Bute Community Land Company
Board Meeting
BCLC Office, Victoria Street, Rothesay
19th November 2012 at 6:30pm
Minutes
Action
1.
Present:
Christine McArthur, Peter Vincent, (directors), Ian Jardine (chairman)
Jim Mitchell (Director), Nina Graham (company secretary)
No apologies
2.
Approval of minutes of meeting on 5th November, 2012
Approved
3.
Matters arising
None
4.
Update on BCLC
Accounts are being prepared for year-end (30 Sep) submission.
Nina/Directors
Following a meeting with IJ and CM, Nina has made progress on
completing the bookkeeping for the year end and now needs a final
meeting before submission
Update on BBL
Peter reported that Brandish Bute was still operating at a loss. The
Bonnie Bling(BB) operation was still proving to be slower in getting
started than had been hoped but it promised to deliver a significant
return to BBL in terms of commission and could make BBL viable in the
long term. As stated before, the viability of the shop activity will be
reviewed in January with the trading losses meantime being met by
Peter and Tina.
There remain outstanding invoices to send to Radio Bute for rent.
JM had asked for clarification on the possible conflict of interest while
PV and TM were funding both BBL and (BB).
PV tabled a report and added that there was a trading agreement
between BB and BFL which provided for a return to BBL from all BB
sales either shop or internet. In return BBL staff provided assistance
with stock control and dispatch of orders when free to do so.
These arrangements have been declared at BBL supplier meetings.
JM asked an announcement could also be posted on the website to let
members know of the progress with BB. PV agreed to do this.
5.
6.
Update on BFL
6.1 Cash flow and operating statements were presented to the meeting
EC said that there was now some movement on grant applications with
results from the Coastal Community Fund and the Community Seedcorn
fund expected soon.
Funding remains critical for the ongoing forest activities next year.
The equipment budget is being expended on forest activities and BFL
expect an increasing level of sales and development as a result.
The timber operation remains successful in terms of generating
employment and a moderate profit for the community.
7.
Office lease and costs
7.1 There have been no further expressions of interest in office sharing
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 Radio Bute invoices are to be raised for rental
Nina
9.
Website
9.1 There has been no change to the website this month
10 RBS
10.1 No current bank related issues
11 Outstanding payments to suppliers
11.1 There are no outstanding invoices currently
12. Insurance
12.1 Peter Vincent has obtained a quote for BCLC insurance and this looks to
be acceptable - Board to confirm acceptance
ALL
13.0 Year-end accounts submission
13.1 The accountants will be asked how we should account for the management
charge BCLC levies on BFL.
Nina
13.2 we are still awaiting opening balances from the last years accounts
Nina
14 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.
14.2 Ian and Nina have tidied up and reduced the volume of historical admin
and financial paperwork.
14.3 Notification of the appointment of Cllr Robert Mackintyre to the
board as director to Companies House to be confirmed
Christine/Nina
Management agreement between BCLC and BFL
15.4 A meeting between the two boards was held today to discuss
proposed changes to the management agreement by which
authorises BFL to manage the forest on behalf of BCLC. Minor
amendments to the agreement will be drafted for the next board
meeting
PV
16.1 Newsletter
EC will draft a newsletter for the next meeting. This will be issued by
email where possible and post where this has been requested.
17. Date of next meeting
17.1 10th December 6:30