Date: August 2, 2021, 6.30pm
Location: Cafe Ceardach
Present: Board members: Helen Murchison (HM), Hilary Rooke (HR), Peter Mackenzie (PM) and Peter Barr (PB), Local Development Officer: Kristine Mackenzie (KM), Observer (Social Media Manager): Vicky Stonebridge (VS).
Declaration of interest: None
1 Approve minutes of previous meeting: N/A
2 Acting Chair’s introductory remarks: HM agreed to take the chair after resignation of Colin Sharp and welcomed new board members, PM and PB.
3 LDO’s Report:
a KM said housing project would be slightly delayed due to planning issue caused by extra drainage requirement, leading to a need for compromise without reducing value of land. Meeting will be held soon with planners and housing association to finalise. Work should start early next year.
b Restocking of woodlands (40 hectares) due to be done next summer at a cost of £106,000-£110,000. Key aim – to increase value of open space and plant trees which are best for the environment. Consultant from Scottish Woodlands Association to come soon to recommend species.
4 Online Purchases
KM said she needs to be able to make online purchases without HR (as the only remaining signatory/named cardholder) needing to verify every purchase via message from bank – a new requirement. HR pointed out that the Articles require two signatories for payments, including at least one director.
ACTION: It was agreed that KM should be given a card, with the logistics to be finalised to verify purchases and avoid undue delays.
5 Cafe Ceardach
PM expressed concerns about the Cafe’s reduced hours and forced early shutdown. All are concerned about staff shortages. KM said she needed to monitor status to report back to funders, and it was suggested that this could be handled by asking the Cafe Board for relevant info when required. General agreement that management structure needs to be clarified – e.g. The Cafe Board and manager, reporting to LCDC Board. PB said there seem to be two issues, management and chronic shortage of staff, and all agreed that LCDC Board should meet Cafe Board to fact check and clarify management structure.
ACTION: Meeting to be confirmed next Thursday (August 12), focusing on management structure, roles and recruitment.
6 Finance & Accounts Report
The Cafe has been doing well since reopening in terms of finances. Cafe and Kirkton Trading accounts still to be signed off, but LCDC ready. HR reported anonymous legacy to Woodland.
7 Reschedule AGM: Thursday, September 2, 2021, with guest speaker (to be confirmed) and refreshments to encourage more people to come.
8 Any other business
ACTION: KM’s contract to be sorted. To be discussed after meeting with Cafe Board.
ACTION: Maintenance plan to be drawn up with help from VS.
ACTION: Market stalls to start again last Friday of month.
9 Time, date and location of next meeting: To be confirmed