Friends of Aytoun Hall
Registered Scottish Charity No. SC 027157
Keeping the Heart in our Community
MINUTES OF A BUSINESS MEETING OF THE
FRIENDS OF AYTOUN HALL (F of AH) MANAGEMENT COMMITTEE
HELD IN THE COUNCIL CHAMBERS
AT 7.30PM ON WEDNESDAY 21ST NOVEMBER 2018
David Homewood – Convener
Jenny Haldane – Vice Convener
Bill Adam – Treasurer
ITEM 1 – INTRODUCTION
The Convener welcomed everyone to the final meeting of 2018, other than the ‘Christmas Tree Party’ on Saturday, 1st December.
The September Coffee Morning had been successful; it had brought in good income and had upheld the F of AH profile in the town.
The Aytoun Hall seemed to be operating well, other than the occasional maintenance issue, and an annual routine had been established over the past couple of years that worked, although intervals between meetings seemed to be rather long. However, there was no point in meeting for the sake of meeting whilst the agenda remained mainly routine. All agreed that F of AH should continue to meet 6 times a year.
ITEM 2 – PREVIOUS MINUTES
Draft minutes of the last meeting held on 12th September were agreed as a true record out of session; they were released into the public domain the week after having been circulated to the committee for agreement.
ITEM 3 – MANAGEMENT COMMITTEE BUSINESS
The Treasurer had produced a simple financial statement (Enclosure 1). Income from the Coffee Morning had been £515.70p and Jenny Haldane had banked £50 from the Tapestry project. The statement showed a bank balance of £16,917.27p, but did not reflect a small, recent expenditure transaction of approximately £25 for replacement inventory items.
The Convener reminded committee members that a resolution to maintain a £15,000 bank balance had been agreed a couple of years ago to cater for any emergency affecting the inventory. This would allow F of AH to approach grant sources for matched funding, thus the balance would in effect be worth £30,000. It was agreed that the policy should continue.
Usage data for the 3-months covering August to October had been received from Live Active Leisure (LAL). The Treasurer had produced a Rental Income sheet (Enclosure 2) that reflected a similar income to the previous year, and better than the 3 years prior to that.
Clock Tower Repairs. Work on the Clock Tower was still not completed. The relationship between PKC Property Services and Zenith seemed to have completely broken down, hence ladders left on the roof. It took 2-months to clear rubble left in front of the Aytoun Hall. It seems that PKC will have to set a new contract for the work to be completed, but neither LAL nor ourselves had been kept informed.
Heating. The heating system continued to test the patience of the hall keepers and goes on and off at times that do not match bookings. It looked like we would have to live with the problem. Shona Stewart said that she would provide details of problems experienced by the playgroup from which F of AH might be able to write to PKC/LAL requesting corrective action.
Events & Fundraising Projects
Tapestry Project. Jenny Haldane advised that arrangements had been made to visit care homes in December. It was also hoped to excite some interest with ladies from the Parish Church.
Christmas Tree. Saturday, 1st December commencing at 6.30pm. Cheese, wine and nibbles provided. Jenny Haldane and Maureen Duncan-Smith gave apologies. Date for taking down the tree would be Friday, 4th January at 10am.
Spring 2019 Coffee Morning – 9th March 2019. Venue bookings had been made. Maureen Duncan-Smith said she was happy to lead on organising the event. A list of volunteers would be contacted in due course. A quiz would be launched that would hopefully raise £300+.
January Check. Jim Healy would arrange a date for a 100% inventory check with the hall keeper. A discussion took place regarding the replacement of missing kitchenware in the Commercial Kitchen. It was concluded that the inventory content should be maintained at its present level, with replacement items being purchased. Any chipped crockery would be disposed of and replaced in due course.
Trestle Tables. F of AH had not been successful in being selected as one of the Coop’s preferred local charities for 2019. Therefore the Trestle Table replacement project, which was the subject of the Coop application, would not be pursued unless an alternative funding source was approached. Following discussion, it was decided to retain the existing tables that were still serviceable.
ITEM 4 – ANY OTHER BUSINESS
Programme of Events. A 3-monthly programme of events had been produced for the last quarter of 2018 (Enclosure 3). It was a live document and the Convener said he hoped to produce similar programmes for each quarter of 2019, but that was dependent upon LAL’s cooperation. The document was valued by Health & Social Care professionals working in the area. Maureen Duncan-Smith suggested it be placed on the Aytoun Hall Facebook page.
ITEM 5 – FUTURE MEETINGS
The next meeting was scheduled for Wednesday, 9th January 2019 commencing at 7.30pm in the Council Chambers.
Future schedule of meetings in 2019:
Wednesday, 9th January.
Wednesday 13th March.
Wednesday 8th May.
Wednesday 5th June – AGM.
Wednesday 11th September.
Wednesday 20th November