Minutes from the March 9th, 2009 meeting:
Promotional Report (Chris Grove)
End of the year banquets are coming up for residences. Harper Hall has already confirmed. They wish to have their banquet at the pub and are confirmed for March 31, 2009. Thornton House and Bigelow House have also confirmed that they wish to have their end of year banquets at the pub but a date has not been confirmed. Wednesday Night Band Night: Concerts have been confirmed and booked for every weekend until exams except for the last week. There will be no concerts that Wednesday night due to the last week of classes and last class bash going on the next night. This Wednesday (March 11th) will be Weak Size Fish and next Wednesday (March 18th) will be Urban Preacher. Tuesday Night Trivia: Attendance has been good. Numbers dropped the Tuesday of Spring Break but was to be expected. Attendance seems to be picking up again now that school is back in session. St Patrick's Day (March 17th): We have received goodies for this event with most colors being green and gold. The pub will be doing the traditional green beer as well with other green beverages including SoCo lime. Considering a more Mardi Gras theme for the pub on St. Patrick's night. MTA Grad Banquet to be held March 19th. Dance Floor has been confirmed for this night.
Scheduling Report (Scooter)
Solarium has been booked for Saturday, March 28th as usual. Thursday, March 26th is the MTA Athletic Banquet which is to be at the pub. For this night, due to high numbers, considering opening the solarium as a place for extra seating. We are considering renting the Solarium as a dance floor for Athletic Banquet night rather than for Conduct Becoming, and the area would simply be open for seating on Conduct Becoming night. Harper Banquet: Concerns have been addressed with the high number of students in the residence and the capacity of the pub. Again it is being looking into concerning booking the solarium for extra seating area. Aramark is doing the food but are concerned about the space issue if they were to serve food into the pub. Alternative possible option may be to have Aramark serve in the café section instead and have the pub for other events/ceremonies for the night.
Management Report (Scooter)
There is no finance statement for this time, but it is believed that the month of February this year might be better in comparison to last. There have been some security issues. Students' coming in through the front doors of the building has become an issue with no security being present. Students are in places and doing things that they are not supposed to be doing. Issues concerning the coat check have come up mostly in regard to location. Michelle suggested the relocation of the coat check to upstairs or possibly the atrium. Issues concerning the coat check being upstairs would be the difficult procedure of getting the coat racks to the location. The elevators presently are turned off after a certain time but there is a card system that will be installed to ensure the elevators can be used. This project, unfortunately, will only begin in April. Issue with coat check being placed into the atrium was the cameras in the location not working. Michelle believes the cameras in the atrium area to be working but will double check to confirm. Also would be beneficial to have Campus Police in the area of coat check at the end of the night to ensure everything goes smoothly and there are no problems with individuals. Coat check brought in $285.00 and $290.00 the last two times that it was open. Two more racks are being looked into being purchased for next year. One for sure will be a requirement but two is also a possibility. The possibility of CP coming into the bar has come up. Scooter would be more comfortable with Pub Staff taking care of the issue inside the bar instead of CP. They would be allowed in to take a look around but for the most part bar staff deal with issues inside and CP handle issues outside the Pub. ID scanning is now becoming a more important concern for the Pub. With a few situations already being presented it would be more beneficial for the pub to scan all ID's that are not pub members. This is to help in the event that anything does happen the Pub does not only have to rely on cameras and face identification. This way the Pub will be able to more accurately identify an individual if problems occur. There have been some problems concerning smuggling alcohol onto the premises. Bottles of alcohol that are not purchased by the Pub have been found after hours during clean up. Although this has become a bigger issue it is also one that is very difficult to stop completely. On Friday, March 6th there was an assault at the Pub. Those who committed the assault were not Mount Allison students and therefore were signed in by a present student. There is the possibility that punches were thrown and as well hair extensions were pulled out from the head of the victim of the assault. Student who signed the guests in will be receiving a 3-6 month ban from the Pub (summer months do not count towards the ban). On busy nights, usually Fridays & Saturdays, CP are asked to help control the crowd waiting to enter the bar and have been doing so, but the Pub asks that smaller numbers be allowed in at a time to avoid bigger line ups at the door.
Constitutional amendment is being considered by the Board of Directors. The Board wishes to include another member, VP Campus Life. Presently there are no objections to having the VP Campus Life added to the Board of Directors for the MTA Pub.
It has been decided that the Pub will attempt to remain open for the summer months of 2009. Three individuals have expressed interest in the position of Summer Manager. Two are members of the present bar staff and one is not. After much discussion, it has been agreed that a present employee for the position would be more beneficial for the long run and also would provide more help to Scooter for following school year. It has been decided that Rich Bertrand will be the Summer Manager for the Pub during the summer of 2009.
Most of the bar staff will be graduating this year but returning staff includes: Neil Gouder, Jackson Trehearne, Cathy Cowe, Rich Bertrand, Shauna Krasuski, Caroline Smith. As of right now Scooter is avoiding hiring for next school year. He would like to have training done in August for staff with the new venue.
The RCMP stopped by Saturday, March 7th to check out the new venue and gave the thumbs up.
The next Board of Directors meeting will be Sunday, April 5th. The time of the meeting will also return to the previous time, which is 9:00pm at the Pub.
Minutes from the January 12th, 2009 meeting:
Present: Darren Wheaton, Shawn Calhoun, Michelle Strain, Zach Ball, Bill Waterman, Scooter, Chris Grove, Desmond Lockhart, Tag Thompson, James Grady.
Regrets: Ian Allen, Kevin Estabrooks.
The minutes from the meeting on November 24th were approved. The minutes from the meeting on December 7th were approved.
The agenda for the meeting was approved.
Financial Report: There was a loss of $14000 in December.
Promotions/ Special events: Thursday fundraisers organized by the SAC, only one Thursday not booked. Grad banquet and athletic banquet upcoming. Good business forecasted for this academic semester, now that there is a dance floor. Wednesday nights have been busy, thanks to live entertainment events. There will be a fundraiser for students whose apartment burnt down.
Manager's Report: Sales were poor in December. Lots of complaints about the speed of service. Temporary bar shelving and bar setup changed. More efficient, and allows for more sales. Specials at side bar advertised around bar alleviated congestion at main serving area. DJ gear can be left in solarium on Friday nights/Saturday daytime – we will see how this works out as there are other bookings. Fire capacity is 200 if solarium is open, 150 if not, and not able to increase this due to size constraints. Labour cost at new Pub higher. Need 4 bartenders instead of 3, plus a busser, DJ, doorman, and CP's, not forecast to be a huge difference. Idea of having a shooter girl put forth. Has not worked in previous years, but possible that it might work now. A lot of people come in to watch TV earlier.
Old Business:
1. Increasing membership. Maybe wait until next year to push memberships. The more memberships sold, the less the Pub will make on cover. Memberships will encourage students to come out more often during the week. Not able to send out mass emails to students without memberships - no access to
2. Coat racks ordered. Full income statement and balance sheet, up to date, including wages, will be provided to Board.
3. Loan repayment tabled until next month's meeting. Loan started Oct. 1st, interest free, but 2.5% interest after interest free period is over. Letter to be drafted to try to get credit for problems that are not the Pub's fault. Discussed perhaps holding off on loan repayment to prevent insolvency. Discussed the dancefloor - is it affordable? Increase in expenses on top of a business model that was hardly viable in the first place.
4. Café shuts down early and is missing out on business from Pub-goers.
5. Budget is needed. Should include estimate alongside of actual revenue. Will be able to compare forecast with actual sales. Manager to talk to accountant to get more up to date info.
6. Sponsorship of rugby team - will look at this at a later date.
New Business:
1. Physical improvements: will defer this until a later date.
2. Addition of ATM. Manager would take responsibility for this. Would pay for itself. Alternative to ATM outside of Pub. May not be allowed to have debit machine - this will be looked into. Debit machine, if viable, should be taken on by Pub itself. Costs associated will have to be looked into. Will probably have to charge a lot for usage. Will be able to run credit card tabs. Will wait on it, vote by email upon disclosure of more info.
3. Additional projects: staff threatening to take Pub to WCB because of dangerous, slippery floor.
4. Food: if cafe does not open, can Pub sell chips behind the bar? This will be looked into and discussed at next meeting.
Next meeting will be Sunday, February 8th, 2009. Meeting adjourned.
Minutes from the December 7th, 2008 meeting:
Members Present: Jonathan Clark, Chris Grove, James Grady, Michelle Strain.
Items for Action: Scooter to provide details about lighting to the University.
Minutes approved from the November 24th meeting.
Marketing Report: Last day of classes was a successful night for the Pub. Positive feedback about the last night of classes, with sales for last day of classes around $2300. Dance floor should be a nightly thing. Cut back in staff. Mondays are busier than they have previously been. Sales on Tuesday and Wednesday are lagging. Dance floor can be done two nights each week, but costs are about $350 per night. Boosts sales, but this boost might still not cover costs; however, it is good to have the increase in customers. About 3000 drink tickets were given out last year, 218 not redeemed. Checking to see if Pub can serve coffee for exams. Do not want to undercut Aramark. Serving coffee would help promote the Pub as a study area during the daytime. Recyclables: will have recyclables picked up every 3rd week to minimize pickup costs. Discussion about guns vs. bottles. Guns would not be viable. Renovations for the rebranding of the Pub. Looking into getting rugby banner for the Pub. Painting of walls. Rob MacCormack to give quote on the cost of this. Pictures for wall, currently looking into this. There won't be a lot of physical renovations apart from painting, hanging photos, and changing the lighting. Lighting changes will cost around $2000. Will get a quote from Rob MacCormack. University needs details on lighting issue. Scooter will provide this. Office has no air conditioning. Dec. 17-19, 22-24 construction company will bring tradespeople back for work on Student Centre. Will be working out worst stuff. Wall in office not on work order list, but lighting is. Thermostat broken in washroom. Perpetrators caught on camera. Phones installed for bar. Also, local calls will be free for patrons.
New business: Rugby team parties possibly sponsored by Pub next year. SAC wants to get involved with scheduling and organising events. They're already organising most Wednesday night events and entertainment. University willing to buy Pub's chairs and give Pub other chairs. Vending machines always empty. University has talked to vendors about this.
More lessons learned from last class bash: Pub needs a Shop Vac. First-aid kit is needed. Too many broken glasses. Noise bleed from Solarium into Pub, but it wasn't as hard to hear drink orders as
it was at the old Pub. Bar design is still inefficient. 4 bartenders for $2300 in sales. Left side of bar not noticed by customers. This could be remedied by offering specials there.
Meeting adjourned. Next meeting will be held Monday, January 12, 2009.
Minutes from the November 24th, 2008 meeting:
Present: Darren Wheaton, Shawn Calhoun, Michelle Strain, Zach Ball, Bill Waterman, Scooter, Chris Grove, Desmond Lockhart, Tag Thompson, James Grady.
Regrets: Ian Allen, Sam Thibideau.
Promotions/Manager's Report:
- Membership prices lowered to $30 since early November. However, nobody has bought one yet. Mass email to be sent out to students and staff at start of January.
- Weekday sales on par with last year.
- Large percentage of sales from athletes on the couple busy nights that we've had.
- Draught prices have been dropped until the end of term for day-time sales.
- Weekend sales poor, with no dance floor.
- In past years, the Pub has been final destination for pub crawls; not the case now.
Security Report:
- No telephone for bar, we really need to get one. The request was put in by Scooter over a month ago.
- One staff member fired for buying alcohol for minors.
- RCMP says the Pub needs to have a person at the front entrance to check ID's at all times, so underage customers don't sneak into the washrooms.
- A monitor is needed for the front door so the doorman can see what is happening inside the Pub.
Financial report:
- Net income down about $20,000 in comparison to this time last year.
- Revenue for October 2007 was $28,000; and for October 2008 was only $7,100.
- Membership revenue, which is a pure profit revenue, is down about $6,000.
- Had a meeting to address problem with various SAC members and university staff to talk about the dance floor. It will cost $200/night basic rental for solarium, on top of cleaning charges, staffing charges, incidentals, and damages. No problem with liquor licensing. Cost of renting dance floor this year will be $18,400. Last year's rent for the Pub was $21,000. Total rent for the Pub going forward will be about $40,000 annually, when including Solarium rental fees. Cover charge will be reinstated once dance floor is in use, but this probably will not be enough to help offset all expenses. Last day of classes will be a test run.
- Two new TVs will be installed soon. $1000 cost for installation (worst case scenario) because of the plugs that need to get moved.
- Decor: Scooter proposed that the walls should be painted dark garnet on the bottom so as to make it more of a bar-type atmosphere. University themed pictures and other memorabilia for bare spots on walls.
Old business:
- Eggshells: has not been looked into yet; there are bigger issues at hand.
- Manager's contract: will be receiving retro pay as previously discussed.
New business: Financial report & budget to be drafted by Manager after last day of classes. This will help with planning for second term.
Next meeting: Sunday, December 7th.
Meeting adjourned.
Minutes from the November 3rd, 2008 meeting:
Present: Darren Wheaton, Shawn Calhoun, Zach Ball, Ian Allen, Bill Waterman, Scooter, Chris Grove, Desmond Lockhart, Tag Thompson, James Grady.
Regrets: Michelle Strain, Sam Thibideau.
Approval of the agenda.
Approval of the minutes of the October 20th, 2008 meeting.
Financial report: unofficial report is that sales are weak, $70,000 cash balance in the bank.
Promotions & Special Events Report: Thursday will be when special events take place.
Manager's report:
- Halloween was not busy, but the following night was. Other bars had no available dance floor that second night (November 1st), which gave the Pub an advantage. Halloween sales and cover charge usually generates about $4000, but this year only $280 in sales made all night.
- Poor ventilation in men's bathroom and there is a bad smell as a result.
- Air conditioning can not handle large crowds.
- Due to poor layout of the bar, bartenders are not able to work as efficiently as they did at the old location. Also, their backs turned to customers too much, which makes them uncomfortable.
- Too much lighting behind bar.
- University not happy with lighted signs because holes had to be drilled in the walls - financial compensation may be required.
- University refuses to install last two TV's because of placement of electrical outlets. University says the placement of the TV would not meet building codes. Would cost $1000 to move outlets to the proper location - the Pub will be expected to bear that cost. The University has offered to pay for the TV if dispute can not be resolved.
- Mirrors are supposed to be installed behind bar at some point.
Old business:
- ATM contract and letter to Dave Stewart is ongoing. The Pub needs to write a letter to Dave Stewart to ask for permission to install an ATM in the Pub.
- Trying to increase membership sales by having the $10 drop in price of memberships starting effective for the first of November.
- Storage: Scooter is willing to trade a 32" LCD TV for all of the stuff in storage. Everything in storage was stuff that we tried unsuccessfully to sell, and is of questionable value. We will create offsetting invoices for $700 plus HST to make this transaction official.
- Question of having a serving staff member who is the Moosehead rep came up. No negative response from Molson, so it was assumed that there is no problem.
- Talked about how much the Pub is going to pay down of its loan and when. Nothing to be signed until reviewed by the Board. There has to be two signing officers on everything. Specifics on expenditures should be reviewed before giving any money to the University.
- Expanding office space: about $100 in losses because of theft from open storage space so far.
- Keys: there are now keys for staff to get into the bar.
- Coat check: there have been complaints because of the lack of a coat check. We could set up mobile racks. It would cost $2000 to $3000 for coat check equipment plus wages have to be paid to staff. Would pay itself off in a few years. This issue is not urgent enough to be immediately addressed, but as soon as there is a dance floor and crowds the issue will have to be addressed. Will not purchase equipment yet; until we see whether or not we can eventually create a dance floor.
New business: Marketing memberships to faculty and staff. Will wait for Michelle Strain's input on this matter.
Other: Talked about getting egg shell covering for ceiling, to try to help improve acoustics. Would cost a couple thousand dollars. Tile floor contributes to the problem, so egg shell on the ceiling would not be a complete solution, but it would help. Decided to hold off from purchasing so far.
Next meeting: meeting originally scheduled for November 10th, but subsequently changed to Monday, November 24th at 9pm.
Meeting adjourned.
Minutes from the October 20th, 2008 meeting:
Items for action:
- Letter to Dave Stewart, VP (Administration), is to be drafted to request that ATM be allowed on premises at the Pub. Letter will be submitted for approval by Board of Directors.
- Copy of contract between the Pub and Pub Manager, Jonathan Clark, will be provided to Board for review at the next meeting.
- Inventory of Pub property in storage will be brought to next board meeting so as to determine what can be thrown out or sold.
Agenda Approved.
Minutes from previous meeting approved.
Old Business: Staff member/Moosehead rep: Still awaiting word from Molson about situation.
Financial Report:
- Unofficial reports were that sales were very soft.
- Mondays and Tuesdays as good as last year.
- This Wednesday, band that played had poor turnout. Not sure why. Perhaps because of midterms, or the genre of music (punk).
- Thursday was hit or miss last year, might be same this year.
- Weekend sales disappointing. Opened for football game. People brought drinks out of the bar, this problem will have to be addressed. Will have to make it known that drinks can not be brought outside. For the 2nd half of game, sales were good. Solarium would bring in customers during football game.
- Weak financial outlook for now. Fewer people working at one time to cut back on operating costs.
Promotions Manager's Report:
- Plenty of events and entertainment lined up for the future.
- Promote Pub at house parties is one method for getting people into the bar.
- Gender-oriented events are not something that has been successful in the past.
- Big events need to be planned in advance so as to avoid scheduling conflicts with other large events on campus or in Sackville.
- Bring classes to the Pub. A drop down screen and projector could accommodate their needs.
- Can have people play video games on the big-screen TVs which are coming in shortly.
Manager's Report:
- Draft has been installed. New draft system uses nitrogen, which is not very expensive at about $5.00 per keg. No more noise from the air compressor.
- People coming behind bar is a problem. Gates will serve to potentially keep people out.
- New decorative signage installed.
- Acoustics poor because of ceiling and floor. Looking into coating for ceiling to fix problem.
Entertainment Report: There will be plenty of entertainment at the Pub this year. The SAC is helping us to secure bookings.
Things Associated With the New Pub:
- Loan: total owed to the university is $106,000. It cost the university $560,000 to build the Pub space. This number was not based on the actual cost of the physical space, it was based on a per/unit cost for square footage in the entire building. Payments on the loan are going to have to be $1,600/month, with a $40,000 down payment.
- Pub can pay down more of its debt earlier than what it has agreed to. Loan is interest free for 1 year.
- Front door: University is reluctant to install a half-door. Will be addressed at a later date. Not an issue right now since we don't have high volumes of customers.
- The lack of communication between front door and bar staff is a problem. Light signal system not viable right now. Most of the issue is covered by the surveillance system that has been installed, with security monitors so that door staff can see each other.
- ATM: not having an ATM in the bar is a huge potential drawback. Right now there are no lineups. This is not a serious issue as long as there are no lineups, but if we get lineups at the front door, this is going to be a huge problem. Debit machines not nearly as viable. Not having an ATM is a major disadvantage.
- A letter to Dave Stewart, VP (Administration), is only possible option for the Pub to get an ATM. Letter will be drafted and submitted for approval by the Board by the next Board meeting.
- Issue of old ATM: A copy of contract will be provided by next meeting for review for by the Board. The ATM originally cost $15,000 for the unit, total of $25,000 after other expenses. The old ATM was mutually beneficial to the owner and the Pub. The Pub faces possible financial repercussions for not being allowed to have the ATM in the Pub, with either a buyout clause or compensation for lost revenue.
- Storage: storage space in basement not an option. Currently renting storage space for $100.00/month, and much too small (5' x 10' space). Instead of paying $100.00/month, Manager has proposed that he could lease space on better financial terms. Scooter also wants to cut out the wall between the office and storage area as a possibility to alleviate the problem of on-site storage. Debate on whether or not we should wait before going through with this option. The cost will be about $1000, but $1000 is a "drop in the bucket" considering the Pub's current financial situation. University wants us to get stuff out of the old Pub. Lots of stuff already thrown out from the old Pub. List of inventory in off-site storage will be brought to next board meeting so as to determine what can be thrown out or sold.
- Keys: keys will be provided for shortly.
- Dance Floor: may be able to use solarium as a dance floor on weekends (62 person capacity). We could play rock music in the Pub, and dance music in the Solarium. Will have to license the Solarium. Cost for steam cleaning each week. Solarium rent cost cheaper than Café.
- Coat Check: currently, there is none. That will be a problem soon.
- Key to back entrance for Manager would save time throughout the week for major deliveries.
- No memberships sold since new Pub opened. Another email about Pub memberships will be sent out. Promoting it now would be pointless, we need to wait until Pub gets something going for it.
- Seating: we now have less than 60% of previous seating capacity compared to old Pub, so there is need for more efficient seating. However, the bar is almost 40% smaller, so this makes sense.
Next meeting to be held at the Pub on Monday, November 3rd, 2008 at 9pm.
Minutes from the October 9th, 2008 meeting:
New Business:
- A Pub staff member just got job as brewery representative. In the past, brewery reps were not allowed to work for the Pub. New job results in conflict of interest, but this could be avoided. As long as he does not promote product, there should be no real problem. No violations of any contract terms are being made. Staff member will continue to be employed at Pub.
- Staff size: Pub staff size about the same as last year. One new hire.
-September sales: Currently, the Pub is looking at a fiscally "rough" year.
- Terms of debt repayment: current debt is $110,000. Interest free for one year. Repayment will occur over a 5 year period. Is the Pub paying for things it doesn't want? Infrastructure, however detrimental to the functioning of the Pub, was paid for entirely by the Mount Allison University. Extras (glasswasher, cooler, fridges, signs, other decor, etc.) paid for by the Pub.
- How can service be made faster? Layout of the bar is the primary problem. Staff will adjust and become more efficient in the long run. While business at the Pub is still slow, staff can gain extra experience. Any major changes to the layout of the Pub bar will have to be considered for action next summer when business has "slowed down".
- Lighting: currently too bright; lacking the dankness we have become accustomed to at the old Pub. Once neon lights and TVs are installed, lights may be able to be turned off completely, thus replicating the character and atmosphere of the old Pub.
- Dance floor: without cover charge, Pub would have lost $15000 last year. No dance floor, no grounds for charging cover. Estimate that half of memberships are bought because people do not want to pay cover to dance. We will definitely lose business from those who come to Pub to dance. It is projected that membership will decline by more than half, as business from others will also be lost. Might be able to have cafe open as a dance floor once a week. This would get more people in. This would be a mutually beneficial arrangement; cafe is making money from Pub goers, Pub would be making use of a space that would otherwise be unused on a Friday or Saturday night. Even if the Pub had to pay for wear and tear to facilities (carpet cleaning or replacement, repairs or replacement of any other damaged property), it could still be a profitable undertaking.
- Possible transfer of bar services responsibilities from SAC to the Pub? This possible arrangement should be explored further, because the SAC might be open to the idea. Less responsibility for them. Pub would offer more efficient service than SAC, due to having more experienced bartenders.
- Talked about other venues run by the Pub, and other potential money-making ventures for the Pub. Could possibly have smaller concerts in the cafe space. It would be easiest for the Pub to run things only in cafe instead of all over campus. Also, attracting people watching sporting events to the Pub gives the promise of more revenue.
- Drink prices: can not increase drink prices; has already been done recently.
- Idea of having the solarium licensed to the Pub brought up: to be explored further.
- Scooter's meeting with Dr. Campbell: a lot of students feel that the university is trying to get rid of the Pub. Dr. Campbell asserts that this is not the case. The Pub is integral to student life, and the administration wants to make it work.
- Question about the attendance of students at board meetings raised. If there are any restrictions, they would be outlined in the Pub constitution. Someone will check the constitution, to make sure it is ok. We would have to ask students to leave meeting while more sensitive matters are discussed. This will be discussed further at the next meeting.
- Meetings: normally will be held the first Monday of every month at 8pm; however, the next meeting will be held Monday, October 20th at 8pm.
- Critical issues to be addressed immediately: Scooter handed out an outline of these issues to the board members in attendance. Best options for repayment of loan. Front door is currently a problem. Old Pub front entrance was optimal, because it had a half-door; could see bar from it. New door will be a security issue. Best practices for how the doorman is to work around the current configuration must be planned out and implemented. Perhaps surveillance equipment can be adjusted to adapt to the current situation.
- Lighting is bad.
- Need for ATM inside the Pub: university says that there can only be one ATM in the building. Ways to get around this to be explored further. Currently, Pub goers have to leave bar to access ATM, and once they leave they must wait in line again.
- TVs needed ASAP. 42" flat panels at Costco for $799 ea. Plasma screen TVs preferred.
- Storage space (lack thereof) is a problem. Possible to take out the wall between the office and the storage area. We may get extra storage space for recyclables in basement. This is currently being addressed with the help of Michelle Strain.
- Staff members need keys to the Pub.
Minutes from the February 8th, 2009 meeting:
Present: Chris Grove, Scooter, Michelle Strain, Desmond Lockhart, James Grady, Bill Waterman, Darren Wheaton, Kevin Estabrooks.
Regrets: Zach Ball, Ian Allen, Taggart Thompson, Shawn Calhoun.
The minutes of the Board meeting for January 12th were approved. The agenda for the meeting was approved.
Presentation from SAC: The SAC would like the Pub Board to consider making an allowance for VP Campus Life to sit as a member of the Board. This would improve SAC relations with the Pub, and would make for a closer working relationship between the SAC and the Pub. The VP Campus Life will be able to provide important feedback and help with promotions. The Pub has had SAC reps on the Board before. No conflict of interest would posed by having VP Campus Life on the Board. There would have to be a change in the constitution, which would presumably be done at the next AGM in September. We could make the VP Campus Life a non-voting member, or a voting member. Perhaps it would be good to extend the board even further by having another official "member at large." The VP Campus Life would be able to send reports out to students through mass emails. Will be talked about at next month's meeting, after someone examines the Constitution.
Financial report: $5000 profit for January. Bar revenues up. Pub has $30,000 in the bank, of which $9,000 is short term GIC. Part will be used to pay down loan. There has been a significant icrease in rental costs because of the Solarium. The Board reviewed comparative income statement and changes made to it. Pub is working with SJ McIsaac about write offs in April (at year-end) relating to move from old venue, which Scooter estimates to be about $20,000 or slightly more.
Promotions/Special events: The latest performers at the Pub expressed appreciation for those who showed up, with a great turnout. Mondays are getting busy. Tuesday is trivia night, holding steady. Thursdays have been booked solid with the help of the SAC, and various clubs and societies are benefiting. On Friday and Saturday nights, the dancefloor is continually drawing a crowd. This academic semester is seeing far better turnouts than the last. Speed dating event for Friday, February 13th.
Manager's Report: Newly devised, more efficient way of organising coat check/lineup outlined by Scooter, which will hopefully streamline traffic. There have been a lot of requests for garbage cans. Garbage cans have been provided, with signage displayed so as to prevent recyclables being thrown out. Interac is up and running, but not heavily used - averaging $3-$15 in transaction fees per night (2-10 uses per night). However, there is indirect revenue from people spending more because of the availability of an Interac machine (few Visa transactions). Pub staff now have keys to the solarium gate. Bar has been divided into service zones, for more efficient service, with an Interac zone established. Bar gate partially closed so as to prevent customers from wandering behind the bar. Buspersons are being trained behind the bar to take pressure off regular bartenders. Maintenance issues pertaining to the dancefloor – windows need cleaning after closing, theft of hardware from windows. Not enough beer glasses. There are major video camera issues: better coverage is needed. There are lghting issues behind the bar. It would be great to get lighting on the bar, which would help prevent theft of tips. There are problems with the Coca-Cola coolers - stuff is freezing and exploding in one of them. Over thirty-five degrees behind the bar at times, therefore not comfortable working conditions for the bartenders.
Old Business:
1. Budget - already covered previously in meeting.
2. Letter to be drafted to University to request credit due to issues beyond the Pub's control. Scooter will follow up.
3. Loan repayment. The Pub has enough to make payment without causing financial constraints to Operations. Motion to have post-dated cheque (April 1st) for $20,000 to be made out to University. Motion carried.
New Business:
1. Lost coat - camera which was supposed to be covering the cafe is not operational. There is a precedent for paying for lost coats, on the rare occasions where the Pub staff believe that it was their own fault that the coat was lost. The cost of lost coat is $300. Pub will pay for cost of lost coat, because of the fact that in this particular case, Scooter actually told the customer where to place the coat in a "safe area," not knowing that the video cameras were not operational in that area. The Pub will not assume responsibility for all other coats lost when there was no coat check, and customers voluntarily left them on chairs and in corners. Lost coats hopefully will not be an issue once coat check arrives.
2. Banning issue – one student was caught smuggling liquor into Pub last year, after having been warned previously. The student appealed the ban in hopes of having it shortened, since approximately ten months of the ban had already been served and the lesson was learned. The Board did not want to overturn the ban, but shortened the time period slightly so the ban would end in early March of 2009.
3. Smuggling – smuggling is still a big issue which needs to be controlled better. Females will have bags checked as they come into the Pub. There will be undercover CPs in bathrooms. Other measures to prevent smuggling will be looked into.
Other:
1. Suggestions (again) for decorations, other improvements, including painting along bottom of walls, or murals, to give students a sense of ownership. People asked about donations of framed pictures of sports teams, or alumni donations to help decorate.
2. Debated the merits of a "So You Think You Can Bartend" event, which would be a contest where students try their hand at bartending for a night. This could be a free staff member under supervision of regular staff, which might help to get people out on quiet nights.
3. Need to promote televised sports events more frequently.
Next meeting will be held on March 9th, 2009, at 8pm. Meeting adjourned.
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