Muir of Ord Hall & Facilities Company Minutes Thursday 11 August 2016 7.30pm Muir Matters office Attendees: Stephen Pennington chair, Tom Inglis, Liz Galashan, Gary Tuach, Frances MacGruer (Directors), Hannah MacSween (Community Development Manager), Nina Graham minutes (Company Development Manager) 1 Apologies and Declarations of Interest Apologies were given by Richard Gosling, Jem Taylor and David Cameron. Declarations of Interest. There were no 2 Approval of Minutes of 7 July 2016 Tom approved and Gary seconded the minutes. 3 Matters arising from Minutes of 7 July 2016 Action 7 Jul 16/003 The Operational Planning Group (OPG) are working on a draft of budgets and costs in line with inflation. Action 7 Jul 16/007 The Marketing Group (MG) have submitted 3 designs to the architect for approval prior to applying for planning permission. Action 7 Jul 16/009 For security at the Hub cafe, power will be switched off to all the drinks cabinets and all moveable items locked away. Action 7 Jul 16/014 Both Disclosure Scotland (DS) and Scottish Voluntary Services (SVS) have confirmed that staff and volunteer roles are currently not regulated and therefore, not eligible for the PVG scheme. 4 The Muir Hub (Tom) Tom issued a copy of the Accounts prior to the meeting and explained how the cashflow is working, i.e. HIE are paying 15% of the contractor s invoices although the Big Lottery (BL) are paying 100%. The residue will pay for the final contractor bill. 7k paid for professional fees will be reclaimed as capital from the BL. Tom confirmed that there will be no extra monies for Furniture & Fittings. Note: A progress update is attached. The Fixtures & Fittings Group (FFG) feel unqualified to source and assess quotations. They would benefit from Jackie being more specific in providing direction. The volunteers are coming under pressure from suppliers whom they have contacted while doing research. It is also taking up too much of their time. Action 11 Aug 16/001 Frances will forward contact details for a representative at MacGregor s and Gary will do the same for HIS for the FFG to provide the supplier with a list of items for costing. It was noted that the contractor must pass on any discounts.
5 Finance No update from David. The board agreed that Paypal could be a useful alternative to RBS for paying bills. Action 11 Aug 16/002 Tom will find out more about using Paypal and prepare a note for the next meeting. 6 Memorandum of Agreement (MoA) for Calman Trust No update from David. Hannah announced that Matt Tyrer, Assistant Chief Executive, is leaving Calman Trust at the end of August. 7 Company Development Manager s report Strengthening Communities contract update and new claims process Action 11 Aug 16/003 Stephen will check expenditure figures, sign Grant Claim Form (Parts 1 and 2) and Schedule 4, complete Schedule of Authorised Signatories, and include minute of this meeting endorsing Schedule of Authorised Signatories. Sports facility site Di Agnew, Ward Manager at Highland Council, confirmed that the full planning application granted in 1998 for the site behind the Lily Loch housing will have lapsed. Any land leased by the Community Association for the purpose of a sports facility requires a lease assignation before the site can be transferred over to the Hall & Facilities Company. This applies to all sites to be transferred. Requests should be made in writing to Di Agnew, as soon as possible, to allow for processing time. She also recommended holding a pre planning application meeting with Planning to discuss proposals. Action 11 Aug 16/004 Mike will do a search for paperwork relating to planning approval 98/00685/FULRC. Action 11 Aug 16/005 Nina will forward information on the lease assignation to the Community Association. 8 Community Development Manager s report Hannah, Liz, Morag Brown, Marj Donaldson met with the BL team to launch their Community Assets funding programme on 13 July 2016. The meeting was useful for relationship building and finding out about other funding for activities. The application for funding for an Inter generational Summer Events Programme was submitted on 8 July 2016 to the Co op for a decision in September 2016. Hannah is mapping out the day to day tasks required from staff and volunteers. Only 8k has been budgeted for staff costs. Job specifications must be agreed soon to allow the person(s) appointed to complete induction and become familiar with the building and their role(s) pre opening.
Action 11 Aug 16/006 Hannah will bring proposals for staff and volunteer roles to the next board meeting. 9 Village Hall Elevation drawings No response to phone messages and emails to David Blanchard about progress of elevation drawings. Action 11 Aug 16/007 Nina will contact David Blanchard again about elevation drawings. Electrical condition report and invoice Action 11 Aug 16/008 Tom and Gary will assist Nina with the detail of electrical works. Date to be arranged. Nina emailed Fiona Morrison at SSE about paying the invoice to CDMM from the Fairbairn Wind Farm Fund (FWFF). Action 11 Aug 16/009 Nina will confirm payment arrangements for contractors with SSE. Public Entertainment Licence (PEL) The board approved DR Electrical s quotation for an EICR (Electrical Installation Condition Report), required on the condition of the existing electrical installation, to identify any deficiencies against the national safety standard for electrical installations. Action 11 Aug 16/010 Nina will commission DR Electrical for an EICR. Fire Safety Checklist and Risk Assessment completed and returned to Scottish Fire and Rescue Services (SFRS) Asbestos survey Gary advised that a Repair & Demolition Survey is required prior to upgrade works beginning. Action 11 Aug 16/011 Gary will provide a contact to carry out the R&D Survey four weeks prior to works beginning. PAT testing This was carried out by ILM Highland on 28 July 2016. Action 11 Aug 16/012 Stephen will pay ILM Highland s invoice by bank transfer. Repairs and maintenance Incidents of littering, evidence of alcohol and drug use, and vandalism (window broken in gents toilet) have been reported to the police. The window has since been repaired.
Action 11 Aug 16/013 Cheque for SSE for electricity payment to be countersigned by Richard Year end bookkeeping 2015/16 Spreadsheets and bank reconciliation emailed to David on 26 July with link to Dropbox. Cash flow projection Action 11 Aug 16/014 Richard and Nina will meet on 18 August (provisional) to discuss cash flow and budget figures to present at the next board meeting. Revised Terms & Conditions for hall hire David Inglis, Licensing Officer at Highland Council, is finalising his comments on the revised policy following his visit on 2 August 2016. Emergency centre SSE have agreed that they would supply a generator due to the Hall s designation as an emergency centre. Action 11 Aug 16/015 Nina will find out the cost of installing a switch based on SSE s advice on generator size (Di Agnew has indicated that partnership (match) funding could be provided from the Ward Discretionary Fund). Action 11 Aug 16/016 Nina will meet with Di Agnew, Ward Manager, and Stephen Mardon, Emergency Planning Officer, at the Village Hall on 21 September 2016, to discuss how the Hall would fit into any Emergency Plans as a Tier Two Centre. 10 Governance Rory Dutton at DTAS will provide dates for a strategic organisational review and an outline of the content. There is no cost for this. Action 11 Aug 16/017 Nina will issue a Doodle Poll for directors to select dates that they can attend. 11 Planning for the asset transfer from the Community Association (CA) Stephen, Tom and Nina met with office bearers and trustees of the Community Association on Wednesday 10 August 2016. Actions and timescales were agreed to make progress with completing the asset transfer process. Action 11 Aug 16/018 Nina to issue draft minutes for comment to Stephen, Tom, Jem and Brian before circulating to all parties. 12 Any other business The stall at the Gala was well attended with interest from people new to the village and living in the wider area. It cost 22.45. Stephen is contesting the 100 penalty from HMRC for non submission of Corporation Tax.
13 Date of next meeting Wednesday 7th September 2016 at 7.30pm at Muir Matters office Action Log Action 11 Aug 16/001 Frances will forward contact details for a representative at MacGregor s and Gary will do the same for HIS for the FFG to provide the supplier with a list of items for costing. Action 11 Aug 16/002 Tom will find out more about using Paypal and prepare a note for the next meeting. Action 11 Aug 16/003 Stephen will check expenditure figures, sign Grant Claim Form (Parts 1 and 2) and Schedule 4, complete Schedule of Authorised Signatories, and include minute of this meeting endorsing Schedule of Authorised Signatories. Action 11 Aug 16/004 Mike will do a search for paperwork relating to planning approval 98/00685/FULRC. Action 11 Aug 16/005 Nina will forward information on the lease assignation with the Community Association. Action 11 Aug 16/006 Hannah will bring proposals for staff and volunteer roles to the next board meeting. Action 11 Aug 16/007 Nina will contact David Blanchard again about elevation drawings. Action 11 Aug 16/008 Tom and Gary will assist Nina with the detail of electrical works. Date to be arranged. Action 11 Aug 16/009 Nina will confirm payment arrangements for contractors with SSE. Action 11 Aug 16/010 Nina will commission DR Electrical for an EICR. Action 11 Aug 16/011 Gary will provide a contact to carry out the R&D Survey four weeks prior to works beginning. Action 11 Aug 16/012 Stephen will pay ILM Highland invoice by bank transfer Action 11 Aug 16/013 Cheque for SSE for electricity payment to be countersigned by Richard Action 11 Aug 16/014 Richard and Nina will meet on 18 August (provisional) to discuss cash flow and budget figures to present at the next board meeting. Action 11 Aug 16/015 Nina will find out the cost of installing a switch based on SSE s advice on generator size (Di Agnew has indicated that partnership (match) funding could be provided from the Ward Discretionary Fund). Action 11 Aug 16/016 Nina will meet with Di Agnew, Ward Manager, and Stephen Mardon, Emergency Planning Officer, at the Village Hall on 21 September 2016, to discuss how the Hall would fit into any Emergency Plans as a Tier Two Centre. Action 11 Aug 16/017 Nina will issue a Doodle Poll for directors to select dates that they can attend. Action 11 Aug 16/018 Nina to issue draft minutes for comment to Stephen, Tom, Jem and Brian before circulating to all parties.