Community Association Committee

Minutes of meeting - 1st October, 2003 at 7.30pm

Welcome
Kirsty welcomed the Committee to the October meeting, which was being held in the Inverkip Hotel.

Attendees and Apologies
A Committee quorum of seven members were in attendance. Apologies for non-attendance were received and accepted on behalf of John Reid, lain Buchan and Ann Marie Cockburn.

Acceptance of the Previous Minutes
The Secretary apologised for not e-mailing the minutes out as he had moved house and had yet to have his telephone connected, his computer was therefore not on-line. After a short discussion the meeting approved the adoption of the previous minutes on the motion of Eila Roberts and seconded by Finlay McFee.

Treasurer's Report
Finlay in his report mentioned that Jon Goldwater had finished the audit and was quite happy with the report. He did however have one or two suggestions. First of all he felt that the current way the accounts were processed were far too complicated. It took him a couple of hours to 'get his head round them', and he felt it would be very difficult for anyone new to understand the current system. The Treasurer mentioned that he had raised the subject some time ago of purchasing the suitable software for the computer to process the accounts in a more straightforward manner. George stated that the Committee had passed this request about six months ago. After discussion Finlay was told to purchase the relevant computer package that had been discussed.

The Treasurer also mentioned that he had produced the necessary Annual Report which had to be available at the same time as the Annual Accounts to keep us in line with the rules regarding charitable organisations. Finlay asked if anyone had a copy of the Constitution. The Secretary said he had one, which was not on hand at the moment. The Treasurer went on to report on one or two outstanding accounts, he also mentioned the new alarm system with Abel and said he would speak about this in any other business.

Letting Report
Kirsty reported that bookings for the Bouncy Castle and Disco Parties were still coming in. The Disco parties were going down very well. Kirsty said one of the bookings had been generated through the local 'web site'. The possibility of Sarah and Laura introducing their own disco page on the Wemyss Bay web site was discussed, perhaps Stephen could give some advice on this. A discussion also took place regarding a disco and bouncy castle running together. George mentioned the problem about the power. Kirsty mentioned that she had also had an enquiry regarding a booking for a yoga class. George suggested that the judo club may be interested in either the Sunday evening booking or Saturday morning. Kirsty said she would contact the judo club to see if they were interested.

Gala Report
In Ann Marie's absence Kirsty reported that she thought Ann Marie had a slight concern about it again being a three-day event. She was particularly worried about the numbers of helpers that were needed over the three days. Finlay said obviously what was required as soon as possible was a volunteer list. The Committee, after discussion felt that as soon as possible, a Gala Committee be formed. Kirsty said that even if we could get volunteers to say that they would be available for the weekend of the Gala to help out in some form or another. They wouldn't have to attend all the meetings. It was just to give the Gala Committee some idea of the help that would be available for the event. She further reported that Ann Marie had spoken to the Ceilidh group 'The Midgies' and lain Buchan had given her the e-mail address for the person who supplied the banners for the football section. Eila said Mearns McCaskie were interested in supplying the burgers for the event. The Committee felt that as one of the sponsors of the Gala we should try to give them some of the business. It was generally felt that this subject should be discussed with Liz Canning as the Burger Stall was usually her department. Ken Roberts reported that he had a quote for a 'Climbing Wall'. Ken explained the facility is usually hired on a daily basis for £895 plus VAT. This included all the equipment, ropes, helmets and 4 instructors, plus insurance liability. The Committee discussed this at length, Finlay thought we would probably have to charge £5 a go to try and break even. He also made reference to one of the attractions we hired for last year's Gala, where we made a large deficit. Kirsty asked if it came with a canopy in case of rain. Ken said he would make enquiries regarding this. Sarah and Laura felt the disco last year was a bit young. They felt it should be run next year for an older age group. After further discussion it was generally felt that perhaps two discos could be the way to go. Kirsty said she would inform Ann Marie about the meetings suggestions.

Any other business
The subject of the storage container was discussed. Kirsty said that it was being delivered tomorrow (Thursday). It would have to be sited on the grass behind the bottle banks. George enquired about the insurance for the equipment stored in the container. Kirsty thanked Ken and Eila Roberts for stepping in to edit and produce the Village News after Phyllis took unwell. The production dates were discussed and the difficulties encountered in printing the product. Eila brought up the subject of Christmas Lights. She had been asked by a local resident to try and do something about the poor display in the area. The Committee was of the opinion that Phyllis had already approached the Council about this earlier in the year. Finlay said the residents should speak to Eric Forbes regarding this matter. Sarah felt that the some of the youths in the area might vandalise the Lights like they had before.

Date of next meeting
The date of the next meeting was agreed as November 12th and would be held in the Inverkip Hotel, at 7.30p.m.

George Anderson, Secretary

(Minutes edited appropriately for publishing on web site)