BOARHILLS AND DUNINO COMMUNITY TRUST MINUTES OF THE AGM HELD BY ZOOM ON WEDNESDAY 5 MAY 2021
PRESENT- TRUSTEES: L Drummond, A Cairns, J Gallon, A Slaughter, L Roger. Apologies – L Matthews. There were also 4 Trust members present.
1) Report on Trust activities – August 2019-August 2020, from the Chair, L Drummond. The chair welcomed everyone to the meeting and explained it was being held later than last year in the hopes that we would have been able to meet in person, had the rules on social mixing been relaxed. A full report on the Trust’s activities is included in the accounts which can be found on the Trust’s web site: https://boarhillsandduninocommunitytrust.org/archives/ During 2019, the greenspace was cleared of weeds. Fruit trees purchased with assistance from a grant from the Community Council, were planted in March 2020, just before the first lockdown. A hedge was also planted, with the plants donated by the Woodland Trust. Over 20 volunteers turned out to complete this work. Restrictions on meeting limited what we could do as a group but the maintenance of the site was continued by individuals. Thanks are due in particular to Alan Cairns for strimming the verge and Bill Roger for cutting the grass. The area is now truly transformed. Listed Building Consent and Planning Permission were obtained for the doocot restoration and change of use of the land respectively in July 2020. £62K has been obtained towards the doocot restoration in grants, with a further £10K still to find. Unfortunately the application for this amount to HES was not successful. The restoration cannot start until all the funds are in place. It is hoped to start fund raising in the summer, once regulations allow, and other funding options continue to be explored. A very good response with offers of help was obtained from the community for shopping etc during the lockdowns and this was greatly appreciated. A new web site was set up for the Trust. The Trust has approx. 170 members.
2) Report on accounts, from Treasurer Prof A Cairns. The accounts have been audited by Henderson Black. A professional auditor is required because the Trust is a Company Limited by Guarantee. The full accounts are available on the Trust’s web site. The current bank balance is low, reflecting recurring costs of auditing and insurance, and the inability to fund raise. Gift aid has been claimed on previous income where possible. There were a number of ideas for future fund raising, including a gardens open day, a book sale which was very successful in 2019, a walk and BBQ – all once regulations allow.
3) Election of directors. Under the Trust’s Articles of Association, one third of the Directors have to retire at the second AGM. Accordingly, John Gallon and Louise Roger have agreed to stand down. The Chair thanked them for their contribution. According to its constitution, the Trust can have a minimum of 3 directors, and a maximum of 10. There had been no nominations prior to the AGM for new Directors, but members are encouraged to come forward to fill the two vacancies. It is hoped to fill the posts when meetings in person are possible once more.
4) It was agreed that the annual subscription would continue at the current level (zero).
5) AOCB No further business.
BOARHILLS AND DUNINO COMMUNITY TRUST MINUTES OF THE AGM HELD ON WEDNESDAY 13 APRIL 2022 PRESENT- TRUSTEES: L Drummond, A Cairns. Apologies – L Matthews. There were also 11 Trust members present and apologies from a further member.
1) Report on Trust activities – August 2021-August 2022, from the Chair, L Drummond. The chair welcomed everyone to the meeting. During the past year, work on the greenspace continued, with mulching of the fruit trees, weeding around the hedge, and further planting of bulbs. Thanks are due to Alan Cairns for strimming the verge and Bill Roger for cutting the grass. The St Andrews Men’s Shed have made a very sturdy picnic bench with timber donated by community members. BDCT donated £250 to the Men’s Shed in return for their efforts. Work on the doocot is anticipated to start soon. Scaffolding will be erected to allow a closer inspection of the higher levels of the building prior to consolidation works. Fund raising events over the past year have included a BBQ and walk in September, and book sale and teas in November. A wine or whisky tasting event is planned for next winter as a fund raiser. A work party for the plot is planned on 24 April, and a Jubilee Tea for 3 June, in conjunction with the Hall Committee. A number of gardens will be open under Scotland’s Garden Scheme on 26 June, with 60% of the profits going to BDCT (the rest to SGS charities). The annual sponsored walk and BBQ (with the Hall) will take place on 28 August.
2) Report on accounts, from Treasurer Prof A Cairns. The accounts have been audited by Henderson Black. Following a local appeal for funds, and with the associated gift aid, sufficient money is in place to allow work to start. It should be noted that much of the current available funds are restricted to the purpose of restoring the doocot. Architect and structural engineer fees have recently been paid.
3) Election of directors. Under the Trust’s Articles of Association, Directors must demit after 2 successive terms. On that basis, L Drummond, A Cairns and L Matthews will stand down. A Slaughter had retired earlier in the year. They were thanked for their contribution. Five new Directors were then appointed unopposed: M Boutoille, S Hamilton, A Potter, L Roger, J Furness (who will serve as the Community Council representative). It was agreed that the Directors would agree the Office Bearers amongst themselves at the first subsequent Directors’ meeting. A Cairns agreed to update the entry on the Companies House web site. A Cairns was co-opted on to the Board of Directors and would continue as Treasurer.
4) It was agreed that the annual subscription would continue at the current level (zero).
5) Appointment of auditors It was agreed that Henderson Black would be asked to continue as auditors.
6) AOCB No further business.