Laid, Polla and Port-Na-Con
Minutes of Meeting held
at Port-Na-Con House, on Friday, 14th December, 2001
Present: K. Black, L. Black, J. Blanco, S. Blanco, J. Mackenzie-Hillcoat, K. Mackenzie-Hillcoat, H. MacLellan, A. Marsham, G. Marsham, Y. MacKay, B. Meyer-Damm, E. Meyer, Jean Morrison, Joyce Morrison, A. Walker, J. Whitelaw
Apologies for absence
received from: L. Glob, C. Smith, L. Smith, F. Morrison, C. Curtis
In attendance as invited guests: F. Keith, K.MacRae
In the interim absence of a Chair, Mr. Meyer thanked Ken and Lesley Black
for their hospitality in hosting the meeting at their house, and also thanked
Mr. K. MacRae, as Chair of the Durness Community Council, and Mr. K. Keith, as
HRC Councillor, for attending.
1.
Approval of Agenda
The Agenda having been sent to all those on the Laid Register of Electors, Mr. Meyer asked for approval of the Agenda, which was agreed.
There were 2 letters of apologies for absence, one
from L. Glob and another from Mr. C. and Mrs. L. Smith, which would be read
later.
Jean Morrison handed in a proxy from F. Morrison.
2.
Introduction
Mr. Meyer said that the reason for forming the
Association was to further the interests of all the residents of Laid.
3.
Letter from Lotte Glob
A letter was received from L. Glob, dated 11th
December, saying she was unable to attend the meeting, but agreeing to join the
Association.
4.
Letter from Charles Smith
A letter was received from C. Smith, dated 12th
Deccember, saying he and Mrs. L. Smith were unable to attend, but agreeing to
join the Association. He also stated that he believed some people did not meet
Inland Revenue criteria for membership. This point was unclear, and it was
agreed to determine what he meant by this and to discuss the matter in more
detail later.
5.
General Discussion
Y. MacKay raised her father’s elegibility to become a member. It was pointed out that this was not possible because, even though her father has a croft in Laid, he is not a resident
6. Vote
on Association
There being no additional points raised, a vote
was taken on the formation of the Association, which was agreed unanimously by
those present, plus 3 postal votes (L. Glob, C. Smith, L. Smith), plus 1 proxy
(F. Morrison), 2 residents, Mr. C. Curtis and Mr. I. Black, did not attend the
meeting nor left any instructions.
7. Discuss Constitution
7.1. Name
After some discussion, it was agreed by majority voting that the Association should be called the Laid, Polla and Port-Na-Con Residents’ Association.
7.2. Objects
Mr. F. Keith suggested that the word ‘promote’ would be more positive than ‘defend’, which was agreed.
7.3. Membership
7.3.1. It was agreed to delete this point.
7.3.2. Agreed
7.3.3. Agreed, although it was pointed out that there are no current Byelaws’.
7.3.4. It was agreed by majority vote that entry on the Register of Electors should be the basis for eligibility for membership of the Association. An objection was lodged by Mr. K. Mackenzie-Hillcoat regarding the validity of Mr. E. Meyer’s status as resident, although he is entered on the Register of Electors. It was pointed out that this was not a matter for the Residents’ Association.
Mr. H. MacLellan said that his brother and sister-in-law, Mr. D. MacLellan and Mrs. E. MacLellan, would like to be members, but it was pointed out that at present they could not be included, because they were not on the Register of Electors.
Mr. F. Keith suggested that the word ‘current’ be inserted in point 3.4 of the Constitution, before the words ‘Register of Electors’. At present this refers to the Register of Electors issued on 1/12/01.
Mr. K. MacKenzie-Hillcoat wished to include in the minutes his comment that the electoral roll is not a reliable basis for defining residence, citing the inclusion on a previous roll of a person called Colin MacLennan, who turned out to be non-existent.
7.4. Management
7.4.1. It was agreed to delete the word ‘Committee’ before the word ‘Members’ (line 2).
7.4.2. Mr. F. Keith suggested that the Executive Committee should have an odd number of members, and it was agreed to add 1 other Member-at-large of the Executive Committee.
7.4.3. Agreed
7.4.4. Mr. F. Keith asked who would decide on what constituted a ‘conflict of interests’, and it was agreed that at this meeting it would be decided by the majority and in future by the Executive Committee.
7.5. General Meetings
7.5.1. It was agreed to hold the Annual General Meeting in March or April of each year.
7.5.1.1. Agreed
7.5.1.2. Agreed
7.5.1.3. Agreed
7.5.1.4. Mr. E. Meyer suggested that Ms. C. McGowan be approached to act as Auditor. This was agreed.
7.5.1.5. Agreed
7.5.1.6. Agreed
7.5.1.7. This will depend upon agreement by Mr. C. McGowan.
7.5.1.8. No other business
7.5.2. Extraordinary General Meeting: After some discussion, it was agreed that the number of members supporting the application for an Extraordinary General Meeting should be 33%.
7.5.3. Notices: It was agreed that 30 days’ notice should be given for the AGM and 10 days’ notice for an EGM.
7.5.4. Voting:
7.5.4.1. Agreed
7.5.4.2. Agreed
7.5.5. Quora: It was agreed that there should be a quorum of 50% for General Meetings and 3 Executive Committee Members for Executive Committee Meetings (see 4.2 above).
7.5.6. Changes to the Constitution:
7.5.6.1. Agreed
7.5.6.2. It was agreed to add the word ‘Extraordinary’ before ‘General Meeting’.
7.5.6.3. It was agreed to add the words ‘at least’ before ‘two members’.
7.6. Finance and Accounts
7.6.1. Agreed
7.6.2. Agreed
7.6.3. It was agreed to substitute the word ‘appointed’ for ‘elected’.
7.6.4. It was agreed to change the wording after ‘signed by’ to ‘2 out of 3 Office Bearers who are signatories with the bank’.
7.7. Dissolution
Agreed
8.
Vote on Constitution
The Constitution was voted on and agreed
unanimously by those present.
9. Appoint and Vote on Executive Committee
There were 5 posts to be appointed on the Executive Committee (see point 4.2 above):
9.1. Chair
E. Meyer - proposed by S. Blanco, seconded by A. Walker
For: 10
Against: 2
Abstentions: 3
E. Meyer was duly elected Chair
9.2. Vice-Chair
H. MacLellan - proposed by K. Mackenzie-Hillcoat, seconded by
J. Whitelaw
For: 5
Against: 10
Abstentions: 0
Jean Morrison - proposed by J. Blanco, seconded by A. Walker
For: 10
Against: 0
Abstentions: 5
Jean Morrison was duly elected Vice-Chair
Mr. K. MacKenzie-Hillcoat wished to include in the minutes his comment that he feels there is no conflict of interest between the Laid Grazings Committee and the Laid, Polla and Port-Na-Con Residents’ Association.
9.3.
Treasurer
A. Walker - proposed by H. MacLellan, seconded by S. Blanco
For: 12
Against: 0
Abstentions: 3
A. Walker was duly elected as Treasurer
9.4.
Secretary
J. Blanco - proposed by Jean Morrison, seconded by A. Walker
For: 13
Against: 1
Abstentions: 1
J. Blanco was duly elected as Secretary
9.5. Member-at-large
A. Marsham - proposed by J. Blanco, seconded by A. Walker
For: 13
Against: 1
Abstentions: 1
A. Marsham was duly elected as Member-at-large
S. Blanco said that, in view of the formation of this Association, the appointment of K. Black as representative of the householders on the Laid Grazings Committee was now void, and notice of this should be given to the said Committee.
F. Keith said that modest finance might be available to the Laid, Polla and Port-Na-Con Residents’ Association.
E. Meyer said that the money left from the TV Association could be transferred to a bank account in the name of the Laid, Polla and Port-Na-Con Residents’ Association.
There being no other business, the Chair declared the meeting closed.