1. JL sent a letter to Tulloch Homes requesting a donation towards our flag pole and Senior Citizens Party. We have received a cheque from them towards the Senior Citizens Party for £250. JL has sent a letter expressing our thanks.
2. JL sent a letter to Isobel McCallum on 9th May asking if she is now not able to help with a donation towards the flag pole. A Discretionary Budget application form has now been received, duly filled in and returned (asking for £200 for flag pole, £175 for notice board, and £150 for hall sign).
3. A Scottish Water account for £000 has been received and passed on to SS.
4. A bill from Mackintosh Builders has been received for recent ground works carried out. This has been passed to SS.
5. An AGM agenda and application form has been received from Ross-shire Voluntary Action. This has been passed to SS.
6. Thank you letter from Clic Sargent, confirming they will use the Committee room on `15th June. This has been passed to MM.

MATTERS ARISING FROM MINUTES of 7th May

1. Filing Cabinet - Inventories
KL has now destroyed all financial records, papers, etc up to 2003. We still need to go through files and records to see what is to be kept for historical value. (JP & KL)

2. Maintenance sub-committee
H&S Report; KL has now put black & yellow hazard tape on all floor levels. A first aid location sign has been fixed to the kitchen door. Also the broken paving stones have been replaced and the remainder have been re-set. An accident book is still to be bought and a firm still to be sought after for testing all electrical equipment. (KL)
Paintathon; This has been set for w/b 9th June, Tuesday or Thursday. Scaffolding to be collected. It was agreed that Magnolia would be an acceptable colour for the walls. Preparation work would be needed the night before. Hopefully as many members, family & friends as possible can help out. (JL)
Meeting with Other Halls; To be continued.
Flag Pole; The new flag pole has been erected and not a moment too soon as the old one fell apart when it was dismantled. Thanks must go to Morrison Construction who helped with digger work etc. One of the new fixings has broken and KL has ordered two new ones plus a cover for bottom plates/bolts so that it cannot be tampered with.
Notice Board; JT not present at meeting but it was thought the notice board is up to date. AMcL has tidied up and painted the old notice board with help from KL. Thanks go to both of them. It looks good.
External Building Works; Macintosh Builders have carried out the work satisfactorily. It was agreed to write to Simon Sharp saying he was unsuccessful on this occasion but thanking him for providing a price and hope he will be able to provide us with quotes for future works. (JP)
Hall Sign; JL has sent in drawings that the planning dept have asked for. No progress as yet.
Functions; On the last three occasions KL has been called out because there are no paper towels and toilet rolls in the toilets. The social dancers have also complained of the floor being sticky. JL to be asked to discuss the problem with Lizzie MacLaren, the cleaner. (JL) There were two mirrors needing attention in the toilets. KL & AMcL have replaced one and re-fixed the other.
Fire Alarm System; The report was submitted to Macgregor’s who followed up with a plan of works and some other issues e.g. a smoke alarm is needed in Committee room; exit signs are outdated and not considered emergency exit lighting. It was decided to leave McGregor’s to progress.

3. Programme for coming year.
Burns Supper; It seems that no-one we have contacted wants the hall for a Burns Supper this coming year. JL has suggested advertising the date. (JL)
The Flower Show; A copy of the altered schedule and ‘invitation to enter’ was read out in JL’s absence. EMcL said we should remove reference to garden section. Everyone was happy with rest of content. Copies of schedule for printing to be passed on to JT and JL will print ‘invitation to enter’. (JT & JL) KL reported that he had approached Bogallan Nurseries asking if they would judge gardens. That was three weeks ago and we have had no reply. It was agreed it was getting a bit late to include the garden section this year. MM to deliver invitation letter to the headmistress at the school. (MM) Everything else on the planner seemed to be up to date.

4. Booking procedures
There was a discussion about the section to be added relating to the hire of crockery. EML said that it was the community who originally raised the money to buy the hall crockery when the hall was built and there should be no charge. It was agreed that it should be made clear on form that there is some crockery available in the kitchen but if larger amounts are required it must be requested at time of booking. The committee agreed that they were happy with the other additions about ‘risk assessment and consumption of alcohol’. Pass on to JL for alteration. (JL). Cubs, Beavers and Social Dancers still have to return their booking forms. Also Club booking agreement for regular clubs still need to do risk assessment to identify risks.

5. Flags
There was a discussion about use of the flag. Some people said the flag should fly at full mast for marriages and births as well as half mast for deaths in the village and surrounding areas. JL had suggested in his absence that a notice could go up in the new notice board with relevant details. This would then explain to people why the flag was flying. The Committee stated that this would have to be tastefully done and all information would have to be double checked, especially in the case of a death. Also permission from the deceased’s family would have to be given for such a notice to appear on the notice board. Then the question arose of who would contact the family at such a difficult time. EMcL offered to draft a flyer to let people know of this facility and to gauge response. It could go out with the flower show schedule. To be discussed at greater length at next meeting. (EMcL)

6. SCVO Web Site
JT was not present at meeting so no report available.

7. Wedding Bookings
There is still no response from Richard Petrie who has three dates booked for the hall in September. It was decided that if there are any other enquiries for these dates to now let them go. (MM)
Nell and Hugh have hall booked for a wedding for 9th April next year. MM reported that the caterers are applying for a late licence and once they have it, they will pass on to the committee plus deposit. It was agreed to find out who caterers are and liaise as committee are worried that the licence might cover their own premises but not Kessock Hall. (MM)

8. Beavers Sleepover
Doubtful if this is now going ahead. (MM)

9. Art Class Painting
Age Concern has donated a painting to be erected in hall. No further information is available yet on this item. (JP)

10. Repairs after 18th Birthday Party; A discussion took place about costs to repair damage after the 18th birthday party. The cost of repairs i.e. broken clock & mirror plus the time taken to clean up hall the next day to be taken off the deposit. A cheque for £50 to be returned. (SS &MM)

11. Crockery;
This was dealt with previously under booking procedures.

12. Dogs
The recent problems with the dog clubs were raised and the question of whether they are running profit making classes or not. This of course would make quite a difference to the rent of the hall per hour. After discussion the committee felt that they would have to go with the information provided on the booking agreement and proceed on trust.

Treasurer’s report
GS distributed his report. The current balance is £9,990.39. KL suggested it might be worth keeping an eye on interest rates. (SS)

Any other competent business
1. A request from Margaret Blakey for use of hall on 19th December 2008 from Margaret Blakey for combined churches carol service. No charge. (MM)
2. KL suggested the treasurers report should now come at the top of the agenda after ‘Adoption of Minutes’ as it could be particularly relevant to items being discussed further down the agenda. It was agreed unanimously. Also KL thought it would be helpful to have report circulated before the meeting. (SS)


100 CLUB WINNERS :

No. 10 Vivien MacFarquhar £25
No. 8 William MacDonald £15
No. 161 David Gray £10




NEXT MEETING Wed. July 2nd 2008

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NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held at 7.30pm on Wednesday 2nd July 2008 in North Kessock Hall

PRESENT:
Joe Lindsay (JL) in the chair; Seoras Swanson (SS); Eliz. McLennan (EMcL); Angus MacLean (AMcL); Joan Paterson (JP); Joan McLennan (JMcL)

APOLOGIES:
Margaret Mackenzie (MM); Keith Leech (KL)

CHAIRPERSON'S WELCOME & ADDRESS:
The chairman welcomed everyone and thanked them for coming, especially since Wimbledon was on at the moment. The meeting was duly opened.

ADOPTION OF MINUTES OF 4th June
Proposed by Seoras Swanson. Seconded by Joan Paterson.

Treasurer’s report
(SS) distributed his report. The current balance is £8,151.01.


DETAILS                              (* * ) = ACTION BY
CORRESPONDENCE
1. JL has received a letter from Evelyn MacDonald, 61 Ferry Brae, pointing out that she was still waiting for her Hall Booking deposit to be returned to her after a party she had for her sons 9th birthday a few weeks ago. She went on to point out that she thought the large deposit was putting people off using the hall and was such a deposit really necessary for a children’s party.
2. SS has received a Grant Aid application form from the Highland Council requesting it to be completed and returned with a copy of our Child Protection Policy.

MATTERS ARISING FROM MINUTES of 4th June

1. Programme for coming year.
Burns Supper; No response so far for this date. JL to put dates (Fri 23rd & Sat 24th Jan 09) on web site informing groups that these dates are free for hire. (JL)
The Flower Show; The flower show planner was discussed at great length to make sure we are up to date. JL handed out invites for each committee member and they were given an area in village to hand deliver. He had hoped JT would be present at the meeting to hand out schedules also. There was a discussion about whether to hand deliver invites and schedules to outlying districts. JL thought it was costly and time consuming. Instead posters should be put up in the districts informing folk that they can get their schedules from the local Spar. EMcL didn’t agree and thought that it was discriminating between the village and districts. Most of the actions listed on planner were up to date.
EMcL has located the cups and will print score sheets and certificates. (EMcL) She has also kindly offered to provide the table covers for the home baking section. (EMcL)
SS to get table covers for teas & buffet; winners stickers; gifts for judges & auctioneer, etc. (SS)
AMcL & KL to take out all tables and check over to see if any require repairing, also to erect road signs Mon 4th Aug. (AMcL & KL)
Revision of posters could not be discussed as JT not present.
A list of committee members available to help was made up for setting up on Fri night at 7pm and for the show on Sat.
JL to ask Graham Low if he would be willing to help again logging cash at the afternoon auction along with SS. (JL)

2. Flags
JL stated that he was not happy with the flyer which was to be put round households asking them if they objected to notices with details of births, marriages and deaths being put in our notice board when the flag is flown.
He proposed that a simple notice in the notice board saying ’the flag is flying today for …" would alleviate the problems which could arise with incorrect information being displayed. KL had offered to gather such information but the committee were happy to use JL’s proposal, at present (JL) JL also proposed we should fly flag for special occasions i.e., Burns Day; Queens Birthday; St Andrews Day; Xmas Day etc. A vote was taken in favour of this proposal . It was decided not to send out the flyer at present and as KL was not at meeting to discuss.

3. Booking procedures
EMcL asked about the statement in booking form ‘small amount of crockery available in kitchen’, how much was a small amount? JL replied enough for 20-30.
A discussion took place about large deposits and the need for them if no alcohol was being consumed at a function. It was decided to alter the booking agreement to accommodate this new clause. JL to do this and send letter to Evelyn MacDonald informing her of the changes to booking procedure. (JL)
All paperwork now to be fast tracked after a function, where a deposit is involved, and hopefully any deposits returned quickly. (MM, EMcL, SS)


4. Dogs
The question of running profit making classes and not being charged business rates came up again. JL still feels that Julie MacDonald’s dog class should be classed as a business. He suggested keeping this item open for more consideration until more of the committee are present.

5. Maintenance sub-committee
H&S Report; No report as KL not present.
Paintathon; JL reported that this had been a successful day and the hall was looking good. He suggested at some point in the future for us to organise a team to paint doors and underbuilding.
Meeting with Other Halls; To be continued.
Flag Pole; The new base cover has been received, but the replacement top piece has not.
Hall Sign; JL has now received planning permission for the sign and a quote from Acorn Signs to supply and erect @ £300 + vat. The sign will read ‘North Kessock Village Hall’. It was agreed to go ahead with order. (JL)
Fire Alarm System; JL has written to McGregor’s asking for quotes for control panel to be replaced; replace old exit signs with new illuminated signs; smoke alarm for committee room & heat sensor in kitchen, etc. Waiting for prices.
Boiler; The boiler was serviced on 01/07/08 at a cost of £76.50

6. SCVO Web Site
JT was not present at meeting so no report available.

7. Wedding Bookings
MM not present but left notes with JL. Richard Petrie’s wedding dates probably not going ahead now at this late stage. With regard to Nell Cheers wedding next April, the caterers are dealing with applying for late licence and when they have a copy will forward to us. (MM)

8. Beavers Sleepover
No further information on this. (MM)

9. Art Class Painting
To be carried on. (JP)

10. Repairs after 18th Birthday Party;
A cheque has now been returned to the organisers of this party. After repairs deducted etc the remainder of deposit was £50.

11. Filing Cabinet - Inventories
More weeding still to be done. (JP & KL)

Any other competent business
1. JL asked the question, does the committee room automatically become available with the hire of the hall. EMcL said no, it had to be booked and paid for separately. It was decided to make 2 new fobs so that keys for committee room and hall can be separated. (JL)
2. SS read out his report from a meeting he attended on Black Isle Wards Forum held on 12/06/08. The key message coming from councillors present was that there will be funding and grants available hopefully in the near future totalling approx £59,000. This would be to replace ‘renewables’ for local village halls. SS will keep us updated with more information. (SS)





100 CLUB WINNERS : No. 44 Murray MacEwan £25
No. 69 Joan Murran £15
No. 138 Lesley McLachlan £10





NEXT MEETING Wed. 6th August 2008

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