Minutes of the  2023 Annual General Meeting of the Kippford Association

Venue: Kippford Village Hall

Date and Time: Monday 27th November 2023 at 7pm.

1. Welcome by the Chairperson of the Kippford Association – Sam Sample.

Sam said the following:

Welcome

Good Evening everyone.

Just a reminder for those who may not have attended a Kippford Association AGM before, it is important to sign the attendance sheet in the lobby. This offers us the opportunity to update our records and gives you the opportunity to join the Kippford WhatsApp group by putting your mobile number down. This year we have moved away from paper based distribution of the AGM paperwork, hopefully you have all been able to review the paperwork through either the WhatsApp group or received it via email, prior to this meeting. And I think Frank has hand delivered a few copies to those who requested them. I’m sure you will all appreciate there is a cost of production of this pack of information and then its village wide distribution which is an onerous exercise, given that we have in the past relied on the Trustees hand delivering. Hopefully you agree that the alternative media methods we have chosen to employ is the way forward for the majority, but where needed we will still offer paper copy. If there are any residents who would prefer to have a hard copy of the AGM pre meeting paperwork in the future, then please tick the box on the sign up sheets in the lobby. Thank you for attending the meeting this evening, it is an opportunity for us to explain what we are doing on your behalf, but also for you to put your questions to the Trustees.

Thankfully life seems to be getting back to what feels like a much more normal footing in the village. However at this point I would like to take a moment for us to contemplate the global tragedies that have unfolded this year, and closer to home the losses within our community. I would respectfully ask for a minute silence for all the dearly beloved friends, family members and residents of the village who have passed away this year.

Minutes Silence

Thank You

I look around the hall at this point and see lots of familiar and friendly faces and hopefully new ones too. Welcome to everyone and especially new residents to the village. The Kippford Association is always looking for volunteers, so whether you have legal experience, financial acumen, are ready and willing to wield a spade on the Nature Reserve or pick litter around the village, let us know. Equally the Constitution under which we operate requires us to churn the Trustees regularly so if you would be willing to serve on the committee, please let us know.

So now we move onto the business of the evening.

2. Apologies.

Apologies were received from:

Cameron Mills, Kay Harriman, Mairi Todd, Margaret Brown, Lyn and Kevin Watt, Fiona Morrison, Tony and Barbara Hartnell, Val Bradbury, Janet Brown, Mary Swales, Martin Barrett, Loraine Wood, Gerry and Lynda Dunlavey, David and Katy McCall.

There were 37 people in attendance.

3. Minutes of the meeting held on 28th November 2022.

The minutes were accepted as a correct record of the meeting.

4. Matters arising,

There were no matters arising.

5/6. The Chairpersons review/Financial report

Sam said the following:

Chair review and plans

Hopefully you all enjoy reading the minutes of the regular committee meetings? But this platform allows me an opportunity to add flesh to the bones of some of the issues we face. The hall is in regular use, with Badminton, Bridge Club, Carpet Bowls, Chatter Cups, exercise and yoga classes, and new this winter Pickleball. We also have an increasing number of external parties and weddings etc. This is great for income, but also means we have to keep a close eye on making the hall a welcoming and functional place for people to hold events and activities. Last winter with the exceptional cold spell, it became clear that the hall heating may require replacement. It transpired that the way the main hall heating is switched on and off may cause issues with the programming. So when the technician visited he advised on the correct reset option, but did suggest a more up to date system, with newer heat exchangers, might be more efficient. This will be a major expense at some point. With the rising cost of electricity we have installed new more efficient frost proofing heaters in the back hall and toilets. At the moment myself and Cameron are managing the hall, with David Woodthorpe-Evans very kindly doing practical stuff. The ideal scenario, however, would be to have a dedicated Hall Manager, dealing with bookings, day to day management and overseeing more substantial repair and refurbishment, so if there is anybody wishing to take on the role please let the Trustees know. The bus shelter near the slipway has been refurbished as the render was being degraded by the salt and weather.

Scottish Incorporated Charitable Organisation or SCIO

The Trustees are investigating the benefits of a transition from our current charitable status to a Scottish Charitable Incorporated Organisation or SCIO. Due to the difficulties in locating documentation and finding a willing legal beagle to help with the interpretation of title deeds this process is taking longer than hoped for. However, it is likely that next year we will be in a position to push on with fact finding, we will keep you fully informed of progress and I have a feeling we will need full support from the membership to make the change. There are a number of reasons why this is an essential change to go through;

Firstly, because we own property ie The Kipp, the Village hall and have cash at the bank, the Trustees of the Association have legally binding responsibilities. This is not ideal, given the sums involved. The SCIO would safe guard the Trustees under different legal parameters. Another reason is that it seems increasingly difficult to get people willing to serve as Trustees, our current constitution dictates a minimum of 10 to a maximum of 12 Trustees serving on the committee. I imagine we could revisit the constitution to give us more flexibility in this respect. This is not say we would seek to change more than absolutely necessary, however we do need to update the legal framework under which we operate. Progress will be minuted through the regular committee meetings.

WWTW

The new waste water treatment plant for the village remains a contentious subject. Fundamentally although you may disagree, the existing situation is not sustainable, and whatever alternative system or location Scottish Water offer as a solution, that solution will not please everyone. The full planning application is now lodged with Dumfries and Galloway Council and can be viewed through the planning portal. In terms of impact on Association property, I have been contacted by Scottish Power and they have disclosed plans to relocate overhead power lines across The Kipp, to accommodate the new plant. Basically the current lines run directly over the proposed site and cannot remain where they are. Scottish Powers proposal relates to the area from the pole by the pond to the roadside telephone exchange and could have a significant impact on our specimen trees in the arboretum and pre existing woodland. Indeed their first proposed route would immediately destroy up to 60 trees and a further 40+ in 3 years time, when they would clear any further encroaching trees or regrowth. This would potentially wipe out the 100 specimen paper birch just up from the boardwalk entrance. I have pushed back against their initial proposed route, Scottish Power have revisited the site and I am waiting on two further alternatives, hopefully at least one of these will be viable, my aim will be to agree a route which will result in as little destruction to the trees and property within our ownership. As soon as I have the  received the revised plans and cutting schedules the Trustees will have to agree the route, terms and any compensation if applicable.

The next Scottish Water public meeting has been scheduled for 25th January. I would encourage you to keep yourselves fully appraised by attending that meeting, and if you have any particular issues that you would like the Kippford Association to raise on your behalf, then please talk to us. However I would emphasise the more individuals that attend the meetings and relay their own fears and concerns the more powerful the village voice.

Village Events

The New Years Day lunch was well attended, and I can report that the Village Dinner was reinstated this year, held at the Anchor, a very enjoyable evening and huge thanks to Gary and Kelly. We also had a Coronation Party in the Village Hall, and I’m happy to report that the Hogmanay Party will return to the village Hall this year. Tickets are still available. We plan to have similar array of events next year, and in addition a Village Barbecue. A little closer at hand will be the New Years Day lunch, please watch the Whats App group for more details.

Thanks

At this point I’d like to offer thanks to the current committee. To Frank, doing a fab job as secretary and in his absence over the winter to Kate Rosindale for stepping up. To Mike, for being so influential on the Kipp. To Cameron, for being so assiduous in his role as Treasurer. Thanks to Jo for being the social secretary, organising the Village Dinner and the Jubilee party. To Brian for being the expert on all matters building.Thanks to Martin, Mairi and Kay for being prepared to serve. And last but not least Robert, always sage advice and most engaging as devil’s advocate at our meetings.

Thanks to you all.

Can I also take this opportunity to thank all the members of the Association who donate. For those who may not know, it is possible to set up a regular payment to our account, or make one off payments. We also have collection boxes on the way out so please feel at liberty to contribute.

Financial Report

Cameron is not here tonight so if there are any questions on the accounts, we will do our best to answer them, however if necessary we may have to make written replies on his return. The accounts look in quite good shape, however at the last committee meeting the idea of a rainy day fund for unforeseen emergencies was mooted. The reason for this is that an assessment of the fabric of the hall has revealed numerous repair and refurbishment jobs that will need doing, for example, a new front door, complete refurbishment of the floor, possible new windows throughout. Those three items alone would cost way in excess of £20k. That’s without a new heating system, or external refurbishment. So knowing that we could easily commit to that level of spend, we very quickly diminish our rather healthy bank balance. The plan therefore is to have a fund set aside for that notional rainy day, we will create an annual budget including, planned capital expenditure and then ensure that we build our income through all sources to cover the budget. We debated whether we should encourage donations from residents, but we really do need to continue to seek donations, as per the constitution, we have a responsibility to continue to refurbish and maintain the precious facilities at the heart of the village. This is not an inexpensive enterprise, and for major capital expenditure we may be able to get grant funding, but much of what we need to do is just up keep. So if you feel you can afford to make donations to the Association please do so, we will endeavour to spend your money wisely.

Memorial Benches

We have 2 new picnic benches, which could have memorial plaques put on them. Our programme of refurbishment of village benches will continue, however the Dalbeattie Mens Shed are very busy and have limited time, but we will get around to them all in due course. I have been approached by a number of residents wanting memorial benches, and I have yet to resolve these requests, primarily because it has become clear that a number of benches at the Village Hall, and elsewhere around the village, have been installed by the local council. I have only received this definitive list in the last month. Having reviewed the list, it is apparent that there is not much room left at the front of the hall for us to a add any memorial benches on your behalf.

7. The Community Nature Reserve update (Mike Riding)

Grant funded stop fencing has been erected to protect the orchard. Ponies will be deployed for 2 or 3 months to maintain landscape control. The shelter has been delayed due to funding shortfall. This should be done during next year. Mike has estimated that the reserve has around 10,000 visitors a year! The reserve is thriving with lots of bird nests in the trees we planted and lots of bats too. Huge numbers of swallows, in September, possibly feeding on flying ants. Mike gave thanks to Richard Copson as the driving force behind so much grant money for the reserve. More money will be needed for maintaining and extending paths. Mike is always looking for volunteers to help out at the reserve.

There were questions, from the floor, at this stage:

Q1 – Any plans for promoting red squirrels.

Nesting boxes were discussed as a good way of helping them out. Volunteers would be needed to help achieve this.

Q2 – Why choose ponies to graze.

It’s a matter of what is available. Mike happy to use “better grazers” if and when available.

Q3 – Can anything be done to prevent the pond from drying out.

Bottom line no. There appears to be no reasonable solution.

8. Ratification of Committee Members

We have 2 Trustees standing down in Martin Rosindale and Mairi Todd and I’d like to thank them both for their contribution during their time in post. We have potentially two new Committee members who have indicated a willingness to join the team, so I would like to invite David Butler and Alex Howie to become Trustees. Is there anyone else interested in serving on the committee in the hall tonight? If there isn’t anyone else, then can I ask for the remaining committee to be ratified for a further year, with the addition of Alex and David. So the full committee will be Robert Kennedy, Jo Harris, Mike Riding, Frank Williamson, Kay Harriman, Kate Rosindale, Brian Carson, Cameron Mills, myself and the two new appointees, making 11.

Can I have a show of hands that the committee as described is approved by the meeting? Thank you

The vote was carried.

9. AOCB

The one subject under AOCB was the planning permission for the WWTW. Mike Riding spoke extensively on this subject and pointed out a number of issues:

Construction period of 2.5 years.

8 months of granite pecking.

179 lorries needed to remove said granite.

Screening could take 10 years to reach optimum and still not be really effective.

2.5mtr high security fence.

This is not an exhaustive list

Sam asked for a show of hands, indicating whether the meeting would like Mike to collate and distribute key points on the potential impact of the new WWTW and for these notes to be distributed across the village. There was an overwhelming majority in support of this suggestion. Sam reaffirmed that the KA would not be objecting to the WWTW, but that individuals should object if they wanted to.

Robert Kennedy gave thanks to Sam for all her hard work and leadership.

The meeting finished at 7.58pm