BARBOUR MEMORIAL HALL SCIO 

MINUTES OF TRUSTEES MEETING  

Date:12/6/24 

Time:7pm 

Location: Barbour Memorial Hall 

 

1. PRESENT  

            Alice Wilson, Joyce Donnelly, Gill Lines, Robert Wilson, Brenda Craik, Liz Anderson, John Anderson, and Fred Trigg 

 

1. APOLOGIES  

            Lynda Anderson, Gena Baxter, and Rabecca Johnstone. 

 

1. MINUTES OF PREVIOUS MEETING 

           Approved. 

  

1. DECLARATIONS OF INTEREST 

           None. 

       

1. MATTERS ARISING 

           Gent’s toilets have been stripped. John has reported that there is some water ingress and rot. Cost to repair hopefully from grant. If not, we may have to dip into BH bank account. Decision to be made whether to make extensive repairs or to make do and mend. The leak in the kitchen has been repaired. 

           Trustee membership forms to be submitted if not already done. They won’t require to be submitted to a meeting for approval. 

            CCA (Caerlaverock Community Association) – community event – no information has been forwarded yet, Alice to forward names of Joyce and Gill to Dave Gilbert again. 

 

 

 

1. WEBSITE 

  

Visitors to the Barbour Hall page has increased due to publishing photographs of the Ladies’ Night. Publishing more photographs of events may result in increased traffic to the page. 

 

Fred suggested a brief biography of each trustee on the Barbour Hall website. This and a photograph should be sent to Fred before the next meeting. 

 

Fred would like to reorganise SharePoint to make it easier to access. He will discuss this with Lynda and share their conclusions with Trustees. 

 

It was agreed that Broadband access at the hall was a good idea, but this will be done later.  

 

1. BUSINESS 

           Business Plan – Jeanna has reported that BP still to be finalised. There will be an update at the next meeting.  

           For ‘bigger’ items, decision making to be carried forward to the next meeting if required.  For smaller items, we can make final decision on the night, if there is a majority of Trustees present. Also, we can vote on issues via email if, for example, large amount of money needs to be spent on an unexpected but important item. 

             Caretaker duties – Bins, lightbulbs, opening and closing etc. Should we pay someone or seek volunteers. Gill will speak to the school caretaker Graham McQueen for availability, and we will discuss the issue further at the next meeting.  

              Liz will put the Events Callendar on SharePoint.  

              Parking at BH – We will consider putting out a flyer to inform residents of upcoming events. 

               Induction for new trustees – Alice asked new trustees to look at checklist to determine if needed. 

               Subgroups – volunteers needed for soup social and film group. Liz agreed to inform members. 

                Events held at BH – It was agreed that if it is a member hosting the event then they might be responsible for organising this? Further discussion is required. 

                 It was agreed that minutes and agenda will be put out to trustees two weeks to the next meeting. 

                 Some concern was expressed regarding the suitability of using WhatsApp for BH information. It was agreed that using email for sharing information may be more appropriate.  WhatsApp should only be used for matters requiring a quick response. 

                  Lynda has put on shared drive information regarding Grants. 

                  John will put up a checklist of works still needing to be completed. He has asked trustees to consider which jobs are priorities. In addition, he has asked for a meeting to be held to go through all works/invoices so this can be entered into SharePoint.           

 

1. FUNDRAISING 

          Agreed to do Christmas raffle again. Liz will distribute raffle tickets to members, possibly in October. 

          A number of donations have been received from a local person, totalling £700. To determine specifically what the money is to be used for.  

          Gill reported back on her discussion with a local person regarding a fundraising evening disco. Charge was felt to be too expensive so she will investigate cheaper options.          

 

1. FORTHCOMING EVENTS AND LETS 

           These will depend on works to the exterior of the building. 

           The hall will be used for election day on 4th July 

 

1. FINANCE UPDATE   

            Update from Gill – £1193.28 has been paid for our insurance policy (paid 29/5).  May cleaning costs were £120.00 (paid 31/5) Cost of cleaning products for the same period £9.37 (paid 4/6). 

             Water utility – There is now an exemption for the changing room area.    

        

1.    AOCB  

 

It is requested that in future, AOCB be identified before meeting begins. 

  

 It was agreed that contacts for the police should use individuals’ mobile phone numbers. 

 

 

1.     DATE AND TIME OF NEXT MEETING 

            10/7/24 7pm.