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MINUTES JUL/AUG 09

.JULY 2009

.AUG 2009

NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held at 7.30pm on Wednesday 1st July 2009 in North Kessock Hall

PRESENT:
Joe Lindsay (JFL) Keith Leech (KL) Eliz McLennan (EMcL) Rona Adam (RA) Joan Paterson (JP) Seoras Swanson (SS) Margaret Mackenzie (MM)

APOLOGIES
Joan McLennan (JMcL) Angus McLean (AmcL) Margaret Brown (MB) Sally Cooper (SC) Michelle Nicolson (MN)

CHAIRMAN'S WELCOME - JFL welcomed those attending.

ADOPTION OF MINUTES dated 3rd June 2009 - Proposed by Margaret McKenzie, seconded by Seoras Swanson

TREASURER'S REPORT - The Bank balances as at 30th June 2009 = £7,273.41

CORRESPONDENCE
1. Note from Social Dancers re state of the Hall on last two occasions - Noted.
2. Letter from McLeod & McCallum - dealt with under separate heading.
3. E-mail from Diane Agnew re Old Charleston Road - dealt with under separate heading.
4. Letter from Highland Council confirming we are now registered as a "Food Business Establishment" - for filing.
5. Copy of the Energy Audit - passed to SS.
6. E-mail from Melanie Macrae with list of contacts re energy/insulation.
7. Letter from Southside Surgery thanking Committee for good service after a retirement party they held in hall.
8. Note from Toddlers Group saying that £2 had been lost from their envelope.

DETAILS (* *) ACTION BY
PROGRAMME
a) Social Sub-Committee Report - As SC and MN were not in attendence, there was no report.
It was agreed that more people are needed on Committee to increase this sub-committee.
SC and MN to be contacted to ascertain their intention re running a further fundraiser. (JFL)

b) Flower Show - The Flower Show Planner was distributed and the following actions are to be taken:-

1. Child Sponsor to be sought (EMcL)
2. Munros and/or Simpsons to be asked for loan of shrubs (JFL)
3. Bunting to be borrowed from Lifeboats (JFL)
4. Certificates to be revised and printed (EMcL)
5. Trophies to be gathered in (JFL)
6. Schedules and inserts to be printed by Lewis Recordings (JFL)
7. A4 posters to be printed, laminated and put on lamp posts, etc (JFL)
9. "Section" signs to be made for tables (JFL)
10. Green table covers to be bought (SS)
11. White cloth covers to be borrowed (EMcL)
12. Road signs and sandwich board to be located, prepared and erected (AMcL & KL)
13. Raffle tickets to be bought (SS)
14. Helpers to be approached (JFL)
15. Tables to be checked and mended, if necessary. (KL & AMcL)
16. Schedules and inserts to be given to Committee members for distribution through doors (JFL)
17. Auctioneer to be confirmed (JFL)
18. An advert to be put on the Website. (JFL)
19. An advert to be put on Moray Firth Radio (MM)
20. Clipboards, pens, selotape, etc to be checked and bought, if necessary (SS)
21. Judges and Auctioneer presents to be bought (SS)
22. Tea towels, napkins, biscuits, raffle prizes, etc to be bought (SS)

It was agreed that the "List of Suggested Changes" which emanated from last year's show should be circulated on the HUB for members to consider. (JFL)
It was agreed to have an extra meeting on Wednesday 29th July at 7.30pm in main hall to finalise arrangements.

c) Senior Citizen's Party
JFL has written to North Kessock Hotel asking if they might help with the catering, but unfortunately, this is not possible.
JFL has written to Jimmy Girvan asking if he might help and is awaiting a reply.

It was pointed out that a decision would have to be made soon as to whether this year's Senior Citizen's Party would be held, as if so, the catering issue must be resolved.
d) OTHER - Dances
KL stated that he felt that it was a high priority for us to decide how the social sub-committee should proceed. It was agreed that this matter would have a high priority at the August meeting. SC and MN to be contacted for their views. (JFL)

2. MAINTENANCE SUB-COMMITTEE
a) It was agreed that some small pedal bins and liners are to be sourced from MacGregors for the toilets (MB)

b) KL briefly spoke about the heating/insulation audit which he had received and this was passed to SS for consideration.

c) JFL asked if the broken table leg could be mended. It appeared that someone had used excessive force trying to close the leg. (KL)

3. BOOKINGS SECRETARY'S REPORT
The Archery Club have stated that the eye-bolts needed to hold their net will be hidden behind the curtains.
KL suggested that we should write to the Archery Club and ask for a copy of their Risk Assessment for their activities in the Hall. (JP)

4. CHILD PROTECTION POLICY
Highland Council now require that all relevant groups have a Policy in place. We must also confirm that we have adopted the HCPC Child Protection Policy (SS)

The following words are to be added to our standard booking forms:
"IF YOUR GROUP HAS SUBSTANTIAL ACCESS TO CHILDREN, YOU MUST SUBMIT TO THE BOOKING SECRETARY A COPY OF YOUR HCPC CHILD PROTECTION POLICY"

5. CONSTITUTIONAL CHANGES
SS spoke regarding the changes to the Constitution which he suggests are needed to allow us to seek "Awards for All" grants, etc. He suggests that Paragraph Eleven - Finance (d), should be deleted and replaced with
(c) "The accounts shall be prepared and subject to scrutiny in accordance with relevant legislation". This was agreed.

He also suggests that at the end of Paragraph Two, the following should be added:
“The Hall Committee subscribes to the principles of child protection promoted by the Highland Child Protection Committee and shall take account of guidance issued by that Committee.
The Committee shall require the co-operation of all Hall users in measures for the appropriate protection of any child involved in activities on the premises, and shall be mindful of the needs of any such child.” This was agreed.

It was agreed that these changes to the Constitution should be brought about at the next Annual General Meeting.

6. CAR PARK OWNERSHIP
JFL is still trying to locate Reverend Campbell-Jack in order to allow McLeod & McCallum to proceed with transferring title to "The Current Trustees" (JFL)
The question of ownership of the Old Charleston Road is to be pursued further via Diane Agnew (JFL)

7. ACQUISITION OF LAND
Graham Watson of McLeod & McCallum has pointed out that part of the hall lies outside our title boundary, and has suggested that we may wish to acquire such land as is necessary to regularise/tidy up the situation.

After a lengthy discussion, with differing views, it was decided on a majority vote that we would seek to acquire land required to give a title - bounded on the North by the current Northern boundary of our carpark, on the West by the current Western boundary of the carpark, and by a line approximately two metres West of the flagpole, on the South by the top of the sea defences extending East to just short of the existing bench seating, and returning along the Southern side of the Old Charleston Road to a point in line with the existing Eastern boundary of the carpark, thence turning North to join that eastern boundary of the carpark.

It will now be necessary to ascertain the current ownership of all those parts of that land which are not at present owned by the Amenities Association (MB)

It was agreed that acquisition should only proceed if the cost is nominal, and that the boundary running along the Old Charleston Road opposite Karen Campbell's land shall be fenced if and when deemed necessary.

AOCB
(a) JFL reported that there appears to be faults in both alarm systems. This is to be checked and rectified. (KL)

100 CLUB: No 105 - Julia MacMillan £25 No 33 - Neil Reid £15 No 94 - Peter Biggar £10

NEXT MEETING Special Meeting 7.30pm Wednesday 29th July in Main Hall
Regular Meeting 7.30pm Wednesday 5th August in Committee Room

.BACK TO TOP

AUG 2009

MINUTES of MEETING held at 7.30pm on Wednesday 5th August 2009 in North Kessock Hall

PRESENT:
Joe Lindsay (JFL) Keith Leech (KL) Eliz McLennan (EMcL) Rona Adam (RA) Seoras Swanson (SS) Margaret Mackenzie (MM) Angus MacLean (AMcL) Joan McLennan (JMcL)

APOLOGIES
Joan Paterson (JP) Margaret Brown (MB)

CHAIRMAN'S WELCOME - JFL welcomed those attending.

ADOPTION OF MINUTES dated 1st July 2009 - Proposed by Margaret McKenzie, seconded by Angus Maclean.

TREASURER'S REPORT - The Bank balances as at 31st July 2009 = £7,871.49 The report was adopted by JFL and seconded by EMcL.

CORRESPONDENCE
1. JFL received a reply from Clifford Smith (HC) in relation to the Food Hygiene Act regarding precautions to be
taken with dogs in the hall. Copy to be sent to Ringcraft so they can make sure they are compliant. (JFL)
2. Also received Highland Funding Info Summer 2009 regarding grants. Give copy to MB for info.(JFL)
3. A bill has been received from Lewis Recordings for printing of Flower Show Schedules. Pass onto SS.
4. A letter on Reap Thermo Surveys has been received. Passed onto KL for info.

DETAILS (* *) ACTION BY

PROGRAMME FOR YEAR

a) Social Sub-Committee Report - As SC and MN were not in attendance, there was no report.

b) Flower Show – We still have no bunting for the hall. JFL to contact Donny MacRae of the NKLA again. (JFL)
AMcL said that the signs which he had put up on the A9 had disappeared. They could have been removed by
highway patrol of Transerve / Bear. AMcL to phone and find out. (AMcL)
There was an extra meeting on Wednesday 29th July at 7.30pm in main hall where final arrangements for the
Show were made.

c) Senior Citizen's Party - North Kessock Hotel and J Girvan have been approached about providing the meal for this event. Both parties were unable to help.This item to be carried forward to next meeting.

d) Other - Dances, concerts, sales, etc. – It was decided to leave this item until we find out if the social sub committee are still up and running. Carry forward to next meeting.

2. MAINTENANCE SUB-COMMITTEE
KL reported that repairs had been made to a table and two batteries had been replaced in the large torch.
Roy Marr has carried out maintenance on the boiler. It may have to be replaced but we will wait for report. EMcL suggested getting a second opinion on the boiler. RA to approach Ian Cruden for this. (RA)
JFL reported that both emergency doors should be replaced as they are not in good shape. He suggested getting estimates for repairing and replacing. We may be able to get grant aid for this item. (KL)

3. BOOKINGS SECRETARY'S REPORT
MM reported that she has had an enquiry about a new dog training club wanting to book 3 nights for puppy training. It was agreed to let this go ahead but to inform them about the hygiene conditions set out by HC. (MM)
MM also had a request from Ann Thomas who would like to run a Community Market once a month during the winter months.
A risk assessment has been received from the Archery Club. JFL read it out briefly and after much discussion it was passed as acceptable by a majority but MM to inform the club that they must provide two signs for the hall warning the public that archery may be in progress. (MM)
We have also had confirmation of two weddings in July and August of next year.

4. CHILD PROTECTION POLICY
We have now added the following wording to our standard booking forms as set out by the Highland Council if we have groups with children booking the hall:-
"IF YOUR GROUP HAS SUBSTANTIAL ACCESS TO CHILDREN, YOU MUST SUBMIT TO THE BOOKING SECRETARY A COPY OF YOUR HCPC CHILD PROTECTION POLICY"

5. CONSTITUTIONAL CHANGES
The changes to the constitution cannot be made until the AGM on the 12th October. This to be discussed further at the September meeting.

6. CAR PARK OWNERSHIP
The addresses of two of the old trustees, Rev. Campbell Jack and Robert Paterson have been passed to our solicitor. Another trustee, D. MacFarquhar had passed away some years ago.

7. ACQUISITION OF LAND
MB to write to Crown Commissioners to see if they can trace ownership of land. (MB)
JMcL to verbally approach the believed owner to ask if they would be prepared to sell the land in question for a nominal fee. (JM)

AOCB

a) AGM
We must also decide on the advertising for the AGM.
It was also suggested that each member on the committee to commit to bringing one new person along to the AGM.

b) PUBLIC LIABILITY NOTICE
It was noted that the Public Liability notice on the board inside the hall was out of date. This to be replaced with current copy. (SS)

100 CLUB:
No 105 – Chris & Helen Stuart £25 No 33 – E Prentice £15 No 94 - M Henderson £10

NEXT MEETING
Regular Meeting - 7.30pm Wednesday 2nd September in Committee Room.