Tantramarsh Club Board Minutes, 1998-1999

January Meeting: January 19th, 1999

Scooter apologizes for having had to delay this month's meeting by a week due to prior comittments. Approved last meeting's minutes (Gloria asked if people had read them - several positive replies, although some concern since the last meeting was quite a while ago - Scooter will e-mail reminders before future board meetings).

Tower and Scott Richer were announced as officially being labelled the "marketing reps" - a new position which gives them authority to try to solicit events by students and groups, under limited authority from Scooter, with remuneration according to hours worked at standard wages. Tower and Scott are keen on focusing on events to take place during normally non-operating or very quiet hours, such as 5-9pm weekdays, and Saturday afternoons (banquets, floor parties, club socials, keg parties, etc.) They believe there is a significant market for keg parties from groups of students that don't know they can just buy a keg and drink it at the Pub for $172.50, with certain constraints on size of the group, timing, etc. - must be finished by 9pm, free pool, bartender/dj to serve the group, etc.

Tower and Scott also prepared a handout for the Board of some upcoming events, and mentioned that they are also listed in the web site. They want to answer a few basic marketing research questions that Scooter had prepared during the Christmas break, such as traffic pattern analysis, interac usage, etc.

Scooter went through the financial report since Diane could not be at the meeting. Nothing notable to mention ... YTD expenses only slightly higher than this point last year (about $2000 more) and YTD revenues also almost exactly the same (about $4000 more). Scooter predicts a very similar annual net income (to last year) for the current fiscal year which will end this April 30th (income predicted to be about 3% of total revenue). Minor changes: office expenses down slightly, pop&bar supplies expenses down fairly significantly (not sure why, since liquor sales are up), advertising and promotions up, cleaning and rent basically unchanged, repairs and maintenance down fairly significantly, wages up, security costs down significantly, bank charges up (quite a bit - even with more students bringing cash to the pub, so fees must be higher). Cash balance OK, even with the drain from the bathroom renovations last summer.

Scooter hands out key chain trinkets, which will be distributed to members later this week in the mail. These will hopefully increase awareness of our web site and hotline number.

Speaking of the web-site, it is very popular, and has gotten a lot of good feedback. Getting over 300 hits per week, which Scooter thinks is also attributable to alumni and prospective students, not just current students (based on web-link statistics). Another benefit (?) of the site is an increase in complaint letters - Scooter looks at it that he'd prefer people to complain, which he can respond to, than to have them just get pissed off and go elsewhere. Another Board member makes a comment that a few of the complaints are ridiculous, and that some people are spoiled.

Talked about a patron who verbally harassed a staff member this past Monday night, and refused to comply when he was asked to leave the bar, resulting in Security coming to remove him. Based on his past record (one previous internal Pub ban, and several other warnings), and the severity of the incident, he will be banned again for three months.

Talked about one other ban for a student who didn't do anything, but who had guests that she had signed in cause problems. She got a three week ban for intentional breakage of glass by a guest, and the guests (non-students) both went to jail for the night, and one will get a permanent ban.

Set a date for the next meeting ... Wednesday, February 10th, 9pm - meeting adjourned.

December Meeting: December 2nd, 1998

Financial Report: November was a very poor month; lots of alcohol sold, but at lower prices
due to 25th anniversary specials.

Manager's Report: Still talking about capacity. Limiting factors include: doors=300; washrooms=400; floor space=224 maybe, needs to be remeasured. Will do this, prepare a written report, and Gloria can talk to Fire Marshall.

Concerns were brought up about the composition of the Board. Due to the desire for continuity of the Chairperson's position (ie. preferably someone who can take the position for at least three years, so therefore not a student), there are only two to three possible candidates on the board for the position. Perhaps this should be brought up at next September's Annual General Members' Meeting, when the Board could be expanded. Possible candidates: extra "at_large" position which could include maybe the SAC administrator, or an interested person from the town. Many options, will discuss in more detail nearer to AGM.

Scooter passed around the folder containing the application for Errors&Omissions insurance, and the related supporting documents.

Talked about putting electrical wiring into room behind pool room being considered for a possible Internet Cafe. Got a quote from an outside contractor for $345+HST for plugs and lights. Perry said that the university's electricians would be willing to do the job, hopefully even cheaper. Gloria and Scooter talked about it, and gave Perry the go-ahead. Work is
expected to be completed by the end of the week.

No price yet on computer drops. The computer services department has been contacted about the issue. Scooter wants the entire board to give Gloria&Vince permission to give the go-ahead on the drops once the price has been determined, if they think it is appropriate. This way the work could possibly be completed over the Christmas break, so the room is ready when students return. Board agrees.

Anniversary week went well, although low prices significantly affected profits for the month. Scooter says that next year, if a similar special is offered, it will be mandatory attendance to be eligible to win ALL prizes, not just some. This will increase attendance.

Still no word from the owner of the Bank Machine about what he wants to do, or answers regarding questions on placement, year 2000 question, etc. Scooter will prepare a written report for the Board as soon as he has some answers.

Pool tournament is scheduled for the second or third weekend in January.

Talked about getting shop-vacs instead of brooms for floor cleanup. Scooter was not positive about this change, citing that they had used vacuums for years and switched to brooms because they worked better. Also, a full-scale wet/dry shop vac would be close to $3000, and subject to break-downs, which Scooter feels is far too expensive. Scooter will discuss the matter with the staff, to ensure that they understand why brooms are being used.

Set a date for the next meeting ... Tuesday, January 12th, 9pm. Merry Christmas, meeting adjourned.

November Meeting: November 10th, 1998

First, everyone reads over a note from Scooter, and then the minutes of last month's meeting are approved. Diane then reports that we have lots of money. Vince comments on staff wages being up, and cover charge revenue down. Scooter explains that the inexperienced staff were a factor, and the higher number of members is affecting cover charge revenue. Vince keeps asking questions about HST payables, but Diane answers that the amount has already been paid, and is normal. Gloria then moves things along to Scooter's report.

Scooter reports on a number of issues:

• The Fifth Quarter Club was in on the weekend for the first time, and things went well. They will be back again next week, and have asked to book the Club for next year also.
  
• The 25th Anniversary is coming up, and we're giving away many prizes (many of these are donated, the rest will cost the Pub about $2000). We expect a busy week from the 22nd to the 27th of November.
  
• Survey responses were minimal - this shows apathy, which is a good sign. People usually only respond when they are mad. The pizza machine idea went over very well. Scooter explained that we could not sell pizzas when the Golden "A" Cafe was open, because of the university's contract with Marriott. Vince was worried about vehicles making pizza deliveries on campus, and the potential for them running over a student at night. After Scooter agreed to stipulate "no vehicles on campus" in the pizza agreement, the Board voted Yes to the pizza idea.
  
• The Internet Cafe idea was discussed, and was thought to have the potential for attracting a small crowd when open (afternoons). Vince suggested that the costs for setting up the room (electrical wiring and computer drops) would be a significant
  amount. Scooter will get a quote for the next meeting. Back to the cash machine question ... surveys indicated students are positive about bringing it in. Scooter indicated that several questions about the reliability of the machine still had to be answered before he would allow it to come into the Pub. He is looking into the matter, and may have a report for the next meeting. In the
  meantime, it doesn't matter as there has been no move to pull the machine from the building yet.
  
• Talked about backup generator power so we would have emergency lighting (and a microphone) during a power outage. We got a quote which says $6000 to install it. Gloria is talking to the university about possibilities of cost sharing, and about timing of work in future budgets that might be able to reduce this cost. The Board also asked Scooter to check into the status of our current backup lights in the meantime, and to get them working better ASAP.
  
• Responsible Drinking Campaign - Scooter wants to start a campus wide campaign soon, with posters, a website, staff training, etc. This training could also be offered to other groups such as CP's, bar services, or interested students. The breweries
  and distilleries have already been approached to assist with providing materials, and have responded positively. Labatt's especially has a very good training program in place, which will prove to be very useful.
  
• Discussed mission statement. After a few minor changes to the wording, it was approved and will be posted immediately on both the web site and on the wall of the Pub.
  
• Talked briefly about the Duke. It is well known that they cannot compete on price (would lose a price war against us). Both bars are being more cooperative at present.

Gloria praises Scooter's report (the big one for his Masters', not the one for the Board meeting). Brings forth some more issues that were contained in it. Talk about expansion. Scooter mentions that the liquor board has been snooping around, and that he is really cracking down on capacity on extremely busy nights (ie. Saturdays) and that the doormen have just been given new counters. Also, now that we have the new bathrooms, Scooter thinks our official capacity could be raised. He hopes to get it up to 250, and says that our Club should have the infrastructure to handle it. Everyone agrees. Going to form a special committee to initiate an inquiry into revision of our capacity, with Gloria at the head, and Scooter, Brian Hooley, and an unspecified staff member assisting. This will be made an immediate priority, so we know what's going on with this issue by the December meeting.

Talked briefly about obtaining a multi_plexer, a piece of equipment to compile security camera videotapes more efficiently (saving money in the long run). After discussing the benefits of the cameras (internal control over cash and inventory, security, and legal protection), the Board agrees to order the unit immediately.

Set a date for the next meeting ... Wednesday, December 2nd, in Moncton. Diane and Scooter will take the van and the truck, and be the designated drivers. Meeting adjourned.