Minutes from April 2002 Board Meeting
Held on April 10th, 2002 - Moncton.
Present: Jonathan Clark, Bridget Gould, Robin Lightfoot, Erin Lynch, John Fitzgibbon, Andrew Black, Phill Leblanc, Gloria Jollymore, Tanya McCormick, Diane Michaud, Ian Allen, Lex Wilson, Vince Smyth.
1. Call to order.
2. Approval of previous minutes - Motion by Phill Leblanc, seconded by Tanya McCormick.
3. Business arising from the minutes - none.
4. Financial Report – Three years of back pay for improperly calculated vacation pay was given to employees who receive salary. Cost of goods sold and revenue were down by 9%. Should not lose much money for the year, or may have a very slight profit if April is very good.
5. Manager's Report – April is expected to be an unprofitable month, as usual, but probably not nearly as unprofitable as April of 2001. A survey was done on price increases for next year, and was well received. Interviews and hirings were done, an e-mail was sent out beforehand. The job opportunities page will be done, but it will take time.
6. Mandate Review Committee – The Mission Statement was shortened and condensed. The changes recognize the Pub's role as more than just a place for students of age to drink. We should try to facilitate ways in which we can provide opportunities to the entire student body. Furthermore, the committee recommended that we examine ways in which the Pub can be a common area for the entire university community.
7. New Business – Cigarettes on the dancefloor are causing burns. The manager will put up signs in the washrooms requesting that people refrain from bringing cigarettes or glass onto the dancefloor. A question was asked concerning a survey of the board done by some commerce students. The manager had spoken with them, but they had not mentioned the survey. In future, the board will be expected to send all surveys through the manager before responding to them.
8. Adjournment.
Recorded by Andrew Black.
Minutes from March 2002 Board Meeting
Held on March 12th, 2002, at 9pm.
Present: Tanya McCormick, Erin Lynch, John Fitzgibbon, Rob Inglis, Gloria Jollymore, Jonathan Clark, Andrew Black, Ian Allen, Vince Smyth, Lex Wilson.
Tanya McCormick asked that the spelling of her name be corrected in the February minutes.
Mandate review committee will be meeting in the near future and will submit their recommendations at the next board of directors meeting.
Finance report: Slight improvement over February last year. Large drop in revenues offset by a drop in cost of goods sold. General discussion on revenue decrease and income decrease, questions on budgeting procedures and how they apply to our not-for-profit status.
Manager's report: Minor discipline problems, largely caused by non-students. Usual end-of-year problems with lineup. Manager presented a paper on the change in summer operations in recent years. Explanation of the summer manager's contract, currently operating at a low risk for the Tantramarsh Club. Drew Dudley will continue as summer manager. Discussion on safety mechanisms if Drew Dudley were to not return, and on reliance on conferences to maintain summer revenues. Manager believes that the Tantramarsh Club is well positioned.
Discussion on the Tantramarsh Club's hiring procedures. Concern expressed that all positions should be advertised. Manager asked to have job hiring information made available on the Pub website during the next major revision, expected in 2003.
The manager spoke of a letter that he wrote to the board concerning his involvement in a new restaurant in town, in response to a concern expressed to him regarding a potential conflict of interest. Reassurances were given that duties at the Tantramarsh Club might be rearranged, but not negatively affected. There does not appear to be a problem with direct competition with the Tantramarsh Club, as the venue is primarily a restaurant, and the liquor license there is a dining license which requires the purchase of a meal.
Next meeting planned for Monday, April 8th, in Moncton.
Minutes from February 2002 Board Meeting
Held on February 12th, 2002.
1. Approval of January minutes:
-Vince Smyth asks that the minutes indicate his presence at the January board meeting.
Motion to approve – John Fitzgibbon, seconded by Tanya MacCormack.
2. Business arising from minutes:
- Mandate Committee has not met, the secretary will ask Phil Leblanc to organize a meeting soon.
3. Finance report of Jonathan Clark, Diane Michaud:
January saw a sharp drop in net income in comparison with the same month in previous years. Wages and cleaning were up, there was one week less of high revenue due to late start. Jonathan Clark presented a sheet on projected income changes which would show what price increases would look like for a full year in the 2001-2002 year, based on a number of scenarios (examining price increases on several different product categories). A general discussion took place on the impact and implementation of price changes and other cost savings. The slowdown is not significantly different than pre-heyday levels.
Questions were asked with regards to the Club's recent spending practices, and whether they have been responsible. Indications were that they were very reasonable and minimal. There are no major expenses projected for next year. Jonathan will prepare an adjusted budget for next year with the new prices.
4. Other business:
Currently examining scanning student ID cards.
Next meeting - Tuesday March 12th, at 9pm at the Pub.
Minutes from January 2002 Board Meeting
Present: Rob Inglis, Jonathan Clark, Gloria Jollymore, Diane Michaud, Phill Leblanc, Tanya McCormick, Andrew Black, John Fitzgibbon, Vince Smyth.
Absent: Lex Wilson, Ian Allen, Erin Lynch.
As a result of the December dinner meeting in Moncton, no minutes were recorded.
Old business: Signage for video surveillance is on the "to do" list. The manager is attempting to arrange for the university to provide for a backup power source. We are still waiting for approval for our membership in the Greater Sackville Chamber of Commerce, but it appears to be going well. A facilities survey was done with very low response. The dance floor was given 20 coats of wax over Christmas.
Committees: The financial committee reported higher losses for December than in recent years resulting primarily from higher expenses. This trend of higher expenses has been evident throughout the year. Draft revenues are down considerably. Competition appears to be struggling, offering nightly specials.
Manager's Report: Minor renovations were done to the bar over Christmas. Christmas and New Year's parties were great successes. Future projects include working with SAC to improve Winter Carnival.A committee was formed to eventually examine the Tantramarsh Club's mandate. Phil, Lex, John, Jonathan, and Erin will sit on this committee. Phil will be in charge of setting up meeting, terms of reference.
New business: Rev is no longer being sold, as it was not selling well.
Next meeting: Tuesday February 12th, 9pm.
Minutes from November 2001 Board Meeting
Present: Lex Wilson, Erin Lynch, John Fitzgibbon, Ian Allen, Tanya McCormick, Diane Michaud, Jonathan Clark, Vince Smyth, Rob Inglis, Andrew Black, Gloria Jollymore.
1. Old Business:
Vince - Did we invest in GIC's?
Diane - It was examined, but the current interest rates are too low.
Jonathan - On a separate topic, the frosh CD ROM discussed earlier in the year will probably now be done through a separate company, Tintamarre Enterprises, but the board might be asked for their support later.
2. Committee Reports:
Diane - There continues to be the problem of having too much cash.
Vince - The Rusty Nail is doing beat the clock.
John - Why was the 5th Quarter Club venue changed?
Johnathan - The Rusty Nail is owned by a football player who thought that he should be hosting it. The club is welcome back at the Pub next year, should they choose to come back.
Gloria - Wages are down.
Diane - Revenues are also down.
Jonathan - The drop in revenues might be partly attributable to how thirsty last year's graduating class was.
- Pool tables have been resurfaced.
- Got rid of old equipment (speakers).
- Thursday marketing projects have been going well, Signal Hill is coming in conjunction with the SAC.
Vince - [Talking about the strategic management paper that Scooter wrote] ... Well written, although the mission statement is too long.
- We need to tie down what we have available if we are sued, as a record of our proper performance. We need better documentation.
Jonathan - We do keep nightly records.
Rob - We need to be thorough in review of records.
- Should we tell people that there are cameras?
Jonathan - The surveillance is designed to protect customers and monitor staff.
- Will put up a sign to inform people.
- We do not have backup power. We can do it through a university generator. The cost is significant (about $6000) but it is a good safeguard.
Vince - We must see what the capacity of the generator is, whether it can sustain us as well.
Jonathan - Other potential expense would be changing the video monitoring system to something more high-tech. It would provide better surveillance.
-Might also replace the dance floor. Carpet is old, but is in good shape.
Andrew - Can we make the space any larger?
Jonathan - No.
John - What about renovating the interior?
Gloria - Are there things which we should be contributing to? (i.e. charities).
Rob - We must be careful with donations, as to ensure that they do not bring us in conflict with our mission statement and/or not-for-profit status with Revenue Canada.
Lex - Should we create a line-item?
Rob - We are not-for-profit, it would be difficult.
- Should we be joining the chamber of commerce?
Lex - It might help legitimize our business.
Rob - Motion to join the chamber of commerce, seconded by Lex Wilson, passed unanimously.
Andrew - Are there other things we could be doing to the interior?
Rob - Could we poll the members on facilities upgrades?
Jonathan - Will ask this in an e-mail.
- Daytime lighting could be improved.
Next meeting: Dinner in Moncton, Monday December 3rd. Meeting adjourned
Minutes from October 2001 Board Meeting
Present: Ian Allen, Vince Smyth, Gloria Jollymore, Rob Inglis, Lex Wilson, John Fitzgibbon, Erin Lynch, Tanya McCormick, Phil Leblanc, Andrew Black, Jonathan Clark.
Errors in September 26 minutes: Ian Allen's name was not included in the list of those present.
Scooter reported that the new house stereo is working well. Bar mat was replaced. Nick Chase is creating a laser light show for the fish tank.
Financial: Revenue is down as a result of early specials needed to address new competition. Small decrease in revenues.
Expenses: Old entertainment repairs were necessary, should have been under last year's budget. Rent increase of $1000. Amortization increased due to air conditioning. Expenses increased by $5000. Revenue decreased by $10,000. Increase in investment from $40,000 to $69,000, this is seen as a large amount. Depreciation expenses are affecting us a lot.
Rob said that we don't want to hold too much in the bank, we need to offset depreciation. Should find a use for growth in cash. Should we set money aside for expansion? What are the long-term plans for the building?
Vince: We have never formally asked the university about the long-term plans, but it and the Athletic Center are two priorities, and probably the Athletic Center is more of a priority among students.
Gloria: Financially, we need to be aware of our not-for profit status.
Vince: Should we be picking up a GIC?
Scooter: We can survive easily with $30,000 as a working capital balance, and invest up to $40,000 in a GIC.
Budgeting: We will soon implement a rudimentary budgeting system which will be posted on the web.
Mission statement: Mission statement was expanded and broadened.
John: It is quite lengthy, not great for the public.
Andrew: We need to determine what role the Pub is to play in the university community.
Vince: Is the Pub a common meeting ground for the university? Do we succeed in this, or just for students?
Scooter: Faculty no longer come to the Pub regularly. The University Club and Ducky's fill that role.
Lex: Pub not as accessible for aging faculty, used to be more of a lounge.
Rob: The Pub's mission statement needs to be measurable.
John: Fundraising that the Pub does helps to provide a venue for charities, and is mutually beneficial to the Pub.
Lex: Fundraising looks good on the Pub as well.
Scooter: I have prepared a 30-page essay on the Pub, discussing external/internal issues, comparing it with other bars. Will put mission statement aside until next meeting.
Scooter: With regards to the potential CD ROM project, we can't advertise drinking, can show us as a good corporate citizen.
This is a very broad project, why is it the Pub's?
The Pub is likely the only one with the resources to do this. Need an outside force to take the initiative.
Phill: This is a great idea.
Scooter: There is an ulterior motive, the Pub will have extra branding. We can also send positive messages (e.g. drink responsibly).
Ian: May need to go through external relations for local sponsorship.
Lex: Need to be careful, keeping in mind that the university will want to approve the final product.
Scooter: Pub section will be done first.
John: We need to sell the uniqueness of Mt. Allison and the Pub.
Scooter: Need to know if the board supports this.
Rob: What are the parameters that we are working with?
Scooter: Orientation and Shinerama chairs could benefit from this project. We may want to measure retention rate increases after mail-out.
Other business: The Pub web-site can not be updated immediately, will be done soon.
Tanya: Can Pub bans be removed?
There is a framework set up for the security policies and procedures, which includes the possibility for appeals under certain conditions. The website explains that out in pretty good detail.
Upcoming events: Retro night, Timber, Signal Hill.
Next meeting: Tuesday November 13th, 9pm.
Minutes from AGM and September 2001 Board Meeting
Present: John Fitzgibbon, Erin Lynch, Tanya McCormick, Phil Leblanc, Andrew Black, Gloria Jollymore, Vince Smyth, Rob Inglis, Robin Lightfoot, Drew Dudley, Jonathan Clark.
Nomination of Chair: Phil nominates Gloria Jollimore, seconded by John.
Nomination of Vice-Chair: Vince nominates Tanya McCormick, seconded by Phil.
Nomination of Secretary: Tanya nominates Andrew Black, seconded by John.
Outstanding business: Drew says that the installation of air conditioning system went well. The system normally turns on at 8pm nightly, and regulates at 70 degrees. It won't keep the place cold during really busy nights, but at least keeps it much less hot than without the system, and also cuts down on humidity.
New Issues:
- Juke box still not fixed.
- Two new staff have been hired - servers.
- New stereo will cost $3900 gross, less $700 received from sale of old parts. Amp is the largest expense, about $1300 for one adequate to power the system. Compression will improve sound quality. Sound will be better distributed.
- New bar, Rusty Nail - not seen as big problem, haven't lost revenues since opening.
Gloria spoke on importance of supporting and communicating with the Pub, Scooter. Future meetings will begin with interpreting of financial statements.
Scooter says that board members should encourage membership communication if members have questions.
Next meeting: Tuesday, October 16, 9 p.m. Meeting adjourned at 9:30 p.m.
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