First Committee Meeting

[Chris_Sav]

A committee meeting was held today at the Frenches Club, present were Dave Alder, Eric Hill, Brian Daniels and Chris Saville.

Minutes have been produced and circulated around the committee for agreement as a true record. They will then be published on here by the All England Secretary.

Sav.

[David.G]

Salient Points From Table Committee Meeting Held at Frenches Club 25th January 2009

Present:- Dave Alder, Chris Saville, Brian Daniels and Eric Hill.

STORAGE; Reading Post Office Club have agreed to long term storage. The club is independent of the Post Office and so not threatened by Post Office Closures.

LOGISTICS; Insurance costs will prohibit table hirers driving the van. Panel of nominated drivers and mates must be found from the Reading and surrounding leagues to deliver the tables. This is viewed as a major difficulty. If a pool of half a dozen can be found, they will only be rostered for two or three weekends in a year.

TABLE LOADING AND TETHERING; Instructions to be produced.

COST PROJECTIONS;

Receipts: approx 100 tables hires @ £52 plus £300 from AEBBA total £5500
Bournemouth additional entry fees for table fund £700+
Payments based on last year: Fuel £780 Road Tax £185, MOT and Service £155, Van Insurance £414, Public Liability £647 - Total £2190.
Gross operating Profit is thus around £4,000. It must be expected that van repairs and table recovering costs are encountered.
Loan repayments will be targeted over four years with at least one interim payment. If the financial position allows it , Loan sponsors to be given a small but unspecified interest rate on their loan.
Fund to be built up for van replacement after loans repayed. Any additional profits can be ploughed into tables to avoid appearance as profit making and tax liable.
Hire fees to be reviewed and set at non profit making level once the project has reached stability.
Initial fund of £10,000 plus £1,000 start-up costs is needed for the project to be funded.

PUBLIC LIABILITY; Hirers responsible for their own but we must still have it as claims can occur away from venues.

PLEDGES; AEBBA secretary to start calling in pledges at Bournemouth.

OPENS, PARTICULARLY AT OXFORD AND BOURNEMOUTH; Dave Alder to canvas as many people as possible. remaining pledges and volunteer drivers to be found as soon as possible. If we overshoot the target the £200 a share will be reduced accordingly.

FUND RAISING AND LOGISTICS DEADLINE; All facets must be in place by september. THE PROJECT WILL NOT GO AHEAD AND ALL OPENS AND NATIONAL COMPETITIONS WILL CEASE IF SUFFICIENT SPONSORS AND DRIVERS CANNOT BE FOUND.

VAN INSURANCE; This must include a coutesy van in case of accident.

TABLE HIRE; Table receipt in good condition to be agreed on delivery and collection. Hirers will be charged for damage wilst in their possession.

CONCLUSION; The main difficulty envisaged is delivery and collection. Drivers and further sponsors must be found at the next opens or it will be the end of all county and national competitions at halls.

[|Edit - Changed a cost that had been missed]

[Colemanator]

Manual handling training essential for the loaders/drivers.
Procedures, Safe system of work etc.