MINUTES MAY/JUNE 09

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NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held at 7.30pm on Wednesday 6th May 2009 in North Kessock Hall
(As amended at meeting on 3rd June 2009)

PRESENT:
Joan Paterson (JP) 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:
Joe Lindsay (JL); Sally Cooper (SC); Seoras Swanson (SS); Michelle Nicolson (MN)

CHAIRPERSON'S WELCOME & ADDRESS:
In Joe Lindsay’s absence, Joan Paterson chaired the meeting. She welcomed everyone and thanked them for coming out on such an inclement night.

ADOPTION OF MINUTES 2nd April 2009
Proposed by Angus MacLean; Seconded by Keith Leech

TREASURER’S REPORT:
SS was not present at the meeting but the report for April had been distributed to members on the Hub.
The bank balance at the end of April was £7536.21

CORRESPONDENCE
1) SS has received the bill from HC for the yearly rates on the hall. This comes to £3848, but shows 100% charity relief, bringing the total to pay to zero.
2) MM has received a card from Hugh & Nell McGillivray plus a bottle of wine thanking the committee for all the help given to them in connection with their recent wedding in the hall.
3) JP has received a letter from Graham Watson of MacLeod & MacCallum with regard to new title deeds for the car park & hall. It has come to light that we do not own all of the ground that the hall sits on. When the new hall was built years ago it was built at a different angle from where the old hall was sited. We do own the land that the car park is on but we need new title deeds drawn up in the name of N.K.A.A. trustees rather than individual trustees’ names. The Highland Council own the road in front of the hall but do not want to maintain it and are willing to offload onto N.K.A.A. Owen Smith, chairman of Knockbain Community Council is putting this in writing to the committee, officially informing us of the situation so that we can discuss the best way forward. (JP)
4) KL has now received the receipt for electrical work carried out recently and has passed on to SS.
5) KL has received a letter from HC regarding Food Hygiene certificates. They want to update their files and have us on their register at present as a food establishment/business. KL phoned them and received help in filling out the form. The said form has now been returned.
6) The "Awards for All" application, complete with re-submitted accounts has now been sent in again for approval. Decision should be given within 8 weeks.

DETAILS   (* *) = ACTION BY

MATTERS ARISING FROM MINUTES of 2nd April

1. Programme for year.
a) Social Sub Committee report; SC and MN were not present at the meeting to deliver this report, but the organisation for the 70/80’s dance to be held on the 29th May is well under way. Posters are up, but ticket sales are slow and need to be pushed. Raffle prizes would be most welcome.
b) Garden Competition; It has been agreed to leave this item for another year.
c) Flower Show; MM hasn’t contacted the school yet about the children’s painting competition for this year’s show as they were closed for the Easter holidays at the last meeting. She is going to speak to the headmistress before the next meeting. (MM) EMcL has sourced the judges. She also thought we should remove the classes 96 & 99 from the children’s section of the Flower Show schedule. These are ‘Best Drawing’ & ‘Collage’ for 13-14 yr olds and there is a very poor response to these classes. She suggested bringing back the children’s handwriting section. MM to suggest this to the headmistress as well. (MM) It was also suggested to cover the tables this year with green paper or similar covering.
d) Senior Citizens Party; The date for this is Friday 11th December 2009.There will be no catering available from the White House Tearoom this year. KL suggested referring the party organisation to the social sub committee to see if they would be prepared to take on this event. A discussion then took place about the possibility of cooking the meal ourselves. EMcL doesn’t think we can afford to run this event any more. MB suggested a flyer or questionnaire to see if folk would be prepared to pay a small charge to help with the cost of this event. MM & MB to come back to next meeting with dinner/buffet prices from catering companies. This item can then be discussed when the chairman is present. (MM; MB)
e) Other – dances, concerts, sales, etc. KL suggested having a plant sale next year in the last week of April /
1st week of May for folk to sell/buy left over plants/seedlings/cuttings etc. He also suggested a ‘North Kessock’s got Talent’ night. This to be in the form of a social/fun night with teas and a raffle. These to be suggested to the Social Sub Committee.

2. Maintenance sub-committee
‘’Extra Committee Meeting" – Report; KL read out his report. AMcL and KL have repaired and re-fitted the ventilator vent. The broken ‘K’ of the hall sign has been removed. The new one is now ready at a cost of £17 + £70 to fit. There is a crack in one of the Perspex windows. It was suggested to put up a notice outside saying ‘No Ball Games’ as children playing football against the hall wall is probably how the sign/window was broken in the first place. RA suggested a sign saying ’Please use Park for Ball Games’. KL to get price from Acorn signs. (KL) Someone from Energy Scotland is coming on Friday 8th May at 3pm to carry out an audit on the interior of the hall on energy loss. KL will be present. The audit on energy loss on the exterior has been done.

3. Stage Curtains
There were not enough volunteers on Friday 24th April to carry out this task. Another date has been set for Friday 8th May at 10am. (KL; EMcL; AMcL: RA)

4. New Tables
The new tables have arrived. And the old ones have been sold.

5. Community Council Rent
The Community Council now appear to be up to date with their rent. Defer to next meeting when the treasurer can give us an update on this item. SS)

6. Insurance for Cancelled Bookings
Continue on to next meeting. We now have two weddings booked for 2010. (SS)

7. Promotion of hall
JL has drafted a poster and put it on the Hub for comments. This is to be to be put up locally advertising the hall for venues, new clubs etc. KL suggested poster on the side of the building or a sandwich/notice board to let people know what is happening in the hall. It was also suggested to change the name of committee room to meeting room to encourage people to use it. Carry these items forward to next meeting.

8. “Full-Day” booking rates
Rates agreed at last meeting.

Any other competent business

100 CLUB WINNERS : No. 14 Colin Mackenzie £25
No. 129 Monica Day £15
No. 198 Robert Hind £10

NEXT REGULAR MEETING Wednesday 3rd June 2009 at 7.30pm

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NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held at 7.30pm on Wednesday 3rd June 2009 in North Kessock Hall

PRESENT:
Joe Lindsay (JL) Margaret MacKenzie (MM); Angus MacLean (AMcL); Margaret Brown (MB); Seoras Swanson (SS); Michelle Nicolson (MN)

APOLOGIES:
Sally Cooper (SC); Joan Paterson (JP) Keith Leech (KL); Rhona Adams (RA) Elizabeth McLennan (EMcL) Joan McLennan (JMcL)

CHAIRPERSON'S WELCOME & ADDRESS:
Joe Lindsay welcomed those in attendance.

ADOPTION OF MINUTES 6th May 2009 (with amendments)
Proposed by Angus MacLean; Seconded by Margaret Mackenzie

TREASURER’S REPORT:
The bank balances at the end of May totalled £9460.87

CORRESPONDENCE
1) Letter from Carol & Bruce Adams requesting that the Saltire be flown on June 27th to celebrate the wedding of their son Greg to Kirsteen Anne Wilson. Passed to KL for action. (KL)
2) E-mail from " High Societies" , an inter-active directory of non-profit organisations, clubs etc, created by Highland Council, saying that North Kessock Amenities Association has been added, and giving a Username and Password for access. This information to be circulated to members on the Hub. (JL)
3) Letter from Ross-Shire Voluntary Action, with details of their AGM, and a membership application form. No action to be taken.
4) Letter from " Awards for All" saying that our application for grant re the car park surfacing was unsuccessful as our accounts were only "examined", and not audited as required by our constitution. Dealt with under a separate heading.
5) Letter from Graham Watson of MacLeod & MacCallum regarding land ownership. Dealt with under a separate heading.
6) Letter from Highland Council requesting details of our "Child Protection Policy". To be investigated (SS)
7) Letter from Inverness Field Archery Club, requesting to hire hall on Wednesday evenings over the winter. Reply to be sent saying OK, but requesting more details re "net protection" and access. (MM)
8) Phone call from Ian McLean, Fortrose asking to hire hall on Tuesday 30th June for "Film script reading". More details required to assess charges. (MM)

DETAILS (* *) = ACTION BY

MATTERS ARISING FROM MINUTES of 2nd April

1. Programme for year.
a) Social Sub Committee report;
Michelle handed the treasurer a cheque for £901.50 which she and Sally Cooper had raised from running a 70/80s Disco on 29th May. The committee offered a large vote of thanks to Michelle and Sally for all their hard work and enthusiasm. By all reports the night was a great success.
b) Flower Show;
Elizabeth McLennan now has judges booked.
An auctioneer is to be approached. (JL)
We are awaiting a response from the school (MM)
The situation re sale of baking is to be investigated (JL)
A sponsor for the children's certificates is to be sought (EMcL)
A garden centre is to be approached to ask if they might loan decorative shrubs etc for the entrance. (JL)
Schedules are to be revised once the school has responded re possible hand-writing section (JL) (MM)
The invitation inserts are to be revised (JL)
The posters are to be revised (JL)
Sponsors are to be sought (ALL)
Bunting is to be requested from the Lifeboat Station (JL)
Certificates are to be revised (EMcL)
Table covers are to be acquired (SS)
Road signs and Sandwich board are to be found and checked ) (AmcL)
Helpers are to be approached (JL)

c) Senior Citizens Party; Local caterers are to be approached to ask if they might help this year. (JL)

d) Other – dances, concerts, sales, etc. Sally and Michelle to report to Hub re possibility of running an "Autumn Bazaar" ( SC) (MN)

2. Maintenance sub-committee
Report
In his Absence, Keith's report was read out.

M.I.R sub-committee Report (amended 3/6/9)

1. The Stage curtains were treated with the fire retardant, Fire Check on 8 May 2009. Thanks to Angus and the other participants, Elizabeth, Rhona, and Keith. There was one complete container of retardant not required, possibly this could be returned and a re-imbursement made
2. The grant application to ” Awards For All" was turned down due to none compliance to our own constitution, which states that the accounts will be audited; our accounts are simply checked by an accountant. We must consider changing the constitution as soon as possible to comply with our current position. Would the secretary write to the tender’s to thank them and inform them of our lack of success. (MB)
3. I replaced the “K” in the sign with a new one the bill will be sent to the treasurer direct from Acorn Signs.
4. I attached a “No Ball Game” sign to the outside hall wall. The bill will be sent to the treasurer direct from Acorn Signs.
5. The main sewer drain blocked again immediately after the wedding function. Wm Menzies cleared it after considerable effort. It appeared to be blocked in the same place as the last time. We should consider placing sanitary disposal facilities in the Ladies Toilets, this may help to resolve the problem but we should provide this facility any way.(MB)
6. I notice that the floor of the Store room always seems to be un-swept.
7. The second part of the Energy Audit was completed by Jim Hart assisted by myself on Friday 8th May. Jim Hart now requires figures for Electricity and Oil consumption over a twelve-month period could, Seoras supply?(SS)

Keith Leech 02, 06.09

3. Insurance for Cancelled Bookings
It appears we do not have insurance to cover any cancellation of bookings by us, but this issue to be left meantime.

4. Promotion of hall
This item to be carried forward.

Any other competent business
1) It was noted that a dust-pan is needed. To be bought (SS)
2) Up to date Committee contact details are to be circulated on the hub. (JL)
3) The suggestion that the Constitution should be altered to change "auditing" of accounts to "inspection" was discussed.
A draft of the revised wording is to be circulated on the hub, and the matter discussed further at the next meeting. (SS)
4) Graham Watson's letter was discussed, in which he states that we own the car-park area, but it is in the name of previous Trustees. His suggestion is that we alter this to refer to "Current Trustees". He is to be asked to progress with this. (JL)
5) Graham Watson's letter also suggests that part of the Hall building lies out-with the land owned by us. He suggests that we consider acquiring an adequate area of land around the building to regularise the situation. This is to be discussed further with him. (MB)
6) It was suggested that a letter should be sent to the Highland Council requesting them to repair the old road outside the hall, as this has become a health and safety issue. (JL)

100 CLUB WINNERS : No. 95 Colin Hampton £25
No. 3 Margaret Walker £15
No. 76 Isobel Nicolson £10

NEXT REGULAR MEETING Wednesday 1st July 2009 at 7.30pm

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