Minutes – Hub Meeting, 3rd April 2024

Apologies – John Malley

Minutes from last meeting accepted

Treasurers report – Currently we have £115,862.63 of total funds in account. Minus reserved figures, the balance currently stands at £42,862.63. 

Current repairs/maintenance and The School House/let – Tim to speak to current letting agents to get name of people they use to repair ovens and service the generator and solar panels for the Hub. Andy to speak to previous letting agents regarding previous tenants outstanding council tax bill. Tim to update the council tax bill with tenants leave date and the fact its currently empty. The new tenant is moving in on the 23rd/24thApril and the lady has 2 children. Susan has approached the painter re outside walls and is expecting to complete this work in mid-April.

Noticeboard – It was agreed that this would be put up at the front of the hub on the right as you go in, once eco garden works have been completed.

Windfarm – The new extension is going to planning soon and Cate consulted with them as to whether some of the funding from this could come directly to the area around Dalchrerichart. The company involved has not ruled this out a s a possibility. We will talk to them again if planning has been granted.

Garden project – Cate is in discussions with the preferred contractors to carry out ground works, Fergusons. Some other work will need to be done around the grounds before the Eco garden project can take place, following the success of our grant application for this work. The stone walls will need repairs, the solar panels properly installed and moved forwards to accommodate deer fencing, and some trees need removing. Estimated costs for this work are about £5,000. Jayne will look into possible funding for these preliminary works to be funded by FACC. As it stands, the ground works including preliminary work is £13,832 plus VAT.

Members – Susan is going to update and maintain the members list as this is a requirement with or for some grant funds. Susan has also agreed to chase up and try and get some younger members signed up.

Website/Publicity – It was agreed that the main items to be put on the website were the newsletter, google calendar, minutes form meetings and any legal docs, such as supporting legislative requirements and some event images from time to time. It was agreed that Facebook would be the main conduit for events and event images. Cate has also offered to liaise with Deirdre to get events and newsletters into the Ness News.

Next Events

Plant Sale and BBQ – It was agreed that this should take place on Sat 1st June and a small charge to be made for BBQ food, to be advertised on Ness News (Cate) and on Facebook (Susan). Abriachan Nurseries and Highland Lilliums will be in attendance.

Quiz night – Saturday 13th April – Normal Quiz night

Coffee Morning – Saturday 26th April – Normal Coffee Morning

Quiz Night May 11th – Quiz and Pub night – Try out selling wine and beer (quiz curry night in July or August)

AOB

Water exemption form filled in by Andy and sent in, for the Hub

Looking into booster options to allow better internet coverage throughout all rooms in the hub

Next meeting Wednesday May 1st 2024

The Hub Meeting  Minutes.       06/03/24

An EGM was carried out with 19 members in total, in attendance. Jayne and John Malley were voted on as permanent Directors and Tim Perkins was changed from co-opted to permanent director, with unanimous votes. This means we now have 6 main directors, as Stephanie and Warren resigned, and have capacity to elect up to 4 co-opted directors through the year. The permanent secretaries and roles are:

Andy Hugens – Chair Tim Perkins – Secretary

Catherine Lilley – Events Susan Reed – Events

Jayne Malley – Grants John Malley – TBD

Treasurers report – Outwith reserves, the treasurer reported that we have £43,950 as a bank balance currently. 

Treasurer election (Stephanie has resigned) Robert Ungless (member) has agreed to do the books on behalf of the directors. The directors agreed unanimously to direct Robert to carry out this work on behalf of the directors. Susan will become a second signatory and Andy has agreed to go with Robert to the bank to get permissions sorted on the 19th March (subject to apt). Gleaner roil bill to be paid by Andy.

House – Tim Perkins is arranging the letting agency and collecting potential residents. This should be sorted in a couple of weeks and has arranged for Jane to do a deep clean before the new resident is in place. Tim will also look at some other letting agents as we have concerns over the current one.

Waste contract – Andy agreed to accept the highland council’s proposal and action this.

Cates Garden project – Grant has been successful and will liaise with some directors in terms of setting about the start of this project. Funders were looking favourably about applying for further funds next year for re-paving the car park. Fencing was agreed in terms of where we place it.

Outside of property – Cate was asking to get the sign fixed and John/Jayne agreed to take it to Inverness to be altered. Susan will chase decorator to get outside walls painted.

Events coming up

March coffee morning March 30th – To include table top sale and Easter Bonnet competition with prizes.

The Angry Seagull Fish and Chips van has been booked for Saturday 23rd March from 4.30pm-7.00pm

Games night – This Saturday from 7.00pm

Garden produce sale – May 25th  or following Saturday (TBA), with Highland Lilliums and Abriachan Nurseries coming, plus barbecue

Other Hub stuff

Discussion was had around having Community Tuesday at the Hub. It was agreed that we should get the oven and paint work done before this can go ahead.

Photo competition on going

Grants

Jayne spoke about the Fern grant we have put in to improve the aesthetics and sound reverb in the large Hub room. This has gone in and awaiting electrics quote which Tim is chasing up.

AOB – Date of next meeting 3rd April at 7.00pm – all members welcome

EGM Notice (extraordinary general meeting)  - Meeting to elect 2 new directors (Jayne and John Malley) and change 3 from co-opted directors to full directors. This will be on Wednesday 6th March at 7.00pm. All members welcome. If any other members wish to be considered as a director, they must let the secretary, Tim Perkins, know by Tuesday 6th Feb.

The Hub Meeting 10/01/24

Present: Susan, Cate, Andy, Tim, Stephanie and Warren

1, Minutes from last meeting agreed

2, House: Current tenant leaving on the 13th Jan. Agreed that the new tenant would pay £480/calendar month rent. We agreed we would advertise locally. Tim agreed to contact the agent to check the correct wording for advert. Tim to email last meter reading to current tenant on Saturday 13th.

3, New directors: Jayne wishes to join us as a director. This means we will need to have an extraordinary meeting in order to allow Jayne on as a co-opted director. It was agreed that we would have an extraordinary meeting to elect Jayne and move some directors from co-opted to permanent members on Weds 6th March, just before the meeting commences.

4, Grants: There is a grant available from FACC which might help us to ad sound proofing to the main hall and better furniture. Cate has agreed to ask Jayne to investigate this further. We also received £8,000 grant from CARES (energy saving) relating to some of the projects for making the Hub more able to provide locals with a refuge in bad weather/power cut situations.

5, Treasurers report: Balance stands at £118,086.15/reserves stand at £73,000, so monies available stand at £45,086.15

6, Photographic competition: pictures to go on Facebook, winners will be published for each month for a calendar in Dalchreichart for next Christmas.

7, Events: The Redshank are happy to our Christmas meal next year in December and will also be bringing their mobile catering van up in Feb/March as it was so popular last year.

Games night/Quiz: It was agreed that we would have games night and quiz nights on alternate months.

Chris is coming in to do a talk on fresh water muscles/tbc

March: Table top sale

April: Band Night/folk music tbc

May: Buy swap plant sale

Minutes from Hub Meeting – 

Wednesday 6th December 2023

Apologies – Stephanie and Warren Silverwood

1, Minutes from the AGM were discussed and voting for changes to the articles were checked and verified.

2, Director duties – duties were discussed and it was agreed that we would all come together at the next meeting with lists we can share and make a decision over who does what.

3, OSCR – Stephanie and Andy have updated the OSCR log in so that we can send accounts and update the system.

4, Secretary – Website has been updated with more information including our risk assessments and policies. Tim will complete an updated Legionnaires RA this month and contact Mathesons (Inverness) to get the boiler and oil/gas installations inspected.

5, Events – A music licence has been purchased by Susan and Andy will sort out a TV licence. We will also source a TV stand so that it can be used in either rooms/or stored, in the future. We chose the 200gb sim card for the internet with 1p mobile.

6, Xmas event 9/12/23 – Catering arriving at 3.30pm – eating at 7.45pm. Cate will meet and greet the caterers and lay out the tables with Susan. Xmas eve event – catering for approx. 30 people. Licence applied for to serve alcohol. Start at 4.00pm.

7, A discussion was had about events early next year and the following was agreed along with the normal cycle of coffee mornings, games nights and craft and chat:

• Book swap will take place when the Hub is open for events
• Red Shank to book in Feb
• Table top sale in March
• Buy and swap plant sale in April (possibly include Highland lilliums and Abriachan Nurseries)

8, Community Consultation for the Convent land agreed to have at next coffee morning

9, National Park status communication from Tomich Community Association – Agreed that consultation should be through Fort Augustus Community Council. Andy to communicate this to TCC. It affects Dalchreichart down to the river as proposals include the community in the National Park proposals.

AOB

• Jayne (M) would be happy to look at Grant applications on behalf of WGCC (The Hub)
• ‘A’ Board to be kept in use for upcoming events.
• Directors reminded that we currently have a quorate of 3 full directors and 3 co-opted members. We were reminded that if and of the three were absent from a meeting that no decision making could then take place.
• We received £352.00 towards the electric bill from Fern.

The hub AGM Minutes 2023 – 25th November 2023 at 12.00pm (Draft)

(corrected minutes as of 6/12/23, apologies for incorrect version published previously)

Directors

Chair – Andy Hugens

Treasurer – Stephanie Silverwood

Secretary – Tim Perkins

Events – Cate Hugens

Events & Health & Saftety – Susan Reed

Caretaker – Warren Silverwood

1, Meeting open by Chairs report:

The chair announced various events that took place this year and our gratitude to funders:

Fort Augustus Community Company

FERN community funds

Highland Community Energy Company

Trees for Life

National Lottery Community Fund

Who enabled projects around building a resilience centre, amongst other activities through 2022/23, including:

• A new floor in the kitchen
• New cupboards and building in of boiler in kitchen
• Making good and hygienic, the space to the rear of fridges and freezer
• Concrete floor to the rear of the building to improve safety and making good rear ramp access
• Installation and purchase of generator at rear of building
• Installation of solar panels at rear of building to save energy and become more energy efficient

Thanks, were expressed by the Chair for the work of Catriona, Bob and Stella as directors over the past year. They have made a huge contribution to the running of the hub on behalf of its members.

2, Treasurers report 

The treasurer reported to the members the years accounts and grants that had been awarded in the last financial year. She reported that all debts were paid and cleared. There was a healthy balance moving forward. The accounts will be on view on the hub website in due course, for transparency purposes. https://www.thehubdalchreichart.co.uk

3, Changes to articles

It was proposed by the directors to change article 4 

From:

The Company has been formed to benefit the community, defined as being those individuals who ordinarily reside in Glenmoriston, who live between the Dundreggan Dam and the Cluanie Dam on the River Moriston, as defined by the postcode units IV63 7YJ, IV63 7YL, IV63 7YN, IV63 7YW (“the Community”), with the Purposes listed in the sub-clauses hereto (“the Purposes”), to be exercised following the principles of sustainable development (where sustainable development means development which meets the needs of the present without compromising the ability of future generations to meet their own needs), namely:

To:

The Company has been formed to benefit the community, defined as being those individuals who ordinarily reside in Glenmoriston, who live between the Dundreggan Dam and the Cluanie Dam on the River Moriston (“the Community”), with the Purposes listed in the sub-clauses hereto (“the Purposes”), to be exercised following the principles of sustainable development (where sustainable development means development which meets the needs of the present without compromising the ability of future generations to meet their own needs), namely:

And to change article 8.1 

From:

Ordinary Members: those individuals aged 18 and over who:

(a)    are ordinarily resident in the Community; and

(b)    are entitled to vote at a local government election in a polling district that includes the Community or part of it; and

(c)    who support the Purposes;

To:

Ordinary Members: those individuals aged 18 and over who:

(a)    are homeowners or ordinarily resident in the Community

(c)    who support the Purposes;

Directors heard comments from members who rightly pointed out that changes to the articles might prevent future boards from applying for government right to buy schemes and this was acknowledged. It was pointed out by directors that any changes to future directions of the company can be resolved by changing these articles back to conform if necessary.

The votes for both article changes were 12 in favour and 5 either against or abstained. This means that neither vote met the threshold for being carried. 

AOB

Members asked about various ongoing projects in the hub and directors responded, noting that all of these were ongoing and developing when weather and other factors would enable completion.

the hub Record of Meeting Minutes.

4th October 2023

Present: : A Hugens, C Lilley ,S Reed, S Barter, S Silverwood, T Perkins S Barter

Declaration Of Interest::None
General and submitted items:
Resume of the last meeting and minutes approved.

Security of the building and equipment was discussed. The opinion of the board was that adequate provisions were in place.
Care-taking was discussed and the annual calendar of checks has been obtained by TP. The generator has to be run once a month as are meter readings and oil tank monitoring. A volunteer is needed!

The date of the AGM was agreed as 12.00 noon on the 25th November 2023. The announcement of the meeting is to be circulated shortly to to allow the 4 week period to notify for the change of wording of the constitution.
A presentation for Bob was discussed and this is to be scheduled to coincided with the AGM.
The garden project is progressing and the grant fund has now been made available for applications. The decision was made to increase the scope of the application to include the land to the back (north) of the building. A suggestion was made to include for resurfacing the car park but was put on hold until the next time as the budget for the grant would be exceeded.
The grant for the broadband installation has been approved and we are awaiting on contractors to be in the area,
Planning for the Oktoberfest is progressing well, Banners and posters have be bought and beer in kegs is to be served along with wine by the glass.
A discussion was held about the volume of events in the pipeline and should we slow down on some. However after discussion it was decided to proceed with the current calendar.
The film night still to be run but the date changed to Friday 17th November 2023. A wall bracket for the new TV screen is to be purchased and some discussions about acoustic material for the walls. No decision was made.
The Christmas event menu was discussed and decided upon. The event to again be subsidised and estimates of 30 attendees was put forward with a maximum capacity of 40. The true cost and the subsidy to be stated in the newsletter so the community realise the quality of the event.

AOB:

Joyce Gilbert asked to borrow the notice boards. We agreed that all hub equipment to remain in the hub and not be loaned out.
SS suggested a Military Road exhibition in the hub which was well received and approved.

A games night rather than a quiz night was put forward. Agreement was reached that this was a good idea and the last quiz night to be in October and maybe resume spring 2024.
SS brought up a donation to the fresh water conservation group. This was declined but TP suggested they came to the hub and give a talk and maybe obtain greater support. A butterfly and biodiversity talk was also muted for the new year..

TP confirmed a license would have to be obtained if the Christmas Eve event with port, sherry and mince pies was to go ahead.
Charges for the hire of the hall were agreed and the application form stating prices published..

Virgin Monies again to be contacted regarding a secondary signatory to the online banking.
TP to take on secretary duties in November.

The next Directors meeting Thursday 2nd November 2023 7.00pm at the Hub

the hub  Record of Meeting Minutes.

8th August 2023

Present: : A Hugens, C Lilley ,S Reed, S Barter, S Silverwood, T Perkins

A pre directors meeting was held with Trees for Life  (TfL) to discuss the land that has been put on the market by the Turnbull’s. TfL are exploring the possibilities of a partnership with the community to purchase and manage the land which extends to some 160hectres with a guide price of £650,000.The uses for the land were discussed with TfL needing a compelling reason for the purchase. However the land is adjacent to their land so could be made an extension of their land. We agreed Tim Perkins is going to be the point of contact with TfL.

After the TfL representative Alan left the meeting the directors had a discussion about the level of the financial involvement required. We decide to leave the options open until we had further inter action with TfL.

The meeting was then started:

Declaration Of Interest::None

General and submitted items:

Resume of the last meeting.

Constitution: It was agreed that the post codes in the Articles of Association ( AofA) be deleted and to define the area generally and open all home owners within the area to be eligible for membership of the community hub.

A suggestion was that we bring the Annual General Meeting (AGM) forward to the end of October to allow enough time for the statutory notice period  for an amendment to the A of A.

The Cares grant for the PV work is currently awaiting the building warrant approval. As soon as this is approved the grant will be released to the Hub.

The bank balance was discussed and agreement reached that we had an adequate safety margin for all contingencies.

E mails are apparently being sent to the old secretaries email. AH to obtain the password from Bob and re route all future mail.

AH will order the Internet antenna which qualifies for a grant. The engineers are based in Glasgow and will apply for the grant and install when they are in the area.

A table tennis table is to be purchased in time for the games night 23rd September.

A projector was discussed for the future intended film nights and a suggestion was put forward that a big screen television would be a better proposition.

The Oktoberfest and Hog Roast  21st October was discussed and it was agreed that this would be a subsidised event. The total cost works out at just under £40.00 per head for 30 people.

A subsidy of £20.00 per head would be applied. Discussions about beer and wine concluded that 5 drinks would be around £10.00 and 10 drinks would be around £20.00. Tickets for the event would be printed and sold in advance.

The Christmas party night was set as the 9th December with a meal being booked and the maximum ticket sales of 40, to suit the hall capacity. Again this event to be subsidised. Ticket sales to be order online and will be available for purchase/collection at the opening times of the weekly book borrowing.

Any other business:

Comments were made about the low numbers of footfall at the book borrowing and the low uptake of the music club. Agreement was reached that both events would be continued to establish consistency with the hope that the community takes up the opportunity.

The exterior painting of the building has been delayed due to weather. SR is to monitor the situation.

TP suggested the wall surfaces of the hall be lined out to improve the poor acoustics within the hall. Highland Soap retail was put forward as an example of a tasteful interior scheme..

A lean to building at the back of the building was suggested for storage.

Acoustic canvas pictures for the hall were discussed.

Levelling cost are to be obtained by CL for the rear land.

SR has been contacted by someone who would remove the large pile of stone on the rear land. TP suggested that if the enquirer is a commercial venture then a small charge should be made. If the individual is private for their own use then is should be free.

SR offered to cut down the trees blocking the light from the PC panels

The next Directors meeting  13th September 2023 7.00pm at the Hub

the hub  Record of Meeting Minutes.

20th June 202326/05/2023

Present: : A Hugens, C Lilley ,S Reed, S Barter, S Silverwood, W Silverwood.

               T Perkins

Declaration Of Interest:: None

General and submitted items:

Resume of the last meeting.

We agreed on bi monthly meetings  with the next dierctors meeting being 8th August 2023  .7.00pm

CL was nominated as events Director.

TP to liase with Bob Slattery concerning the website , with TP agreeing to be in charge of IT.

SR to continue to post the notices on Facebook.

TP to contact letting agent to confirm the current situation with the rented house. We decided to keep the rental house situation on a formal basis.

TP to contact Angus Robertson from Fern concerning the funding of the PV system.

Discussion about if Quick books system is necessary.

We agreed we are happy to allow the Zero Waste Food Larder on the property. Temperature control, rodents and maintaining the produce were discussed

The July news letter is to be produced quickly and distributed. This is the last paper distribution and email address were invited to receive an on line copy. The news letter to be produced quarterly.

The decorators are due Thursday/Friday, or after the BBQ Sunday. The notice board has been taken down.

Bank access has now been transferred.

All the food for the BBQ has been ordered and an early morning Saturday clean has been organises by SS.

A grant has been made available for an ecological garden. This can be applied for after 7th July.

Discussions were had about: skittle, boules after the polytunnel frames are removed. Events for the year were suggested: Carboot sale, Excess produce sale, Food around the world theme night, Curry night, films, games night .

The timetable was agreed:

September Games Night

October  Beerfest

November Film Night

December Christmas meal and Party.

January Burns Night was suggested

February Cocktail night was suggested

Any other business:

SB suggested a Christmas function to involve the community. We agreed a Christmas Eve Carol singalong with festive fare commencing 3.30pm (dark nights)

The Christmas function was discussed with the date options being the 1st/2nd Saturday in December. The 2nd Saurday is the preferred date. Subsidies of £10 or £20 were discusses dependent upon the cost price of the meal.

Exterior signage and notice board were discussed.

The Mowi situation was agreed that we wait and see what, if anything, develops.

St Patrick day celebrations were discussed along with some sort of presentation for Bob Slatery long service to the Hub.

The hub calendar was agreed and printed on the news letter.

The next Directors meeting  8th August 2023 7.00pm at the Hub