Minutes of Meetings

Daviot Village Hall Committee

Monday 20th November 2007

Present:            N. Masson, D. Scott, R. Michie, J. Penman, M. MacInnes

Apologies:        M. Penman, P. Knott, M. Cranfield

 N. Masson welcomed those present. The 100 Club was drawn for November. The minutes were read and approved.

Matters arising                                                                                                 

N Masson called Andy Gibb at TSB. He will email Diane a draft business plan next week.

We have not yet received the refund from Scottish Hydro.

Roland has put up a new a website sign for the front of the hall which looks excellent.

The dance on the 26th October raised almost £1000 which was split between the Hall and the Pensioners fund. The Bowlers have donated £800 to the Hall.   The Church Coffee Mornings have also donated £100. Diane to thank.               

Other Matters

Norman has a meeting about VAT. It is a very complicated matter and there are various options.  Register for VAT/part exemption from VAT.   Class the Hall extension as an annex   Put the Hall into a retail scheme and claim VAT back on the goods. It was decided to get some advice from TSB.                                     

Diane applied for the P & J Year of Giving funding.

N. Masson thanked those present. Date of next meeting was set for Wednesday 16th January 2008. Meeting closed at 8.45pm.

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Monday 16th October 2007

Present:            N. Masson, D. Scott, R. Michie, B. Ingram, P. Knott,. J. Sparshatt

Apologies:        M. MacInnes, M. Penman, J. Penman, K. Forbes, M. Cranfield

N. Masson welcomed those present. The 100 Club was drawn for September and October. There were no minutes to be read.

Matters arising                                                                                                 

There is no progress yet with TSB but it is all going ahead at their end. Scottish Hydro have sent us over £1400 refund as they have been overcharging us.

We have changed the booking form slightly and the fees have gone up to £5/hour for the small hall. Prices for out of village use are £20/hr and casual users are £10/hr. Regular users are £5/hr.

 We need a new booking secretary.

The Accounts have been with June Dunnett for a while.    Pam (new treasurer) and Brenda to go and see her.                                       

Eileen Gardens wages will go up to £6.50/hr, backdated from September.  The Committee would prefer it if Eileen invoiced us.

Roland will sort out a website sign for the front of the hall.                                 

The taxi firm will be advertised on the website. .

N. Masson thanked those present. Date of next meeting was set for Tuesday 20th November 2007. Meeting closed at 8.45pm.

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Monday 23rd April 2007

Present:            N. Masson, J. Penman, D. Scott, R. Michie, L. Craigie

Apologies:        M. MacInnes, M. Penman

N. Masson welcomed those present. The last minutes were read and approved.  

Matters arising                                                                                                 

We have received the example application form from Walter Taylor’s Office.   K. Newton assured us that the £75,000 would be available as long as the Hall refurbishment meet the needs of the Care Commission. Therefore N. Masson, D. Scott and K. Forbes met with Jo Hughes from the Child Education Dept at Aberdeenshire Council on 29th March. She felt the hall was already meeting the needs generally but that we would need more efficient heating and controls in the toilets, a child’s sink and security on  the doors. She was able to give us some funds towards this and we will need to write to her with the plans and a budget nearer the time.                        She also recommended Caroline Hay-Crawford of the Aberdeenshire  Childcare Partnership as someone who cold help with filling out the Lottery Grant Application form. D. Scott to contact.     The risk assessment paperwork had been received and it states that the gascooker must be serviced every year by someone Corgi registered.

The Hogmanay Dance will be finally decided at the AGM.

Other Matters

A letter was received from Duncan MacInnes regarding the plans for the Hall. The committee has taken his comments on board. The Plans are currently back with W. Lippe who is redrawing them according to our basic needs.

 Geoff Weir is away.

N. Masson thanked those present. Date of next meeting was set for Tuesday 29th May 2007 which will be the AGM. Meeting closed at 8.45pm.

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Monday 19th March 2007

Present:            B. Ingram, N. Masson, J. Penman, D. Scott, M. MacInnes, R. Michie

Apologies:        M. Cranfield, J. Sparshatt, L. Craigie

N. Masson welcomed those present. The last 3 minutes were read and approved.  

Matters arising                                                                                               

Walter Taylor has been off work long-term. N. Masson spoke to his secretary who will send out the example application form we have been waiting for.

N. Masson is meeting K. Newton on 21st March.

N. Ironside completed a risk assessment on the hall on 15th Feb. The  only matter arising was that we need to make sure our booking forms make clear what our Public Liability Insurance does and does not cover, the form is with him just now for checking.

It was decided that we will not hold a Hogmanay Dance this year. It would be more profitable to put our time and efforts into organising other more popular events.

Other Matters

We will hold another Fun Day this year on Saturday 25th August. The WRI would rather not do the teas again.

The WRI are holding a ‘Leisure Hunt’ soon and it was suggested we do too.   It was suggested that we hold a ‘Scots Night’ on Friday 30th November as a fundraiser. We would have a band, comedian, storyteller etc.                     

Eileen Garden has booked a dance in the Hall on 26th October as a fundraiser for the hall and the Pensioners.

N. Masson has contacted Geoff Weir, TSb regarding a grant application. He is going to visit the hall. It was suggested that we enlist the support and advice of our local MSP. N. Masson visited Nora Radcliffe and has asked her for a contact at the Scottish Executive.

N. Masson, J. Penman and R. Michie are to meet to discuss the Lottery Application soon.

The hall plans were viewed and it was decided to ask W. Lippe to look over them and try to reduce the scale of the refurbishment and then hopefully reduce the cost. Our key needs are a larger hall, new toilets and more storage. N. Masson to check with K. Newton if the Planning Gain money would be affected by these changes.

Eileen Garden will be going on holiday in June and so a temporary cleaner will be needed.

Brenda Ingram will be stepping down as treasurer at the AGM.

N. Masson thanked those present. Date of next meeting was set for Monday 23rd April 2007.  

Meeting closed at 9.20pm

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