MINUTES OF THE TRUSTEES’ MEETING, DALWHINNIE COMMUNITY DEVELOPMENT TRUST, MARCH 22ND, 2024

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

GLENISLA, DALWHINNIE PH19 1AB

MINUTES OF THE MEETING OF TRUSTEES HELD IN THE VILLAGE HALL ON FRIDAY MARCH 22ND 2024 AT 7.00 PM

Present: Alan Dawson (Chair), Ian Philp (Treasurer), Bill Carr (Secretary), Jules Akel, Lesley Carr (in attendance), Jen Dickinson (in attendance)

1. APPROVAL OF PREVIOUS MINUTES

The minutes of the meetings of Trustees held on January 12th 2024 were unanimously approved.

2. MATTERS ARISING FROM THE MINUTES NOT COVERED BY THE AGENDA

A single new Trust email account (DalwhinnieCDT@gmail.com) has been created, but will not be publicised or used unless a need arises.

3. SECRETARY’S REPORT

Covered by agenda items.

4. TREASURER’S REPORT

Ian presented the Treasurer’s report, which showed that as at March 22nd 2024 the Trust has a balance at bank of £21,614.79, with an additional £21.62 held as petty cash.

Of the balance held at bank, £10,000 is ring-fenced to ensure the hall’s viability for a minimum of two years, and £1,000 is ring-fenced in respect of war memorial work (see item 9 below).

5. CCTV

The CCTV cameras have yet to be installed, and the meeting agreed that Alan would approach David Haggerty to ask if he would be willing to do this. Ian has donated a monitor, so once the cameras are installed the system can be commissioned. The Trustees will then need to agree how long recorded images are retained, and ensure that hall users are made aware that CCTV is in use. (AD)

6. GYM EQUIPMENT

Bill had circulated a breakdown of gym equipment usage for the three months October to December 2023 and for the three months January 2024 to date. This showed that for the final three months of 2023 twelve people had used the gym equipment a total of 47 times over 27 days. Of these twelve, eight people had used the equipment once a month or less, and four people twice a month or more. For the first three months of 2024 eight people had used the gym equipment a total of 27 times over 17 days. Of these eight, five people had used the equipment once a month or less, and three twice a month or more.

No local sponsors have come forward, and with Ian reporting that no donations had been made by users since November of last year the Trustees confirmed that a small charge for the use of the equipment to cover the costs of maintenance, electricity, cleaning and the like remained appropriate. Alan suggested that users considered the charges proposed at the previous meeting (a subscription of £10 per month or £100 per year) to be too high, and so the meeting agreed a subscription of £5 per month or £50 per year, to be paid by bank transfer.

As there’s a good chance that hall renovation work will begin in May (see Item 7 below) and that the gym equipment will be unavailable whilst that work’s under way, the Trustees agreed that the subscription will be introduced when that work is completed. By that time the CCTV system should also have been installed, and the PEL agreed.

A number of people living in Laggan have expressed interest in perhaps also using the gym equipment, and Bill will talk to Cathy Slimon to agree how best to take this forward. (BC)

Alan confirmed that Si Conroy has agreed to induct users in the safe use of the gym equipment, and to monitor the equipment to ensure that this is safe to use.

7. GRANT APPLICATIONS

Lesley advised the meeting that the Highland Council Community Regeneration Fund have awarded the Trust a grant of £27,718 to update the village hall’s plumbing, frost protection, electrical supply and insulation.

The grant won’t be paid until we learn the outcome of a similar grant application the Trust has made to the SSE Community Fund, which we should know mid-April. If this second application isn’t successful we’ll need to amend and resubmit the original CRF application made to Highland Council, as the grant applied for included replacing the hall’s outdated electrical heating system and the grant awarded will not cover this part of the request. However, having spoken with Highland Council Lesley is hopeful that we’ll receive the grant by the end of next month, allowing the work to begin later in May.

When the work does begin the hall will be unavailable to users for a number of weeks, and we’ll let the community know the likely dates as soon as possible.

Lesley is also submitting a number of smaller applications to the Highland Council ward discretionary fund in respect of hall equipment and improving the hall’s flood resilience.

8. PUBLIC ENTERTAINMENT LICENCE

The application has now been submitted, with the 28 day notice period for comments or objections due to expire on March 28th.

9. WAR MEMORIAL

With the Dalwhinnie Community Council having reformed, the meeting agreed that DCC should be asked to put forward proposals for repairs or improvements to the memorial grounds to be funded using the £1,000 donation received by the DCDT. This donation can only be used for this purpose.

Bill will ask that this be added to the agenda for the April DCC meeting. (BC)

10. HALL LETTING

Following the previous meeting’s review of the fees charged to hire the hall, the meeting agreed that while villagers would continue to be able to use the hall at no charge for personal events (e.g. birthday parties or bowls evenings), if an event or entertainment is generating income then charges could apply. However, if an event was in aid of or contributing to hall funds there would be no charge, and for events in aid of other community funds or charitable causes the Trustees would decide on a case-by-case basis if a charge was to be made.

Jen asked if the hall was available for the evening of May 17th for a possible event being organised with the support of the DCC, and after discussion a letting charge of £100 was agreed.

Lesley advised the meeting that the hall will again be used as a polling station in the forthcoming election, at a fee of £250.

The possibility of the hall being used by the CNPA for one of their regular meetings or for Badenoch Heritage events was also discussed, but as hall improvement works would limit hall availability this will be discussed again when the CRF grant has been confirmed and a work plan agreed.

11. BURNS SUPPER, SATURDAY JANUARY 20TH

The Burns supper had resulted in a net contribution of £746 to hall funds, and the consensus was that the evening had been a success. The meeting agreed that two or three such events each year could potentially generate a contribution of between £1,000 and £1,500 per year, which would go some way towards ensuring the hall’s viability.

Various potential events were discussed and considered, including a possible repeat of the Burns supper (Bill will talk to Cathy Slimon), a Dalwhinnie community pre-Christmas party, and a guest speaker for an evening event to be held perhaps mid-year. Those present agreed to bring further suggestions for future events to the next meeting, including who could take the lead in taking each event forward. (BC/all)

11. COMMUNITY RESILIENCE PLAN

Bill had previously circulated a draft community resilience plan, and following a discussion that included how the hall could perhaps be heated when being used as a respite centre during lengthy periods of loss of power the draft was accepted as a basis for a village resilience plan.

The meeting agreed that the Community Council should now be asked for their comments, and Bill will ask that this also be added to the agenda for the April DCC meeting. (BC)

12. OSCR REPORT

As Ian will need to accrue the outstanding electricity bill for the year-end accounts, he asked that Lesley let him have details. The draft accounts will then be reviewed by the Trustees and submitted for external review. (LC)

Bill will prepare a draft OSCR report for the Trustees to also review, and Ian will forward him a copy of last year’s report to use as a possible template. (IP/BC)

13. HALL EQUIPMENT

The meeting agreed to carry out an inventory of hall equipment. (LC)

14. ANY OTHER CURRENT BUSINESS

Alan advised the meeting that he will be stepping down as a Trustee at the forthcoming Annual General Meeting, but hopes to put forward the name of another possible Trustee prior to that meeting. (AD)

The meeting agreed that as the village hall had previously been valued in 2019 this valuation should now be updated. (LC)

15. NEXT MEETING

The next meeting of the Trustees will provisionally be held on the evening of Friday June 21st at 7.00pm, and subject to the finalised accounts being available will be the Trust AGM.

Trustees were asked to confirm their availability. (all)

MINUTES OF THE TRUSTEES’ MEETING, DALWHINNIE COMMUNITY DEVELOPMENT TRUST, JANUARY 12TH, 2024

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

GLENISLA, DALWHINNIE PH19 1AB

MINUTES OF THE MEETING OF TRUSTEES HELD IN THE VILLAGE HALL ON FRIDAY JANUARY 12TH 2024 AT 7.00 PM

Present: Alan Dawson (Chair), Ian Philp (Treasurer), Bill Carr (Secretary), Jules Akel, Lesley Carr (in attendance)

1. APPROVAL OF PREVIOUS MINUTES

The minutes of the meetings of Trustees held on November 10th 2023 were unanimously approved.

2. MATTERS ARISING FROM THE MINUTES

Ian advised the meeting that two CCTV cameras had now been acquired, and that he and Alan will install these prior to the next Trustees’ meeting. Lesley will organise signs advising hall users that CCTV is in use. (LC)

3. SECRETARY’S REPORT

The Trust’s details as shown on the OSCR website have been updated, as has the Register of Trustees.

Accessing the previous Trust email account has proved problematic, and so the meeting agreed that that account should be closed and a single new Trust email account (Dalwhinnietrust@gmail.com) opened. Lesley will set up and monitor this email account. (LC)

4. TREASURER’S REPORT

Ian advised the meeting that as at January 12th 2024 the Trust has a current balance at bank of £20,983.27, and that £200 was held as petty cash.

Ian presented an Income and Expenditure forecast for the financial year ending March 31st 2024, which shows that over that period the Trust expects to have expenditure of £8,803.06 and income of £1,370.00. He then presented an Income and Expenditure forecast for the year ending March 31st 2025 which suggested annual expenditure of £5,610 and income of £1,000. Assuming that these levels were maintained in future years the Trust’s resources would be exhausted in approximately four years, less if there was any significant unplanned expenditure.

Plans to raise Trust income and reduce costs will be discussed under later agenda items, but in the meantime the meeting confirmed the decision taken at the last meeting to “ring fence” £10,000 of the hall’s current cash reserves (two years of forecast net operating costs plus a 10% contingency) to ensure the hall’s viability for two years, to be reviewed at the end of the coming financial year.

5. GYM MANAGEMENT

Alan advised the meeting that Si Conroy has agreed to induct users in the safe use of the gym equipment, to monitor the equipment to ensure that this is safe to use, and to manage access to the hall by gym users.

The gym is being regularly used by a group of younger people within the community, but donations made by users are not covering costs (e.g. heating and lighting, equipment maintenance, cleaning). These are estimated at c.£1,500 pa, and after discussion the meeting agreed that the appropriate way forward was to charge users a small subscription. This was set at £10 per month or £100 per year, and assuming that five people took out the equivalent of an annual subscription this would generate income of c.£500 pa.

It was also agreed that local businesses should be approached to discuss their perhaps taking out a “corporate subscription” on behalf of their staff which could support recruitment and retention, and Alan and Lesley agreed to take this forward. (AD/LC)

6. GRANT APPLICATIONS

Lesley advised the meeting that to date a total of six grant applications have been submitted on behalf of the Trust to various funds. All are essentially in respect of upgrading the hall’s insulation, plumbing, heating and facilities, and the total value of the improvements proposed is c.£65,000.

One of these grant applications (made to LNER) has been unsuccessful, but the remaining five are in process.

Lesley will also shortly be submitting an application to the Highland Council ward discretionary fund.

As a number of grant applications and the Trust’s application for a public entertainment licence require the Trust to have in place specific policies in respect of health and safety, child protection and the like, Lesley had reviewed these policies and brought copies to the meeting for discussion and signature. Having been reviewed by the Trustees these policies were formally agreed and signed, and Lesley will now arrange for these to be submitted and displayed as required. (LC)

7. PUBLIC ENTERTAINMENT LICENCE

All the documentation required to support the Trust’s application is now in place but copies of the hall’s plans to a specific scare are also needed, and Alan agreed to make the necessary copies for Lesley. (AD/LC)

The application can only be paid for by bank transfer, and Lesley and Ian will organise this before Ian leaves on holiday. (LC/IP)

8. WAR MEMORIAL

The meeting agreed that should the Dalwhinnie Community Council be reformed next month, the DCC should take the lead in organising any repairs or improvements to the memorial grounds. The Trust has received a donation of £1,000 to help with the cost of these works, and as this money is “ring fenced” for that purpose only. If the DCC is able to take this work forward, they’ll be asked to prepare a proposal which the DCDT can then use this donation to fund.

9. HALL LETTING

The fees charged to hire the hall have been unchanged since 2021, whilst costs (particularly electricity) have increased significantly. The meeting therefore agreed to increase the hire charge for the entire hall from £120 to £160 per day, and from £60 to £80 for a half day (five hours) or evening. The charge for people staying overnight would remain at £10 per person per night. The hire of the committee room and kitchen only would be £25 per hour, and villagers would continue to be able to use the hall at no charge.

Lesley advised the meeting that she’d recently been approached about a hire of the hall for one or two days during the next two months, and also about the possibility of a longer hire in the future. The meeting agreed that Lesley should take this forward and keep the Trustees informed. (LC)

10. BURNS SUPPER, SATURDAY JANUARY 20TH

Ian advised the meeting that nine tickets have been sold from the filling station, and seven from the Apiary. Bill confirmed that a further 14 tickets had been booked by ‘phone or email, and three places will be needed for the speakers, giving a total of 33 to date. Bill will let Mike know of the number of places and vegan requests by Sunday. The hall is being set out for a total of 45 guests. (WC)

Raffle tickets will be sold for £1 each, with proceeds in support of the Dalwhinnie village hall. Ian had brought the raffle prizes and tickets to the hall, week. Laggan will organise the donations bar, with proceeds from that in support of the Laggan village hall. Any profits from ticket sales will be split equally between the two community halls

Final preparations for the event will be made during the coming week. (WC)

11. COMMUNITY RESILIENCE PLAN

Bill advised the meeting that the flood resilience group had submitted a grant application which included a request for funding support to prepare a community resilience plan. As much of the funding requested was to meet the costs of hiring the hall for community meetings and as the hall would be at the heart of any community resilience plan the Trustees agreed that should the application be successful this element of the work would be best taken forward in partnership with the DCDT, and also with the DCC should the Community Council be reformed in February.

Ian believed that in the past the DCDT may have prepared a draft community resilience plan, and he’ll check his files. (IP)

12. ANY OTHER CURRENT BUSINESS

None

13. NEXT MEETING

The next meeting of the Trustees will be held on the evening of Friday March 22nd at 7.00pm.

MINUTES OF THE TRUSTEES’ MEETING, DALWHINNIE COMMUNITY DEVELOPMENT TRUST, NOVEMBER 10TH 2023

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

GLENISLA, DALWHINNIE PH19 1AB

MINUTES OF THE MEETING OF TRUSTEES HELD IN THE VILLAGE HALL ON FRIDAY NOVEMBER 10^TH 2023 AT 7.00 PM

Present: Alan Dawson (Chair), Ian Philp (Treasurer), Bill Carr (Secretary), Jules Akel (via Zoom link), Lesley Carr (in attendance)1.

1, APPROVAL OF PREVIOUS MINUTES

The minutes of the meetings of Trustees held on June 30^th 2023 and October 25^th 2023 were unanimously approved.

2. MATTERS ARISING FROM THE MINUTES

There are no matters arising not covered by the meeting agenda.

3. APPOINTMENT OF NEW SECRETARY

Following Susan Lister’s resignation, Bill Carr was appointed as a Trustee and as Secretary to the Trust.

Ian will ask Joyce to forward a copy of the current Register of Trustees to Bill, who will update the register accordingly,

4. SECRETARY’S REPORT

Covered by other agenda items.

5. TREASURER’S REPORT

Ian advised the meeting that as at November 6^th 2023 the Trust has a current balance at bank of £21,345, and £161 was held as petty cash.

Ian presented an Income and Expenditure report for the period April 1^st 2023 to November 6^th 2023, showing that over that period the Trust had expenditure of £6,807.89, and income of £550.00. At April 2022 the Trust had had a balance at bank of £31,816, and at April 2023 the balance had been £27,604. Whilst some of the expenditure incurred since April 2023 had been exceptional, he estimated that the village hall had annual operating costs of between £3,500 and £4,000, and that whilst Trustees had and would continue to do what they could to reduce costs a continuing lack of income could put the hall’s future in doubt.

The meeting discussed the reasons for the hall’s loss in income, which included the ending of Highland Council’s discretionary grant to village halls, the Council potentially no longer using the village hall as a polling station, no Christmas raffle or Christmas card sales this year, and a drop in the number of hall hires. However, the hall is now generating income from people using the gym equipment, and this will be discussed under the next agenda item.

The Trustees agreed unanimously that every effort should be made to keep the hall viable, and Ian agreed to bring to the next (January 2024) meeting a detailed breakdown of costs incurred and income generated during 2023, projected spend for 2024 separated into fixed and variable costs, and current projected income for 2024.

6. GYM MANAGEMENT

Alan opened the discussion by reflecting that the installing of gym equipment in the hall had led to the hall being used to a greater extent than in the past, and by younger people within the community. Forty people had so far registered to use the gym, and ten people were using the equipment regularly. However, it was essential that the gym “washed its face”, by generating sufficient income to cover costs.

Ian and Alan believed that correctly managed the gym could generate sufficient income to do this, and the meeting discussed how best to charge for the use of the gym, including the potential introduction of daily or monthly membership subscriptions. Subscriptions could be set taking account of past and projected gym usage and projected costs, particularly the extra power costs arising from the use of the hall’s heating and lighting and the costs of cleaning the hall and maintaining the gym equipment.

Ian suggested that what was now needed was someone to manage gym membership and access to the hall, oversee the collection of subscriptions, induct users in the safe use of the equipment, and maintain the equipment itself. He and Alan will meet separately to discuss how best to take this forward.

The meeting also discussed hall security now that the building is being more widely used. The wiring is believed to now be in place to allow CCTV cameras to be installed, and Ian having agreed to check the wiring and procure and install cameras and a monitor, the meeting agreed a budget of £350 to allow Ian to take this forward.

As the hall’s been inadvertently left unlocked on a couple of occasions, Lesley will arrange for a “Have you locked the door?” sign.

7. GRANT APPLICATIONS

Lesley advised the meeting that she’s now taking forward four grant applications in respect of upgrading the hall’s insulation, plumbing and heating. Of these four, one is an application to the Community Regeneration Fund for £27,700 to allow the hall’s hot water heating, toilet block plumbing and associated insulation to be upgraded. The necessary estimates having been obtained the Trustees unanimously approved the supporting documents required, and the formal application will be submitted on Monday. We should know the outcome some time next month.

A second grant application will be made to a later tranche of the same fund in respect of upgrading the hall’s present electric radiant heating system, which is expensive to maintain and use. An estimate for the upgrade and necessary improvements to the hall’s circuit-breaker protection suggests that this will cost c.£35,000, and Lesley will be submitting this application in due course.

Bearing in mind the hall’s current financial position, the Trustees agreed that there was a need to “ring fence” £10,000 of current cash at bank to meet projected commitments over the coming two years, and that the Trust does not have the assets or income stream to underpin any loan application. As any grant would be paid in stages, The Trust will also need enough cash in bank to manage cash flow.

The Trustees unanimously agreed that if any grant is awarded, the work should go ahead as quickly as possible.

8. ADMINISTRATION CONTRACT

Lesley’s current Agreement for Services shows Lesley reporting to Susan Lister. Following Susan’s resignation, the Trustees agreed that the Agreement should be changed to show that Lesley is accountable to the Trustees through the Trust Chair. Ian will email a copy of the current Agreement to Bill, who will update this for Alan to sign on behalf of the Trust.

9. HALL REPAIRS

Ian reported that following the recent external painting no other hall repairs are urgently needed. The meeting agreed that the disabled toilet should be taken out of use for the winter to prevent freezing, and Lesley will prepare a sign advising hall users.

10. POSSIBLE WINTER EVENTS

The meeting discussed organising a possible community event to be held in the hall at some time in the coming months. A Christmas or New Year party was considered, but as Christmas is now only a few weeks away, the Apiary and the hotel may have similar events in mind, and many villagers may be away over the holiday period the meeting agreed to consider a Burns gathering instead. A provisional date of January 20^th was agreed subject to no other nearby communities (e.g. Laggan) having something similar planned for that day, and Ian offered to check with the hotel and the Apiary to ensure that they’d no similar events planned.

11. ANY OTHER CURRENT BUSINESS

Ian advised the meeting that a local MSP was exploring the possibility of a community vegetable garden.

Lesley advised the meeting that a grant of £1,000 from Diagio in respect of maintaining the War Memorial would be paid via the Trust’s bank account, and that this money was already committed.

Bill asked that a grant application currently being made on behalf of the Dalwhinnie Flood Resilience Group be made under the auspices of the Trust, as this would signal wider community involvement. The group has its own bank account, so there would be no other formal involvement required of the Trust. The Trustees unanimously agreed.

Trustees who are also office bearers are presently using their personal email addresses for Trust business. Bill will establish separate “Trust” email addresses for the chair, secretary and administrator, to support continuity.

12. NEXT MEETING

The next meeting of the Trustees will be held on the evening of January 12^th, at a time to be agreed.

MINUTES OF THE TRUSTEES’ MEETING, DALWHINNIE COMMUNITY DEVELOPMENT TRUST, FEBRUARY 15TH 2022

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

GLENISLA, DALWHINNIE, PH19 1AB

MINUTES OF MEETING OF TRUSTEES, DALWHINNIE VILLAGE HALL, 6PM TUESDAY 15^TH FEBRUARY 2022

Present: Jules Akel, Ian Philp (Chair), Ainslie Fraser (Treasurer) & Colin Blair (Secretary)

Apologies: Alan Dawson

1. MINUTES OF MEETING HELD ON FRIDAY 11^th August 2021

The Minutes of the previous meeting held on the 11^th of August 2021 were approved.

2. MATTERS ARISING

It was agreed to request RTM Plumbing to investigate the hot water system in the public toilet area of the hall.

3. SECRETARY’S REPORT

Colin reported that n0 water bill had been received. It appeared that one of the parties who rented the hall during the summer had not paid the rent, the Chairman and Treasurer agreed to look into this. There had been two or three enquiries for potential hall lets, but nothing firm has come to hand so far. Colin had also received notification from OSCR that the accounts and report from 2021 had not been received, the situation was resolved quickly.

4. TREASURER’S REPORT

Ainslie reported that there was £31,732 in the bank account. There are outstanding bills totalling approximately £800 for new taps and an electric bill. In view of the amount in the bank the Committee decided to undertake a few repairs which are listed under the “Hall Repairs” discussion. The Committee decided that the Chairman should be a signatory on the cheque account.

5. IDEAS FOR SPRING/SUMMER EVENTS

A lengthy discussion ensued regarding events to host and it was agreed that the following events should take place:-

1. Bingo evening on 19th of March

2. Craft Fayre to be held on Easter Saturday the 16th of April, where it was hope to attract some passing trade

3. Social evening 23rd April for the factors of Ben Alder

4. Car boot sale/table sale on Sunday 15th of May

5. Car boot sale on Saturday 18th of June

The dog show was highly successful in 2021 and it was decided to continue this popular event on Sunday the 14^th of August 2022

Again, villagers were to be encouraged to try and use the hall as much as possible. The Trustees decided to continue the free use of the hall for villagers.

6. HALL REPAIRS

The Committee decided the following repairs should be undertaken

1. 1. Repair the hot water plumbing in the public toilet block as previously reported
   2. The security of the building and indeed the health and safety of patrons visiting the hall in the evening was discussed and it was decided to install 5 PIR lights around the building.
   3. It was also noted that the exterior and interior windows could do with a paint, Ainslie was going to organise a quote for this.
   4. It was also noted that the Dalwhinnie Village Hall sign causes an obstruction to vision when driving out of the hall, it was decided to move this back about half a metre or so to improve the line of sight at the junction.
   5. It was also noted that the first aid kit was out of date and this was to be refreshed

7. PLANNING FOR A COMMUNITY EMERGENCY

The Committee discussed making the hall available for a community emergency. The Committee discussed what the hall could offer and it was noted that if should a community emergency arise, the hall could be used as a base for example for the mountain rescue, emergency services and/or a refuge for potential people caught in bad weather or an emergency. During working hours the keys are available from the garage and the Loch Ericht Hotel, after hours Jules Akel agreed to be the point of contact and his mobile number would be circulated to the co-ordinators. It was also noted that the hall had plenty of blankets and of course a fully functional kitchen, however, it was thought that purchasing 20 roll-up mattresses would also be a sensible precaution in the event of the hall being called into use.

8. PREPARATION FOR FINANCIAL YEAR END

The Chairman reminded the Committee that the financial year ends on the 31^st of March and to this end we should be starting to prepare the accounts for auditing and generate a report for the hall usage. It was interesting that the hall had been used considerably over 2021 despite Covid-19 virus holding things back. The hall had been used for the Lynx to Scotland talk, the very interesting talk by the factor of Ben Alder, car boot sales, dog show, two craft fayres, pantomime rehearsal and some of the community have been playing badminton within the hall. Ainslie requested that the Committee members should consider the new office bearers and potential Committee members for 2022/23 and it was hoped to bring in a new Committee Member to organise events etc. it was also decided that the Chairman should be a signatory on the cheque account.

9. A.O.C.B

The Committee wished to thank the community for providing such an entertaining pantomime, it was unanimously agreed that this was a superb use of the hall and will fully support a pantomime at Christmas 2022.

This being all the business the meeting closed at 7.30pm

10. NEXT MEETING

It is hoped to have a meeting just prior to the financial year end to tie up any loose ends.

DALWHINNIE COMMUNITY DEVELOPMENT TRUST ACCOUNTANTS REPORT

Dalwhinnie Community Development Trust Accounts 2020 – 2021 (approved)

TRUSTEES’ REPORT FOR THE PERIOD APRIL 1^ST 2020 TO MARCH 31^ST 2021

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

GLENISLA, DALWHINNIE, PH19 1AB

TRUSTEES’ REPORT FOR THE PERIOD APRIL 1^ST 2020 TO MARCH 31^ST 2021

INTRODUCTION

The Dalwhinnie Community Development Trust was formally registered by the Scottish Regulator on October 30^th 2018, the Trust being essentially formed to take ownership of and to manage the Dalwhinnie village hall in the best interests of the local community. 

The Trust was established and registered is a “Level 1” Scottish Charitable Incorporated Organisation (a “SCIO”), and the aims and governance arrangements of the Trust are as set down in the Trust’s Constitution.

As a Level 1 SCIO, the Trust is overseen by five Trustees. During the year Rory McPherson stepped down as a Trustee and was succeeded by Jen Dickinson. The Trustees have met three times during the year, and the minutes of these meetings are posted to the village website. 

As a registered charity the Trustees are required to submit an annual report and accounts to the Office of the Scottish Charity Regulators (“OSCR”). These have been approved by OSCR in respect of the previous year, and have been published on the OSCR website. 

THE VILLAGE HALL

The use of the village hall during the past year was severely limited by government restrictions put in place in response to the Covid 19 outbreak, and to all intents and purposes the hall has been closed for the whole of the year. The community café could not reopen, and planned events such as the Badenoch Festival were cancelled or postponed.

Because of these restrictions the ability of the Trust to generate income to meet the hall’s fixed costs and maintain the building has also been limited. However, the Trust was able to apply successfully for extraordinary Covid 19 grant support from Highland Council, and this, together with the annual Highland Council grant to village halls, the sale of Christmas cards in support of the hall and a successful raffle, generated income for the year of £17,961.

During the year the Trust has made use of its charitable status to reduce fixed costs, successfully applying for water rates relief and lower electricity prices. But even so the costs of heating and maintaining the hall remain high, and following advice from VABS the Trustees approached Zero Waste Scotland for advice and support in reducing these costs, in particular heating costs. Covid 19 restrictions have made this a lengthier process than expected, but Zero Waste Scotland has now completed an initial survey of the village hall, and on the basis of their report the Trustees will develop an action plan to reduce the hall’s energy costs in the coming year.    

The Trust has also taken advantage of the lack of use of the hall during the year to complete the repainting of the interior and updating of the kitchen (including replacing the cooker), to improve the security of the building, and to put in place the Covid 19 infection control equipment and procedures needed to allow the hall to safely reopen when the current restrictions are eased.

FINANCES

Total Trust expenditure for the year amounted to £2,499, and this together with the Trust’s income is detailed in the annual accounts for the past year, which as of March 31^st 2021 show a closing balance of £23,205.

The Trust accounts have been independently audited, and these accounts together with this report will be formally submitted to OSCR for review and posted to the village website.

The Trustees also arranged to have the hall valued during the year, to allow the building to be correctly shown as an asset on the Trust’s balance sheet.

During the year the Trust switched to internet banking, although to maintain oversight has continued to make all payments by cheque requiring two Trustee signatures.  

THE FUTURE

Recognising the need to generate the income needed to make the hall financially secure in ways which benefit the Dalwhinnie community, the Trust had hoped to reopen the community café in some form during 2021. However, due to the continuing Covid 19 restrictions this is now looking unlikely. 

The Trustees will shortly be surveying villagers to identify and encourage potential community uses for the hall, and based upon the findings of this survey will be developing and publishing a “letting plan” for the coming year. 

The hall will also be used as a polling station in the May 2021 Scottish election. 

FINALLY

On behalf of the Trustees and the residents of Dalwhinnie, I’d like to formally thank those villagers and other volunteers who over the period covered by this report have contributed their time and effort in support of the Dalwhinnie village hall, and of the Dalwhinnie Community Development Trust. 

IAN PHILP

Chairman

On behalf of the Trustees of the Dalwhinnie Community Development Trust

May 3^rd 2021

MINUTES OF THE ANNUAL GENERAL MEETING, DALWHINNIE COMMUNITY DEVELOPMENT TRUST, MAY 19TH 2021

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

GLENISLA, DALWHINNIE, PH19 1AB

MINUTES OF THE ANNUAL GENERAL MEETING HELD MAY 19^th 2021

INTRODUCTION

In accordance with the constitution of the Trust, notice of the meeting and the agenda were circulated to the Trustees a minimum of fourteen days prior to the meetings. To comply with Covid 19 guidelines the meeting took place on-line.

PRESENT:

• • Jules Akel
  • Bill Carr (secretary)
  • Lesley Carr (treasurer)
  • Ian Philps (chair)

This constituted a quorum in accordance with the Constitution of the Trust.

1. MATTERS ARISING

There were no matters arising

2. REVIEW AND APPROVAL OF TRUSTEES REPORT FOR THE PERIOD APRIL 1^st 2020 TO MARCH 31^ST 2021

A copy of the Trustees Report was circulated with the agenda for the meeting.

The Trustees unanimously ACCEPTED AND APPROVED the Report.

3. REVIEW AND APPROVAL OF DRAFT ACCOUNTS FOR THE PERIOD APRIL 1^st 2020 TO MARCH 31^ST 2021

Copies of the draft accounts and the Accountant’s Report were circulated with the agenda for the meeting.

The Trustees NOTED the draft accounts and Accountant’s Report, and unanimously AGREED that the draft accounts be approved.

The Trustees AGREED that the accountant should now be asked to submit a formal copy of these accounts to the Trustees for final approval, together with an Independent Examiner’s Report in respect of the accounts.

Copies of the accounts will then be submitted to the Office of the Scottish Charities Regulator, together with a copy of the Trustees’ Report.

4. APPOINTMENT OF TRUSTEES

The current Trustees are:

• • Jules Akel
  • Lesley Carr
  • Bill Carr
  • Ian Philp

Jen Dickinson, previously a Trustee, had stepped down for personal reasons with effect from May 12^th 2021.

Bill Carr and Lesley Carr had previously indicated their intention not to stand for re-election, and with no further applications having been received it was proposed that the following individuals be re-elected Trustees for the coming year (2021/22):

• • Jules Akel
  • Ian Philp

The current Trustees unanimously AGREED the re-election of these two individuals.

Recognising that the Constitution of the Trust requires a minimum of three Trustees Ian advised the meeting that although applications had not yet been received he expected three others to submit applications shortly, allowing the Trust to continue. Ian will then call a further meeting of the Trustees to appoint office bearers.

5. ANY OTHER BUSINESS

There being no other business, the meeting then closed.

MINUTES OF THE TRUSTEES’ MEETING, DALWHINNIE COMMUNITY DEVELOPMENT TRUST, MARCH 24TH 2021

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

GLENISLA, DALWHINNIE, PH19 1AB

MEETING OF TRUSTEES, WEDNESDAY MARCH 24^TH 2021 AT 6.30 PM

Present: Jules Akel, Lesley Carr (Treasurer), Bill Carr (Secretary), Jen Dickinson, Ian Philp (Chair)

1. MATTERS ARISING NOT COVERED ELSEWHERE

The meeting agreed that Lesley should proceed with the purchase of a new first aid kit for the hall at a cost of c. £30.

Following Dougie Abercrombie’s death Bill will take forward the replacement of the memorial plaque in the hall commemorating villagers who died during WWII, the original plaque having been lost when the hall was refurbished many years ago. The cost is likely to be c.£200, and Bill will circulate a proposal in due course.

2. SECRETARY’S REPORT

Covered by other agenda items.

3. TREASURER’S REPORT

Lesley advised the meeting that the Trust has a current balance at bank of £21,374, and around £10 held as petty cash.

Income since the previous meeting included a further £4,000 Covid Support grant, and a grant of £671 from VABS in respect of PPE and other equipment needed to comply with Covid guidance when the hall reopens.

Expenditure included £90 in respect of a hall valuation. The hall has been valued at £150,000, and this is the figure that will be used as the asset value in this year’s annual accounts.

Lesley has spoken to the insurers as to what activities are covered by the hall’s insurance, which currently provides public liability cover to hirers of up to £2 million.

This cover is subject to a number of conditions, including a written hire agreement being in place for each hire which does not makes the hirer responsible for injury and illness beyond common law, which limits the hirer’s responsibility for damages to the hall or its contents to £1 million for any one claim, and which is signed by the hirer and retained by the hall. This would also apply where the hall is provided free of charge.

The insurers have advised that this cover applies to hires which are “non-commercial” (i.e. do not make or intend to make a profit) or where the hirer is working for the benefit of the community, either social or financial. Various activities such as contact sports or bouncy castles are also excluded. Hirers or users of the hall will have to organise their own insurance cover in respect of any activities not covered by the hall’s insurance.

The insurance also limits projected fee income from hires to less than £5,000 for the year.

A public entertainment licence may also be needed for any fee or entry-charging event, and Lesley will talk to other village halls in the area to ask how they manage this.

4. POLLING STATION PREPARATIONS

Lesley advised the meeting that the various preparations required are all in hand.

5. HALL USAGE

Ian had previously circulated a draft of the flyer to be sent to all villagers as a reminder that the hall was available to local residents at no charge, and also asking for views and suggestions as to possible future community uses of the hall. A number of suggestions have been made in respect of the flyer content, and Ian will circulate a revised draft shortly. Jules has offered to print the flyer, which will be distributed in April.

The meeting confirmed that until at least December 2021 the hall should be available to local people at no charge for non-commercial purposes, and that this would include heating and lighting. Users would be responsible for ensuring any necessary supervision, for compliance with health and safety and other requirements, and for leaving the hall clean.

The meeting also discussed attracting potential users of the hall from outside the village such as the Badenoch Festival, the CNPA, A9 contactors and the like, and agreed to discuss this again after the flyer has been circulated.

6. HALL MAINTENANCE

Ewan has recently completed the hall kitchen tiling, and after a discussion of past practice in respect of occasionally paying hall volunteers and confirming what was permitted by the Trust’s constitution the Trustees agreed to make a payment to Ewan of £100, Lesley and Bill having excused themselves from the decision.

The meeting discussed the possibility of in future employing a hall caretaker for a few hours a week to clean and maintain the hall should usage make this necessary, and Bill will prepare a brief job description as a basis for discussion.

The Energy Saving Trust have now carried out an assessment of the hall’s current heating and lighting systems, and are producing a report suggesting how these running costs could be reduced.

7. POSSIBLE HALL UPGRADES

Before considering possible future upgrades to the hall the meeting discussed what reserves should be set aside for the maintenance and depreciation of the building and contents, and decided upon a reserve of £10,000.

The meeting also agreed that whilst the hall’s income remains uncertain there should be an “operating reserve” equivalent to 18 months of the hall’s fixed costs (insurance, safety checks and the like), and agreed a figure of £1,500.

This leaves a balance of c. £11,000 that the Trustees could use to upgrade the hall and its facilities in ways that the community would value or which would help to generate letting income. Possible upgrades or improvements will be considered after reviewing the feedback from the flyer, but improving the effectiveness of the hall’s heating and reducing heating costs remain a priority.

8. COMMUNITY CAFÉ

Lesley advised the meeting that because of Covid 19 restrictions and other commitments it was unlikely that she and Ewan would be able to reopen the community café this year.

9. APPOINTMENT OF SECRETARY

Following Bill’s decision to stand down as Trustee and secretary at the coming AGM, the other Trustees were asked to advise Ian as soon as possible of anyone within the community who they believed might be willing to take on the role.

10. NEXT MEETING

The next meeting of the Trustees will be the Annual General Meeting, and will be held on May 11^th at a time to be agreed.

DALWHINNIE COMMUNITY DEVELOPMENT TRUST FEBRUARY 3^RD 2021

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

GLENISLA, DALWHINNIE, PH19 1AB

MEETING OF TRUSTEES, WEDNESDAY FEBRUARY 3^RD 2021 AT 6 PM

Present: Jules Akel, Lesley Carr (Treasurer), Bill Carr (Secretary), Jen Dickinson, Ian Philp (Chair)

To comply with current Covid-19 guidance the meeting was held on-line.

1. Ian opened the meeting by welcoming Jen as a Trustee, following Rory’s resignation.

2. MATTERS ARISING

Matters arising from the minutes of the previous meeting of July 24^th 2020 that are not covered by agenda items are listed in section 11 below.

3. SECRETARY’S REPORT

Bill confirmed that OSCR have accepted the Trust’s Accounts and Annual Report for the previous year, and that these are now available via the OSCR website. The Trust’s current financial year ends March 31^st2021, so an AGM should be held soon after that date to formally agree an annual report and the accounts prior to their submission to OSCR.

4. TREASURER’S REPORT

Lesley advised the meeting that the Trust has a current balance at bank of £17,374.21, and around £10 held as petty cash. Income since the previous meeting includes the Highland Council annual grant of £500, and c. £800 from the recent raffle and sale of Christmas cards. Expenditure included the agreed replacement of the hall cooker and vacuum cleaner, and agreed joinery work required to improve the building’s security. There are no outstanding debtors or creditors.

As the Trust is a registered charity the village hall is now exempt from water charges, and Scottish Water have refunded payments that were made pending this exemption being formally confirmed.

Lesley confirmed that the Trust has switched to internet banking, although for governance reasons payments continue to be made by cheques requiring the signature of two Trustees. Because of Covid 19 there have been delays in arranging on-line bank account access for other Trustees, and Jen offered to forward Lesley details of the process used by the Community Council to arrange similar access.

5. POLLING STATION PREPARATIONS

Lesley advised the meeting of the various steps that need to be taken to allow the village hall to be used as a polling station for the forthcoming Scottish elections during the current Covid 19 restrictions. Signage, cleaning materials, water testing and supplies of PPE are being made available through VABS, and the meeting agreed that Lesley make an appropriate application on behalf of the hall.

As one of the requirements under the current restrictions is that hall windows must remain open during voting hours there was concern that the letting charge paid by Highland Council may not cover the extra heating costs incurred, and Lesley has therefore written to Highland Council to ask if extra funds might be provided. The meeting agreed that the hall should be made available as a polling station regardless, and that any shortfall met from Trust funds.

6. GRANT APPLICATIONS

Ian asked if the Trust might be eligible for any of the Covid 19 Business Support grants being offered by the government. Lesley advised that village halls are excluded from the current list of eligible businesses, but she has approached other village halls to ask if they were aware of any funding available and would advise the Trustees of the outcome.

Following the previous meeting Lesley had been in touch with The Energy Saving Trust to request that they carry out an assessment of the hall’s current heating and lighting systems and suggest how running costs could be reduced, but this assessment is on hold due to Covid 19 restrictions. Lesley had also been in touch with other village halls concerning possible sources of grant funding in respect of energy saving.

7. HALL MAINTENANCE

The car park has been sprayed with weedkiller by a licenced groundsman, and joinery work carried out to improve the hall’s security. No other work is currently needed or planned.

8.MEMORIAL PLAQUE

Bill will speak Dougie Abercrombie concerning proposals to replace the memorial plaque in the hall commemorating villagers who died during WWII, the original plaque being lost when the hall was refurbished many years ago. If Dougie is too unwell, Bill will take this forward.

9. REOPENING THE COMMUNITY CAFÉ

The meeting discussed the possibility of reopening the community café in the hall when Covid 19 restrictions allow. (The community café had opened over the weekends from April to September 2019, to ensure that the hall was regularly used and to generate income to cover the hall’s costs.)

Bill pointed out that in the past the community café had been operated by the village hall committee, prior to the Trust taking responsibility for the hall. The hall is now owned by the Trust, and as a registered charity the Trust would be required to set up a formal trading company if more than 25% of Trust income were to come from a single “trading” source such as a café. The way to avoid this would be to let the hall on a daily or some other agreed basis to any individual or group who might want to open a community café.

Jen was concerned that with the reopening of the hotel, the reopening of the Toll House café (now “The Lodge”) and the petrol station and the Old School bunkhouse both intending to offer coffee and snacks, a community café could damage other local businesses. Ian suggested that from what he knew of those businesses they and a community café were potentially complimentary, and that there was sufficient “passing trade” for all.

With the current Covid 19 restrictions likely to remain in place for some time, the position will be reviewed in the spring.

10. INCREASING HALL USAGE AND INCOME

While a community café was one way of ensuring that the hall was used and of generating income, the meeting agreed that the Trustees should also look at and encourage the widest possible use of the hall. In 2019 the hall had been let for two Badenoch Heritage events, for various public consultations and for a number of private functions, but based on current costs and letting charges the hall would have to be let for around 25 days just a year to cover annual costs.

The community café had also offered local crafts for sale, and Jen suggested that a craft fair could be organised when the restrictions eased. Lesley suggested a photographic exhibition and possibly yoga, exercise or healthy eating “clubs”, and Ian suggested that a range of talks by local residents might be welcomed. Joint activities with the Laggan community may be possible, and the contractors involved in the A9 dualling project may perhaps want to make use of the hall. While not all of these events would necessarily generate income, they would encourage community use of the hall.

The meeting therefore agreed to circulate a flyer to villagers in the spring, as a reminder that the hall was available to local residents at no charge and asking for views and suggestions as to possible community uses of the hall. Ian offered to produce a draft flyer which will then be copied to the Trustees for their comments, and Jen offered to print the agreed flyer for distribution and to post this to the community’s Facebook page.

Lesley raised the question of hall cleaning if the hall was to regularly used, and the meeting agreed to bear this in mind.

11. OUTSTANDING ACTIONS

Hall valuation (rebuild costs and current market value), for insurance purposes: to be discussed at the next meeting.

Possible provision of internet access to the hall: to be discussed at the next meeting.

12. NEXT MEETING

The next meeting of the Trustees will on be held on Wednesday March 24^th (on-line), at a time to be agreed.

DALWHINNIE COMMUNITY DEVELOPMENT TRUST TWELVE MONTH UPDATE, JULY 24TH 2020

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

GLENISLA, DALWHINNIE, PH19 1AB

MEETING OF TRUSTEES, DALWHINNIE COMMUNITY CAFÉ, FRIDAY JULY 24^TH 2020 AT 5 PM

Present: Jules Akel, Lesley Carr (Treasurer), Bill Carr (Secretary), Rory McPherson, Ian Philp (Chair)

1. Ian opened the meeting by welcoming the Trustees, which to comply with current Covid-19 guidance was being held in the Community Café within the village hall.

2. Bill presented the secretary’s report for the period April 1^st 2020 to June 30^th 2020. OSCR have formally confirmed that the Trust’s Accounts and Annual Report for the previous year have been submitted as required, and Bill will advise the Trustees of any feedback received from OSCR in due course.

3. Lesley presented the treasurer’s report for the same period. The Trust has a current balance at bank of £16,805.94, with income for the period of £10,000 in the form of a “one off” Covid-19 business support payment from Highland Council, and expenditure of £530 in respect of water charges. The Trust has applied to Highland Council for the annual “village hall maintenance grant”, which is currently £500, and expects to receive this shortly.

Rory asked why the Trust banks with Bank of Scotland which no longer has local branches, and whether other “internet banks” would perhaps be a better and less expensive option. Lesley explained that as the Trust has a treasury account there are no charges at present, and that pay-ins can be made using Post Office branches.

Rory asked if, now that the Trust was putting in place internet banking access, all Trustees could have oversight access of the account. Lesley will check if that’s possible, and the Trustees will then take a view.

Ian asked if there was any significant spend on the near horizon, and the meeting then discussed the annual maintenance budget. Weed control in the hall grounds was the only immediate need, and as a licence is required to apply chemicals around publicly-accessed buildings Jules offered to approach a qualified “groundsman” who will shortly be carrying out similar work for him.

Lesley advised the meeting that now that the hall has charitable status water charges should be reduced by 50%, and she has applied to Scottish Water for this reduction. This will apparently take time to be implemented, but any reduction should be backdated.

Lesley also suggested that the hall should carry out an annual check of water quality to prevent contamination (e.g. Legionnaire’s disease). The cost is likely to be c. £70, and the meeting agreed that this should be added to the annual maintenance plan.

4. Ian then opened the meeting to a discussion as to the hall’s current position and future direction.

Current “fixed costs” for the hall (insurance, standing water and electricity charges, audit, fire alarm service) are c. £2,500 p.a., before the hall actually “opens the doors.” Each time the hall is then used additional metered electricity and water charges are typically between £50 and £100 per day, depending upon whether the hall is being used in summer or winter and for how many hours.

The meeting discussed how the hall’s fixed costs, and particularly heating (i.e. electricity) costs, could be reduced. Ian suggested that capital grants may be available in respect of updating heating or lighting systems, or for insulation. Lesley will be attending a virtual meeting of the Badenoch and Strathspey village hall group next week, and will take the opportunity to ask how other communities heat their halls and also what steps they’ve taken to reduce their costs. She’ll then circulate this information to the Trustees. Rory proposed that a professional assessment be carried out of the hall’s current heating and lighting systems to see if running costs could be reduced, and the meeting agreed to consider such an assessment and to review the options to reduce the hall’s fixed costs when we have Lesley’s feedback from the village hall group meeting.

The meeting also agreed that Lesley should approach SEPA to see if installing a rainwater soakaway was technically feasible as a means of further reducing water charges. If SEPA advise that it’s a practical option the Trust can then obtain quotes from local builders.

The meeting then discussed letting the hall. Last financial year the hall was formally let 12 times (villagers also occasionally used the hall informally), six of these being “business” lets (e.g. A9 consultation meetings, elections), the others for private or community functions. If we were able to let the hall 24 times a year (i.e. two days per month), then to recover current fixed costs the hall letting charge would need to be c. £100 per day, plus the costs of actually using the hall such as electricity, water and cleaning.

Last year a large part of the hall’s fixed costs were covered by the part-time community café, which effectively subsidised community use of the hall. However, Covid-19 restrictions have prevented the café opening this year. In any case Rory considered a community café to be inappropriate, as he felt it unfairly competed with the Loch Ericht hotel by taking advantage of rates subsidies only available to registered charities, and lower business costs. He would have less concern if the hall was to be let and then used by the lessees as a café, as this would not be the Trust operating a café, which he considered inappropriate for a charity. Ian pointed out that the community café’s prices had typically been higher than those of the Loch Ericht hotel, and that the level of charitable subsidy was in practice low. The meeting agreed that what was important in any case was to find a range of ways of generating the income needed to keep the hall viable, as the hall was the only asset owned by the community.

The community council has recently suggested various ways in which the village hall could perhaps be used, and the meeting agreed that to allow the Trustees to assess the extent to which the hall could be used and funded locally, the use of the hall should for a period be offered free of charge to villagers, and also to those with a connection to the village. These would include the community council and local estates, for uses such as community events such as craft fairs, community council meetings or community gatherings. Users would be responsible for meeting Covid-19 and insurance requirements and for leaving the hall clean, and although they would be invited to make a contribution to hall costs if they felt able this wouldn’t be a requirement. The Trustees will give these local users any help or support they could, and would review these arrangements again in the spring of 2021.

The hall will continue to be let whenever possible to other users and also to support events such as the Badenoch Festival, although this year’s festival has now been deferred until 2021. Lesley said there was the possibility of staging a local art exhibition in the hall later this year, perhaps followed by a Christmas fair of local crafts, and the meeting supported both of these initiatives. Rory asked that Lesley develop two outline proposals for any proposed craft fair, one that requires a licence and one that doesn’t, to allow the Trustees to better understand the pros and cons of each option.

5. Lesley suggested that the hall should be valued for insurance purposes (i.e. rebuild costs and current market value) as this hadn’t happened for some years, and this was agreed.

6. The meeting then discussed any work that was required to the hall that wasn’t routine maintenance, or to update hall equipment. Following discussion it was agreed to replace the hall’s cooker and vacuum cleaner, and to also seek quotes to make improvements to hall security.

7. Rory had previously proposed commissioning a Dalwhinnie Christmas card to raise community funds, and following discussions the meeting agreed in principle to proceed. Rory offered to determine costs based upon 500 cards (50 packs of 10), which he’ll then circulate to the Trustees.

8. Rory asked that the Trust consider providing internet access to the hall, and this will be discussed at the next meeting.

9. The next meeting will be held towards the end of September, at a date yet to be agreed.

DALWHINNIE COMMUNITY DEVELOPMENT TRUST TWELVE MONTH UPDATE, MAY 4TH 2020

DALWHINNIE COMMUNITY DEVELOPMENT TRUST, SCO48796

TWELVE MONTH UPDATE

May 4th, 2020

As the Dalwhinnie Community Development Trust, SCO 48796, (the “SCIO”, or Scottish Charitable Incorporated Organisation, which allows the village hall to be operated as a charity) recently held its annual meeting of Trustees we thought it would be useful to give you another update.

1. THE TRUSTEES

Because of the current Covid-19 restrictions last month’s Annual Meeting of the Trustees was an “on line” meeting. At this meeting Richard and Eileen Feilen stepped down as Trustees, and I’d like to take this opportunity to thank them both for their support in establishing the new Trust. Five new Trustees were then appointed, and these are Ian Philp, Bill Carr, Rory McPherson, Jules Akel and Lesley Carr. Ian was elected Chair of the Trust, and he hopes to have his first “face to face” meeting of the Trustees when the restrictions are eased.

2. THE VILLAGE HALL

The village hall is essentially Dalwhinnie’s only community-owned asset, and since the formation of the new Trust we’ve been working to formally transfer ownership of the hall from the previous Village Hall Trust to the new charitable Trust, which we’ve had to do as the three Trustees of the Village Hall Trust were no longer able to continue as Trustees. With the help of members of the Carrbridge village hall SCIO we found a lawyer who was willing to do this work for the community at cost, and after a long and slow process I’m pleased to be able to tell you that last month we were advised that ownership of the village hall has now been formally transferred to the new Trust.

In spite of the best efforts of the Village Hall Trust, the hall had suffered a degree of neglect over recent years, due in a large part to the reduction or withdrawal of Highland Council grant funding and other financial support. Problems with the plumbing, electrics and the like had limited the uses to which the hall could be put, but with the support of the Community Council and a number of local volunteers the hall’s plumbing and electrics have now been refurbished, the interior repainted, and new equipment purchased to allow the hall to cater for one-off events and functions.

Thanks to this work the hall has since been let to both individuals and organisations for a number of community and private events, including being used as the local polling station and as the venue for community consultation meetings relating to the A9 upgrading. The hall has also been available to and used by villagers.

3. THE COMMUNITY CAFÉ

A community café was launched on April 19th 2019 and opened for Friday, Saturday and Sunday of each week. The café was available to local people and visitors, and ensured that the hall was used regularly, provided part-time work for three villagers, and supported hall events such as the Badenoch Festival. The café also provided a number of local craftspeople with an outlet for their products and handiwork.

The café remained open until the end of September, and during that time generated sufficient income to cover its costs, to contribute to the fixed costs of the hall, and to support a number of community initiatives such as the community litter pick.

4. THE BADENOCH FESTIVAL

A number of local events were organised in the village hall in support of the Badenoch festival held in September 2019, including a talk by Transport Scotland on the theme of Badenoch and the Great North Road, a talk organised by the distillery on the distillery’s history, and a Virtual Reality Event for adults and children.

The hall was also used to host an art exhibition as part of the Festival, and as a venue for a number of the Festival’s organising meetings.

5. THE FUTURE

The Trust’s intention had been to reopen the community café over the summer months with effect from April 2020, as part of its plans to generate the income needed to make the hall financially secure. However, the current Covid-19 crisis means that that can’t now happen, and realistically it’s likely that the café may not reopen this year.

The current crisis has also meant that the hall can’t be let, and as the “fixed” costs associated with the building such as water rates and heating will continue the likelihood is that the hall will operate at a deficit in the coming year. The Trust has sufficient reserves to maintain the building and to meet these fixed costs during this year, and over the coming months the Trustees will be looking to find other sources of income such as local authority grants and to reduce the hall’s fixed costs to a minimum, while maintaining the hall ready for use again when the present restrictions end.

Should you have any questions about the hall or the Trust, you can email these to dalwhinnievillagehall@gmail.com and we’ll do our best to answer them.

In the meantime, and on behalf of the Trustees of the new Trust and the members of the previous Village Hall committee, I’d like to thank all of those villagers and other volunteers who have contributed their time and effort in support of Dalwhinnie’s village hall.

TRUSTEES’ REPORT, OCTOBER 2018 TO MARCH 2020

DALWHINNIE COMMUNITY DEVELOPMENT TRUST

SCOTTISH CHARITIBLE INCORPORATED ORGANISATION NUMBER SC048796

TRUSTEES REPORT FOR THE PERIOD OCTOBER 30TH 2018 TO MARCH 31ST 2020

INTRODUCTION

The Dalwhinnie Community Development Trust was formally registered by the Scottish Regulator on October 30th 2018, the Trust being essentially formed to take ownership of and to manage the Dalwhinnie village hall in the best interests of the local community.

The hall had previously been owned and managed under the auspices of the Dalwhinnie Village Hall Trust, but this trust had essentially been dormant for a number of years, and with the death of two of the three Trustees and their nominated successors being unable or unwilling to take up the role of trustees, the decision was taken to establish the Dalwhinnie Community Development Trust, as a successor to the Village Hall Trust.

This new Trust was established and registered is a Scottish Charitable Incorporated Organisation (a “SCIO”), and the aims and governance arrangements of the Trust are as set down in the Trust’s Constitution.

By being established as a charity, the Trust has access to a number of benefits, such as reduced rates for the hall and potential access to other sources of income.
Nineteen members of the local community having formally agreed to become members of the new Trust, three villager Trustees were appointed (Richard Feilen, Eileen Feilen and Bill Carr) and with the support of Karen Derrick of VABS (Voluntary Action Badenoch and Strathspey) and OSCR (the Scottish Charity Regulator) the new Trust was established. with effect from October 30th 2018

Since that time the Trustees have concerned themselves with the formal transfer of the village hall and its associated assets to the new Trust, and this has been a slow process.

Again with the support of VABS a solicitor was identified who was willing to undertake the legal work necessary and charge for incurred costs only, and we are grateful for her help. The process has been slow due to the complications arising from the deaths in the past of two of the three trustees of the Village Hall Trust and the third trustee having moved away, and it was only in January 2020 that the necessary formal permissions to transfer the hall and its assets were obtained.
This transfer is expected to formally take place during April of 2020, which as a consequence means that for the period covered by this report the Dalwhinnie Community Development Trust has had no assets, no income and no expenditure. However, the village hall has continued to be managed by the committee of villagers established some years ago by the Village Hall Trust, and in anticipation of the transfer of the hall to the new Trust they have with the support of the Trustees developed and managed the hall as had been proposed by the new Trust.

For this reason the Trustees consider it appropriate to report in respect of the hall’s activities for the period covered by this report, as although these activities happened under the auspices of the Village Hall Trust they are a fair representation of what would have happened had the transfer of the hall happened earlier, and also summarise the work undertaken to prepare the hall for its future under the new Trust.
All income and expenditure over this period was received or incurred by the Village Hall Trust.

THE VILLAGE HALL

The fabric of the village hall had deteriorated over the years, and problems with the plumbing and electrics had limited the uses to which the hall could be put. Also, the hall did not comply with the latest regulations in respect of disabled access. With the support of a donation from the Dalwhinnie Community Council the hall’s electrics, plumbing and fire alarm system have been overhauled, the grounds have been sprayed, the car park repaired, bicycle racks installed for people using the picnic tables, disable access issues resolved, and a new external sign put in place, at a total cost of c.£2,345.

With the support of local volunteers the hall interior has been repainted, the hall’s equipment checked and where necessary replaced, and a new fridge and freezer purchased to allow the hall to cater for one-off events and functions and to support the community café (see below), at a cost of £3,300.

Thanks to this work, the hall was let on a number of occasions to both individuals and organisations, has been used as a polling station, as the venue for a number of community consultation meetings relating to the A9 upgrading, and for a number of community and private events. A community café was opened for the six months from April to September 2019 (see below), and the hall was available for use to villagers.

THE COMMUNITY CAFÉ

The community café was launched on April 19th and opened for Friday, Saturday and Sunday of each week. The café ensured that the hall was regularly used, provided part-time work for three local residents, and supported hall events such as the Badenoch Festival (see below). The café was available to local people and visitors.

The café remained open until the end of September, and during that time the café generated sufficient income to cover its costs, contribute to the fixed costs of the hall, and support a number of community initiatives such as the community litter pick.

The café also provided a number of local craftspeople with an outlet for their products and handiwork.

BADENOCH FESTIVAL

Under the auspices of the Village Hall Trust the Dalwhinnie Community Development Trust organised a number of local events in the village hall in support of the Badenoch festival held in September 2019, including a talk by Transport Scotland on the theme of Badenoch and the Great North Road (September 12th), a talk organised by the distillery on the distillery’s history (September 11th) and a Virtual Reality Event for adults and children (September 14th).

The hall was also used to host an art exhibition as part of the Festival, and as a venue for a number of Festival organising meetings.

THE FUTURE

The Constitution of the Dalwhinnie Community Development Trust states that the Trust was formed to benefit the Dalwhinnie Community in two ways: “the advancement of community development”, and “the provision of recreational facilities, or the organisation of recreational activities, with the object of improving the conditions of life for the persons for whom the facilities or activities are primarily intended”.

At the heart of these recreational facilities is the village hall, the Dalwhinnie Community’s only significant asset.

Over recent years the hall had suffered a degree of neglect in spite of the best efforts of the Village Hall Trust management committee, due in a large part to the reduction or withdrawal of local authority grant funding and other support. The Community Development Trust was established with the aim of reversing this decline, and during the past seventeen months the Trustees have worked with the Village Hall Committee to bring this about, including developing and taking forward a hall “business plan”, while waiting for the formal transfer of the hall to the new Trust to be completed.

Recognising the need to generate the income needed to make the hall financially secure in ways which benefit the Dalwhinnie community, the Trust’s intention had been to reopen the community café over the summer months with effect from April 2020. However, the current Covid 19 crisis means that that cannot now happen, and realistically it’s likely that the café may not reopen this year.

The current crisis has also meant that the hall cannot be let, and as the fixed costs associated with the building will continue the expectation is that the hall will operate at a deficit in the coming year. However, the Trust will have sufficient reserves to maintain the building and to meet the associated fixed costs during this coming financial year.

Assuming that the transfer of the hall and its assets takes place shortly as planned, the aim of the Trustees will then be to access other sources of income (including grant income), and to reduce fixed costs to a minimum, while maintaining the hall ready for use when the present restrictions end.

FINALLY

On behalf of the Trustees, the Village Hall committee, and the residents of Dalwhinnie, I’d like to formally thank those villagers and other volunteers who over the period covered by this report have contributed their time and effort in support of the Dalwhinnie village hall, and of the Dalwhinnie Community Development Trust.

BILL CARR
Trustee
On behalf of the Trustees of the Dalwhinnie Community Development Trust
April 11th 2020