Rousay, Egilsay & Wyre Development Trust Registered Office: The Manse, Rousay, Orkney, KW17 2PR Telephone: 01856 821229 General Enquiries: [email protected] Grant Enquiries: [email protected] REW DT Board Meeting, Wednesday 26 May 2021 @ 19:30 MINUTES Present: Kayleigh Tipper (Chair), Peter Roebuck (Vice Chair), Carolyne Tunbridge (Treasurer), Carole Maguire, Alison Mainland, Callum Flaws, Sarah Foulds, Eric Shortland, Richard Tipper and Mark Hull. This was a virtual meeting (via Zoom) due to the COVID-19 restrictions. In Attendance: Helen Castle (Co Sec/AFO) 1. Welcome & Apologies for absence – The Chair welcomed all to the meeting. 2. Minutes of the Virtual Board Meeting 07 April 2021 were approved. (Proposed: Peter Roebuck, Seconded: Carolyne Tunbridge). 3. Action points (see below) and other matters arising (if not elsewhere on agenda). 16 December 2019 AP2: Vice-Chair will give the Co Sec new training on how to correct the financial report feedback for the future accounts. Ongoing. AP3: The directors will feedback, following their meeting on 01/02/2020, to the Co Sec the format they would like the Development Plan to be in and the strategic vision of the board and how this is to be included in the new Development Plan. Ongoing. 13 January 2021 AP3: PM to get in touch with i-design for a quote for the banners. Ongoing 20 February 2021 AP6: PM to obtain written confirmation that items left in the garage do not belong to The Crafthub. Ongoing. AP7: PM to contact Zurich again for an update on insurance claim. Superseded. AP9: PM to feedback to Matt Haselden re the COVID leaflet and ask him to action the feedback from the Board. Discharged AP13: PM to take option of smaller low-spec office printer and continuing to outsource other printing to the Board meeting in March. Discharged. 17 March 2021 AP1: Directors to let the PM know of any new grant category ideas for the 2021/2022 financial year before the next board meeting. Discharged. REWDT Directors: Kayleigh Tipper (Chair), Peter Roebuck (Vice-Chair), Carolyne Tunbridge (Treasurer), Carole Maguire, Alison Mainland, Eric Shortland, Callum Flaws, Sarah Foulds, Richard Tipper & Mark Hull (Co-opted Director). AP4: Directors - the Co Sec asked all directors who have not already done so to get their Director declaration/expression of interests & code of conduct forms signed and back to her ASAP. Ongoing for Mark, Eric, Richard, Kayleigh, Carole (both forms) & Sarah (Director declaration/expression of interest form only). 23 March 2021 – Pier Meeting AP1: Eric offered to remove all the rubbish from the Pier, including the carpets, providing they are bagged into commercial rubbish bags which the PM agreed to get from the OIC. The PM to inform Eric once rubbish is ready for collection. Ongoing. AP2: The PM added that Robert is aware he needs to put a UV filter into the borehole, and she will chase this and then speak to OIC to get a test date arranged. Superseded. AP3: Co Sec to progress the insurance. Ongoing. 07 April 2021 Budget Meeting AP1: The board agreed all directors to come to the next meeting with ideas for what the Wyre School building could be used for. Ongoing. 4. Declaration of Interests – No directors declared any potential conflict of interest regarding this meeting’s Agenda items 5. REWIRED Update. Productivity at the turbine for the past 3 months. 2020/21 Actual % Productivity % Curtailment Productivity (against 37% (against 7% (kWh) target) expectation) February 345,276 57.09% 12.6% March 356,992 53.31% 9.8% April 216,542 33.42% 17.4% Curtailment is looking to increase coming into the summer months as usual. There will be a new generator coming online in zone 1, which may have significant effects on productivity. 6. HSO Update. HSO Ltd has a new PM in post for Thursdays only who is working with the staff to finalise the project with a proposed end date of October 2021. Staff are aware of projected completion date. HSO Ltd. are awaiting details from Kaluza regarding the £42,000 decommissioning budget. Letters will be issued to customers regarding the gifting of devices. There will be a tight control on the finances given the project end date. Lists are being produced for all outstanding actions that will need to be taken by October 2021 including banking, VAT, company implications, storage of paperwork etc. 2 Mark Hull explained that although the project had been a success; we do not have the market here in Orkney to make this profitable at this time. Other area electricity suppliers are looking at adopting a similar scheme. 7. Grant Applications G21 01G - Triangle Club General Grant application for £9,570.00 for the continuation of the provision of mid-week meals for members and vulnerable residents, due to the current COVID-19 funding ending on 31 May 2021. Peter Roebuck shared that previously OIC had provided all island lunch clubs with an annual grant but this year had stopped this without a lot of notice. Alison confirmed the weekly rent @ £35.00 The Triangle Club cannot restart until 22 July because under COVID restrictions the club is considered a casino due to the board and card games played. The board does want to support the club but did have a concern that in providing mid- week meals after restrictions are likely to be lifted could encourage people to stay at home rather than socialise at the club, which is the main reason it exists. The board agreed to pay half the costs for 2 months @ £1,520.00 and expects residents to contribute to the cost of the meal as they would do if attending the Triangle Club. Once the club is due to re-open (22 July) the board would welcome another application for continued club support. Peter declared an interest as he is a Triangle Club member. Since the last full Board Meeting, the PO has approved an additional 11 new REWDT grant applications: 3 Internet grants, 5 Child ferry tickets, 1 Driving Lesson grant, 1 Well- Being grant, and 1 Education grant. 8. Administration, Finance & Office 8.1 Membership Applications – 5 new membership applications have been received and all approved. 8.2 Financial Review – The board were happy with the financial information supplied with one comment that the dates needed to be amended to reflect the new financial year. The Chair shared that the DT had been having a few issues with the RBS savings account and said that the office bearers had decided to close the account and once the funds are received open a new savings account. The PO has research charity savings accounts and the best offer now is Redwood Bank @ 0.7%, board approved that the Co Sec is to open an account with them. AP1: The office bearers will be looking at other savings options over the next few months. 8.3 Insurance – The Pier - Thanks to Callum & Peter (along with the Co Sec) for attending the meeting with the insurance loss adjuster (Alan Dundas, from Sedgwick). Alan will be returning to do some exploratory digging at the site, to assess how far down the contamination has gone. Alan also requested a copy of the OIC water test report, which has now been forwarded from Nick Blowfield. 8.4 Fire Officer – The DT needs a new Fire Officer, Peter kindly offered to do this. 3 9. COVID-19 9.1 General Updates - Our current Covid-19 activity funding is ending on 31 May. Laura Thomson is doing some casual work (externally fully funded) for REWDT as an ‘Activity Organiser’, to arrange ‘Wellness Activities’ which use up most of the remaining funding from the Communities Recovery Fund. These started on Monday 17 May, following the easing of restrictions. The activities over 10 days for children and adults, are being held at The Space (Rousay), including Boxing, Coffee Mornings (The Crafthub), Floor Barre, Singing Group, Tai Chi, Yoga, Triangle Club get together, and Zumba. Gill also held a Meet & Greet session. Our Wellbeing Co-Ordinator (Alice) is organising the ‘Picnic at The Pier’ scheduled for Saturday 29 May, as part of these activities. 9.2 Community Quizzes - The final (of 4) Community Quiz Night occurred on Wednesday 19 May. Our Quizmaster Host, Paddy will be taking a couple of months off but has requested continuing the monthly quiz prize vouchers (not necessarily BID, could be for Rousay Shop or The Taversoe instead). Our Co Sec suggested speaking to our PO, to see if this is possible under our grants programme. 9.3 Shop Deliveries - Letter from a resident asking for the DT to continue to give financial assistance to the Shop so they can offer deliveries for more vulnerable residents. The Chair shared that the Rousay Shop is going to continue to offer deliveries and the full details will be in the June Review. Co Sec to write to the resident to inform them of this. 10. Projects 10.1 Age Concern & Crossroads – The PM has prepared a draft survey for future provision of care subsidies. More details to follow at the next board meeting. 10.2 The Pier - The PM is awaiting an update from Alan Jones Associates now that restrictions have eased, to enable face-to-face meetings between the consultants and our community. The board agreed it would be difficult to engage resident effectively until restrictions are lifted and felt that this is too important a project to not fully gather residents’ opinions. 10.3 Peedie Lap - 5K Lap: Run/Walk (all ages), or Cycle (under-12s only). The Chair shared the proposed date of Saturday 17 July 2021, 12pm start, all agreed to offer this activity providing no new restrictions come into place.