BARBOUR HALL SCIO MINUTES 9.5.23.
PRESENT: Liz AND J ANDERSON, G DONNELLY, G LINES, R WILSON
APOLOGIES: Ly ANDERSON, B CRAIK, J DONNELLY, M LAURIE, A WILSON
- MINUTES OF PREVIOUS MEETING: MATTERS ARISING
The previous meeting was spent discussing JA’s proposals regarding works and the sequence they would take.
- ARCHITECT
GD will email Lynda to see if she has the initial quote from Gordon Fleming (architect). GD will contact GF to ask for the costed works and presentation.
- SURVEY
JA requested a report on the roof from Gordon Maxwell, focussing particularly on the flat roof of the changing rooms. The key findings of the report are noted below.
During the inspection it was noted that the 5x skylights on the flat roof area have been repaired by others using flash band or similar and this product is now in poor condition. External roughcast in places has blown and in poor condition allowing water ingress. Inspection to the flat roof timbers from the inside revealed that the sheeting material was found to be saturated and damp growths were noted, varying degrees of wet rot is affecting the timbers forming the flat roof this will only deteriorate as time moves on, it is our opinion that this section of the building would benefit from a complete new flat roof. Various roof tiles of the main roof area are broken or dislodged, the guttering detail on the right-hand section of the main roof is in a poor condition, the roughcast was also noted to be in a poor condition. We would recommend that a local roofing contractor’s advice be obtained regarding the works required a plastering contractor should also be asked to inspect the roughcast.
The cost of these temporary repairs will be approximately £2000. In the meantime JA will arrange for the changing room roof to be covered in polythene. Volunteers to help would be appreciated.
- CLEANER
Pat MacDonald has been appointed as hall cleaner after interviews were held by GD and BC. Gill will draw up a contract with a view to Pat commencing work before the end of the month.
- FINANCE UPDATE
The current balance is £39,513.03.
The Post Office is still paying the old rate of hall hire. This was updated in February. GL will continue to pursue the correct renumeration.
Our Scottish Power bill is currently £144 per month. GL suggested that from now on we keep the meter money separate so we can see whether what we are being charged matches the monthly bill.
The annual equipment service has been carried out and cost £188.40. Powder had to be replaced in an extinguisher.
Our buildings and contents insurance is due at the end of the month. Everyone agreed that we should continue to use DB Allison (brokers) to seek the most competitive quote.
- LETS
The Coronation picnic was a success with a good turnout, lots of food and £193 raised. £50 was donated to Corbery Pipers for their involvement in the Coronation Events. The Lucky Squares was a successful fund raiser.
The presence of the film equipment in the hall was discussed. We are not insured for it to be here but there was an acknowledgement of the circumstances that meant it was.
Forthcoming lets:
23rd May Community Engagement event regarding the forthcoming cycling event (3 hours main hall)
27th May: Wilson family party
1st July Nith Life workshops (6 hours main hall)
28th July BC’s 80th party (main hall 12 hours?)
18th August Mundell Surgery (1 hour)
2nd September Nith Raid
The Booking Sheet needs to be reviewed for clarity around booking main and back hall. If main hall booked, but the back one isn’t, it should not be used.
- BUSINESS PLAN
Kathy McMillan was welcomed to the meeting. After meetings with LyA, GD and ML, she has begun work on rewriting and refocusing the report. Lots of the previous report can be used but it will be much more streamlined, functional and useful in terms of funding applications etc. We are using Glatton Village Hall’s Business plan as a model. Tapping into the villagers in the new housing will provide us with further detail on what the future potential uses of the hall might be. A ‘Mums and Tots’ group has already been mentioned. Kathy will provide a monthly report on her progress and this will be shared with all trustees.
GD will provide KM with some reading regarding the history of the village
Kathy will lead a group activity on finalising a vision on what we want for the hall (one or two sessions, 2 x 1.5 or 2 x 2 hours). LA, GD and KM will meet next week to plan for this. This will take place at the end of May.
Thank you Kathy for your work to date.
- AOB
Future fund raising events were discussed and a Car Boot Sale and a Race Night were suggested. We will return to this topic at the next meeting.