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Drumnadrochit Chamber of Commerce and Tourist Association

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Drumnadrochit Chamber of Commerce and Tourist Association Drumnadrochit Chamber of Commerce and Tourist Association Minutes of Board Meeting held 7th December 2016 at Kilmore Farmhouse. Present: F Colbron (Chairperson), G Skinner (Vice Chairperson), G Findlay (Treasurer), L Edwards (Secretary), C Hughes (Director), A Spence (Director), R Miller (Advisor), M Service (Minutes Secretary) Apologies: D Menzies (Director), R Cockburn (Director) 1. Apologies As noted above. 2. Welcome from Chairperson FC welcomed directors and emphasised the need to work together to achieve goals and to close outstanding objectives from 2016 promptly. 3. Proposed amendment to Articles of Association and Constitution LE summarised conflicts arising between original addendum to the Articles of Association for VisitLochNess Ltd and the constitution of Drumnadrochit CofC. Proposals to resolve differences and to reflect current working arrangements were made for adoption: • Catchment Area Proposed to adopt larger catchment area i.e. that from 2002 addendum Concern raised that Invermoriston had previously not wished to be included, so final agreement was for area to cover from Dochgarroch to Achnahannet, West to Cannich and North to Kiltarlity, along with existing Drumnadrochit and Glen Urquhart area. • Number of board members/Quorum Proposed to adopt minimum of 6 directors with posts of Chair, Vice Chair, Treasurer and Secretary allocated. Marketing, Membership and Community posts and specific responsibilities proposed to be removed currently though this should be reviewed annually. Quorum of 6 proposed for approval of decisions at meetings. • AGM dates Proposed to adopt October as usual month for AGM as less busy period for local businesses. Accounts to continue to be published by end April. • Membership/Director requirements Clarification proposed so that only members who are owners of businesses resident within catchment area can act as directors and/or have voting rights, however others with interest are welcome to act as advisors to the Board. All proposals were agreed for adoption. Action LE to prepare a revised constitution to reflect these changes 4. Change to Subscription Period for members GF thanked AS for thorough handover of Finance responsibilities and information. Subscription period proposed to be changed so instead of running from June this should start from Jan 2017 in line with the re-launch of the CofC. Approved. Draft letter to members to introduce new board and state future plans shared. Approved. Noted that existing letter of members benefits is out of date. Action GF to print out letters/invoices so these can be delivered prior to year end. 5. Budget and 3 Year Plan GF shared draft budget and 3 year plan – see Appendix I - while pointing out that this is currently a proposal which needs further input in terms of ongoing objectives beyond the current projects. Key points are: • Website costs can potentially be reduced over time • Drumnadrochit in Bloom expenditure already planned in • Expenditure on map completion/printing as advised • Maintentance/improvement project required for noticeboard in car park • Categories such as training, events are to enable budget for possible future projects. • Increase in expenditure expected over next 3 years but should balance with planned increase in membership so that reserves at end of period still healthy. Agreed that to refine the budget and plan the board needs to identify the vision and strategy for the CofC going forward. FC proposed holding a workshop for the whole board in order to create this. Agreed this would take place on 16th December 2016 at 09:30 and will be held in the Drumnadrochit High School Community Room. The work shop will run for 2 hours and thus needs to start promptly at 09:30. 6. Events and Current Projects • Map RM summarised history of development and highlighted number of items still need to be finalised. FC, GF and RM agreed to form sub-committee with aim to complete map before end March 2017. First meeting of sub-committee to take place at 2pm on 6th Jan 2017 at Tigh Na Bruaich • Website Current status of existing and new websites were discussed though the exact status of the new website was uncertain. Action FC/GF to ensure clarified before next Board meeting. Agreed that facebook page is also a suitable forum to notify members/interested parties of events and updates. Action FC to discuss with Fiona Urquhart Noted that CofC should have an IT policy. Also training on website management etc would be useful and TBID could be approached to provide this. • Noticeboard Proposed replacing existing windows with hinged doors as very difficult to open for cleaning. Also need roof repaired and whole noticeboard repainted. Quotes to be obtained from joiners for work. Action LE & FC will own noticeboard and agree paint colour and get repairs completed. Board will take in turns to clean on monthly basis after relaunched in March: April – GS; May – GF; June – FC; July – LE; August – FC; September – GF; October – CH; December - LE 7. Dates for Future Meetings 31st Jan 2017 10:00 Kilmore Farmhouse (Note: may be changed if M Davidson available) 28th Feb 2017 10:00 Kilmore Farmhouse 28th Mar 2017 10:00 Loch Ness Lodge 25th Apr 2017 14:00 Greenlea 30th May 2017 14:00 Glen Urquhart House Hotel 18th July 2017 14:00 Loch Ness Lodge 26th Sep 2017 14:00 Greenlea 24th Oct 2017 14:00 Kilmore Farmhouse 31st Oct 2017 19:00 AGM Café 82 (t.b.c.) 28th Nov 2017 10:00 Venue t.b.c. 8. Feedback from organisations/Individuals • Margaret Davidson MD was very positive regarding relaunch of CofC and has already assisted networking with forewarning contacts. MD mentioned plans for new park and ride to help with traffic at Urquhart Castle. Additionally Park Ranger roles may be decreasing but this could be opportunity for new Village Warden type role which could help provide local guided walks. • GURCA Community Association constitution being updated to allow Village hall to come under GURCA jurisdiction. Bruce Nelson is now head of hall committee and wants to join CofC giving opportunities for collaboration in events. Also discussed random parking of camper vans and options for improvement. • Community Council No CofC presence at most recent meeting 9. Headed paper Digital headed paper preferred. Example from Caithness CofC reviewed and agreed something similar ideal. Action FC to progress 10. Membership forms Agreed these should be updated to change heading to Drumnadrochit Chamber of Commerce and Tourist Association incorporated in Visit Loch Ness Ltd and to improve fonts used to make more distinctive, to include mobile Phone No., and to add “if applicable” for all hospitality categories e.g. number of rooms, rating. 11. AOB • Membership fees are variable and last reviewed in 2014/15. Need to review as some concern businesses may be put off joining if they seem too high e.g for small shops. Action GF to review • Various individuals wish to meet with new CofC board: o M Davidson to be invited to next board meeting; o Graham Ambrose (Chief exec of TBID) to meet with FC and then decide how to proceed; o Carol Masheter (chairperson of Soirbheas) wishes to present to CofC members on funding opportunities being provided for apprenticeships. Could also look at Soirbheas funding for training e.g. Front of House/Customer service. Agreed to organise an evening event with refreshments for all CofC members on 15th February at Bairbeg Hall Action FC Appendix I Draft Budget and 3 Year Plan Drumnadrochit Chamber of Commerce Updated 16-12-16 Bank balance at 30th Budget and 3 Year Plan - Draft No v-1 6 Opening reserves £ 13,975.49 £ 10,425.49 £ 9,655.49 £ 9,535.49 Income FY16/17 FY17/18 FY18/19 FY19/20 Notes Existing Memberships £ - £ 3,350.00 £ 3,920.00 £ 4,420.00 1 New Memberships £ - £ 570.00 £ 500.00 £ 1,500.00 2 & 3 Other (Grants etc) £ - £ - £ - £ - 4 Total £ - £ 3,920.00 £ 4,420.00 £ 5,920.00 Expenditure Admin (Co House filing, AGM, hall etc) £ 20.00 £ 60.00 £ 60.00 £ 60.00 InsuranCes £ - £ 280.00 £ 280.00 £ 280.00 Advertising £ - £ 350.00 £ 350.00 £ 350.00 Website hosting (Existing) £ 130.00 £ - £ - £ - 5 Website set-up & hosting (New) £ 400.00 £ 300.00 £ 150.00 £ 150.00 6 & 7 Grant to DrumnadroChit in Bloom £ - £ 1,200.00 £ 1,200.00 £ - Village Map £ 2,000.00 £ - £ - £ - 7 NotiCeboarD maintenanCe £ 500.00 £ - £ - £ - Member Training Events £ - £ 1,000.00 £ 1,000.00 £ 2,000.00 8 Other Member Events £ - £ 1,000.00 £ 1,000.00 £ 1,500.00 9 Other spending, member support £ 500.00 £ 500.00 £ 500.00 £ 500.00 Total £ 3,550.00 £ 4,690.00 £ 4,540.00 £ 4,840.00 Closing Reserves £ 10,425.49 £ 9,655.49 £ 9,535.49 £ 10,615.49 Notes 1 Assumes membership payments reCeived from Jan17 Carried forward to FY17/18 2 New memberships FY17/18 based on latest ContaCts 3 New memberships FY18/19 & FY19/20 on same basis with Premium Partner in FY19/20 4 Budget for "other" inCome - subjeCt to strategy review and yet to be developed 5 Existing website no longer required from April 2017 6 New website live from April 2017, assumes reduCtion in hosting fees from April 2018 7 Costs to be Confirmed based on work done to date and required to Complete 8 Member training events - programme subjeCt to strategy review and yet to be developed 9 Other member events - programme subjeCt to strategy review and yet to be developed .
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