Minutes of the meeting of The Gaitherin Management Committee

Port Elphinstone Community House

Sunday 29^th April 2007, 1.30pm

Present: George McLeod, Cathie McLeod, Biff Barrow, Tiggy Purves, John Picken, Matthew Harker, Fiona Harker

Apologies: Jackie, Catriona, Murray

1 Welcome

Minutes of last meeting adopted.

Matters arising

a Scottish Arts Council Still no meaningful response from Tamsin. If funding is to end summer 08 we need reply soon to provide for a year contract for any employee. George will contact Ian Smith and Lorraine Grant this week.

b Company Limited by Guarantee Certification received 19/04/07. Next steps: Subscribers (George, Cathie, Biff, Sue, Fiona) meeting where subscribers can elect themselves as directors and others (John) as members then as directors. Fiona to email Murray and Jackie to ask if they wish to also become directors. Plan to invite Alison McLaughlin, Alison Melville and the press to our inaugural meeting. (Saturday 2^nd June 10am). Directors are expected to usually attend meetings. After inaugural meeting membership role can be begun. Sue to check the dates of our financial year. We would prefer not to use April as this will coincide with Easter Gaitherins. John advises company number should be on emails and other correspondence.

c Easter Gaitherin Cathie has begun to collate the statistics and comments from the feedback sheets. Will assess results before publishing on the website. Jackie and Ali are to be asked for their feedback on the appraisals, a review of their work and a review of the support we gave them. Biff and George will do this. Procedures handbook to be generated. Provisional date for meeting Saturday 2^nd June 10am - 4pm. Cathie to book venue. To invite all adult volunteers to describe their roles. Also invite paid personnel on the understanding that we could not pay for their time. Shadows and youth committee to attend separate meeting. Jackie has asked for: SAGS kit lists in letter pack; no wheeled shoes/gameboys; W/E training at SAGS for shadows and first time youth workers; to use oldest available shadows; Music 4 kidz.

2 Planning and promoting October Gaitherin

Agree to go ahead and open bookings for October with current prices. Advertise in school newsletters. Need to contact Sheila Waterhouse (Gordon Forum for the Arts) to ask whether subsidy will be available and if so dates for deadlines. Preferred venue – Kemnay.

3 Tutor coordinator / youth coordinator / tutor booking

Agreed to place note on web page asking for notes of interest in these posts for a period of two Gaitherins to George within two weeks. Previous Gaitherin participant and worker desirable but not essential. Email to those we consider would be interested.

Because of time constraints some tutors will need to be booked prior to recruitment of tutor coordinator. Cathie will contact Dave Martin, MC, John Coletta, Jonathan Campbell and Scott Cruikshank.

4 Summer weekend at SAGS

Cathie will provisionally book 20^th-22^nd July and 3^rd- 5^th August. Further planning required

5 Fundraising to next agenda

6 The Charities shop to next agenda

7 Youth Committee Meeting to complete lottery fund application.

Fiona to email committee with possible dates (8/5/07, 19/5/07 or 24/9/07, 7.30pm Port Elphinstone Community Flat) to meet with George and hopefully Doug Finlay to discuss purpose and priorities for application (also any feedback from Easter Gaitherin). After this youth members of management committee to complete applications. George will ask Sue if she could facilitate this (otherwise Fiona).

8 Any other business

Payment for lets

George to contact Doreen Adams regarding numbers of participants at Inverurie. Also numbers of different participants at October Gaitherin. Will be billed for both Feb/March 2008

Notification of meetings need to go on the website two week prior to meeting date.

Music 4 Kidz George will contact Lorraine to discuss beginning this again.

9 Agree future dates-to be confirmed

Saturday 2^nd June, 10am - Inaugural Meeting of Company followed by meeting to generate information for Procedures handbook. Venue to be arranged.

Sunday 22^nd July at SAGS after Workshop