Our slightly delayed Members’ meeting will take place on Tuesday 14th April at 19:30 in The Lounge at The Wigtown Ploughman.
Draft minutes
To be confirmed at the July meeting.
Management Committee present: Craig, Meg, Ada, Kim, George, Julie, David
1. Welcome and previous minutes
The meeting opened with thanks to everyone for attending, and apologies were noted from members who were unable to be present. It was acknowledged that the previous meeting had taken place in December. While the intention had been to move to quarterly meetings, operational pressures meant this had been delayed slightly, and members were thanked for their patience.
The minutes from the December meeting were accepted. It was noted that a significant amount of activity has taken place since then.
2. Overview on the start of the year
The early part of the year was described as a mixed picture. Hogmanay had been a strong success, but January and February proved particularly difficult, with low footfall and high costs placing pressure on cash flow. In response, the decision was taken to pause evening meals during February, allowing the business to reduce losses and ensure that staff wages and key bills could continue to be met. It was noted that whilst the business may have been forecast to make a loss during this time, having The Lounge open was still a really positive lifeline for all those who continue to use it and count on its operation.
Despite these challenges, the business remained stable and operational. Trade has improved noticeably through March and into April, supported by increased visitor numbers and recent busy periods. There is cautious optimism that this upward trend will continue.
On staffing, the team has grown to around fifteen people. While a small number of staff moved on, recruitment has strengthened the team, with a focus on bringing in flexible, multi-skilled staff who can support future plans. The kitchen has seen a particularly positive development with Fiona joining as Head Cook, working alongside TJ, and the food offering is building a strong reputation locally.
3. Roles and tasks within the Management Committee
Members of the management committee outlined their respective roles, providing a clearer picture of how responsibilities are shared. These include oversight of bar and kitchen operations, finance and reporting, staffing and compliance, maintenance, marketing and communications, and community engagement.
It was emphasised that a significant amount of work happens behind the scenes to keep the business running day-to-day. The committee also highlighted the importance of documenting decisions, processes and procedures, with a view to ensuring continuity and making future transitions to new committee members as smooth as possible.
4. Volunteer Lounge – Processes and recruitment
The volunteer-run lounge continues to be a central and valued part of the project, providing a consistent, welcoming space for the community. A range of regular and informal activities are now taking place, and the space is well used for both organised groups and casual drop-ins.
There was discussion around improving some of the practical processes involved in running the lounge, including cleaning procedures and the handling of items such as tea towels and materials. These processes exist but will be updated to reflect how the space is currently being used.
Volunteer recruitment remains an ongoing need. While there is a committed core group, additional volunteers would help provide resilience, particularly for covering absences or busier periods. There was also discussion around the possibility of developing a small pool of people who could step in at short notice if required.
5. Hotel rooms update – Funding, Infrastructure
The development of the hotel rooms was discussed as a key next step for the business. Plans are in place to refurbish four rooms alongside some wider improvements to infrastructure and the building itself.
An initial funding application has been submitted and a decision is expected shortly. The committee is currently weighing up whether to wait for this funding or to proceed through alternative means if there is a delay. It was noted that funding cannot be claimed retrospectively, which affects the timing of any decisions.
The intention is to begin taking bookings from mid-May, with strong demand expected, particularly around the Book Festival period. The rooms are seen as an important addition to the business model, offering a higher-margin income stream and helping to improve overall financial sustainability.
Alongside this, the possibility of a further community share offer was discussed, which would provide an additional route for raising capital and supporting future development.
6. Revisiting the business model/plan
The original business plan was revisited, with the observation that it has proved to be largely accurate, particularly in forecasting the challenges of the winter months. However, it was agreed that it now needs to be refreshed and used more actively as a working document.
The intention is to update the plan so that it reflects current priorities and future ambitions, while also ensuring that both financial and community objectives remain central. There is an interest in involving staff and potentially a small subcommittee in this process, recognising that those working day-to-day in the business, and those with greater industry knowledge can offer valuable insight.
7. Accounts and budgets for WCICBS and financials for The Wigtown Ploughman
An update was provided on the financial position of both the CBS and the trading business. The pub performed well through its first summer and early autumn, generating a modest cumulative profit by October, before experiencing expected losses over the winter period.
It was noted that while income levels are encouraging, costs remain high, particularly in relation to energy, staffing and supplies.
The self-catering flat has been performing strongly and has recently generated significant income through contractor bookings, providing a useful contribution during quieter months.
Work is ongoing to finalise accounts, including VAT returns following the business passing the registration threshold. The aim is to have a full set of accounts prepared and published in the near future.
8. Date of next meeting
It was agreed that the next members’ meeting will take place on 21st July, and possibly back in The Merse in case evening meals are running 7 days in July.
The meeting closed with thanks to all staff, volunteers and members for their continued support and contribution to the project.