APOLOGIES:
Seoras Swanson (SS)
CHAIRPERSON'S WELCOME & ADDRESS:
Joe Lindsay, the Chairperson welcomed everyone, and thanked everyone for attending the meeting on such a nice evening.
ADOPTION OF MINUTES OF 2nd April
Proposed by John Tuach. Seconded by Margaret MacKenzie.
DETAILS (* * ) = ACTION BY
CORRESPONDENCE
1. Cheques have now been received towards the cost of the new flag pole. £200 from the Community Council and £250 from Morrison’s Sponsorship Committee wishing us success.
2. A note has been received from Diana Reid with regard to Edith Beveridge’s presentation, thanking the Amenities Committee for free use of hall and for donation of £100.
3. A letter has been received from Ron Gunstone of Killearnan Church of Scotland offering the Amenities Committee their cooker and hob which they have no further use for. It was decided to say thanks but no thanks.
MATTERS ARISING FROM MINUTES of 2nd April
1. Filing Cabinet - Inventories
Nothing more on inventories. Guidance still needed on what’s to be weeded out. Old ledgers, records and minutes remaining to be kept just now. (JP & KL)
KL offered to dispose of bag of papers, old cheque stubs etc more than five years old from filing cabinet. (KL)
2. Maintenance sub-committee
H&S Report;
JL reported that we now have the Public Entertainment Licence. He read out a letter from the Health & Safety people outlining a need for risk assessments to be provided from the committee and from groups using the hall. Also all electrical equipment should be tested annually and internal wiring tested every three to five years. A Health & Safety accident book was also suggested.
First Aid sign to be put on kitchen door and Hi Vis tape at door of store. (KL)
A lengthy discussion on risk assessment was undertaken. JL to put more detail on this into the booking agreement. (JL)
JT offered to look at booking agreement and see if it risk assessment wording could be included in terms and conditions as booking agreement is in danger of becoming a book! (JT)
Paintathon; SS was asked to check hall insurance to see if we were covered for using scaffolding, but was not present at meeting to report. If we are not covered, how much would it be to add for the day? (SS)
Scaffolding can be hired for approx £50 per day. Painting walls at front of hall needs to be done before sign goes up. Snowceming walls was also discussed. It was decided that work would need to be carried out on a weekday.
JL to organise date once he has discussed with SS. (JL)
Meeting With Other Halls; To be continued.
Flag Pole; The flag pole should arrive this week. Karen was asked if we can put it in her garden until it is ready to be erected. KL gave measurements of foundations needed and base plate needs to be cemented in. JL to approach Morrison Construction for digger and concrete work as they are working in Kessock on the new WWTW. (JL)
KL to organise a gang to erect. (KL)
(JL to pursue Isobel MaCallum again who had promised donation of £200 towards flag pole and also write to Tullochs asking for any help they can give us. (JL)
Notice Board; JL asked AM to take down old notice board and take away to repair, paint etc (AM)
It was good to see new notice board up. JL read out a list of ideas of what should be on notice board and asked JT to produce A4 & A5 posters to suit. (JT) JT also asked to get 3 more sets of keys for notice board. (JT)
External Building Works; KL reported that Simon Sharp had provided an estimate for harling wall around fuel tank etc at a cost of £1,100 + VAT. Mackintosh, Westhill also estimated for same and putting slabs on top of tank to keep water out at £718.00 + VAT. It was decided to ask Mackintosh to carry out the work. (KL)
Hall Sign; HC need measurements for sign to put forward for planning permission. JL progressing with this. (JL)
3. Web Site
JT reported that web site is up to date.
4. Programme for coming year.
Burns Supper; EMcL reported that the Bowling Club will not be taking date for Burns Supper. Owen Smith of Cubs and Beavers may take it. If not JL to offer date to Lifeboat Assoc. (JL)
The Flower Show; EmcL said that judges had been booked. JL had been in touch with last year’s judge, David Hazel for the ‘Best Garden’ section, but he isn’t available for this year’s competition. He suggested leaving it a year and he could do it next year. There followed a lengthy debate about whether to go ahead with ‘Best Garden ‘competition or not. JL wanted to leave it until next year. KL was in favour of keeping the competition in this year but on the basis of ‘Nominate a Garden’ instead. It was agreed to go ahead and nominations are to be anonymous. If not enough entries, garden section will not go ahead. KL to make up a leaflet with the help of JT to be distributed throughout the village. Leaflet to be ready to put out with schedules in early July. (KL) & JT) KL to source the judge for Garden section. (KL)
Sandy MacLennan happy to sponsor children’s section and certificates again this year. Everything else regarding flower show running to time so far.
JL to revise schedule and invitation letter by 4th June (JL)
5. Booking procedures for Clubs and Functions
Letter has been put out to clubs with new rates and booking procedure. Clubs were also asked to fill in form with their booking requirements for the calendar year. Most clubs have replied. New risk assessment details will now have to be added to booking procedure. (JL)
6. Flags
To be continued.
7. SCVO Web Site
JT has looked into this and reported that if income under £25,000 we can join with no fee. Access to info team will also be available on a range of topics i.e. risk assessment. It was agreed to join (JT)
8. Wedding Bookings
Richard Petrie has three dates booked for the hall. He will need to decide or he might lose the date he wants.
Nell has hall booked for a wedding next April. She has told us that the lady who is doing the catering is seeking a late licence until 1.30am on a sat night. The committee questioned was this possible on a sat night? MM to look into it. (MM)
9. Public Entertainment Licence
We now have this pinned up. It is valid for three years.
10. Beavers Sleepover
Beavers still trying to organise this. MM to speak to Owen again. (MM)
11. Edith’s Presentation
This event has been and gone and was very successful. Edith was presented with a watch and £600 approx. A thank you letter has been received from Diana Reid.
12. Bring & Buy Sale
Not happening this year.
13. Art Class Painting
Age concern has donated a painting to be erected in hall. It has a wooden frame and no glass. JP also gave the dimensions of painting for hanging. JP to keep us informed. (JP)
Treasurer’s report
SS not here. Report was circulated. Bank balance at end of April £10,677.58. Any questions ask SS or put it on the ‘Hub’.
Any other competent business
1.The aftermath of the recent 18th birthday party was discussed at great length. There was a lot of spillage in hall, broken glass and rubbish in and around the hall. The committee room had also been used. Spillage on carpet and broken clock. Also broken mirror in gents toilets. The noise level to residents in the village was also of concern. JL proposed to ban 18th and 21st birthday parties. KL said we should defer making a decision until we asked SS to look into the financial implications of not taking bookings for these parties. A majority of four voted that a ban on all birthday parties for under 21 yr olds involving alcohol. MM to use her discretion when receiving an enquiry. (MM)
AM took took gents mirror to repair/replace. He was also asked to source a new clock for committee room approx £15. (AM)
2. Also Dingwall Gaelic choir who had a function in April were annoyed that crockery and cutlery were not available for them. If they require this it must be stated at time of booking. This also to be put on booking procedure. (JL)
3. A letter has been sent to Julie MacDonald/Dog Training Club about the dog mess found in hall. In the letter they were told this behaviour would not be tolerated.
4.JL showed us the new tea lights he had purchased for use instead of using candles.
5.JP asked if we could have number to stop door alarm. (JL)
6. KL has fixed light in kitchen. He suggested buying a catering first aid kit for kitchen. (KL)
100 CLUB WINNERS :
No. 41 David Jardine £25
No. 130 Catherine Cumming £15
No. 114 Bruce Adams £10
NEXT MEETING Wed. 4th June 2008
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