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AA MINs MAR/APR 09

NORTH KESSOCK AMENITIES ASSOCIATION

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

PRESENT:
Joe Lindsay (JL) in the chair; Seoras Swanson (SS); Keith Leech (KL); Margaret MacKenzie (MM); Angus MacLean (AMcL); Margaret Brown (MB); Elizabeth McLennan (EMcL); Michelle Nicholson (MN); Joan McLennan (JMcL)

APOLOGIES:
Sally Cooper (SC); Joan Paterson (JP); Rhona Adams (RA); Alan McDiarmid (AM)

CHAIRPERSON'S WELCOME & ADDRESS:
The chairman opened the meeting and thanked everyone for coming.

ADOPTION OF MINUTES 4th February:
Proposed by Margaret MacKenzie; Seconded by Seoras Swanson.

TREASURER’S REPORT:
SS distributed his report for February. He said that there had not been much trade in the month of February. He also pointed out that we were expecting a few large bills this month. The fuel bill, new tables and the electrical repair bill making a total of £2900 expenditure so far.
The outstanding invoices have still not been paid. JL to write to clubs again. (JL) The balance at the end of January was £9468.84. Report was proposed for adoption by JL and seconded by EMcL.

CORRESPONDENCE
1) JL has received a letter from Margaret MacDonald, Eilan Dhubh thanking the committee for discussing the subject of flying the Saltire flag and said that she was glad that more dates had been adopted.
2) MM has received a letter from Nell Cheer and Hugh McGillivray with regard to the late licence for their wedding on 11th April. They are now going to supply their own alcohol and would like to carry on with the celebrations until 12.45am on Sat night/Sun morning. They also stated in the letter that they had appointed 2 doormen and there will be a police presence on the night. Could they have the committee’s approval on all these points?
3) JL has received a phone call from Lizzie McLaren the cleaner saying that when she was ill she felt that she shouldn’t have been paid her usual monthly amount as she hadn’t worked right through one week as normal. This was discussed by the committee and it was felt that as Lizzie had been ill and made other arrangements for hall cleaning she should have been paid but to note that these were special circumstances and should not set a precedent for future incidents.
4) JL has received the grant cheque from Highland Council for the new tables.
5) JL has received a quote for fire-proofing the stage curtains of £ 1500.

DETAILS (* *) = ACTION BY

MATTERS ARISING FROM MINUTES of 4th February

1. Programme for year.
a) Social Sub Committee report; Sally Cooper was not present at the meeting but had circulated an email on the hub informing members that she has organised a meeting in her house for this committee to discuss ideas further at 6.45pm on Wed 1t1th March. JL said he would also try to attend. (JL)
b) Garden Competition; At the last meeting AM was going to look into this event and come up with ideas on how to re-vamp this competition. As AM was not present at the meeting, JL to contact him for an update. (JL)
c) Flower Show; At the last meeting AM suggested shifting the date for the flower show to encourage children to take part in term time. He was going to investigate to see if this was feasible. As AM was not present at the meeting, JL to contact him for an update. (JL)
d) Senior Citizens Party; The proposed date for this is Friday 11th December 2009. JL suggested putting details of the garden competition, the flower show and the senior citizens party on the hub for members to come back to next meeting with some new ideas on these items. (JL)
e) Other – dances, concerts, sales, etc. To be discussed at meeting on 11th March.

2. Maintenance sub-committee
‘’Extra Committee Meeting – minutes; A meeting of the "MDI" Committee was held on Wed 25th February. Committee members present were: - AMcL; MB; KL and EMcL.
Report; KL read out his report. Main items brought to this meeting were updating of the MDI (Maintenance, Development & Improvements) records. Also to discuss and update the progress of the Car Park Project:-
KL reported that all electrical work is now complete. The bill is slightly more than originally estimated as there were a couple of items added on. JL requested detailed copy of this bill with details of electrical work carried out so that he can apply to Diane Agnew for Discretionary Budget grant. (KL) (JL)
A new closing mechanism on outside door has been fitted also door stops fitted to kitchen & inner doors; AMcL has fitted bell which can be switched off inside hall. Bead of silicone has been applied above fire door which will hopefully fix the problem of water coming in. A smell was reported coming from toilet & kitchen area. On inspection nothing was detected. It was also reported that some of the taps in the ladies & gents toilets are not working.
MB then updated us on the progress of funding for grants and car park. She told the committee that we may be able to obtain funds from a company called Rural Priorities interested in doing up local halls. We would have to register as a business online. It then takes 6 weeks for registration to come through before you can apply for funding. JL had reservations about this. SS to have a look at letter and get back to MB if all appears ok so that we can register. (SS) The MDI committee now have three estimates for tarring the car park and may now proceed to seek grants for the work. It was emphasised that no commitment can be made until all the criteria for Committee approval have been met (MB) (KL) (AMcL) (EMcL) KL arranged with Morrison’s to resurface the corner by the flagpole. We now have hard core parking for two cars. The minutes of the first special meeting were proposed by AMcL and seconded by MB.

3. Fire Alarm System & Stage Curtains
JL reported that he was not doing any more to the Fire System at this stage. He is still waiting for a bill to cover work done so far.
JL reported that after carrying out a test the stage curtains are not fireproof and should be. He reported that the price for taking down curtains and sending away to be fireproofed is £1500. Alternatively we can fireproof them ourselves for £200. This would involve spraying them while they are hanging up with a fireproof substance. After a discussion it was agreed to apply to Diane Agnew for grant towards cleaning and fireproofing the curtains ourselves. (JL)

4. New Tables
As discussed under correspondence we have now received grant towards new tables. JL has now ordered 22 new tables with the bill coming to £960.14. The old tables will be sold off. (JL)

5. Community Council Rent
JL to write to Owen Smith. (JL)

6. Insurance for Cancelled Bookings
Continue on to next meeting.

7. Towel Holders
SS has purchased toilet holder for disabled toilet. Could the maintenance committee arrange for fitting it? (AMcL) (KL)

8. Certificates, insurance, permits etc.
The Public Entertainment Licence is due for renewal on 28th March. The Performing Rights licence and the Employers Liability insurance have both been renewed.

9. Promotion of hall
A discussion took place on ideas for promoting hall. MB said that the committee room was a good venue for small teaching class, night class etc. Also badminton, camera, art, keep fit were all clubs that were suggested for the hall. Posters on lampposts promoting the hall would hopefully get noticed. Also advertising in the Inverness Courier, Moray Firth Radio, the ICA mag, the local shop and notice boards were all suggested. It was decided to compile a ‘hall promotions’ flier when we next have a flier drop to raise awareness. JL to draft a poster for fliers for lampposts, and to investigate the ICA mag and put on the hub for approval. (JL) MB to think about advert for Moray Firth to promote hall and bring back to next meeting. (MB)

Any other competent business
1) With regard to Nell Cheer & Hugh McGillvray's letter under correspondence, they had asked how much would their bill be for the days hire of the hall and a days hire for setting up. in connection with their wedding on the 11th April. They also asked for committee approval for other points raised in their letter with regards to late licence, doormen and police presence. After discussion it was decided to charge a rate of £14 per hr for a 10hr function plus 2hrs setting up time at £5.00 per hr.for the Saturday. Also a day setting up charge of 12hrs at £5.00 would also need to be charged for the Friday. This was proposed by SS and approved by a majority vote. JL to get in touch with the couple to let them know it has been discussed and approved by the committee. (JL)
The next day (Sunday) clearing up charge would be at £5 per hour for the number of hours used.
2) A price for block booking the hall i.e. over a weekend to be discussed at the next meeting.

100 CLUB WINNERS : No. 163 Claire MacDowall £25
No. 87 W. MacDonald £15
No. 12 Ian Kennedy £10

NEXT REGULAR MEETING Thursday 2nd April 2009 at 7.30pm

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NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held at 7.30pm on Thursday 2nd April 2009 in North Kessock Hall

PRESENT:
Joe Lindsay (JL) in the chair; Keith Leech (KL); Margaret MacKenzie (MM); Angus MacLean (AMcL); Margaret Brown (MB); Elizabeth McLennan (EMcL); Rhona Adams (RA); Joan McLennan (JMcL)

APOLOGIES:
Sally Cooper (SC); Joan Paterson (JP); Seoras Swanson (SS); Michelle Nicolson (MN)

CHAIRPERSON'S WELCOME & ADDRESS:
The chairman opened the meeting and thanked everyone for coming.

ADOPTION OF MINUTES 4th March 2009:
Proposed by Angus MacLean; Seconded by Keith Leech

TREASURER’S REPORT:
SS was not present at the meeting but the report for March had been distributed to members on the Hub.
The bank balance at the end of March was £7248.01

CORRESPONDENCE
1) JL has received an email from an organisation called ‘High Societies’ which is a free interactive directory service created by the HC. They wanted to know if N.K.A.A. would like to have their details added to the directory. Members wishing to know more about ’High Societies’ were invited to go online at www.highsocieties.org to have a look.
See JL for login details. (JL)

DETAILS (* *) = ACTION BY

MATTERS ARISING FROM MINUTES of 4th March

1. Programme for year.
a) Social Sub Committee report; SC and MN were not present at the meeting to deliver this report. It is planned to have a Summer Ball on Friday 29th May with a 70/80’s theme. MM to contact SC and MN to see how they are progressing and if they need any help from the committee. (MM)
b) Garden Competition; JL suggested leaving this item for another year. There were no objections.
c) Flower Show; JL asked EMcL if she would start the organising for this year’s flower show on the 8th August. i.e. getting judges, auctioneer and any checking to see if there are any changes needing to be made to the schedule etc. There is a flower show file in the filing cabinet with general information. JL has put out an email on the hub with a suggestion for the school children this year to make or paint a large flower/plant picture on cardboard as a project. These would be used to decorate the hall on the day of the show. A new section in the schedule could be added for ‘prettiest paper flower’ or ‘best cardboard carrot’ if there is enough interest. JL can provide cardboard. (JL) MM to approach the school to see how they feel about this suggestion. (MM)
d) Senior Citizens Party; The proposed date for this is Friday 11th December 2009. This can be discussed at a later date.
e) Other – dances, concerts, sales, etc. So far apart from the Summer Ball on 29th May an Autumn Bazaar is to be held on 26th September. A Hogmanay Dance on 31st December. MM to liaise with the social sub committee to see how things are progressing. (MM) JL to put out the programme for the year on the Hub. (JL)

2. Maintenance sub-committee
‘’Extra Committee Meeting" – Report; KL read out his report. Taps in ladies & gents toilets have been repaired.
AMcL & KL have put up a towel dispenser in disabled toilet. The smell which was reported turned out to be a blocked sewer drain which has also been attended to. KL has fixed a broken ventilator cover missing from the outside of the building, which was found on the roof and AMcL has offered to re-attach it. (AMCL) KL suggested putting up a notice to inform clubs that when stacking chairs in the storeroom, they should only be 10 high and facing the window so that the trolley can be used easily. KL to supply sign and EMcL kindly offered to laminate it. (KL) (EMcL)
MM reported that the grant forms which had been submitted for funding to help with the re-surfacing of the car park had been returned. They need a copy of audited accounts for last year. We will need to contact Ann Watson and also ask SS to liaise with her as the deadline for return of these forms is approaching. (MB)
The subject of ownership of the road adjacent to the hall and car park was raised again. EMcL said that we do own it as she was on the committee when it was bought a number of years ago. It was decided to approach Graham Watson, one of the trustees to see if he can help in locating title deeds. (MB) JL suggested Karen Campbell should be kept informed with any progress on the car park. (KL)

3. Stage Curtains
JL now has the spray on liquid needed to fireproof the stage curtains. He explained the procedure for applying the liquid plus vacuuming first. A fine spray of 2 coats is recommended on both sides of the curtains. AMcL to organise a team of 4-5 people to carry out this task. Friday 24th April at 10am is looking to be the most likely date. (AMcL)

4. New Tables
The new tables have arrived. We have managed to sell 19 of the old tables. JL asked the committee if anyone knew of the whereabouts of our light aluminium table which has been missing since February. No-one could shed any light on the subject.

5. Community Council Rent
The Community Council now appear to be up to date with their rent while the Cubs still have invoices outstanding.

6. Insurance for Cancelled Bookings
Continue on to next meeting.

7. Promotion of hall
JL has produced a poster to be put up locally advertising the hall for venues, new clubs etc. EMcL commented that it said too much while KL remarked it said too little. Carry forward to next meeting.

8. “Full-Day” booking rates
After discussion JL set rates for setting up time @ £6.00 per hr from start time until midnight. Max 12hrs per day. Cleaning up time @ £6.00 per hr starting from 10am. £14.00 per hr for function day. This to take effect from the end of March. MM has received a call from a Mrs Benzies of Culloden about holding an 18th Birthday party in the hall. The committee all stood by the decision to say no to all 18th & 21st Birthday parties from outside the locality.

Any other competent business
1) RA reported that she had been approached by a lady (Mary ?) Mar from the Scottish Country Dancing club She has suggested having a box outside the hall for holding the entrance key with all club personnel holding a master key for this box. This would save people having to go and collect the key from Hughie Ross the key holder in Oakleigh Road. The committee decided that this was not a safe option and arrangements to remain the same. MM to phone Alison Simm who runs the club informing her of the decision. (MM)
2) KL reported that the Energy Scotland audit of the hall had been carried out and the main survey results were still to come but a couple of thermal images had been sent out showing heat escaping from the roof and around the doors.
3) JL reported that he had located the outside water stop cocks. Literature/Plans relating to this and the heating systems, drainage, sewerage chambers etc to be put in filing cabinet for future reference. (JL)
4) KL reported that the “K” in the ‘North Kessock Village Hall’ sign has been broken. This will have to be replaced at some point. All members agreed to go ahead with the repair. KL to approach Acorn Signs. (KL)
5) JL passed round a picture from the Ross-shire Journal showing JP of the Art Club etc choosing the picture which has kindly been donated to the hall.

100 CLUB WINNERS : No. 50 Ann Rodgers £25
No. 102 Netta Aitken £15
No. 172 D. Smith £10

NEXT REGULAR MEETING Wednesday 6th May 2009 at 7.30pm