Minute of the Annual General Meeting of Eassie Nevay & Kirkinch
Community Association held on Friday 8th November 2013 at Eassie
& Nevay Hall
Present: Bradly Yule
(Chair), Debra Ritchie, John Hamilton, Jane Brewster, Andrew Brewster, Marianne
Jenkins, Phillip Jenkins, David Ritchie, George Marshall, Mary Marshall, John
Brewster, Sylvia Fleming, John Duffy, Sine Robertson, Paul Phillipston-Masters,
Leah Phillipston- Masters, Jonah Phillipston-Masters
Apologies: Andy
Blackie, Stuart Wright, Elaine Wright, Fiona Brown, Gordon Brown, Neil
Ballantine, Jim Breckenridge, Linda Breckenridge
1. Apologies
Apologies for absence were given.
2. Adoption of minutes of January 2013 AGM
The minutes were approved and adopted by the meeting
3. Report by the Chairman on the activities of
the company
Bradly reported that the individual Directors had
responsibility for specific business items and worked with community members
who had an interest or expertise in the area. This enabled more community
members to be involved in the running of the organisation. He was pleased to
report that the hall had been well used for private lets as well as activities
and social events. He said there was a good rapport with other communities and
ENKCA members should be proud of their achievement.
4. Financial report
John presented the audited accounts for 2012/2013 and
explained that over the year there had been a surplus of approximately £4,200.
It had cost approximately £6,000 to run the hall during the year and so there
was a need to increase the surplus each year in order to maintain the hall and
plan for the future. The cash balance on 31st March 2013 was £28,986
and this included £5,200 of restricted funds, £10,000 set aside for
capital/repairs provision, £6,681 for the builders’ retention and £7,105 for
operating funds.
5.
To consider a change to article 65 in the constitution
John explained that the Articles of Association stated that
ENKCA must have a full audit of the accounts each year. This had been included
because the organisation had income of more than £250,000 while the hall was
under construction and it was a legal requirement. Now that income was
considerably reduced the Board proposed changing this to an independent review.
An Independent examiner who was qualified to undertake the duty could examine
the accounts and there would be no or little charge to the association. The
cost of a full audit was approximately £1,000. There was unanimous support to
make this change. John had asked Bruce Dingwall, the Group Financial Controller
from Stagecoach, to check the accounts which he had agreed to do. John will
pass on ENKCA’s thanks to Mr Dingwall. John Brewster thanked John Hamilton for
his work throughout the year and acknowledged ENCKA’s good fortune in having a
skilled and experienced person who could take responsibility for the accounts.
John explained that David Ritchie undertook the book-keeping duties which helped
to create another level of examination.
6. To consider the ratification
of any co-opted Directors and/or the election of new Directors
Bradly thanked the Directors for their work throughout the
year and said he appreciated their enthusiasm and the time they gave. All
Directors had expressed a willingness to remain on the Board but there were
opportunities for new members to join. John Duffy agreed to join the board and
was nominated by Bradly Yule and seconded by Debra Ritchie. Phillip Jenkins
offered to join and was nominated by Jane Brewster and seconded by John
Hamilton. Jane Brewster suggested some people may prefer to join one of the
sub-groups before committing to the Board and Bradly invited anyone who may be
interested to attend a Board meeting to see how it operated.
7. To consider the report of
the buildings and operations group
In Andy’s absence Bradly reported that Andy was the Director
responsible for this group and co-ordinated the maintenance of the hall. The
hallway had recently been painted and other parts of the hall will be repainted
in the future. The land-scaping project had started in 2013 and the
hard-landscaping was now complete. Bradly thanked Debra for securing funds for
this and Jane Brewster acknowledged the contribution Debra had made to raising
funds for the hall. The help of Euan Grant who designed the garden was
acknowledged and he was thanked for his help.
A plea was made for more volunteers to help with the weekly checks of
the hall and a request made for tuition on what needs to be done for the weekly
checks and how to operate the A.V. system.
8. To consider the report of the events group
Debra thanked the events group for their work throughout the
year and acknowledged that other community members had organised events for the
community including Andy Blackie, Margaret Mowatt, Louise Lear-Jones, KT
Garrett-Sutherland, Lynsey Brown, Audrey Duffy and Lisa Yule. Individual
members of the events group had offered to take responsibility for the regular
classes and Debra thanked Jane Brewster, Mary Marshall and Linda Breckenridge
for undertaking the duties for ensuring the classes ran smoothly. These helped
to raise the profile of the hall and brought in considerable income for the
hall. The events run during the year raised approximately £5,750 and the lets
for the classes raised £2,500. Debra thanked the events group for ensuring the
hall was clean and prepared for private lets and acknowledged that many gave
their time to undertake cleaning duties when they identified that extra work
was required.
9. A.O.C.B.
Phillip Jenkins noted that some the equipment in the store
cupboard was under-used. Table tennis tables and carpet bowls were mentioned as
specific items which could be used by the community on a regular basis. He
asked anyone who was interested in using the table tennis tables to let him
know as he was keen to organise a taster event in December. Jane Brewster
suggested opening the hall one afternoon during the winter for people to drop
in. This could be done on a Wednesday afternoon when the heating is on for yoga
but needs a volunteer to co-ordinate it.
Mary Marshall informed the meeting that the W.R.I. will be
having a coffee morning on Saturday 23rd November between 10am and
12 noon and encouraged people to support this.