Minutes of Project Committee Meeting on 7^th September 2004

Apologies – Mike Lloyd, Mary Cranfield,Mark Jones, Walter Taylor, Diane Scott, Keith Newton, Norman Masson, Les Anderson, Phyllis Richardson, Steve Bruce, John Penman, Sandy Jamieson

Present – Ken MacLennan, Yvonne MacDonald, Duncan MacInnes, Ken Gordon, Neil Ironside

Minutes were read and amended at the request of K MacLennan as follows:

-          There was a re-emphasis that the project committee must reach all members of the community both geographically and over all age ranges.

-          Maitland Mackie proposed that we should keep an open mind on the facilities to be included and we should look at wider facilities such as for example a swimming pool and bowling facilities despite the apparent lack of interest since the disbandment of the outdoor club at House of Daviot.

-          There is a need to obtain details of the previous facilities survey.

Matters Arising:

-          K MacLennan voiced concern that the options for building a new hall to the north had been discounted.   Although he had not spoken up at the last meeting he felt that as a group we should still investigate the use of this community land.   This was discounted at the last meeting due to the distance from the school and the fact that the involvement of the school would definitely attract additional funding.   However it was felt that there may be members of the community who would like a more thorough examination of this option as there may be other ways of transporting children between the two.

-          The Chairman confirmed that the short-term objectives on the project Committee is to:

1.        Establish pros and cons for each option

2.        Establish what facilities should be incorporated

and that these must be presented to a meeting of the community to obtain authority by means of a majority vote.

-          The group then discussed the extent to which the community covers geographically.   It was understood that this would extend to the parish, but on examination of this there would be some notable exceptions including one of the Hall Trustees.  Yvonne MacDonald pointed out that residents in the Whitemyers area had not received copies of the last Options questionnaire. It was agreed that all interested parties should be invited by “letter drops” and by advertising in the Inverurie Newspapers and posting notices outside the hall, inside the hall, at the School, Church Hall, Smiddy, Emporium and Drum of Wartle Shop.   The newspaper costs would have to be approved by the Hall Management Committee.

-          Neil Ironside, Community Learning and Development Officer based at Oldmeldrum Academy was introduced to the committee.   Neil offered assistance with involving younger people through the schools, but stated that this would be easier once we had clear objectives on which site would be used.   In others parts of Scotland Neil has information on Halls used as Internet Cafes and Tearooms.   Finally he indicated that if facilities were available he would be keen to use the Hall in his growing adult education programme for Aberdeenshire.

-          Yvonne MacDonald attended the meeting for the first time and offered her specialist assistance on access for the disabled.   Yvonne is a member of Gordon Disability Action Group and also sits on the Central Aberdeenshire Access Panel.

-          The Chairman then asked if any reports from committee members had been received by the Secretary.

-          Norman Masson had forwarded a copy of the Supplementary Deed relating to the Project Committee.   This was read out in part by Ken Maclennan who was concerned that it gave no authority to the Project Committee.   The Chairman stated that the amendment was indeed intended to have the opposite purpose.   It was agreed that clarification at the next meeting would be required from N Masson.   N Ironside said that a good constitution was essential for securing funding and offered to present a copy to Walter Taylor to gain a view on its suitability.

-          Norman Masson also reported back that there would be “no problem” with obtaining access through Mounie land to reach the Glebe if this option is pursued.

-          Norman Masson also reported that W Lippe felt that the land offered by Stewart Farms would not be suitable due to extensive re-grading required but appeared to be “happy” with the George Ritch land and the Church glebe site.

-          No report on the land belonging to G Ritch was received from John Penman.

-          Duncan MacInnes confirmed that he would officially approach the Church at the next session meeting on 16^th September.

-          It was proposed that at least one other architect should be approached to give an opinion on designs and costings.   Mr Lippe clearly has a good track record, but with public funds involved we should be seen to be investigating the “least cost” option for all inputs to the project

-          It was formally agreed that the site options should be as follows:

1.        New or refurbished hall on existing site

2.        a) New hall on Glebe Land

b) New hall on G Ritch Land

3.        New hall on Community Land

Options 2a and 2b should be refined as soon as possible to return to the three basic options if

- no move

      - move to proximity of school and church

      - move to community land

It was agreed that no further progress can be made until more information has been returned by committee members.   For this reason it was agreed that the next meeting would be in two weeks time and that it would have to be Monday 20^th September prior to the full hall meeting of 21^st September so that the Hall Management Committee can receive an update.

Agenda for 20^th September 2004.

Reports back from committee members                                                                     Action

-          Hall Committee  investigation on refurbishment and/or rebuilding

on existing site from liaison with W Lippe.                                                              NM

-          Is G Ritch willing to provide land next to playing field for new hall                         JP

-       List of user groups                                                                                                 DS

-       Draft questionnaire for user groups                                                                       DS

-       Status of Community Land                                                                                      JL

By the close of this meeting we should be in a position to:

1.        Finalise the 3 sites for consideration

2.        Appoint members to establish likely costs for each option.

3.        Appoint members to draw up a final list of households where a “letter drop” should be sent.

4.        Agree on user groups and form of questionnaire.

5.        Report back to Hall Committee with proposed date for calling a Committee Meeting to vote on the options.

Next Meeting:                      Tuesday 20th September at 7.30pm