ENKCA Administration: October 2011

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.

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