AA MINS OCT/NOV 08

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OCTOBER 2008

NOVEMBER 2008

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NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held at 7.30pm on Wednesday 1st October 2008 in North Kessock Hall

PRESENT:
Joe Lindsay (JL) chair; Seoras Swanson (SS); Joan Paterson (JP); Angus MacLean (AmcL); Margaret MacKenzie (MM)

APOLOGIES:
Elizabeth MacLennan (EMcL); Keith Leech (KL); Joan MacLennan (JMcL)

CHAIRPERSON'S WELCOME & ADDRESS:
The chairman welcomed everyone and thanked them for coming.

ADOPTION OF MINUTES OF 3rd September:
Proposed by Joan Paterson; Seconded by Joe Lindsay

Treasurer’s report
As the books are with the Auditor, there was no Treasurer's report this month.

CORRESPONDENCE
1. A letter from The Parent Council of North Kessock Primary School, dated 21 Aug, thanking the Committee for the loan of tables for the school fete. - NOTED
2. A letter from the Ringcraft club, dated 29th August, enclosing their risk assessment form. - NOTED, and REPLIED TO on 6th Sept
3. Letter from Canine Concerns, dated 15th September, refuting our assertion that rent is owed, and enclosing proof of advance payment having been made. - NOTED, and replied to with an apology.

DETAILS             (* * ) = ACTION BY

MATTERS ARISING FROM MINUTES of 3rd September 6th August:

1. Programme for coming year.

AGM; Copies of the Agenda were circulated. Copies of the "invitation" to the AGM were circulated for distribution by committee members. (AmcL, JP, MM, KL, JL )

Senior Citizen's Party; This is to be held on the 12th December this year.
It was agreed to invite Frankie Fraser to provide the music. (JL)
Joan MacLellan of the White House tearoom has offered to cook the food for the party this year, but may require us to pick up, dish, and serve.

Hall Decoration ; It was agreed to decorate the hall on SUNDAY 30th NOVEMBER at 6.30 pm. (Now 7th December)

2. Flags
A sheet was circulated from KL highlighting points requiring decision.

After discussion, it was decided unanimously that -

The flag would be of a design appropriate to the whole village, but would be owned by the Amenities Committee and flown on request.
The flag would be single or double sided depending on the design.
One flag would initially be sufficient.
The design should be by school children, but "tidied" by Susan Beveridge.
Funds would have to be raised to finance the flag.
A final decision on whether to proceed should be taken after further committee discussion.

3. Maintenance sub-committee

A Report dated 1st October 2008, by KL was circulated.

A list of required electrical work, dated 01.10.08, by KL was circulated.

An updated "action chart" by KL, relating to maintenance/improvement works was circulated.

Copies of the three items above will be circulated on the "HUB" and by hand (KL)

Fire Alarm System It was decided to wait till after the AGM to seek grant for upgrading the system. (JL)

New Tables It was decided to purchase one table over the internet, from "MOGODIRECT". The table will be a
Mogo 1830 x 760 Folding table at a cost of £39.95, which gives a "delivered" price of £51.64 including VAT. (JL)

It was decided that if the table proved suitable, grant would be sought for the purchase of a further 20.

7. Filing Cabinet – Inventories
On going. (KL) & (JP)

8. Piper He is to be approached again for the return of the Committee room key. (JL)

10. Keys A Hall key and a Committee Room key were given each to AmcL and MM

11. Highland Leader
The form is to be returned indicating briefly some of our "wish list" (JL)

12 Canine Concerns Rental
It was noted that due to a communications failure, a demand had been sent to "Canine Concerns" for outstanding rental.
It is now accepted that "Canine Concerns" had paid all rent due by them, in advance, and this had not been noted.
An apology has been sent.
There was a discussion regarding how our systems could be streamlined.

AOCB
1. A new kettle is to be purchased (SS)
2. It was noted that for a further week, the kitchen door had been found to be unlocked on the Tuesday morning.
This is to be investigated (JP)
3. It was noted that there was some outstanding rent from the Community Council. This is to be followed up. (JP)

100 CLUB WINNERS :

No. 4 E. Prentice £25
No. 121 D McGillivray £15
No. 30 H. Anderson £10

NEXT MEETING

AGM 13th October, at 8.00 pm in the Committee Room
Regular meeting 5th November 2008 at 7.30 in Committee Room.

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MINUTES of MEETING held at 7.30pm on Wednesday 5th November 2008 in North Kessock Hall

PRESENT:
Joe Lindsay (JL) chair; Joan Paterson (JP); Angus MacLean (AmcL); Margaret MacKenzie (MM); Keith Leech (KL); Elizabeth MacLennan (EMcL); Joan MacLennan (JMcL)

APOLOGIES:
Seoras Swanson (SS)

CHAIRPERSON'S WELCOME & ADDRESS:
The chairman welcomed everyone and thanked them for coming. He commented that the turnout for the AGM had been disappointing. Despite distributing 580 invites only 4 people attended the meeting, apart from the Committee, and none of those 4 wished to join. At the same time, 3 members left the Committee.

ADOPTION OF MINUTES OF 1st October:
Proposed by Margaret MacKenzie; Seconded by Joan Paterson.

Treasurer’s report
The report was distributed and read in Seoras Swanson’s absence. The balance at the end of September was £8,162.72. As at the 1st October meeting the books were still with the auditor so no report for that month.
Keith Leech proposed having a look at the books in more depth to see if we can establish monthly trends as the balance was down in August. A discussion then took place to try and establish the reason for this. It was pointed out that we appear to have had more expenditure on repairs to the hall recently and also a drop in income with the balance having fallen from £12,000 to £8,000 over two years. It was decided to discuss this further at the next regular meeting when Seoras Swanson is present.

CORRESPONDENCE
1. A letter from BBC Radio Scotland has been received thanking us for the use of the hall recently. They had been trying to conduct an interview at the Lifeboat Station but it was too windy.
2. Margaret MacKenzie has received Disclosure Scotland form, child protection policy and training certificates from Claire Crosbie who runs the Taekwon-do class.
3. Margaret MacKenzie has also taken a wedding booking enquiry for 2010.
4. A leaflet from Community Energy Scotland regarding funding for an underground/floor heating system has been received. This is to be followed up (KL)
5. Joe Lindsay has received an email from Neil MacDonald (piper) apologising for not having returned committee room key. He will return once he finds it.

DETAILS    (* * ) = ACTION BY

MATTERS ARISING FROM MINUTES of 1st October:

1. Programme for year.

AGM; Copies of the chairman’s report were circulated.

Senior Citizen's Party; MM offered to discuss menu etc with Joan MacLellan of the White Cottage tearoom who is providing the food for this year’s party. (MM)
EMcL said that the local Spar were not able to supply the alcohol for the party on a sale or return basis this year. JL said that Tesco’s will supply same conditions and may also provide glasses.

Jl to make up drinks list and AMcL to purchase and store it until 12th Dec (JL, AMcL)

SS to purchase list of items e.g. raffle tickets (1 colour of ticket – book of 1000); pens; place mats; balloons; gratuities; drawing pins; plastic glasses etc. (SS)

JL has purchased tea lights for the tables. Also to seek raffle prizes. (JL)

KL suggested glasses etc from Inverness Catering Company and will liaise with SS. (KL, SS)

A list of helpers was compiled for decorating hall on the Sunday 7th Dec at 6.30pm; setting up hall for the party on Thursday night 11th Dec and on the night of the party Friday 12th Dec. (JL)

JL distributed party invites to all committee members to be hand delivered from Wednesday 12th November.

All committee members to provide a raffle prize.

Entertainment has been organised - 

Frankie Fraser is providing the music.

Santa has agreed to attend this year. He will also draw the raffle.

JL has written to H.I.S and M.I.S of Inverness to ask for donations or sponsorship towards the senior citizens Xmas party. He will also write to Munro Nurseries and Girvan’s. (JL)

KL said he would seek cash donations from local businesses. (KL)

Hall Decoration; This has been changed to Sunday 7th December at 6.30pm. It was proposed that 2 new sets of tree lights were needed. Also balloons; drawing pins etc needed for decorating. (SS)
EMcL & JL to provide balloon inflators. (JL, EMcL)

2. Flags
KL’s agenda on flags was discussed.
KL asked that when members of the committee were approached to fly the flag, could they ask which flag is to be flown. The Union Jack or the Saltire? This was agreed.

3. Maintenance sub-committee

Health & Safety Report;

KL now has electrical testing certificates for mains circuit and portable appliances. KL has also received a quote on items to be replaced or repaired for £753.75
JL suggested going through list and only carrying out urgent work. A list was compiled totalling £300. The remainder to go on the funding list in the New Year. JL reminded the committee of the forthcoming Highland leader schemes which may be able to help.
KL suggested forming a sub-committee to fully discuss and decide matters relating to maintenance, improvements, and funding. As only 3 members (KL, AmcL and EMcL) were prepared to form the committee, KL suggested that an "extra" Committee meeting be held to cover these items. This is to be arranged by (KL)

AMcL has replaced a broken door stay. Also water is coming in the fire door. KL to apply silicone. (KL,)

Fire Alarm System; JL still waiting for grant on this (JL)

New Tables; The new table which has been ordered is not currently in stock. (JL)

4. Filing Cabinet – Inventories
This has finally been completed. Well done to JP & KL.

5. Piper; Letter has been received from Neil MacDonald. Minuted under Correspondence.

6. Highland Leader Forms
JL informed us that he has returned the form with our ‘wish list’ and some of our project ideas. (JL)

7. New Kettle
JL to remind SS about new kettle. (JL, SS)

8. Kitchen Door
The problem of the kitchen door being left open has now been resolved.

9. Community Council Rent
Owen Smith has been approached to resolve this matter.

AOCB
1. A meeting with the artist who is going to donate a picture to the hall is to be arranged soon. (JP)

2. It was decide to write to Ann Watson thanking her for all her work in auditing the accounts and also enclose a cheque for £60. (JP, SS)

3. KL has checked the oil and JL has checked the fire alarm.

4. JL proposed to purchase a new fan heater for committee room. KL to source. (KL) Also AMcL to replace gas cylinder for one gas heater. Purchase from local Spar shop. (AMcL)

5. JL pointed out that as there were so few in attendance at the AGM, next year’s committee may have to fold if there are not enough members to go back on for another year. He suggested we should let people with future hall bookings know that there may be a problem. He then asked the committee how we could go about guaranteeing bookings. KL suggested checking insurance to see if we are covered for cancellations and if not to get a costing to add this proposal. (SS)
A discussion then took place about this problem and various questions were raised :- Would the trustees take over the heritable property i.e. the hall? : What would happen to the fixtures and fittings? KL suggested that if an emergency situation like that arose the committee members could be asked to stay on to a pre-arranged date. We would then stop taking bookings and honour existing bookings. To be discussed further at a later date.

6. EMcL raised concerns regarding the cleaning of the hall floor etc prior to that week's bowling club night. She also stated that there was no sweeping brush or small brush & dustpan in the hall. JL said he would ask the cleaner if there had been a problem with cleaning that night.(JL) SS to look into new type of towel holder and liaise with cleaner. (SS)

7. The hinges on main internal doors from vestibule appear to have been fitted upside down and new stay on the front door is broken. To be checked. (KL)

100 CLUB WINNERS : No. 124 H.R. Paterson £25
No. 129 Monica Day £15
No. 76 Isobel Nicolson £10

NEXT MEETING Wednesday 3rd December 2008
 

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