Minute of the Eassie Nevay & Kirkinch Board meeting held on Monday 6th May 2013 at Eassie & Nevay hall.
Present: Bradly Yule (Chair), Jane Brewster, Andrew Brewster, Debra Ritchie, Marianne Jenkins, Amanda Garner, Andy Blackie, John Hamilton
1. Welcome & apologies
There were no apologies for absence.
2. Previous minute and matters arising not covered elsewhere on the agenda
The previous minute had been accepted electronically and all matters arising were on the agenda
3. Workgroups
a. Finance
John presented the bank statement up to 3rd May 2013 and a spreadsheet which detailed the amount raised for each activity in the hall. John explained that David Ritchie maintained the cash books and thanked him for his work. During 2012/2013 there was an approximate net surplus of £8,451 (£5,500 of which is restricted for the landscaping project). John emphasised that all fund-raising activities in the hall were needed and even the smaller amounts raised were essential.
There remains £7,000 retention money and £5,500 for landscaping which leaves approximately £17,000 which is a small increase on last year’s figure. There was some discussion about the retention money. Andy will check the contract with AD and ascertain the work from the snagging list that has been completed and must be paid for. John will find out if ENKCA has to pay for a full audit of the accounts now that the sums involved are smaller and two independent people are dealing with payments.
Andy acknowledged the work John did with the finance over the year and thanked him.
Matters arising
Cost of cleaning – John reported that is costs approximately £1400 per year to clean the hall and suggested some weeks are cancelled over the summer if it does not need a weekly clean during this time.
Hire of hall to charities –
Debra suggested ENKCA have a reduced charge to ENKCA members
who wish to book the hall to raise money for a charity, especially when the Hall may otherwise be empty. John
had advised that the minimal cost of running an event (heating, electricity,
insurances , cleaning, toilet rolls, etc, etc) should be seen as being around
£40 - £50 (with the higher amount for the winter) and ideally this cost should
still be covered by those using the hall for an event. It was agreed that a minimum of 3
Directors could make the decision on a case by case basis. Non-members
organising a charitable event will have to pay the full price.
b. Corporate planning
There was no report.
Matters arising
Communication re maintenance
The Duty Auditor will report to the maintenance Director (Andy Blackie) about any maintenance problems they have identified when doing their weekly check of the hall or anything written in the signing-in book in the hall. Any queries about supplies will be directed to Marianne Jenkins. Marianne will draft a record sheet which will detail when and by whom a problem was reported. This will be kept in the admin cupboard.
c. Policy & administration
Marianne had completed the Health & Safety Policy. Marianne, Andy, Bradly, Andrew and Philip Jenkins will do a fire risk assessment. Bradly will prepare a fire training log.
Marianne had met with several community members to revise the form which gives information and clarifies the responsibilities of the person booking the hall. The Board approved the document with a couple of small alterations and the addition of a £40 cleaning deposit. Marianne will check to make sure the booking form requires a signature from the person booking the hall to accept responsibility for breakages and damage. The group which reviewed the form had suggested a change to the booking practice. They suggested it would be better to spread the work among a few people and so all future bookings will be allocated to one of a list of 9 volunteers. The person taking on the booking will be the sole person to deal with all aspects of the booking.
Booking Secretary – Michael Ryan had offered to act as Booking Secretary for 3 months to allow the Board to find a replacement for Mary. Jane offered to take on the role under this new system. The Board expressed its thanks to Michael for taking on the role.
d. Events
Debra reported that Gardeners’ Question Time had raised almost £100 and the plant sale had raised £618. The next events are the Nine Maidens’ Walk in June and the Strawberry Tea & Walk in July.
Matters arising
Outdoor of hall after events – Debra mentioned that the area outside the hall had been untidy after a couple of events recently. Jane will contact Environmental Health to request 2 more bins.
e. Communication
Jane reported that Melissa had agreed to show a small group of people how to access and change the web site. Bradly will speak to Melissa to try to arrange a meeting. A few people had said they had struggled to find the hall; Jane will contact Angus Council to see if they can provide signage. The Business Gateway in Arbroath is holding a seminar on public relations and the voluntary sector on 14th May between 6pm and 8pm. Andrew said he intended to go and offered to take anyone who was interested.
Jane brought to the meeting a system for hanging pictures which would allow ENKCA to hang the pictures it had been given for the hall. Jane will ask for a price and discuss the security of the pictures with the system.
Jane was keen to establish the newsletter and asked Directors to submit something by mid-May.
Bradly had prepared a questionnaire which could go to all households in the area. He will make some small amendments to this.
f. Fund-raising
Debra reported that she had applied to Awards for All for £6,500 which is the remaining amount needed for the landscaping project. She had asked Andy to cost the materials and labour separately.
g. Buildings & maintenance
Andy asked how to tackle on-going maintenance issues. John advised him that once the retention was finalised we would then know how much money was left to deal with these. Any expenditure must be approved by John before proceeding.
Matters arising
Divider for gents’ toilet – installed
Baby changing table – Andy advised the Board a new one costs £150 so it would be better to buy a new one than replace the old one and have markings on the wall. Andy will discuss this with John.
New notice Board – Andy queried the sight line for cars leaving the hall and will check this.
Alarm in easy access toilet – Andy will look at this
Snagging – Andy said he had the list of snagging items and had tried to contact AD about it. He was waiting for them to return his calls. The ceiling in the ladies’ toilet will be fixed within a week and Andy will fix the light.
Andy asked about painting the foyer walls and the outside rails as both were looking in need of repainting. Some silicon on the windows also needed to be replaced. Andy will ask for a quote and Bradly will get a quote for the interior painting.
The light sensors outside are not working and an electrician will need to be called to look at these. Marianne asked if the electrician could also look at the kitchen fan and suggested the immersion heater would be better located in the kitchen than the loft.
h. A.O.C.B
Debra said that Michael Ryan had offered to show new people who were willing to do the weekly checks what was required. It was hoped that the community questionnaire would find people willing to take a turn to do this.
Debra said that she had received a request for advice and information from the lady who runs the cleaning business the hall uses. She is involved with Kettins Hall and they are looking to upgrade their hall and would like to speak to the ENKCA Board. Debra, Bradly, Jane agreed to meet them. Marianne will ask Philip if he can attend the meeting too. Jane and Marianne said there were people from another two halls who would be keen to come. Debra asked if it could be restricted to these 2 halls only as the request had been for a small informal get-together rather than a presentation. A provisional date was set for Monday 20th May at 7pm. Debra will advise the group if this is suitable for the Kettins people.
5 Date of next meeting
The next meeting will take place on Thursday 20th June 2013 at 7.30pm