Harbour News

Image: Information relating to our meetings

Portgordon Community Harbour Group Ltd
www.portgordonharbour.org

Minutes of the Portgordon Community Harbour Group Committee Meeting held on Monday 14th June 2010 at 7.00pm at the Lampie Hoose, Portgordon.

1. In attendance: Ron Billing, Derek Murray, Bob Thomson, Peter Charlesworth, Malcolm Smith, Sarah Thom.
Apologies: R McGuile, N McGuile, M Keenan, H Carter, L Nisbet, B Nisbet
Welcome: The Group welcomed Sarah to the meeting and gave a brief history of the Groups activities and our aims and objectives.

2. Minutes of previous meetings: The minutes of the meeting held on 29th March 2010 were unavailable (RT to action). The minutes of the AGM held on 21st April 2010, which were circulated soon after the AGM, were approved (proposed RT, seconded MS).

3. Matters arising: There were no matters arising from previous minutes.

4. Fundraising Sub-Committee Report (meetings on 29/4, 7/6): It was noted that a Sub-Committee was formed on 29th April with LN appointed as Chair. The Sub-Committee are tasked with developing and progressing funding applications as necessary and are required to report to the full Committee on progress. In the absence of the Sub-Committee Chair DM outlined the main points of the minutes of the 7th June meeting and drew the Committee’s attention to the action plan now held on goggle docs (circulated to sub-committee by LN 13/6). This action plan has tasked individuals with updating the business plan, collating funding information/requirements, progressing funding bids and reporting on progress to LN by end June. DM also reported on discussions held between LN and Mel Keenan on funding. MK hopes to be able to attend next scheduled funding meeting on 6th July.

5. Portgordon Harbour Act update: RT had previously written to R Lochhead seeking advice and assistance with this matter. RT has now received a response advising us to contact HIE (Moray) on the matter and RT to progress this. DM had previously written to Smiths Gore regarding the possibility of re-inacting the 1854 Act. In December 2009 Smiths Gore indicated that they were seeking Crowns approval to investigate this matter further. DM has now written to Smiths Gore (11/6/10) requesting an update.

6. Google Documents: DM indicated that there was still a requirement for members to log voluntary hours on goggle docs through a link provided by MS previously. He also indicated that other fundraising documentation will also be held on goggle docs for reference / amendment as necessary.

7. Treasurers Report:

7.1 Approval of Accounts 2009/10: In the absence of the Treasurer (NMcG) DM circulated a copy of the Groups approved annual accounts for 2009/10, which were unavailable at the AGM. These accounts were approved by our Accountant, Murdo Morrison, signed as correct by the Chairman RB on 31st May, and noted by the Committee.
7.2 Bank Accounts: A report from the Treasurer was noted, the main issue was an agreement at a Gala Sub-Committee meeting on 31st May that Portgordon Gala should have a separate account from PCHG Ltd. The PCHG Ltd account now stands at £3652.49 and the Portgordon Gala account stands at £1801.55.
7.3 Signatories: It was noted that the bank only allow 4 signatories therefore the outgoing Treasurer (DS) would be replaced as a signatory by incoming Treasurer (NMcG). DS remains as one of 4 Directors of PCHG Ltd.
7.4 Donations (to & from PCHG): It was noted that donations had been gratefully received from Mr J Sutherland and Mrs C Russell and that letters of thanks have been sent to both by DM on 10/6/10.
There was further discussion on an earlier proposal to send a donation to the Lampie Hoose in return for its ongoing use as the Group’s venue for meetings. A sum of £100.00 p.a was considered appropriate. It was agreed that RT would send a letter of thanks along with a cheque for £100.00 to the Lampie Hoose.
7.5 Other issues: It was noted that letters received from Companies House dated 29/4/10 and to all the Directors dated 28/5/10 concerning our annual return of company details has now been attended to by RT. It was also noted that clarification from the Treasurer is also required on a small number of accounts.

8. Reports from Representatives:

8.1 Website – MS gave an update on the website with hits continuing to rise, helped by the introduction of Twitter 3 months ago and Facebook last week. The blog and alternative blog continue to be popular and bring people into the main site. It is possible that we are heading for record viewing figures this month.
8.2 Local Groups – It was noted that DM, RT and NMcG attended the Village Hall AGM on 22/4/10. R McG has been appointed Treasurer of the Village Hall.
8.3 Harbour Users – In the absence of the Harbour Users Rep DM asked if any members were aware of any issues for the users. RT/RB will discuss any forthcoming Gala matters with users as necessary.
8.4 Local Businesses, Community Council, Moray Council – No reports.

9. Gala Sub-Committee Report (meetings 1/3, 29/3, 26/4, 31/5): At the Gala meeting on 1/3/10 it was agreed that RT would Chair the Gala Sub-Committee. RT still to circulate the latest action sheet after the meeting on 31/5/10. The amended raft race rules (incorporating £100 charity prize fund) were circulated for comment on 8/6/10. The rules and entry form have now been placed on the Web and the race will be promoted by RT (but every member is encouraged to find willing participants). Information and booking form for stallholders is nearing completion by DM highlighting approved charging regime. Posters and flyers being prepared by RT & DM (through Moray Desktop publishing). Car boot advertised through car boot sale websites. It was also gratefully noted that a local company has pledged sponsorship of the Pipe Band. It was agreed that the date for the next gala meeting would be changed to Tuesday 29th June 2010.

10. A.O.C.B: It was noted that MS was continuing to develop the declaration of interest in future berths. This notice will be placed on the web and local harbour notice boards in order to gauge the level of interest and assist business planning. There was discussion on the amount of information to be provided, length, beam, draft etc and it was agreed that this info would be useful.
It was also noted that we have received an email form Mr Martin Latimer of marine consultants CSM Scotland offering their services. It was agreed that DM would respond to this email and open initial discussions only at this stage.

11. Date and time of future meetings:
Gala: 29/6, 12/7, 19/7
Fundraising Sub-Committee: 6/7, 3/8, 7/9, 5/10
Committee Meetings: 27/9, 29/11, 31/1, 28/3
AGM: 4/5/11
All meetings at Lampie Hoose 7.00pm except AGM (Village Hall 7.30pm)

End

Chairmans Report to the Annual General Meeting 2010

Image: Ron Billing - Chairman

7TH ANNUAL GENERAL MEETING – 21ST APRIL 2010 – LAMPIE HOOSE, PORTGORDON
CHAIRMANS ANNUAL REPORT

Thank you all for coming this evening.

It’s my job to present to the AGM the Chairman’ s Annual Report and I hope to outline some of the highs and lows experienced by the Group over the last 12 months as we carry on with our endeavours to regenerate the harbour area for the benefit of the whole community.

Portgordon Community Harbour Group were pleased to recently announce that a major step forward has been taken on our road to achieving the dream of redeveloping the Harbour. Late last year the Group were delighted to receive news from the OSCR (Office of the Scottish Charities Regulator) that they had finally been successful in achieving Charitable Status and are now a Registered Scottish Charity (SC 040805). As you may be aware, since the Group were first formed back in 2003 a huge amount of work has been going on behind the scenes by way of detailed feasibility studies, business planning, attending seminars, designing and then costing of the proposed regeneration works. We have crossed many hurdles on the way including convincing the harbour owners, the Crown Estate, that what we are proposing is a viable business opportunity. However, the Group have always recognised that any bids for funding would benefit greatly by us becoming a charitable organisation. This was finally achieved in late 2009 and this recognition has given the Group the confidence it needed to press ahead with its bids for grant funding.

The Group also received a further boost in December when the Lord-Lieutenant of Banffshire, Mrs Clare Russell, kindly agreed to become our Patron and she provided us with a valuable letter of support expressing her enthusiasm and support for the project which she considers will be a most valuable asset to Portgordon and the wider community. If I may quote Mrs Russell who said that the project will “ provide multiple benefits to Portgordon and the surrounding area including strengthened tourism, increased economic prosperity and stronger promotion of the Banffshire coast’s maritime heritage resources”. She also indicated that she “would strongly support the granting of funds to this significant regeneration project”.

There is no doubt that the Group and many in the Village are delighted to have received the support of the Lord-Lieutenant and that her appointment as Patron lifted the spirits of Group members after many years of hard work by the Committee to get the Group into a position where it could now confidently bid for the major funding needed.

PCHG have prepared and submitted detailed applications to funding organisations in recent months and despite being unsuccessful with some initial bids the Group have been encouraged by the positive feedback received from potential funders who have been impressed by our plans for the harbour and the quality of the bids. This has given us the encouragement to press ahead with further applications and a detailed funding plan has been prepared covering multiple projects within the overall regeneration plan. We acknowledge that securing funding is challenging, particularly with the current economic climate. Most grant awarding bodies are in a position to only “part” fund a project of this scale. Many funding organisations also wish to see match funding in place before they are prepared to award a grant. The key will be securing the first grant and then, hopefully, further funding will follow. However, despite some initial setbacks we remain confident that funding will eventually be secured. I must also reiterate that further public consultation would be required within the village before any major decisions were made concerning the Harbour. The harbour regeneration remains very much a community project and the future intention is that the harbour is owned and operated by the community, for the community.

Last years Raft Race & Gala Day was again a huge success, despite our typically British summer weather continuing to challenge our spirits. The Group are tremendously grateful to all those who contributed to the event, be they performers, exhibitors, helpers, stall holders, local groups, sponsors and particularly the public who continue to support the day. We are now pressing ahead with plans for this years annual Gala Day, the Groups 7th event, which takes place on Sunday 25th July. We are always keen to hear from any other local groups or individuals who may be interested in getting involved. The event requires a great deal of planning, organisation and running on the day and it’s success, and more particularly its future continuation, depends solely on the support of volunteers in the local community. Therefore anyone interested in getting involved are more than welcome to come along to any of our Gala Meetings, the next one being this coming Monday, 26th April at 7.30pm in the Lampie Hoose.

We will continue to try and keep the community fully informed of the Groups activities, particularly through our dedicated website, www.portgordonharbour.org The website, under the commendable stewardship of Malcolm Smith, continues to grow in popularity with the number of visits to the site by-passing an incredible 14,000 in the last 12 months. With this level of interest membership numbers continue to grow and I would encourage anyone with an interest in the project to demonstrate their support and become a member. The Group are also indebted to Taylors the Chemist of Buckie for their continued sponsorship of the website.

On a similar note the Group are also grateful to Mr John Sutherland from Elgin whose family originates from Portgordon. John has written a book about advertising in the Elgin area from 1910 to 1960 entitled “From Alvis to Elvis”. John, who is a keen supporter of the Group, has kindly offered to donate £1 from each sale of his book to the Group’s funds and I would therefore encourage you all to purchase a copy of this very interesting publication.

Continuing with financial matters I can confirm that the Group remains on a firm, albeit limited, financial footing. Increased public involvement in helping us organise local fundraising events would provide a welcome boost and increase the profile of the project.

And finally I would like to thank again most sincerely the stalwart efforts of the core of members that have done so much over the past year.
Thank you all for listening!

Ron Billing
Chairman
Portgordon Community Harbour Group

Minutes of the AGM held on 21st April 2010

Minutes of the Portgordon Community Harbour Group Ltd’s
7th Annual General Meeting
held on Wednesday 21st April 2010 at 7.30pm
in the Village Hall, Portgordon.

In attendance:

Committee Members: Ron Billing (Chairman), Derek Murray (Vice-Chairman), Bob Thomson (Secretary), Malcolm Smith (Website Co-ordinator), Noel McGuile (Asst Secretary) Peter Charlesworth (Local Groups Representative) Liz Nisbet (Funding Co-ordinatior) Bill Nisbet (Funding Co-ordinator), K Craib (Harbour Users Representative), Hamish Carter (Community Council Representative).

Members / Public: J Sutherland, R Matraves, M Keenan, K Griffin, T Matthews and Cllr G McIntyre.

Apologies for absence:

Doreen Smith, Neil Innes

Welcome by Chairman:

Ron Billing and Derek Murray, Group Chairman and Vice Chairman, opened the meeting and welcomed everyone in attendance.

Minutes of Previous AGM (23rd April 2009)

The minutes of last years AGM were approved and there were no matters arising.

Chairman’s Annual Report:

Ron started his report by again clarifying the fact that the Group did not yet own the Harbour, but had a Letter of Intent from Crown Estates stating that we could purchase the Harbour for the nominal sum of £1 once substantial funding was in place. He encouraged everyone with an interest or ideas about the project to attend our regular meetings held in the Lampie Hoose.

He offered thanks to the Lord Lieutenant of Banffshire, Claire Russell who has been kind enough to become a Patron of the Harbour Group. He also thanked Taylors the Chemist for their continued sponsorship of the website which had attracted 48,000 hits in the last year with 14,007 visits. Mr John G Sutherland was unanimously applauded for donating £1 of the proceeds for every copy of his book “From Alvis to Elvis!” sold. So far he has donated £55 to the Harbour Group.

He informed the AGM, that since last year, Charitable status had been achieved but that recent bids for funding had been rejected. However, the funders were happy with our submission and positive feedback was received. He 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 Sunday 25th July and encouraged local groups and organisations to get involved.

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

(The full Chairman’s Report can be found on the website and on the harbour noticeboard)

Secretary’s Report:

Bob Thomson advised the meeting of the constitution and organisational structure of PCHG Ltd which included 4 Directors. Any members wishing to become a Director are invited to discuss the matter further at any time. Membership forms were available for any possible new members.

Bob also advised on progress with the project. The Business Plan was constantly under review and being rewritten, which presented the opportunity for any new ideas to be incorporated. Derek and Bob provided further information on the recent funding bids including £99k to the Governments 3rd Sector Enterprise Fund and £269k to the Crown’s Marine Communities Fund.

Derek stated that there had been tentative talks last year between the Harbour Group and the Village Hall Committee. It was noted that the Hall Committee was currently consulting with the village on a possible refurbishment project. Villagers were encouraged to respond to the questionnaire and attend the Hall AGM on 22nd April.

In recent years, the main fundraiser had been the Gala Day, but more help was needed in raising funds if we are to demonstrate to grant funding bodies that we are serious about the project. Local Groups and individuals are encouraged to get involved and the dates of future gala meeting were noted including the next meeting on 26th April.

The development of the Group’s website throughout the year was highlighted with the addition of blog pages and a link to Twitter. Visits to the site had increased by 37% over the year.

Treasurers Report:

In the absence of Doreen Smith (Treasurer), Derek gave a summary of the Groups accounts and stated that the Directors Report and Financial Statements for the year ending 31st March 2010 were currently with the Accountant, Murdo Morrison of Fochabers for auditing. Once signed off the audited accounts would be available for inspection on request. Funds currently stand at £5870.69.

Derek indicated that Doreen had decided to stand down as Treasurer of the Group after 7 years of service and on behalf of the Committee he thanked Doreen for her work over many years, particularly her input into gala day, which will be sorely missed.

Election of Office Bearers:

The existing office bearers then resigned their posts and Noel McGuile temporarily chaired the meeting.

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.

Noel asked those who were present if there were any nominees for the 12 Committee positions. Nominees, proposers and seconders for the office bearer’s positions were as follows:

Position Nominee(N) Proposer(P) Seconder(S)

Chairman Ron Billing(N) D Murray(P) R Thomson(S)
Vice Chairman Derek Murray(N) P Charlesworth(P) L Nisbet(S)
Treasurer Noel McGuile(N) L Nisbet(P) R Thomson(S)
Secretary Robert Thomson(N) L Nisbet(P) K Craib(S)
Assistant Secretary Riz McGuile(N) P Charlesworth(P) R Billing(S)

Ordinary Members (5no.)
Local Group Representative Peter Charlesworth(N) N McGuile(P) D Murray(S)
Harbour Users Rep Kevin Craib(N) R Thomson(P) N McGuile(S)
Local Business Rep Mel Keenan(N) N McGuile(P) K Craib(S)
Website Co-ordinator Malcolm Smith(N) R Thomson(P) R Billing(S)
Funding Co-ordinators Liz & Bill Nisbet(N) D Murray(P) R Billing(S)

There are 2 co-opted positions on the Committee:
Moray Council Rep Pending
Community Council Rep Hamish Carter

The position of Local Business Rep was filled by Mel Keenan of Keenan Recycling Ltd and he was warmly welcomed onto the Committee. The position of Moray Council Rep remained vacant and the reasons for this were discussed. Technical assistance or advice was available on request but the situation will be reviewed accordingly.

Ron then took over the chair.

Any Other Business:

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

The possibility of increasing youth involvement within the Group was raised and will be considered further.

The possibility of having a PCHG notice board within the Lampie Hoose will be considered. The Group noted their appreciation to the Lampie Hoose for its use as a meeting venue.

The venue for meetings was confirmed as being the Lampie Hoose for Group meetings and the more informal gala meetings. Members were asked to note that the programme for Gala Meetings is as follows:
26th Apr, 31st May, 28th June, 12th July, 19th July all at 7.30 pm in the Lampie Hoose.

The next funding meeting will be held on 29th April and notification of the next committee meetings will be made in due course, usually 6 per annum.

Those present were then invited to view any of the documentation available on the project including previous feasibility studies and the business plan.

Ron thanked everyone for attending and formally closed the meeting at 8.50pm.

END

Committee Meeting - January 2010

Minutes of the Meeting of the Portgordon Community Harbour Group held on Mon 25th January 2010 at 7.30pm in the Lampie Hoose.

Present:
R Billing Chairman
D Murray Vice Chairman
R Thomson Secretary
P Charlesworth Local Group Rep
E Nisbet Fundraising Co-ordinator
W Nisbet Fundraising Co-ordinator
Malcolm Smith Website Co-ordinator
Hamish Carter Community Council Rep

1. Welcome and Apologies
1.1 DM welcomed everyone and introduced the new representative of the
Community Council to the meeting explaining the role of the Community Council within our structure.
1.2 Apologies from N. McGuile, D. Smith.

2. Minutes of Previous Meetings
2.1 Minutes of previous meeting held on 30th November were agreed as a true record.

3. Matters arising
3.1 There were no matters arising from the previous meeting.

4. Patronage
4.1 A letter of acceptance as our Patron has been received from Mrs Clare Russell arrangements will be made for the announcement when we receive a decision on our funding applications. RB to prepare a statement incorporating charitable status. DM to contact CR for her input.

5. Log of hours
5.1 The format for logging hours via the website link is progressing, MS & EN to finalise before going live in the following weeks. Everyone was asked to back check all their hours as far as possible, this may take a while.
6. Website advertising
6.1 MS received cheque of £12 for advertising fees and provided the committee with results from advertising on the website blog and presented a slightly different format for advertisers, everyone agreed with the content and its presentation.

7. Portgordon Harbour Act.
7.1 Crown Estates have been asked if they will investigate the re-opening of
the “Harbour Act”, no reply as yet. RT to mention it to David Philips of the CMF.

8. Major Fundraising Bids
8.1 RT volunteered to assess the overall project to provide a standard template
for fundraising activities, also to attempt a spreadsheet using the “MS
Project” format. A separate meeting will be held on the 15/2/10 to discuss
existing bid results.
8.2 RT has arranged to meet with HIE on the 5th Feb to discuss future funding
and again after 15th Feb or when current bid results are known.

9. Local Fundraising

10. Treasurers Report
10.1 The treasurer DS submitted a report for the Group and the Gala day, it was
felt that a more detailed report on Gala income and expenditure should be produced to identify areas where we could economise etc. DS to investigate and analyse for next gala day if possible.

11. Reports from Other Groups
11.1 HC from the CC has a meeting arranged to discuss the PCHG in more
detail with the CC.

12. AGM
12.1 The AGM will be held in the Village Hall on the 21st April at 19.30, notice
and booking of hall to be finalised.

13. A.O.C.B.
13.1 EN has suggested that we look into the possibility of providing outdoor Gym
Equipment for the harbour area, once the costs have been identified, we
will discuss funding, areas and any permissions required.

14. Date and Time of future Meetings

1/3/10 Gala
29/3/10 (Committee & Gala joint meeting)
21/4/10 (AGM)
26/4/10 Gala
31/5/10 Gala
28/6/10 Gala

There being no further business DM closed the meeting