ENKCA Agenda : Meeting Monday 24 October 2011 at 7.30pm


 

1 Apologies for absence LB

2 Minute of Directors’ Meeting held on 26 September 2011 LB

3 Matters Arising ALL

4 Financial Report JH

5 Grant Applications DR

6 Purchases : IT etc ALL

7 Building Report (snagging) PJ

8 Maintenance and Monitoring Report ALL

9 Rota for  Monitoring and boiler settings ALL

10 Events and Hires Report MW

11 Publicity BY

12 AGM 24 November 2011 at 8.00pm

13 AOCB




 

ENKCA Agenda : Meeting Monday 26 September 2011 at 7.30pm


1 Apologies for absence LB

2 Minute of Directors’ Meeting held on 29 August 2011 LB

3 Matters Arising ALL

4 Articles of Association and Directors Term of Office ALL

5 Financial Report JH

6 Grant Applications DR

7 Purchases : IT etc ALL

8 Building Report (snagging) PJ

9 Maintenance and Monitoring Report ALL

10 Rota for  Monitoring and boiler settings ALL

11 Events and Hires Report MW

12 Publicity status and photos

13 AGM 

14 AOCB

15 Date of next meeting




Minute of Directors’ Meeting of Eassie, Nevay and Kirkinch Community Association

(ENKCA) held on Monday 26 September 2011 at 7.30pm in Eassie and Nevay Hall.


Present: Philip Jenkins (Chair), Marianne Jenkins, Bradly Yule, John Hamilton,

Linda Breckenridge and Michelle Wilkinson.


1.   Apologies: Debra Ritchie, Stuart Wright and Bruce Pattullo.


     Minute of Directors’ Meeting held on 29 August 2011 was adopted.

     Matters Arising:


6 keys for the front door have been ordered from Laidlaw Solution Ltd for

£57.36.  It was agreed that the school will be allocated a key during

school term.  Philip to cost Fobs with Alliance Electrical. PJ


The 3 Master Keys at present are held by Michael Ryan, Sine Robertson

and Stuart Wright.


Bruce Pattullo has investigated security regulations for the gas bottles

and is to report back at the next meeting. BP


The bar optics are to be mounted. BY


Marianne and Bradly to rewrite the cleaning policy in a simplified     MJ/BY

form for hall lets.


Bradly is to obtain quotes from Archie Tinney and Ally Youngson, BY

plumbers’, re. fitting a cold water tap below the disabled toilet sink 

to aid cleaning purposes.  John to check invoices to find out an address

for the supplier of the cleaning trolley so that further equipment can be

purchased.


Melissa Lawrence has received the Fee Structure and Pricing details for

placing on the website.


  Articles of Association and Directors’ Term of Office.

After discussion, the Directors’ decided to amend the Articles as follow:

a.1/3 of Directors’ must step down but can be re-elected.

b. No Director can serve more than 2 years maximum without being re-elected.

Notification of changes to Articles to be delivered round members homes

when advertising the AGM.


  Financial Report.

John handed our copies of the Bank Statement.  We have £89,102.05 in   JH

the Bank.  The final claim from the SRDP (c£47,000 max claim but

£10,000 to £15,000 potentially on non-qualifying expenditure) is still

outstanding but John to clarify with SRDP and pursue payment asap.

John to send a cheque for £403.29 which is the interest on the SIS Loan

for the quarter to 30 September 2011 (8% at 92 days on £20,000 outstanding).


It was noted the £100,000 Donor Loan has to be paid back in November 2011.


John and David Ritchie are to look at our income and expenditure now

that the hall has been operational for a year to assess the annual running

costs.         JH/DaR

  Grant Application.

Deferred until Debra returns from holiday.


  Purchases and IT.

Awaiting Grant Application.  A projector has been gifted but technical

advice is required (cables, etc).


  Building Report.

Alliance Electrical has now done all work required.


The boundary fence has been repaired as requested by M W Shaw and

we are awaiting the invoice from A Shepherd & Co.


The windows have been cleaned by Aspect Cleaning at a charge of

£15 per 8 week cycle.


The topsoil from the front border has been removed by Andy Blackie 

and Stuart Wright.  A work party will put down the Plantex and gravel and

discussion on planting will take place.


No progress has been made in the repair of the reinforced concrete round

railings.  Discussion is taking place.


The water ingress from the boiler flu will be fixed imminently by

Peter Drummond, Meigle.


There has been no contact from ADC re. the fault with the Rainwater

Harvesting System therefore we are using mains water.


As there are spare tiles, the water damaged roof tile in the main hall will

be replaced.


The relaying of the threshold strips is in hand.


  Maintenance and Monitoring.

Electricity and woodchip usage is being monitored.  A database will be

produced and printed quarterly so that we can assess costs.  The heating

system is working well.  Philip to enquire re. prices and conditions of

delivery for woodchips.  At present woodchip costs £200/ton approx. PJ

A fill of the hopper is 4ton.


  Monitoring and Boiler Settings.

John to do part of October. JH


  Events and Hires.

Michelle reported that the Pudding Night raised £166.87.  A good

night but would have been better if there had been more people.


A Quiz Night will be held on Saturday 29 October.  A flyer advertising

this will go out with AGM information.  Bradly reported that the Bar BY

Licence applications are now done online.


28 stalls are already booked up for the Winter Festival on 18 November.

Jane Brewster would welcome an ENKCA stall which could run from one

of the Community Rooms.  A request for someone to organise this stall

was put forward.


Art Class has first meeting on Saturday 1 October.


Dance Classes commence on Thursday 6 October.


Andy Blackie to meet with the Events Committee to discuss the

Hogmanay Party and Michelle will report back at the next meeting.


  Publicity and Marketing.

All information about events should be passed to Melissa for the 

Homepage and to Sine to put on the Blog.


Michelle is retiring as a Director at the AGM but expressed interest in

helping out with publicity.    

Bradly and Philip will support and assist this working group.  It is

proposed to hold an Open Social Night, when anyone interested

in working as a group to help market our great community asset

will be most welcome. BY/PJ


  Annual General Meeting.

To be held on Monday 21 November 2011.

Quorum - 12 ordinary members.

Changes to Articles of Association.

Financial Data - audited accounts.

Publicity - notice hand round doors.

Supper - tea/coffee, sandwiches and biscuits.


  AOCB.

Attention was brought to items made from wood from the old hall and turned

by Neil McLeod, Glenogilvy.  Directors’ decided to sell these items for hall

funds.


The date of the next meeting is Monday 24 October 2011 at 7.30pm.

Minute of Directors’ Meeting of Eassie, Nevay and Kirkinch Community Association (ENKCA) held on Monday 29 August 2011 at 7.30pm in Eassie and Nevay Hall.


Present: Philip Jenkins (Chair), Marianne Jenkins, Debra Ritchie, Bradly Yule,

Stuart Wright, Michelle Wilkinson, Bruce Pattullo, and Linda Breckenridge.


  Apologies: John Hamilton.


2. Minute of Directors’ Meeting held on 25 July 2011 was adopted.


Matters Arising:


A master copy of the key list and key holders is kept in a folder in the PJ 

bar area.  Philip to ask ADC for information re key supplier to help

obtain locksmith license so that other keys can be cut.


Bruce is to check regulations for storage of gas bottles before we BP

proceed with suitable secure unit.


Bradly has the 8 bar optics. BY


Stuart brought pictures of the hall for use in the new brochure and

will approach Michael and Sine for photos held on blog. SW


John Hamilton had no problems with the hall monitoring during

August.  Marianne is to check if the water temperature can be checked

monthly.  The boiler has to be checked weekly. MJ


Michelle reported that Andy and Tina Blackie are keen to get involved

with the organising of the Hogmanay Party.  Bradly to make

enquiries re a band but if unsuccessful will find out about a disco. BY


Philip to organise a meeting with Bradly, Melissa, Michael and Sine

re publicity. PJ


The kitchen floor cleaning rules have been amended. MJ


Bradly has met with Sine.  Bradly is to obtain quotes from

Ally Youngson, Newtyle and Peter Drummond re fixing a hot and BY

cold water tap below the disabled toilet sink and the kitchen hand

washing sink to facilitate filling buckets for cleaning purposes.

As there are 3 cleaning areas, equipment to fit on the cleaning trolley

to cope with no cross contamination will be organised.  A small

cleaning trolley will be sourced for kitchen floor cleaning.


4. Articles of Association and Directors’ Term of Office

Philip to email Directors’ with altered Clauses and this will be discussed PJ

at the September meeting.




  Financial Report

In John’s absence a report from him was read. SRDP have now got 

through their own internal audit issues and are requesting a copy JH

of Tender from us which John is to take to their offices.  John 

remains hopeful that SRDP will pay most of our claim (save for £10-£15K,

which we accrued) within 3 - 4 weeks.  John still needs an invoice from

Sine.


 Grant Application

A grant from The Royal Bank of Scotland of £6000 for AV Equipment

has been sourced but Debra has more work to do as they are requesting 

photographs of the interior of the hall. The new table-tennis table paid 

with funding from 2014 Communities was delivered damaged.  Debra is DR

finding out about its replacement.


7. Purchase of IT and AV Equipment

It was suggested that Mark Jones who did the lighting for the School

Play be asked for some input as to what we require and then a shopping

list can be put together.


8. Building Report (snagging)

Solar panel has been re-pressurized and is in operation. PJ

Mackintosh Structures has repaired the roof defects.

Alliance Electrical has replaced the bar emergency light.

The faulty sensor in the shower-room is to be replaced.

The fault with the lobby lights is repaired.

Jonathon Treffry has completed joinery repairs.

The flue from the boiler is damaged and therefore is not sealed - ADC

has contacted Peter Drummond.

The boundary fence is damaged and a quote for £96 including VAT

from A Shepherd, Meigle has been accepted.

A quote for window cleaning from Aspect for £15 for an 8 week cycle

beginning in September has been accepted.

A Glasgow pump firm has looked at the Rainwater Harvesting System

and is to report back to ADC.

Room 1 doorplate is still missing which ADC knows about.

ADC to ask sub-contractor to repair concrete defects.

The Railing posts are corroding in the concrete which need to

be repaired urgently.  Philip to speak to the architect to see what he

specified for this work.

Philip has been quoted £50 for plantex, bark, and compost

from Ferngreen to tidy up border at front of the hall.  Stuart to ask

Andy Blackie to remove 3” of top soil to aid this work. SW

The fan vent on the back wall of the hall is defective.


The Directors’ thanked Philip for all his work with the snagging list.


9. Maintenance and Monitoring Report

As covered in Matters Arising.




10. Rota for Monitoring and Boiler Settings.

  As covered in Matters Arising.

 

  Events and Hires Report

Michelle has spoken to Mary Marshall to ensure that she asks MW

for help with setting up the hall if required. Michelle also

reported that Mary finds the new fee structure very fair.  Mary was

congratulated on the excellent job she does securing lets.

The Indian Night turned into a social meal in Broughty Ferry.

A Pudding Night will take place on Wednesday 21 September.

A Halloween Quiz on Saturday 29 October organised by KT


The Annual Winter Festival will be held on Saturday 19 November

with a christmas shopping night on the Friday from 6.00 - 9.00pm.

A Social/Sports Night is planned for January 2012.

Stuart suggested holding a Theme Night and Michelle is to look SW/MW

into this and report back at the September meeting.


12. Publicity status and photos

As covered in Matters Arising.


13. Fee Structure and Letting Procedures

The new fee structure is to be sent to Melissa to put on the Website.

Stuart produced prices for the printing of a new brochure and with 

Michelle’s help will have a draft brochure for the September meeting. SW/MW


14. Risk Assessment and Documentation

Marianne has produced all Risk Assessment Documents.  These will

be kept in a folder in the Admin Cupboard.  For COSHH purposes

standard cleaning substances will be kept.

Marianne was thanked for all this work.


15. AOCB

The Directors’ thanked Jane Brewster and all who helped out at the

successful Gardeners’ Question Time.  Anne Steel as chair person

and the panel of Pippa Clegg of Kilry Garden Club, Sheena and Hamish 

Lamond of Newyle, Ally Bruce, horticultural lecturer Dundee College,

and Rex Brennan, soft fruit specialist SCRI, made for an excellent

night.  Approximately 50 people were in the audience.

It is proposed that a similar event be held in February 2012.


A request for a weekly ENKCA Country Dancing class has been received.

The Directors’ agreed.


Sine would like to run a weekly community coffee morning.

The Directors’ agreed.


An ENKCA Art Class is in the process of being set up.


Debra has heard of a request for chairs with arms for disabled persons.

It is proposed to purchase 4 chairs.




Jonathon Treffry is to be asked re the feasibility of shifting the baby-changing

unit from the shower room to the disabled toilet.


The date of the Annual General Meeting is set for Monday 21 November 2011.


The Date of the next meeting is Monday 26 September 2011 at 7.30pm.


ENKCA Agenda : Meeting Monday 26 September 2011 at 7.30pm


1 Apologies for absence LB

2 Minute of Directors’ Meeting held on 29 August 2011 LB

3 Matters Arising ALL

4 Articles of Association and Directors Term of Office ALL

5 Financial Report JH

6 Grant Applications DR

7 Purchases : IT etc ALL

8 Building Report (snagging) PJ

9 Maintenance and Monitoring Report ALL

10 Rota for  Monitoring and boiler settings ALL

11 Events and Hires Report MW

12 Publicity status and photos

13 AGM 

14 AOCB

15 Date of next meeting



Minute of Directors’ of Eassie, Nevay and Kirkinch Community Association (ENKCA)

held on Monday 25 July 2011 at 7.30pm in Eassie and Nevay Hall.


Present: Philip Jenkins (Chair), John Hamilton, Marianne Jenkins, Debra Ritchie, Bradly Yule, Stuart Wright, Michelle Wilkinson, and Linda Breckenridge.


  Apologies: Bruce Pattullo.


  Minute of Directors’ Meeting held on 27 June 2011 was adopted.


  Matters Arising:


The Well-wishers Wall is to be deferred until all outstanding funding

is received


Marianne has produced a key list.  Philip to collect main door key PJ

held by ADC and see to the locksmiths license.


Information on the cage for gas bottles to be brought to next meeting. BP


Marianne is to collect the 8 bar optics from Waltons and is to enquire MJ

re the outstanding tray.  Bradly to organise the mounting of the optics. BY


Stuart is to bring pictures of the outside of the hall to the next meeting. SW

Philip to ask Sine for a data stick of internal photos for use in the

production of a new letting brochure. PJ


Directors’ are to email Linda with Clauses from the Articles of 

Association that need changing for the next meeting and will

to be ready to discuss Term of Office. ALL


Debra reported that there were no problems with the monitoring of 

the hall and boiler settings in July.  John Hamilton to do the August

monitoring. JH


Michelle to contact Audrey Duffy re the Hogmanay Party since two MW

possible names for bands have been sourced.  The Coffee Morning

and the Strawberry Tea and Walk were both successful.  Thanks 

were expressed to everyone who attended these events, gifted items

for stalls, brought food, and who helped with the setting up and

tidying away.

Philip and Bradly are to meet with Michael Ryan and Sine Robertson

to review  publicity guidelines and discuss the best way forward. PJ/BY  


  Financial Report.

John handed out copies of the bank account statement.  £88182.72 JH

in the bank.  £3500 received from Bank of Scotland sourced by

Debra.  £7500 due from Leader is in the stage of a final audit.  

SRDP are working on internal audits and John will know by the

end of July re £47,000 outstanding and will report to Philip.  

The £100,000 interest free loan is due to be paid back by the end of

October 2011.



6. Grant Application.

Debra reported that £500 has been received from the 

Clydesdale Bank.  40 banquet chairs, trolleys for the chairs,

9 long tables, plates, and 24 wine glasses are to be ordered

by Debra from £3500 Bank of Scotland donation.  The Directors’

gave Debra permission to go ahead.  £1500 from 2014 Communities

is to be spent on a table tennis table, carpet bowls and fenders, a bowling

mat, court markers, stretched tubing for yoga, poster sets, skipping ropes,         

and 2 storage boxes.  Debra was thanked for her continuing fund sourcing.


  Purchases of IT and AV.

Philip and Marianne, and Bradly have costed IT and AV equipment. PJ/

Philip to compile a list within the week and pass to Debra so she DR

can source funding.


  Building Report (snagging).

Philip to contact Peter Drummond re water leak in boiler room and PJ

the re-pressurizing of the solar water heating. The marked ceiling

tile in the main hall is to be inspected by the Roofers.  Alliance Electrical

has the part ordered for the lighting in the bar area.  Jonathan Treffry

is to be chased on re his two jobs in hand.


  Maintenance and Monitoring.

The boiler has to be emptied.  


10. Rota for Monitoring and Boiler Settings.

As agreed earlier, John Hamilton to do August. JH


  Events and Hires. 

A Gardeners Question Time on Wednesday 24 August and an Indian

Night on Saturday 20 August are to be held.  Mary Marshall was

thanked for her work with the Private Hires and it was decided that MW

Michelle would liaise with Mary each month as support.  A hall

tidy up is to take place on Wednesday 27 July at 7.00pm.  An email

was sent out asking for community help.


12. Publicity Status and Photos.

To be known as Publicity and Marketing.  Philip to meet with Michael PJ

and Sine.


13. Review Fee Structure and Letting. 

Following discussion the Directors’ demitted Philip to circulate

a simplified list of the fee structure to be finalised at the next meeting. PJ

Marianne will email the Conditions of Let to the Directors’ and was MJ

thanked for her work in drawing this together.  Stuart was asked to

give guidance on design and prices for a new letting brochure. SW



14. Risk Assessment and Documentation. 

Marianne, with help from Linda, is looking at Health and Safety. Child MJ/

Protection has been dealt with.  John Duffy and Michael Ryan handled LB

Fire Safety earlier.  The importance of hall users being aware of 

policies and instructions was stressed.  Philip to enquire from PJ

Architects re supply of “How your building works”  literature.


15. AOCB.

The kitchen floor cleaning rules will be amended.


It was felt it would be helpful if Sine would liaise with Bradly BY

to discuss her cleaning queries.  The Directors’ are amenable to 

funding a storage cupboard but not a sink.  Sine to be asked 

again about an invoice for her hours of cleaning todate.


The date of the next Meeting is Monday 29 August 2011 at 7.30pm.