Board meeting October 2013

Minute of the Eassie, Nevay & Kirkinch Community Association Board meeting held on Monday 14th October 2013 at Eassie & Nevay Hall Present: Bradly Yule (Chair), Debra Ritchie, Jane Brewster, Andrew Brewster, John Hamilton, Amanda Garner Apologies: Marianne Jenkins

1.         Welcome & apologies

Apologies for absence were given

 

2.         Previous minute & matters arising

The previous minute had been accepted electronically and all matters arising were on the agenda

 

3.         Workgroups

a)   Finance

John presented the draft accounts and gave an explanation of the figures. The Board approved the accounts. John will review the WRI loan before next year’s accounts are due and will discuss the retention money with Andy Blackie. Bradly thanked John for all the work he had done.

 

Business input

Landscaping – Debra told the board that £10,000 of the £14,000 already given for the landscaping project had been paid. The Angus Environmental Trust had awarded ENKCA £13,500 and they usually paid the grant when the project was completed and all invoices paid. Debra will ask if some of this can be paid in advance. It was agreed that some of the money will be kept back from the landscaping company until the project is complete. John will speak to Andy about this.

 

b)   Corporate planning

There was no report

 

c)   Policy & administration

This was deferred to the next meeting as Marianne was not present.

 

Matters arising –

Pat-testing – This was deferred to the next meeting

Lights in small rooms – An electrician from Alliance had arranged to come to the hall to look at this. It was suggested that a change to a light switch might be the best option.

Weekly rota –Michael Ryan had resigned from the rota, John offered to take over the January slot.

 

Business Input

Keys for the hall – Marianne had suggested that more keys be cut for people who use the hall on a regular basis. It was agreed to have 4 keys cut and ask Marianne to continue to maintain the record of key-holders.

 

d) Business development

Andrew reported that the new sign outside the hall had been erected. He was designing a poster to advertise the hall and will send a copy to business centres. Andrew had also included the hall’s details on two web sites. Melissa Lawrence had shown Jane and Andrew how to edit the web site.

 

There was discussion about a wind turbine which, if erected, will be directly in the view of the hall. It was agreed that the Chair should write on behalf of ENKCA asking Angus Council to consider the presence of the hall when making their decision. Jane will send Bradly factual points to be included.

 

Bradly informed the meeting that Angus Council was considering making the road in front of the school a no-parking zone and tell parents they should park further down the road and in the hall’s car-park. Andrew will write on behalf of the Board to Angus Council to let them know the hall is used during the day and to ask them to clarify what they propose.

 

e)   Events

Debra reported that the August afternoon teas raised approximately £950, the Comedy night £750 and the coffee morning for the air ambulance £673. Next events are a talk on the plant hunters of Angus on 23^rd October and the Halloween party on 31^st October organised by community members. The events group had offered to prepare and serve refreshments for the parents at the party.

 

f)   Communications

Jane told the Board that the newsletter had gone out to everyone in the community. She was keen to be able to offer space on the web site to other local community associations as they had included ENKCA’s on theirs. Work needs to be done on the web site to allow this to happen.

 

g)   Fund-raising

There was nothing to report.

 

h)   Buildings and maintenance

This was deferred to the next meeting as Andy was not present. Thanks were extended to Andy and his team for the work they had done on the landscaping around the hall.

 

i).   Community integration and junior council

Amanda reported that there had been no calls in response to the article in the newsletter about a junior council. It was suggested that other ideas be used to encourage young people to come forward.

 

4.       Annual General Meeting

All Directors present said they were able and willing to continue with their role on the Board but Debra said she would have to resign from post of events co-ordinator. Bradly will approach community members to see who is interested in joining the Board. Wine and shortbread will be served at the AGM. Jane offered to buy the refreshments.

 

A.O.C.B.

The gas interlock system caused problems at a function the previous week-end. Jane will contact Waltons to ask them to look at it and sort out the problem.

 

Date of next meeting

The next meeting will take place on Thursday 28^th November at 7.30pm.

Minute of Board meeting 15 August 2013

Minute of the Eassie, Nevay & Kirkinch Community Association Board meeting held on Thursday 15^th August 2013 at Eassie & Nevay Hall

Present: Bradly Yule (Chair), Debra Ritchie, Jane Brewster, Andrew Brewster, Marianne Jenkins, Andy Blackie

Apologies: John Hamilton

1.         Welcome & apologies

Apologies for absence were given

 

2.         Previous minute & matters arising

The previous minute had been accepted electronically and all matters arising were on the agenda

 

3.         Workgroups

a)   Finance

John had submitted a report prior the meeting. He noted that Andy had contacted ADC to request a final invoice of £3,200 to be paid out of retention moneys. Andy had not yet received the invoice and will contact ADC again. John said that OSCR did not require ENKCA to have to have a full audit of the accounts and an independent examiner would be sufficient. However the ENKCA constitution states that an audit will take place every year and this would have to be changed. John suggested holding an early AGM and a provisional date was set for 25^th October.

 

b)   Corporate planning

There was nothing to report

 

c)   Policy & administration

Marianne will organise PAT-testing for appliances in the hall and arrange to have the fire extinguishers checked. Andy will speak to Alliance to discuss organising a contract to have the fire alarms tested annually. The lights in the two small rooms are staying on after the rooms have been vacated and the one in the store cupboard does not switch on soon enough. Andy will arrange to have these problems corrected.

 

Matters arising –

 In house fire risk training – Bradly had this organised and completed the first one with the Board after the meeting

Grants for solar panels – Debra had not been able to find grants, just loans from energy companies. Andy will speak to Glendevon to see if they know of any grants which may be suitable for ENKCA

Weekly rota –Marianne offered to update the rota for checks in the hall

 

d) Business development – Andrew had created or updated 4 email addresses (Directors, enquiries, bookings and publicity). He will meet Melissa on 19^th August to find out how to put the details on the web site. Andrew brought a draft promotional flyer which was approved and he will look at ordering some business cards on-line. He had done some research on hall lets and recommended keeping the system fairly simple.

 

e)   Events

Debra reported that the strawberry walk was well attended and raised £194 for hall funds. The events group was holding a series of afternoon teas on Sunday afternoons in

the hall which was proving to be successful. Lynsey Brown had arranged a comedy night for the end of September and the events group will hold a coffee morning in aid of the charity air ambulance in October. The events group had offered to provide teas and baking at the children’s Halloween party organised by community members. Andy said he may organise another themed meal in October/November. Audrey Duffy had offered to help organise a pre-Christmas lunch or afternoon tea with a Christmas theme. Debra will take this idea to the events group.

 

f)   Communications

Jane brought a draft newsletter to the meeting and said it was nearing completion. She will meet Melissa to discuss the website on 19^th August. Andy and Andrew will arrange to erect the new notice board. The Board agreed to buy a used picture hanging system at a cost of £240 subject to approval from John.

 

g)   Fund-raising

Debra reported that the landscaping project had started and Andy gave an update on progress. He hoped to finish the blocks by the end of the week.

 

h)   Buildings and maintenance

Andy was trying to finalise the last invoice from ADC. He planned to re-paint the railings and re-varnish the front door.

 

i).   Community integration and junior council

There was no report

 

A.O.C.B.

Jane suggested having an “end of project” gathering once the landscaping was finished. There would be an open invitation to all the community and specific invitations to people had sponsored and supported the work.

Jane had contacted Angus Council’s roads department to request 3 signs for the hall directing traffic to its location. Angus Council had offered to erect the signs at a cost of £1,000. It was decided not to go ahead with this.

 

Date of next meeting

The next meeting will take place on Monday 14^th October at 7pm. 

Minute of meeting held on 20 June 2013

Minute of the Eassie Nevay & Kirkinch Board meeting held on Thursday 20 June 2013 at Eassie & Nevay hall.

Present: Bradly Yule (Chair), Jane Brewster, Andrew Brewster, Debra Ritchie, Marianne Jenkins,  Andy Blackie
Apologies: John Hamilton, Amanda Garner

1.         Welcome & apologies

Apologies for absence were given

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 had informed Debra prior to the meeting that the financial situation was very similar to that reported at the meeting held in May.

Matters arising

Cost of picture hanging system – Jane had emailed the Board with the cost of a new and a used hanging system but had not brought the details to the meeting. She reported that she had attended a Commonwealth Funding session and learned that funds could be available for arts and sports initiatives in Angus.

Prices of hall lets –Jane suggested ENKCA should have wedding/party packages rather than separate costs for individual items. Everything would be detailed in a leaflet or booklet. There would be a discount for community members but this would not be advertised. Jane will bring a proposal to the next meeting.

b.        Corporate planning

There was no report.  Andrew suggested ENKCA could benefit from business cards which could be handed to people who were interested in the hall. He will bring costs to the next meeting.

c.         Policy & administration

The fire risk assessment has been done. Bradly will organise in-house training for the end of July and afterwards a training session for users of the hall. Marianne has completed the Duty Auditor report form which will be stored in the weekly report file. Marianne reported that the Angus Federation of Village Halls was looking into electricity costs as the special rate which Angus Council had secured for village halls had come to an end.  If a grant could cover the cost of solar panels ENKCA could reduce its electricity costs substantially. Debra will research grants.

Weekly rota – Michael Ryan had provided the Board with an up to date rota for the weekly checks of the hall. Andrew offered to take a turn on the rota and Jane will contact George Marshall and Neil Ballantine to see if they would be willing to help. Bradly will contact John Duffy to see if he is still willing to be included on the rota.

d.        Events

Debra reported that the Squirrel Night raised £169 and the Nine Maiden’s Walk £185. The next events are the Strawberry walk in July and afternoon teas in August. The events group will meet in 1^st July to plan for the rest of the year. Andy reported that the band was booked for Hogmanay and he intended to organise a themed meal night for July 2014. Bradly suggested having a theme for a season or the whole of 2014 and Debra will take this idea to the events group meeting.

e.        Communication

Jane and Debra had met with Melissa to discuss the web page. Debra currently updates the blog pages and Jane keeps the calendar up to date. Jane was looking for someone to maintain the web page and Bradly agreed to do this. Jane will ask Melissa to cost putting advertisements on the web page.

Matters arising

The newsletter should be ready by mid-July.
The questionnaire is almost ready and will go out with the newsletter.

6.   Fund-raising

Funding from Awards for All has completed the funding required for the hard landscaping beside the hall. Debra had contacted the Angus Environmental Trust and they had registered their grant offer with ENTRUST and advised Debra a formal grant offer would be sent in the post. Debra, Phillip Jenkins and Andy will meet to take this project ahead.

 

7.   Buildings & maintenance

Andy has met with AD several times to discuss snagging and a final date has been agreed. Andy proposed £3,200 of the retention money should be paid to AD for the snagging work they had completed leaving £3,600 of the retention money left. Andy felt this was sufficient for ENKCA to repair/renew any items which still need attention. The Board approved this.

8.  Community Integration & Community Council

There was no report. Amanda has written a piece for the newsletter.

9.   Business development

Andrew had gone to the event organised by the Angus Enterprise Centre to find it had been cancelled due to insufficient interest.

It was suggested that ENKCA could offer a bar service to people/organisations looking to hire the hall for events.

5   Date of next meeting

The next meeting will take place on Thursday 15^th August 2013 at 7.30pm