BARBOUR MEMORIAL HALL SCIO
MINUTES
24.05.2022
Present: Robert Wilson Alice Wilson Liz Anderson, Malcolm Laurie
Apologies: John Anderson, Lynda Anderson, Sharon Douglas, Brenda Craik, Joyce Donnelly, Gerry Donnelly, Gill Lines, Chris Ward & Julian Watson (Creetown Initiative)
CREETOWN UPDATE
No report at this time.
MATTERS REGARDING THE ESTATE
No report at this time.
BOOKING FORM
Discussions about the booking form, which is online here: https://domainfe6151.stackstaging.com/bookings
The online booking form has the same information as the printable version, and can be printed, but takes several sheets reported Liz A.
This is just how the online form works and unavoidable responded Malc L.
There were discussions about how to get the printable version (linked from the booking page above) to people who were not online.
There should be a number to call (TBC) so that the paper version can be delivered or posted out.
Discussions also took place around payments – should payments be made before the hall is booked or after? To be confirmed.
Currently invoices are raised, and receipts issued. Liz A receives the online forms or calls and passes to Gill L for billing.
Further discussion is required on regular payments – setting up a standing order for example for people/organisations wanting a rolling booking.
AVAILABILITY OF HALL
Now that the hall is fully open again for bookings it was agreed there should be an online availability calendar.
A Google Calendar was suggested – Malc L confirmed: can provide a shared calendar all members can access and add bookings to.
This will also have a component that works with the website to show enquiries which days are booked out (without details of the existing bookings for privacy).
Malc L will progress.
SETTING UP HALL FOR EVENTS
Discussion on setting up hall for events – there is an ongoing issue with heating – having to start boiler 3 hours before people come in.
Agreed this is not ideal but it is the current state of the Hall’s systems, and we have to make do with it.
It was agreed we should create a checklist for opening and closing the Hall.
Robert W noted Wintertime is difficult as water needs switched off entirely, and the entire system fired up again for any Winter bookings requiring heating and toilets.
It was noted that a small heater – such as a greenhouse heater – could help in stopping the feed to the boiler freezing.
JUBILEE PICNIC
There was discussion around Jubilee preparations, making food, buying items, and making a call out for public to provide food and drinks,
Consideration around having people bringing their own mugs (re covid) and bringing their own food (re Allergies)
Ideas and tasks apportioned, using an online checklist.
SOUP SOCIAL
Provisional day set up for Thursday 16th June – need to confirm with rest of committee, and agree format (Sandwiches / cakes / traybakes)
Need to advertise this event through online channels and posters when confirmed. (Malc L will do this)
Donation agreed to stay at £1 as a minimum.
Time to take place as before, noon to 1.30pm.
NEXT MEETING 5th July 2022. 7pm