Minute of the Eassie, Nevay & Kirkinch Community Association
Board meeting held on Thursday 23rd January 2014 at Eassie &
Nevay Hall
Present: Bradly Yule (Chair), Debra Ritchie, Jane Brewster,
Andrew Brewster, John Duffy, Andy Blackie, Marianne Jenkins, Philip Jenkins
Apologies: John Hamilton, Amanda Garner
1.
Welcome
& apologies
Apologies for absence were given
2.
Workgroups
a) Finance
John was unable to attend the meeting but had emailed an up
to date bank statement and details of the Hogmanay party which had raised
£1,016.
Business input
Fund-raising target – At the last meeting Jane had suggested
the Board have a fund-raising target. She reported that lets for the hall
excluding yoga, Zumba and kettlercise should raise approximately £3,000 this
year. Philip had monitored the hall’s fuel consumption over the past 3 months
and found during winter the hall uses approximately 127kw hours per week and .2
tonnes of wood pellets. The cost of these is approximately £60 per week. It was
suggested that a the next meeting the Board should look at all running costs to
ensure regular bookings meet the cost of running the hall.
b) Corporate
planning/Business development
Andrew reported that he had drafted a template for
businesses to use to advertise on ENKCA’s web site. There was discussion of the
web site and the need to train people to keep it up to date. John Duffy will
contact Michael Ryan and Andrew will speak to Melissa Lawrence about the
information needed to update the site.
c) Policy &
administration
Marianne had put a new key-holder list in the admin. cupboard.
Of the three new keys purchased one has been given to Paul Phillipson-Masters
for his kettlercise class and the other to Andy Blackie so he has a duplicate
for contractors. It was emphasised that key holders must have training in the
hall’s policies. They must also agree to have their names and numbers included
on the list of key-holders to be displayed in the hall. Marianne will draft a
form for key-holders to sign to agree to the conditions.
Marianne has put copies of the blank weekly check sheets in
the file in the admin. cupboard. Completed sheets will be destroyed after 12
months.
Documents such as policies and procedures could be stored on
the computer in the cupboard in room 2 but none of the Directors knows the
access code. John Duffy will speak to Michael Ryan about this.
There was discussion around storage and Andy will put up
brackets in the store room so some equipment can be stored off the floor. Once
this is done the equipment in the main store will be re-arranged to try to
maximise space. Bradly will find prices of storage equipment.
e) Events
Jane gave an overview of the events planned for the year
including heart-start in April, a dance and a Red Cross coffee morning in May,
Nine Maidens Walk in June, Strawberry tea and barbeque in July, themed meal in
July/August, afternoon teas in August,
Halloween party in October and Hogmanay dance in December. Andy will contact
the Wildlife Crime Officer to see if he will give a talk in February. The
community will be invited to join the annual clean of the hall in March.
It was agreed that ENKCA could offer to run a bar for
outside organisations using the hall. A list of people who would be willing to
run the bar is required.
Philip said he is organising a table tennis evening in the
hall to run between 8pm and 10pm on Wednesdays. The cost will be £4.
f) Communications
This had been covered previously in the meeting.
g) Fund-raising
Debra had applied to Grow Wild for plants for the garden
area. As there were 50 grants to be given over 3 years across Scotland she was
not optimistic of a successful outcome.
Philip reported that he had contacted Eleanor Gledhill about
the landscaping and had a plan for planting. This would cost approximately
£500. Philip will speak to John Hamilton to see if ENKCA can use existing funds
to pay for this. Part of the garden needs to be de-stoned, forked and raked prior
to planting. This will be included in the list of jobs to be done on the
community clean day in March.
h) Buildings and
maintenance
Andy reported that work had been completed in and outside
the hall. Flood lights had been installed around the building and the railings
and gate had been installed in the garden area.
Issues outstanding include the shower room door which needs
to be fixed and the door between the kitchen and main hall needs to have a fire
strip. The gutters also need to be cleaned. The main hall floor was beginning
to deface although it should have lasted for 5 years. The solar panel is still
not working although it has been re-pressurised twice. Andy was still speaking
to AD about finalising the contract but this was proving difficult.
Andy will move the baby-changing unit from the shower room
to the easy access toilet. Alliance Electrical had apologised for not repairing
the light in the easy access toilet. They will ensure it is done soon.
Alliance had quoted £245 plus V.A.T. for an alarm
maintenance contact. This was agreed.
i). Community
integration and junior council
There was no report
3.
A.O.C.B.
Andy enquired about consumables e.g. glasses which seem to
be reducing. There is also a shortage of crockery but this is due to some items
being broken when they were moved from storage to the hall. There was
discussion about the cost of the hall for parties. It was agreed to look at
price packages and see if this better meets the needs of party organisers.
John had twice called the Emergency Contingency Department
at Angus Council about the use of the hall in an emergency but had not received
a reply.
Marianne reported that the Angus Federation of Village Halls
had established a small group to look at environmental improvements. The Angus
Environmental Trust may pay for energy efficient light fittings. Philip will
monitor how long the light bulbs last in the hall and noted that some of the
main hall ceiling strips needed to be replaced.
Andrew had emailed Angus Council about the suggested use of
the hall car park for Eassie school. He had received a reply to say they are
happy to amend their vehicle management plan.
Date of next meeting
The next meeting will take place on Monday 3rd
March at 7.30pm.