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aa mins 2007 sep/oct

September 2007

October 2007

.NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held on at 7.30pm on Monday 10th September 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); Janice Johnston (JJ); Kate Brown (KB); Keith Leech (KL); Owen Smith (OS).

APOLOGIES: None

CHAIRPERSON'S WELCOME & ADDRESS - The Chairperson welcomed the members, and thanked those who had cleaned the hall.

ADOPTION OF MINUTES OF JULY MEETING - Proposed by K Leech, seconded by Joan McLennan.

DETAILS (* * ) = ACTION BY

CORRESPONDENCE
A letter has been received from Scottish Water re changes to standard terms and conditions. This was noted.

MATTERS ARISING FROM PREVIOUS MINUTES
1. Hall roof -
The roof repair has been completed by James Dingwall, and the plasterboard has also been repaired. The plasterboard and associated areas are still to be painted.

2. Hall Floor -
KL and JL have cleaned this with "maintainer" and recommend that we should apply one coat of emulsion
per month (KL) and (JL), with the floor being cleaned by the hall cleaner using "maintainer" in between times. The buffing machine appears to be too abrasive and is not to be used. KL suggests that we eventually sand the floor down, seal it, and start with emulsion again. KL says that McGregors sell 14" squeegee mops, and it was agreed that we should buy two at about £24 each (KL).

3. Trustees -
JP has been working to get the new document signed by the Trustees, but due to the death of George Sharp, the document will require to be redrawn and re-signed. This is to be progressed by (JP).

4. Electrics -
The Stephen Cribb report has been read and the general opinion was that it was "superficial".
MB arranged for the lights which had been causing concern to be replaced by Jackie Morrison, and this has been done, although the extent of the work carried out by him is unclear.
Jackie Morrison has suggested that we should have a new fuse box.
OS said he thought that the report by Stephen Cribb overstates the lighting costs, and suggested that electricity costs may be going elsewhere.
KL suggested that we look at the larger concept relating to heating/ventilation/acoustics.
It was agreed:
1) To form a "Maintenance Sub-Committee" after the AGM;
2) That each member should bring a list of what they consider the hall could do with in relation to maintenance/improvement, to the next meeting.
3) To give further consideration to Stephen Cribb's report.

5. Cleaner -
There has been no response to the adverts.
It was suggested that we should put an advert in the Job Centre.
KL suggested we should consider whether the rate of pay was high enough for the job.
The possibility of paying a rate/hour, rather than a 4 weekly sum was discussed with no resolutions.
It was suggested that an advert be placed in the Inverness Courier (JP).
CL agreed to carry on the cleaning on a temporary basis for a further month at the current rate of pay.
An enquiry is to be made to the Job Centre regarding placing an advert. (OS).

6. Local/Non-local designation -
Carried forward.

7. Oil Tank -
This has not been done yet. George Brown is to be asked again. (CL) .

8. Flower Show -
All cups are now back for engraving.
As there is no more room on the Haig Rose Bowl, it was agreed that a base is made for it to allow further names to be added (EMcL).
Disappointment was expressed about the poor number of entries to the Children's section again this year.

9. Fundraising/Grants -
carried forward

10. Members' Contact List -
This has now been circulated. JL asked if he could have members' e-mail addresses to facilitate sending out Minutes etc and some members agreed.

11. Invitations to AGM -
An advert is required to be placed in the Post Office, etc. giving 1 month's notice of the date of the AGM (JP).
An Agenda for the AGM is to be produced and made public one week before the AGM. (JL).

TREASURER'S REPORT - The end of August is the end of our financial year.

Instant Access Account - £9,379.91 Current Account - £378.00

JL questioned a figure of approximately £300 which had been paid to Jimmy Dingwall for work he did in the kitchen.
JL said that he was "uneasy" with the practice of awarding work of this value to others without any reference to the Committee.
CL stated that the work had been awarded to Jimmy Dingwall at the same meeting as he had been awarded the "contract" for mending the roof, and that she had asked other members to come to that meeting, though only she, MB, and KL were available.
KL stated that he did not recollect the awarding of the kitchen work, but he had arrived after the meeting had commenced.

ANY OTHER COMPETENT BUSINESS

1. Alarms -
JP asked if the Committee members might be made aware of the system regarding the door and fire alarms in the hall. This was done, and members are now aware of the procedure and code.

2. Complaints re 18th Birthday Party on 14th August -
CL reported that she had received complaints related to drinking and swearing outside the hall. There was discussion regarding possibly declining bookings for 18th birthday parties in future.
OS informed the Committee that there is now a legal ban on consumption of alcohol in public places in North Kessock.
It was decided that the Hall Booking Form should have the following words added -
"IT MUST BE NOTED THAT THERE IS A LEGAL BAN ON CONSUMPTION OF ALCOHOL IN PUBLIC AREAS OF NORTH KESSOCK" (JL)

3. Whist Drive -
There will be a whist drive on 21st September.

4. AGM, Chairperson's Report -
JL suggested that perhaps the Chairperson should make the report at this year's AGM, rather than the Secretary
(CL) to consult with (JP).

100 CLUB - No 12 - Ian Kennedy £25: No 189 - Colin Morrison £15: No 170 - David Saunders £10:

DATE FOR NEXT MEETING - Monday 1st October 2007.

NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held on at 7.30pm on Monday 1st October 2007 in North Kessock Hall

PRESENT:
C. Logan in the Chair; M Blakey; J Johnstone; E McLennan; J Paterson; K Brown; J Lindsay

APOLOGIES: O Smith; K Leech; J McLennan

CHAIRPERSON'S WELCOME & ADDRESS - C Logan welcomed those present.

ADOPTION OF MINUTES OF SEPT MEETING - Proposed by J Paterson, seconded by Janice Johnstone

DETAILS (* * ) = ACTION BY
CORRESPONDENCE
1. JP reported that she had received a letter from the Country Dancers with a £300 donation. She has replied to them, with thanks.

2. CL reported that she had received a letter from the Country Dancers asking to book the hall for 27th February 2009. CL stated that this caused difficulties as the booking diary at present only went up to the end of 2008. It was agreed that JJ (Country Dancing rep) should arrange for them to re-book, in writing, next January. (JJ)

MATTERS ARISING FROM PREVIOUS MINUTES
1 Hall Roof - The plasterboard in the entrance hall and toilet is still to be painted. The leak appears to be fixed. The bill for the work has been received from J. Dingwall, and paid.

2. Hall Floor - KL is still to acquire larger squeegees, and KL and JL are to continue with monthly maintenance of the floor. (JL and KL)

3. Trustees - JP reported that the re-written Deed of Trust is in the process of being signed by the new Trustees, and she hopes this will be completed by the time of the AGM. This is to be progressed by JP. (JP)

4. Electrics - No further work has been carried out on the electrics.

5. Cleaner - CL reported that we now have a cleaner who is Lizzie McLaren from Coulmore Caravan Park. She stated that this arrangement was on the basis of a one-month trial, but that so far, everything seemed satisfactory.
JL asked if there had been any other interest in the post, and CL stated that another person had "put a wee note through her door saying she would be interested", but that she (CL) had not followed this up. JL stated he wished to register his strong objection to the fact that this matter was not brought to the Committee for approval before anyone was appointed. He stated that he knew the other person who was interested, and that he had in fact advised her to write to the Secretary with a view to having her application discussed at the Committee meeting.
JL asked CL if she had responded to the person's note, and CL said she had not.
JL asked CL what were the circumstances of Lizzie McLaren being offered the post, and CL stated that it was the result of a chance meeting in the local Spar shop.
JL again stated his objection to the way this had been done, and stated that he thought that sometimes the Committee was treated with contempt by some of its members. This was disputed by most of the members there.

6. Local/Non-local designation - carried forward.

7. Oil Tank - CL stated that this work had not yet been done, and should therefore be added to a "maintenance list".

8. Invitations to AGM on 22nd Oct - Agenda Posters to be put up weekend of 13th/14th October.
A note was read from J McL saying that she had put AGM posters to the Spar Shop and Post Office, and asking for 4 AGM "invitations" to be left at the Spar shop for her to distribute in Kilmuir.
JL pointed out that the AGM posters should be put up one month before the AGM, but the Committee decided that in this case, putting the posters up now would be adequate. JL handed out batches of "invitations" to be distributed to every door in the village, hopefully about a week before the AGM.

9. Maintenance List - A "wish list" of maintenance/improvement work was handed in by the following members - JJ, JP, OS, and JL. These lists, along with the Bell Ingram report, are to be kept and handed on to a "Maintenace Sub-Committee" if one is formed after the AGM.

TREASURER'S REPORT - Interest Account £10,453.91 Current Account £493.97

ANY OTHER COMPETENT BUSINESS

1. Pre-booking Limits - The question arose as to how far in advance any person or group should be able to book the hall. It was agreed that bookings should be in writing up to a maximum of one year in advance.

2. Telephone Costs - EMcL suggested that CL should receive re-imbursement of her telephone costs in relation to hall duties. CL stated that she could not say how much they were. There was a discussion regarding how to make a fair estimate of the costs, as it was thought that a simple "ad-hoc" payment would be inappropriate. It was agreed that CL should receive re-imbursement, and it was suggested to her that she might provide figures on which a fair and justifiable payment could be made. (CL)

3. Flower Show Printing Costs - CL suggested that the Committee should give JMcL a donation of £50 towards the printing costs of the Flower Show schedule and insert which came to approximately £72, and which she covered herself. This was proposed by CL and seconded by JP and carried unanimously.

100 CLUB WINNERS No 116 Willie Gillies £25: No 79 Joan McLennan £15: No 12 Ian Kennedy £10

NEXT MEETING - ANNUAL GENERAL MEETING Monday 22nd October 2007 - 7.30pm for 8pm

It was agreed that the AGM Agenda should be displayed one week before the AGM. One copy was given to CL for the Hall notice board, and one copy to KB for the Spar Shop. Others would be arranged by JL. (CL) (KB) (JL)

Invitations to AGM - the distributors would be:

Drumsmittal Road (EMcL)

Meadowbank
Millbank (CL)
Ferrybrae

Bellfield Drive
Bellfield Road (MB)

Mill Crescent
Old Mill (JJ)
Charleston

Kilmuir (JMcL)

Other areas (JL)

The Invernesian - the Inverness Directory