East Williamston Community and Hall Association
Charity No. 1168964
Meeting of Trustees held on Monday 02 August 2021 in the Community Hall
Charity No. 1168964
Meeting of Trustees held on Monday 02 August 2021 in the Community Hall
Present
Doug McIntosh (Chair) Ian Wilkinson (Vice-chair), Tony Ensom (Secretary), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, , Mark Taylor and Cliff Williams.
Apologies
Kathy Talbot, Chris Gilley and Jill Thomas.
Minutes
The minutes of the meeting held on 05 July 2021, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report
Kathy had circulated a report before the meeting, as follows:
It has been another quiet month in our accounts. We've not yet received the bank statements for July and as several of our users now pay direct into the bank, our balance may have increased. According to our cash book however the current balance is £31,825. As you know, we are now commissioning a new boiler and oil tank and accessories, which will cost some £10,000 plus. It is prudent to keep reserves equivalent to the hall's normal outgoings, in case for some unforeseen reason, we may have to close for any period of time. I recommend that we work on a figure of £10,000. This then leaves some £10,000 to be used for the benefit of the Association and the Community of East Williamston.
The CAF Bank have come back with one or two queries to which I will respond. I hope we will soon be able to operate on line banking (with two signatures) as this will keep us wholly up to date with receipts and our balance.
Jubilee Park & Nature Trail
Ian reported that regular maintenance had been carried out and that the park is looking better than ever. He also reported that the park had again achieved the Green Flag Award.
Doug reported that water courses with in the park have been polluted with what was believed to be a leak of heating oil. The source has not been established. However, Natural Resources Wales and Pembrokeshire County Council have investigated and carried out remedial work which has been successful in clearing the pollution.
Tracy produced mock-ups for the proposed information boards and the trustees indicated their preferred version.
Allotments
Ian reported that the hedges bordering the allotments will need to be cut next winter. It was agreed that income from lettings could be used to pay for this if necessary.
Community Hall
Gwyneth agreed to obtain quotations for cleaning the gutters.
It was reported that the lock to one of the doors is broken. Mark agreed to investigate.
It was agreed that pebbles should be ordered to top up the areas at the front of the hall.
Sian reported the following bookings:
It was agreed that an advertisement should be posted on the website to indicate that the hall is available for booking on Monday evenings.
Re-Opening of the Community Hall
Details of changes in Covid regulations are awaited. It was agreed that if any users request use of the kitchen it would be opened for them subject to compliance with current regulations.
Hall Heating
Following a number of emails from Doug to the trustees detailing the quotations received for the replacement of the boiler and oil tank and associated works and negotiations with the preferred engineer, the trustees confirmed their agreement to accept the fixed lump sum quotations of £7,079.00 (including VAT) for the boiler replacement submitted by RM Oil & Gas Services and of £4,143.60 (including VAT) for the oil tank replacement and associated building works.
Doug reported that it may be necessary to move the timber shed behind the hall to accommodate the oil tank. It was agreed to dispose of the contents either for re-use elsewhere or to the Waste and recycling Centre as appropriate.
Web Site
Tracy reported that between 04 July and 02 August there had been 119 unique visits to the website, and 257 page views. Also that posts on Facebook have reached 654 people in the last 28 days, 96% of which were from the UK (97% of these were people in Pembrokeshire, 2% in Cardiff and 1% in London and that we now have 214 “followers” and 202 “page likes”.
AGM
It had previously been proposed to hold the Association’s Annual General Meeting on 02 August 2021 However, it had not been possible to send out the notice in time and it was therefore agreed that the AGM will now take place on Monday 06 September 2021 in the Community Hall commencing at 7.00 pm.
The Notice will be sent to all members together with the Trustees Annual Report and Accounts for the year 2020 and copies of the Notice will be posted on the website and on Facebook and put on the community notice boards with an invitation to other members of the community to attend the meeting and join as members.
Any Other Business
Tracy reported that she had purchased a new till which could be used in the bar. She was thanked for doing so and it was agreed that she should be reimbursed the cost of £34.90.
Ian reported that materials for an extension to the car parking area in Hainey Moor had been acquired at no cost to the association. It was agreed that a machine (and operator) should be hired for a day to distribute the material.
Next Meeting
The next meeting of trustees will be on Monday 06 September 2021 immediately following the AGM.
Doug McIntosh (Chair) Ian Wilkinson (Vice-chair), Tony Ensom (Secretary), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, , Mark Taylor and Cliff Williams.
Apologies
Kathy Talbot, Chris Gilley and Jill Thomas.
Minutes
The minutes of the meeting held on 05 July 2021, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report
Kathy had circulated a report before the meeting, as follows:
It has been another quiet month in our accounts. We've not yet received the bank statements for July and as several of our users now pay direct into the bank, our balance may have increased. According to our cash book however the current balance is £31,825. As you know, we are now commissioning a new boiler and oil tank and accessories, which will cost some £10,000 plus. It is prudent to keep reserves equivalent to the hall's normal outgoings, in case for some unforeseen reason, we may have to close for any period of time. I recommend that we work on a figure of £10,000. This then leaves some £10,000 to be used for the benefit of the Association and the Community of East Williamston.
The CAF Bank have come back with one or two queries to which I will respond. I hope we will soon be able to operate on line banking (with two signatures) as this will keep us wholly up to date with receipts and our balance.
Jubilee Park & Nature Trail
Ian reported that regular maintenance had been carried out and that the park is looking better than ever. He also reported that the park had again achieved the Green Flag Award.
Doug reported that water courses with in the park have been polluted with what was believed to be a leak of heating oil. The source has not been established. However, Natural Resources Wales and Pembrokeshire County Council have investigated and carried out remedial work which has been successful in clearing the pollution.
Tracy produced mock-ups for the proposed information boards and the trustees indicated their preferred version.
Allotments
Ian reported that the hedges bordering the allotments will need to be cut next winter. It was agreed that income from lettings could be used to pay for this if necessary.
Community Hall
Gwyneth agreed to obtain quotations for cleaning the gutters.
It was reported that the lock to one of the doors is broken. Mark agreed to investigate.
It was agreed that pebbles should be ordered to top up the areas at the front of the hall.
Sian reported the following bookings:
- Dancing Classes on 30th and 31st August and 01 September.
- A birthday party on 04 September.
- Soccatots on 13th August
It was agreed that an advertisement should be posted on the website to indicate that the hall is available for booking on Monday evenings.
Re-Opening of the Community Hall
Details of changes in Covid regulations are awaited. It was agreed that if any users request use of the kitchen it would be opened for them subject to compliance with current regulations.
Hall Heating
Following a number of emails from Doug to the trustees detailing the quotations received for the replacement of the boiler and oil tank and associated works and negotiations with the preferred engineer, the trustees confirmed their agreement to accept the fixed lump sum quotations of £7,079.00 (including VAT) for the boiler replacement submitted by RM Oil & Gas Services and of £4,143.60 (including VAT) for the oil tank replacement and associated building works.
Doug reported that it may be necessary to move the timber shed behind the hall to accommodate the oil tank. It was agreed to dispose of the contents either for re-use elsewhere or to the Waste and recycling Centre as appropriate.
Web Site
Tracy reported that between 04 July and 02 August there had been 119 unique visits to the website, and 257 page views. Also that posts on Facebook have reached 654 people in the last 28 days, 96% of which were from the UK (97% of these were people in Pembrokeshire, 2% in Cardiff and 1% in London and that we now have 214 “followers” and 202 “page likes”.
AGM
It had previously been proposed to hold the Association’s Annual General Meeting on 02 August 2021 However, it had not been possible to send out the notice in time and it was therefore agreed that the AGM will now take place on Monday 06 September 2021 in the Community Hall commencing at 7.00 pm.
The Notice will be sent to all members together with the Trustees Annual Report and Accounts for the year 2020 and copies of the Notice will be posted on the website and on Facebook and put on the community notice boards with an invitation to other members of the community to attend the meeting and join as members.
Any Other Business
Tracy reported that she had purchased a new till which could be used in the bar. She was thanked for doing so and it was agreed that she should be reimbursed the cost of £34.90.
Ian reported that materials for an extension to the car parking area in Hainey Moor had been acquired at no cost to the association. It was agreed that a machine (and operator) should be hired for a day to distribute the material.
Next Meeting
The next meeting of trustees will be on Monday 06 September 2021 immediately following the AGM.