Daviot Village Hall Committee Tuesday 21^st September 2004

Present:   R Michie (Chair), D. Scott, K. Gordon, L. Anderson, M. MacInnes, J. Penman

Apologies:   N. Masson, J. Sparshatt, J. McBain

R. Michie welcomed those present. The minutes of the last meeting held on 17^th August 2004 were read and accepted as a true record.

Matters Arising                                                                                            Action        

N. Masson has been in contact with the Hall Solicitor and it seems that the deeds were meant to be sorted out before the Project Committee was established, but it can be backdated. K Gordon explained that at this early stage the committee is simply a forum for ideas and discussion and no decisions have yet been taken.

 A decorator has not yet been sourced. R. Michie will get a quote from a company he  knows and D. Scott will contact Alan Chalmers who has been recommended by K. Gordon who will email her the contact details.                                                      RM, DS, KG

The minutes for the Project Committee meeting of 7^th September were also read.

N. Masson wanted it made clear that ‘no problem’ with access through Mounie land meant ‘no foreseeable problem’ at this stage.

Other matters

M. MacInnes asked if groups were still required to pay for the hire of the kitchen if it was not actually used during the meeting. J. Sparshatt to confirm.        JS

J. Sparshatt was concerned that it was not known that she was now responsible for the hall bookings. It was decided to put her details, along with the rest of the committee, in the notice board.  Bookings are looking healthy for October.                    DS

Youth Club is struggling to find helpers for their Junior Section. There will be a trial period first with the Senior group. R. Michie to let K. Duncan know when Youth Club starts again.    RM

A security light is needed over the steps where the main door is. K. Duncan mentioned that Playgroup has employed someone to put a light up above the play area at the back and she will ask him to install one over  the steps at the same time. He will bill the hall directly. The bulb has gone in the hall. During the meeting J. Penman was going to replace it from the store.   KD

There is apparently flooding in the ladies toilets. The committee members were unsure about the details of this matter but recommended that N. Masson arrange for the roof and gutters to be checked.          NM

Eileen Garden needs help with cleaning the hall. It was agreed to advertise the position but a local person has since come forward to fill the position.

Mr Rae of 22 Kirkton Park has now erected a wall at the back of his house which was agreed to come out onto Hall land to 1.2m. However the actual size is 1.550m. It was agreed that N. Masson should approach Mr. Rae in the first instance to ask him to either rebuild the wall to the original dimensions or pay for the title deeds to be changed accordingly. If this approach does not work, the committee will instruct their solicitor to approach Mr. Rae with the same options.  NM

K. Duncan mentioned that keys to the outside Playgroup play area will be kept on a hook in the kitchen.

L. Anderson announced that a Daviot company had approached him with a view to advertising on the www.daviot.org website. A monthly fee, payable annually, was agreed.

Update on Project Committee

K. Gordon reported that the committee had narrowed the options down to 3:

1   Rebuild/Refurb on existing site  

2   Glebe land/Ritch land off the road to Wicketslap

3   Community land

A questionnaire is being passed amongst the user groups to find out what they need in terms of location, space etc. Another architect is being sought for comparison. Once these details are attained, the decision for the site will be put to a public vote.

R. Michie expressed concerns that the hall may be taking on more roles than they need to, e.g. a swimming pool and bowling green mentioned in the minutes of 7^th September 2004. He felt that the hall should not attempt to be everything for everyone, but just a suitable hall facility for the community. He was concerned about the ongoing costs of anything extra.  K. Gordon responded that he felt there was no harm in stretching the use of the hall to reach potential user groups but that common sense would be maintained and cost would always be a deciding factor in what facilities were possible.

Date of next meeting was set for Monday 25^th October at 8.00pm