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Bute Community Land Company Board Meeting BCLC Office, Victoria Street, Rothesay 1 October 2012 at 6pm Minutes Action 1. Present: Christine McArthur, Peter Vincent, (directors), Ian Jardine (chairman), Nina Graham (company secretary). Emma Cooper (Forest Manager, BFL), and Ellen Lambert (Company Secretary, BFL) were present for only part of the meeting and did not participate in any decisions. Apologies: None 2. Approval of minutes of meeting on 20 August 2012 Approved 3. Matters arising None 4. Update on BCLC 4.1 Financial summary circulated. Outstanding supplier payments and new mandate for rent signed off. Accounts are being prepared for year-end (30 Sep) submission. Nina 5. Update on BBL 5.1 While Peter and Tina Vincent have agreed to underwrite any future losses BBL may incur, it would remain the case that that any profits made by BBL, not reinvested, would accrue to BCLC as dividend for the benefit of the community. 5.2 Peter and Tina have declared a separate interest in a supplier to BBL. Should there be a need for any board decision to be taken regarding this supplier then Peter will not take part in any discussion or vote. 6. Update on BFL 6.1 Sales of £3k have been achieved this month even with the forester being on holiday. He will be attending chainsaw assessment and first aid courses on his return. 6.2 The forest manager (Emma) is currently pursuing further funding for development of the forest for the community and the future of the forest manager’s post is dependent on securing this funding. The Johnnie Bute Fund, which has been supporting the development currently ongoing in the forest, needs to be supplemented if the work is to continue. Emma 7. Office lease and costs 7.1 BCLC will invoice Radio Bute for £100 rent and 50% contribution towards utility bills. Nina 7.2 BCLC will invoice BFL for rent and utility bills since the date that Ciara Wilson, the former LDO, left until end September. Cost were shared equally but will now be met fully by BFL. Nina/Emma 7.3 Emma will put a notice in The Buteman about letting office space. Emma 8. Radio Bute 8.1 See 7.1 Nina 9. Website 9.1 Andy Walters has kindly updated the BCLC website by reducing and simplifying content. 10 RBS 10.1 The bank returned forms for additional information and signatures from directors. These have been completed for return to the bank. Peter 11 Outstanding payments to suppliers 11.1 All cheque payments to suppliers have now been signed off and a new mandate completed for the rent direct debit. The recent change in directors resulted in a temporary lack of signatories to make payments. The bank has now approved sufficient signatories for payments to be made. 12. Insurance 12.1 Insurance quotes will be sought for renewal of public liability insurance. Nina/Peter 13. Year-end accounts submission 13.1 The accountant will be asked how to account for the management charge BCLC levies on BFL. Nina 13.2 Quotes will be sought for the year-end accounts. Nina 14. Handover of Company Secretary duties 14.1 Nina will remain as Company Secretary until all accounts queries are complete. Duties circulated to directors in preparation for handover. 15. AOCB 15.1 The Annual Return for Companies House is due no later than 12 October 2012. Nina 15.2 Companies House has written requesting a copy of the special resolution amending the articles. A hard copy was issued on 27 August 2012. Nina will check receipt. Nina 15.3 Ian and Nina will arrange a date and time to tidy up and reduce old admin and financial paperwork. Nina/Ian 16. Date of next meeting 16.1 To be confirmed.
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