Minute of Directors’ Meeting of Eassie, Nevay and Kirkinch Community Association (ENKCA) held on Monday 29 August 2011 at 7.30pm in Eassie and Nevay Hall.
Present: Philip Jenkins (Chair), Marianne Jenkins, Debra Ritchie, Bradly Yule,
Stuart Wright, Michelle Wilkinson, Bruce Pattullo, and Linda Breckenridge.
Apologies: John Hamilton.
2. Minute of Directors’ Meeting held on 25 July 2011 was adopted.
Matters Arising:
A master copy of the key list and key holders is kept in a folder in the PJ
bar area. Philip to ask ADC for information re key supplier to help
obtain locksmith license so that other keys can be cut.
Bruce is to check regulations for storage of gas bottles before we BP
proceed with suitable secure unit.
Bradly has the 8 bar optics. BY
Stuart brought pictures of the hall for use in the new brochure and
will approach Michael and Sine for photos held on blog. SW
John Hamilton had no problems with the hall monitoring during
August. Marianne is to check if the water temperature can be checked
monthly. The boiler has to be checked weekly. MJ
Michelle reported that Andy and Tina Blackie are keen to get involved
with the organising of the Hogmanay Party. Bradly to make
enquiries re a band but if unsuccessful will find out about a disco. BY
Philip to organise a meeting with Bradly, Melissa, Michael and Sine
re publicity. PJ
The kitchen floor cleaning rules have been amended. MJ
Bradly has met with Sine. Bradly is to obtain quotes from
Ally Youngson, Newtyle and Peter Drummond re fixing a hot and BY
cold water tap below the disabled toilet sink and the kitchen hand
washing sink to facilitate filling buckets for cleaning purposes.
As there are 3 cleaning areas, equipment to fit on the cleaning trolley
to cope with no cross contamination will be organised. A small
cleaning trolley will be sourced for kitchen floor cleaning.
4. Articles of Association and Directors’ Term of Office
Philip to email Directors’ with altered Clauses and this will be discussed PJ
at the September meeting.
Financial Report
In John’s absence a report from him was read. SRDP have now got
through their own internal audit issues and are requesting a copy JH
of Tender from us which John is to take to their offices. John
remains hopeful that SRDP will pay most of our claim (save for £10-£15K,
which we accrued) within 3 - 4 weeks. John still needs an invoice from
Sine.
Grant Application
A grant from The Royal Bank of Scotland of £6000 for AV Equipment
has been sourced but Debra has more work to do as they are requesting
photographs of the interior of the hall. The new table-tennis table paid
with funding from 2014 Communities was delivered damaged. Debra is DR
finding out about its replacement.
7. Purchase of IT and AV Equipment
It was suggested that Mark Jones who did the lighting for the School
Play be asked for some input as to what we require and then a shopping
list can be put together.
8. Building Report (snagging)
Solar panel has been re-pressurized and is in operation. PJ
Mackintosh Structures has repaired the roof defects.
Alliance Electrical has replaced the bar emergency light.
The faulty sensor in the shower-room is to be replaced.
The fault with the lobby lights is repaired.
Jonathon Treffry has completed joinery repairs.
The flue from the boiler is damaged and therefore is not sealed - ADC
has contacted Peter Drummond.
The boundary fence is damaged and a quote for £96 including VAT
from A Shepherd, Meigle has been accepted.
A quote for window cleaning from Aspect for £15 for an 8 week cycle
beginning in September has been accepted.
A Glasgow pump firm has looked at the Rainwater Harvesting System
and is to report back to ADC.
Room 1 doorplate is still missing which ADC knows about.
ADC to ask sub-contractor to repair concrete defects.
The Railing posts are corroding in the concrete which need to
be repaired urgently. Philip to speak to the architect to see what he
specified for this work.
Philip has been quoted £50 for plantex, bark, and compost
from Ferngreen to tidy up border at front of the hall. Stuart to ask
Andy Blackie to remove 3” of top soil to aid this work. SW
The fan vent on the back wall of the hall is defective.
The Directors’ thanked Philip for all his work with the snagging list.
9. Maintenance and Monitoring Report
As covered in Matters Arising.
10. Rota for Monitoring and Boiler Settings.
As covered in Matters Arising.
Events and Hires Report
Michelle has spoken to Mary Marshall to ensure that she asks MW
for help with setting up the hall if required. Michelle also
reported that Mary finds the new fee structure very fair. Mary was
congratulated on the excellent job she does securing lets.
The Indian Night turned into a social meal in Broughty Ferry.
A Pudding Night will take place on Wednesday 21 September.
A Halloween Quiz on Saturday 29 October organised by KT
The Annual Winter Festival will be held on Saturday 19 November
with a christmas shopping night on the Friday from 6.00 - 9.00pm.
A Social/Sports Night is planned for January 2012.
Stuart suggested holding a Theme Night and Michelle is to look SW/MW
into this and report back at the September meeting.
12. Publicity status and photos
As covered in Matters Arising.
13. Fee Structure and Letting Procedures
The new fee structure is to be sent to Melissa to put on the Website.
Stuart produced prices for the printing of a new brochure and with
Michelle’s help will have a draft brochure for the September meeting. SW/MW
14. Risk Assessment and Documentation
Marianne has produced all Risk Assessment Documents. These will
be kept in a folder in the Admin Cupboard. For COSHH purposes
standard cleaning substances will be kept.
Marianne was thanked for all this work.
15. AOCB
The Directors’ thanked Jane Brewster and all who helped out at the
successful Gardeners’ Question Time. Anne Steel as chair person
and the panel of Pippa Clegg of Kilry Garden Club, Sheena and Hamish
Lamond of Newyle, Ally Bruce, horticultural lecturer Dundee College,
and Rex Brennan, soft fruit specialist SCRI, made for an excellent
night. Approximately 50 people were in the audience.
It is proposed that a similar event be held in February 2012.
A request for a weekly ENKCA Country Dancing class has been received.
The Directors’ agreed.
Sine would like to run a weekly community coffee morning.
The Directors’ agreed.
An ENKCA Art Class is in the process of being set up.
Debra has heard of a request for chairs with arms for disabled persons.
It is proposed to purchase 4 chairs.
Jonathon Treffry is to be asked re the feasibility of shifting the baby-changing
unit from the shower room to the disabled toilet.
The date of the Annual General Meeting is set for Monday 21 November 2011.
The Date of the next meeting is Monday 26 September 2011 at 7.30pm.