DREAM (Dalry Residents Eager Action Movement) MINUTES
Minutes of the Extraordinary General Meeting of Dalry DREAM Ltd.
on Tuesday, 31st August, 2010 at 7.30 p.m.
at Dalry Community Centre.
Agenda
1. Welcome
Present: Gordon Davidson Mary Gemmell Norrie Macfarlane
Anthony Hume Aileen McDermott Frances Gourlay
Cllr John Reid Lina Borwick Kenneth Gibson MSP
Brian Bowen
2. Apologies: Cllr Robert Barr Ken McCracken Margaret Donaldson
E. Maynard Elizabeth Lamont Mr. & Mrs. R. Hume
Eleanor McConnell Mr. & Mrs. S. Paterson K. McNab
Mrs. & Mrs. S. Smith
3. Where we are just now.
4. The way forward.
5. Any questions.
With such a disappointing attendance and the members present being familiar of progress the above 3 items on the agenda did not require further explanation. After discussion a vote was taken.
6. The vote.
7. The decision
There was a majority of 16 votes ( 7 votes in attendance & 9 postal votes) that Dalry DREAM Ltd should not continue, 4 votes (1 votes in attendance & 3 postal votes) that Dalry DREAM Ltd should continue and 1 abstained from voting.
8. Dependent on decision.
a) Appoint new office bearers. - not a requirement.
b) Wind up the company.
It was agreed to wind up the company and funds:-
To return £350 to the Blair Trust that was given to DREAM in the earlier stages of setting up the company.
To approach Ken McCracken, JRD Partnership on how we wind up the company and any accountancy fees due.
Enquire at Companies House and any fees for de-registration of the company.
After all fees have been paid it was agreed that the balance be given to Dalry Community Association as they have similar aims to meeting the needs of the community by providing hall space.
Everyone was thanked for all their hard work, help and support throughout.
9. Close of meeting.
Dalry DREAM Ltd.
Dalry Residents Eager Action Movement
Giffordlandmill
Dalry
KA24 5HN
6 August 2010
Dear
Extraordinary General Meeting
Tuesday, 31st August, 2010 at 7.30 p.m.
Dalry Community Centre (in the lounge)
Earlier this year the Big Lottery advised Dalry DREAM Ltd. that the application for funding was unsuccessful. Since that time, North Ayrshire Council have closed Dalry Public Hall due to health and safety reasons. However, the various users of the hall have all found alternative accommodation. The board of Dalry DREAM Ltd. are holding an Extraordinary General Meeting to ascertain the viability of proceeding with any further application.
As a member you are invited to vote at the EGM. We will be considering the following options:-
1. Is there still an unmet need in the community that the Public Hall could meet?
Should DREAM continue?
2. Have all community needs been met through other accommodation?
If so should DREAM be wound up?
At the meeting it will be possible to take account of your opinion prior to voting.
If there is a majority vote in favour of Dalry DREAM Ltd. continuing, the present board of directors will not be seeking re-election. Therefore it is intended to seek new office bearers and active board members drawn from the company membership.
A copy of the agenda is attached overleaf. We hope you will make every effort to attend on the evening.
Yours faithfully
Mary G Gemmell
Secretary
Tel. 07881 883544
P.S. If unable to attend please cast your vote on the slip overleaf and return to the secretary at
the above address prior to the meeting.
Dalry DREAM Ltd.
Dalry Residents Eager Action Movement
Extraordinary General Meeting
Tuesday, 31st August, 2010 at 7.30 p.m.
Dalry Community Centre (in the lounge)
Agenda
1. Welcome.
2. Apologies.
3. Where we are just now.
4. The way forward.
5. Any questions.
6. The vote.
7. The decision.
(Postal votes will be counted at this time.)
8. Dependent on decision.
a) Appoint new office bearers.
b) Wind up the company.
9. Close of meeting.
------------------------------------------------------------------------------------------------
Dalry DREAM Ltd.
Extraordinary General Meeting
Tuesday, 31st August, 2010 at 7.30 p.m.
Dalry Community Centre (in the lounge)
Voting Slip
Should Dalry DREAM Ltd. continue? YES NO
(Delete as appropriate)
Sign....................................................Print.................................................
Minutes of DREAM - Dalry Residents Eager Action Movement
on Monday, 28th June, 2010, at 7.30 p.m.
at the Greenbank Inn.
Present: Gordon Davidson Mary Gemmell Norrie Macfarlane
Anthony Hume Aileen McDermott Frances Gourlay
Eileen Young Cllr John Reid Cllr Robert Barr
Brian Bowen
Apologies: Ken McCracken Kenneth Gibson MSP Lina Borwick
Minutes of the previous meeting held on Tuesday, 25th May, 2010, previously circulated.
Approved by : Aileen McDermott
Seconded by : Norrie Macfarlane
Business arising from the minutes :
None
Treasurer’s Report:
No change as before.
Correspondence:
Mujeeb passed paperwork to Norrie as CEIS no longer involved in applications, and wishing us every success in the future.
Business for the evening :
How should DREAM proceed???
Last week the Executive of North Ayrshire Council confirmed that they would allow the transfer of ownership of Dalry Public Hall to DREAM and offered back-up support and possible financing.
After lengthy discussion it was agreed to hold an EGM towards the end of August/early September to gauge the level of public interest in proceeding any further.
DREAM does not feel that it has the necessary evidence base to make a reasoned judgement as to whether or not there is sufficient "need" to pursue the proposal. This is against the following emerging issues, which must be taken into account:
1. The decision of Playtime Nursery (who were a key user of Dalry Public
Hall) to move to new premises at 20 New Street operated by Dalry Day Care.
2. The availability of new meeting space which will be available to let during evenings and weekends - also provided by Dalry Day Care.
3. The contribution of the Dalry Day Care initiative to the regeneration of the town centre, which is potentially very positive.
4. The uncertainty surrounding the future ownership/management of Dalry Community Centre, and the need to avoid duplication of similar facilities.
5. The forthcoming cuts to public sector budgets which would have an adverse effect on the ability of Dalry DREAM to attract income and public sector lets to Dalry Public Hall, including the possibility of other Council buildings becoming surplus within Dalry (some of which could be more suited to the aspirations of DREAM, which are now less about large hall spaces and more about improving youth services).
The above issues were not relevant factors at the time of the original application in 2008.
As there are around 150 members of DREAM, who have voting rights, the Directors would need to present to them at an EGM the options of whether to proceed or to wind-up the company.
It may be that the direction of the project must change to reflect current (and future) circumstances which have been dictated by factors well outwith the control of DREAM.
Any other competent business :
None
Date of Next Meeting : To be arranged
Venue : To be arranged
Minutes of DREAM - Dalry Residents Eager Action Movement
on Tuesday, 25th May, 2010, at 7.30 p.m.
at the Greenbank Inn.
Present: Gordon Davidson Mary Gemmell Norrie Macfarlane
Kenneth Gibson MSP Aileen McDermott Frances Gourlay
Eileen Young Cllr John Reid Ken McCracken
Apologies: Anthony Hume Lina Borwick Cllr Robert Barr
Brian Bowen Archie Killen
Minutes of the previous meeting held on Monday, 22nd March, 2010, previously circulated.
Approved by : Kenneth Gibson MSP
Seconded by : Norrie Macfarlane
Business arising from the minutes :
Kenneth Gibson spoke to John Duncan, The Big Lottery, but it seems that they will not meet with us prior to June but that Awards for All is a way forward to obtain the resources required to redesign the hall as a new built facility. The hint seems to be that such an application will be successful!
Treasurer’s Report:
Bank balance presently stands at £975.42. JRD accountants were paid £117.50 for dealing with tax return. Bank charges are £5 per month from Royal Bank of Scotland, but once charitable status is gained we will receive a refund.
Correspondence:
See below.
Business for the evening :
Assessment Report of Technical Assistance Application previously circulated.
The criteria of the application was very good and a tremendous thanks goes to Anthony Hume for whom otherwise we would not have had such a sound application.
The application was unsuccessful mainly due to not having received confirmation of transfer of ownership of Dalry Public Hall from North Ayrshire Council to the community, and also due to the structural survey indicating that the application would have to change from a refurbishment to a new build which would require a design brief.
Concern was expressed with regard to making further applications in the first instance to Awards for All for funding to appoint an architect to compile a design brief before submitting an amended Technical Assistance Application.
After discussion it was seen as appropriate to allow time for confirmation from North Ayrshire Council regarding transfer of ownership to the community and a decision will be taken at the next meeting on how DREAM should proceed.
Any other competent business :
Ken McCracken, JRD Partnership has been liasing with OSCR regarding obtaining charitable status. There have been a few minor wording amendments to the Memorandum and Articles of Association but this can be achieved in the one amendment should the Big Lottery require any further changes.
Date of Next Meeting : Monday, 28th June, 2010 at 7.30 p.m.
Venue : Greenbank Inn
Minutes of DREAM - Dalry Residents Eager Action Movement
on Monday, 22nd March, 2010, at 7.30 p.m.
at the Greenbank Inn.
Present: Gordon Davidson Mary Gemmell Norrie Macfarlane
Kenneth Gibson MSP Aileen McDermott Brian Bowen
Apologies: Ken McCracken Anthony Hume Mujeeb Ur-Reman
Jane Sutherland
Minutes of the previous meeting held on Tuesday, 16th February, 2010, previously circulated.
Approved by : Gordon Davidson
Seconded by : Brian Bowen
Business arising from the minutes :
A report was available from Anthony Hume from the meeting to discuss further requirements to Technical Assistance Application for DREAM on 23rd February, 2010.
Kenneth Gibson reported on communication with John Duncan, The Big Lottery. keen for funds to come into this area. As a result of the condition survey due to health and safety, the building will require to be demolished leaving the facade. There is new lottery funding available in June and all the previous information submitted would still stand and one person would be appointed from the Big Lottery to follow the entire project. The application will have to be amended for a new build with an architect design brief.
To avoid constant communication back and forth with the Big Lottery, Kenneth Gibson is going to arrange a meeting with the Big Lottery so they can advise us what is required for the new funding that comes into force in June. The person looking after the project, what is required for the Technical Assistance application and what is required for the new build.
Treasurer’s Report:
As before
Correspondence:
None
Business for the evening :
Report on on-going Technical Assistance Application
The Big Lottery Committee meet Wednesday, 21st April, 2010, once a written report of the meeting is received the next DREAM meeting will be arranged
Any other competent business :
None
Date of Next Meeting : Tuesday, 25th May, 2010 at 7.30 p.m.
Venue : Greenbank Inn
Minutes of DREAM - Dalry Residents Eager Action Movement
on Tuesday, 16th February, 2010, at 7.30 p.m.
at the Greenbank Inn.
Present: Cllr Robert Barr Gordon Davidson Eileen Young
Mary Gemmell Norrie Macfarlane Frances Gourlay
Brian Bowen Anthony Hume Lina Borwick
Aileen McDermott
Apologies: Kenneth Gibson MS Cllr John Reid Ken McCracken
Minutes of the previous meeting held on Thursday, 14th January, 2010, previously circulated.
Approved by : Lina Borwick
Seconded by : Norrie Macfarlane
Business arising from the minutes :
None
Treasurer’s Report:
Balance £1348.72. Norrie has been in touch with Stewart McGowan, Royal Bank of Scotland - once we get charitable status, all bank charges will be reimbursed. Invoice has been received from JRD accountants for our year end accounts.
Correspondence:
End of Year Accounts from Ken McCracken, JRD partnership.
Condition Survey of Dalry Public Hall.
Business for the evening :
Report on on-going Technical Assistance Application
We had hoped to have a result of the Technical Assistance Application on 10 February, but a decision was postponed as the Condition Survey from North Ayrshire Council was too late for the February meeting of the Big Lottery.
As a result of the Condition Survey the committee agreed that it would be more cost effective to taken down the main hall which is a separate structure from the front part of the building and build a new single storey purpose built hall onto the front part of the building. It is a good opportunity to change direction and offers the chance to have a new hall that would run more efficiently than refurbishing the existing hall.
The Big Lottery would also like clarification from North Ayrshire Council of the transfer and ownership of the hall which is still to be determined due to the current economic climate.
Design, cost and small amendments to the application have to be submitted to Andy Normansell, The Big Lottery Grants Assessment Officer by 12 March, 2010.
Anthony will meet with Bill O'Donoghue, The Big Lottery, Stephen Smith, CEIS, Richard Maxton and 2 representatives from Armour Contruction - Gordon Smith and a colleague on Tuesday, 23rd February at 2.00 p.m. to discuss the project further which will be reported on at the next meeting.
Any other competent business :
None
Date of Next Meeting : Monday, 22nd March, 2010 at 7.30 p.m.
Venue : Greenbank Inn
Minutes of Extraordinary Meeting of Dalry DREAM Ltd. (Dalry Residents Eager Action Movement) Thursday, 14th January, 2010, at 7.30 p.m.at the Greenbank Inn.
Present: Anthony Hume Norrie Macfarlane Aileen McDermott Lina Borwick Myra Sim Brian Bowen
Apologies: Mary Gemmell, Ken McCracken, Jane Sutherland
Minutes of the previous meeting held on Monday, 14th December, 2009, previously circulated.
Approved by: Brian Bowen
Seconded by: Norrie Macfarlane
Business arising from the minutes: None.
Treasurer’s Report:
Income from the raffle was £1572.36, with expenditure on organizing costs and prizes resulting in a profit of £1053, including donations of £130. The bank balance at 14th January 2010 was £1370.72. Concern was expressed regarding monthly bank charges of £5. It is hoped to discuss this with the bank manager at RBS, as the charge is considered to be excessive. Due to ongoing difficulty in contacting the manager concerned, consideration is being given to moving the account to another bank. A further report on this matter will be provided at the next meeting.
Correspondence:
An email from Ken McCracken of JRD Partnership seeking further information regarding expenditure during the first year of operation and modifying the year end date to 31/10/09 was received.
The email was replied to and the relevant information provided. It was agreed that the first year end be 31/10/09, since this enable the Investing in Ideas grant period to be fully included.
Business for the evening: Report on Big Lottery Fund Assessment Meeting
On Wednesday 16th December 2009, Mr Andrew Normansell of Big Lottery met with the directors and several members (Cllr Robert Barr and Brian Bowen) to discuss the technical assistance application, currently under his consideration.
The meeting was extremely productive and a number of matters were identified as in need of further work by Dalry DREAM Ltd (DDL). These are as follows:
(a) amend the governing document to meet Big Lottery requirements in relation to membership
(b) increase the minimum number of members to 100 to ensure that the operation of the public hall involves the community, and to ensure that local people have an opportunity to vote at general meetings. There would be no upper membership limit
(c) request a letter from NAC confirming their willingness to transfer the public hall to DDL
(d) provide a breakdown of costs for the estimated refurbishment and modernization of the hall in conjunction with the project architect. Work on all matters has been progressing since 16th December 2009.
Proposed amendment to Memorandum and Articles of Association
Submitted report by A. Hume regarding changes to the governing document of DDL necessary to meet the requirements of Big Lottery.
The report was discussed. It was proposed that the DDL would operate for the benefit of all persons within postcode area KA24, that voting members would have to be permanently resident within postcode area KA24 and have minimum age of 16. Other proposed amendments related to the termination of membership – there would have to be exceptional reasons for either refusing to let somebody join or to end their membership. Reasons would have to be given in writing. All persons present at the meeting accepted the recommendations contained in the report and the proposal to amend the governing document was, therefore, approved. A. Hume to advise Big Lottery of the changes to the governing document by letter.
Any other competent business:
NAC is continuing its survey work of the hall. An external structural engineer has had to be appointed to examine the condition of the roof. Consequently, the various reports will not be complete until the end of January 2010.
Date of Next Meeting: Tuesday, 16th February, 2010 at 7.30 p.m.
Venue: Greenbank Inn
Minutes of DREAM - Dalry Residents Eager Action Movement
on Monday, 14th December, 2009, at 7.30 p.m.
at the Greenbank Inn.
Present: Cllr Robert Barr Gordon Davidson Eileen Young
Mary Gemmell Norrie Macfarlane Frances Gourlay
Brian Bowen Myra Sim
Apologies: Anthony Hume Aileen McDermott Kenneth Gibson MSP
Lina Borwick Cllr John Reid
Minutes of the previous meeting held on Thursday, 26th November, 2009, previously circulated.
Approved by: Brian Bowen
Seconded by: Frances Gourlay
Business arising from the minutes:
None
Treasurer's Report:
The Grand Christmas Raffle was very successful with 314 books sold £1570, and £124 donations ( £100 Open Door) total income £1694. Expenditure £512, profit from raffle £1182.
Current bank balance £2369.76 – cheque £826 Investing in Ideas refund still to come off.
Correspondence:
Andy Normansell, grants officer at the Big Lottery Fund has requested an assessment meeting regarding our Technical Assistance Application. He is meeting with a few of the committee on Wednesday, 16th December, 2009 at Dalry Public Hall at 9.30 a.m., the meeting will last 2 – 3 hours. Anthony Hume, Mary Gemmell, Norrie Macfarlane, Jane Sutherland, Robert Barr and Brian Bowen are able to attend, John Reid and Kenneth Gibson send apologies due to other commitments.
Business for the evening:
The main business for the evening to draw the prizewinners of the Grand Christmas Draw who were as follows:-
1st £250 Mrs Byron
2nd £100 A. Hume
3rd £50 J. Cairns
4th Bottle Grouse Whiskey Mrs. Ramsay
5th Wine & Cheese Brian Smith
6th Bottle Gin John Murdoch
7th Wine & Glasses H. McKinnon
8th 2 Bottles Wine Robert McLachlan
9th Gift Voucher K. Gibson
10th 2 Bottles Wine David Smith
11th 2 Bottles Wine Susan Kennedy
12th Champagne Hamish Harkness
13th Bottle Wine David Nisbet
14th Crystal Vase Greta Peacock
Thanks was given to Norrie for organising the raffle, to those that helped sell raffle tickets, to everyone who supported the Grand Christmas Draw and to all those that donated prizes.
Norrie is going to attend to distribution of the prizes.
Everyone was wished a good time over the festive season and the meeting was drawn to a close.
Date of Next Meeting: Thursday, 14th January, 2010, at 7.30 p.m.
Venue: Greenbank Inn
Minutes of DREAM - Dalry Residents Eager Action Movement
on Thursday, 26th November, 2009, at 7.30 p.m.
at the Greenbank Inn.
Present: Lina Borwick Gordon Davidson Eileen Young
Mary Gemmell Norrie Macfarlane Frances Gourlay
Brian Bowen
Apologies: Anthony Hume Aileen McDermott Kenneth Gibson MSP
Myra Sim
Minutes of the previous meeting held on Thursday, 29th October, 2009, previously circulated.
Approved by: Lina Borwick
Seconded by: Brian Bowen
Business arising from the minutes:
Raffle ticket sales going well – Norrie Macfarlane assisted by Jane Sutherland sold raffle tickets 2 Saturday mornings in Dalry Co-op and Mary Gemmell assisted by Margaret Macdonald sold raffle tickets the following 2 Saturday mornings.
It was agreed that Saturday mornings in Dalry Co-op had been sufficiently covered and Norrie was going to approach the Factory Shop – this was probably doubtful due to limited space.
Treasurer's Report:
Norrie reported that £500 had been deposited from the raffle, another £100 still to deposit and £200 received this evening. Profit to date £1100 approx.
Cheque of £100 received from The Open Door – Mary will send thankyou letter.
Correspondence:
Anthony received letter from Big Lottery requesting refund of balance not used from Investing in Ideas application – cheque for £826 will be returned with cover letter.
S1Dalry .com – youth worker Lisa Tait, Irvine has expressed interest in youth services in Dalry – Jane was following this up.
Correspondence (Contd.):
Ken McCracken putting together documents for OSCR submission hoping to get it away end of week 17 November '09.
Suzy from s1dalry.com has updated DREAM pages and amended set-up so we can add information or minutes ourselves.
Business for the evening:
Technical Assistance Application. – nothing further to report at present.
Do we require to organise any further fundraising events for the New Year?
It was agreed to leave any further events at present, but to possibly look at approaching local companies for sponsorship.
Any other competent business:
Norrie distributed further raffle tickets, and everyone reminded to return counterfoils and money to the shop or bring to the next meeting when the Grand Christmas Draw will take place.
It was noted that the first ticket drawn will be awarded the 1st prize.
Date of Next Meeting: Monday, 14th December, 2009, at 7.30 p.m.
Venue: Greenbank Inn
When 'Grand Christmas Draw' will take place.
Minutes of DREAM - Dalry Residents Eager Action Movement
On Thursday, 29th October, 2009, at 7.30 p.m.
at the Greenbank Inn.
Present: Anthony Hume Ken McCracken Lina Borwick
Mary Gemmell Norrie Macfarlane Frances Gourlay
Brian Bowen Jane Sutherland Eileen Young
Apologies: Aileen McDermott Kenneth Gibson MSP
Minutes of the previous meeting held on Tuesday, 22nd September, 2009, previously circulated.
Approved by: Brian Bowen
Seconded by: Anthony Hume
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