KINCARDINE O’NEIL COMMUNITY ASSOCIATION
Minutes of the AGM held on Wednesday, 18th September, 2013
Present: Bill Ashcroft*, Nick Boss, Cllr. Linda Clark, Rosemary Coleshaw, Bob Farquharson*, Sue
Farquharson*, Jodi Loudon*, Sandy Mann, Graeme Nixon*, George Parkinson*, Tim Stone*, Bill
Sutherland*.
Guest Speaker Pat Moon
Apologies: Cllr Karen Clark, George Robertson*, Cllr J Webster
(* indicates a member of the 2012/13 Community Association Committee)
1. Talk on sled dog racing in Russia. Bill Sutherland with support from Pat Moon gave a fascinating talk
with excellent photos on their involvement in the North Hope International Sled Dog Stage Race run in
Kostroma Region, Russia, every year. Bill also distributed an article from “Mushing Magazine” which
gives more information on the North Hope Sled Dog Centre (which is a charitable outreach centre for
orphan children) and on the race itself. Copies of this article are available from the Secretary.
2. Minutes of the AGM of 19 September 2012. These were accepted as a correct record.
3. Chairman’s Report Bill Ashcroft read his report which was accepted by the meeting.
A copy of the Chairman’s Report is annexed to this minute
4. Treasurer’s Report. Sue Farquharson spoke to her report which was accepted by the meeting.
A summary of the Treasurer’s report is annexed to this minute.
Full copies of the report are available from the Secretary.
5. Proposed Changes to the Constitution. The meeting considered a written report, (previously posted
for inspection and copies of which were also circulated at the meeting), detailing proposed changes to
the constitution. After hearing the Secretary in further explanation the meeting unanimously agreed all
the proposed changes and agreed to adopt the revised constitution, which the Chairman and Secretary
were authorised to sign. A copy of the adopted constitution is attached to this minute as annex 3.
6. Election of Office Bearers and Committee. Cllr Linda Clark kindly agreed to assume the Chair for this
item.
The following, all of whom if not present had let the Secretary know they were prepared to serve if
nominated, were duly nominated, seconded and declared elected to form the Committee for
2012/2013:Chair
Bill Ashcroft
Secretary
Tim Stone
Treasurer
Sue Farquharson
Committee Members:- Bob Farquharson, Jodi Loudon, Graeme Nixon, George Parkinson, George
Robertson and Bill Sutherland
Cllr Clark congratulated the Association and all those volunteers associated with the many activities
carried out in the village of a community nature on the good work that was taking place.
Bill Ashcroft then resumed the chair and the meeting closed with a vote of thanks to Cllr Clark.
Timothy Stone, Secretary
(Tel 84354)
19 September 2013
Annex 1 Chair’s Report for 2012/13
Annex 2 Treasurer’s Summary Report for FY2 2012/13 (Full accounts available from Secretary)
Annex 1
Kincardine O’Neil Community Association
Chairman’s Report Sept. 2013
Committee business
The committee was glad to welcome back George Robertson after recent illness, but sorry to lose Wanda
Notman who moved house from the village. They recorded their thanks for her contribution to the
committee over several years. Some minor amendments to the constitution of the Community
Association were considered by the committee and will be be put before the AGM in September 2013.
The twinning relationship with the French village of Thun St. Martin started in 2006 under the umbrella
of the Community Association. However it is essentially a special interest activity and the people
involved decided they could operate better as a separate Twinning Association. A special public meeting
was held on 24 Oct. 2012 at which the Twinning Association was established. In autumn 2012 the
Community Association was approached to support a wind turbine scheme in the Tornaveen area.
However, since the proposal was rejected in a ballot of the Tornaveen community by a large majority, it
was felt inappropriate for Kincardine O’Neil to offer support.
Village topics
In 2006 the public toilets, closed for several years by Aberdeenshire Council, were re-opened by
the Community Association. A yearly grant of £1000 from the Council covers the cost of cleaning
materials and the Association has recently written to the Council requesting that the grant be increased in
accordance with inflation since 2006. The cleaning work is carried out by a team of 5 volunteers,
unchanged for a number of years and they deserve a hearty vote of thanks from the community. The
Association is keen to see more villagers involved in this valuable community activity.
The village Gala was considered to have been very successful this year with several new
attractions and a good turn-out from the village, helped by the better weather. The committee
congratulated the organising team on their success and approved the allocation of £500 towards planning
next year’s event.
The flower tubs were once again the focus of a good deal of effort on the part of the Community
Association committee with the clearing-out of old plants in the Autumn of 2012, the purchase of 10 new
tubs and re-planting in early June 2013. Watering the tubs became an important issue in the unusually
warm summer and the community’s thanks goes to all the villagers who helped out by watering and deadheading the flowers through the summer. Thanks also to all the householders who helped to brighten the
village with their own flower displays on windowsills and walls. The “outstanding” assessment by Its
Your Neighbourhood was a fitting reward for all the effort.
Dealing with dog waste was an important topic over the last year. A lot of time and effort was
spent liaising with Aberdeenshire Council about the provision of litterbins. The result was a set of posters
and a vivid 2-page leaflet which was circulated to the village in July. The annual litter-picking exercise
took place in April with a good turn-out of more than a dozen people.
The Community Association gave its support to several other community occasions: the
Christmas carol service at the school, the open day at the school in May and the community event at St.
Mary’s kirk in June and the re-dedication of the war memorial in April.
The North Deeside Road.
The committee has been consulted on the siting and design of a bus shelter on the north side of
the North Deeside Road at the end of Neil Burn Drive. The increasing difficulty of crossing the road at
busy times of the day was brought to the committee’s attention and it was decided to request from
Aberdeenshire Council that a pedestrian crossing be established across the North Deeside Road. A traffic
survey showed that about 500 vehicles an hour were passing through the village in the middle of the day.
Happily most were slowing down to approximately 30 mph as they passed the illuminated speed check at
the east end of the village.
The chairman would like to thank all members of the committee for their contributions over the year and
especially Secretary Tim Stone for keeping a meticulous set of minutes and following up a variety of
topics and Sue Farquharson not only for her work as Treasurer, but also for the amount of time and effort
she put into organising flower tubs and pursuing the long-running problem of dog waste.
Bill Ashcroft
11/09/13
Annex 2
TREASURER’S ANNUAL REPORT - September 2013
The Community Association accounts were closed on 31 August 2013 to allow time for the accounts to
be finalised ahead of the AGM.
The Community Association remains in a healthy financial position. Overall income for the year was
£1,470.28, expenditure was £920.07, resulting in a surplus in funds for the year of £550.21. The balance
of funds carried forward is therefore £4,846.29. This healthy balance is in large part due to the accrued1
£1,000 'Community-run Public Convenience Grant' received from Aberdeenshire Council. Special thanks
from the Treasurer must therefore go to the self-sacrificing volunteers who make up the ‘toilet
maintenance team’; without their hard work throughout the year we would need to undertake
considerable fund-raising to support the other activities undertaken in the community.
Thanks must also go to Aberdeenshire Council for funding covering compost and fertilizer for the tubs
last year (Mar Top Up Fund), and for the purchase of new flower tubs this year, organised through the
Community Council. We should also not ignore the fact that the Council provide all the plants for our
tubs, resulting in many positive comments from villagers, those passing through the village, and not
least the Scotland in Bloom / It's Your Neighbourhood assessors.
The Village Gala resulted in income raised of £259. Total costs amounted to £577, reflecting the wide
range of events and activities provided, for free, to members of the community who came along to
enjoy the fun. The Punch and Judy Show proved to be very popular whilst the Falconry Display again
drew the crowds. The organisers are thanked for all their hard work. Money was set aside last year to
help fund the 2013 Gala, and the committee has agreed to cover up to a maximum of £500 for the 2014
event.
The CA marquee has been used on five occasions so far this year, with a further booking in September.
Most of this usage relates to events in the village, such as the Primary School May Fair, the Village Gala
and the outdoor service in the Auld Kirk. The committee are grateful for the donations of £30 from the
KO'N Bowling Club and £100 from the Aboyne Ball organisers, which helps to defray the initial costs of
this useful asset.
Other items of expenditure relate to annual costs for hall hire, web site expenses, printing of
newsletters and leaflets and public indemnity insurance.
Full accounts will be available at the AGM, and will undergo independent verification in the near future.
Finally, thanks are due to all those who have willingly volunteered their time and effort for community
activities. If anyone would like to volunteer to help with the good work, please contact a member of
the committee.
Sue Farquharson
Treasurer
1
10th September 2013
Payment for 2012-13 was made on 12 September 2013, but has been accrued into the 2012-13 accounts to give a true reflection of our
financial position.
Annex 3 Constitution as adopted by the Community Association AGM held on 18 September 2013
KINCARDINE O’NEIL COMMUNITY ASSOCIATION
CONSTITUTION
1. NAME
The name of the Association shall be the Kincardine O’Neil Community Association
2. OBJECTS
(a) The aim of the Association is to further the wellbeing of the members of the community in every
aspect of its life: - social, cultural, educational, recreational and to organise or support activities
which further this aim.
(b) To ascertain and express the views of the community to public authorities and statutory bodies –
local, national and European – which have responsibility for those matters.
(c) To be a means whereby the people of the community may express their views on any matter
affecting their lives, their welfare, their community and its future development or amenity and
to forward such views to the appropriate public or statutory body.
(d) To fund raise, and to access funding in order to promote the aims of the Association, the
community and the organisations within the community of Kincardine O’Neil
(e) The association shall be non-party political and non-sectarian, acting without prejudice to race,
gender, religion or sexual orientation.
3. MEMBERSHIP:
Every person of 16 years and over, whose principal residence is in the electoral area of Kincardine
O’Neil or that part of Kincardine Estate not contained within the electoral area, shall be a member of
the Association.
4. COMMITTEE:
(a)The remit of the Committee shall be to carry forward the aims of the Association.
(b)The committee of the Association shall be no fewer than seven and no more than 11, including the
chairperson, the secretary and the treasurer.
(c) A quorum shall be five at committee meetings.
(d) The committee shall have the right
i) To fill casual vacancies (including office bearers) between AGMs
ii) To form sub-committees, to determine the nature of their membership (including the ability to
co-opt non-members of the Association) and to frame their terms of reference and duration. At
least one member of the committee shall be appointed to each sub-committee and notes of sub
committee meetings shall be included on the agenda of the next available committee.
iii) To appoint designated signatories for the Association Bank Accounts
iv) To call Special General Meetings of the Association
(e) The Committee shall meet no less than four times a year and notice of meetings and minutes
should be posted on the village notice board.
5. MANAGEMENT:
a) The chairperson shall preside over the AGM, all meetings of the Committee and any SGMs or
appoint a deputy in their absence. In the event of the Chairperson not appointing a deputy the
meeting shall appoint one of its number to act as Chairperson.
b) The chairperson or their deputy shall have a deliberative and a casting vote.
c) The chairperson shall prepare an annual report on the business of the Association.
d) The secretary shall be responsible for keeping minutes of meetings and the posting of notices.
e) The treasurer shall be responsible for keeping accounts of Association monies as directed by the
committee. The books and statement of accounts shall be presented to the AGM. The treasurer
shall operate bank accounts. Withdrawals shall require the signatures of two designated
signatories. There should be an annual independent examination of the accounts.
6. ANNUAL GENERAL MEETING (AGM)
An Annual General Meeting of the Association shall be held not later than 15 months after the
immediately preceding AGM. The business of the AGM will be
i)
To consider the chairperson’s annual report, minutes of the previous AGM (and any SGMs) and
the statement of accounts
ii) To elect the members, including office bearers (Chairperson, Secretary and Treasurer), of the
Community Association Committee. Existing Committee members will be eligible for reelection. Proxy nominations and votes will be permitted provided that they are in writing and
delivered to the secretary prior to the meeting and, in the case of nominations, that the
nominee has also indicated to the Secretary before the meeting that they are prepared to
accept nomination.
iii) To consider any other business on the agenda and any other urgent matters.
Fourteen days public notice must be given for AGMs and the documents at 6(i) above must be available
to the Association members at least 7 days prior the AGM. The public notice calling the AGM shall
intimate where these will be available.
The Quorum for AGMs and SGMs shall be 7 members.
7. SPECIAL GENERAL MEETING
The Committee shall give not less than seven days notice of the location and business of any SGM and
in the case of resolutions to alter the constitution or dissolve the Association the Committee shall give
not less than 14 days public notice.
This version of the Constitution adopted by the AGM held on Wednesday 18
September 2013
Chairperson:- William Ashcroft
Signature………………………………………………….
Secretary:- Timothy Stone
Signature………………………………………………….