| Committee - 18th Feb 2007 |
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| Sunday, 18 February 2007 | |
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Minutes of the meeting of The Gaitherin Management Committee Present:Steph Baross, Sue Richardson, George McLeod, Cathie McLeod, Matthew Harker, Biff Barrow, Fiona Harker, John Picken 1. Welcome It was unanimously agreed that George should chair the meeting. Minutes of last meeting (previously circulated and agreed) ratified. 2. Annual General Meeting a. Committee members Cathie, Biff, George, Murray - from previous committee Sue, Fiona, John, Jackie - new members Matthew, Steph, Tiggy, Catriona - Youth Committee representatives b. AGM Minutes It was agreed that the minutes of the AGM should be published on the website as draft minutes. c. Office bearers We require office bearers for the committee as an interim arrangement prior to the establishment of the Company Limited by Guarantee. It is anticipated, though not yet agreed, that those elected would continue on to the following posts in the Company. Chair (Chair) - George (unanimous agreement) Vice Chair (Depute Chair) - Murray (pending his agreement) Company Secretary (Treasurer) - Sue Minutes Secretary (Secretary) - Fiona George suggested we should also designate individuals from the committee to act as liaison with other groups/individuals. Youth workers/craft worker/Youth Committee - Jackie Tutor coordinator - Ali Leith Aberdeenshire Council - George Catering - Cathie Transport - John (pending his agreement) As tutor coordinator Ali would need to report to the committee rather than to any individual. Biff pointed out that although Jackie is the committee member with responsibility for the Youth workers etc, during the Gaitherin she is an employee and will be line managed by Biff. 3. Scottish Arts Council Response a. Discuss wording Changes to the draft prepared by George were discussed and agreed. It was agreed that George will now prepare the letter, send to Ian Smith and copy to Lorraine Grant. b. Discuss alternative funding profile It was agreed that both funding profiles should be attached with letter. George noted that the starting figure needs to be adjusted due to payments made for first job advertisement and for Feel the Beat weekend workshop (Summer 06). John asked that the oncosts of the posts be reviewed in the light of new NI rates. Sue will action. c. Agree how to express unanimity Unanimity expressed by minutes 4. Company Limited by Guarantee a. Agree subscribers/first directors Those adults initially present (George, Cathie, Biff, Sue, Fiona) signed documentation for Companies House witnessed and dated by Stuart Moir. b. Discuss Youth representation At the moment the Youth Committee representatives are full members of the committee with a vote each. It was suggested that the Youth members of the Committee would together have one vote with Jackie acting as their advocate. The question was raised as to whether Jackie should retain her own vote in addition. This question needs further consideration with Jackie’s input and must be formalised. No action yet agreed. c. Appoint company secretary Sue appointed by unanimous agreement d. Agree name (request ‘limited’ not to appear) George will complete appropriate form for Companies House to request exemption from using ‘Limited’ in name. e. Agree accounting period Whilst we are in agreement that 31st March would be most convenient accounting date, it will depend on the progress of the application for company status. Sue recommended that new bank accounts be opened for the new company to prevent previous signatories remaining liable. Also Sue suggests separate accounts for Music for Kids, Development Fund and Corporate Account to provide clarity. Sue will action. f. Agree process – solicitor Sue has documentation for her position as company secretary to be witnessed by solicitor (Frank Mathers – Gaitherin parent). Sue will action. 5. Easter Gaitherin a. Venue George has recently been informed that Kemnay Academy is not available for the Easter Gaitherin due to construction work. Options being explored are: Inverurie Academy - would need to pay for janitorial staff Westhill Academy - TBC After School provision may mean janitorial staff available Meldrum Academy - PFI - may incur higher let costs Kintore Primary - PFI - may incur higher let costs b. Drama tutor – WLYT costs Michael Richardson from WLYT has agreed that Rachael Duff could attend again but would require £600 (inclusive of her travel and accommodation) to provide for cover for her at WLYT. This is in excess of the usual amounts. Other options will be considered. Biff will contact Rhona Mitchell. c. WLYT - video option Michael has offered a team to make promotional video at £100/day. This will be considered. Options include Ben Barratt (Biff to contact) or Murray (George to contact). d. Tutors – Drummer Ali has drummer tutors arranged e. Minibus drivers Buses required will depend on venue. Expect to need 4 minibuses plus Huntly bus. Need to look into volunteer minibus drivers. Biff will action. f. Youth Workers Carola McCallum (previously clarsach tutor) has expressed an interest in working at the Easter Gaitherin. As we already have a clarsach tutor it was suggested she would be good as a youth worker. Biff suggested putting Carola in touch with Jackie and also asks if Carola might consider stage management. 6. Future Gaitherins a. Open booking for October now or Easter Cathie asks whether this would be acceptable and the committee agreed however it is dependant on the preparation of the financial model to allow the fees to be set. 7. Other business a. Rant Cathie tells us that Duff House is again doing a Rant Festival at the end of March (our contact – Gail Golding). There will be a community stage on the Sunday afternoon during which any artist can perform. Cathie has booked a 20 minute slot and has contacted Kirsty Jamieson (and friends) and will contact others who may wish to perform (Forsyths etc). b. Electronic communication Colin MacKenzie (runs website) has set up an email address and online forum for our use. Email is already in use. George will provide us access to forum. There is unanimous agreement that these correspondences should be open to Aberdeenshire Council Liaison. It was agreed that proposals could be decided upon by email provided there is a quorate agreement by positive response within a preset time limit. Decisions made would then be recorded at the next committee meeting. Any other business Biff asks whether it would be possible to establish a grievance procedure and associated documentation for inclusion in the package for youth workers. This may not be possible for Easter as such procedures can be complicated. John and Biff to action c. Agree future meeting dates Sunday 25th March – Committee Meeting, Port Elphinstone Community House, 7pm Monday 26th March – Youth Committee Meeting, Port Elphinstone Community House, 7pm Sunday 8th April – Tutors and Youth Workers Meeting, Chalets or SAGS (TBA) 9th - 13th April – Easter Gaitherin |
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