STONEHAVEN TOWN HALL TRUST STEERING GROUP

MEETING 16^TH JUNE 2010

Present – Freda Adams, Malcolm Duncan, Joan Duncan, Fiona Hill, Michael Innes, Pat Reid, Derrick Reid, Mary Struthers

Apologies -David Fleming

Minutes of the last meeting

Licenses – DR raised the point about there being a compulsory bar when the Trust is formed.  His clients at their dances prefer to BYO.  MD explained that at the moment it was just a proposal as a positive revenue stream as the TH has an annual deficit in excess of £40,000 and he was exploring all possibilities.  However, any final decision would be made by the new Trust.  This explanation was accepted.

Deposits and Cancellation Fees.

MI requested that the wording be amended in this section to ’The Trust could suggest’ from ‘The Trust will’.  This amendment was accepted by the whole group.

The minutes of the last meeting were duly accepted.

Articles and Lease Documents

MD informed that he received an email from DF stating, “ The Articles of the new Trust are with the lawyers and OSCAR. If they are not returned by 29^th June it does not matter. Any subsequent tweak can be dealt with via a notice to members in the autumn.  The lease and one side agreement (covering booking arrangements) have been received.”  A lengthy discussion then ensued and FH felt that the steering group should have been given the opportunity to view and discuss the said documents.  DR said that it was more important that we spend the time and are afforded the opportunity now to get it right first time rather than try to “tweak” at a later date.  It was unanimously agreed that copies of the current Articles and Lease should be sent to the members of the Steering Group by return.  From the little information forthcoming regarding the Articles, there was a feeling of dissatisfaction about certain clauses.

It was also emphasised that all concerns regarding the Trust documentation must be clarified before the Trust is established. If issues are still outstanding then the date for the meeting (29^th June) must be cancelled until all parties are satisfied that the interests of the community are satisfied.

There was agreement that if necessary a further meeting should be arranged prior to the 29^th

Urgent Action – David Fleming to send out copies of Articles of Association and the Lease document to members of the Steering Group as soon as possible.

It was also requested that any prospective trustee must be in receipt of the Articles so that they are aware of their duties and responsibilities.

Finance

Income for the 2-month period ended May 2010 was £3322.55

The Revenue for financial year 2009/2010 was £20,303

The Council confirmed that the increase in price for year 2010/11 would be 2.75% for User Groups and would be fixed for the year. (The exception being alterations to the VAT rate in the forthcoming budget)

Fund Raising 

Ms told the Group that a very successful Wine Tasting evening was held last Friday raising in the region of £320.  This was also a good opportunity to distribute Trust membership forms.

Dissemination of Trust information

MD informed that DF had provided information re the EGM/AGM. DF advised 265 mail packages and some 90 emails had been despatched and spare copies of the information pack have been left at Connons, the TH and the Library.

It was thought by the whole group that sending out 265 Trust information packages by post and 90 by email was not a representative sample of a population of c. 13,500.  The Group thought this did not suggest to the population of Stonehaven that this new Trust would be ‘transparent and accountable’

It was decided to run of more copies of the Trust documents and distribute where we thought there would be greatest interest.

It was also mentioned that the covering note attached to the electronic version had no mention of the Town Hall or indeed the importance of the email or any necessary action.

Steering Group actions – A new poster campaign. Contacting people who received electronic copies. Word of mouth. Speaking to Groups within the Stonehaven

AOB

Booking of the Town Hall – 29^th June

FA wanted confirmation of the TH booking for the 29^th as there was no record in Jazzercise diary re cancelation of the class.  Action DF

Performing Rights License

DR raised the issue of the Performing Rights license.  MD said that the issue would be dealt with by the new Trust when they took over the running of the Town Hall.

Development Trust Association Scotland

MD said that Development Trust Association Scotland had funds available to help pay the professional fee for preparing the business plan. Grants up to £10,000 are available.  MD emphasised the complexity of Business Plans for an organisation such as ours by distributing an outline BP.

Rory Dutton the new DTA representative for this area will be happy to come and talk to the new Trust re grant funding once the Trust is established. 

This in principal was the last meeting of the Steering Group.  However, it was unanimously agreed that if an additional meeting regarding the Trust documentation was necessary, this would be arranged in the next week