BARBOUR MEMORIAL HALL SCIO

MINUTES

5.07.2022

Chair: Alice Wilson

Present: Robert Wilson, Lynda Anderson, Gill Lines, Chris Ward (Creetown Initiative), Julian Watson (Creetown Initiative), Brenda Craik, John Anderson, Liz Anderson, Malcolm Laurie.

Apologies: Joyce Donnelly, Gerry Donnelly, Sharon Douglas.

MINUTES OF PREVIOUS MEETING: MATTERS ARISING

No comments on matters arising.

CREETOWN UPDATE AND NEXT STEPS

Lynda had emailed to ask Chris/Julian for an update on the Barbour Hall Project Plan.

Chris responded: Gordon Fleming (architect) needs brought in to help with drawings and costings for options on the Plan. A lot has been covered in the summary, there is a start of draft Plan, but still some things to deal with before it can be progressed further.

Lynda noted an issue with the Lottery Fund which if awarded could be used to pay for Gordon’s work. Issue: The Lottery want confirmation that the Hall is fully owned. Chris suggested a Letter of Comfort from the solicitor to the Lottery to confirm ownership of the Hall by the SCIO.

Lynda: Need check with Jaime Nicholson (Ward Officer D&G Council) and current Minister, to have them confirm position on their responses to the questions from the solicitor, which will help solicitor get information to the Lottery fund.

Alternative to Lottery funding for this work:

An idea raised by Lynda was to use existing Hall bank funds to get Gordon to do work. Gill confirmed status of bank accounts: Total in main account is £18,600. Reserve account of £2,500. After commitments, possible amount available could be £12/13k. Gill notes this is an unprecedented lucrative balance, and positive can be used.

Chris: Problems with paying directly from bank account – if it is used, funders can’t be approached to replace it, would be good to explore all options, and beneficial to keep a healthy balance in the bank, eg for match funding purposes in future.

Alice queried if all fundraised monies could be used, if not all spent? Lynda suggested Covid fund received could be used.

Chris and Julian responded that the current avenues were not fully explored, the Lottery was waiting on just one issue to be responded to and it may just be the last stage needed before an award, and will revert.

Plan Timeframe

Lynda asked re timeframe for producing the Plan. Chris noted that Gordon’s work is integral to the Plan and would much rather it be included. Lynda asked if it could be produced without Gordon’s work, but since any further action on options for Hall renovations and improvement can’t be taken there is only so far they can go. Only a provisional version of the Plan can be created in the meantime, of limited use.

Chris responded it would be ideal to wait until Gordon’s work was done. This may take a period of 2 to 3 months. Then bring this work into the Plan, so a tentative date would be Mid Sept 2022. Gordon’s availability will be checked, and Chris and Julian will follow up on possible funding options. Malc suggested engaging with Gordon and booking his time in, no matter how it was eventually going to be paid.

Alice: Next steps – consulting on the Plan proposal?

Julian: Gordon will cost proposals, makes a huge difference to have this, hence importance of including Gordon’s work into the plan before any consultation takes place. The basic breakdown is repair first, then improve what’s there. Julian and Chris noted that the general situation for capital funding is not good and is deteriorating further.

Jock asked if work could be done in parts, as toilets the most important issue to be addressed, and the renovation of the front exterior of the Hall. Julian responded that this may be possible but may be inefficient and expensive to work this way.

Julian is keen to ensure everyone is fully informed with a complete Plan including Gordon’s work. Chris added that the only capital funding option available needs to show environmental benefit for instance. However other funding does come up, but can be last minute in nature (eg. extra surplus capital) and need to be agile to take advantage if they do. Chris and Julian will come up with a funding strategy and show options and will keep a look out for any funding coming online.

FUNDRAISING REPORT (Lynda)

Lynda gave all present a summary of fundraising to date:

Started on recent fundraising in December 2019 – applied to Robin Rigg, asking for £15,000 to help fund repairs but got nowhere on this.
After that Lynda spoke with Andrew (Creetown) to get Regionwide Coastal Benefit Fund (CBF) in March 2020 for £4,800. Received half of this as a grant to get surveys done.
Following up with Andrew, the Hall has had surveys done but needs support with fundraising, put application for Round 2 of CBF to get funds to be able to engage with Creetown. Applied for £14,000, got 75%: £10.693. (Lynda notes she added on a few things to help raise the amount.)
Then £10,000 received from beginning of the Strategic Framework Business Fund from Scot Gov.
Round 3 of CBF is going to open soon. (Could be another option for funding for Gordon’s work if Lottery is a no.)

Chris noted that would be beneficial to have Gordon in on a meeting to help with how any future applications can be presented, to include options of improvements and repairs.

FINANCIAL REPORT (Gill Lines)

Gill provided an overall breakdown of what is currently in the bank:

£18,600 Main account.
Reserve account of £2,500.
Just received from D&G 11th May for £10693.20 one off payment. (Round 2 CBF)
Gill reiterated this is a much more healthy amount than normal.
Soup social £130 received.
Collection from jubilee £150 received.
£200 from Alan Tristram for his kind donation after the last Soup Social.
Business Stream – regarding exception for charitable status, has been backdated to April 2020 – Hall will get £1,307 for water rates – to be expected soon. Thanks to Gill for her perseverance on this.
ML to follow up on leaflet drop donation for helping with cycling event. Donation amount not yet known.

Gill worked out rough totals available: After solicitor costs of a possible £3k, and remaining Creetown costs to be paid, the money left over for Hall use could be £12k/£13k.

Gill noted re: Club room – 17th June letter from Pure Utilities have taken over premises – a bill for £1.59 – respond and say Hall has nothing to do with the Club Room to nip this in the bud.

Gill brought up issue of financial documents, which are in a folder in her house. Should this be in a locked cabinet in the Hall? And for digital copies of Minutes – discussion on where all these should be stored and how long to be kept for. (eg 7 years for financial information for businesses.)

Julian noted that the suitcase of minutes etc held in the hall, going back to the 1950s, should be retained for local and historical interest.

General consensus was that a filing cabinet in the Hall would be best idea to hold all of these, including any digital Minutes on a stick or can be printed)

It was noted that documents can be kept in the “cloud” – all can access files online using Microsoft 365 – and everybody can access these files with their own login. (There can be availability of a charity licence for MS365 for this.)

ML will help Gill on creating branded letterheads and invoice templates to incorporate the logo (using full title: Barbour Memorial Hall. And including SCIO number)

POST SURVEY COMMUNITY ENGAGEMENT

Alice raised the issue of not wanting to lose momentum in the consultation process, so local people would not lose interest and think the process stalled.

Julian responded that once there are options from Gordon, we can have a public meeting, but could be well into Autumn.

Discussion: In meantime how can we engage with community to keep the process going?

Idea: Social media engagement, using a video (Gerry) to summarise where we are which can be put online.

Chris suggested a Timeline, which can be published online, and at the hall, on a whiteboard (ML can supply) or on the walls so that attendees at any Hall events can see progress updates. Alice suggested that there could be an announcement at any future events too.

Need volunteers to help produce, ML can help with video and timeline graphics, but need all to help with what the timeline statements will be.

Julian and Chris left the conversation at this point and were thanked for their contribution.

“SOUP SOCIAL” AND OTHER EVENTS: DISCUSSION/PLANNING

It was noted that Gerry had previously mentioned that COVID is on the increase (in the news currently Scotland is highest infection area in UK.)

Alice noted that we are putting together an older, higher risk population in one place, but also raised the other current health issue – older people lonely and need opportunities to get together.

Gill and Jock noted that the toilet state and kitchen hygiene were important issues, and it was suggested that professional cleaners be brought in before any more events. Brenda put forward Nith Valley Cleaners as possible option.

Malc noted that approx. 70 people came to the last soup social, and people were keen to come, but any future events should be in the Main Hall or if weather is good, outside on the Allotment Lawn (Jock noted that the car park could be used to help any people unsteady on their feet.) Using these venues would help alleviate Covid concerns.

It was also raised that anybody helping should hold a Food Hygiene certificate, these can be applied for online. In addition, food obtained from donations should include an ingredients list.

Tentative date set for next “Social”: 28th July, Main Hall, to include Sandwiches and Tray Bakes, but not soup.

Before publishing any date, consult with Gerry and others not present.

If to go ahead, Malc will create a leaflet again as this notified people who are not online and will have helped with attendance. Leaflet will advertise and organise volunteers to help on the day as well as provide donations of food, to have responses well before the date. Several offered to help distribute leaflets again.

OTHER EVENTS:

Lynda, Malc, Gerry to have meeting with John and Rona Carson to consider an afternoon on a Saturday, a month after the “Social”. The afternoon would not require teas/food provided by the hall, just the venue. May be held on Allotment Lawn if weather good. Attendees would bring their own bottles/picnics. Lynda noted that Jane (daughter of John/Rona) offered for their band to come and play for only expense costs.)

AOB

Other fundraising options were discussed, similar to Nith Inshore Tote. Note Tote requires a lot of organisation, it is very time consuming for Chris and Alison who do it.

Question asked if this would this be competition with existing fundraising locally? Generally decided that this should not stop us doing our own fundraising.

Options could be a community lottery, or Last Main Standing suggested by Jock – could be £1 / £5 a month. To be explored and further discussion had.

Next date of meeting to be worked out – job for Gerry to plan next meetings and when the AGM should happen.