Board meeting January 2015

Minute of the Eassie, Nevay & Kirkinch Community Association Board meeting held on Monday 19th January 2015 at Eassie & Nevay Hall

Present: Jane Brewster, Andrew Brewster, Marianne Jenkins, Philip Jenkins, Debra Ritchie, Andy Blackie

1. Welcome & apologies

There were no apologies for absence.

2. Election of Office Bearers

Bradly Yule and John Duffy had resigned at the Annual General Meeting and John Hamilton had intimated his intention to resign but had offered to audit the accounts each year.

Andrew Brewster offered to take the position as Chairperson and Andy Blackie seconded this. Debra agreed to continue as Secretary and Marianne agreed to continue to take responsibility for policies and administration. Philip suggested that all Directors could chair meetings. Debra asked if the agenda could be simplified and this was agreed.

3. Finance

Debra had sent the Board a copy of the up to date cashbook spreadsheet which showed that income was meeting expenditure. There was some discussion about increasing revenue in the next financial year and a target of £30,000 after all outstanding cheques had been presented was set. It was considered important that the community was kept informed about costs and how much was being raised to meet these.

4. Policy & administration

Marianne will check to confirm the capacity of the hall under the entertainment licence. She will check this figure with the Insurance company. Marianne will contact the Fire Officer to tell him all work he identified that needed to be done has been completed

5. Events/Lets

Marianne had prepared a list of the cost of crockery and cutlery. It was agreed to buy 24 of each crockery and cutlery item to bring the number of items to 140. This will cost approximately £600 and is required for a wedding in the hall later this year. Andy and Andrew will review the stock of bar glasses to see what is required.

Jane told the meeting that the letting information on the web site was incorrect and she would like to see a simplified Conditions of Let as a pdf which could go on the web site and be available for potential hirers of the hall. A full Conditions of Let would be available in the hall.

There was discussion about consistency of lettings. The agenda for the next meeting will include the ratification of fees for 2015/16.

Debra said she was concerned that a small band of volunteers was doing the majority of the work and there is a need to recruit more to help, even if just two or three times per year. Andrew raised the point that some attenders of events over the Christmas period had not appreciated that ENKCA was running a community bar and that it could not stock the same number of items as a business. He asked if a sign could go onto the bar informing them that the bar was run by volunteers to raise funds for the hall. A donation jar on the bar might encourage people to donate their change to hall funds.

Tickets for the jazz night are beginning to sell - £10 per ticket of which £3 will go to ENKCA. ENKCA will provide a small supper. Andrew will take responsibility for the bar and Jane suggested cocktails.

6. Fund-raising

Debra reported that she had applied to the Gannochy Trust for a grant to buy new chairs for inside the hall and three benches for outside the hall. Jane had spoken to Agrico about the garden and although they had said they were interested they had not been specific. Jane will order the plaque with the current list of benefactors.

7. Communication

Andrew reported that he was working on the web site and mailing list. He was looking at building a new web site which would be easier to use.

8. Buildings and maintenance

Andy had arranged for the hall lobby to be paid at a cost of £200. He will ask for a quotation for the main hall. Two quotations had been received for building administration cupboards in room 2. The Board agreed to appoint the cheaper of the quotes which was approximately £1400. The main hall will have a light sanding and a

re-coat later in the year. Trellis and posts for the honeysuckle will cost approximately £100. A PDF will go on the screen in the hall to show the costs to ENKCA for this maintenance.

Philip said that eye bolts will be positioned in the main hall so that users can erect bunting etc.

A refill of the boiler will probably be needed in February.

Marianne reported that the water rates exemption scheme is to continue ENKCA has to register before July 2015. Marianne will do this.
Marianne suggested that the heating controls should be changed by a few people only. It was agreed that Andy, Andrew, Philip and David Ritchie will be the only people responsible for this. The weekly checks will be reviewed. An opportunity for people to have a refresher or to learn about how to do the weekly checks will be on Sunday 1st February at 2pm.

The date for the spring clean is 21st March 10am – 4pm.

9.   Date of next meeting
The next meeting will be at 7.30pm on Monday 16th February