Monday 18 April 2011 at 8.00pm

Minute of Meeting of Directors’ of Eassie, Nevay and Kirkinch Community Association (ENCKA) held on Monday 18 April 2011 at 8.00pm in Eassie and Nevay Hall.

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

Stuart Wright, Michelle Wilkinson, and Linda Breckenridge.

Apologies: Bruce Pattullo and John Hamilton.

Minute of Directors’ Meeting held on 7 March 2011 was approved.

Proposed by Debra Ritchie, seconded by Gavin Durston.

1 Matters arising :

Philip proposed that Minutes of meetings be placed on the website, initially with restricted access. The Directors’ agreed. Action

2 Financial Report :

In John Hamilton’s absence Stuart presented the financial report.  £26,548.49 (£25,000 repayment with interest of £1,548.49) has been paid off the SIL Loan.  SRDP have acknowledged receipt of our Final claim, for a total cash release of over £47,000.  There are 5 months left for paying the £100,000 interest free loan. Debra is progressing the final claim with Leader. DR

3 Building Report :

Philip reported that snagging is ongoing, with difficulty contacting anyone from ADC.  He contacted George Low, QS on 13 April and will again contact ADC on 19 April.

Bradly Yule is to replace the door threshold strips. PJ

BY

4 Operations Group :

Bruce Pattullo has had no further meetings and indicated that he is unable to continue as leader of the group.  As discussed later it was decided to rename this group.

5 Events Group :

Michelle gave details of fund raising events to be held into 2012.  Immediate forthcoming events include Election Hustings/debate, 1st Art Class, and “Eassie does it” Musical Festival. (see attached for further events)

Melissa Lawrence has put an events calendar on our website.

The V & A night (20 April) starts at 7.30pm with John Hamilton giving the welcome.  Wine and nibbles to be served.  Raffle books to be on sale.  Elaine Wright to deal with the publicity.

6 Articles of Association and Directors’ Term of Office.

After some discussion, Stuart Wright is to email the Articles to all Directors and this will be discussed at the next meeting.  Stuart to investigate the implications of making changes to the Directors Term of Office.  

Debra to contact Companies House.  

Any changes would have to be ratified at the AGM.

Philip proposed co-opting Marianne Jenkins on to the Board.  This was unanimously agreed by the Directors. SW

7 Frequency of Meetings:

Philip proposed holding Directors’ meetings monthly on a Monday at 7.30pm.  Ideally the Management Groups will meet on an alternate date and report back. ALL

8 Directors’ ratify Management Groups under the headings :

Publicity/Marketing - Debra assisted by Stuart.

Maintenance and Monitoring- Gavin.

Finance- John. 

IT and Communications- Philip assisted by Bradly.

Grant Applications- Debra.

Events- Michelle.

Policy/Letting- Marianne assisted by Bradly.

All information presented for the website will go through the “Editors” Philip and Bradly.

9 Ratification of Hall name :

Directors’ ratified the decision made at the AGM to call the hall “Eassie and Nevay Hall”.

10 The adoption of hall management policies and risk assessments :

Marianne is working on this and will have information for the next meeting. MJ

11 Adoption of fee structure and letting procedures :

Deferred to next meeting.

12 Ratify Conditions of Let :

Deferred to next meeting.

13 Procedure for deciding on names for Well-wishers’ Wall:

The Well-wishers’ Wall will now be electronic.  Philip to liaise with Michael Ryan PJ

14 AOCB:

Keyholders: Philip Jenkins, Michael Ryan, Mary Marshall, Fiona Brown and Sine Robertson. Keys to be handed on when holders away.

Cage for Gas Cylinders: Gavin to discuss with Andy Blackie.

Bar Optics: To be borrowed for Musical Festival.  Debra looking into funding.  Bradly to do costing

Flameproofing of Curtains : 15 Litres of fluid purchased.  Philip and Linda to do a trial application.

Shorten Curtains: Directors’ agreed to go ahead with this by Forum Centre at a cost of £50.

Photos for Website : Stage managed photographs of the hall for the website to be taken by the IT Group and Stuart.

Purchases: storage units, portable projector screen, LED data projector, speaker stands, PA system, fence to  boundary, garden seat, path, planting and seeding.

Debra working on funding and will approach Angus Environmental Trust for funding for exterior work.

Linda to organise a work party to tidy up builder’s debris round exterior of hall on a Saturday at 9.30pm.

Rainwater Harvesting System: Stuart requested drawings and will look to resolve the problem assisted by Andy Blackie.

Debra proposed that we acknowledge Michael’s dedicated work in getting the hall built.  The Directors’ unanimously agreed and it was suggested that an item of glass engraved by Bruce Walker, Kirriemuir would be appropriate.  Debra and Linda to investigate.

The Directors’ wished to have their sadness at the pending closure for weekly services of Eassie and Nevay Church minuted.

15 Date of next meeting :

Monday 23 May 2011 at 7.30pm

Meeting Monday 23rd May at 8pm : Agenda

ENKCA Agenda : Meeting Monday 23^rd May at 8pm

1 Apologies LB

2 Minute of meeting held on 18^th April 2011 LB

3 Matters Arising ALL

4 Report : Eassie Does It ??

5 Articles of Association and Directors Term of Office SW

6 Financial Report JH

7 Grant Applications DR

8 Purchases : IT etc ALL

9 Building Report (snagging) PJ

10 Maintenance and Monitoring Report GD

11 Rota for  Monitoring and boiler settings ALL

12 Events and Hires Report MW

13 Publicity ALL

14 Review fee structure and letting procedures ALL

15 Risk Assessments and Documentation MJ

Date of next meeting

Sunday 8 November 2009 at 8.30pm : Minute

Minute of Meeting of Directors’ of Eassie, Nevay and Kirkinch Community Association (ENKCA) held on Sunday 8 November 2009 at 8.30pm at Harryhill, by Meigle.

Present: Stuart Wright (New Chair), Miriam Cosgrove, John Hamilton, Philip Jenkins,

Bradly Yule, Gavin Durston, Bruce Pattullo, Michelle Wilkinson, and Linda Breckenridge.

David Ritchie, Company Secretary, was in attendance.

Apologies: David Lawrence. David had forwarded his desire to stand down as Vice-chair but agreed to staying on as a non-executive Director. David’s previous hard work was acknowledged.

Minute of Meeting of Directors’ held on Monday 19 October 2009 (previously circulated and adopted).

Matter Arising from this Minute

The person who was to be co-opted has not taken up the Directorship as she is moving out of the area.

Election of New Vice-chair

Philip Jenkins agreed to take on the post of Vice-chair, proposed by John Hamilton and seconded by Bradly Yule.

Financial Position - Interest-free Loan offer

The main purpose of what was effectively an emergency meeting was to allow David Ritchie to inform the Directors’ of the very generous Interest Free Loan of £100,000 offered by an anonymous benefactor repayable in 18 months. A full discussion followed and it was agreed that David should review the legality of the loan (including obtaining legal advice if necessary) which if received would put ENKCA in a position to start the build phase of the project and tomaximise the matched funding. He will report back to the Directors’ once he has had sight of the loan documentation etc, and a meeting will be convened as appropriate to consider the next steps.

VAT Rating update

John Hamilton stated that as the hall was to be predominately used for charitable purposes (i.e. local village hall type functions) then VAT should not be applied to the construction costs. He will fill in the form before the Contract is awarded.

Gift Aid update

John Hamilton is to make up standard forms for gift aid.

David Ritchie was thanked for his input and left the meeting.

Update on meeting with prospective Contractors

Philip Jenkins informed the Directors’ that Michael Ryan and himself had met with the two lowest priced Tenders:
The two preferred bidders were found to be professional and competent and have agreed to hold prices to Jan/Feb 2010.

ADC Arbroath and R S Hill, Douglastown were the preferred bidders.

Philip stated that access to the field owned by Mr W. Shaw would have to be sorted out as storage, deliveries and craneage would be an issue when building commences and agreed to consider this with Marianne in the first instance.

Philip is to meet with the QS/Contractors to ask for clarity on the provisional sum in the Bill of Quantities for lighting/heating.

AOCB

Miriam Cosgrove is to talk to Robert and Denise Mellish re their offer of the gift of a caravan. Suggestions of selling this on ebay or to a caravan park were discussed.

Names taken of helpers for the Winter Festival on 21 November to be passed on to Jane Brewster.

John Hamilton and Michelle Wilkinson were well received in making a request for funding at a meeting of the Newtyle and Eassie Community Council ,but no decision was made to our funding request as there was not a quorum.

A gift is to be presented to Fiona Brown at the Hall photo shoot on 6 December to acknowledge her excellent work as the past Chair.

There being no further business the meeting closed at 9.45pm.