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.