Ace Club-Maadi Committee Meeting Minutes
August 2009 minutes
ACE CLUB COMMITTEE MEETING
10th August 2009
Present: Neil H. Chairman
Rosie H. Secretary
Adam M
Simon H
Peter C
Alan M
Flemming F
Pim D
Apologies: Neil W. Treasurer
James W
Our chairman opened the meeting at 7.04pm.
Treasurers report. As he is on holiday we were unable to have a full report.
Flemming informed us of the following:
1) The till is still not working to its full potential
2) The stock report is incorrect because of the above.
3) The bank balance is healthy
He will try and sort out the stock report tomorrow. ACTION: Flemming
Club Managers report
Flemming thought there would be a financial loss in July, but Simon said there is a 50% profit.
The AC units have had a thorough servicing and we can expect a whopping big bill from the AC Company soon!
The 5 freezers are getting on a bit and need replacing. They will cost about 2,000LE each.
We agreed to replace them and Flemming says the old ones can be shuffled about.
Flemming wants a big, all singing, all dancing fridge with sliding doors, which he highly recommends. So since we have to keep him happy we agreed. ACTION: Flemming
Flemming and Peter want a bar to be built outside. We all agreed that would be jolly nice. So they will come up with a top notch plan soon! ACTION: Peter & Flemming.
We need new collapsible tables for the grass area. Something which the tops come off and the legs fold down.
We had a quote for some, but they were 500LE each! (Also not sturdy enough, unfortunately.) ACTION: Simon & Peter.
PARTY!
The Welcome Back Party will be on Friday 4th September at 7.30pm.
The band that plays at the Marriot Hotel has been booked. Flemming will ask if they can also provide a disco while they are on their break. ACTION: Flemming.
The ACE club is catering this event. IE Flemming and his team are doing a hot and cold buffet
Each member attending will receive a 50le card on admission.
The number of tickets available for this event will be limited to 350 for safety reasons. So it will be first come first served!!
Posters with info for club premises and website will be done by the webmaster. ACTION: Simon.
The garden and downstairs bar will not be available that day from 5pm on so that the preparations can be made for the party. Simon can put that on the website too and we should put up some posters.
The upstairs bar will be open as usual and those people who are not partaking of the party can use that.
AOB
Peter is concerned as to who takes care of the decoders and payments. Flemming will.
Also, should we continue selling beverages at the present low prices? This needs to be reviewed in October by the new committee.
NB: the Ace club golf event raised 10,000LE for charity. We need to make sure this goes to a properly registered charity. (Or divided up for two or more charities?) It must be received by someone from that charity. It cannot be released to anyone else.
Peter would like to see name plaques for the people who have supported the club financially, on the new board in the downstairs bar.
Neil proposed a sub committee for this, with a sub chairman. Rosie volunteered. ACTION: Simon/Rosie/Pim/Peter
Peter has new barstools. He will bring a sample for our approval.
Flemming would like to provide a mobile charger for our members use.
He also wants to put pidgeon holes at the entrance for people to leave their personal belongings.
The off-sales, which is now being sold at the front desk is working well. Rosie requested that we do not have the prices on display, as we don’t sell alcohol, we sell raffle tickets. Once we are legal it won’t be an issue.
The main entrance.
It has come to our notice, that some ladies don’t like coming into the club through the bar. We also had a letter recently pointing out that by coming through the bar; people were exposed to tobacco smoke, which is very unhealthy for children and non-smokers.
We agreed to have a manned entrance through to the garden. People will still have to sign in at reception.
ACTION: Peter/Simon.
We decided not to cap the membership. We will allow 350 people to be present within the club at any one time. It was suggested we have a swipe card system. I.e. One in and one out.
We still have people who have not joined but are coming in more than 3 times.
(H&S-The fire extinguishers need to be checked) ACTION: Simon/Peter
Pim received a letter from CSA with an application for the ACE club to sponsor them annually. This in turn would give us a high profile onsite promotion service via CSA and its magazine, plus many other offers to advertise. After a long debate we decided to decline, as we do not require any of these offers.
Adam informed us that some Taxi drivers outside the club are rude, aggressive and are annoying our members. Pim and Adam offered to speak to them. ACTION: Pim/Adam
The AGM will take place on Sat 12 September at 6.30 prompt.
Members must be notified 15 days before the meeting as per the constitution.
In order to vote, you must be a member of the club for at least 3 months.
The Chairman has said he will be resigning due to work commitments. Rosie also wishes to resign as secretary.
Everyone on the committee has to stand down and if they wish to reapply, they will have to be proposed by another member. Forms will be placed at the front desk. Completed forms can be handed to desk staff, to be kept for the secretary.
People who cannot attend the meeting may vote by proxy. They must nominate some one to represent them. Forms will also be available at the front desk. Once completed, they must be given to the secretary via front desk staff. They must be displayed during time of voting.
The agenda will include the following:-
1) Chairman’s welcome
2) Committee members report
3) Financial report
4) Resignation of committee members.
5) Election/re-election of committee members.
If it’s not on the agenda it’s not open for discussion and will have to wait to the next committee meeting.
Neil W, will have to have several copies of the financial report.
The next meeting will be on Monday 7th September.
Previous minutes approved and signed…………………………………
…………………………………