Board meeting October 2014

Minute of the Eassie, Nevay & Kirkinch Community Association Board meeting held on Monday 20th October 2014 at Eassie & Nevay Hall Present: Bradly Yule (Chair), Jane Brewster, Andrew Brewster, Marianne Jenkins, Philip Jenkins Apologies: John Hamilton, Debra Ritchie, John Duffy & Andy Blackie

1. Welcome & apologies Apologies for absence were given. As meeting was quorate (ie. 4 or more Directors present) the meeting proceeded. 2. Workgroups a) Finance John Hamilton was unable to attend the meeting but had sent a report to the Board. Current balance is a relatively healthy. Considered that to allow financial continuity for years to come a financial plan is put in place for the next few years. This would allow for Directors to budget with forecasted income and expenditure to allow for equipment replacement and regular planned maintenance. This would ensure continuity for ENKCA finances and help to budget for unforeseen circumstances in the future. Proposed that Andy Blackie & Philip Jenkins draw up a maintenance schedule and meet with John Hamilton & David Ritchie to discuss further. b) Corporate planning/Business development/Junior Council No business to report. c) Policy & administration Installation of fire strip between kitchen and main hall has been completed. Annual fire risk assessment to be carried out and file in box in admin cupboard. Current Scottish Government water charges exemption scheme will be replaced on 1st April 2015 with a new scheme for all charities and activity clubs earning less than £200,000 annually being eligible: further details of scheme and application process to be intimated in due course. d)Events/Lets Jane gave an update of the hall lets. Arrangements for opening\closing for forthcoming events were made. Possible hirers had enquired about erection of decorating systems and alternative lighting for events within main hall. Remitted to maintenance directors to devise controllable systems for fixings of decorations and fitting of additional lighting systems: hirers will then be advised accordingly. Jazz Night was discussed and agreed to accept the offer to host this events at Eassie Hall as most arrangements will be made by organisers; licence to be applied for and some ENKCA volunteers will be required. Provision of equipment for hire: at present 120 can be catered for in terms of crockery, cutlery & seating. With increase in booking enquiries and hires it is proposed that we increase the catered-for capacity to 150. Various solutions to storage of additional chairs were discussed including matching current chairs in hall with similar in café area and\or stacking storage in café\rooms, replacement of banquet chairs with folding chairs. Remitted to Marianne Jenkins and Jane Brewster to produce costed options. Crockery breakages: Bradly Yule will print envelopes with the cost of items and these will be left for users to complete at the end of their event. Marianne Jenkins to provide Bradly Yule with a list of items to go in the envelope together with their prices, e) CommunicationsNo update received from co-ordinator, John Duffy. Chairman to seek a communications progress report, forward plan and achievable targets for the AGM. Noted website still to be sorted out and agreed that as website will need constant updating the task would be easier with a technical expert on board, possibly funded by advertising revenue. Bradly Yule to report to next meeting with costs of a revamp of website and of a maintenance contract for updating of the site.Work on new e-mail list is progressing.Agreed arrangements should be made to provide back-up expertise on the operation of digital noticeboard. f) fund-raisingJane Brewster will approach Agrico about funding of garden plaque.Andrew Brewster reported on discussions with David Lawrence about possible release of a Wildflex card. This card would cost an initial £10 and is a top-up card operating through the visa system; can be used for purchases in any store and in nominated stores and online outlets. Implementing this scheme would provide a 5% return to ENKCA and to the user. David Lawrence would be the facilitator for Wildflex. Andrew Brewster to ask David Lawrence if he would make a presentation, possibly at the AGM, to the community explaining the proposal and how members and ENKCA could benefit from the scheme. g) Buildings and maintenancePhilip Jenkins reported the fire strip had been fitted to kitchen/main  hall and Marc Lear-Jones had replaced defective audio socket, the replacement being provided foc by Canford Audio plc.Last week 10 light bulbs at cost of £40 had been fitted, this is a frequent maintenance task and agreed to investigate possible replacement of low energy bulbs with longer lasting LED bulbs in same fittings.No progress has been made on fire-proofing the curtains.Boiler had previously been stripped down and cleaned; maintenance schedule for boiler to be consulted to ascertain if a professional service is required or if this can be done in-house.Approximately 1.5 tonnes boiler fuel remains, estimated a refill before Christmas will be necessary. 3.   Annual General MeetingThis will be held at 8pm on 25th November in Eassie & Nevay Hall; refreshments to be provided. Bradly Yule intimated his intention to resign as Director.Agreed there is a requirement to create more enthusiasm and attract more volunteers both to act as Directors and to help with general administration of the hall. 4.   SE Ingliston turbineInterested parties are invited to attend Angus Council Development Management Committee meeting where this item will be discussed. To be held at 11.15an on Tuesday 4th November in the Canmore Room Forfar. 5.   Date of next meetingThe next meeting will be a pre-AGM meeting on 17th November 2014 at 7pm.

Board meeting August 2014

Minute of the Eassie, Nevay & Kirkinch Community Association Board meeting held on Monday 25th August 2014 at Eassie & Nevay Hall

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

Apologies: John Hamilton

1. Welcome & apologies
Apologies for absence were given.

2. Workgroups

a) Finance
John was unable to attend the meeting but had sent a report to the Board. The retention money will be paid within the next week. Philip said he would like to review income and expenditure over the past 18 months at the next meeting. The Board expressed their appreciation of John’s input.

b) Corporate planning/Business development/Junior Council
Debra reported that OSCR had produced a consultation document on proposed changes to the annual return charities make to OSCR. If accepted some of the recommendations would affect ENKCA . The Board will ensure it meets any new requirements.

c) Policy & administration
Marianne reported that she had drawn up a new rota for volunteers to check the kitchen equipment each month. The list of duty auditors (weekly check of hall) will be completed soon. On the final week of the duty auditor’s responsibility s/he should remind the next person that they are due to take over. The list of checks will include recording the total on the electricity meter and a check of the projector and audio equipment cables. Bradly will check the cost of annual maintenance of the A.V. equipment.

A list of key-holders and their phone numbers will go in the log book and be displayed on the notice board outside the hall.

John Duffy volunteered to do the annual fire risk assessment. Andrew Brewster will assist. It was noted that the door between the main hall and kitchen should have a fire strip.

d) Events/Lets
Bradly congratulated everyone involved in organising the August afternoon teas in the hall. They had been very successful and Debra reported that they should raise over £1400 by the end of the month.

Jane gave an update of the hall lets. There was discussion about breakages of crockery and glasses. Bradly will print envelopes with the cost of items and these will be left for users to complete at the end of their event. Marianne will provide Bradly with a list of items to go on the envelope together with their prices.

Jane mentioned that the web site did not give the correct information about conditions of let. Jane will review this and make suggested amendments.

e) Communications
John Dufy will put together a new e-mail list and pursue re-designing the web page so that it can be easily changed.

f) Fund-raising
Jane will approach Agrico to see if they are willing to donate to the garden project and then finalise the plaque for the garden. Andy said £650 had been raised from running a bar for a private event at the hall.

g) Buildings and maintenance
The fans in the toilets have been fixed and a strip along the floor in the store cupboard laid. The doors to room 1 and the bar now close properly. There is a need to re-set the door facings in room 2 and fix the leak in the store cupboard. This can be done once the afternoon teas are finished. Jane thanked Andy and Philip for fixing the shower room door and Gordon Brown for cutting the grass at the side of the hall.

There was discussion about fire-proofing the curtains. Philip and Bradly will do this.

Michael Ryan had sent the Board an email he had received from Glendevon about servicing the boiler. Andy will check to see what the service entails.

Date of next meeting The next meeting will be on 20th October at 7.30pm

 

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.