BARBOUR MEMORIAL HALL SCIO
MINUTES 8/9/22
Present: Alice Wilson, Robert Wilson, Lynda Anderson, John Anderson, Liz Anderson, Gill Lines, Brenda Craik
1)Apologies: Gerry Donnelly, Joyce Donnelly, Malcolm Laurie
2)Matters arising from previous meeting:
It was noted that the McMillan Coffee Morning was successful despite the stormy weather
Pizza Wagon was also successful with the owner keen to return and offering to visit for special events in future.
It was agreed that the Soup Social tentatively scheduled for 16th November be cancelled..
3) Updates
a) Christmas Fayre Saturday 3rd December, 10:00 to 111:30.
Setup Wednesday 30th November from 4:00 p.m.
School can set up on Friday from 2:00 – 3:00 if they wish (Liz will check)
Entrance fee will cover tea/coffee and mince pie/shortbread from Irvine’s Bakery and a sticker to vote for best Christmas picture. Picture competition entries to be open to all Primary children in Caerlaverock no matter the school attended. Entries will be put up on the bulletin boards in the rear meeting room. The winner will be the picture with the most stickers. Prize will be a £10 book token to Waterstones.
Raffle tickets will be sold at £1 per strip.
Lynda will open up at 9:00 a.m. assisted by Margaret if needed.
Robert will man the door and give out the stickers.
b) Film Club “Maverick” 18th November, tickets may be purchased from 6:00 p.m., Screening at 8:00 p.m. Pre-ordered Fish and Chips to coincide with the film.
It was discussed that, as the club is entitled to 2 free films, a free Christmas film for the school could be scheduled and/or a special film with treats replacing the cancelled Soup Social. Some trustees think the films should be charged for at the usual rate. The matter was referred back to the subcommittee for consideration.
c)Music sessions continue to grow with musicians coming from afar. Advertising for future events should emphasise that people may come and go as they wish.
Many attendees follow the session with dinner at The Nith.
There has been a suggestion that a ticketed New Year’s concert be held.
d) Post Office in rear meeting room Tuesdays and Thursdays, 2:30 – 4:30. That room is usually charged out at £6 per hour so it was decided to raise the fee from £10 per day to £12. Gill contacted Kelly and asked for a booking form to be filled out. Postal worker should bring coins for the meter rather than a heater which would require an extension cord – contrary to Health and Safety requirements.
It was noted that the meter needs a new key and lock
e) It was agreed unanimously that discussion of the Creetown Initiative funding plan be held at a separate meeting to be scheduled before the Christmas Fayre.
4) Pure Utilities & Club Room Gill met with a Citizen’s Advice counsellor in her continuing efforts to sort the puzzle out!
The owner of the Club Room is responsible for the rain water on the roof that goes into the Scottish Water grid. There is still a question as to who legally owns the Club Room. Legal consultation should be sought.
Scottish Water gave our details for Pure Utilities and there is bad debt involved. The account was put on hold as of 1st June, 2021
Citizen’s Advice suggests we apply for charitable status for the Club Room and will send the forms to do so. We may have to pay the bill then claim the money back. And the beat goes on. Questions remaining include “Do we want the Club Room? Is it covered by our insurance policy? Do we need to consult our solicitor? It was decided to ask Gerry to consult the solicitor and that Gill should be present for that discussion.
5&6 Health & Safety/Cleaning
Lynda suggest we need a health and Safety Manual to bring all these issues together. There should be a yearly inspection. She has applied to join SCVO (free membership for organisations with annual income is less than £100k) so we can take advantage of free legal advice, training courses, etc. The local arm of SCVO is the Third Sector Interface in Dumfries.
Lynda will make a start on the manual using a checklist
New mops, brushes and cleaning products are needed. Ruby should be consulted to see if she wishes to continue cleaning the hall.
7) Christmas Decorations
Alice, Gill and Liz will meet to set things up and take care of necessary cleaning on Monday, 21st November. It would be desirable if Gerry could remove what is stored at the hall on that date.
8) AOB
Gill reported that Scottish Power bill is up £2 per mo. NIR has not paid as yet. Lynda will chase. There is a bit over £25k in the bank which could be used for a full renovation of the toilets. The whole toilet area needs to be reconfigured so that storage space and/or new kitchen is possible. Jock will plan. Must be discussed with the architect first. Colin Johnson should be contacted re emergency lights not working.