AA mins 2007 jun/aug

June 2007

July 2007

August 2007

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NORTH KESSOCK AMENITIES ASSOCIATION

Minutes of Meeting held on Monday 4th June 2007 in the Committee Room , North Kessock Hall at 7.30 pm

Present : Chrissy Logan (CL); Joan Paterson (JP); Richard Petrie (RP); Joan McLennan (JMcL); Joe Lindsay (JL).

Apologies : Keith Leech (KL); Margaret Blakey (MB); Elizabeth McLennan (EmcL); Kate Brown (KB); Owen Smith (OS); Ron Gunstone (RG); Janice Johnston (JJ).

Chairperson’s Welcome and Address:CL welcomed the members present.

Adoption of Minutes of May Meeting:Proposed by JP and seconded by JMcL. 

 Correspondence:

1. A letter has been received from the Social Dancers stating that they are not happy with the state of the hall. They mention the floor, the lack of ventilation, the roof leak, and dog smell. They say that they would be prepared to offer us help, but may consider holding their functions elsewhere.

2. A letter was received from the Local History Society, confirming their booking for 12/13/14/15th July 2007, rather than 19/20/21/22 July 2007, as previously noted. They are to receive this booking for a reduced rate of £300.

Matters arising from previous minutes.

1 Hall roof: The roof is still leaking. It was decided that some progress must be made and therefore we are to seek quotations from local roofers for repair. The following are to be asked to inspect the roof, and give a quotation:- “Bob the Roofer”: The Hall Cleaner’s Partner: McLeod Roofing: Whites: (JP)

2 Hall Floor JL reported that he and KL were experimenting on 2 squares of the floor with the “Carefree Stripper” and “Carefree Emulsion” (JL) & (KL)The results will not be known until next month. JL suggested that it may be necessary to treat the floor on a regular (fortnightly, or monthly) basis. The Social Dancers are to be informed of the progress. (JP)

3 Hall Charges The charge sheets have now been revised.

4 Trustees J P reported that Graham Watson, Solicitor, has asked for our confirmation that he should proceed. He is to be told that we wish this. (JP)

5 Electrics: Dr Steven Cribb inspected the hall on 18th May with MB and he is expected to report soon.Based on this, specifications and invites to tender are to be prepared (RP) and put out with a view to having them back for the next meeting. (RP) to liaise with (MB) on this.

6 Car park: The car park has now had the gravel levelled and rolled by the local Football Club. OS submitted a poster, via JL, thanking the Football Club, and asked for this to be put up on the Notice Board. (CL)

7 Cleaner: Prior to the meeting the hall was inspected and various aspects of cleaning were noted to be not fully satisfactory. During the previous weekend, the hall had been heavily used, with children’s parties, a disco, etc., and it had been noted then that the cleaning was unsatisfactory.After discussion, it was agreed that there should be a meeting between the cleaner and some committee members to discuss any problems and to clarify solutions. This is to be arranged as soon as possible. (JL)

8 Local/Non-local designation: This matter was deferred.

9 Oil Tank This has still to be dealt with. (CL)

10 Boiler Service This has still to be dealt with. (CL)

11 Flower Show The Children’s schedules have been given to the school by JP.Revised Show schedules are to be produced (JMcL) and brought to the next month’s meeting.A draft “insert” for the schedules was shown by JL and approved. This insert is to be produced (JMcL) and put out along with the schedules. A4 size Flower Show posters are to be drafted for approval at the next meeting. (RP)

12 Auction Sale CL stated that she wished this not to proceed.

Treasurer’s Report: Instant access account : £8,620.61 Current Account £2,135.97

 OTHER COMPETENT BUSINESS

Fund Raising J P reported that she had had a phone call from Peggy Rose of the Country Dancing Club saying that she (Peggy Rose) would be prepared, along with JJ, and possibly one other member, to raise funds on behalf of the Amenities Association.We will thank her for her offer (JP) and discuss at the next meeting if JJ is able to attend.

Co-option JP stated that she has had confirmation from the Country Dancing that Janice Johnson is now their official representative, and it was agreed that she (JJ) is now co-opted to the Committee.

Plaque Commemorating Hall Opening The whereabouts of the plaque was questioned, and (CL) stated that it was in the Store Room.

Thank You to Agnes Williams JP suggested that, as a gesture of thanks to Agnes Williamson for her many years of help and work on the Committee, she should receive a card from us. To this end, JP produced a card which was signed by those present, and is to be delivered to Agnes by CL. (CL)

Recognition of Births, Weddings, etc. JL stated that he had been asked by a local resident whether we might consider raising the flag to acknowledge occasions other than just deaths. This was discussed, but it was agreed that this would be too onerous on those Committee members involved, and might occasionally cause offence. JL said he would raise the possibility of us putting out cards to new residents at a later meeting.

100 Club Winners

170 David Saunders £25:

173 Isabel Duncan £15:

182 Hugh Ross £10:

A notice is to be put up in the Spar window stating the winners (JL)

 Next Meeting: Monday 2nd July 2007.

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NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held on at 7.30pm on Monday 2nd July 2007 in North Kessock Hall

PRESENT:
C. Logan in the Chair; M Blakey; J Johnstone; E McLennan; J McLennan; K Leech; J Paterson; R Petrie

APOLOGIES: K Brown; J Lindsay; O Smith; R Gunstone

CHAIRPERSON'S WELCOME & ADDRESS - C Logan welcomed the members of the Committee

ADOPTION OF MINUTES OF JUNE MEETING - Proposed by R Petrie, seconded by J McLennan

DETAILS                  (* * ) = ACTION BY

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  NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held on at 7.30pm on Monday 6th August 2007 in North Kessock Hall

PRESENT:
Chrissie Logan (CL) in the Chair; Joan Paterson (JP); Elizabeth MacLennan (EMcL); Margaret Blakey (MB); Joe Lindsay (JL); Joan MacLennan (JMcL); Richard Petrie (RP); Keith Leech (KL).
APOLOGIES: None

CHAIRPERSON'S WELCOME & ADDRESS - The Chairperson welcomed those attending.

ADOPTION OF MINUTES OF JULY MEETING - Proposed by K Leech, seconded by Eliz MacLennan

DETAILS             (* * ) = ACTION BY

CORRESPONDENCE

1. Letter and estimate from James Dingwall re repairs to roof - discussed later.

2. Letter from Norwich Union saying they had finalised the matter of the claim for damages by cyclist who fell on speed hump. No payment has been made - noted.

3. Letter from Office of Scottish Charity Regulator, saying we must submit a "trustees annual report", a "hand-signed report from an auditor", and details of our charity number, with our next annual return form - noted.

MATTERS ARISING FROM PREVIOUS MINUTES

1. Hall Roof  CL reported that a meeting had been held on 23/07/07 with James Dingwall regarding repairs to the Hall roof. Those at the meeting were Chrissy Logan, Margaret Blakey, Keith Leech, and Keith Blakey as advisor. James Dingwall submitted an estimate of £650 for repairing the roof, and affected parts of the ceiling. As the only other estimate received was over £1,000, James Dingwall's estimate was accepted, and was signed by CL and MB. He expects to start work within 2 weeks. A formal letter of acceptance has been sent to him.

JL noted that there had not been a quorum at the meeting, but it was agreed that as the Committee members now present had no objections, the matter should proceed.



2. Hall Floor
JP reported that the Social Dancers were very happy with the current state of the hall floor.

EMcL stated that the sides and ends of the floor were becoming "sticky". JL suggested that he and KL should treat the floor, and buff it one more time, and after that, the Committee should pay someone to maintain/buff it on a regular basis.

KL proposed that the cleaning with "maintainer" should be carried out by the normal Hall Cleaner, and only the polishing/buffing operation should be considered to be "extra". This was voted on and carried 7 to 1. KL suggested that we should try to get bigger foam mops for applying the "maintainer" and polish. This will be investigated. (EMcL)



3. Trustees
There has been no further response from Graham Watson, Solicitor. A further letter is to be sent to him. (JP)



4. Electrics
MB reported that she has still not received anything from Stephen Cribb, although she has phoned him several times. He is to be phoned again (MB) and told that the problem with the lighting is especially urgent. She is to seek his assurance that we can proceed now with repairs to the lighting, and possibly the whole lighting replacement, without jeopardising our grant position. If he agrees, (MB) will let RP know, and (RP) will seek tenders for the whole electrical replacement. Otherwise (MB) will instruct an electrician to carry out "emergency repairs" on the faulty lights.



5. Hall Cleaner
JL reported that Brenda, the cleaner, had recently handed her keys to him saying that she was finished with the cleaning. The Committee accepted her resignation.

After a lengthy discussion where it was reiterated that the Constitution precludes any committee member being paid for their time, it was proposed that due to the exceptional circumstances, we would agree that a Committee Member could be paid for carrying out the post of cleaner, on a temporary basis, until a permanent cleaner is appointed. This situation would run from Committee Meeting to Committee Meeting, and would require re-confirmation at each meeting. This was proposed by RP and seconded by JP and was accepted unanimously.

It was agreed that (CL) and (EMcL) would carry out the duties, and be paid for this up until the end of August.



Thereafter, if necessary, the cleaning "rota" would be:

Saturday 1st September (JL) and (RP)

Monday 3rd September (JP) and (JMcL)

Saturday 8th September (RP)

Monday 10th September (JP) and (JMcL)

The above people said they would carry out this on a voluntary basis.

A new advert for a cleaner is to be produced and displayed. (JL)
6. Local/Non-local designation - To be carried forward.

7. Oil Tank - CL stated that this work is to be carried out soon.

8. Flower Show
The various certificates, forms etc. are required (JMcL).

The wooden signs are to be put up on the A9 verge (RP)

JL complimented RP on the posters he had produced, and he was asked to produce a few more (RP).

CL asked members to come to the hall on Friday at 7.30pm to set up, and at 8.00 am on Saturday to help.

MB suggested we should increase the entry charge to £1 to include the cost of teas etc., in the fututre. This will be discussed next year.

RP suggested that this year we seek donations towards the cost of teas etc. This was agreed.

9. Fund raising / grants
MB stated that she had sought help with the estimated cost of the roof repair from Isobel MacCallum, local councillor. After consultation with other councillors, it was agreed that they would cover it.


10. Plaque - This has been refixed to the wall by KL and JL.


TREASURER'S REPORT - Instant Access account £10,036.61 Current Account £1,319.09



ANY OTHER COMPETENT BUSINESS

(1) Circulation of Reports, etc. - KL suggested that any reports etc. received for consideration should be circulated to members, prior to the following meeting. (JL) undertook to copy any such reports and circulate them.

(2) Donation from Carefree Club - JP stated that the Carefree Club was donating a £100 cheque to the Amenities.

(3) New Saltire Flag - CL stated that Esme Dunlop had donated a new saltire flag, and asked that a letter of thanks be sent to her (JP)

(4) Booking for 23rd December 2007 - CL asked for the Committee's approval to accepting a booking she had received for a family party on Sunday 23rd December 2007. This was agreed unanimously.

(5) Members' Contact List - KL suggested that each member should have a "contact list" of all the Committee members, including a list of keyholders. This is to be prepared by (JL).

(6) Maintenance List - KL suggested that a list be prepared of all maintenance work required in the hall. It was agreed to discuss this at the first meeting after the AGM.

(7) Invitations to AGM - JL reminded the Committee that it had been previously agreed that he should produce "invitations" to the next AGM, which would be distributed to all houses in the village. It was agreed that he should produce this for the next meeting. (JL)


100 CLUB WINNERS - No 98 Joan Paterson No 38 Janine Brown No 12 Ian Kennedy

DATE FOR NEXT MEETING - Monday 10th September 


ANNUAL GENERAL MEETING - provisional date 22nd October

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