Date: 23rd January 2025
Time: 18:00 PM
Location: The Roof Gardens (& via TEAMS)
Attendees: Sue Walter; Robert Seals; Paloma Fernandez; Alex Stirling;
Peder Oien; Keith Mehaffy
Summary
Parking and Membership Update
High-Vis Jackets and Parking Communication
- Action Taken:
- High-vis jackets for SIA officers working in the square to ensure enhanced visibility and safety have been purchased and are being used in the Square
- Greg, the Membership Director, has been tasked with drafting and sending out a communication to members reminding them not to park in the square to ensure compliance with parking guidelines. This is scheduled week commencing 27th January.
Membership Database and Parking App Integration
- Action Taken:
- The membership database now contains 1500 number plates, which include members, guests, and non-members.
- There has been an increase in the number of members who are on warnings, with 102 members receiving a warning, seven on their final warning with one member terminated to date.
- The parking app is now live, which integrates directly with the membership database, enabling improved tracking, issuing warnings, and capturing guest details. The app is also capable of syncing check-in times for better management and recording of members who park & enter the Club (not just the local area).
- Challenges Identified:
- There are ongoing efforts to improve the efficiency of collecting number plates via the application process/registration of new members and through the app itself.
- Push notifications sent through to members phones (if they have the TRG app open) is live. The functionality does rely on members having the TRG app open and background refresh on (notification) enabled which TRG can not enforce.
SIA Training and Incident Tracking
- Action Taken:
- A discussion was held regarding an incident where Alex Stirling said patrons were allegedly smoking weed in the square on Saturday 18th January 2025 in the early evening around 6.30pm. Robert Seals said he could not comment on where the guests were heading, but the incident was recorded by the SIA who moved them on from the Square. It was agreed that this would be added to the SIA training manual to ensure officers are trained to properly address such issues in the future where they can safely do so.
- It was noted that SIA officers should be vigilant in documenting such incidents for accurate record-keeping and further action.
- The SIA hours have been extended by one SIA to monitor staff leaving the staff exit late and night to keep the noise down.
Staff Turnover and In-House Staffing
- Discussion Points:
- The meeting discussed the ongoing impact of staff turnover.
- It was agreed that TRG’s policy to reduce reliance on agencies and bring more roles in-house would be beneficial in stabilising staff and improving the quality of member service.
- The importance of tracking incidents, including minor issues like car door slamming, was raised to ensure the team is addressing all operational aspects that effect the Square, (even if not club related).
- Action Taken:
- Staff turnover remains a priority, and recruiting in-house staff is happening with 5 recent employees starting to reduce reliance on external agencies.
Police Visit and Badge Compliance
- Discussion Points:
- A police visit occurred on New Year’s Eve due to a complaint that door staff were not wearing their badges. This issue was rectified promptly, and a reminder was issued to all staff regarding badge compliance.
Licensing and Event Management
- Discussion Points:
- A pop-up tattoo event on New Year’s Eve was highlighted, which did not have the required special premises license, even though no charge was made for the event. The importance of ensuring all events are correctly licensed was emphasized.
- Action Taken:
- A review of all upcoming events will be conducted to ensure proper licensing and compliance with event regulations. TRG will apply for a Special Treatments Licence to cover planned members events offering massage and beauty treatments that require RBKC permission.
Tree Removal and Retrospective Planning Applications
- Discussion Points:
- The removal of an Almond tree infected with fungus in the Woodland Garden was discussed. The tree needs to be removed, and a replacement will be arranged.
- Three retrospective planning applications will be reviewed by the planning committee in February, including:
- The sun pavilion,
- Members lounge terrace,
- Spanish garden staircase.
- Action Taken:
- Follow-up with the council will be carried out to get approval for the tree removal and replacement.
- The status of the three planning applications will be closely monitored.
Terrace Use and Music Policies
- Discussion Points:
- The sixth-floor terrace remains limited to private dinners and is not used for general events. The current policy is to keep background music at low levels, primarily for ambiance.
- Action Taken:
- The music policy for the terrace is ambient only and all Terraces close at 11pm.
Parking App Efficiency and Data Management
- Discussion Points:
- The parking app is being used to gather number plate data, which is linked to members, guests, and non-members to improve tracking and prevent unauthorized parking in the square.
- The use of the DVLA database for more accurate tracking was discussed but ruled out due to GDPR restrictions.
- Action Taken:
- A penetration test will be conducted on the parking app to further improve its functionality and ensure it is secure and reliable. This may require Alex’s private number plate to be added to the database for testing.
Updated SIA Map
Next Meeting
Upcoming Meeting Date
- The next meeting is scheduled for Thursday February 20th, 18:00 PM.
Action Items
- Follow up with the council regarding tree removal and replacement.
- Provide an update on the three retrospective planning applications to be reviewed in February.
- Add new formal complaints to the log and circulate the updated log.
- KSRA to confirm the SIA Patrol Route to TRG. Once agreed a copy will be sent to RBKC and Police with confirmation it has been updated.
- Conduct penetration testing on the parking app over the next month to further improve its functionality.