Minute of Directors’ of Eassie, Nevay and Kirkinch Community Association (ENKCA) held on Monday 27 June 2011 at 8.00pm in Eassie and Nevay Hall.

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

Bruce Pattullo, Michelle Wilkinson, and Linda Breckenridge.

Apologies: John Hamilton and Stuart Wright.

Minute of Directors’ Meeting held on 30 May 2011 was adopted.  

Matters Arising:

The Well-wishers Wall was deferred until a later date.

A colour coded list of keys has been produced.  3 grand master keys,

3 sub master keys and 2 external have been identified.  Bradly pointed out 

that as keys are licenseable we must know who holds the grand master

license.  Philip and Marianne are to meet with Michael Ryan and once  PJ/

the list of keys  has been finalised a copy will be kept in a folder.  Locking MR

the boiler      

  room is to be considered.  Philip, Marianne and Fiona Brown are on the police

list as key holders.  It is believed that ADC still hold a master key and 

Philip is to make enquiries regarding this.

Bruce has made enquiries regarding the cage for the gas cylinders and will

approach David Simpson at Eassie Smiddy regarding the work. BP

It is felt that Jonathon Treffrey’s quote for mounting the Bar Optics is too high. BY

Bradly is to make a board with brackets.  Marianne is to order 8 optics

from Waltons. MJ

Stuart has the hall pictures in hand. SW

Articles of Association and Directors’ Term of Office.

Items 31 to 32.7 inclusive need to be redrafted (11 Clauses).  Directors’ to

come back to next meeting with ideas.

Financial Report.

In John’s absence it was reported that he has been chasing the outstanding PJ

funding from SRDP (47,746.80).  The interest on SIS £20,000 is due.  Debra DR

to email Barbara Love, Rural Direct Co-ordinator/Development to ask why SRDP is so late in making payments.  Philip to contact John.

Grant Applications.

Debra has sourced £3400 from the Bank of Scotland for tables, chairs and DR 

further kitchen utensils.  £2000 from the Clydesdale Bank is also available

and Debra to meet with a group to decide what is needed and to look at 

stacking storage.  Philip read a letter from Graeme Day MP for Angus South

who offered his assistance in the future.

Purchases:  IT and AV.

Marianne has contacted Robert Ritchie re advice on screens and projectors in MJ

terms of PA to link in with our loop system.  Bradly also to ask Elan AV for BY

recommendation on prices so that Debra  can apply for a grant of £5000. DR

Bruce to ask Michael to give a full description of what he requires regarding

free wireless connection in the cafe area. BP

Building Report (Snagging).

Philip reported that there are lots of items to be attended to.  He proposes PJ

to inform ADC that we have approached another contractor to do the work and 

the cost will be deducted from their retention cost.  Philip to inform

Gavin Tripney, Alyth, Jonathon Treffry and Bradly Yule of the work required

to be done.  Bradly advised that we look at the terms of contract.

Maintenance and Monitoring.

Bruce reported that everything had been ok in June.  Alliance Electrical are aware of a fault in the emergency light in the bar and the part has been ordered. BP

The Breckenridges are to clear the builders waste from around the outside 

of the hall.  Decisions will have to be made as to the landscaping. 

Quotes are to be found from professional window cleaners: Aspect and

Stuart Comrie. MJ

Philip to set up a meeting with Sine Robertson to monitor cleaning hours. PJ

Rota for Monitoring and Boiler Settings.

David and Debra to do monitoring for July.  Philip to meet and go over DR/

what is required. PJ

Events and Hires.

Michelle reported on the forthcoming July Coffee Morning and 

Strawberry Tea and in August the Gardeners’ Question Time and M

Indian Night.  Volunteers to help at all events were requested with W

tickets to sell.  Michelle to contact Audrey Duffy re the Hogmanay Ball

and report back at the next meeting.

Publicity and Photos.

Debra handed out guidelines to follow for publicising events.  Debra and DR/

Marianne to redraft this information. MJ

It is noted that inkrun is a problem with the noticeboard.  Everything will have

to be laminated before placing in the noticeboard. 

Review Fee Structure and Letting Procedures.

Directors’ are to bring suggestions to the next meeting.  

Risk Assessment.

Marianne has this in hand. MJ

AOCB.

The Directors’ are unanimous in the decision not to paint the hall floor for sports.

Stuart was thanked for obtaining a quote from Alpha Leisure for sports

equipment.

The cleaner’s cupboard was deferred to the next meeting.

The Date of the Next Meeting:  Monday 25 July 2011 at 7.30pm.

 

 

ENKCA Agenda : Meeting Monday 25 July at 8pm

1 Apologies for absence LB

2 Minute of meeting held on 27^th June 2011 LB

3 Matters Arising ALL

4 Articles of Association and Directors Term of Office SW

5 Financial Report JH

6 Grant Applications DR

7 Purchases : IT etc ALL

8 Building Report (snagging) PJ

9 Maintenance and Monitoring Report GD

10 Rota for  Monitoring and boiler settings ALL

11 Events and Hires Report MW

12 Publicity status and photos ALL

13 Review fee structure and letting procedures ALL

14 Risk Assessments and Documentation MJ

15 Date of next meeting

Minute of Meeting of Directorsʼ of Eassie, Nevay and Kirkinch Community 

Association (ENKCA) held on Monday 30 May 2011 at 8.00pm in Eassie and Nevay 

Hall. 

Present:

 Philip Jenkins (Chair), Marianne Jenkins, John Hamilton, Debra Ritchie, 

Bruce Pattullo, and Stuart Wright. 

1. Apologies:

 Linda Breckenridge.   Absent:

  Bradly Yule and Michelle Wilkinson. 

 Philip informed the Directorsʼ of Gavin Durstonʼs resignation from the Board.  Gavin 

  was thanked for his support and work over the past year. 

2.  Minute of Directorsʼ Meeting held on 18 April 2011. 

 The minute of the last meeting was approved.

 

3.  Matters arising: 

  The Well-wishers Wall was deferred to the next meeting allowing consultation PJ

 with Michael Ryan. 

  There was some confusion about keys with not all keys easily identifiable. PJ/MJ

  Philip and Marianne will email everyone who has keys to ascertain key

  numbers and produce a list which identifies the key numbers and 

  corresponding doors. 

 

  The cage for the gas cylinders is outstanding.  It was suggested that a purpose BP

 built one may cost approximately £1000.  This will be pursued with Davie 

  Simpson and Andy Blackie.

  There is a need for bar optics.  Marianne will ask Jane Brewster to order MJ

  8 optics and arrange for Jonathon Treffry to make a board for them. 

The hall fire door curtains have been shortened.  There has been no progress  PJ

 made with flame proofing the curtains.  Philip will do a trial test on some 

  curtain remnants. 

  Stuart will take some photographs of the hall for the web site. SW

 

 The Board thanked Linda for her work tidying the outdoor area around the hall. 

  Philip reported that the Rainwater Harvesting Company was not answering 

  emails or telephone calls.  Meanwhile the plumber from ADC has arranged for 

 the mains water to be used for the toilets and has fixed the problem with hot 

 water in the shower and disabled toilet. 

4. Eassie Does It. 

  Marianne reported that the Music Festival was very successful with many 

  compliments received.  It would be too costly and difficult to repeat the same 

  level of event in the future but the Events Group were keen to organise a smaller 

  event in 2012.  It was suggested that the Group should contact Sylvia Fleming 

  and Jennifer Duncan to discuss what might be possible.  The Board thanked 

 everyone who helped with the Festival which made slightly less than £4000 

 including the Grand Raffle.

 Philip will contact David Lawrence to discuss the feasibility of a monthly Folk PJ

 Night at the hall. 

5. Articles of Association and Directorsʼ Term of Office. 

  Debra had contacted Companies House and received an email to say DR/SW

  changes to the Articles of Association must be agreed by 70% of the

 membership.  Debra will clarify with Companies House if this is

 membership of the Board of Directors or membership of the Association. 

  Stuart will speak to Ian Hutchison about what legal assistance would be 

 required. 

6.  Financial Report. 

  As per agreed standard practice, John Hamilton presented copies of 

  the bank statement showing the cash balance and gave a summary 

 report on ENKCAʼs finances.  The bank balance stands at £85,368 

  with approximately £47,000 (actual £47,746.80) outstanding to come 

 from SRDP, approximately £7500 from LEADER, £2000 from Sports 

  Scotland and around £4500 from Gift Aid.  John also commented on the 

  £6 -£7k of retention monies that would be payable to the Contractor towards 

 the end of the year (subject to snagging, etc).  It was noted from experience 

  shared with other claimants that there seemed to be particular delays being 

 in getting payments (particularly “final” project payments) from SRDP.  The 

  amount of the claim would be subject to agreement by SRDP, but if all went 

well it was agreed that once the SRDP payment has been receive, then ENKCA 

  will first repay the £100,000 anonymous donor loan, waiting for receipts from the 

 other funding sources noted before repaying the outstanding £20,000 balance 

  on the loan from the Social Investment Bank. 

7. Grant Applications. 

 Debra reported that she was ready to send an application to Clydesdale Bank DR

 for £2000 for 40 chairs and has prepared an application for IT equipment and 

  will complete this once she has details and costs.  Debra was keen to apply 

to the Angus Environmental Trust for landscaping funding.  It was suggested  BY

 that Bradly may be able to make suggestions and could liaise with Bruce 

 Andy Blackie. 

8.  Purchases - IT. 

 Philip has researched data projectors and screens.  Marianne will contact  MJ/PJ

 Robert Ritchie in Montrose about a suitable PA System for less than £2000 

 and a price for a more expensive system.  Philip will research a pull-down

  screen for the cafe.  There was a suggestion that the hall should have a 

  computer and printer but John thinks ENKCA already has a computer.  

  Philip will speak to David Lawrence about this.  It was decided to defer purchase 

  a printer for the present.

  Michael Ryan had mentioned to Philip that £85 would upgrade the router and 

 enable him to programme the display board from outside the hall.  This will be 

 added to the grant application for IT equipment.  Michael to be asked to 

  provide technical specification for router.

9. Building Report (Snagging). 

 The flushing of the toilets is now on the mains system as the rain water  PJ

 harvesting system is disconnected.  Philip is pursuing this.  Alliance Electrical 

 has fixed the Emergency Light but the one in the bar is not working.  ADC 

 joiners have looked at the fire doors but have not fixed them to our 

 satisfaction.  Philip will ask Jonathon Treffry to rectify the problem and use

 funds from the retention fund to pay for this.  Philip will revise the 

 spreadsheet of issues and email this to the Directorsʼ. 

10. Maintenance and Monitoring Report. 

 There was no report available. 

11.   Rota for Monitoring and Boiler Setting.  BP

 Bruce agreed to take responsibility for this in June.

12. Events and Hires Reports. 

  A list of events has been added to the web site.  New events will be added 

  when details are confirmed.  The new booking calendar on the web site has 

 proved helpful and the Board thanked Melissa for creating the calendar and 

 Mary for keeping it up to date. 

13.   Publicity. 

 Michael Ryan, Sine Robertson and Debra Ritchie have formed the 

  Publicity Group.  The Board agreed that marketing should be put on 

 hold just now. 

14. Review Fee Structure and Letting Procedures.  MJ/MM

 It was identified that there was a need to make some changes to the booking

 form and it was suggested that Marianne, Mary and Stuart could do this.  It

 was agreed to continue the reduced price for let.  Mary had asked if £385 was  SW

  acceptable for a booking for a wedding next year.  This was agreed with the 

  proviso that the hall be vacated by noon Sunday.  There is concern about 

  stiletto heels damaging the hall floor.  The Events Group will look for a supplier 

  and the cost of heel guards.

 

15.   Risk Assessment and Documentation.  MJ

 Marianne is working on this.  She will ask Jonathon Treffry to put a lock on

 one of the bar cupboards for cleaning materials. 

16.   AOCB: 

 Debra mentioned that there was approximately £1000 outstanding from 2014  SW

  Communities which is to pay for a good quality badminton set plus some

  smaller items.  This would mean there would be holes made in the main hall 

 floor but these would be properly covered.  Stuart will arrange or someone to 

  come to the hall to give a quote. 

  Stuart was concerned that no charge had been made to the Political Parties for 

  the Hustings Event.  However it did encourage the MSP to book a room for a 

 surgery for which he has been charged. 

  John asked who is organising the Hogmanay Ball.  Although some discussion  MW

  had taken place about this event the Directorsʼ were unsure who is taking the 

lead.  It was suggested that Michelle, as Event Director, may be able to find out

  for the next meeting.

  Debra said she has been approached by a couple of people who are keen 

 to find out how the Board operates and have an opportunity to have an 

 open discussion.  This was welcomed by the Board and it was suggested 

 that the monthly social event on Wednesday 15 June could be used for this.  DR

 Debra will publicize the event.

 Debra reported that Diane Ryan had offered to take responsibility for the outdoor 

notice board.  It was agreed that the priority for poster will be: 1)events organised 

 by ENKCA, 2)events organised by others to take place in the hall, and 3)events 

 organised by others taking place outwith the hall.  All publicity material for the 

 notice board should be put in the hall letter box or given to Diane so that she can 

  co-ordinate publicity on the notice board. 

Date of next meeting: 

The date of the next meeting will take place on Monday 27 June 2011 at 8.00pm in the 

hall.