BARBOUR MEMORIAL HALL SC050203

MINUTES OF TRUSTEES MEETING

Date: 8/5/2024

Time: 7 pm

Location: Barbour Memorial Hall

Present: Alice Wilson, Brenda Craik, Liz Anderson, John Anderson, Gill Lines, Jeanna Baxter, Fred Trigg, Lynda Anderson, Becca Johnstone.

Apologies: Robert Wilson, Joyce Donnelly

Minutes of meeting 8/4/2024 approved, signed by Alice

1. Matters arising:

• Gary Lewis has been painting the new areas in the hall, another coat of paint needed in the kitchen
• Old Gents needs stripping out. 6 helpers needed beginning of June. 9^th a possibility. Gill checking on disposal by trailer.
• Manuals for toilets, kitchen appliances organised in a folder by Liz
• Membership forms finalised, Fred to post an online version. Stewart Wilson agreed new member.
• Open Day a great success. Alice to write formal thank-you notes to firms that helped us
• Ideas for future events from the EGM:

Not in competition with Hutton Hall so won’t go with any ideas they have already started

Weekly get-togethers need organisers, trustee to open and close premises.

Bingo equipment can be borrowed from The Nith plus caller

Other ideas – Beetle Drive, October disco, Horse racing night (needs sponsors), Football Pool, Bonus ball game (School has one).

Actions:

• Write to all members to ask for their thoughts and ask for any further ideas – Liz.
• Information to go on facebook for others to comment – Lynda

2. Soup Social – next one scheduled for 16^th Joyce is organising

3. CCA event – As agreed Gill and Joyce will attend, however David Gilbert has advised there has been little feedback to date so no meeting yet arranged

4. Contact names for police need to be amended to Alice, Joyce, John & Jeanna – Action Gill

5. Financial report – paid to Pat £154.37

• MKM gave Cheque for £1,000. Gratefully received
• Balance to date – 15,932.91 + £2,500 reserve = £18,432.87

6. Old blinds will be given to Shax
7. 62 tickets sold so far for Girls Night In.

8. Business Plan

• Needs to be signed off after some additions/adjustment
• Needs a risk register, cash flow projection and phased areas of work – Lynda and others have done this for the COF application and she is keen to see the two documents combined
• We will take Kathy’s plan with Lynda’s Community Ownership fund application. Jeanna will merge or amalgamate the two to cover all necessary areas to give us the best chance of funding success.
• Plan needs to be readable to the community as well as funders, with strong financial projections and objective point of view
• Update at the next meeting

9. Website

• Fred reports only 30 visits so what do we want from the website?
• Needed for SCIO purposes, AGM, minutes, list of trustees, Business plan, funding, Constitution, all official materials
• Fred will add pointers to FaceBook and Instagram (when we have this available) as social media bring people to our info
• Fred suggested changing some of the content so it is more an area for formal notes etc but not for ‘what’s on’ as this is not being sourced

10. Broadband

• Fred presented a costed plan for 2 access points @ £36 per month
• Wait for the end of June for discount and newer equipment
• Agreed to proceed
• BT contract to Gill as treasurer to hold

11. AOB

• Social Evening planned for 31^st May to include Gerry, Pat, Kathy, Alan
• Induction of new trustees – Alice asked for some help from new trustees to help agree an induction process; what would be helpful and how is it best delivered? Action – new trustees to let Alice know if they are willing to look at and contribute to a checklist. All trustees will be needed to contribute to the programme developed.
• Updates agreed as standing agenda item from all sub-committees
• Our designated police officer for our community is Hayley Elliott.
• Bookings: 8^th June, Kids party, 25^th May private party.

Next meeting: 12^th June, 7 pm