MINUTES

Board Meeting – Social Club – Monday 19th August July 2013 - 7.00

Present:
Apologies:
Minutes of meeting 15th July:
Matters
Arising:
Directors:
Finance:
Keystone:
New Build:
New Build
Exisiting building
Bookings/
Events
Sub-committees
Court House
AOCB / Chair – J Bishop, W Sutherland, Patrick Murray, J Sutherland, Pat Murray, J Melville, T Robinson, M Fraser ( Consultant)
J Barnes, A Kruger, E Grant, M McAuley C Mackay,V Mackenzie, S Sutherland
To be amended to reflect W Sutherland in Chair and ensure next Agenda states 7.00 not 7.30 as start time. Otherwise accepted
Proposed: Patrick Murray. Seconded J Melville
Internet router -. Will be moved asap. Anchor hooks for gable wall required.
Dope Sheet-Guide to audiosystem to be done.
Sports Hall fitness suite – See Jim McGillivray. *See PM note
Induction Pack -Details of page 7 circulated, please let secretary know if any amendments needed asap. Once approved fair copy to be issued. Arrange induction pairings through secretary.
Accounts – Monthly report presented see attached sheets.*.
Festival week: The committee made a profit but less than hoped which has raised a concern that there will not be enough to fund the annual fireworks and bonfire event. Fund raising may be necessary over next couple of months. An extra Car Boot Sale to help raise fund was suggested.
Electricity contract – Is 5-10% higher than last year although previous supplier about to raise tariff. About £250 more p.a.Contact provider to discuss terms.
Book Fair - £210 from sale of books( Picaresque). No Winter Book Fair this year. Keep dialogue with Bookshop open
HIS account -number issued
Leader- report circulated. New round in 2014.
JB will now be able to complete.
Access policy – Standardise inhouse style, footers, P3 male and female, Signs in 16pt type.followup. Look closely at 2005 DDA compliance Act and text “ ensure compliance with relevant legislation” toremain.
Gaelic policy – Approved
Data Protection policy – Not required to register with ICO as charity. Approved. Approved policies will be attached to minutes.
SCIO Status–PM advises us to look into the possibility of becoming an SCIO because an SCIO can be reviewed for £50 whereas as a registered charity we need a Chartered Accountant’s review and Ian Mackay currently charges over £700 for this. It was mentioned that the review should include checking whether as a SCIO we can keep our existing articles and whether we can own land.Query -can we keep our existing articles as SCIO?
Patrick will select next policies for review.
Glebe field Lease – Letter received from S Wild noting an interest in grazing rights once DADCA have completed sub-lease.The rights of access to the field to be established
Community Challenge Fund – Judi attended forum on CCF, as sub-leaseholders DADCA would qualify to apply for funding for allotments. Further suggestions for use for next meeting
Lottery Bid – this is progressing
Group survey – 9 more received total 31.
Pre-planning application – not heard from Planning office.
Funding offer £5k from Jim Sutherland received Via Willie Mackay Gift Aid could increase this by up to 25%. Try to contact directly.
Booker’s – rather than set up a monthly Standing order a float of £200 was given to Judi to buy goods for Social Club.
Code locks – Chair store code, X680 Stair code, Z4951X Struie room code Z1478C. To investigate front door re-programmable code lock.
Events: Update from Pat. See Pat’s report attached*. retakers job le stagingor
e ent oght
All block bookings will be required to pay whether used or not unless exceptional circumstances..
RDGC launch of 400 year celebrations – Judi, William and Jimmy liaising with Willie Mackay and Neil Hamilton for DADCA, Community Council and Heritage Society
Car Boot sale 24th August – to set up at 4.30 on Friday 23rd.
Festival Week - to be congratulated on a very successful week of events which were widely enjoyed and well attended. Congratulations to the team who organised the week and who gave so generously of their time and efforts.
Flowers and Fairs – meeting ref St Andrew’sFair Wed 21st
Gallery 2014 – Group considering opening for 1 month next summer.
Cinema – both Festival week films very well attended and Sessions had reasonable audience. Next film Cloud Atlas on 28th Sept.
Art and Craft Guild – Fibre fest 2014 plans underway.
Youth Café – expect to start in Sept.
Letter of support from DADCA to be sent to urge SCS to gift the building to DACIC for community. Public open day and meeting August 27th2-4 and 4-6.meeting at 7.00pm.
Dialogue between DADCA, DACIC and Community Council with exchange of meeting minutes essential to avoid cross over and duplication. 3 way meetings to be sought
JMS –Donation of BBQ from P B Mackay however it is impossible to source replacement parts.
Bar floor – to be painted
MF-Loft ladder, easier to use extending ladder.Remove broken one.
JB - VGES volunteer fair in Golspie invite, suggest perhaps in Dornoch next time.
Email from project Scotland
Date of next meeting 16th September at 7.00 in Social Club
*Post minute note: J McGillivray confirms that a Fitness suite is not included in the preferred option for a Sports Hall.
Attachments - * Accounts to end of July 2013 - * Bookings report
* Gaelic Policy - * Data protection Policy / Action
JMS
JB
JMS
JMS
ALL
FW committee
JB
JB
JB
Keystone cttee
JMS
Patrick Murray
Patrick Murray
JMS
JMS
ALL
JB/WMS/PM
JMS
JMS
JMS,BM, SW,ML,JillB
Pat M
JB/JMS
JMS/JB
JMS
MF?
JB