Harbour News

Committee Meeting - September 2008

Portgordon Community Harbour Group Ltd

HARBOUR NEWS

ISSUE 11 - September 2008

Minutes (in summary form) of the meeting held by Portgordon Community Harbour Group on Monday 29th September 2008 at 1930 in the Lampie Hoose - Portgordon

Present:
R Billing Chairman
D Murray Vice Chairman
P Charlesworth
M Smith
R Nicholson Funds
N McGuile A/Secretary
K McLennan
J Sutherland

Apologies:
R Thompson

1.The minutes of the previous meeting held on 30 Jun were read and passed.

2.Membership:
a. NMcG proposed a half yearly newsletter to be sent either electronically or by post to all members to keep them abreast of our current position. The press would be updated when there was any information to be broadcast. MS advised the committee that he felt it was too expensive to bring in membership packs. He would pursue and report the costing for merchandise to be sold at the Gala Day and other events.

3.Committee Vacancies:
a.DM stated that a local firm had intimated an interest into taking up Business Rep post. PC will speak to same and invite to next meeting. DM also stated that he had written to Moray Council about a vacancy, but was still awaiting a reply. Reps were reminded that inputs were required before the meetings.

4. Letter of Intent:
Receipt of the Crowns letter dated 8 August 2008 was discussed. DM stated that it was not the responsibility of the committee to erect signage around the harbour in answer to a question from a member He further stated that as we do not own the harbour, responsibility still lies with Crown Estates.

5. Business Plan:
DM and RT are to update the Business Plan to ensure viability and openess before sending it to prospective funders (if necessary). The Committee structure, waiting lists, operating costs, berthing fees and construction costs & programme all require updating. MS volunteered to draft an Executive Summary to the Plan and report at the next meeting.

6.Charitable Status:
RT has reapplied for charitable status and will report at next meeting.

7.Local Fundraising:
The need to step up local fundraising was again discussed. The Fireworks Committee offered the usage of the Village Hall on 1 Nov to the committee for any fundraising they may wish to persue. The display boards and booklets could be displayed, however it was felt that the Gala was the main source of funds and this would be discussed at a Gala meeting on 20 Oct at 1930.

8.Major Fundraising:
DM stated that he felt we were not progressing as quickly as we should be. He presented an initial summary of possible funders and, after discussion, committee members were tasked with exploring these funders with regards to scope, level of funding, deadlines, requirements etc. Members should report back on 20th October after which a draft funding plan will be prepared and discussed with Moray Council and HIE for advice before any applications are submitted. Schedule of potential funders and members is attached.

9.Treasurers Report:
The treasurer was not present and did not submit a report. DM stated that he would liaise with the treasurer to compile a list of outgoings to present to Crown Estates who had promised £1000 to help offset expenses.

10.Voluntary Hours:
Members should pass details of voluntary hours to RT.

11.Communications:
DM stated that the press release by the P&J was incorrect and that we do not own the harbour and that he hoped all future press releases would be correctly printed. MS again asked members for comments and items for the website. JS asked if there was any plans to hold a display at Elgin Library. He would investigate and report back at the next meeting after discussing with the Curator.

12.AOCB
After discussion it was agreed to hold an additional meeting in the Lampie Hoose on Monday 20th October at 19.30hrs (Gala and Major Fundraising). RB to book venue.

13. Further meetings are to be held in the Lampie Hoose at 1930 on the last Monday of the following months; 24 Nov, 26 Jan 09 and 30 Mar 09. There being no further business DM closed the meeting at 2050.

End

Chairmans Annual Report - 2007/2008

Portgordon Community Harbour Group Ltd.
Annual General Meeting
Wednesday 23th April 2008

Chairman’s Annual Report

Welcome to the 5th AGM of Portgordon Community Harbour Group.

When I made last years report we were still working on the preparation of a business plan which we could submit to Crown Estates with a view to taking over the ownership of the Harbour and surrounding area. The plan was completed and passed to Crown Estates in September 2007. In October 2007 we had a very productive meeting with our local MSP Richard Lochhead and also various meetings followed with HIE (Moray) and the Moray Council.

We were delighted to hear just before Xmas that the Business plan had been accepted and approved in principle by Crown Estates. This is an essential part of the whole exercise as without Crown's approval we cannot become owners of the harbour and until we receive a "letter of intent" from the owners we cannot apply for funding to take the project forward. That is not to say that efforts on the funding route are not being taken. However now that ownership is becoming imminent the need to progress major funding applications becomes more prominent in our activities.

Recently we have had a letter of support from Sir Robin Knox-Johnston, the first man to sail around the world single-handed without stopping. He is at the forefront of sailing as a sport and leisure activity and points out that it is now the 3rd largest sport in terms of participation. So the need to provide facilities is beyond doubt.

To create greater awareness and involvement within the community we will shortly be publishing a booklet entitled "Portgordon Harbour-The future". This will be distributed to every household in the village and to anyone else who has an interest in the future of the village.

To meet the demands of increasing membership and to provide better representation across all interested parties we are restructuring the Group to a Committee of 12. This is also to help us take the Group forward to Trust Status in the future.

May I remind you all that there is a lot of information on our Website www.portgordonharbour.org The site has had over 6800 hits in the last 12 months.

May I also remind you that our Gala is on 19th July and we would like to see as many local groups and organisations taking part and raising awareness of their own particular interest.

I would like to express my heartfelt thanks to the committee who have worked so hard throughout the year, and to members of the local community, local businesses and organisations for their continuing support.

Ron Billing - Chairman

Annual General Meeting - Minutes

Portgordon Community Harbour Group Ltd.
5th Annual General Meeting
held on Wednesday 23rd April at 7.30pm
in the Village Hall, Portgordon.

Minutes


In attendance:

Members: Ron Billing (Chairman), Kevin Craib, Kenny McLennan, Derek Murray (Vice-Chairman), Doreen Smith (Treasurer), Malcolm Smith, Bob Thomson (Secretary).
Public: Gary Crawford, Sheena Crawford, Mairi Dick, Harry Walton

Apologies for absence:

Peter Charlesworth, Noel McGuile, Colin Symon

Welcome by Chairman:

Chairman, opened the meeting and welcomed everyone in attendance.

Chairman’s Report:

Chairman delivered a detailed report of the group’s activities and achievements over the previous year.

The Business Plan was completed and presented to Crown Estates for their consideration in September 2007. In October we had a very productive meeting with Richard Lochhead MSP. In December the Group met with the Crown’s representatives and we were delighted to hear that the Crown had accepted the Business Plan in principal, subject to certain criteria being met and satisfactory funding being found. A “letter of intent” is eagerly awaited from the Crown to allow us to progress funding applications. Various further meetings have since taken place with the Crown, HIE (Moray) and Moray Council. A copy of the Business Plan was made available for perusal by those present.

Chairman noted that to create greater awareness of the project we will shortly be publishing a booklet entitled Portgordon Harbour – The Future which will be distributed to every household in the village and other interested parties. We have also received a letter of support from renowned sailor, Sir Robin Knox-Johnston.

To meet the demands of increasing membership and to provide better community representation the Group have recently re-structured and established a Committee of 12. This restructure is also designed to better align the Group for future Trust status.

Chairman reminded all present that there is a great deal of information available on our website www.portgordonharbour.org He also noted that this years Raft Race & Gala Day will be on 19th July and encouraged local groups and organisations to get involved.

Chairman finished by thanking Committee members and everyone who had supported the Group and hoped that they would continue their support during the coming year.

Secretary’s Report:

Secretary and Vice Chairman expanded on the Chairman’s report and provided further details on the five year Business Plan, the Groups revised structure, the Harbour Act to be established through the Scottish Parliament, Harbour Trust status, the groups priorities and the funding issues (particularly the need to push on with local and major funding initiatives and applications).

Treasurers report:

Treasurer gave a summary of the Groups accounts and outlined the slight loss on last years Gala due to the severe weather. The Groups “Directors Report and Financial Statements for the year ending 31st March 2008” have been prepared and audited as correct by accredited accountants. A copy of the financial report was made available for perusal by those present.

Election of Office Bearers:

The existing office bearers then resigned their posts and the meeting was temporarily chaired by Gary Crawford

The notice advising of the AGM and inviting nominations for the new committee of 12 members was posted on the harbour notice board, the Groups website and circulated to members in advance of the AGM.

Gary asked those who were present if there were any nominees for the twelve Committee positions. Nominees, proposers and seconders for the office bearer’s positions were as follows:

Nominee(N) Proposed(P) Seconded(S)

Chairman (N)Ron Billing (P)R Thomson (S)S Crawford
Vice Chairman (N)Derek Murray (P)D Smith (S)M Smith
Treasurer (N)Doreen Smith (P)D Murray (S)R Thomson
Secretary (N)Robert Thomson (P)D Murray (S)D Smith
Assistant Secretary (N)Noel McGuile (P)M Smith (S)R Thomson

Ordinary Members (7no.)
Local Group Representative (N)Peter Charlesworth (P)R Thomson (S)R Billing
Harbour Users Rep (N)Kevin Craib (P)R Thomson (S)D Smith
Local Business Rep Pending
Moray Council Rep Pending
Community Council Rep Pending
Website Administrator (N)Malcolm Smith (P)R Thomson (S)D Smith
Funding Co-ordinator Pending


It was agreed to write to local businesses, Moray Council and Lennox Community Council seeking nominations for the above representative positions. The matter has already been discussed with Lennox Community Council who will consider a nominee at their next meeting on 30th April. The Group will seek to appoint a funding co-ordinator but it was noted that this task could not be done by one individual alone but would need to be a team effort with added support from officials from HIE (Moray) and Moray Council.


Chairman then took over


Any Other Business:

The Chairman then invited questions from the floor and discussions then followed on various matters including:

The current level of membership and the relatively poor attendance at the meeting. There are currently more than thirty members of the Group but it is hoped and anticipated that following the recent positive response from the Crown Estate and the launch of the informative booklet Portgordon Harbour – The Future to every household in the village then an increase in membership & support will follow. It was noted that potential funders would be more likely to award grants if we could demonstrate that the vast majority in the village supported the regeneration. This support can be proven with increased membership. Membership forms were available at the AGM or can be obtained from any member.

The venue for meetings was confirmed as being the Lampie Hoose for most Group meetings and the Lennox Inn for the more informal gala meetings.
The meeting was advised that it was unlikely that the full redevelopment costs could be met all at once hence the five year business plan. Therefore both the current owners (Crown Estates) and the Community as a whole would need to decide what level of available funding would be necessary for both parties to sign up to any agreements on harbour ownership.
There was also discussion on when the Group could start charging for the use of the harbour after taking ownership and what charges would be applied. It was recognised that initially it may prove necessary for PCHG to ask users to sign disclaimers until safety improvements were implemented. Harbour dues may also need to be introduced incrementally until all appropriate facilities are available.
The health & safety and legislative requirements were also discussed at length.

Members were asked to note that the programme for Gala Meetings is as follows:
28th April, 26th May, 30th June, 7th July and 14th July all at 7.30 pm in the Lennox Inn.

Notification of the next committee meetings will be made in due course.


Chairman thanked everyone for their attendance and formally closed the meeting at 8.30pm.

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