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Board minutes (Zoom meeting) – 01.09.2020

PRESENT: DF, DS, DW, DL and JW

APOLOGIES: SD

MINUTES FROM ZOOM MEETING HELD ON: 2.7.20 AT 7PM                                                                                               APPROVED BY:                DS and SECONDED BY: DW

 

JW worked through the agenda which had been issued earlier to all directors.

1. PUBLIC TOILETS BOMBSHELTER UPGRADING TO BE FUNDED BY SANCTUARY (JANETTE DONNELLY – CARE HOME) UPGRADING OF THE BLOCK TO PRIMARILY A DISABLED FACILITY.

JW TO BEGIN CAT OF PUBLIC TOILETS AND ASK NAC FOR ASSISTANCE IN ANY COSTS INCURRED AS CCDC HAD LITTLE CHOICE OTHER THAN TO TAKE THE TOILETS ON WHEN NAC WERE CLOSING THEM            

 

2.CAFÉ

LYNNE & KENNY CHANGING COMPANY NAME WITH COMPANIES HOUSE FROM FITNUT FOR KIDS LTD TO GH CAFÉ LTD. TO REDUCE CONFUSION WITH COMPANY NAME BUT DOESN’T CHANGE COMPANY NUMBER SO MAKES NO DIFFERENCE AS FAR AS COMPANIES HOUSE GOES.

 

3.  HARD STANDING – HIE & RURAL

BOARD FEEL THE AREA BEST DEVELOPED IS THAT USED BY A MOTORHOME MEET, ON AN ANNUAL BASIS IN OUR GROUNDS RATHER THAN THE CAMPING AREA.  MAIN REASON BEING THIS AREA IS POORLY DRAINED AND COSTS WOULD BE CONSIDERIBLE TO RECTIFY THIS.  JW EXPLAINED THAT NAC MAY ALSO BE SUPPORTING US ON THIS, POSSIBLY USING THE £20,000 INITIALLY EARMARKED AS BEING USED FOR A LARGER GRANT THROUGH RURAL TOURISM INFRASTRUCTURE FUND.

 

KATHLEEN DOW (NAC), IS TO HAVE A MEETING WITH HIE TO DISCUSS TAKING THIS FORWARD WITH THEM AS RTIF WILL NOT ALLOW US TO USE PART OF THE GRANT, IF SUCCESSFUL, FOR THE PURCHASE OF COIN OPERATED DOORS.  IT MAY HOWEVER BE POSSIBLE TO ALTER THAT FOR WORK TO BE CARRIED OUT TO THE INTERNALS OF OUR PUBLIC TOILETS BUT THAT INFORMATION IS NOT AVAILABLE AS YET AND FURTHER DISCUSSIONS NEED TO TAKE PLACE WITH OURSELVES AND NAC. 

BOARD HAPPY FO RJW TO PROCEED

 

4.  STAFF HOLIDAY ENTITLEMENT – DISCUSSIONS TOOK PLACE WITH THE BOARD IN RELATION TO STAFF HOLIDAY ENTITLEMENT AND COVID-19.

 

  

5.  MEETING WITH ZM ARCHITECTURE & NAC RE APPLICATION TO HES RE. GH BUILDING – WINDOWS & STONEWORK

JW HAS E-MAILED DAVID MILLAR, ZM TECHNICAL DIRECTOR AGAIN RE. THE ARRANGING OF A MEETING WITH ONE OF HIS FELLOW DIRECTORS, KASIA SMITH ON BEHALF OF NAC AND DS, MYSELF AND ANY OTHER DIRECTORS AVAILABLE TO JOIN US, FOR A MEETING. JW HAS BEEN ASSURED THIS WILL BE ARRANGED ASAP.  

JT ASKED JW TO REMIND THE BOARD THAT SOME TEMPORARY WORK NEEDS DONE AROUND WINDOWS AND ANOTHER AREA TREATED BY SURGERY WINDOW TO SLOW DETERIATION DOWN OVER WINTER MONTHS.  JW HAS CONTACTED LOCAL TRADESMEN IN RELATION TO A QUOTE RE. STONEWORK IN SURGERY WAITING ROOM AREA.  ALSO RE. THE WINDOWS.

JW REMINDED THE BOARD THAT AS OF OCTOBER 2020 OUR LOAN AGREEMENT WILL END.  JW SUGGESTED LOOKING AT TAKING OUT A LOAN TO ALLOW US TO USE A LUMP SUM AS MATCH FUNDING RE. HES GRANT FOR BUILDING REPAIRS.

IN RELATION TO PAINTING OF THE SURGERY – SURGERY ARE WAITING FOR WORK BACK FROM    NHS ESTATES IN RELATION TO THE TO GET BACK TO HER RE. THE PAINTING REQUIRED ON THE NHS FLOOR.   JW HAS REQUESTED 3 QUOTES FOR DOING THE SURGERY CORRIDOR WITH THE REST TO BE CARRIED OUT OVER WINTER BY GH STAFF.

6.  PUBLIC TOILETS – JOB TENDER JW ASKED THOSE PRESENT IF THE TENDER IS FOR A 12 MONTH PERIOD?  PRESENTLY ALL KLEEN COVERING UNTIL END OF SEPTEMBER. JW EXPLAINED THAT WE NEED TO CONSIDER WHAT REMAINS OPEN DURING THE WINTER MONTHS AND ALSO THE BOARD’S DECISION RE. CAT OF THE PUBLIC TOILET BLOCKS BEING CONSIDERED FOR THIS PROCESS.

JW TO LOOK AT WHAT WAS PUT IN PLACE RE. AN ADVERT FOR TENDER OF THE CLEANING OF OUR PUBLIC TOILETS ON A PREVIOUS OCCASION.

 

7.  STAFFING – MHAL AND CLEANING TECHNICIAN

THE BOARD DISCUSSED OPTIONS IN RELATION TO THESE POSITIONS.

 

8.  2021 CALENDAR

JW BROUGHT UP THE MATTER OF A CALENDAR FOR 2021 AND ALL ONLINE AGREED THAT WE WANTED TO CREATE ONE FOR NEXT YEAR.  PREVIOUSLY DS HAD SUGGESTED A WILDLIFE THEME HOWEVER THE CONSENSUS WAS PERHAPS A COMBINATION OF WILDLIFE/SCENES FROM CUMBRAE AND NOSTALGIC PHOTOS, WOULD BE A GOOD COMBINATION.  JW TO ASK SD TO PUT A REQUEST ON CCDC WEBSITE FOR JPEG PICTURES TO BE E-MAILED TO MYSELF AND JW SUGGESTED WE USE THE SAME FORMAT AS LAST YEAR TO SAVE TIME? – ALL HAPPY WITH THIS HOWEVER WE WOULD POSSIBLY LIKE TO HAVE 2 PICTURES ON EACH MONTHLY PAGE – USING THE SAME SPACE AVAILABLE.                                                                                                                 JW ASKED FOR A COUPLE OF THE DIRECTORS TO COME INTO THE OFFICE AND HELP CHOOSE THE NUMBER REQUIRED TO BE PUT IN THE 2021 CALENDAR? COMPANY’S TURNAROUND IS CURRENTLY 2 WEEKS FOR PRODUCTION OF CALENDAR AND NUMBERS TO BE ORDERED CHECKED WITH LAST YEAR’S FIGURES AND PROBABLY JUST THE ORIGINAL NUMBER AS NOT ALL OF THE SECOND BATCH OF LAST YEARS’ CALENDARS WERE SOLD.

 

  

9.  FLY TIPPING AT RECYCLING POINT                                                                                                                     JW LET THE BOARD KNOW THAT SHE HAD BEEN LIAISING WITH WASTE MANAGEMENT REGARDS THIS MATTER AND LOOKING AT SIGNAGE/CCTV OR OTHER OPTIONS OPEN TO US TO DEAL WITH THIS MATTER. 

JW UNDERSTOOD THAT A MEMBER OF CCC HAD REPORTED SEEING RATS IN THE AREA, SO IT WAS CLEARED 25.8.20.  SIGNAGE IS NOW IN PLACE AND JW TO KEEP IN TOUCH WITH NAC’S WASTE MANAGEMENT TEAM AS TO WHETEHR THIS HAS ACTED AS A DETERRANT OR IF FURTHER ACTION IS REQUIRED.

 

10.  DIRECTOR’S RESIGNATION –

JW READ OUT THE E-MAIL RECEIVED FROM R Mc.TO THE BOARD, CONFIRMING THAT SHE WAS STEPPING DOWN FROM THE MHAL BOARD AS OF 13TH AUGUST 2020. THE BOARD REQUESTED THAT IT BE E-MAILED OUT TO THEM TO READ OVER, OUTWITH THE MEETING AND JW WOULD UPDATE COMPANIES HOUSE ACCORDINGLY.

 

11.  AGM ETC. 

THE BOARD DISCUSSED OPTIONS AVAILABLE IN RELATION TO THE HOLDING OF AN AGM IN LIGHT OF COVID-19 RESTRICTIONS.  

 

12.  BOUNCY CASTLES ETC.

DISCUSSION TOOK PLACE IN RELATION TO RENTAL OF GROUNDS IN RELATION TO BOUNCY CASTLES, RIDES ETC., IN LIGHT OF COVID 19.  AGREEMENT WAS REACHED BETWEEN THE DIRECTORS AND THIS INFORMATION WOULD BE FED BACK ACCORDINGLY.

 

13.  REINSTATEMENT VALUATION FOR GARRISON HOUSE, WEST LODGE & DIC. –

JW EXPLAINED THAT SUCH A VALUATION WILL COST IRO £2,650 EX Vat - TO ATTEND SITE, TAKE MEASUREMENTS AND CALCULATE ACCORDINGLY.  AS WE CURRENTLY HAVE APPLICATIONS SUBMITTED FOR BUILDING REPAIR FUNDING AFTER WHICH A FURTHER VALUATION WOULD PROBABLY BE REQUIRED.  IT WAS DECIDED THAT THIS WOULD BE LOOKED AT, WHEN THAT POINT WAS REACHED.

 

THERE BEING NO FURTHER MATTERS THE MEETING CLOSED AT 9.15PM

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