Open Meeting 08/05/2024 – Meeting Minutes

Enquiries: Any enquiries to [email protected].

Introduction and Welcome

Members were welcomed and the importance of their attendance was stressed.

The purpose of the meeting was outlined – specifically, confronting the financial challenges and encouraging regular visits from the membership base to ensure the Club’s sustainability.

It was reinforced that the focus was on looking forward and planning for the future, not scrutinising the past.

All were reminded that during AGMs they are all entitled to join the Committee, and we would actively encourage people to do so if they wish to do so.

Current State of The Whitchurch Folk House

Overview

The financial challenges faced by the Club and Association were outlined at a high level:

• COVID – the Club, as with all other such establishments, was closed during COVID and for some time after restrictions were lifted owing to staffing challenges. This meant there was no revenue for a significant period of time, and little financial support from the government outside of the furlough scheme for employees.
• Increased Cost of Bills – as with everyone else, the Club is not immune from rising costs and inflation. In particular, the cost of beer has increased and so too has the cost of energy. Revenue is not increasing to offset this increased cost.
• Increased Cost of Beer – with inflation the cost of beer has increased. We have increased prices slightly, but have wanted to remain reasonably priced for our members. This has an obvious impact on our margins.

It was stated that the consequences without increased member engagement is that it will be necessary to close down as the money available is running out. The crux of the issue is that people aren’t attending (in particular outside of event nights) and no matter what is done, if this doesn’t change, the Club will close.

Detailed Breakdown

In the interest of transparency the Committee elected to share a more detailed breakdown of income versus costs in the previous financial year.

For FY23/24:

• Income: £120,018
  • Bar income: £111,106
  • Memberships & Miscellany: £9,612
• Expenditure: £147,718
  • Beer costs: £51,365 (versus £45,000 PY)
  • Staff costs: £33,968
  • Energy costs: £16,920 (versus £10,022 PY)
  • Sky / BT (incl. WiFi): £10,500
  • Maintenance costs: £7,890
  • Insurances: £2,713
• Operating Loss: £27,700

Discussion on Feedback and the Future

Feedback Received & Future Actions

The feedback received via the anonymous feedback survey, suggestion box and open comments on social media was outlined and discussed, as well as the actions the Committee would be taking to address that feedback.

• Membership
  • Overwhelmingly, people were calling out for membership to be reopened and memberships to be renewed.
  • It was called for memberships to be more widely advertised and this was agreed – we will advertise on social media, via our email subscribers list and other platforms such as the NextDoor app and posters placed in local businesses.
  • A leaflet drop was suggested. This had been done previously although some members highlighted that they had not received these leaflets. This leaflet drop was done by volunteers and targeted areas outside of the immediate vicinity of the Club.
  • Members mostly agreed that they would be happy to pay full price for membership. In a lot of cases, members were open to seeing the price increase slightly in line with inflationary pressures to benefit the Club.
  • It was agreed that membership will be reopened fully shortly once the logistics could be organised.
• Front of Building
  • It was fed back that the front of the building was unwelcoming and it was not clear that the Club was open.
  • It was agreed that we would arrange for benches to be placed at the front of the building and dogs would be welcome at the front.
  • The Committee will also look at improving signage with banners to ensure that people are aware that the Club is there and is open, as the current sign, while better than what was there before, is limited in its visibility.
• Car Park
  • Some frustration was expressed that the car park was often left closed when the Club itself was not open.
  • Feedback was that this was not in line with the ‘community’ nature of the Club and that it made the building look unused and unwelcoming.
  • The reason for the closure was because of an occasion where a delivery could not be completed owing to the car park being full out of hours (in particular during school runs).
  • The Committee agreed to look into options to restrict access to part of the car park (e.g. with cones or empty barrels) to allow the car park to remain open without restricting access for deliveries.
• Opening Times
  • Feedback suggested that opening times were too limited.
  • Fridays in particular were seen as a missed opportunity, as lots of people indicated they would come into the Club after the school run or when they finish work on a Friday, but are at the moment forced to visit other local establishments instead.
  • The Committee have been able to secure staffing from 5PM on a Friday and will open at this time. We are seeking bar staff in order to allow us to open at 3PM.
  • Going forward, we will open at 1PM on a Saturday
• Internal Use of Space
  • There was feedback around using the space available to the Club, e.g. the Snug and the Pool Room.
  • The Committee has plans to open up the snug area, remove the Foosball table (which makes little revenue) and add tables and a TV to that area.
  • This means that we have increased internal space, as well as an area for members to use if entertainment is on that they do not wish to participate in.
  • Consideration was given to the Pool room being used more effectively, potentially for darts tournaments or for a children’s area.
• Entertainment
  • More entertainment variety was requested.
  • We should look at avoiding clashing with other local establishments wherever possible (although it was recognised this will occasionally depend on the availability of those organising these events).
  • The Committee is looking at entertainment options outside of singers, including a comedy night.
  • It was requested that Sports events be more widely advertised and this was agreed.
  • Occasionally where no sports are played there is also no music playing, this can create a poor atmosphere in the Club. It was agreed that bar staff would be trained on the music system.
• Advertisement
  • Members commented that advertisement was limited (isolated to posters in the Club or posts on Facebook).
  • Historically, posters were only available in the Club and were of relatively poor quality – so efforts have been made to improve this already.
  • Going forward, we now have a mailing list for those that prefer email.
  • We will also share posters more widely on Facebook and in the local community.
  • It was requested that for those that do use social media, they like and share posts more widely to increase post engagement.
• Food
  • It was requested whether more than just bar snacks might be made available on some occasions.
  • The Committee confirmed that the BBQ was used during larger events.
  • It was agreed that the Committee would look at the possibility of selling things like cheese rolls during peak times i.e. Fridays / Saturdays.
• Beer Quality
  • Some members fed back that occasionally the beer quality has room for improvement.
  • The brewery have already been consulted on this and they are undertaking a specialist line clean on week commencing 13th May.
  • If this does not have the desired effect the lines will be fully replaced.
• Maintenance
  • The Club in some areas is suffering from being poorly maintained.
  • Members were reminded that the Committee are volunteers who give up their spare time to fulfill their capacity as Committee members or Officers of the Club and / or Association.
  • It is therefore challenging for their relatively small numbers to manage all of the maintenance tasks such a building poses.
  • An open invitation to members, particularly those of trades, was extended to request support in maintaining the Club.
  • A number of members offered their support in this area and a clean-up / maintenance weekend has been agreed for 8th and 9th June, with specific tradespeople providing supplies.
• Miscellany
  • Charities / community fundraisers – there are many options available like local funding grants etc. A member has agreed to investigate this further.
  • Events like food festivals, cider festivals were discussed. A member with contacts in the beer industry agreed to support.
  • The Folk House is a Somerset Longhouse – Thatchers Cider may be interested in this, and willing to make a bigger deal out of the fact that this is the case.