1. Masonic Hall Seminar Friday 25 th October 2013

2. Talk about cost centres and how to control them Introduce a buying directory Q & A A presentation from one of the suppliers

3. Cost centres and controls Labour The bar Food (unless run under a franchise) Rates and water rates Energy Other

4. Labour Current minimum wage: £6.31 per hour

5. Labour 1 saved hour per week = £328.12 per year

6. Labour 1 saved hour per day = £2303.15 per year

7. Labour £2303.15= £5527.56 Per year through the till assuming 50% GP plus vat

8. Labour If employing part time staff, keep their earnings below the employer’s NI level What is the employers NI rate? 13.8% over £148 approx 23 hours This increases the effective hourly rate to £7.18 per hour

9. Labour Real time reporting to HMRC It is imperative that accurate records are maintained The use of an accountant or bookkeeper is recommended

10. The Bar

11. The Bar - stocktaking A good stocktaker should give the following: The retail value of stock consumed The surplus or deficit The gross profit – cash and percentage The gross profit per item The value of stock on site

12. The Bar - stocktaking He should also Recommend retail price increases Advise on overcharges from suppliers Highlight slow moving items Recommend stock holding levels Advise on actions necessary to resolve problems

13. The Bar – Stock control Ideally, one person should be responsible for ordering and stock control and should:

14. The Bar – Stock control Ideally, one person should be responsible for ordering and stock control and should: Order weekly using a stock and order form

15. The Bar – Stock control Ideally, one person should be responsible for ordering and stock control and should: Order weekly using a stock and order form Check the delivery for items brought in and taken out

16. The Bar – Stock control Ideally, one person should be responsible for ordering and stock control and should: Order weekly using a stock and order form Check the delivery for items brought in and taken out Check the correct product has been delivered

17. The bar – cash control Staff should count the float and sign for it Staff should count a spare float and sign for it Staff should be informed that random till checks may be carried out Whenever a till is checked, staff members should count the cash and report the result After counting, the till report should be taken Record all results, including staff on duty

18. Food Costs can vary daily – adjust retail prices if necessary. Try to negotiate prices for a fixed term Standard recipe cards Portion control – use measured utensils Wastage – the chef should control this Staff feeding should be recorded

19. Rates and water charges Last revaluation carried out in 2010 Next is expected in 2015 The RV can be challenged - many firms will do this – some on a ‘no win no fee’ Monitor water usage by regularly (monthly) taking & recording meter readings Challenge surface water charges

20. Energy Recent increases of around 10% on electricity Forecast is for similar rises for several years Ensure contracts are monitored & renewed or changed to ensure rollover charges are not applied Recent offer from one supplier – 33% increase on both unit & standing charge Rollover rate increases – 95% on units & 428% on standing charge

21. Energy – Make it Cheaper Search all current offers for gas and electricity & recommend best value Make contact before current contract ends in time to send termination notice Supply draft letter to terminate No obligation NO CHARGES

22. Energy – Estimated savings Hall in the Blackpool & Fylde area Electricity - £394, Gas - £100 = Total £494 Darwen Electricity - £572, Gas - £616 = Total £1188 Cleveleys Electricity - £1095, Gas – £1688 = Total £2783

23. Energy Halls with the same contract end date will be able to negotiate as a group Between East & West Lancashire there are approx. 60 halls including the Provincial offices As with the water meter, it is good practise to read meters and record usage

24. Other Insurance Trade waste & toilet services Laundry / linen hire Cleaning materials, crockery, cutlery& glassware Licenses Phones & broadband Statutory testing Bank charges and credit cards

25. Insurance Many halls use Ingram Hawkins & Nock Cover includes regalia owned by Lodges – do they know? They may be able to save money Usually a 3 year agreement Don’t just accept their renewal quote

26. Trade waste & toilet services When comparing prices include waste transfer certificates Check local authority prices

27. Laundry & linen hire More than most, this is about quality and service, rather than just price Confidence that linen will be spotlessly clean and delivered on time is key Can anyone recommend a good company?

28. Cleaning materials, crockery etc On checking prices for crockery recently, it became obvious savings could be made on cleaning materials Existing supplier suddenly found he could improve discounts ‘Valued customers’ are never offered better terms Regularly review all prices

29. Licences Liquor, TV, PRS & PPL for most halls Normally the fees are fixed TEN’s – if frequently used, consider a new liquor licence A TEN costs £21, most licences cost £180 PRS & PPL – based on returns made by you as the licensee so check for accuracy

30. Phones & Broadband Ensure that contracts are monitored to avoid rollover rates Make it Cheaper

31. Statutory testing Fire safety equipment & systems, portable electrical appliances, gas appliances, lifts & hoists – annual Electrical installation – every 5 years Specialist companies may be cheaper than normal contractor

32. Bank charges & credit cards Many banks offer charge free accounts Consider moving at the end of the period Commission rates on credit cards vary It is not necessary to use your main bank Make it Cheaper offer a service

33. Calendar To avoid being moved onto rollover rates, record all contract end dates and, more importantly, notice dates

34. Contract end dates / Notice required dates 2013JanuaryFebruaryMarchAprilMayJuneJulyAugustSeptOctoberNovDec Gas - Masonic 5th Gas - Social 5th Electricity - Masonic 14th Electricity - Social 14th Electricity - flat 12th Phones 30th Insurance 1st Broadband 1st Trade refuse Toilet services 26th Fire equipment testing PAT testing Gas safety test Lift safety test 2014JanuaryFebruaryMarchAprilMayJuneJulyAugustSeptOctoberNovDec Gas - Masonic5th 31st 30th Gas - Social5th 31st 30th Electricity - Masonic Electricity - Social Electricity - flat 12th Phones Insurance Broadband Trade refuse Toilet services Fire equipment testing PAT testing Gas safety test Lift safety test

35. Buying directory Meant as a point of reference only Living document - To be updated by feedback from you Currently showing companies used by Cleveleys and rates charged This has nothing to do with the Provincial buying group set up by Christopher Barlow

36. Commercial Buying Group

37. Any Questions?