Community Association Committee

Minutes of meeting - 4th June, 2003 at 7.30pm

Welcome
Caroline welcomed everyone to what would be her final meeting in the Chair. She said she had really enjoyed her time on the Committee. However she felt that three years in the Chair was long enough. Caroline thanked the Committee for their support and said she would continue to offer any support to the Association if it was required.

Attendees and Apologies
Attending the meeting were 13 committee members. Apologies for non-attendance were accepted on behalf of Laura McDonah and Fiona Marks.

Acceptance of Previous Minutes
The Minutes of the previous meeting were adopted by the committee on the motion of Kirsty Donnelly and seconded by Sian Burton.

Treasurer's Report
Finlay said he had got the bank statement that morning and we had £16,500 in the account. He intimated that he had however sent off the cheque for the deposit on the marquees for the Gala, which would bring the account down to £15,500. The other thing he had been working on was the finalising of the accounts. This was now showing a surplus for the year of £7,350. He went on to give a breakdown of the Centre's running costs. Outwith the user groups, Gala, bouncy castles, discos etc., the annual basic running costs of the Centre was just over £5,000. He highlighted the call-out costs for the year, around 30 call-outs. George explained most of these could have been avoided and were down to bad materials, such as the main lock on the front door. This was of a cheap variety and with the large number of users, was repeatedly in need of attention. The sensors on the fire doors were also constantly giving problems, either because they were wet or loose. Finlay mentioned the high electricity bill. He also mentioned the bouncy castle and the new tables and chairs in allowing for the depreciation of these items. Sarah mentioned the new CD wallets and they also had a lock for their box, she also said Laura was on holiday and that they had receipts for the purchases to give to the Treasurer.

Secretary's Report
George mentioned that the kitchen light had been repaired. It was in a bad state of repair, as most of the plastic fittings inside the casing were broken. If it malfunctioned again it would probably require a complete new light fitting. He also gave a report on being called out to the Centre the previous Saturday morning by Iain Buchan. When Iain had opened up, the fire doors were lying wide open. The police checked the premises with him and the only thing that looked suspicious was the Youth Club cupboard door was lying open, with the hasp lying on the floor. The worrying thing was there had been no call-out from either the police or the alarm company. After discussion it was agreed we discuss this situation with Abel Alarm. The Secretary also reported that the main lock on the front door was again causing a problem. The mechanism inside the lock had become loose. The lock had been stripped down and was now operating as it should. He pointed out that this was a rather cheap lock and could break down again.

Letting Report
Kirsty in her report mentioned that the bouncy castle parties were coming in again. However there had been a drop in disco parties. A short discussion took place on this subject. George said the bouncy castle would have to go for a 'service' shortly and he would contact the company to arrange this, perhaps in July. He would let Kirsty know when it would be uplifted. Iain Buchan mentioned that the Castle when being put away had to be rolled up - not folded as this made it very difficult to get it out of the bag.

Centre's Computer - Broadband
Finlay mentioned that he was about to have his system altered to Broadband shortly and he would have more information regarding the Centre's installation for the next meeting. He would also have to talk to the alarm company regarding the installation.

Gala Day
Ann Marie enquired from the user groups present for an update on the sale of Ceilidh tickets. Some of the committee felt that public were not aware that the tickets included the buffet.

The subject of optics for the bar was also discussed. Sian said she thought that she could arrange to borrow these for the event. It was agreed that we might have to purchase our own. Ann Marie gave an update on what bar stock she had ordered. She said this still had to be finalised.

Ann Marie also mentioned that the sponsorship was also looking very good. It was agreed a sponsor list should be displayed in the marquees. Display posters were discussed it was agreed that as many of these as possible should be put out.

John Reid said the football section were getting a 8ft. banner printed with their logo on it for £80. It was maybe too late to have one done for the Gala.

Evelyn Ritchie reported that there would be a 'Gala Queen' and three attendants. Kirsty enquired about transport for the Gala Queen and her attendants. A general discussion took place on this subject and Phyllis said she would make some enquiries about this.

Ann Marie went on to discuss the token system that would be in use for the various children's attractions, these would be available from Finlay on the day. A poster explaining the prices would be displayed on the day. After discussion it was agreed that to avoid congestion, that the face painting would take place in the main marquee.

Uncle Billy and the Tearoom would be in the Centre. Eila Roberts explained a member of the Woodlands Group would be in attendance in a 'Tree Costume'.

Caroline raised the question of security around late afternoon and early evening on the Saturday. The subject of 'casual drinking' was also discussed. It was agreed that security should be hired and an appeal to any off duty police to come along and offer their support. Volunteers were also required for the Friday and Saturday mornings to help set things up.

George agreed to order two different times of real ale from Houston Brewery. Ann Marie and Finlay agreed to finalise the layout for the various attractions.

Date of next meeting
The date of the next meeting would be the Annual General Meeting on Wednesday, 18th June, at 7.30p.m.

George Anderson, Secretary