In attendance:

1. Apologies

There was an apology received from Mr Innes. Messrs. Eddie, McKay, and Primrose were also not in attendance. 2. Approval and Matters arising from the Minutes of the Meeting on 19 November 2008

The November minutes were approved. Matter arising:a) Constitution Review

Mr Dalgarno said that he had not received any proposals from Committee members for changes in the Constitution following distribution of the document in December. He was nonetheless aware that changes are required including those that might make the Club eligible for Community Amateur Sports Charity status (including discount on council rates). Mr Dalgarno proposed that he, Mr Mowat, and Mr Innes meet on 12^{th March to review the Constitution and draft changes for discussion at a future Committee meeting. Due to the notice period required, no changes would be proposed for the forthcoming Annual General Meeting. b) Insurance Renewal}

Mr Hogg advised that he had obtained a saving of £585 by placing the Club's insurances with NFU Mutual

as quoted by Peter Craigmile. The new cost of £1,329 is based on a 3 year loyalty commitment, and a £250 claim excess. It includes the following cover:

Public Liability £2.5 million

Employer Liability £10.0 million

Environmental Liability £1.0 million

Business Interruption £500,000

Personal Accident £10,000

Fittings £100,000

Contents £50,000

Loss of Licence £50,000

Wines and Spirits £2,000

Other stock £2,000

Money £5,000

This does not include the insurance of the building which is on the valuation of the landlords, and is arranged by them but reimbursed by the Club per the lease. It was agreed that Mr Hogg should ask the landlords for the latest valuation they have of the building, and obtain a quote from Mr Craigmile in the hope that a saving can be made on that as well. The policy would be in the name of the landlords.

. 3. Financial Report

a) Accounts for the Year Ended 31 December 2008Mr Kennedy presented these accounts which had been prepared by our former treasurer, John Laing, who had also provided some comments for our discussion. The accounts showed a loss for the year of £5,342 compared to a profit in 2007 of £4,141, and a loss in 2006 of £12,562. Taking out depreciation there was a cash profit for the year of £1,278 compared to £11,742 in 2007.

Of this £10,464 decrease in cash income from 2007 to 2008, the biggest factor was the significant drop in bar gross profit of £10,000. This was due mainly to the extraordinarily high bar business in 2007 while the Palm Court was closed, but also due to reduced function bookings including the club's decision to no longer accept 18th birthday parties due to damage caused. It is hoped that the new promotional leaflet will attract more function bookings in 2009.

Mr Laing had also identified as a factor the Gaming machine loss of £959 vs the 2007 profit of £1,468. A discussion then took place on whether we should continue to rent and pay duty on the machine at a total cost of £374 per month. Mr Hogg persuaded the Committee that our regularly attending members expect to have access to a machine just like any other licensed premises. It was agreed to continue with it but to monitor the takings in the first half of 2009.This decrease in income had been offset by a welcome £2,107 increase in Miscellaneous Income which included Smart Cuisine's rent and room bookings.

It was also noted that as expected our Heat and Light costs had increased, from £4,609 to £5,747. As our gas costs are primarily incurred in the kitchen, a proposal was made to increase the rent charge to Smart Cuisine preferably by 20% from £400/month to £480/month. Mr Hogg agreed to negotiate this with Mr Smart. The only other comment on the club's expenses was a query why bank charges are costing £603 in 2008 compared to £0 in 2007. Mr Kennedy agreed to find this out before the next meeting.The Committee then reviewed the two forms of Balance Sheet prepared by Mr Laing. Although they showed a bank balance of £14.864 this combined with stocks of £1,797 was not sufficient to cover the Club's current liabilities. As a schedule of creditors and accruals was not available, Mr Kennedy was asked to obtain this from Mr Laing before the next committee meeting so that the Committee could establish what was owed to whom and for what. Mr Mowat noticed that the amount shown as the balance on the Loan from the Gordonian Association was incorrect. It should be £63,878 ( not £63,653). He said he would inform Mr Laing that the £225 cheque paid to the GA was not a loan repayment but a paying over of monies for tie sales paid to the Club by RGC in error. This was the only change to the accounts required by the Committee and Mr Mowat agreed to inform Mr Laing accordingly. The revised Loss for the year would be £5,567.

b) Monthly Standing Order to Gordonian AssociationMr Kennedy advised that there had been a delay in the bank actioning his instruction to set up the monthly loan repayment standing order. He reported that he had made the January and February payments by cheque as the bank had now confirned the standing order would operate from March

4. Publicity

Mr Mowat tabled a draft text for a promotional leaflet which he had prepared and had been reviewed by Messrs Dalgarno, Hogg and Thomson. Mr Dalgarno asked him to distribute it to all committee members by email so that those who could not attend the meeting would have a chance to comment.. It was agreed that there should be four photos included in the leaflet : the old photo of the building at night, the one of the lounge bar , and two others to be taken - the small bar, and Andrew Smart in chef uniform, so that the focus is on the facilities and not on who uses them. Mr Hogg undertook to have the player's bar and the A.Smart photos taken. The leaflet should also include a small map indicating the location of the Club.

(Previous minute still valid : Mr Hogg reminded the meeting that it had been agreed a letter should be drafted offering corporate memberships to local companies at a rate of £100 in order to attract more bookings for functions and training seminars. Mr Dalgarno agreed to draft such a letter once the leaflets had been printed so they could be included with the letter. )

5. Maintenance / Health & Safety Mr Hogg said that although he had asked ADTI Security to update their quote for a replacement alarm system by making another site visit, this had still not taken place. He would contact them again. ( There would be a capital outlay for the club but the annual maintenance would be less expensive than it is now.)

Mr Thomson reported that the previous Saturday the rugby club members had left the cooker rings on all night which apart from the energy cost had represented a significant safety risk. Thankfully, Mr Smart had come to work on Sunday morning and was able to switch them off. Mr McLeod was asked to speak to Mr Snape at the rugby club so that in future someone ensures that the cooker is switched off after use.

6. Staff

Mr Thomson reported that some additional female bar staff had been recruited, and there were no issues with staffing..

7. Bar Prices

Mr Hogg reported that as a result of supplier price increases he had allowed for this and a little more by increasing the bar prices to £2.70 for pints and £1.75 for spirits. He asked if he could make a bigger increase in function prices to £2.90 for pints and £1.95 for spirits. The committee agreed to this.

8. Licensing Board Requirement for Plans

Mr Hogg reported that he had managed to get plans drawn up within the time deadline imposed. The architect charged £800 for this and there was also £160 to pay Raeburn Christie Clark & Wallace for the related legal services.

9. Arrangements for the Annual General MeetingIt was agreed that the AGM would be held on Monday 30th March at 7.30pm with Mr Dalgarno to post a notice on the club notice board prior to the 14 days notice required.

10. Date of Next MeetingIt was agreed the Committee would next meet an hour prior to the AGM at 6.30pm on Monday 30th March.