An article to appear in the Newsletter with regard to latest developments with regard to RBL Club and 66A Somers Road.
6. It was noted that the CIU Club, adjacent to the Town Hall was for sale and it was agreed that details should be obtained.
7.  

Actions:          Peter Langley, Phil Shorey and David Hicks.

4.         Minutes of last meeting

The minutes of the 23^rd September 2013 had been previously agreed.

5.         Matters Arising not elsewhere on the agenda

(i)           Pairs League

David reported that the Pairs League continued to go well with two of the divisions being very competitive with one more session to be played. It was hoped he said to increase the number of players to 24 pairs for the league proper commencing in February next year, but this would be dependent on finding alternative accommodation for the competition.

It was agreed that an update of the competition and the plans for the future should be included in the December Newslettter.

Action:            David Hicks

(ii)                  Wednesday Night Sessions

The Chairman reported that numbers were still very low, members did not seem to be interested and there was also a need to attract more members to the Saturday morning tuition sessions.  A view was expressed that the Wednesday session should be moved to the Townsend Clifton Memorial Hall and this was supported, though it was not thought likely to save a great deal of money.

Action:            Chris Malthouse 

(iii)                 Schools Initiative

The Chairman reported that this initiative had collapsed and the initial enthusiasm had not been matched by numbers committed and it had proved difficult in practice to run combined sessions for Lawrence Sheriff and Rugby High School.  The original intention was to have 18 sessions but it was suggested that consideration should be given to 5 sessions for each school, during the Spring Term, dates negotiable, with the sessions being supported by two separate teams.  The first session was to be arranged and to be taken forward in the light of experience gained.

There was support for the suggestion made.

Action: Peter Langley

(iv)                 Trophies and Awards

The Chairman referred to a revised paper he had prepared following the discussions at the last meeting and there was general support for the suggested changes to present arrangements.

The most significant changes proposed were as follows:

John Day Shield – most improved pair on Tuesday evenings to be widened to the most improved pair on the Tuesday, Thursday and Friday Sessions with a minimum of 30 appearances and with less than 5 years membership of the club.

Williams Trophy –The pair with the highest percentage on the first Tuesday of November – To be awarded to the pair with the best overall results on Thursday throughout the year.

During the general discussion that followed a view was expressed that where trophies were awarded no cash prize awards should be made, although this would not apply to the one day events and the Pairs League where a percentage of the monies collected would be paid to the winners and this view was supported.

It was agreed that a summary of the suggested approach would be included in the forthcoming newsletter.  Detailed proposals for changes would be put to the 2014 AGM.  The revised arrangements would apply from the 1^st April 2014.

(v)                  Annual Dinner

Phil reported that there had not been a great response to the survey of members that he had carried out and those that had did not have any strong preferences.

Mention was made of the Daventry Bridge Club’s dinner which had been attended by a number of the club members and the view was expressed that it was a very successful and enjoyable evening, which consisted of an excellent carvery dinner followed by a quiz event based on tables of 8, with numerous prizes, which ensured that everyone was involved, and a raffle. 

Phil Shorey undertook to pursue the suggestion of a carvery dinner and quiz, which he was more than happy to organise, to take place in early Spring next year and in the meantime thought would be given to finding an appropriate venue for the event. 

Action:            All

6.         Convention Cards

David Hicks in introducing this item referred to correspondence that had recently passed with regard to having convention cards and said there was a requirement to do so if members wished to play in County or EBU events.  All members he suggested played to conventions which they agreed with their partners and made known to their opponents and it should not be a great task to have a formal convention card available and was a good discipline.  However the extent to which this would be treated as an absolute requirement should vary from session to session.

7.         Club Strategy

Reference was made to a strategy paper previously circulated to the Committee where it was decided that discussion on a strategy for taking the club forward would be held in abeyance until there was a definitive position on new premises for the club.

In the light of current developments with regard to the club having its own premises it was again agreed that any discussion on a revised strategy should be kept on hold for a future meeting.

Action:            Peter Langley/David Hicks

8.         Financial Update

Phil Shorey reported that there was £5924.84 in the Current Account and £117,391.50 in a short term Interest Account, making a total of £123,316.34.and that he had successfully transferred the clubs financial assets to Lloyds Bank from TSB and achieved a better deal for the club.

Action:            Phil Shorey

9.         Membership Criteria.

Reference was made to a paper previously circulated to the Committee on a revised club membership, but after discussion it was agreed that no changes should be made to present arrangements

Action:            Anne Carrington

10.       Bridge in the Street

Terry Bradbury in reporting on the Bridge In the Street initiative said that the results had been disappointing in that from an initial belief the club could possibly gain six new members only one had materialised.

Whilst noting Terry’s disappointment, he was thanked for the efforts he had made to organise the event and to attract new members it was agreed that the club should again organise a similar event in 2014 with Terry in the lead.

Action:            Terry Bradbury

11.       Correspondence

There was only one item relating to exchanges of correspondence between Peter Augustus, Stuart Warne and the Committee with regard to hosting arrangements and the very strongly held view of Peter that all members should participate irrespective of other roles that they may have in running the club.

In the discussion that followed it was acknowledged that the Committee would like all members to participate in the hosting of events, but they could not insist on them doing so.   It was agreed that the overall contribution of members to the club’s activities was more important than whether they contributed to hosting a particular session. Therefore the Committee did not want to adopt a very rigid stance on hosting sessions.

It was agreed that the Chairman would write to Stuart and Peter.

Action:            Peter Langley  

  12.       A.O.B.

It was noted that the Chairman would be heavily involved in planning work unrelated to RBC early in 2014 and may not be so readily available for committee business.

13.       Date of next Meeting. 

Not arranged but there could be the possibility of a short notice meeting to discuss possible new premises early in the New Year.  In the meantime committee members to be giving consideration to policy to be adopted with regard to applications to purchase properties. 

Action: All