aa mins feb mar 08

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February 2008

March 2008

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NORTH KESSOCK AMENITIES ASSOCIATION   

MINUTES of MEETING held on at 7.30pm on Wednesday 6th February 2008 in North Kessock Hall     

PRESENT:
J.Lindsay (JL)in the chair; George Swanson (GS); Eliz. McLennan (EMcL); Keith Leech (KL); Angus MacLean (AmcL);
Joan Paterson (JP); John Tuach (JT) ; Margaret Mackenzie (MM); Janice Johnston (JJ);
APOLOGIES:

CHAIRPERSON'S WELCOME & ADDRESS - Joe Lindsay, the Chairperson welcomed everyone, and reported that although Mary Fulton was prepared to be co-opted, she was indisposed this month, but hoped to attend the next meeting.
He also reported that Highland Councillor Isobel McCallum had indicated that she would be attending the meeting to discuss matters of funding.

ADOPTION OF MINUTES OF 9th January
Proposed by Margaret Mackenzie Seconded by John Tuach

DETAILS                                                     (* * ) = ACTION BY
CORRESPONDENCE
A letter has been received from Margaret Blakey indicating her resignation from the committee. This was accepted with regret, and a letter of thanks is to be sent to her, on the committee's behalf. (JP)

MATTERS ARISING FROM MINUTES of 9th January

1. Local/Non-local designation
JL read out a draft of a letter he proposed should be sent/handed to each club, urging them to produce two A5 size posters, giving all their club details. He pointed out that these details could then be used to assess the level of rents that each club should be paying. It was agreed to proceed with this (JL)

2. Clubs - A5 s
JJ produced two A5 posters for the Country Dancing Class, but unfortunately these did not give all the information now required. JL offered to re-do them, as it was he who had changed the criteria (JL)
The Amenities Association is still to produce its own A5 poster (JT)

3. Filing Cabinet
An inventory of Bowling Club equipment etc. is still to be produced (EMcL)
An Inventory of the Carefree Club equipment etc is still to be produced (JP)
An inventory of the Front Door Cupboard has been produced, and is filed by JP
The old filing cabinet is still to be inspected, and "weeded" (JP) and (JJ)

4. Maintenance sub-committee

H&S Report: KL reported that the Health and Safety Executive were not aware of any H&S report having been done on the hall.
Gas Heaters; New rubber pipes and (possibly) regulators are still to be acquired for the gas heaters (KL)
Cooker; After a discussion re the merits of different sizes of cookers, it was agreed unanimously, that as a new glass door cannot be sourced, no further action should be taken at present.
Card Tables ;The card tables are still to be re-covered (KL). A sign has now been put up in the store by JL, to say that the tables must have a waterproof cover if used for food etc.
Light; A small LED battery operated light has now been fixed by KL, inside the switch cupboard on the stage.
Maintenance Day; A "maintenance day" to still be arranged, primarily to paint and decorate the kitchen (KL)
Meeting With Other Halls ; A meeting should be arranged between some of the committee and other hall committees to discuss funding etc (KL) & (GS)
Flag Pole; A.McL proposed that we enquire at Caley Marine regarding the possibility of acquiring an old boat's mast to convert into a flag pole. JJ seconded this proposal. After a discussion, JL proposed that we should proceed as already agreed, with the acquisition of a professional flag pole. This was seconded by JP. JL's proposal was passed 7 votes to 2., and A.McL withdrew his proposal.
Isobel McCallum is to be approached regarding help with funding. (JL)
JJ stated her dissent, and said she thought that she didn't think we should be spending money on a flag pole at this time, when other work was needing done.
Notice Board; After a discussion regarding the most suitable size of notice board, KL proposed a 15x A4 size, and this was seconded by MM. JL dissented saying that he thought that that size might be prone to wind damage when opened.
A vote approved the 15xA4 size by 8 to 1.
A revised price is to be sought, and Isobel McCallum is to be approached regarding possible help with funding. (JL)
Hall Sign ; JL produced a mock up photo showing what a blue " NORTH KESSOCK VILLAGE HALL" sign might look like.
JP proposed that we should delay the hall sign until after the flag pole and electrical work have been done. This was seconded by E.McL. JL proposed that we should proceed now with the provision of a hall sign. This was seconded by KL. JL's proposal was carried 7 votes to 2
JL stated that the current estimate for the materials for the sign was £240 plus VAT.
KL suggested that an estimate for fitting should be sought (JL)
Work List; KL distributed a list of work to be done, which gave ball-park estimates of cost, and indicated which work he considered could be done "in-house", and which should be "out-sourced"
KL stated he wanted an approach made to Isobel McCallum regarding the electrical and construction work, before he spends time seeking firm quotations. An approach is to be made to Isobel McCallum (JL)
Two electrician's names and two builder's names were suggested to KL.
KL suggested that he should seek only one estimate for work of this nature. JL stated he would not be happy with this as it could appear to be "patronage"
Coat Hangers; KL reported that damage had been done to several of the new coat hangers in the entrance hall during a 21st birthday party the previous Friday. They have now been replaced by the hall renters.
Spare Bulbs; KL reported that he had acquired spare bulbs and that these are now in the boiler room.
Boiler Room; JL reported that the Dog Training Club had been unable to reach their mats etc that night as the boiler room was locked. He had opened it for them.
It was agreed after a discussion that some space be made under the stage for their mats etc. This could be done during the "maintenance day". Until then, the boiler room should be unlocked.
Isabel McCallum ; Unfortunatelly, Councillor McCallum did not appear at the meeting. She is to be contacted (JL)
5. Thank you payment to Chrissie Logan
GS reported that he had given the "Thank You" card to Chrissie Logan, and that she expressed her grateful thanks.
6. Special General Meeting re AGM Date
JL reported that due to difficulties vis a vis the financial year etc, it would be best to abandon plans to alter the AGM date.
KL proposed that we should still alter the AGM date, but this was not seconded.
7 Web Site
JT has now started the site, and it is to be progressively built up. The name of the site was agreed to be
www.kessock-hall.info or .net (JT)
JT suggested setting up a central e-mail system, which each member would access. This was agreed (JT).
8. Programme for coming year.
JL proposed that we should run a dance on Saturday 17 May. This was agreed unanimously.
JL stated that there were three bands which have given prices
"Wall to Wall" = £270. Lindsey Weir = £330 Jock Fraser = £350
It was agreed to book "Wall to Wall" and KL was asked to confirm this (KL)
It was agreed that tickets would be £6, but that other details could be left till next month.
It was agreed to defer a decision regarding whether to run a BURNS SUPPER next year, till next meeting.
9. 100 Club membership
New metal tokens have been produced by JL
We are to attempt to encourage new members by putting out "invites" progressively round the village. (JL)
10 Booking procedures
A "procedure sheet" is still to be produced for the booking, invoicing, and payment for NORMAL HALL BOOKINGS (E.MCL)
It was agreed to adopt for use the revised FUNCTION booking procedure and Agreement form, forthwith.
Copies are to be circulated (JL)
11 Flags
To be continued.

TREASURER's REPORT
GS distributed his report. The current balance is £10,023.31.

ANY OTHER COMPETENT BUSINESS

a) Village Halls Summit ; A member may attend this (KL)
b) SCVO web site; A report is to be prepared. (JT)
c) JT reported that Kessock Hotel have said that they would no longer wish to support the Senior Citizen's Party. Unfortunately, due to an oversight, they did not receive a proper thank you for their support last year. It was felt that this was unfortunate.
d) JL suggested that it might be a good idea to have a Committee member's social meal some time in March, where members could talk without the need to follow an agenda. It was agreed that this was a good idea and that perhaps the White Cottage Tearoom might consider hosting it. It is to be pursued. (JL)


100 CLUB WINNERS : No. 54 Cath MacKay £25
No. 108 W Patience £ 15
No. 52 Ian MacFarquhar £ 10




NEXT MEETING Wed. 5th March 2008

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NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held on at 7.30pm on Wednesday 5th March 2008 in North Kessock Hall

PRESENT:
J Lindsay (JL) in the chair; Seoras Swanson (SS); Eliz. McLennan (EMcL); Angus MacLean (AmcL); Margaret Mackenzie (MM); Janice Johnston (JJ); Joan McLennan (JMcL)

APOLOGIES:
Joan Paterson (JP): John Tuach (JT); Keith Leech (KL)

CHAIRPERSON'S WELCOME & ADDRESS:
Joe Lindsay, the Chairperson welcomed everyone, and reported that Mary Fulton has decided not to come onto the committee.
He also welcomed Joan McLennan who has agreed to join us as Minutes Secretary on a trial basis and as a non committee member.

ADOPTION OF MINUTES OF 6th February
Proposed by George Swanson. Seconded by Margaret MacKenzie.

DETAILS                                     (* * ) = ACTION BY
CORRESPONDENCE
1. A card has been received from Chrissie Logan thanking the committee for her very unexpected ‘Thank You’ vouchers.
2. An application for a Public Entertainment Licence for 3 years has been received and has been duly filled in by JL
3. A booking enquiry has been received for a wedding on Sat 11th April 2009 by Nell Cheer and Hugh MacGillvray. They have requested a late licence until 1.30pm. A letter to be sent saying committee has no objections to this but to be aware of noise levels as the event will run into early Sunday morning. (MM)
5. Ring Craft Club have returned their January invoice stating that they have been overcharged. They were charged £8.50 per hour, but it had earlier been agreed that they should be charged £5.00 per hour until the April meeting, when rates will be revised. To be adjusted. (EMcL)

MATTERS ARISING FROM MINUTES of 6th February

1. Clubs - A5 s
Social Dancers and Indoor Bowling Club have handed in their detailed A5 Posters for the notice board.
All A5 Posters are now in.

2. Filing Cabinet - Inventories
An inventory of Bowling Club equipment etc for the filing cabinet has been received from EMcL
An Inventory of the Carefree Club equipment etc is still to be produced (JP)
The old filing cabinet has been inspected. Still has to be ‘weeded’ out. It was decided to keep relevant files for ten years for tax purposes and also plans, documents etc. Everything else to be thrown out. (JP) and (JJ)

3. Maintenance sub-committee
H&S Report: KL has reported that we may need a Health & Safety Report for the Public Entertainment Licence.
This to be looked into. (JL) and (KL)
Gas Heaters; New regulators are still to be acquired for the gas heaters. (KL)
Card Tables; The card tables are in the process of being re-covered. (KL)
Maintenance Day; (Sat. 8th March) JL reported that he had a team of 6-7 men and 3-4 women to help at the’ maintenance day’.
Painting and some joinery work etc will be carried out. JL asked permission to buy materials for the day including small step ladder and convector heater. GS and AMcL said they would bring tools. (JL)
Meeting With Other Halls; A meeting is still to be arranged between some of the committee and other hall committees to discuss funding etc (KL) & (SS)
Flag Pole; Knockbain Community Council and Councillor Isobel MCCallum have kindly offered to donate £200 each towards the flag pole. To be noted:- Thanks for Arthur Lobban’s help and thanks to (AMcL) who attended the meeting. JL also wrote to Morrison’s regarding help with funding but to date has not received a reply. As we now have £400 pledged, the committee agreed that the flag pole can now be ordered. (KL)
Notice Board; JL wrote to Planning Dept and we don’t need permission to erect Notice Board. The notice board is now to be ordered (JT)
Hall Sign ; JL reported that if Community Council apply for Planning Permission for Hall Sign, as our agents, the cost of the application will be halfed. JL to report to next meeting. (JL)
Work List; A report submitted by KL was circulated.

4. Web Site
JL reported that the web site was now up and running. It is still in the process of being developed by JT. The name of the site is www.kessock-hall.net (JT)






5. Programme for coming year.
a)It was agreed that the village dance which was proposed by JL for Sat 17th May should now be postponed.
b)The Flower Show will be on Sat 9th August. (EMcL) was asked to source judges. (EMcL)
The ‘Best Garden Competition’ was discussed and few members seemed to know much about it. It was suggested to re-think the competiton to allow gardens to be "nominated". The committee was asked to think about any changes to be made in connection with the Flower Show for next months agenda.

6. 100 Club membership
New metal tokens have been produced by JL.
We have acquired 48 new members. We are still hoping to increase that number to approx 100. (JL)

7. Booking procedures for Clubs and Functions
A "draft procedure sheet" for clubs is to be put on the ‘Hub’ for viewing.(JL). SS, EMcL & MM to have a look and adjust it as necessary.
(SS) (EMcL) (MM)
MM to get a small receipt book for deposits on hall bookings. (MM)

8. Flags
As KL not present it was decided to continue discussion at next meeting.

9. Village Halls Summit
No one from the committee was available to attend.

10. SCVO Web Site
A report on this has still to be prepared. JT to look into it and see what is of value. (JT)

11. Social Meal
JL has proposed a social meal for the committee in March or April. The meal is to be held be in the White Cottage Tearoom in North Kessock. This is to take the form of a relaxing social night away from committee business. The committee agreed this should go ahead and JL said he would put a list of available dates on the ‘Hub’.
It was also agreed that the meal should include partners and also the key holder & cleaner etc. (JL)

TREASURER'S REPORT
GS distributed his report. The current balance is £10,563.26.

ANY OTHER COMPETENT BUSINESS

a) EMcL brought up that there used to be a kitchen drawer full of tea towels, but this has now diminished. JJ stated that at last Social Dancers event some of the ladies had taken tea towels home to be laundered as they had used a large number. EMcL said that it was always the cleaner’s responsibility to clean the tea towels as this prevented them being removed from the premises. Some members did not think that this should be included in the cleaner’s duties. A notice is to put up for the attention of all clubs stating that they are responsible for the laundering and return of any tea towels used. (JL)
GS to look into acquiring more tea towels from Bookers. A pack for kitchen drawer and a pack to be kept for emergencies.(SS)
b) AMcL said he would be prepared to rub down and re-paint all hand rails around the hall in the better weather. (AMcL)
c) AMcL reported that there is to be a ‘Village Cleanup’ on Saturday 15th March organised by Arthur Lobban. Meeting place is the underpass leading to the Old Drumsmittal School Road at 8am for anyone able to help.
d) MM reported that she had not heard from Brenda Grant concerning her hall booking for 5th April, it was agreed she should be approached to see if booking is still valid. (MM)

100 CLUB WINNERS : No. 15 Ruby Crosbie £25
No. 22 Queenie Anderson £15
No. 51 Douglas Rodgers £10




NEXT MEETING Wed. 2nd April 2008


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