CORRESPONDENCE
1. SS reported that the new PRS certificate has been received and should be displayed on the notice board in the hall. (SS)

2. He has also received a renewal notice for hall insurance policy from Giles Brokers for £1,765.89. Current policy doesn’t run out until 19/08/2008 so this gives us a couple of weeks to source other quotes. SS asked to do this and also to ask if Council can insure us. (SS)

3. JL has received a grant from Diane Agnew of the Highland Council for £525. This is to go towards payment of the new flagpole, sign, and notice board. JL has asked for anther grant application form to be sent out as he is waiting for quote for a new control box for fire alarm from Macgregor’s. (JL)

4. JL has received a letter from Neil MacDonald who is a piper and lives in the village. He works offshore and used to have an arrangement with previous committees, in that he had his own committee room key so that he could practice in the early mornings when he was home. He is asking can he have the same arrangement with the new committee offering his services in return to the hall i.e. playing at functions etc.

MATTERS ARISING FROM MINUTES of 4th June

1. Programme for coming year.
Burns Supper; MM reported that the man who recently held the accordion exhibition/demonstration was keen on a Burns Dance date, but wanted it in February sometime.
The Flower Show; SS reported that he could not source the 1st, 2nd, 3rd prize stickers used in the past. He is going to print stickers using Avery paper. (SS) JL went over flower show procedure in detail and reported that all was in hand. He reminded everyone to take a prize for the raffle if possible and setting up to be on Friday night at 7pm.

2. Flags
JL reported to KL who was not at last meeting that special occasion dates had been decided on which we might fly the flag. These were Burns Day; Queens Birthday; Flower Show; Remembrance Day; St Andrews Day; Senior Citizens party; Xmas Day & New Years Day. It was also decided to ask the Spar shop to display the notice regarding flying of the flag.(JL) KL suggested having a village flag and asking the school children to design it. This item to be put on next meetings agenda for further discussion. (JL) KL to look into costings for this meanwhile. (KL)
JL suggested having our own bunting for future events. JL to bring prices to next meeting. (JL)

3. Booking procedures
JL to add 30 day ruling for payment of invoices. (JL)

4. Dogs
JL stated that he still thinks Canine Dogs are running a business and should be charged accordingly. KL wanted it recorded in the minutes that Health & Safety rules state that dog classes are not allowed in village halls. Risk Assessments should be carried out by both dog classes and they should be asked to produce them for scrutiny by the committee. (JL) JL proposed to defer altering charges for Canine Concerns, but he will write to them saying that we require a Risk Assessment (both dog classes). (JL) Keith Leech asked that Liz Hughson from Highland Council be contacted with regards to dog classes and health risks. (JL)
EMcL asked that we write to Community Council asking for ‘No Dog Litter’ signs and bins in North Kessock. Also the ‘No Dogs’ sign has disappeared from the park. JP to write to Owen Smith, Chairman of Community Council. (JP)

5. Maintenance sub-committee

H&S Report;

Part of this was covered in Dogs section. JL reported that we needed more ‘No Smoking’ signs for hall as previous ones were removed by party goers at a recent function. (SS) Electrical equipment still to be checked. (KL) AMcL & KL repaired tables. They say it is time to think of replacements as some of the tables are in a state of disrepair. JL to check prices and look into grant aid. (JL)
Tube light in gents toilets not working, reported by the cleaner. KL to look into replacing it. (KL). SS to get prices for new paper towels. (SS)

Paintathon; AMcL to organise a team to paint doors and under building. (Blue/Grey in colour). Also to look into materials needed i.e. paint, brushes etc. (AMcL)

Meeting with Other Halls; Nothing further.

Flag Pole; We now have the new base & top pieces for the flag pole which will have to be fitted. KL to organise a team to carry this out. (KL) KL has 1No flag pole key. The other is in the filing cabinet. JL to get 2No more sets of hall keys. (JL)

Notice Board; EMcL now has a key for the notice board. SS and JL and KL also have keys.

Fire Alarm System; KL stated that the fire alarm system and first aid box should be checked regularly i.e. monthly. KL to prepare check lists for completing and to display in kitchen. (KL) JL to chase quote for fire alarm system. (JL)

Boiler; The boiler has been serviced.

Wheelie Bin; After a recent fire walking event in which turf was used, a large amount of turf was deposited in the bin after the organizers were specifically asked not to. This action has now resulted in a buckled wheel. Prices for a new bin were discussed - £350 + carriage for a 1000 litre bin. It was decided to leave this item as the bin is emptyable at present, but to deduct £60 off deposit being held for this event and this amount to go towards damage to bin. (MM), (SS), (EMcL)

6. SCVO Web Site
JT is unlikely to manage to attend the committee meetings from now on. He will however keep on the Hub and Amenities Web Site. (JT) Mark Preston stated that he does Web producing in his line of work and has offered his help. (MP)

7. Wedding Bookings & Functions
MM reported that there had been three wedding enquiries for 1st, 2nd, and 22nd May 2009.
Still no date confirmed from Richard Petrie for his wedding. JL to ask him once more if he needs these dates. If not they will be removed from the diary. (JL) (MM)
Nell Cheer who is getting married on Sat 11th April 2009 asked if they can come in on Sun 12th to clean up. The committee decide in favour of this but they will be charged. (MM)
MM has received an enquiry from Fiona MacDonald who is organising a 40th Birthday party for Alex Smith. She asked if there would be no charge as Mr Smith disabled. The committee decided that there would be the normal charge but we will waive deposit as they say there will be no alcohol at the function. (MM)

8. Beavers Sleepover
This did not take place.

9. Art Class Painting
To be continued. (JP)

10. Filing Cabinet - Inventories
On going. (KL) & (JP)

Any other competent business

1. Back to the Piper; KL suggested that the piper Neil MacDonald should be allowed to use committee room for practice and should make a donation. JL said that we shouldn’t set a precedent. Neil should book the room and pay for it. JL to reply to Neil MacDonald asking for committee room key back and to book under normal procedure. (JL)

2. KL suggested that the hall should look more comfortable to encourage new wedding bookings. This to be discussed further at next meeting.

3.The committee room key had been found and returned to Hughie Ross. A discussion then took place about keys and current key holders. Another two sets of keys are to be made up for (MM) and (AMcL). (JL) Committee room keys & hall keys are to be separated. (JL)


100 CLUB WINNERS : No. 61 Chris & Helen Stuart £25
No. 39 Megan MacKenzie £15
No. 24 D Sinclair £10





NEXT MEETING Wed. 3rd September 2008

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NORTH KESSOCK AMENITIES ASSOCIATION

MINUTES of MEETING held at 7.30pm on Wednesday 3rd September 2008 in North Kessock Hall

PRESENT:
Joe Lindsay (JL) in the chair; Seoras Swanson (SS); Elizabeth McLennan (EMcL); Joan Paterson (JP); Keith Leech (KL); Joan McLennan (JMcL)

APOLOGIES:
Angus MacLean (AMcL); Margaret MacKenzie (MM)

CHAIRPERSON'S WELCOME & ADDRESS:
The chairman welcomed everyone and thanked them for coming. He congratulated everyone on the success of the recent flower show which went very well.

ADOPTION OF MINUTES OF 6th August:
Proposed by Seoras Swanson (SS); Seconded by Elizabeth McLennan (EMcL)

Treasurer’s report
(SS) distributed his report. The current balance is £8,413.54.
He also reported that by changing our insurance to one run by the Highland Council, the cost has been reduced from £1750 to £500 per annum, which is a considerable saving. There are still a couple of invoices outstanding.


DETAILS                            (* * ) = ACTION BY

CORRESPONDENCE
1. JP, MM and JL have all received letters from Julie MacDonald of Canine Concerns. JL read out his letter which said that she had decided not to use the hall from now on for various reasons and had found an alternative venue.



MATTERS ARISING FROM MINUTES of 6th August:


1. Programme for coming year.

The Flower Show Report; SS reported the income was £663.70 from this year's flower show . Everyone agreed that it went well. JL has put a planner on the hub with ideas of how we can improve things for next year. He also reported that a directive from EEC regarding new Health & Safety regulations on the sale of baking to the public after it has been on display at such events could be a problem for us from now on. KL suggested carrying out a risk assessment on the flower show, particularly the baking section to see if we can find ways round this problem. JL to check on internet on what was actually stated in the press. (JL)

AGM; JL distributed poster and agenda for approval. The posters have to be up 28 days before AGM. It was decided poster and agenda should go up at the same time. JL to put copies on hall notice boards and Community Council notice board on the 13th Sept. JL also distributed the invite for approval, which needs to go out after the 1st October meeting. KL suggested a change to line 2 which now reads: ‘We are a small group of local volunteers, whose job is to run & maintain the village hall on behalf of the community’. This was agreed. (JL) It was also agreed to add ‘Tea & Biscuits’ to invite. (JL) JL to price the printing of 300 copies A4 sheets, and seek approval on the hub for the expenditure. (JL)
Constitution; JL reported that he thought there should be some some changes made to the Constitution and Deed of Trust to safeguard the committee for the future and these changes if agreed should take effect and be approved at the AGM on 13th October. These changes were discussed at great length with all members present airing their views on the changes. There were some changes unanimously adopted and others rejected. JL to supply amended copies to all the Trustees and committee members and to put up copies along with the AGM Agenda on the notice boards.(JL)

Senior Citizens Party; This is to be held on the 12th December this year. JL to approach Joan at the café to see if she is willing to do the catering again this year. Everyone to come to next meeting with ideas on how it will be run. (JL)

2. Flags
JL asked how long did the committee think the flag should be kept at half mast? It was agreed that it should be a maximum of 2 weeks after someone has died. KL came back with costings of designing a village flag. A double sided flag with artwork would be in the region of £200 + vat and delivery. KL to look into it further and come up with an action plan of how we go about it. (KL) EMcL said that it might be worth considering Susan Beveridge as she had made the Bowling clubs flag.

3. Dogs
Risk Assessment; Both dog clubs have been asked to provide risk assessments. We won’t be getting one from Canine Concerns as they are vacating the hall. It was agreed to give Ring Craft another month before reminding them again. (JL)
Fouling Signs; JP has written to Highland Council‘s Dog Warden and the Community Council with regard to signs.
As yet no response. (JP)





4. Maintenance sub-committee
H&S Report; KL reported that the blue chair has been repaired. A list has been put up in kitchen for checking fire alarm system and first aid kit. KL said the light in gents can’t be fixed. A new unit is needed. A.J. Morrison’s (electrician) telephone number was given to KL. (KL) KL now has an accident book. Anyone having an accident at the hall is required to fill in the details and keep a copy and leave a copy in book for our records. It was decided this should hang on the notice board. (KL) Appliances still need to be tested by an electrician. (KL)
Painting; AMcL has done a lot of painting to under building and doors recently. The committee wants to record a vote of thanks for all his time and hard work.
Flag Pole; KL reported that the flag pole had been dropped and the cover for bolts etc had been applied.
Fire Alarm System; JL has received a quote of £710 + vat from Macgregor’s for improvements to the fire alarm system. This includes a 2 zone control panel, smoke detector in committee room, heat detector in kitchen and 3 illuminated light signs. JL said we should try for grant aid for the first three items.
New Tables; At the same time add new tables to the list. JL said 1No 6ft x 2ft 6in table is £40 + vat + carriage = £51.64. JL also said he would check out the tables that the Lifeboat Station has as they are similar to our requirements. He will report to the next committee (JL) KL to check Macgregor’s for same. (KL)

5. Web Site
Mark Preston not present. (MP)

6. Wedding Bookings & Functions
Nothing further as Margaret MacKenzie not present. (MM)

7. Filing Cabinet – Inventories
On going. (KL) & (JP)

8. Piper
JL wrote to piper asking for committee room key to be returned. No response so far. To be carried on. (JL)

9. Hall Appearance
KL suggested that we should have a special meeting on this subject to discuss further. JL thought that KL should set up a sub committee to be set up after AGM. (KL)

10. Keys
JL still to get new sets of keys for hall. EMcL suggested a Mr Stewart from Craigrory as a key cutter. (JL)


Any other competent business
1. Highland Leader forms to be discussed again.
2. Date proposed for Burns Supper has been taken off the Hub and notice board. EMcL from the Bowling Club had been concerned about losing a night for the Burns Supper and asked would pulling clubs off their regular nights happen in the future for such events. JL said no this would not happen and the Burns Supper was a one off date.
3.



100 CLUB WINNERS :

No. 61 Chris & Helen Stuart £25
No. 44 Murray MacEwan £15
No. 86 Alan Yates £10





NEXT MEETING Wed. 1st October 2008

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