EAST WILLIAMSTON COMMUNITY AND HALL ASSOCIATION
Charity No. 1168964
Meeting of Trustees – 12th April 2021 at 7.00 pm
Charity No. 1168964
Meeting of Trustees – 12th April 2021 at 7.00 pm
Note: Due to Covid-19 restrictions it was not possible to hold the meeting with trustees present in person. It was therefore agreed by the trustees in accordance with clause 19(4)(a) of the Association’s constitution that it would be held by electronic means by which all those present could communicate with each other. The meeting was convened using the Zoom app.
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair),Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas, and Cliff Williams.
Note: Due to technical difficulties, Doug, Ian and Jill Thomas left the meeting after “Hainey Moor Up-date”.
Apologies:
None
Minutes:
The minutes of the meeting held on 8th February 2021, which had been circulated previously, were approved.
Treasurer’s Report:
Kathy’s reported as follows:
Accounts: With so little activity and further generosity from PCC our bank balance continues to improve and is £32,133 with £384 in petty cash. We have received a further £4000 from PCC under their non-residential rates funding. During the month I paid our insurance premium of £930 and £342 to the electrician. Other expenditure included a direct debit from Swalec for £80.72 and membership of PAVS for £30. This year this hasn't been of much benefit, but their courses and events are usually worthwhile.
We had emergency expenditure of £102 to Pembrokeshire County Council to deal with the rats in the allotments. A second visit was paid today, but the problem still exists (as of 09 April).
We have had a rates bill for £2,568. In common with all charities this is covered by national and local government relief and therefore there is no charge to ourselves. In the event that local or national government changes its mind this is a cost we may have to bear in the future.
Bank Account: It is increasingly the case that payments need to be made by BACS, directly from the bank and cheques are no longer acceptable. I have had to pay the insurance, electrician charges and rat catcher out of my own account and then be reimbursed by cheque. This is not efficient and I still have to be reimbursed for the rat catcher's charges.
As our existing bank mandate with HSBC requires two signatures it has proved impossible to set up on line banking. We could change the mandate to require only one signature and put suitable checks in place with someone other than the treasurer carrying out the bank reconciliation etc. I recently attended a webinar by the Charities Aid Foundation which has a banking arm. This provides a mandate with two signatories and allows on line banking. To make payments one individual sets up the payment and a second individual authorises it. I suggest this is a preferable solution and ask the trustees agreement to prepare the paperwork.
It was unanimously agreed that Kathy should prepare the paperwork as recommended.
Jubilee Park & Nature Trail:
It was reported that two new walks have been created in the Park. The Friends will now concentrate on footpath maintenance.
Jill Ensom reported that some of the information boards are in a poor state and suggested they be replaced. Ian agreed to raise this with the Community Council but warned that it was unlikely to agree to replacements due to the cost.
Ian reported that the Community Council will be replacing almost all of the equipment in the play area in the near future. Sian suggested that something for disabled children (e.g. a scoop swing) should be included. This is to be raised at the next Community Council meeting.
Car Parking:
While discussing the Park, the trustees also considered the question of car parking. Doug said that whilst the increasing use of the Park and the play area should be seen as a success it was exacerbating the already serious problem of the lack of car parking space in the village, which was also restricting the potential use of the Community Hall.
The total capacity for car parking in the village is about 12 car spaces. He has been receiving regular complaints from residents about vehicles parking on the grass areas around and on the Common and it has been noticed that cars are now also parking along the grass verge between the village and the east entrance to the Park.
It was agreed that posts should be erected to stop parking on the Common and the adjacent verges.
Ian suggested that overflow parking could be created along the grass verge between the village and the east entrance to the Park by fixing matting similar to the area of the Green adjoining the churchyard. It was pointed out that the verge is owned by Pembrokeshire County Council and that their permission would need to be obtained. It was agreed to investigate this further.
Another suggestion was to create a car park in Hainey Moor in accordance with the planning permission already granted. Kathy pointed out that, in order to obtain insurance for public use any parking area would have to be surfaced to make it safe for such a use.
Hainey Moor:
Ian reported that work had continued to mark the boundary so that a circular route connecting it to the Park can be created. The next step is to prepare an action plan in conjunction with the Community Council/
Allotments:
Kathy reported that all the allotment rents are now paid and two 'half' allotments, at £15 each pa remain unoccupied.
She also reported that the notice board in the allotments is in a sorry state and suggested it should be repaired or replaced. It was agreed that it should be replaced with one of the old notice boards from around the community.
Community Hall:
Kathy reported that the electrician had removed the hand dryers from the toilets and that she had informed the insurers.
Sian had obtained prices for replacing the hand dryers with hand towels as follows:-
3 dispensers (@ £16.99 each) - £50.97,
3000 towels - £ 17.20 and 3 pedal bins (@£ 17.99 each) - £53.97,
a total of £122.16.
It was agreed to purchase these immediately.
Kathy reminded the trustees that £500 had been donated to the Association in memory of Graham Doney and that the trustees has agreed the money should be used towards the purchase of the new notice board outside the Community Hall and proposed that this should be recorded on the board.
Sian reported the following bookings:
6th May Polling Station for election
17th May Children’s dancing recommences
March 2022 A 50th Wedding Anniversary
Re-Opening of the Community Hall:
Chris reported that government permission to re-open the hall on 17th May is expected to be given.
Hall Heating:
Doug had circulated a report prior to the meeting which recommended that quotations should be obtained to replace the boiler and oil tank and that consideration of and air sourced heat pump system should be abandoned. This was unanimously agreed with a proviso that at least 3 quotations should be obtained.
Chris reminded trustees that the Community Council had agreed to contribute £2,000 towards a new boiler. It was also agreed that the £1,000 donation by CEP in relation to Prouts Park wind farm should be used to enhance the hall insulation
Web Site:
Tracy reported that she was awaiting short profiles from 3 trustees for inclusion on the website. She also reported that there had been 177 unique visits to the website, 14,000 Google hits and 765 visits relating to the hall. She also agreed to post some information about parking in the village.
Any Other Business:
Kathy suggested that “What Three Words” codes for all access points to the Park should be obtained and advertised. Tracy agreed to arrange this.
Next Meeting:
The next meeting of trustees will be on 10th May 2021
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair),Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas, and Cliff Williams.
Note: Due to technical difficulties, Doug, Ian and Jill Thomas left the meeting after “Hainey Moor Up-date”.
Apologies:
None
Minutes:
The minutes of the meeting held on 8th February 2021, which had been circulated previously, were approved.
Treasurer’s Report:
Kathy’s reported as follows:
Accounts: With so little activity and further generosity from PCC our bank balance continues to improve and is £32,133 with £384 in petty cash. We have received a further £4000 from PCC under their non-residential rates funding. During the month I paid our insurance premium of £930 and £342 to the electrician. Other expenditure included a direct debit from Swalec for £80.72 and membership of PAVS for £30. This year this hasn't been of much benefit, but their courses and events are usually worthwhile.
We had emergency expenditure of £102 to Pembrokeshire County Council to deal with the rats in the allotments. A second visit was paid today, but the problem still exists (as of 09 April).
We have had a rates bill for £2,568. In common with all charities this is covered by national and local government relief and therefore there is no charge to ourselves. In the event that local or national government changes its mind this is a cost we may have to bear in the future.
Bank Account: It is increasingly the case that payments need to be made by BACS, directly from the bank and cheques are no longer acceptable. I have had to pay the insurance, electrician charges and rat catcher out of my own account and then be reimbursed by cheque. This is not efficient and I still have to be reimbursed for the rat catcher's charges.
As our existing bank mandate with HSBC requires two signatures it has proved impossible to set up on line banking. We could change the mandate to require only one signature and put suitable checks in place with someone other than the treasurer carrying out the bank reconciliation etc. I recently attended a webinar by the Charities Aid Foundation which has a banking arm. This provides a mandate with two signatories and allows on line banking. To make payments one individual sets up the payment and a second individual authorises it. I suggest this is a preferable solution and ask the trustees agreement to prepare the paperwork.
It was unanimously agreed that Kathy should prepare the paperwork as recommended.
Jubilee Park & Nature Trail:
It was reported that two new walks have been created in the Park. The Friends will now concentrate on footpath maintenance.
Jill Ensom reported that some of the information boards are in a poor state and suggested they be replaced. Ian agreed to raise this with the Community Council but warned that it was unlikely to agree to replacements due to the cost.
Ian reported that the Community Council will be replacing almost all of the equipment in the play area in the near future. Sian suggested that something for disabled children (e.g. a scoop swing) should be included. This is to be raised at the next Community Council meeting.
Car Parking:
While discussing the Park, the trustees also considered the question of car parking. Doug said that whilst the increasing use of the Park and the play area should be seen as a success it was exacerbating the already serious problem of the lack of car parking space in the village, which was also restricting the potential use of the Community Hall.
The total capacity for car parking in the village is about 12 car spaces. He has been receiving regular complaints from residents about vehicles parking on the grass areas around and on the Common and it has been noticed that cars are now also parking along the grass verge between the village and the east entrance to the Park.
It was agreed that posts should be erected to stop parking on the Common and the adjacent verges.
Ian suggested that overflow parking could be created along the grass verge between the village and the east entrance to the Park by fixing matting similar to the area of the Green adjoining the churchyard. It was pointed out that the verge is owned by Pembrokeshire County Council and that their permission would need to be obtained. It was agreed to investigate this further.
Another suggestion was to create a car park in Hainey Moor in accordance with the planning permission already granted. Kathy pointed out that, in order to obtain insurance for public use any parking area would have to be surfaced to make it safe for such a use.
Hainey Moor:
Ian reported that work had continued to mark the boundary so that a circular route connecting it to the Park can be created. The next step is to prepare an action plan in conjunction with the Community Council/
Allotments:
Kathy reported that all the allotment rents are now paid and two 'half' allotments, at £15 each pa remain unoccupied.
She also reported that the notice board in the allotments is in a sorry state and suggested it should be repaired or replaced. It was agreed that it should be replaced with one of the old notice boards from around the community.
Community Hall:
Kathy reported that the electrician had removed the hand dryers from the toilets and that she had informed the insurers.
Sian had obtained prices for replacing the hand dryers with hand towels as follows:-
3 dispensers (@ £16.99 each) - £50.97,
3000 towels - £ 17.20 and 3 pedal bins (@£ 17.99 each) - £53.97,
a total of £122.16.
It was agreed to purchase these immediately.
Kathy reminded the trustees that £500 had been donated to the Association in memory of Graham Doney and that the trustees has agreed the money should be used towards the purchase of the new notice board outside the Community Hall and proposed that this should be recorded on the board.
Sian reported the following bookings:
6th May Polling Station for election
17th May Children’s dancing recommences
March 2022 A 50th Wedding Anniversary
Re-Opening of the Community Hall:
Chris reported that government permission to re-open the hall on 17th May is expected to be given.
Hall Heating:
Doug had circulated a report prior to the meeting which recommended that quotations should be obtained to replace the boiler and oil tank and that consideration of and air sourced heat pump system should be abandoned. This was unanimously agreed with a proviso that at least 3 quotations should be obtained.
Chris reminded trustees that the Community Council had agreed to contribute £2,000 towards a new boiler. It was also agreed that the £1,000 donation by CEP in relation to Prouts Park wind farm should be used to enhance the hall insulation
Web Site:
Tracy reported that she was awaiting short profiles from 3 trustees for inclusion on the website. She also reported that there had been 177 unique visits to the website, 14,000 Google hits and 765 visits relating to the hall. She also agreed to post some information about parking in the village.
Any Other Business:
Kathy suggested that “What Three Words” codes for all access points to the Park should be obtained and advertised. Tracy agreed to arrange this.
Next Meeting:
The next meeting of trustees will be on 10th May 2021