Board meeting 2nd June 2014

Minute of the Eassie, Nevay & Kirkinch Community Association Board meeting held on Monday 2^nd June 2014 at Eassie & Nevay Hall

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

Apologies: John Hamilton, John Duffy

1.         Welcome & apologies

Apologies for absence were given. Amanda Garner had resigned from the Board.

2.         Workgroups

a)   Finance

John was unable to attend the meeting.

b)   Corporate planning/Business development/Junior Council

Andrew said there were just a few people following ENKCA’s facebook and twitter feeds. Andy offered to take more photographs and publish them on the facebook site. Each week’s events could be published on facebook to inform the public about what is on. Information about events will be published in “The Glack”.

c)   Policy & administration

Marianne had been unable to attend the meeting.

d)   Events

There is no longer a Director to co-ordinate events but planned events for this year will go ahead. Four larger events will take place each year with less reliance on smaller ones. As bookings for the hall are increasing there is a need to concentrate time on ensuring this does not become too onerous for the booking secretary.

e)   Communications

John Duffy had suggested that the e-mail list should be refreshed. Bradly will draft a form for people to add their email address if they wish to have communications from ENKCA. This can be left in the hall for people to complete.  Jane will ask attenders of the yoga classes to add their details to the form if they wish to be included.

f)   Fund-raising

The £600 grant from the Angus Environmental Trust had been received. Debra said she had advised funders of the garden that ENKCA would erect a plaque with an acknowledgement of their contribution. Jane will contact Astute to ascertain the cost. Bradly offered to make a temporary one if needed.

g)   Buildings and maintenance

There was a query about the café lights working but this seemed to be intermittent. Andy will monitor this. Andy said the leak in the store room had been located and he needed a dry day to go onto the roof to fix it.

Andy and John had been working with Angus DEC to agree the form of a note to record our sign-off of final snagging issues etc. including making a final retention payment due of £3,200 (postscript – this has now been agreed with ADC on 3^rd June and a cheque will be issued covering all retention issues. This does not release ADC from general building structure and finishing warranties etc.).

Jane asked if the main hall could be re-painted as a couple of weddings had been booked for the hall and interest in bookings was increasing. It was suggested that washable paint be used.

Debra asked if the Board wished to have the hall cleaned every week over the summer. As there are more bookings this summer it was decided to continue with the weekly cleaning.

Andy and Bradly suggested they could make round table tops which could be affixed to the café tables and easily stored. This will be considered in the future.

 

Date of next meeting

Debra will ask for availability for the week commencing 25^th August before setting a date. 

Board meeting 21st April 2014

Minute of the Eassie, Nevay & Kirkinch Community Association Board meeting held on Monday 21^st April 2014 at Eassie & Nevay Hall

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

Apologies: Amanda Garner, John Hamilton, John Duffy

 

1.   Welcome & apologies

Apologies for absence were given

 

2.   Workgroups

a)   Finance

John had emailed information with the current position. The payment to the company for maintenance of the hall floor had been paid but not yet presented.

 

b)   Corporate planning/Business development/Junior Council

John Duffy had tried to contact Michael Ryan regarding the information required for the web page but had been unable to find a date and time to suit both of them. He will try again. Bradly offered to help Andrew with making changes to the web page. It was suggested that new photographs would be useful.

Debra had looked at the cost for a BBC licence to show live events and found that a normal television licence would cover this.

 

c)   Policy & administration

Marianne asked everyone who does the weekly checks to make sure the boiler is set at the correct date and time before and after setting the programme for the week. On a couple of occasions this had altered and affected the timing of the heating.

Marianne will ensure the key-holder agreements are signed by the relevant people and will look at storage solutions for room 2.

 

d)   Events

Several events were planned for the coming months but Jane was concerned that there was insufficient publicity. Bradly will speak to John Duffy about this. There are 2 parties in the summer which will use a bar run by ENKCA, Andy is organising this.

Andy suggested having another themed meal evening and 12^th July was agreed. It will be an Italian meal and Andy needs someone to take responsibility for the bar on the evening.

Jane reported that lets are increasing and she is unable to continue as the lead person for events as well as bookings. She asked for a replacement for the events position. More people from the community are needed to organise events and we may focus on four larger events per year and dispense with the smaller ones.

Andy will let Marianne know how many glasses are required for the bar and Jane will buy the microwave and crockery that is needed.

Phillip gave Debra £100 from the table tennis club which runs on Wednesday evenings.

 

e)   Communications

There was no report as John Duffy was not present.

 

f)   Fund-raising

An additional £600 had been secured from the Angus Environmental Trust for plants and shrubs in the garden. Debra acknowledged the work that Phillip had put into this.

 

g)   Buildings and maintenance

The solar panels had been checked and were working well. Phillip and Andy will monitor this. The hall floor was completed during the Easter break and ongoing treatment would cost approximately £400 every 12 – 18 months. It was agreed that ENKCA should establish a contract with the firm for ongoing treatment.

The light in the attic is flickering, Phillip and Andy will look at this.

The plants for the landscaped area will come on Friday 25^th April. Phillip asked people to go to the hall on Saturday 26^th on the morning to help with the planting.

There is a leak in the store cupboard but it is not certain from where it is coming. This will be monitored.

The threshold in the store is ongoing

 

Date of next meeting

The next meeting will take place on Monday 2^nd June at 7.30pm.

Board meeting 3rd March

Minute of the Eassie, Nevay & Kirkinch Community Association Board meeting held on Monday 3^rd March 2014 at Eassie & Nevay Hall

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

Apologies: Andrew Brewster

1.         Welcome & apologies

Apologies for absence were given

 

2.         Workgroups

a)   Finance

John gave the up to date position of ENKCA finances. The income from regular lets is £137 per week and the cost of electricity and pellets over the winter was £60 per week. Regular lets cover the running costs of the hall with additional lets and fund-raising events providing extra income for maintenance and improvements. It was agreed that it would be beneficial to encourage new users of the hall to consider days when the hall is already used to maximise the heating costs.

b)   Corporate planning/Business development/Junior Council

As Andrew was not present it was agreed to defer discussion of the web-site until the next meeting. Amanda, Jane and Debra had met to discuss ways to involve young people in the hall. They had suggested organising a film show during the Easter break but there was some uncertainty about licences. There followed a discussion about showing live sports events during the summer. John Duffy will research the cost implications with Sky and Bradly will look into the costs for a BBC licence.

c)   Policy & administration

Marianne had emailed a draft key-holder sheet to the Board. She will add an agreement for names and telephone numbers to be displayed on the notice board and then circulate to key-holders to sign.

The responsible user for hall lets must have fire-risk training and sign the log to confirm they have done so.

There was some discussion about the need for lockable storage for the administrative files, possibly in room 2. Marianne will give Andy measurements so he can provide costs. This will be brought back to a future meeting for further discussion.

John Duffy has contacted Michael Ryan about the access code for the computer and will meet with him soon.

d)   Events

The Wildlife Crime Officer had not replied to Andy; Jane will pursue this. The weekend for the spring clean had been agreed for 5 and 6 April but this will have to be altered due to work in the hall during the spring break. Jane will provide a list of jobs to be done so people can choose what they would like to do and bring the appropriate equipment with them.

There had been no progress with organising a drop-in afternoon on Wednesdays.

Jane asked if she could buy some more crockery and glasses as there had been some breakages and no longer 120 each of all crockery items.  Jane will cost these and provide John with the figure before ordering. It was agreed that a domestic microwave cooker can be bought. Jane should ask for it to be P.A.T. tested before delivery.

 

e)   Communications

A piece will be given to Dudley Trefry for The Glack, the Newtyle Church newsletter, each month. This will include a list of forthcoming events. Twitter is now operating again but has only 8 followers. More need to be encouraged to join. Facebook is also available and should be used more. John will send links for both to the Board so they can use them on emails. John will update the community email list once he gets it from Michael.

f)   Fund-raising

The application to Grow Wild had been unsuccessful but Debra had applied to them for free seeds and bird boxes. She had also applied to Foundation Scotland for plants for the garden as well as the development of the piece of land behind the hall into a wild-flower area.

Phillip had met the Manager from Angus Environmental Trust and explained that their grant had been fully utilised but we still need funds for plants. The manager had said if the grant had not yet been closed he might be able to increase it to cover the costs of the plants. He will find out and let Phillip know. The AET still has money for environmental projects and will close next year so all applications have to be made before then.

Phillip will contact Elinor Gledhill about the number and types of plants needed and ask a few nurseries to quote for them with delivery.

g)   Buildings and maintenance

The baby changing unit has been moved to the easy access toilet and the alarm in the toilet is now working. Andy mentioned that the old benches were causing damage to the walls and requested their removal. Jane will store all but one which will be kept in the hallway. This one will have rubber stops put on the back of it.

The hall floor is deteriorating and Andy had 3 quotations for it to be sanded and re-lacquered. The cheapest was £1700 with additional costs of £400 for ongoing maintenance every 12 – 18 months. This was agreed and Andy will try to have the work done in the first week of the spring break.

The solar panels are not working, Andy and Phillip will look at the panels and find out what needs to be done.

The light bulbs in the main hall are starting to blow and will need to be replaced soon.

3.         A.O.C.B.

Jane reported that the Land Fund has re-opened for communities who want to buy land. John Duffy will speak to Iain Gaul about this. The school’s Parent Council may want to support this.

Jane asked if we could set bar prices for ENKCA running a bar for lets. Andy will look at this.

John Duffy reported a good meeting with Angus Council re emergency contingency. They have useful resources which could be given to ENKCA but these would have to be stored.

Date of next meeting

The next meeting will take place on Monday 21^st April at 7.30pm.