Musselburgh Art Club Members Committee Meetings Minutes

2020 Rolling Committee Meetings during Corona Virus pandemic.

Click the Link below to open with Microsoft Word. (only if your pc has word installed) Or scroll down to see content of file. First a message from Pat Falconer our Club Secretary.

Hi Everyone,

I do hope you are all well and coping with the latest round of Coronavirus lockdown restrictions.

As promised, we held our (socially distanced) Committee Meeting last week to discuss the reopening of the Art Club.

After taking into account the recent announcements from the Government for further restrictions, the Committee has decided that re-opening has had to be postponed until restrictions are eased again. The finances have coped for 2019/20 but as we have a lack of income for 2020/21, our financial reserves will begin to run low. To that end, the membership fees will need to be paid in full when the Club re-opens in order to ensure we can have future use of the premises, as all bills, including rent, still have to be paid. Payment of fees are on hold until re-opening but the option to pay by instalment has been removed to make admin less complicated. The preferred payment of £95.00  is by bank transfer and the details are as follows:

Bank of Scotland – Sort Code: 80 22 60 – Account  Number: 19542667.

At the meeting, the Committee agreed a plan of action for the reopening, and this has been laid out in the Minutes, which you can access on the website. A deep clean will take place within the premises and this will be done by spraying the rooms with the recommended antiviral spray. In order for this to be done, I must ask all of you that have paintings (both stored and hung on the walls), personal belongings, equipment, etc. stored in the Club to please come and remove them ASAP. Each Member can have 1 visit of 15 minutes to enter the Club but they are not permitted to sit and under no circumstances allowed to paint. The condition of entry is that each member must clean the light switches, handles, etc. that they have touched, as they enter and leave. We are doing our very best to make your safety a priority on your return to the Club. PLEASE DO NOT FORGET TO WEAR YOUR MASK AND GLOVES.

In the meantime, it would be useful if you could reply to me indicating whether it is your intention to re-join the Club, whenever that may be.

Sorry it’s such a long-winded email and to be the bearer of bad news, but hopefully my next communication will have some better news for you all. Take care and keep well.

Kind regards

Pat Falconer

Secretary to Musselburgh Art Club

MUSSELBURGH ART CLUB COMMITTEE
MINUTES OF MEETING HELD ON
MONDAY 7 SEPTEMBER 2020 AT 2.00PM
Present: Kenny Taylor, Pat Falconer, Maureen Harkness, Anne Scott, Andy Malone, Robin Renton, Scott Sibbald
Apologies: Marian Henderson

  1. Thanks to Adele for everything she has done in reorganising and streamlining the accounts, etc
  2. Update on Douglas Findlay – he was a bit unwell at the start of his treatment but is now fairing a little better and has got his appetite back.
  3. Received the sad news of the death of Kathleen Stalker which was communicated to all members.
  4. Robin Renton was welcomed as new Treasurer and Andy Malone as a new Committee Member.

Setup

  1. Tables need to be re-sited as workstations and those not in use will be used as spacers between the workstations.
  2. No request for volunteers from membership for help in deep cleaning. Committee will do the initial tidying, throwing out and cleaning. Thereafter we will expect each member to be responsible for their own workstation. including cleaning the toilet, sink and handles before and after use to reduce the spread of germs to protect those using the toilet after them. Instructions will be left around the Club as reminders for everyone.
  3. We need all personal items and equipment cleared out of the wee room. The paintings on display need to be removed to prepare for the deep cleaning spray. The store cupboards will be locked.
  4. Andy will go through the attendance sheets to find out what is the average usage of the premises and will create an Excel spreadsheet to put on the website for all to see and there will also be a spreadsheet on display within the workroom.
  5. Each member must bring and take home their own disposable bag which should contain used antibacterial towels, antibacterial hand wipes if used, and any other rubbish materials they have used.
  6. Members are required to bring their own equipment and water containers for painting, and this can be refilled at the sink in the WC, as the main sink will now be blocked off. No jars or plates will be provided.
  7. Food and drink will be allowed on the premises, but no tea, coffee or biscuits will be stored in the premises, and the kettle and cups, etc will be removed. Members are advised to bring their own sandwiches and flasks of tea/coffee.
  8. MAC reference books, painting equipment and club paper will not be used or sold (including bubble wrap).
  9. Masks must always be put on before entering the Club and worn inside by everyone.
  10. The tables will be allocated numbers and placed at social distances of one meter between each table. One chair will be placed in the middle section behind each table to give an overall safety distance of two meters. (This distance will remain even if politicians decide it be decreased.)
  11. Antibacterial spray and antibacterial gel, both marked clearly with the table number, will be provided at each workstation.
  12. If switches are to be used (for lights and/or heating) they must first be wiped with antibacterial wipes, and any handles used must also be wiped. This will be the responsibility of the first in and last person out, including wiping the door handle on leaving. Instructions to follow will be placed around the room.
  13. When a member enters the club, they should select a free table. If all tables are taken, then they will have to come back another time. No pre-booking or “keeping a table for someone” is permitted.
  14. To allow as many members to attend the Club as possible, timed slots will be arranged, i.e. 10:00-13:00, 13:00-16:00 and evenings. To administer this would be too involved and time consuming, so tables are only available on a first-come basis to a maximum of eight. If no other members turn up for the next session then those already there can stay on, but in the event of someone arriving, the first in is first out. No pre-booking or reserving tables is allowed. The signing-in book will confirm times in the event of a dispute. If the tables are all taken at the 10 am session, then anyone arriving will need to leave. This will be less obvious for the following sessions as some members will just be extending their stay until somebody else arrives, so it will be necessary to ask and check the book. The majority of the Committee are in favour of the 3-hour time slots, and Andy is preparing a spreadsheet that shows the average number of members attending on each day, to give all members an idea when would be the best time to go to the Club.
  15. Once a member chooses a table, they must immediately use the antibacterial gel on their hands and spray the table with the antibacterial spray.
  16. Each member must use their own pen/pencil to sign in/out and hand gel will be provided at the door.
  17. Lists of instructions will be displayed around the room.
  18. Before leaving the club, each member must spray their table with antibacterial spray.
  19. It is up to other members to point out any accidental breaking of these rules and not showing RESPECT FOR OTHERS.
    Treasurer
    Robin Renton has agreed to take on the role of Treasurer and will arrange to meet up with our present Auditor to go over the accounts.

Fees
At the moment, the finances have coped for the 2019/2020 year, but as we have not held our Exhibition this year, our financial reserves will begin to run low due to lack of income for 2020/2021. No subscription fees will be requested at the moment, but the membership fees will need to be paid in full when the Club re-opens, as all other bills, including rent, still have to be paid to ensure we can have the future use of the premises.
Enquiries were made to East Lothian Council regarding a “rent holiday” but it was decided that there was nothing to be gained from this as the full amount would just have to be paid at a later date.
Monthly payment of the membership fees will now be ceased.
Bank transfer details for the payment of fees is as follows:
Bank of Scotland – Sort Code: 80 22 600
Account Number: 19542667

AGM
Decisions will be made at a later date.
Date of Next Meeting:
A Committee Meeting was arranged for Monday 21 September to commence the cleaning and clearing out but has been cancelled due to the change in Coronavirus lockdown arrangements.
No Zoom meetings will be held at the moment.

As the club advised at the last AGM we will publish the minutes of the meeting onto the Club website.
This page has a password and is for fully paid members of MAC and you may have to enter the password more than once.

You must have a document reader installed on your device and you may have to enter the password more than once.

In the event of any questions or suggestions please email the club secretary directly but please appreciate we can not support the members access to the webserver. 

Club Minutes 2018-2019
Rolling file with new section at top of document.

MUSSELBURGH ART CLUB

COMMITTEE MEETING MINUTES 4 February 2019 19:00-21:00

¬¬In attendance: Jean, Kay, Kenny, Maureen, Scott, Sheila

Absences: Adele

1 Previous Meeting Minutes

Kay confirmed that the November meeting minutes would be available soon. December’s minutes were read and approved.

2 Update on Treasurer Position

Adele to take over as Treasurer from Kathleen soon. Names need to be changed on the club account.

3 Exhibition News

A sub-group is to be formed to look after the summer exhibition. Alistair is looked for another non-committee member to join him and Adele and is looking for suggestions on how the planning to be organised.

The Town Hall is provisionally booked – just a H&S form to complete (Scott to action). Charlie Roper will be contacted to discuss H&S issues and to provide a list of contacts for the exhibition. Also need to check if public liability insurance is covered through the SAA – Scott to contact them.

Set-up instructions for the exhibition, booking form etc. should be written up for all to use. Maureen to speak to Douglas about how it has been done previously.

Maureen purchased a cash box for use at the exhibition to make cash handling easier. It was suggested that committee members all take a turn at opening up with the cash taken away at the end of the day, with the cash box and float left at the Town Hall. To be discussed with Adele at the next committee meeting.

Wine glasses need to be sourced for the opening night. These were priced up during the meeting.

Maureen has prepared a list of members’ paintings that are displayed outside of club premises (Levenhall and the surgeries). Members are to be contacted for new paintings to display and the current artwork needs to be rotated. The set-up is to be completed by Maureen with assistance from other members – an email to be sent out once dates are known.

4 Website – Members’ section

Scott has created a password-protected members’ section on the Club website. This will include meeting minutes, Constitution and other notices, and will also include a section for members to leave messages. This will be managed by Scott.

5 Storage at the club house

Eileen brought up the issue of paintings / blank canvases being stored in the drying racks and taking up space that others may need – members are to be contacted to remove paintings if they are no longer being worked on in order to free up space.

6 AOB

A Suggestions Board is to be set up at the club house with Post-It notes for members to leave comments and suggestions for the club.

A letter about TV licensing has been received. They have been notified that the club doesn’t require a licence.

The hot water tap is to be replaced again as it’s been overtightened and isn’t working properly. Hot water is a necessity so the work does need to be done.

The Club was contacted recently by someone wishing to donate art materials. If anyone else contacts the club we are to ask what the donation is so it can be discussed by the Committee before anything is accepted.

Date of next meeting: Monday 4th March, 19:00.

Minutes from Musselburgh Art Club committee meeting 17th December 2018

Present: Adele (Chairperson), Alastair, Robin, Jean, Eileen, Maureen, Kenny
Apologies : Kay, Scott

 

1/. No minutes available from last meeting. Kay has had work commitments but will have them ready for next meeting.

2/. No update available. Kathleen (Treasurer) has had other commitments and not been able to attend to any Club matters.
Adele advised that she already has the  paperwork to update the signatories at the bank when Kathleen officially leaves the post of Treasurer. 
The current membership numbers are not known. The important matter of nonpayment of membership fees will be discussed after Adele assumes the role of Treasurer in February. Fees remaining unpaid four months after the due date is unacceptable.

3/. The joint Crit night with Musselburgh Camera Club and MAC has been arranged for Thursday 28th March 2019 at the Fisherrow Community Centre. Peter Gray (MAC member) has agreed to crit our artwork and John Fowler (MCC member) the photography.

4/. Scott will explain more at our next meeting about the member’s area on the website and provide training on how to use it for accessing Treasurer’s reports and minutes which will be stored there.

5/. Alastair has the know- how and experience in obtaining grants and already has some ideas on who to contact. Such funding could be available for maintenance, promoting the annual exhibition, tutors. A small sub committee would be created including Alastair, Adele and one other Club member. The membership will be approached for any ideas and suggestions. 

6/. Maureen has a book listing all painting displayed outwith the Club at Levenhall Community Centre and the Tesco Surgeries and will arrange for photocopied sheets to be displayed for members to see.

7/. Robin is to contact Douglas about booking the Old Town Hall for period 31/07/19 to 10/08/19 and any other information about preparing for the summer exhibition. It was proposed to create sub-committees including Club members to prepare for the exhibition. Volunteers will be needed as it is too much work for the Committee alone.

8/. DONM – 4th February 2019. Chaired by Kenny.

 Minutes from Musselburgh Art Club committee meeting 17th December 2018

Present: Adele (Chairperson), Alastair, Robin, Jean, Eileen, Maureen, Kenny
Apologies : Kay, Scott

1/. No minutes available from last meeting. Kay has had work commitments but will have them ready for next meeting Completed & published.

2/. No update available. Kathleen (Treasurer) has had other commitments and not been able to attend to any Club matters.
Adele advised that she already has the  paperwork to update the signatories at the bank when Kathleen officially leaves the post of Treasurer. 
The current membership numbers are not known. The important matter of nonpayment of membership fees will be discussed after Adele assumes the role of Treasurer in February. Fees remaining unpaid four months after the due date is unacceptable.

3/. The joint Crit night with Musselburgh Camera Club and MAC has been arranged for Thursday 28th March 2019at the Fisherrow Community Centre. Peter Gray (MAC member) has agreed to crit our artwork and John Fowler (MCC member) the photography.

4/. Scott will explain more at our next meeting about the member’s area on the website and provide training on how to use it for accessing Treasurer’s reports and minutes which will be stored there.

5/. Alastair has the know how and experience in obtaining grants and already has some ideas on who to contact. Such funding could be available for maintenance, promoting the annual exhibition, tutors. A small sub committee would be created including Alastair, Adele and one other Club member. The membership will be approached for any ideas and suggestions. 

6/. Maureen has a book listing all painting displayed outwith the Club at Levenhall Community Centre and the Tesco Surgeries and will arrange for photocopied sheets to be displayed for members to see.

7/. Robin is to contact Douglas about booking the Old Town Hall for period 31/07/19 to 10/08/19 and any other information about preparing for the summer exhibition. It was proposed to create subcommittees including Club members to prepare for the exhibition. Volunteers will be needed as it is too much work for the Committee alone.

8/. DONM – 4th February 2019. Chaired by Kenny

MUSSELBURGH ART CLUB

COMMITTEE MEETING MINUTES                                                          15 October 2018             19:00-21:20

­­In attendance: Adele, Eileen, Kathleen, Kay, Kenny, Maureen, Scott

Absences: None

1            Kathleen

              Kathleen announced her resignation from the role of Treasurer. She will continue with the accounts until the end of January but won’t participate in any more committee meetings.

              Adele agreed to take on role of treasurer, with assistance with post, banking etc. Assistance with this role does not necessarily need to be someone from within the club.

2            Exhibition

              The annual exhibition is the next major event the committee need to consider. Booking for the venue will need to be done soon.             

              Separate management team required for organising the exhibition? Douglas has agreed to carry on helping out with this but it is a lot of work just for a small number of people. A committed team sorted out early on will be needed for it to go ahead.

              Speak to club members directly rather than an anonymous email (about exhibition as well as committee membership) – very few people replied the last time this was tried.

3            Committee Issues

              There are six committee members at present. This is the minimum number that there can be as per the constitution. If not all committee members attend a meeting, the meeting cannot go ahead.

              Need to ask club members if they want to join the committee. It would be good to have more than eight members, so that it is not imperative that everyone turns up for each meeting.

              Kay to send email to all club members regarding the changes to the committee and the need for new members. There is to be an open invitation to the next committee meeting for any interested members.

4            Suggestions

              Painting ledge on end wall – to allow artists to put their work against a blank wall and look at it from a distance. Adele to take measurements and speak to Robin Renton (who came up with the idea) to action this.

              The wall of paintings within the club house was discussed. It was agreed that the paintings need to be refreshed and that members will be contacted to put new paintings up.

 

5            Other issues

              Need to look into when OSCR renewal is due and how to go about this.  

              Constitution needs to be updated re: removing ‘Junior’, ‘Student’ and ‘Honorary’ membership. Kay to action.

              The suggestion of club events, e.g. sketching outings, exhibition visits was brought up. Any such events should be communicated to members via email as well as posting notices at the club house.

6            Club membership

              Membership cards – some members were unaware of these. Adele to find template so these can be issued to members.

              A reminder about membership renewals, along with bank details for anyone wishing to pay online, will be sent out very soon.

              A system is needed for membership details to be stored electronically.

              Website: to reduce the number of people contacting the club about membership, Kenny suggested mentioning on the website the popular days/times at the club house so prospective members can drop in. Members’ contact details should not be put on the website.

              Membership forms should be more accessible – shouldn’t be kept in the locked cupboard.

Date of next meeting: 12 November 2018 at 19:00.

 

 

 

info@musselburghartclub.com

 www.musselburghartclub.com

https://www.facebook.com/musselburghartclub/

Email to info@musselburghartclub.com

 Musselburgh Art Club is a registered charity number SC004305 and is supported by East Lothian Council. 

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