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Minutes of the UKCA (Limassol) Ltd Board Meeting Thursday 14 January 2010 Present Sue Blatchford (SB) - Acting Chairman Judy Durrant (JD) – Entertainment Norrie Ferguson (NF) Lynda Fisher (LF) - Treasurer Deryck Fisher (DF) – Company Secretary Regrets James Gardner (JG) - Bar Manager Dennis Wheatley (DW) Minutes of last meeting 1. The minutes of the 10 December 2009 meeting were proposed and seconded by Sue Blatchford and Judy Durrant respectively. Matters arising Title deeds 2. The solicitors have the original Ministry of Commerce document showing directors post the April 2009 AGM together with copies of their passports. Solicitors are not currently answering e-mails. Action: DF continue to follow up. Advertising for Club 3. Lemesos News to be contacted about running an advert. Coast FM also to be approached. Action: NF to follow up. No. 37 leaks 4. Repair to garden room roof and lowering of sill outside of glass doors seem to have been successful. TV 5. €350 has been paid for a second-hand 52" TV. Welfare 6. A new wheelchair and two new cots have been purchased from welfare funds. List of items for hire 7. SB is in the process of compiling a list of medical and children’s equipment that is available for hire and it will be published in the UKCatalyst when ready. Action: SB. No smoking canopy in the garden 8. Gazebos are not currently available in the shops and purchase will have to be delayed until the spring or early summer. A large substantial umbrella holder to take one of the current umbrellas was considered as a possible stopgap. Chairman’s report
Volunteer’s party 9. A €3 per head figure was agreed for simple snacks for the Volunteer’s Party on 30 January. John and Eunice will be asked to cater. Action SB.
Leaks 10. Some leaks had come to light in the function room. Fixing these would likely be expensive. No action for now. Catering kitchen 11. The U-bend in catering kitchen needs to be repaired. Action: Brian Bowman has agreed to do the work.
Account with auditors 12. The 2009 accounts were delivered to the Auditors on 12 January. Audited accounts have been promised for early March. Taxation 13. Accounts for the years since the split of Larnaca, Paphos and Limassol clubs have been submitted to the Tax Office by our auditors and the Tax Office response is awaited. The auditors consider that any tax due will not be significant and, therefore, need not be noted in the 2009 audited accounts. Some highlighted figures for 2009 14. Entertainments made €3,900. The magazine made a €819 loss. The Christmas charity draw made €1,520 and €375 has been donated to 4 charities - Holiday of a Lifetime, Theotokis Foundation, Cancer Society and Friends for Life. Library 15. The library contributed €7 to club funds after purchase of books in December. Action: SB to sound out Library co-ordinator on her thoughts about the amount of money spent on books and the current hire fee.
Magazine matters New advertisers 16. NF said that he had 3 new companies interested in advertising in the magazine. 17. One company wanted to offset the cost of advertising with us against the cost of office supplies. The logistics of doing so were too difficult and regrettably we could not take up this offer.
Result of stock December check 18. The December stock check was circulated. SB said that the shortfall in draft Keo was probably due to part of a bad barrel being written off but not properly recorded. Entertainment Events 19. A medieval night with harpist was scheduled for 13 February. MKM returns on 21 March. Easter lunch 20. Our caterers will be in the UK at Easter and if this event is to go ahead we will need to find a stand in caterer. Action: SB. AOB Catering costs 21. The club is currently purchasing the gas used by the Coukcary. SB suggested that the caterers should fund this purchase themselves. The Board agreed. It was also agreed that a 50 cent per head levy should apply to all events privately catered for by the Coukcary. Action: SB. Payment of partial membership fees from the beginning of a calendar year. 22. The Board agreed that where a member asks to pay only part of the annual membership fee because they are leaving Cyprus permanently before the end of the calendar year this can be exceptionally agreed, but for not less than 6 months. The membership fee for this 6 months would be €20. Board membership 23. The Board discussed the anomaly of the magazine editor and the membership secretary not being on the Board. The membership secretary had declined Board membership but the magazine editor had expressed a willingness to serve as a Board member. Action: NF to sound out magazine editor on willingness to join present Board or stand for election in April 2010. Date of next meeting 24. The next meeting will be held on Thursday 11 February at 10 am.
Deryck Fisher 14 January 2010
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