Minutes – Glencairn Memorial Institute

Glencairn Institute Committee Meeting: 13th November 2023

glencairn_ — Mon, 29 Jan 2024 12:08:16 +0000

Notes taken by: Gina Gibellini

Attendance at Meeting

Name	Position
David Cooper	Chair
Scott Peterson	Treasurer
Kate Howard	Secretary
Diane Hinton
Gina Gibellini	Events/process
Susan Redpath	Events

Apologies: None

Agenda and Meeting Notes, Decisions

Minutes from last meeting: updated.

Matter arising: Moving Platform update – KH to chase Scott and David to look at Screwfix grant as deadline is imminent. Logan airline – Grant request submitted by SP – Awaiting decision.

Finance update

SP has had to re-submit documents to Santander for the 5^th time. If he does not get anywhere, he will let GG know and she will research CEO and Customer Service Director details to contact them directly. Tim O’Sullivan – previous GMI treasurer is still making payments as and when SP requires him to. Current bank balance is : £11,824.66 (as of 13/11/23 copy of bank statement provided by Tim O’Sullivan). KH confirmed that current monthly outgoing are of £977 and taking at of £220 per week during term times. Income lost during new heating system installation will be £450. Pottery club – Mags Glasgow was approached by KH to suggest that they should apply for windfarm funds to support the club as electric cost is very high and it likely comes from the use of the kiln. The cost is too much for GMI to support. Community Council requested receipts for installation of GMI alarm as there is a windfarm funding audit. KH redirected them to Tim O’Sullivan as previous treasurer. No files were handed over to new Treasurer. DC to ask installers for copy of invoice. Invoicing Outstanding invoice of £170 from the Brownies is still outstanding. KH is still chasing.Kate will work on invoicing to the Dumfries Council for the school use of the hall and connect with Wendy Davies from the school to understand the process. Funding Logan airline application due on 31 October – Scott and David will submit asking for £1500 to help with heating.We are short of £500 to pay the heating installation bill. Community council declined our request for £500 windfarm fund as they view this not been suitable use of founds. DC and SP to reply expressing our disappointment of this decision and question lack for actually guidelines on how the CC review such applications. Chris Dempster from Foundation Scotland has resigned. DC will catch up with Debs Iden from Moniaive Initiative to discuss release of the rest of the funds. Other Oil – currently £125 in debt. The standing order needs to be increased to £125 instead of £100. SP will contact Tim O’Sullivan to request this change.GG offered to check comparison site for electricity. SP/DC to provide account number for GMI account with EON.

Stage update Stage is back at the GMI.

Events update and consultation Memorial day event – turnover – £317.84 – Spent £153= profit of £164.84 – half to be pay to Erskine – Charity for veteransSt Andrews’ event – 2^nd December evening – GG applied for drinks licence Wreath and afternoon tea workshop – 3^rd December – GG applied for drinks licenceOutside Christmas tree decoration with primary school – DTBCCarol singing at the tree – 22rd December.

AOB GG will contact Katie Mckenzie-Wilson to PAT test Kiln and Christmas lights.GG to email DC Christmas card list – we agreed to send to all groups and business within the village – GG to drop of the cards she already brought. Committee agreed to get Keith Shaw Buckley cards.Snooker table – 2 bookings made since we advertised it.

Next Meeting

Date

6^th December 2023

Time

12:30

GMI Board Meeting Minutes 15.08.2023

glencairn_ — Sat, 09 Sep 2023 09:22:59 +0000

Meeting date | time August 15, 2023, | 7:30pm | Meeting location GMI

Meeting called by: David Cooper
Type of meeting: General Committee
Facilitator: Kate Howard
Note taker: Scott Peterson
Timekeeper: Kate Howard

David Cooper (Chair)
Kate Howard (Secretary)
Scott Peterson (nominated Treasurer)

Agenda topics

Matter Arising | Presenter Kate Howard

Recognition of the need for additional board members.

The cooker was functioning during the wedding.

Kate used petty cash to purchase a new key box to replace the old box.

Need to cut an additional key for Scott to ensure access to the building when required.

Financial Update | Presenter Kate Howard

Current bank balance is £389. We should be maintaining a balance of at least £2000 to cover operating expenses. Total reserve in the bank should be maintained at £4000.

No invoices have been submitted since March.

Expecting an £880 payment from the Drama Club.

Expecting payments from the Brownies and from children’s events.

Noted that invoicing monthly may help to maintain the required cash reserves and cash flow.

Recommended to review the pricing structure to determine if sufficient to cover building costs.

Noted that we will need to audit the accounts prior to the AGM.

Received cash payment for table tennis. This will be added to petty cash held by Kate.

Noted that there are currently 6 bank accounts. The signatories are David Cooper, Anja Lyttle, Tim O’Sullivan and Sue Grant.

Recognised that we have received a £500 grant from Tesco to be used for sporting equipment.

Noted that there are fundraising opportunities that we may pursue.

Agreed to schedule a committee meeting focused on financial matters and to invite Tim to participate.

AGM | Presenter David Cooper

September 13, 2023, 7:30pm

Noted that we should add an agenda item at the AGM to discuss constitution rework.

Noted that we need 10 members for a quorum.

Pool Room Update | Presenter Kate Howard

Tim Jones will remove equipment he has been storing in the pool room. This should be completed prior to the Blue Grass Festival.

Tim Jones has offered to help with graphic design needs en lieu of reimbursing for past rent for storing equipment at the institute.

Hire Pricing Strategy | Presenter Kate Howard

Agreed to move this item to the next committee meeting focusing on finance.

Cleaning day dates | Presenter Kate Howard

Kate noted that she has received some interest from members in participating in a cleaning day (where people in the community will help clean and organize the Institute beyond the normal cleaning).

Heating Update | Presenter David Cooper

Our original heating quote was dated 15.10.2021 from Nithsdale Plumbing and Heating. (Company Number SC457556). We requested that the original quote be re-visited and we subsequently received a revised quote in July, (Dated 18.07.2023) – with a slightly increased cost from £16,901 (+VAT) to £17,330 (+VAT). We also sent out requests for tender to five other plumbing companies in this region around April 2023. Only one company attended our premises and we did not receive a quote from them. During the lockdown, we were able to attend to a number of other hall improvements and it was our experience that as we are so rural, it was extremely difficult/impossible to get tradespeople to come out to provide quotes.

When we add 20% VAT to the revised quote, we arrive at the figure of £20,797. We have been awarded a Foundation Scotland (ANCBC) grant of 50% = £10,398. The Garfield Weston Foundation have also approved our application for an award of £5,000. We have therefore submitted an application to the National Lottery Awards For All – Scotland for an additional £5,000. In our recent Management Committee meeting, we agreed that we will organise a community fundraising event – A Hall Fundraiser! – with maybe £500.00 as our target to cover the outstanding £399.00.

We have been informed by Awards For All – Scotland on an email dated 24.08.23 that our application will be given consideration at their next meeting scheduled for the end of September. This may be too short a notice to schedule the work into October for Nithsdale Plumbing. David will speak to Stevie – Director at Nithsdale.

Tool Library Request | Presenter Kate Howard

Received a request / idea to implement a tool library at the Institute where members of the community can hire or share tools (or other items).

This could be part of the Repair Café.

The tools could be available for check out online (GMI website). The tools could be stored in member’s homes or stored at the Institute (or a combination of home and the Institute).

The committee agreed to explore the opportunity further.

Action items	Person responsible	Deadline
Ask Paul Henshaw if he would be available to audit the accounts.	Scott Peterson	Aug. 27, 2023
Hang the new key box. Set and communicate the passcode.	Kate Howard	Aug. 27, 2023
Cut Scott a key to the institute	Kate Howard	Sep. 14, 2023
Create agenda for next committee meeting (focusing on finance): Bank accounts and signors.£500 Tesco grant. .Hire pricing strategy. New boiler funds. Fundraising. Audit accounts.	Scott Peterson	Aug. 25, 2023
Advertise AGM in the Gazette.	David Cooper	Aug. 18, 2023
Invite Tim to participate in the next committee meeting focusing on finance	David Cooper	Aug. 25, 2023
Organise a cleaning day	Kate Howard	Aug. 31, 2023
Work with requestors of a tool library to develop a formal proposal for a tool library for Committee consideration.	Kate Howard	Aug. 31, 2023
Check the lead time Nithsdale plumbing requires before beginning work.	David Cooper	Aug. 31, 2023

Next Committee meeting:

August 31, 2023, at 10:30am (depending on Tim O’Sullivan’s availability)

Minutes April 4th 2023

glencairn_ — Mon, 10 Apr 2023 13:24:12 +0000

Meeting of GMI Committee on Tuesday yApril 4^th 2023 at 10.30 am at the Craigdarroch Hotel Moniaive.

1 Present: Tim, David and Anja, apologies Kate and Jan. As we have a quorum the meeting will go ahead.

2. The minutes were proposed by David and seconded by Tim.

3. Financial Statement (see print outs). Bank: £2, 35.58 Electricity bill for February is £904.- Tim mentioned that we should be able to get part of this money back from Government support.

Deb Iden, who is helping us with a grant application for new boilers etc asked the committee to look into grants received and accounts settled with trades people. According to Tim everything was paid on completion of work done.

The Tesco grant was received. David suggested to buy Pickle ball. Senga is hoping to organise a New Age Curling.game.

4. Grant proposal- Deb as above.(point 3).

5. Anja met with Jeanna at Third Sector. Anja proposed we make changes,to the constitution with help from Third sector. Anja, David and Jeanna will meet and work on the constitution, Anja will then forward the draft to the committee members and on approval of proposed constitution by the whole the committee, an EGM will be called.

6. GMI Fence. Stewart is buying a new gate. As the old one was taken away without permission from the GMI . Tim explained that Stewart and Scott are now parking their car on the shared access. Stewart and Scott have agreed to paint all gates and fences at GMI in exchange of being able to put gravel down and park their cars on shared access. Tim will remind Stewart.

7. Heating, there will be no oil delivery until after the summer. The electric wall heaters are working, all bar three. Mr. Costello, offered a meter to measure the amount of oil in the tank.

Tim to get in touch with local plumber, Paul, Beautyman, to renew controls for time being.

(until new boilers are installed).

8. Security.: Anja proposes to get a grant from CC. Tim does not think we need it. Proposal rejected.

9.Gazette: David, page 1 of GMI report is in the Gazette. Membership fee for next issue.

A.O.B. Snookerroom, Repair café would like to use the room for fixing bikes and larger items. David been in touch with Lewis Murray. About taking the table. David will follow this up.

Fire: Moffat 6 monthly service £180.- plus vat. To go ahead. Check emergency lighting if batteries still work. David to go ahead.

BT put charges up. There is a phone. Phone calls are free. Phone to be put into GMI.

Dicky to paint firedoors with the youth group.

Next meeting after the constitution proposal has been completed. The committee will keep in touch by email until then.

Date of next meeting: wait till a meeting has taken place with Jeanna about the constitution.