KIRKCUDBRIGHT DEVELOPMENT TRUST

Transcription

1 KIRKCUDBRIGHT DEVELOPMENT TRUST MINUTES of the Meeting of the Kirkcudbright Development Trust in The Selkirk, Kirkcudbright on Monday 16 May 2016 at 7.00pm Present: Mr Andrew Ward Mr David McHale Mr Alan Ross Mr John Johnson Ms Avive Asbridge Mr Rob Asbridge Mr Andy Campbell Mrs Lesley Garbutt Mr Alex Kinnell Mr Brian Thomson Mr Neil Picken Mr Colin Saul Mr Alistair Gordon Mr Malcolm Oldfield Minute Secretary: Apologies: Ms Deborah Craig Mr Colin MacLaine 1. Apologies Action Colin MacLaine 2. Minutes of the meeting 4 April March 2016 Proposed by Mr Ross and seconded by Ms Asbridge. 3. Matters Arising There were none. 4. Communications sub-committee It was agreed that a date be fixed for the next meeting. 5. Bank Account: Mr Johnson reported that the bank account was now up and running. It was agreed that Mr Johnson and Mrs Garbutt would visit Creetown Initiative to see how the accounting system worked. Mr McHale the suggested a computing program called Free Agent which could be used in the case of the Development Trust. 5. Membership forms: Mr McHale reported that membership numbers remained the same and it was agreed there should be a push on getting new members. Mr Ward explained that the higher the membership numbers, the greater the community backing when it came to projects. Page 1 of 6

2 6. Project Worker Update Mr Ward reported the following: Johnston School The business plan is taking shape and there are a number of groups committing to taking space. Most of these groups have met with the architects to discuss their needs. The next phase of the architects work is covered from past payments so at this point we do not need additional funding, apart from a small fee to cover QS. The architects will produce a design option. To make the project work we need an income circa 35,000 (This would cover the cost of a caretaker and other running costs). To date we have an income from those committed of 20,500. Those committed include Police Scotland, Youth Dropin/Youth Work, Kirkcudbright Festivities and Kirkcudbright Pre-school Group. We have two classrooms and the main hall and rooms either side left to fill. Johnston School and Dark Skies Visitor Centre (main hall and rooms either side). While sitting waiting to meet someone at the Johnston School I noticed that there was a healthy number of visitors around and concluded that attracting visitors is something that Kirkcudbright does very well. It then started to rain and I wondered where do people go in the rain, especially those with young children? I realised that the one thing lacking in Kirkcudbright was a child focussed activity/centre. Art galleries, museums etc. are all well and good for older people, for a short length of time they work for younger people. But there was a gap in the market for a child focussed activity/centre. I then started to think about Dark Skies and the potential to have a visitor centre based on what is potentially a gem in the D&G crown. My thoughts centred on the idea of a centre which has some serious astronomy, but also some sci-fi, a touch of Doctor Who, something to entertain the kids. I put the idea to various people and got a very good response, including Keith Muir who leads the Dark Skies project for the Forestry Commission. Based on 20,000 visitor s an average of 2 per head, the centre could produce an income of 40,000pa. With add-on (gifts, cards and such, all astronomy and sci-fi themed) this figure could reach 50, ,000 visitors breaks-down at just under 55 people a day. If we are open 10am to 4pm this works out at 9 people an hour, more than achievable. Two part-time posts could cover the centre, costing So combining the current commitment from groups and a Dark Skies visitor centre, we could have a gross income of 70,500. Deducting running costs and salaries 50,000 approx., we could have a healthy operating profit of 20,000+. This still leaves some space to be allocated so the picture could be even healthier. The architects are contacting some designers and I hope to organise some study trips Page 2 of 6

3 to see similar set-ups. I will be developing the idea further over the coming weeks. Mr McHale thought this was a potentially good idea and the size of the rooms lent themselves to such a project. He agreed that possibilities should be explored, especially if there were grants to be gained. Mr Johnson agreed and asked if it would be along the lines of the Planetarium in London, albeit on a smaller scale. Mr Ward said yes that was the idea. Mr Campbell also thought it was a good idea and lots of other areas had already tuned in to the Dark Skies idea so there was no reason why Kirkcudbright shouldn t. Ms Asbridge also thought it a good idea but asked that while discussing plans with architects, the idea of large school groups visiting should be considered. Questionnaires Although there were some hiccups, the principle of getting the questionnaires to as many as possible worked. I currently have 356, there are more to collect. A return of 500 will give us a 25% return, which is very acceptable. Over the next week or so Lynsay from Creetown Initiative will be collating the information. We can then sit down and decipher what it means. At a glance there seems to be overwhelming support for the school project. Mrs Garbutt agreed and said she was surprised at the people returning the questionnaires as it didn t seem to be those who would normally participate in such a project. She also thought that some people would have got the questionnaires mixed in with the election leaflets that were being handed out at the same time. Kirkcudbright Cycling Project Two staff have been engaged and will start officially on the 30 th May. In-between then I will be meeting with them to get the project organised. The two staff are Elizabeth Gunby (F/T) and Fiona Tomlinson (P/T). Because the project has been delayed I have been given permission to extend the P/T hours to 28hrs. We put in a request to the council to base the project at the Johnston School. Sadly it took six weeks to get a response. Which as you will see is pretty draconian. The further, alternative proposal is to utilise the front end of the former school building ( 05/04/16). In order to proceed with this proposal, we would require the following from the KDT: 1. Clarity over which part of the building would be occupied and how KDT propose to ensure no access is permitted to other parts of the building 2. Written confirmation that KDT has discussed with the planning authority what consents, if any, would be required for the proposed use; this might potentially mean a change of use and/or listed building consent. In the event that either of these are required, KDT would require to obtain these, and cover all associated costs. 3. Written confirmation that KDT has checked with Building Control if a building warrant would be required for the work KDT plan to do to bring this portion of the building back into temporary use. In the event a warrant is required, KDT would be required to obtain this and cover all associated costs 4. All necessary statutory consents would need to be in place before we could give access to occupy the premises; we would require to be given copies of these consents for our records 5. In relation to electrical supply, as well as switching it back on, a fixed electrical test of all areas brought back in as live would require to be carried out; KDT would need to cover these costs. Should any upgrade work be required following a fixed electrical test, again KDT would need to cover these costs (we would arrange for the Page 3 of 6

4 test and any follow up work) 6. Fire Alarm and Intruder Alarm provision would need to be brought back into use; this would be for the full premises, even though only part were being used; KDT would need to cover these costs and for them being disconnected at the end of the occupancy (we would arrange for the work) 7. If a water supply/drainage is required for the project, these will need to be switched back on, systems flushed out etc; KDT will be required to pay for all work to carry this out to a safe standard. This will include the costs associated with legionella monitoring during the duration of the project, and switch off/flush down at the end of the project s life. Again, KDT would need to cover all associated costs (we would arrange for the work) 8. From what is described, it seems there is no request for access to WC/welfare facilities (if they are required, costs for bringing part of these back into use would need to be covered by KDT); we would require written confirmation from KDT that KDT is happy to operate the project without such facilities being available 9. We would require to agree on site to the specific work KDT propose to carry out, before an agreement is entered into and before work commences. KDT would be responsible for work and costs associated with ensuring the relevant area of the building is safe to occupy, and the unoccupied parts of the premises are effectively made out-of-bounds 10. It s not clear yet what extent of work would be required but, as well as costs associated with any works, we would require any costs associated with refurbishment & demolition asbestos survey in the area to be occupied and any subsequent removal work to be covered by KDT 11. Costs in relation to any change in rateable value to the building would need to be covered by KDT I suspect this is not likely to be an issue, given the apparent short-term usage, but KDT would need to verify this with the Assessor, and in the event rates require to be paid, these would need to be paid by KDT; should KDT wish to seek any reduction in rates, they would need to pursue this themselves 12. Costs in relation to any change in building insurance would need to be covered by KDT the council will clarify with our insurance officer what, if any, additional costs there would be on receipt of the KDT s proposals (again, I suspect this would not likely be an issue, but it would nonetheless need to be checked) 13. Costs in relation to Public Liability Insurance would need to be borne by the KDT. We would require documentary evidence of this prior to access being given 14. In relation to the construction works required for the project, KDT would need to take on all Client responsibilities under the Construction (Design & Management) Regulations We would require written reassurance from KDT that all matters in relation to CDM (e.g. assessment & appointment of competent contractors/designers/principal designer) have all been carried out in accordance with the CDM Regulations 15. KDT will be required to indemnify and keep indemnified the Council against any costs, claims, demands losses or actions of whatever nature in connection with the occupation of the premises 16. The premises will require to be returned to the Council in no worse a condition of tidiness and neatness than it was at the commencement of the occupation. Any damage to the premises as a result of the KDT s occupation will be reinstated at KDT s expense to the reasonable satisfaction of the Council. 17. KDT will require to prepare a risk assessment in connection with the proposed use and provide this to the Council before the start of their occupation To date I have satisfied most points and secured confirmation from planning, rates and other relevant departments. These have been sent to the council. This leaves issues regarding electricity, water, alarm system and such to be sorted. Unfortunately the council have to do this; we are not allowed to use our own trade people. My concern being the time it will take them, but I am assured it will be done quickly. One issue I am contesting is that of the alarm. It seems a bit rich that there is at present no alarm, yet they want us to have an alarm, not just for our bit, but the whole building. I have I think secured a desk and chairs (for free). Page 4 of 6

5 Finally on the cycling project, I am meeting with the new staff on Wednesday, and we have a meeting with CCF lead officer (Alisdair Brown) on the 10 th June at Creetown Initiatives office. At this point Mrs Garbutt read out a letter the meeting had received from Mrs Margaret King of Laws in Kirkcudbright. Mrs King expressed her disappointment that she had not been told of this project beforehand as it appears that Laws also do bike hire. Mr Ward agreed that there had been an unfortunate error in communication, but the project aimed to source the bikes and spares from Laws if Mrs King was willing. Everyone agreed that the Trust would reply to Mrs King s letter and that a meeting between Trustees and Mrs King should be arranged. Mr McHale also agreed and said that hopefully by using spares etc from Laws it would hopefully encourage more business. Silvercraigs Caravan Park We have received some operating costs from the council but as yet I have not had time to analyse them. Interestingly I have discovered that across Scotland, occupancy levels are around 46% for caravan parks in Scotland. Scotland average caravan occupancy 46% (VisitScotland) Silvercraigs average occupancy 26% Season April to September = a potential 6771 nightly pitches (183 days x 37 caravan pitches). Taking an average night pitch rental of = potential income. Income for 2015/16 was 35,000 which equates to an occupancy level of 26%. At this point Mr Picken, who owns Solway View campsite, said that the site should be a success. Mr Ward agreed and said it was still early days but was something to focus on in the near future. Membership of Development Trust Association Scotland I have submitted a membership form. Membership will mean we can apply for Study Trip funding (Dark Skies). We should hear shortly. Finances If possible I would like the Forum to transfer all remaining funds left for my post to the Development Trust (KDT can provide an invoice). The reason is that (apart from advance wage claims) the Cycling Project claims cannot be made in advance and so cash flow could be an issue. Membership I now believe it is time to have a push for membership. In June the Growing Community Assets (GCA) programme will return. We will approach this fund to support the Johnston School Project. GCA insists that the projects they support are projects that are supported and controlled by the community. We now have evidence of support from the questionnaire, we now need evidence of community participation, and that we (KDT) are an organization rooted in the community. Stranraer Development Trust has 199 members. It has gone from 0 to 199 in three short months. Each member of the management group has a responsibility to get new members. The chair hassles them every meeting for new members. We should and need to do the same. Page 5 of 6

6 Everyone agreed with this and Mr Campbell suggested that with events like the Kirkcudbright Half Marathon and the Jazz Festival approaching, DT members should be out in force to drum up numbers. Mr Ross agreed and said that while he was doing the questionnaires, many had commented that it was great that things were actually being done rather than just being talked about. AOB There being no other business, Mrs Garbutt thanked everyone for their attendance and the meeting ended at 8pm. Page 6 of 6