Community
Association Committee
Minutes
of meeting - 1st October, 2003 at 7.30pm
Welcome
Kirsty welcomed the Committee to the October meeting, which was being
held in the Inverkip Hotel.
Attendees and Apologies
A Committee quorum of seven members were in attendance. Apologies for
non-attendance were received and accepted on behalf of John Reid,
lain Buchan and Ann Marie Cockburn.
Acceptance of the Previous Minutes
The Secretary apologised for not e-mailing the minutes out as he had
moved house and had yet to have his telephone connected, his computer
was therefore not on-line. After a short discussion the meeting approved
the adoption of the previous minutes on the motion of Eila Roberts
and seconded by Finlay McFee.
Treasurer's Report
Finlay in his report mentioned that Jon Goldwater had finished the
audit and was quite happy with the report. He did however have one
or two suggestions. First of all he felt that the current way the
accounts were processed were far too complicated. It took him a couple
of hours to 'get his head round them', and he felt it would be very
difficult for anyone new to understand the current system. The Treasurer
mentioned that he had raised the subject some time ago of purchasing
the suitable software for the computer to process the accounts in
a more straightforward manner. George stated that the Committee had
passed this request about six months ago. After discussion Finlay
was told to purchase the relevant computer package that had been
discussed.
The Treasurer also mentioned that he had produced the necessary Annual
Report which had to be available at the same time as the Annual Accounts
to keep us in line with the rules regarding charitable organisations.
Finlay asked if anyone had a copy of the Constitution. The Secretary
said he had one, which was not on hand at the moment. The Treasurer
went on to report on one or two outstanding accounts, he also mentioned
the new alarm system with Abel and said he would speak about this in
any other business.
Letting Report
Kirsty reported that bookings for the Bouncy Castle and Disco Parties
were still coming in. The Disco parties were going down very well.
Kirsty said one of the bookings had been generated through the local
'web site'. The possibility of Sarah and Laura introducing their
own disco page on the Wemyss Bay web site was discussed, perhaps
Stephen could give some advice on this. A discussion also took place
regarding a disco and bouncy castle running together. George mentioned
the problem about the power. Kirsty mentioned that she had also had
an enquiry regarding a booking for a yoga class. George suggested
that the judo club may be interested in either the Sunday evening
booking or Saturday morning. Kirsty said she would contact the judo
club to see if they were interested.
Gala Report
In Ann Marie's absence Kirsty reported that she thought
Ann Marie had a slight concern about it again being a three-day event.
She was
particularly worried about the numbers of helpers that were needed
over the three days. Finlay said obviously what was required as soon
as possible was a volunteer list. The Committee, after discussion
felt that as soon as possible, a Gala Committee be formed. Kirsty
said that even if we could get volunteers to say that they would
be available for the weekend of the Gala to help out in some form
or another. They wouldn't have to attend all the meetings. It was
just to give the Gala Committee some idea of the help that would
be available for the event. She further reported that Ann Marie had
spoken to the Ceilidh group 'The Midgies' and lain Buchan had given
her the e-mail address for the person who supplied the banners for
the football section. Eila said Mearns McCaskie were interested in
supplying the burgers for the event. The Committee felt that as one
of the sponsors of the Gala we should try to give them some of the
business. It was generally felt that this subject should be discussed
with Liz Canning as the Burger Stall was usually her department.
Ken Roberts reported that he had a quote for a 'Climbing Wall'. Ken
explained the facility is usually hired on a daily basis for £895
plus VAT. This included all the equipment, ropes, helmets and 4 instructors,
plus insurance liability. The Committee discussed this at length,
Finlay thought we would probably have to charge £5 a go to try and
break even. He also made reference to one of the attractions we hired
for last year's Gala, where we made a large deficit. Kirsty asked
if it came with a canopy in case of rain. Ken said he would make
enquiries regarding this. Sarah and Laura felt the disco last year
was a bit young. They felt it should be run next year for an older
age group. After further discussion it was generally felt that perhaps
two discos could be the way to go. Kirsty said she would inform Ann
Marie about the meetings suggestions.
Any other business
The subject of the storage container was discussed. Kirsty said that
it was being delivered tomorrow (Thursday). It would have to be sited
on the grass behind the bottle banks. George enquired about the insurance
for the equipment stored in the container. Kirsty thanked Ken and
Eila Roberts for stepping in to edit and produce the Village News
after Phyllis took unwell. The production dates were discussed and
the difficulties encountered in printing the product. Eila brought
up the subject of Christmas Lights. She had been asked by a local
resident to try and do something about the poor display in the area.
The Committee was of the opinion that Phyllis had already approached
the Council about this earlier in the year. Finlay said the residents
should speak to Eric Forbes regarding this matter. Sarah felt that
the some of the youths in the area might vandalise the Lights like
they had before.
Date of next meeting
The date of the next meeting was agreed as November 12th and would
be held in the Inverkip Hotel, at 7.30p.m.
George Anderson, Secretary
(Minutes edited appropriately for publishing on web
site)
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