LISMORE PUBLIC HALL MINUTES OF AN EXTRAORINARY GENERAL MEETING HELD WEDNESDAY 11 JUNE 2008 AT 7.30PM

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1 LISMORE PUBLIC HALL MINUTES OF AN EXTRAORINARY GENERAL MEETING HELD WEDNESDAY 11 JUNE 2008 AT 7.30PM 1. PRESENT: Archie MacGillivray, Anna Stewart, Gilly Dixon-Spain, Roger Dixon- Spain, Duncan Brooks, Sarah Campbell, Dot Hay, Katy Crossan and Liz Buckle. 2. APOLOGIES: none. 3. THE PURPOSE OF THE EGM was to present the accounts (which have now been audited) for the period 1 st January to 31 st December And to amend item 12 of the Constitution, which currently states: The A.G.M. shall appoint two members from the community, annually, to audit the accounts. The proposed amendment: The AGM or EGM shall annually appoint two members from the community, or a suitable independent examiner that meets the criteria set out by O.S.C.R., to scrutinise the accounts. 4. DISCUSSION AND DECISIONS: Roger presented the accounts: see the document Profit and Loss Accounts for the year ended 31st December 2007 for the figures and financial position. Roger reported that they are similar to those presented at the AGM in March, and that they had now been audited by Iain Weir and Hubert Saldanha. The Committee expressed its thanks to them both for their auditing work. Gilly proposed the adoption of the annual accounts, Liz seconded these, and the committee unanimously accepted them. The purpose of the amendment to item 12 of the Constitution is to give us options and flexibility in who we can go to, to get the Hall accounts audited, and to bring it into line with the requirements of the Office of the Scottish Charity Regulator (OSCR) which is something we need to do anyway, for when we convert to a Company Limited by Guarantee. The Committee unanimously accepted the amendment to item 12 of the Constitution. Gilly will insert the new amendment into the Constitution and post the amended version on the Lismore website. The EGM ended, and was followed by a normal Hall Committee meeting.

2 LISMORE PUBLIC HALL COMMITTEE MINUTES OF THE COMMITTEE MEETING HELD WEDNESDAY 11 JUNE 2008 AT 8PM 1. PRESENT: Archie MacGillivray, Anna Stewart, Gilly Dixon-Spain, Roger Dixon- Spain, Duncan Brooks, Sarah Campbell, Dot Hay, Katy Crossan and Liz Buckle. 2. APOLOGIES: none. 3. MINUTES OF THE MEETING HELD 14 MAY 2008: The adoption of the minutes of this meeting was proposed by Anna and seconded by Katy. 4. TREASURER S REPORT: Roger explained that the current bank balance is 19, , which included a recent 200 donation from Stoker Cottage, and from the Amnesty Bash (half the profit taken, after costs). Note: People who donate money to the hall should be encouraged to complete a Gift Aid form, as this increases the value of donations by 28%. As part of the accounting detail, Roger distributed the up-to-date breakdown sheets of Lismore Development Trust Working Party grant budget, as the Hall had taken responsibility for receiving and disbursing these funds for the Working Party (see separate sheet for these figures). In view of the fact that Roger has had to learn accrual accounting recently, he suggested the hall invest in Sage accounting software, which will assist in the processes of book-keeping and accounting. This will help future treasurers and anyone else who is involved in taking responsibility for the hall accounts. The Committee agreed to the purchase of the Sage software: Roger will buy it. 5. COMPLETION OF CAR PARK SURFACE: Archie agreed that there is some excess sand on the car park, and he will reduce the surface by a few inches and roll it again. He will also reduce the drain grid top by 3" - 4" to bring it down to road level, and will cut expansion strips into the concrete to control the expansion cracking, and finish the joint between the concrete strip and the road (with a tar joint-filler). Finally, he will remove the road-signs. 6. WATER SUPPLY: Gilly has spoken to Sue Stefek, who has not sent the promised information, so we are still awaiting the grant before we can progress.

3 7. REDECORATION OF STAIRWELL AND OTHER IMPROVEMENTS: Sarah, Anna and Duncan will get together to work on these before the next meeting. Gilly has written to Joe Black to get estimates for any work required on the floor and to quote for insulating the roof of the main hall. Liz explained that SGRPID has launched a new grant system, for which she will apply to for renovation and improvements to the Hall, including the proposed work to the downstairs toilets, insulation etc. 8. COMPANY LIMITED BY GUARANTEE: Gilly read out the letter she had from Douglas Graham confirming the Certificate of Incorporation of Lismore Public Hall as a company limited by guarantee, company number SC Douglas Graham had not heard from OSCR but is writing to them to get their stage completed. The Committee thanked Gilly for her work on this. The accounting periods will be the same as before, with the first being an initial half-year from July 1st to 31st Dec. 9. TELEPHONE: Dot presented the two options, both of which are wallmounted. One, the Pegasus Ecosse Armoured Payphone costing (incl vat) is very much stronger than the Titan Solitaire 600 payphone, costing (incl vat). It was decided to go for the more robust/expensive one provided it has a facility to alter the tariff - Dot to check this out. We discussed where best to position the new phone and it was decided that we would try it at the corner of the bar. There is a phone socket in the entrance area. 10. EVENTS: Sarah has arranged for Joy Dunlop & Rachel Hair to put on a concert in the Hall on Wed 25th June 7.30pm. For this, the catering arrangements are: Anna will order and collect milk etc. Sarah: 1 loaf sandwiches (tuna mayo) Anna: 2 loaves sandwiches Katy: onion tart Gilly, Dot, Anna: baking Hall to be set up 10am on Wednesday. For planning a future event programme, Sarah will contact the PAN Performing Arts Network to find out more about the costs and other implications for our Hall to be included to host PAN performances. 11. MUSIC SYSTEM: Sarah introduced Davy Garrett to the committee, explaining that he has put together a specification for a music/pa system to suit

4 the hall, which it is hoped would meet the requirements of the Lottery s Awards for All grant. There would be a PA system to be used for public meetings including those of the Community Council. It will consist of 3 microphones feeding into the sound system/speakers so that everyone could hear clearly. There would also be a Sound System designed for the transmission of music - singers, bands, solo instrumentalists. To go with this, there would also be a recording facility, which would be useful for the youth drama group as well as musicians. Davy emphasised the educational aspect of this for the long-term development and benefit to the people of Lismore. It would be a quality system carefully tailored to suit the size and shape of the Lismore hall. The overall cost of the equipment would be 6,974 incl vat. Following Davy s presentation, the questions and answers included these aspects: a) Risks of damage to equipment from untrained people using it: Davy plans to train 4 young musicians and 1 adult to use the equipment initially although several Committee members felt that there should be at least one more adult trained. b) Insurance would be necessary, also money for maintenance, repairs, upgrading: something that the Hall Committee needs to look into and take on board. c) Fixing the speakers and mobility: Davy explained that there would be 2 speakers mounted on strong fixed brackets high up on the walls either side of, and just in front of the stage. The speakers could be lifted off their brackets (but weighed 22 Kg), and the whole system is mobile and robust enough to be lent out, for example to the museum. d) Storage: Roger will require measurements of the equipment as he will be constructing new storage cupboards fairly soon. The mixing desk will live on a gig-rig, which can be wheeled around easily, and the cables and microphones will be kept in hold-alls. e) Stage space: Davy pointed out that the chairs stored on the stage are a severe obstacle for performers, and they also affect the quality of the sound during performances. He recommended they must go: the Hall Committee will

5 look into this, and come up with some options for improving the stage area. f) Suitability for all users: the sound system will be easy to use by the Country Dance group, Davy will train all users, and write out a simple how to use it guide. It was also suggested a mobile (radio) microphone would be a good idea for public meetings so that people asking questions from the back of the hall can be heard. g) First Harvest Concert in September: Gilly felt concerned that this was right in the middle of a very busy programme of other events in the Hall. h) Public Consultation: there will be a public consultation meeting on the Music/PA system proposal, to be held on Saturday 21st June in the Hall, from AOB: Mairi Perkins had reported unauthorised use of hall in the form of young people playing around in the hall and using the loos. In view of the fact that the hall is now locked for most of the time, it wasn't felt necessary to take any action - or ask for donations. The Crofters Commission have asked for more information on the progress of the CCDS plan, for which we have had grant of 1,000. Gilly and Liz will follow this up. Date of next Hall Committee meeting: Wednesday 9th July at 7.30.

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