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Hallbankgate Hub LtdMinutes of management committee meeting on Tuesday 23rd May 2017 at Peel House1 . Those present: John Foster, Kate Apperley, Jenia Gorfunkel, Nick Butters, Izzy Bowles, Steve Bowles. Also attending: Boggitt Alderton, Rowan Ankins, Vytis ?. Kerryn Price called in to meet the committee as she may also be willing to be co-opted.2 . Apologies: None needed.3 . Co-options and Officers. John expressed our gratitude to Boggitt, Rowan and Vytis for agreeing to be co-opted to the committee. He explained that we have to seek permission from shareholders who may request a special meeting to authorise this. If no meeting is requested by 5th June then we will deem that the rule change has been approved subject to confirmation at the next AGM. 4 . Minutes of last meeting (9th May). Agreed5 . Matters Arising: community heroes – we have been shortlisted. We need to decide who will attend on 29th June. Kate plus either Torrey or Jenia.Staffing issues. Jenia and Torrey have spoken with Harris and devised a list of actions. Steve will check with CVS regarding membership and courses.Volunteer co-ordination. There have been a couple of days when the shop has not been opened at 8.0 a.m. Izzy suggested self-rostering was a possibility but Boggitt, Rowan and Vytis agreed to work together to co-ordinate in conjunction with Torrey.Recycling – Steve has arranged with Carlisle council that recycling facilities will be returned this week.FCA – the outstanding returns are being dealt with this week.Accountant – Kate and Jenia are still to look at thisSurface water. Water plus (water retailer) have put our account on hold. United Utilities (water wholesaler) have sent an inspector who spent a long time measuring both inside and out. He was sympathetic to our situation and would write his report accordingly. UU will send the report to Water plus who will then confirm to us what our liability will be.Advertising/publicity. Nick has this in hand. John will pass on contact details of Jenny Brown at Cumberland News. Jenia mentioned that Cumbria Life magazine reporter had visited as they want to do a feature on the café. Nick suggested we need to be clear what it is we are promoting. Points emerging from discussion are: the old co-op did fulfil needs which we do notthe stock offer is still not right – we are perceived as too “high end”we do run out of things – even basics such as bread & milk.We could usefully shift expensive lines such as spirits with a limited 10% off sale.We need a re-launch of shop and café – ideas to Nick ASAPWe need more obvious signage e.g. A frame6 . Finance. Steve reported our current bank balance. Jenia said that there had been a significant jump in May, particularly with coffee shop which was now 50% of takings. Running costs are perhaps higher than realised, especially electricity. As we have been paying by estimated readings we are now about ?1000 in debt to Ecotricity. It was agreed that we monitor this more closely. The freezers need to be full – we could use bottles of water until stock is obtained.7 . Manager’s report (attached)Torrey’s points were discussed with these observations: A chiller in the storage area should help with milk supply. Kitchen volunteers are not coming forward. Torrey is concerned about consistency. Plans are to have a meeting on Friday at 6.0 pm. A Food standards agency document notes that it is not essential to have a food handling certificate although we do need to ensure that food handlers are competent. (Steve to check with Torrey as to who does have certificate)Izzy suggested proper deep cleaning could happen 2-3 times weekly when Hub is closed. Rowan & co to check volunteer availability.Angie has volunteered to open on Sundays 12-3.8 . Furniture. Steve apologised for his role in the fiasco.? Having worked all morning in the hub and spent an hour and a half with united utilities, he received a call from Linda in between phone calls from the bank, our accountant and various suppliers asking whether it would be possible for her to receive shares to the value of ?500 if furniture was purchased for the hub. Linda was in a furniture store at the time looking at things which Steve was told had been seen and approved by both Torrey and Christine Lloyd.? Steve had said that would probably be OK.? Within hours some furniture had been delivered which was not suitable and apparently had not been approved by Torrey or Christine. Linda had spoken to Jenia a few days prior to the furniture's arrival?and offered to negotiate a purchase of furniture for the hub, to which Jenia said that this would need to be a?committee decision. Linda had not mentioned this to Steve.Having discussed by email exchanges what could be done, it was unanimously agreed that we contact Lowther furniture and ask them to remove it.? This Jenia did. We understood that they would hold it until Linda returned from France however the furniture has now been returned to Linda.9 . Phase 2 including flooring. An offer has been made by Tim (Appleby?) to pay for wooden flooring to be laid in the “Hub area”. Rose had expressed concerns that this could lead to acoustic reverberation but it was agreed that use of rugs, cushions and wall hangings would mitigate sufficiently. Other work on phase 2 has nearly finished.10 . Electricity – dealt with under finance.11 . AOB.Peter and Chris Lloyd had suggested planter bike racks instead of repair station – to be located to the right of the door. Agreed.A suggestion for the consulting room has been made that it could be used for hair-dressing/barber shop. It may be that carpet tiles would not be suitable – agreed that we look into alternatives.Volunteer meeting – this is now urgent, Torrey to arrange as soon as possibleNewspapers. Steve has met with Mike Mitchelson. Mike had promised a bill but this has not yet been received. He has said we can have some extra copies. This makes it absolutely vital that unsold papers are put out each evening.12 . Date of next meeting. Tuesday 13th June. 7.30 at Peel House, HBG ................
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