Muir of Ord Hall & Facilities Company Minutes Thursday 7th January 2016 7.00pm Muir Matters office Directors present: Also present: Apologies: Stephen Pennington (Chair), Mike Atkinson, Richard Gosling, Inglis, David Cameron, Hannah MacSween (Community Development Manager), Nina Graham (Company Development Manager) (Minutes) Wendy Reid (Development Manager), Rory Dutton (Development Officer) Development Trust Association Scotland (DTAS) Frances MacGruer, Jem Taylor 1 Welcome to Wendy and Rory and introductions. Action Wendy oversees the management of the Strengthening Communities Programme (SCP) which includes the funding for the Company Development Manager. Rory supports all members in the north of Scotland. MOHFC is in Phase 2 of the SCP. It is funded by the Scottish Government (SG) and grew out of the Capacity Building Fund, primarily because members reported that it was most difficult to find money to cover core staff costs to develop projects. The SCP seeks to invest in community-led organisations to help build their capacity to function better. Funding is designed to be timelimited, to enable organisations to move to a stronger position and make a step change, not as an ongoing source of core funding. Organisations are expected to have an exit strategy, e.g. to use the time to investigate other funding opportunities so that they do not become funding dependent. Although DTAS facilitates the SCP, Ministers are very interested in examples of the value of the programme to communities. The Company were eligible for an offer of 12 months funding although only six months is being used. An indication about a potential extension of another 12 months is expected in the next couple of weeks. If funding is available, it will be granted without any application being required. There is flexibility to use budget underspends elsewhere if they can be justified. There is a Capital Equipment Cost which could be used for items such as shelving if the budget allows. This is separate from the Office Running Costs. 2 Apologies and Declarations of Interest None 3 Minutes of previous meeting on 3rd December 2015 Nina
These were approved by Stephen and seconded by. To be posted in Dropbox. Nina 4 Matters arising Calman Trust The meeting with Isobel Grigor has still to be arranged. 5 Old Tarradale School The Embo Trust are interested in knowing more about the recruitment process for the project co-ordinator s post for their Stage 2 application. The Building Sub Group (BSG) now has only two members. asked the board for a decision on them continuing with only two members. Stephen asked to carry on as this arrangement works for decision making as they also have Jackie s input but to notify the Development Sub Group (DSG) to allow expressions of interest. Stephen/ David The remit for the BSG is up for review. The board expressed their confidence with the way it is proceeding. No further action required. raised the need for a second signature for expenditure for fixed outgoings such as salaries and utilities which are now paid electronically. The board agreed that regular payments already approved can be paid without a second signature being required and direct debits should be set up for these, where appropriate. Directors/ signatories asked David when payments for tax and National Insurance would be seen on the bank statement. David was expecting an Employers Pack by post from HMRC with information to make the payments. Nina confirmed that she had received a letter from HMRC, copied to Voluntary Action Badenoch and Strathspey (VABS) payroll services, and copied the email trail to David. confirmed that a revised stage payment had been made to Jackie Wright, project co-ordinator to reflect the change to the contract start date. The site start has been confirmed as Monday 11th January 2016. will pass the contract to Stephen to sign. Billy Reynolds will contact the contractor to take dilapidation photos prior to works starting, particularly around the oil tank. / Stephen Billy prepared and distributed an account statement. He highlighted overspend of approx 2k on legal services under the Big Lottery headings on the Stage 2 application referring to MOHFC and Mrs McRitchie. This does not include payments in 2014/15 for approx 4k for the standard security required by the Big Lottery. The solicitor had not budgeted for this, only for the acquisition. has matched paperwork to the spreadsheet and reconciled the bank.
Hannah will take a hard copy to the DSG and explain the budget headings. Hannah 6 Finance Status of 2014-15 Accounts David has prepared the accounts but has not been able to reconcile the difference of 492 between the closing balance and the actual money in the bank. He will try to contact the previous accountant again for the working papers. The accounts must be seen by directors and independently examined before being submitted by the deadline of 31st January 2016 to HMRC. The date of the annual return to OSCR is to be verified. 2015/16 position No budget has been set for the core account to ensure that the Company can afford to pay for the recently appointed cleaning services and hall booking administrator to be appointed. Nina and Richard to forecast village hall costs. David David/board Stephen Richard 7 Company Development Manager s report Nina Community Association/transfer of assets The Application for Approval of a Charity Reorganisation Scheme (OSCR) and list of supporting information has been signed off by Jem and sent to OSCR. Dropbox Instructions for use in progress with input from. Draft to be circulated. Governance Wendy and Rory recommended the strategic organisational review (free all day) and training in roles and responsibilities ( 250 for 2 hours). There is a budget available. The board will spend time at the end of tonight s agenda reviewing employee contracts. A budget is required for the village hall for effective cost planning to take account of the additional costs for cleaning services and a hall booking administrator. 8 Community Development Manager s report - Hannah Naming of hub The process of naming the hub is underway with a deadline of 17 th January 2016 for suggestions. Hannah showed the flyers to the board, designed by a graphic designer on the Marketing working group. A panel representing a cross-section of businesses and residents will draw down a shortlist of three. The marketing group s graphic designer will do a visual mock-up for the DSG to decide the winner. The DSG will take their decision to the board.
Marketing Working Group The next Marketing meeting will be on Wednesday 13 th January 2016 at 7pm. It was noted that when considering branding and house style that this must apply across the portfolio of assets and not focus solely on the OTS. Development Sub Group They are now meeting monthly, one week before the board. Liz Galashan is now chairing the DSG. 9 Village Hall update Cleaning services Cleaning services have been budgeted at 4 hours per week/16 hours per month at 10 per hour and the cleaners have worked within these limits in November and December. Hall booking administrator Deadline for submissions 15 January 2016. Nina and Richard to meet this Friday (8 Jan) to discuss shortlist and interview criteria, and an induction plan and support for the successful candidate. Management group An update on village hall developments was emailed and posted to members with an invite to meet on Friday 15th January 2016 at 10:00. This was extended to users. SSE Fairbairn Wind Farm Fund/upgrade plan Richard and Nina will meet this Friday (8 Jan) to develop the plan for upgrading the village hall. Richard 10 Planning for AGM Thursday 4 th February 2016 at 7.30pm Nina has drafted a revised membership for Mike to review. The final version will be sent to potential new members who registered interest at the Glen Ord Christmas Fayre and distributed at the AGM. Notices to members will be emailed or posted to them no less than 14 clear days prior to the AGM (our Articles say 21 days). These will include instructions for nominating new directors. Rory will email a template for a nomination form. Notices will also be posted on the website, Facebook and around the Muir of Ord. Election of Directors In brief, one third of the Elected Directors (or nearest number upwards) must retire from office, e.g. those longest in office if no Director volunteers to stand down. Nominations in writing must be submitted to the registered office no less than 7 days prior to the AGM. Up to 3 Directors can be co-opted. Mike Nina Directors
Stephen and Mike agreed to stand down and expect Brian will too as this applies to the longest serving. David, as a co-opted director, must stand down. 11 AOCB Staff contracts (Directors only) 12 Next board meeting This will be held on Thursday 3 rd of March at 7.30pm at Muir Matters