The Civil Service Club
Annual General Meeting
Minutes of the Fifty Eighth Annual General Meeting of the Civil Service Club held on Tuesday 17th May 2011 at 6:00 pm at the Civil Service Club
Present: Officers and Committee Members
Mr John Whittaker - Chairman
Mr Brian Kirvell - Vice Chairman
Mr John Barker - Hon Treasurer
Ms Theresa Pollock - Hon Secretary
Mr M Hall
Mr R Chapman
Mr R Hewlett
Ms R Hatcher
Mrs M Robinson
A total of 27members (including Committee members) attended.
In attendance: Mr D Rowberry General Manager
Mr C Young - Assistant Manager
1. Welcome and Introductions.
The Chairman introduced the other Officers and Managers present.
2. Minutes of the last Annual General Meeting held on 18th May 2010.
The minutes were approved.
3. Report on the year to December 2010.
The Chairman reported that it had been a difficult year in terms of the weather. Unusually we had two periods of snow, which impaired seriously on the trading position.
The snow in November /December was particularly unfortunate as it seriously disrupted Christmas trading. That put back our intentions to refurbish more of the Clubs facilities. The Club continued to redecorate the meeting rooms but the refurbishment of the bedrooms was limited to the introduction of flat screen televisions with radio and duvets. Plans to refurbish the lift had also had to be delayed.
Although discussions about the lease had continued with the Cabinet Office, no further progress had been made at the time of the meeting. Until a solution was found, there was a limit to the amount of refurbishment that the Club could pursue, whilst continuing to maintain the basic structure of the building.
On the social side, the Club had seen the introduction of a number of new initiatives such as the very successful Comedy nights as well as regular events, such as the Derby Day trip. It was hoped that these events would also act as a recruitment incentive.
Looking ahead, there were two particular developments to mention. In the first the Club had agreed with Greene King to top up the existing loan in order to provide sufficient funds to refurbish the Dining Room. It was hoped that this would encourage greater use of the Dining Room, which provided good quality and value for money meals (the Dining Room had since been completely refurbished and was proving popular with members and their guests).
The second development was the forthcoming closure of the Chadwick Street facility of the CSSC. As a goodwill gesture to the groups who currently used Chadwick St and to the CSSC members who were also members of the CSSC, we have agreed transitional arrangements for use of the CS Club facilities. We were hopeful that the CS Club would benefit commercially in the long term.
Finally, the Chairman thanked the management and staff of the Club for all their efforts over the past year. They had continued to cope with the need to change the way the Club operated in order to meet the difficult conditions that the Club faced.
4. Election of new committee members and review of membership.
The following members were elected unopposed to the Committee:
Mr John Barker was re-elected unopposed as Hon Treasurer of the Club.
Membership of the Club was down from 12,000 two years earlier (at 31 December, total membership stood at 10,220) and there followed a discussion on membership and how this might be improved. In previous years, CS Club literature was part of departmental Induction packs but this was more difficult now with delegation. It was difficult to increase the profile within departments. It would be good to have access to departmental intranets and management would look at how this might be achieved.
5. Statement of Accounts
The Accounts had been audited. There had been an overall loss of £63,000 over 2010 figures. The poor weather over Christmas had resulted in the loss of seven/ten days business. Drink had been easier than food with which to cope. There had been a disappointing use of meeting room hire because departments were clamping down on the use of outside rooms.
Smart purchasing by management had resulted in a saving on utility costs.
Although no rent had been paid to the CO (until a decision on the lease was sorted) the money was in the accounts.
6. Election of Auditors.
Mazars were re-elected as Auditor for another year.
7. Any Other Business
During a lively and wide-ranging discussion the following points, amongst others, were raised:
8. Close of meeting
The Chairman closed the meeting at 18.55pm