Kessock.net | AA Mins Jan/Feb 09

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AA Mins Jan/Feb 09

.NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held at 7.30pm on Wednesday 7th January 2008 in North Kessock Hall

PRESENT:
Seoras Swanson (SS) chair; Margaret MacKenzie (MM); AngusMacLean (AMcL); Margaret Brown (MB); Rhona Adam (RA)

APOLOGIES:
Joe Lindsay (JL); Joan Paterson (JP); Keith Leech (KL);

CHAIRPERSON'S WELCOME & ADDRESS:
The chairman opened the meeting and thanked everyone for coming. He welcomed Rhona Adam and Margaret Brown who was attending the meeting for the first time.

ADOPTION OF MINUTES
Proposed by Margaret MacKenzie; Seconded by Seoras Swanson.

TREASURER’S REPORT:
SS distributed reports for December. He said that there has been considerable expenditure on the Senior Citizens Party but there had also been donations for the partyof £100 from the Kessock Hotel, £10 from D & C McLellan, £30 from Graham and Isobel Low and £150 raised by the raffle on the night. The balance at the end of December was £8,550.89

CORRESPONDENCE
1) Letter from Mrs June Seaber-Tellum, Bayview House, thanking us for Sen. Cit. Party.
2) E-mail from Anne and David Livingston, thanking us for the Sen. Cit. Party.
3) Card from Neil & Doreen Munro, thanking us for the Sen. Cit. Party.
4) Note from Graham and Isobel Low thanking us for the Sen. Cit. Party
5) Letter from the Ringcraft Club appreciating the improvements to the hall and its environs, and enclosing a donation of £100 to the hall fund.

DETAILS (* *) = ACTION BY

MATTERS ARISING FROM MINUTES

1. Programme for year.
Senior Citizen's Party; By all accounts, it was a great success, with about 58 guests, 17 helpers plus Joan and 2 from tearoom. There is a full report and details (except for financial balance ) in the filing cabinet.

2. Maintenance sub-committee

‘’Extra Committee Meeting; This is to be organised and chaired by KL. (KL) It was agreed not to have this meeting until well into January and a date of 21st Jan was arranged. A minimum of three would be needed for this committee. EMcL, KL and AMCL willing to sit on this committee. It will be initially a discussion meeting and it was proposed that all the committee members attend the first meeting and we can then ask who else would be willing to sit on this committee. (KL)

Electrical Repairs/Replacement; The items on the inspection sheet, Class 1 and Class 2 are to be carried out sometime in January. KL will come back to the committee with a date. (KL)

Fire Door; KL to continue. (KL)

3. Fire Alarm System
This was discussed previously under Correspondence. A grant of £500 has been received towards the upgrade in January.

4. New Tables
The committee voted to purchase 20 new tables. We will sell most of the older tables keeping some for heavier work in the hall. Funds raised from this will go towards new purchase of new tables. JL will also try to obtain grant. (JL)

5. Piper
Neil MacDonald has returned the committee room key.

6. Highland Leader Forms
There has been no reply to this form yet. JL to produce copies of submitted ‘wish list’ & leader form for members of committee. (JL)

7. New Kettle
New major kettle has been purchased. This provides 20 cups. We now realise we need a back up ordinary kettle for smaller groups. This item was discussed under Senior Citizens party and SS to source. (SS)

8. Community Council Rent
There are eight outstanding bills for Community Council rent. Owen Smith to be approached again. (SS & JL)

9. Donated Picture
There will be a meeting in January of the various classes of the ‘Arts & Activities for the Elderly’ to produce picture. (JP)

10. Fan Heater and Gas Cylinder
As discussed under ‘Other’, KL has purchased the new fan heater. AMcL has replaced gas cylinder in gas heater as extra heat source if needed.

11. Insurance for Cancelled Bookings
SS has checked and our hall insurance doesn’t seem to cover us for cancelled bookings. The position of future bookings to be carried forward to the February meeting for discussion.

12. Towel Holders
SS bought and put up towel holders. Still to get one for disabled toilet. These to be looked at and checked on Sunday 7th Dec. (SS & JL)

13. Main Internal Door
Hinge has been re-adjusted.

Any Other Competent Business
The committee discussed the draft letter to be sent out to all groups who regularly use the hall requesting more reps. The prevalent view was that the tone of the letter might be a little severe and that it should be toned down a bit. It was felt that more emphasis should be placed on the successes of the past year e.g. the many improvements to the hall, and how we needed the involvement of the groups, and their regular input to make the hall a much better venue for their activities.

Discussion also took place on whether we could co-opt Sally Cooper for involvement in fundraising. Sally to be invited to next meeting. (JL)

100 CLUB WINNERS : No. 157 Y. Kearney £100 25
No. 34 Mrs Llewellyn £15
No. 142 Mrs N.Smith £10

NEXT REGULAR MEETING Wednesday 4th February 2009 at 7.30pm
EXTRA COMMITTEE MEETING Wednesday 21st January 2009 at 7.30pm
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NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held at 7.30pm on Wednesday 4th February 2009 in North Kessock Hall

PRESENT:
Joe Lindsay (JL) in the chair; Seoras Swanson (SS); Keith Leech (KL); Joan Paterson (JP); Margaret MacKenzie (MM); Angus MacLean (AMcL); Margaret Brown (MB); Elizabeth McLennan (EMcL); Alan McDiarmid (AMcD); Sally Cooper (SC); Michelle Nicholson (MN);
Joan McLennan (JMcL) (MINUTES SECY)

APOLOGIES:
Rhona Adam (RA)

CHAIRPERSON'S WELCOME & ADDRESS:
The chairman opened the meeting and thanked everyone for coming out on such a cold night. He welcomed three new attendants to the meeting and went round the table and introduced them to the committee. They are Alan MacDiarmid, Sally Cooper and Michelle Nicholson. He then went on to officially co-opt them onto the committee along with Margaret Brown and Rhona Adam who attended the meeting in January for the first time. He asked new members for their address, telephone and email details etc and explained how the Hub works.

ADOPTION OF MINUTES 7th January:
Proposed by Joan Paterson; Seconded by Seoras Swanson.

TREASURER’S REPORT:
SS distributed reports for January. This month’s income exceeded expenditure. JL explained wages procedure for the cleaner and key holder to the new committee members. SS reminded us that there would be a large bill for oil coming in soon. He also said that there are still outstanding invoices. JL & SS to chase up. (JL) (SS) The balance at the end of January was £9,047.84. Report was proposed for adoption by JL and seconded by JP.

CORRESPONDENCE
1) Letter from Donald and Rosemary Matheson, 9 Marine Park, thanking us for Senior Citizens Party.
2) JL read out letter from Margaret MacDonald, Elian Dhubh, regarding the flying of the Saltire flag.
3) Highland Council has booked the hall on 4th June for European Parliamentary Elections.
4) A telephone call was received from Jill MacFarlane saying that her son had been to the Tai Kwando club and had come home filthy. She believed this was because the floor had not been cleaned. JL looked into the problem and it was decided that the cleaner would not have had time to clean as there was another event in the hall immediately before Tai Kwando. The incident was regrettable but can often happen due to timing. JL reminded the committee that the cleaner has not been well recently and notices have been put up asking clubs using the hall to clean up and sweep floors as this would assist greatly.
5) JL read out a letter from Owen Smith in response to letter sent out asking for all clubs to put forward a rep onto the committee. In the letter Owen had a list of suggestions and comments. A couple of these were forming ‘Friends of the Hall’ where people could give whatever spare time they had to help i.e. work parties, hall décor, meetings etc.. KL suggested putting this letter on the Hub for members to read in more depth and comment back to next meeting. JL to put on Hub. (JL)
6) JL received letter from IC Solutions Group Ltd regarding photocopying, printing etc. This was given to SS to deal with. SS read it and said we should discount it.

DETAILS (* *) = ACTION BY

MATTERS ARISING FROM MINUTES of 7th January

1. Programme for year.
a) Possible “Social” Club Committee; JL said that now we had a few more committee members it would be good to try and run a few more functions. The possibility of forming a “social” sub committee was discussed. It was agreed that this was a good idea. MN and SC said they were interested and would like to concentrate on this proposal as there time was limited. AM said that he was also interested. MM and JP also happy to help. It was agreed to form a “social” sub Committee with the five members MN, SC, AM, MM, JP. JL circulated his suggestions for terms of reference. JL also handed out a list of what we already do and a list of suggestions. The newly formed committee to come back to the next meeting with a list of suggestions. (MN) (SC) (AM) (MM) (JP)
b) Garden Competition; It was agreed that we should be thinking about this now. Carry forward to next meeting for discussion.
c) Flower Show; AM suggested shifting the date for the flower show to encourage children to take part in term time. EMcL said that you had to be careful in changing the date it did not clash with other shows. Dates to be looked into to see if it’s feasible. (AM)
d) Senior Citizens Party; It was agreed that the recent senior citizens party was a success with good numbers attending. It was doubtful if Joan McClellan of the White Cottage Tearoom would be able to carry on with the catering again. So we will have to look into further ideas about catering for this year.
e) Burns Supper; We have not held a burns supper for a couple of years now because we don’t have the experience since Mrs C. Logan left the committee. This was a big fundraiser and maybe should be looked at further.
f) Other – Dances, Concerts, Sales, etc; The newly formed “social” sub committee to report back on this item to next meeting.

2. Maintenance sub-committee
‘’Extra Committee Meeting – minutes and report; JL explained that we held a meeting on the 21st January to form a Maintenance Committee. KL read out report from meeting stating that a committee of five members had been formed. KL is the chairman and MB is helping on the secretarial side. Members are KL, MB, RA, EMcL, AMcL. KL also read out ‘new terms of reference’. KL proposed the adoption of new terms and JL seconded with the alteration of £200 limit being spent in any one month. KL to give JMcL a copy for the Hub. (KL)

Electrical Repairs/Replacement; KL reported that the electrician has completed class 1 & 2 of items drawn up by committee needing repaired/replaced. He has also replaced an immersion heater in water tank which was rotten. The tank now has timed switches to control hot water supply to kitchen and toilets. JL stated that he thought this decision was deferred at the last meeting and asked how much extra this was going to cost? KL explained that cost will probably be approx £100 extra. Total bill for electric bill expected to be in the region of £1000 + VAT. KL to give JL a report on costing of electric bill and he will try for grant from discretionary Budget. (KL) JL thought that this addition to repairs is going to cost us a lot more in electricity costs. A few members commented that we are bound by Health & Safety to supply hot water in toilets. A list of instructions to be put up by tank in cupboard. (KL) Floor bolts have been fitted to floor at entrance door and kitchen door. AMcL still attending to front door bell. (AMcL)

Highland Leader and Grant forms; MB said in connection with grants she thought we should have feedback from the community with suggestions of what they would like to see happening in the hall and village. With regard to improvements MB has been in touch with Highland Leader. There is money available up to 90% if it includes energy projects. 40-45% for ordinary projects. The ‘Awards for All’ grants – criteria is changing so should get form in by end of March. Kl and MB had done a lot of research into costings for renewing the car park as a main project if grant aid was successful. A lengthy discussion then took place with concerns expressed by members regarding level of funding; is this too big a project if we are left to fund part of this ourselves; specification ; and would we need a clerk of works etc. The Maintenance Committee to come back to next meeting with recommendations and report with specs. Meanwhile MB asked for permission to gain three estimates towards renewing the car park and to fill in application form. This item to be carried on to next meeting.
(KL) (MB) (RA) (EMcL) (AMcL)

Energy Saving; Melanie McRae from Energy Scotland has been in touch to let us know they are offering energy audits free of charge to all halls in the Black Isle. This was agreed to go ahead.

3. Fire Alarm System
JL read out his report on work carried out by McGregor’s Fire protection Services on 3rd Feb. They supplied and fitted a smoke detector in committee room; heat detector in kitchen; 2 zone control panel. It was decided it was not practical to replace 3 emergency exit illuminated signs as they are linked to a larger more complicated system. JL to put up instructions for door and fire alarm. (JL) The stage curtain is not fireproof. McGregor’s can sell 5 litres of substance to make fireproof for £75. It would have to be sprayed or soaked in. The question was raised – do we have to have this?
JL thinks this can be deferred to the future. (JL)

4. New Tables
JL still has to order these once he receives the £500 as grant from Discretionary Budget. (JL)

5. New Kettle
We have the new kettle and it is working well.

6. Community Council Rent
JL and SS to approach Owen Smith again. (JL) (SS)

7. Donated Picture
There was to be a meeting at the Print Studio but it had to be cancelled. To be continued. (JP)

8. Insurance for Cancelled Bookings
SS to get quote from insurers to cover this. To be continued. (SS)

9. Towel Holders
We have still to get a towel holder for disabled toilets. (SS)

10. Recruitment letter to user groups
JL sent out letter to clubs asking for reps to attend committee meetings. There have been two replies so far. Mrs White from Ringcraft, happy to help but cannot join committee as she is not in area. A thank you letter to be sent saying we will keep her in mind. (JP) Also received, a letter from Owen Smith of the Cubs with list of suggestions. No firm offers of help. To be carried on.

Any Other Competent Business
a) Certificates, insurance, permits etc; Carry on to next meeting.

b) Flag Flying; The flag is in KL’s house at present undergoing repairs. (KL) Margaret MacDonald suggested new dates for flying the Saltire. These were discussed along with other dates suggested by committee. New dates agreed were: Burns Day; (S) Queens Birthday; (U) Flower Show; (S) Remembrance Day; (U) St Andrew Day; (S) Senior Citizens party; (U) Xmas Day; (U) Hogmanay; (S) New Years Day; (S) (S = Saltire, U = Union Jack)

c) Criteria for project approval etc; JL passed round his Criteria for Project Approval. This was red out. JL proposed to adopt the criteria and SS seconded the motion.

d) Hall Water System; KL has prepared a document with all the information regarding water supply to the hall including inside and outside stopcocks and toby. A copy to be kept in filing cabinet. (KL)

e) Ground beside flagpole; has been dug up by a previous contractor and left in a mess. KL feels we should contact contractor and ask them to re-instate. (KL)

f) New list of duties from office bearers requested; Booking secretary and chairman’s already received. Copies to be kept in filing cabinet. (SS) (JP) (JMcL)

g) Copy Paper; KL asked could he purchase some bulk copy paper. The committee agreed. (KL)

h) Promotion of committee room; KL said that we should promote use of committee room, perhaps calling it a meeting room. JL will progress with change of name from committee room to meeting room. (JL)
Promotion of the hall to be discussed at next meeting.

100 CLUB WINNERS :

No. 80 Donald McLennan £25
No. 28 Duncan MacQuarrie £15
No. 87 W. MacDonald £10

NEXT REGULAR MEETING Wednesday 4th March 2009 at 7.30pm
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