Present:-       Richard Henderson, James Law, James & Dianne Mark, John Rendall.

1. Welcome
    James Mark welcomed all to the meeting.

2. Apologies
    Apologies from Jimmy Thain.

3. Approval of Previous Minutes
    James Law approved the minutes of the last Meeting.  Richard Henderson seconded this.

4. Purchase of Additional Land & Legal Services

	Dianne has consulted with representatives and advisors of various funding bodies and all have advised that it would be better to purchase the piece of land, required for the extension to the hall, prior to any funding application for the whole project.
	James has negotiated with Alex Gordon-Duff, Drummuir Estate, to allow the DBCT to purchase the land now.
	James has met with David Smith, Architect, to measure the exact size of the land we require for the extension.  This is 15m x 29m – 0.0435 h.a.
	Some concerns were raised about using Stuart, Wilson, Dickson, Solicitors, to conduct the legalities associated with the purchase of the land, due to problems, which occurred during the purchase of the hall.  However, after much discussion it was agreed to continue to employ their services.  James Mark will contact Mr Mitchell, of Stuart, Wilson, Dickson to arrange the preparation of an “Offer to Buy.”

5. Planning Progress

The Moray Council, Planning Department, have contacted David Smith, Architect, with the following concerns:- Sport Scotland – extension to hall and grounds encroaches on the football pitch. David Smith, Architect will write to the Planning Department to confirm the exact size of the hall grounds, that these will remain in grass and the improved hall facilities, will outweigh any loss of amenities to the community. Sewage & Foul Water Drainage – James Mark met with David Smith to take levels of the sewage outlet. A porousity test will be required at a cost of approx £400. David Smith will contact W A Fairhust & Partners, Civil Engineers, to arrange for this. The outlet for the existing rainwater drainage will need to be confirmed – Directors will investigate and report back to David Smith. Bat Survey – according to new regulations for the protection of bats, a survey is required to determine if bats inhabit any buildings, prior to any building works taking place. Paul Doyle, Alba Ecology, will carry out the survey on Friday 7 March – James Mark will attend. A report will then be submitted to The Moray Council, for forwarding to Scottish Natural Heritage. The planning application cannot be progressed until this information is provided. If evidence is found of bats using the building, measures are required to be taken to minimize any impact on the bats, whilst renovations are taking place. Bore Holes – the number of bore holes required for the ground source heating system is required – this should be confirmed by Invisible Heating Systems, who are preparing the quotation, by the end of next week

6. Appointment of Q.S. & CDM Co-ordinator

A R Scott & Partners, Chartered Surveyors, Aberdeen have been appointed as QS & CDM Co-ordinator.

J Ross, A R Scott & Partners, has prepared a detailed quotation, for the refurbishments and extension. The total estimated cost of the works is £276,000.

7. Cemetery

James Mark has received notice from the Moray Council of their intention to provide a new cemetery for Drummuir, as there is limited space in the existing cemetery. The proposed location is the old school playing field (opposite the school). Following discussion it was agreed that the whole community should be involved in the planning process.

Dianne will prepare a newsletter for circulation within the community and an invitation to all to attend the next Drummuir Hall & Community Association Meeting, where this will be discussed.

7. AOCB

Tenders for the Building Works – discussion followed with regard to the building contractors who would be invited to tender. It was agreed to send out the plans, with an invitation to tender to seven local companies. James Mark will arrange to send these out. 

 

DRUMMUIR & BOTRIPHNIE COMMUNITY TRUST

MINUTES OF E.G.M & A.G.M.

Held in Drummuir Hall on Monday 10 September 2007 at 7.30 p.m.

Present:-

Directors -

Richard Henderson, James Law (Treasurer), James Mark (Chairman), Dianne Mark (Secretary), John Rendall, James Thain

Members -

Robert Bruce, Sheila Clark, Alex Gordon-Duff, Fred MacDonald, Margaret MacDonald, Jackie Morrison, Fraser Morrison, Audrey Peddie, Norma Rendall

Visitors -

Willie Bell, Gillian Findlay, Jen Fraser

Apologies:- Members - Priscilla Gordon-Duff, David McWilliam.

Apologies: David Anderson, Accountant, Rev Ranald Gauld

 

E.G.M.

 

1. Welcome

James Mark, Chairman, welcomed all present to the Extraordinary General Meeting of the “Trust”

 

2. Apologies

As listed above.

 

3. Resolution to formally dissolve the “old” Trust of Drummuir Public Hall

James Mark explained that the when the new trust (Drummuir & Botriphnie Community Trust) was formed a public meeting should have been held to formally dissolve the “old” trust. This would allow the Office of Scottish Charity Regulators to remove this organisation from their register.

All members present supported this motion..

Notification of this will be sent to the OSCR.

James Mark then closed the EGM and informed all present that the AGM would now take place.

 

A.G.M.

1. Welcome - as E.G.M.

2. Apologies - as E.G.M.

3. Chairman's Report -

	In October 2006 Shona Cockill gave up the cleaning of the hall after 12 years of excellent service. Fiona Metcalfe took over and is continuing the high standard. The Directors would like to say thanks to both.
	Hall Refurbishments – Drummuir Estate have agreed to sell an additional piece of land at the rear of the hall to allow the extension to be built, subject to planning consent and funding.
	Several meetings have taken place over the last year to discuss the heating system and the finer details of the interior layout and finishings
	James Law and James Mark have met with Boyd Henderson of the Community Energy Company to look at the possibility of installing a renewable energy heating system to the existing building and the extension. Tenders have been sent out to installers. This will allow the funding application to be prepared.
	David Smith, Architect, is finalising the plans and they should be ready for submission in October for planning consent and building warrant. This will allow tenders to be sent out to contractors for the building works. Once the works are costed funding applications can be prepared.

Members were asked if there were any questions or queries regarding any of the points covered in the Chairman’s Report.

Jimmy Thain voiced his concerns about the installation of under-floor heating in the main hall, stating that it would not work. He asked the members present if they were happy with this proposed heating system. Several members did express their concerns.

Jimmy Thain challenged James Mark that David Smith, Architect, was not prepared to “put his name to it.” James Mark reported that he had spoken with David Smith last week and during the telephone conversation had made no reference to any concerns with the proposed heating system.

Jimmy Thain asked what the percentage of funding would be awarded for the project and suggested that it would not be a viable proposition. James Mark reported it was likely to be a minimum of 50% of the project cost but this would need to be confirmed with the CEC.

James Mark informed members that the main reason for opting for the renewable energy heating system was to attract funding for the entire refurbishment project, the heating system being only a part of this. James also stated that it was the intention of the Directors to install the best heating system available, which may not be the cheapest.

Lengthy discussion followed and with no precise figures available for the installation or running costs, for this system or a conventional system, it was felt that no decisions should be made till these were available.

James Mark will get back in touch with Boyd Henderson, CEC, to discuss these concerns. Dianne Mark suggested that it may be helpful for Boyd to come to a Trust meeting to talk about the system and hopefully this would help with any final decisions.

The Directors intend to visit buildings with similar systems to gauge the success or otherwise.

Jen Fraser, asked if any improvements to the Hall Cottage were to be included in the Hall Refurbishment project. James Mark reported that the Directors had not included the cottage in the plans, apart from the existing kitchen becoming part of the cottage and the demolition of the existing meeting room.

Willie Bell, representing the Bowling Club, was concerned that there was no door marked on the plans, which would separate the hall and the extension. James will ask David Smith, Architect, to amend this.

4. Finance Report

James Law, Treasurer, reported the Bank Balance for the Trust to be £14921.94

He presented a copy of the Annual Accounts (2005/2006) for members to view and informed members that they could contact him if they required to look at the Accounts at any other time. These are also available to view at Ritsons, Accountants, Buckie.

Alex Gordon-Duff asked if it would be possible to either change the “Trust” year-end or the date of the AGM, as the accounts presented were a year behind. James Mark explained that it would be difficult to change either as the year-end was dictated by the incorporation of the Company and even if the AGM was delayed for a month this would not allow enough time for the annual accounts to be prepared.

5. Approval of Accounts

James Mark thanked James Law for his work and asked members for approval of the accounts.

6. Appointment of Auditor/Accountants

James Mark asked members if they agreed to reappoint Ritsons as the Accountants for 2007/2008. Fraser Morrison suggested that a request should be made to Ritsons for a reduction in their fee.

7. Retiral of Directors

As per the Constitution 2 Directors are required to retire at the 2^nd AGM of the Trust and at each subsequent AGM. Members were advised of this on the notice for the AGM and were invited to submit their nomination to stand for election to the Registered Office.

Richard Henderson and Dianne Mark agreed to retire but both submittted nominations for re-election.

As no other nominations were received no election will be required and both Richard and Dianne will be re-instated as Directors.

8. AOCB

	Community Association – Priscilla Gordon-Duff had emailed James Mark about the Community Association. She was enquiring if the C. A. was a sub-committee of the Trust; did it have it’s own constitution; if the C.A. had funds; how the funds were raised; and what the funds could be spent on. James Mark confirmed that the C.A. was a subcommittee of the Trust. Fraser Morrison was Treasurer of the C.A. It was felt there were no restrictions on how the funds could be spent , providing it was for the community.
	Date of next AGM – this will be Monday, 8 September 2008.
	Hall Management Committee – the AGM will now be held,. Dianne Mark apologised for not including this in the Notice of the EGM & AGM.

As there was no further business, James Mark, Chairman thanked all for coming and the “Trust” AGM was then closed.

 

 

DRUMMUIR & BOTRIPHNIE COMMUNITY TRUST

MINUTES OF DIRECTORS’ MEETING

Held at Mains of Pitlurg, on Tuesday 7 August  2007 at 7.30 pm

 

Present:-       John Rendall, Jimmy Thain, Richard Henderson, James Law, James & Dianne Mark.

1. Welcome

James Mark welcomed all to the meeting.

2. Apologies

There were no apologies.

3. Approval of Previous Minutes

James Law approved the minutes of the Meeting of 31 January 2007.  Richard Henderson seconded this.

4. Retiral of Directors

As per the conditions of the Memo’s & Articles of Association (32.2), two Directors will retire at the AGM, however, they can stand for re-election.  This will be advertised in the Notice of the AGM in the Banffshire Herald, the Drummuir Website and the noticeboards at the hall.  This will allow any member of D&BCT, who wishes to stand for election, to put forward their nomination, which must be lodged at the Registered Office 7 days prior to the AGM.

5. Heating System & Kitchen Update

Tenders have been sent to 6 companies to quote for the Heating System.  The return date is 24 August 2007.  One quotation has been received to date.  James Mark has contacted the remaining 5 companies who all intimated they would be tendering for the job.  A Meeting will be arranged to compare the quotations once received.  It is still the intention to arrange a visit to a hall with a renewable energy system/underfloor heating.

Dianne reported she had met with Moray Catering for advice, with regard to the equipment required for the new kitchen and a layout plan.  Moray Catering have sent an initial quote and layout drawing.  However, although the layout can be used in the detailed plans for submission to Moray Council for planning and building consent, it was felt no decisions should be made about the kitchen at this point.

6. AOCB

	The trustees of the Balloch Trust, which has now been wound up, are hoping to donate any remaining funds to local charities.  Wilma Robertson, previously employed by the Balloch Trust, has nominated the D&BCT for consideration.
	John Rendall queried whether the D&BCT would be eligible to claim back VAT on the building & refurbishment costs.  James Law will ask the Accountant about this.

 Date of next Meeting will be the AGM, held in Drummuir Hall, on Monday 10 September, 2007 at 7.30p.m.

 

 

DRUMMUIR & BOTRIPHNIE COMMUNITY TRUST

MINUTES OF DIRECTORS’ MEETING

Held at Mains of Pitlurg, on Wednesday 16 May 2007 at 7.30 pm

Present:- John Rendall, Jimmy Thain, James Law, Richard Henderson, James & Dianne Mark.

 

1. Welcome

James Mark welcomed all to the meeting.

 

2. Apologies

There were no apologies.

 

3. Approval of Previous Minutes

Richard Henderson approved the minutes of the Meeting of 31 January 2007. This was seconded by Jimmy Thain.

 

3. Plans

Detailed plans have been received and David Smith, Architect, had several queries, which needed to be clarified. Lengthy discussion followed and a list of the requirements will be forwarded to David Smith.

The heating system is currently being investigated and the Community Energy Company have agreed to fund a feasibility study to find the most appropriate renewable energy heating system. Tender documents will be sent to Consultants. It is hoped this will not delay the refurbishment project. It is hoped to visit a hall where a renewable energy system has been installed – James Mark to arrange with CEC.

 

3. Trustees for the Drummuir Public Hall

James Mark has written to the OSCR to inform them of the intention to wind up this trust at the earliest opportunity. No response has been received.

 

6. WRI

Dianne reported that the WRI had complained about the tables being stored on the stage. They asked if it was possible to purchase new lighter, folding tables. They also complained about the lack of a fridge in the kitchen. The Directors are unwilling to purchase any new equipment at present, as during the refurbishments and building works all equipment will have to be stored. However, should the WRI require tables to be moved they should contact any of the directors or Hall Management Committee and arrangements will be made to move the tables and chairs as required. Unfortunately there is no room for a fridge in the kitchen at present. This will also be discussed at the next Hall Management Committee Meeting.

 

7. AOCB

 

	Electricity Meters – James Law asked if Advanced Electrics had been contacted regarding the rewiring of the meter for the lights. James Mark to attend to this.
	Date of next Hall & Community Association Meeting – Monday 4 June 2007.

The meeting was then closed.

 

DRUMMUIR & BOTRIPHNIE COMMUNITY TRUST

MINUTES OF DIRECTORS’ MEETING

Held at Mains of Pitlurg, on Wednesday 31 January 2007 at 7.30 pm

Present:- John Rendall, Jimmy Thain, James Law, Richard Henderson, James & Dianne Mark.

1. Welcome:-

James Mark welcomed all to the meeting.

2. Apologies:-

There were no apologies.

3. Approval of Previous Minutes:-

Jimmy Thain approved the minutes of the Meeting of 26 October 2006. This was seconded by Richard Henderson.

4. Plans:-

Following the meeting with David Smith on 4 November 2006, the amended initial plans have been prepared for discussion. Several points were noted that the Directors would prefer

	The stairs for the stage need to be recessed
	The balcony should be built up to meet the new lowered ceiling
	Patio doors (not sliding) to open out to the park

The heating system needs to be agreed. Dianne to contact Eric Dodds, Community Energy Company for advice about Renewable Energy Systems suitable for the hall and also the funding that is available. It would also be beneficial to visit any halls that have similar heating systems already installed.

5. Trustees for the Drummuir Public Hall:-

 The OSCR (Office of Scottish Charity Regulator) have contacted James with regards to the “old Trust.” They require a resolution to be passed at a public meeting to officially wind up this Trust. This should have been carried out at the time of the establishment of D&BCT. James has contacted the D&BCT solicitor for advice but is assured that D&BCT holds no legal responsibility for the “old Trust.” James will discuss the matter with the Trustees, Ranald Gauld, Pearl Paul & Gillian Findlay. It would be sensible to deal with this matter at the public meeting, organised to view the finalised plans for the hall refurbishments.

6. Funding:-

Dianne has spoken to Lucas Chapman of the HIE, Community Land Unit and Fran Smith of HIE (Moray). Lucas has emailed a huge amount of information and offered to attend a meeting with the Directors to advise the best. Fran has offered the services of Gill Dolphin to help with funding applications. Fran also recommended contacting Eric Dodds of the Community Energy Company.

Dianne will contact Glenfiddich Distillery to apply for funding to help with the Planning Application costs. Glenfiddich donates £10,000 annually to local charities. 7. Additional Keys Additional Keys for the Hall have been purchased from the Highland Locksmith Company and James Annand. A set will now be given to Audrey Peddie, Secretary for the Hall Management Committee.

8. AOCB

	An invitation has been received to attend “Partners Day” from Grampian Police, which is to be held at Victoria Park, Buckie on Wednesday 14 February 2007. A questionnaire with regard to community policing was also enclosed. This will be taken to the Community Association & Hall Meeting on Monday 5 February 2007.
	An invitation has been received from MVSO to attend a Stakeholder Consultation Event on Tuesday 6 March 2007 at the Mansefield Hotel, Elgin. A questionnaire with regard to MVSO services was also enclosed. This will be taken to the Community Association & Hall Meeting on Monday 5 February 2007.

The meeting was then closed.

 

 

DRUMMUIR & BOTRIPHNIE COMMUNITY TRUST

MINUTES OF DIRECTORS’ MEETING

 Held at Mains of Pitlurg, on Tuesday 26 October 2006 at 7.30 p.m.

Present:- John Rendall, Jimmy Thain, James Law, Richard Henderson, James & Dianne Mark.

Visitor:- Fred MacDonald (Chairman Drummuir Hall Committee)

1. Welcome:-
   James Mark welcomed all to the meeting.

2. Apologies:-
   There were no apologies.

3. Approval of Minutes of EGM & AGM:-
   Jimmy Thain approved the minutes of the EGM & AGM.  This was seconded by Richard Henderson.

4. Hall Cleaner & Booking Secretary:-
   A letter of resignation has been received from Shona Cockill.  Discussion followed regarding replacing Shona and it was decided to place an advert in the Banffshire Herald (3 November 2006) for a Cleaner.  Adverts will also be posted on the Hall Notice boards. 
   The Directors thought it best, at this point, if the Secretary of the Hall Committee could now take the bookings for the hall.  Fred Macdonald will approach Audrey Peddie, Secretary of the Hall Committee to ask if she will be willing to do this.

5. Leaving Gift for Shona Cockill:-
   As Shona has provided an excellent service to the hall for the past 12 years it was decided to present her with a leaving gift.  Dianne will contact Fiona Morrison (Shona’s sister) to get advice on an appropriate gift.  This will be presented to Shona at the Hall Committee & Community Association Meeting on Wednesday 4 December 2006. 
   Dianne will contact a photographer to cover this event.

6. Hall Extension & Refurbishments – update
   James Mark met with Alex Gordon-Duff on Thursday 15 September 2006 to discuss the Trust purchasing an additional piece of land at the rear of the hall, to enable the building of an extension.  Unfortunately the trust did not receive a response to this proposal until Monday 23 October.  Drummuir Estate are willing to sell the Trust a piece of land measuring approx. 6m x 30 m at a cost of £1000 plus legal costs (this would be subject to planning permission and funding for the project. 
   Discussion followed and it was agreed to write to Drummuir Estate accepting their offer.

   	Hall Extension and upgrade – the plans were looked at again, in some detail and several changes were made to the internal layout of the extension.  James Mark will contact David Smith, Architect, to arrange a meeting to finalise requirements so the detailed drawings can be started.
   	Funding – Dianne to contact Gill Dolphin regarding advice on applying for funding.  There are several funding streams which the Trust could benefit from:- Investing in Communities – may be appropriate as the refurbishment and upgrade of the hall will improving quality of life for our community Young Peoples Fund – Scotland (this may be a possibility due to the school using the hall for PE and the after-school club) Scottish Community & Householder Renewables Initiative (SCHRI) – this may be appropriate as the Trust would like to install a Renewable Energy Heating System.
   	Solicitor – it was felt that the Trust needed to appoint a new Solicitor as Stewart, Wilson, Dickson, was not very efficient during the process of the purchase of the hall.  James Mark is to contact Murdoch, McMath & Mitchell, Huntly.

7. Planning Application by Drummuir Estate:-
   A “Notice for Neighbour Notification” has been received with regards to an planning application by Drummuir Estate to build a house on the ex School Playing Field.  Lengthy discussion followed and it was decided to proceed with the submission of Registering an Interest in the Right to Buy for this piece of land.  The Trust would like to develop this piece of land to a Public Car Park, which would be of great benefit to the community.  Dianne will contact Gillian Findlay, Headteacher to determine the feelings of the school staff, parents and pupils.  The Trust will make a decision whether to object to the planning application after speaking to Gillian.   Unfortunately any letter of objection will need to be lodged at Moray Council by Wednesday 1 November 2006 and the school will not return from the October break until Monday 30 October, giving very little time for discussion.  However it was noted that there will be a further opportunity for any objections during the period of public consultation.

8. Registering an Interest in the Right to Buy:-
   As discussed during the previous Agenda Item, this process is continuing.  Dianne asked if any of the Directors would be willing to help with going round the community with the Petition, which is necessary to evidence that the Community supports this proposal.  John Rendall volunteered to cover the area of the Glen of Bellyhack.  Fred MacDonald will cover Tocher Terrace. 

9. AOCB:-
   An invitation from MVSO to attend a seminar, in November, on proposed changes to the voting system for election of Local Councillors has been received.
   The meeting was then closed.

DRUMMUIR & BOTRIPHNIE COMMUNITY TRUST

MINUTES OF EGM & AGM

Held in Drummuir Hall on Monday 11 September 2006 at 7.30 p.m.

 Present:-

Richard Henderson, James Law (Treasurer),  James Mark (Chairman), Dianne Mark (Secretary), John Rendall, James Thain.

Members:-

Sheila Clark, Alex Gordon-Duff, Sarah Henderson (Junior), June Jamieson, Edith Jamieson, John Lyne, Margaret MacDonald, Fred MacDonald, David McWilliam, Jackie Morrison, Frazer Morrison, Fiona Morrison, Claire Morrison (Junior), Audrey Peddie, Norma Rendall, Christopher Williamson.

2. Apologies:- Members:-

Michael Bangerter,  Jim & Dot Bremner, Suzanne Clark, Shona Cockill, Priscilla Gordon-Duff, Betty Holt, Margaret Lyne, Ewan MacDonald, A W Peddie. 

 

E.G.M.

1.       Welcome

James Mark, Chairman, welcomed all present to the Extraordinary General Meeting of the “Trust”

 2.       Apologies

As listed above.

 3.       Resolution to adopt new Constitution (Memorandum & Articles of Association

James Mark explained that the Scottish Executive require a few minor changes to be made to the document, to ensure it meets the requirements of the Land Reform Act (Scotland) 2003.  The changes are as follows:-

	In Article 46 – change to “Elected” Director – this will ensure better control for the community in a situation where neither the Chairman nor Vice Chairman can be present at a meeting.
	In Appendix 2 – Postcodes within the Trust Area – two of the postcodes have been omitted and two postcodes need to be removed or the trust area map needs to be slightly revised to include these.

James Mark asked the members present if they were willing to adopt the new Memos and Articles of Association (constitution) with these changes.

 The members voted unanimously to adopt the new Memos & Articles of Association.

 The changes will be made and sent back to the Scottish Executive for final approval.

James Mark then closed the EGM and informed all present that the AGM would now take place.

 

A.G.M.

Welcome & Apologies  - as E.G.M.

1.       Chairman’s Report

	Directors were appointed in June 2005 – Richard Henderson, Jim Law, James & Dianne Mark, John Rendall and Jimmy Thain - agreed to be responsible for maintenance and refurbishment of hall and adjoining cottage, keeping the hall management committee responsible for letting of the hall.
	Office Bearers were elected in September 2005 – James Mark as Chairman, Dianne Mark as Secretary and Jim Law as Treasurer.
	Hall Refurbishments – managed to get £2000 funding from REAP in April 2006 to help with Architects fees and planning costs.  Quotes from 4 Architects – agreed to employ David Smith to draw up initial plans for extension and upgrade of hall.  Members were encouraged to view the plans on display and would be invited to comment on these under AOCB.
	Hall Cottage – Jimmy Thain & Jim Law inspected the property and found damp to be a problem – repairs to guttering and slates were carried out by Richard Henderson and James Mark in January 2006. Rent for the property has not been increased as the property, like the hall, is in need of upgrading and it is hoped to include the renovation of the cottage with the refurbishment of the hall.
	Registering an Interest in the Right to Buy - Directors have agreed to submit a registration of interest in the right to buy for the ex School Playing Field and the Play Park between the Hall and the Village, in an effort to gain more control over the future use of these lands.  Dave McWilliam has put a lot of work into this and a petition is available tonight to get support for this proposal.  The petition will also be circulated to all households within the “Trust” area.

2.       Treasurer’s Report/Approval of Annual Accounts

James Law, Treasurer, presented his report.  In September 2005, £4500 was transferred from the Hall Management Committee to a separate ”Trust “Account, leaving funds to cover electric and cleaning costs.  Subsequent lets of the hall will generate enough income to cover these costs.  Frazer Morrison, Treasurer of Drummuir Hall Management Committee, reported the current Bank Balance to be £3364.66.

The rent from the Hall Cottage is paid monthly, by direct debit, to the Trust Account.

The Bank Balance for the Trust is £11426.14.

The Directors appointed Accountants Ritsons – The Trust is a Limited Company and therefore requires to submit, to Companies House, official audited annual accounts.

James Mark, Chairman, then asked members present to approve the Annual Accounts.

This was proposed by Fiona Morrison and seconded by Fred MacDonald.

James Mark, Chairman, informed members of the proposal to change the registered office for the “Trust.”  There have been problems with mail being forwarded and a lack of efficiency with the present registered office of Stewart, Wilson, Dickson, Solicitors and the Directors would like to change the registered office to that of our Accountants, Ritsons, Buckie.

James Mark asked the members to approve the change of Registered Office.

The members voted unanimously to approve the change of Registered Office.

 

AOCB

	Hall Refurbishments - Discussion followed regarding the initial drawings of the proposed refurbishments to the hall and adjoining cottage.  James Mark is due to meet with Alex Gordon-Duff, Drummuir Estate, on Thursday 14 September 2006, to discuss the possibility of purchasing an additional piece of land to allow the extension to be built at the rear of the hall, which appears to be the simplest and most satisfactory option.
	New “Trust” Members – all members were encouraged to ask any people, who have recently moved to the area, if they would like to become a member of the “Trust.”  Forms were available to distribute.
	Hall Management Committee – the AGM will now be held, apologies for not including this in the Notice of the “Trust” EGM & AGM, but arrangements were made after the notice to members had gone out.  All were invited to stay if they wished.

 As there was no further business, James Mark, Chairman thanked all for coming and the “Trust” AGM was then closed.

Mains of Pitlurg
Keith
AB55 5PJ
Tel: 01466 760214
Email: dmmark@aol.com

NOTICE OF A G M

 IN DRUMMUIR HALL ON MONDAY 11 September 2006 AT 7.30 PM

Dear Member/s,

A short meeting will be held prior to the AGM to adopt a new constitution.  The AGM will then proceed as per the new constitution, if adopted by a majority of the present voting members.

 The directors would like to adopt a new constitution as it is more suited to the aims and objectives of the Trust.  This constitution has been recommended by the Community Land Unit, Highland & Islands Enterprise, for use by Community bodies like ourselves.

 The new constitution would enable the Trust to “register an interest in the right to buy” under the Land Reform Act (Scotland) 2003, additional land or buildings within the community, with Trust members’ approval.

 The proposed Constitution is available for viewing on the Drummuir/Botriphnie Website at www.drummuir.org or www.botriphnie.org   OR if you do not have access to the Internet please contact Dianne Mark, secretary, at the above address, for a copy.

 AGENDA for EGM

 1.       Welcome

 2.       Apologies

 3.       Resolution to adopt new Constitution (Memorandum & Articles of Association)

 
AGENDA FOR AGM

 1.       Chairman’s Report

 2.       Treasurer’s Report/approval of Annual Accounts

 3.       Resolution to approve change of Registered Office

 4.       AOCB

DBCT Progress Report

 Refurbishments/Upgrade

 Just to keep you all up to date with the progress of the refurbishment/upgrade of the hall – we have managed to secure funding from REAP to allow the Trust to employ an architect to draw up initial sketches/plans.  However due to lack of space, at either side of the hall, it looks like the best option would be to extend into the Playing Field at the back of the hall.  We are now in negotiations with Drummuir Estates to secure an additional piece of land to proceed with this option.   Initial sketches will be available to view at AGM on 11 September 2006 at 7.30pm.

 Recreation Field (between Hall & Tocher Terrace) & Ex School Playing Field

 The Trust would like to register an interest in the above lands.  A Petition will shortly be circulated to all householders in the “Trust” area (whether a member of the Trust or not) asking for their support of this proposal.  This will give our community more control over future use of these lands and it is hoped that you will support this proposal.  

 Company Accounts 2004 – 2005

 These have been prepared and lodged with Companies House.  Copies will be available to view at AGM.

 It is hoped that you will be able to attend the AGM – we look forward to seeing you there.

Signed by Directors of  D&BCT

 

DRUMMUIR & BOTRIPHNIE COMMUNITY TRUST

MINUTES OF DIRECTORS’ MEETING

 Held at Mains of Pitlurg, on Thursday 29 June 2006 at 8.00 p.m.

 Present:- Jimmy Thain, James Law, James & Dianne Mark.

Visitor:- David McWilliam

1. Welcome

James Mark welcomed all to the meeting.

2. Apologies

Apologies from Richard Henderson and John Rendall.

The order of the Agenda was changed to discuss item (7)

3. Registering an Interest in the Right to Buy

David McWilliam was invited to attend the meeting to explain the process of “registering an interest in the right to buy.” David has completed, in draft, the necessary forms for several pieces of land. This work has been time consuming and Dianne thanked him for his work to date. David then left the meeting so the Directors could discuss the options available. It was agreed that it would be beneficial, at this stage, to register an interest in the two “parks” (the old school playing field and the park between the village and the hall). James will contact David to discuss the Director’s decision.

4. Memo’s & Articles of Association

The revised Memo’s and Articles of Association need to be officially approved by the members of the D&BCT. A letter will be delivered, either by hand or post, to each member advising them of the the revised “constitution” and inviting them to a meeting to vote to adopt the aforesaid “constitution.” The full document will be posted on the Drummuir website so members can view it prior to the meeting and anyone who does not have access to the internet will be advised to contact Dianne to obtain a paper copy.

5. Hall Refurbishment

James reported he had met with Alex Gordon-Duff , on 23 May 2006, to discuss the proposed extension to the hall. Temporary permission for building works access, permanent permission for Fire Exit Doors opening on to the Village Park and the possibility of purchasing an additional piece of land to extend the hall into the Village Park were discussed. Unfortunately no firm answer has been given on any of these points, to date. All directors agreed that the refurbishments must get going and James will contact David Smith, Architect, to prepare a sketch of the alternative option of extending out into the Village Park. James will then contact Alex Gordon-Duff to arrange another meeting.

6. Appointment of Accountant and D&BCT Accounts

The annual returns for Companies House have to be submitted by 7 July 2006. As Companies House rejected the copy of accounts we previously presented it was decided by the Treasurer, Chairman and Secretary to appoint an Accountant for the Trust. Ritsons, Buckie were approached and they have subsequently prepared full accounts for the Trust. Copies were available at the meeting for the directors to look at. They were signed off by James Law, Treasurer and James Mark, Chairman and James Law will return them to Ritsons for submission to Companies House. Copies of the Accounts can be viewed at the Registered Office. It is also hoped that the Registered Office can be changed from Stewart, Wilson, Dickson (Solicitors) to the Ritson’s office in Buckie.

7. Funding – Awards for All

Dianne reported that the application to “Awards for All” was unsuccessful. An application will be made again as the application was turned down because the accounts submitted were for Drummuir Hall and not D&BCT. The D&BCT full accounts can now be submitted.

8. AOCB

The Moray Council have written requesting permission to site recycling bins beside the hall. It was felt the bins would be better sited in the Village Car Park. Dianne will write a letter to The Moray Council stating this.

The meeting was then closed.

MINUTES OF DIRECTORS’ MEETING
Held at Mains of Pitlurg, on Monday 23 January 2006 at 7.30 p.m.

Present:- Jimmy Thain, James Law, Richard Henderson, John Rendall, James & Dianne Mark.

1. New Treasurer: – Drummuir Hall Management Committee At the meeting of Drummuir Hall Management Committee on Wednesday, 18 January 2006, Frazer Morrison was elected as the new treasurer.

2. Hall Cottage: – Record of Condition James Law & Jimmy Thain have inspected the property and a Record of Condition can now be completed.

3. Hall Cottage: – Repairs Following the inspection of the property it is apparent that there are some repairs which require to be carried out as soon as possible. These are:-

	Flat roof needs to be inspected closely as it appears to be leaking – evidence of damp in kitchen and bathroom.
	Broken guttering – to be repaired/replaced.
	Exterior door (next to rear entrance of hall) – water leak comes in above the door. This could be a problem with a broken or dislodged slate.
	Outbuilding – roof has some plastic corrugated sheets, which are leaking quite badly. These need to be replaced with corrugated iron sheets.

James Mark and Richard Henderson are to arrange with Jen Fraser (tenant) to inspect the flat roof. This will try to be arranged for this week.

4. Architects’:- Fees Consideration was given to the quotations received from:-

	David Smith, Berrybauds
	Simpson & Wright, Keith
	Leslie Hunter, Portsoy
	Plans Plus, Urquhart

A comparison table, showing the breakdown of costs and services was discussed. All directors were in agreement that David Smith, Berrybauds, was the architect who seemed best equipped to meet our needs, although he did not submit the cheapest quote. His services, however cannot be employed until funding is secured.

5. Funding:- Dianne Mark to contact representatives from HIE (Moray) and “Moray Action for Communities” to discuss our proposed applications, for funding the architect’s fees and associated planning costs. The total cost of this is estimated to be £6000 - £7000.

James Law (treasurer) reported the bank balance as being £9306. It is hoped we will be able to contribute up to £1500 (made up of cash and payment in kind). Dianne will hopefully be able to submit the funding application forms before their next panels meet in late February.

Richard Henderson reported that the Youth Club are hoping to make a donation of £1000 to the Hall Refurbishment Project. This will be a most helpful contribution.

6. Entertainments Committee:- At the Drummuir Hall Management Committee meeting on Wednesday 18 January 2006, Willie McIntosh asked if an entertainments committee could be setup. Richard Henderson and Willie McIntosh will co-ordinate this.

The Directors will arrange to meet when the results of the funding applications are known, or earlier if required.

MINUTES OF DIRECTORS’ MEETING
Held at Mossend, Drummuir on Wednesday 9 November 2005 at 7.00 p.m.

 Present:- Richard Henderson, Jimmy Thain, John Rendall, James Law, James & Dianne Mark. 

Visitor:- Gill Dolphin, M.B.S.E.

 James Mark introduced Gill Dolphin, M.B.S.E., who had been invited to give advice about applying for funding to refurbish the hall.

Gill was given a brief report of the Drummuir & Botriphnie Community Trust’s history, its aims and plans to upgrade the hall.  Gill outlined the first steps to secure funding for the professional fees i.e. architect, planning application and any associated legal fees as follows:-

	Justification for a need to upgrade the existing building – the funding bodies will require proof that there is a real need to improve the facility, especially attracting new users to ensure sustainability – Gill advised contacting potential new users asking them to submit a letter to say they may use the hall if it was refurbished.  This would support any application for funding.
	Three quotes will be required for all contract work.
	A small grant may be available from REAP to cover the professional fees – this may not be 100% funding – Gill to find out about this and arrange for the application form to be forwarded to Dianne Mark.
	Match funding – consideration will be given to volunteer hours involved in running the D.B.C.T. as a real cost (based at £6.50/hour).

Gill agreed to look into the best funding options for the major refurbishment costs and will report back on her findings.  She also advised that she would be willing to help with completing any application forms.  The directors thanked Gill for her help and she then left the meeting.

Memo’s and Articles of Association

Dianne reported she had received an email from Lucas Chapman, with suggestions for changes/additions to the draft document.  It was felt the only change necessary would be to include the objective, which covers any future purchase of land/buildings by the trust.  His suggestions to change the number of elected and co-opted directors were noted but it was felt this would be left as agreed – maximum 6 elected directors and 2 co-opted.

Treasurer – Drummuir Hall Management Committee

Ewan McDonald has resigned from the post of treasurer – a letter of resignation has yet to be received.
James Law has spoken to a member of the D.B.C.T. about filling the post of treasurer but has had no confirmation of acceptance.

Dance – 28 October 2005

A very successful dance was held on 28 October 2005.  A special mention must be noted for the efforts of Willie McIntosh, who co-ordinated the event.  The substantial sum of £1126.43 was raised for the D.B.C.T.

Architect’s Quotation

The quotation from David Smith, Architect, was discussed, however two other architects will now be approached to quote for this work, in line with the requirements of the funding application.  Dianne to contact the secretary of Glenlivet Hall, to ask the name of the architect they used for their new hall.  Simpson & Wright, Keith will also be asked to quote.