Members

Executive Committee Meeting Minutes
Date: Sunday 14th June 2026
Time: 3.00 pm
Venue: Torbay Lodge

Present
Bob, President
Robert, Treasurer
Young Rob
John, via Zoom
Will
Steve

Apologies
None.

1. Welcome and Apologies
The meeting opened at 3.00 pm. Those present were noted as above. There were no apologies.

2. Approval of Previous Minutes
The minutes of the previous Executive Committee Meeting were reviewed and approved.

3. Matters Arising
Matters arising were discussed as part of the main agenda items below.

4. Lodge Finances
The current financial position of the Lodge was discussed, including regular income, expenditure, running costs, and possible areas where savings could be made. Currently expenditure is higher than income.
It was noted that the budget for speakers had previously been £100 per month and has now been reduced to £50 per month.
A possible Zoom expense of approximately £20 per month was also noted, together with advertising at approximately £20 per month.
The Committee also noted that fire alarm, gas and electrical inspections are included within the Lodge’s financial commitments.
The current internet and telephone bill is approximately £110 per month. Will agreed to look into whether this could be reduced.
The current water cost is approximately £214 per month. Rob agreed to look into the possibility of using water meters to reduce this cost.

Actions:
Will to look into reducing the internet and telephone bill from approximately £110 per month.
Young Rob to look into the possibility of using water meters to reduce water costs from approximately £214 per month.
Young Rob to look into costing up potential works or improvements relating to the cellar.

5. Review of Income and Expenditure
The Committee reviewed income and expenditure, including rental income from the Lodge flats.
The financial implications of the current management agreement were discussed.
It was proposed that the next meeting should include further discussion about possible loans from HQ, or other funding options, to cover future development of the cellar.

6. Building and Property
Outstanding maintenance and repair issues were discussed.
The Committee discussed the flat accommodation and the potential future use or development of the basement/cellar area.

7. Membership and Lodge Activities
The Committee discussed membership growth, attendance, and opportunities to increase member engagement.
Future development opportunities for the Lodge were also considered.

8. Programme of Meetings, Speakers and Videos
The current programme of meetings was reviewed.
Future speakers, presentations, and video-based content were discussed.
Actions:
Will to trial the MacBook and new app.
Will to suggest possible camera and audio solutions for Lodge meetings and presentations.

9. Office Administration
Telephone monitoring, correspondence, paperwork, and record keeping were discussed.
The Committee noted the importance of maintaining clear records and ensuring enquiries are responded to appropriately.

10. Any Other Business
Robert raised an issue relating to Angel Flat 1. A £500 deposit had previously been paid to a company which has since gone bust. The Lodge is now liable for the amount, and payment is required.
The Committee discussed the matter and agreed that the payment should be made.
Decision: All present voted in favour.

11. Date and Time of Next Meeting
The next Executive Committee Meeting will take place on:
Date: Sunday 19th July 2026
Venue: Torbay Lodge
Time: To be confirmed.

12. Meeting Close
There being no further business, the meeting was closed.