East Williamston Community and Hall Association
Charity No. 1168964
Meeting of Trustees – 7th December 2020 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 Jitsi Meet app.
Charity No. 1168964
Meeting of Trustees – 7th December 2020 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 Jitsi Meet app.
Minutes
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Sian Beynon.
Minutes:
The minutes of the meeting held on 26th October 2020, which had been circulated previously, were approved. It was agreed that the minutes of the meeting held on 23rd November 2020 should be corrected to record that the proposal put at the end of the meeting was adopted by a majority of 10 to 3 and not 11 to 2 as previously recorded. The corrected minutes were then approved.
Treasurer’s Report:
Kathy’s reported as follows:
Our current bank balance is £23,552, a very healthy amount. We are already, however, establishing the costs for replacing the oil tank and the boiler or to install an Air Source Heat Pump system – both will absorb much money.
There is an increase in the salaries plus some back pay to cover the increase in the minimum wage rates since April.
It is good to see the bookings coming back but as restrictions and lock downs will no doubt continue to occur well into Spring 2021 the £10,000 we received from PCC will come in very useful to ensure our continued ability to trade and provide a community service.
I have drawn a cheque for £300 for a petty cash float. Although we receive cash from bookings it is better accounting practice to keep these two separate.The fact that many suppliers require payment by bank transfer, which we cannot do as the mandate requires two signatures, coupled with the fact that it is becoming increasingly difficult to find a bank into which to pay a cheque, I will reimburse anyone (such as myself) with cash.
This month the expenditure has included a gift of £25 and the increase in the insurance premium (pro rata) to cover the notice boards - £10.86. Amounts over £50 will of course be pre-approved.
I have issued invoices to EWCC for £2,000, being their commitment to contribute to the Hall for 2020 and also the rental invoice for £45 for the 3 meetings they were able to hold in 2020 in the Hall I've been advised that Interserve has been taken over by the Mitie Group, but the service of our fire extinguishers and alarms will continue as normal (as far as I can tell from their letter!).
The accounts to date can be viewed here in PDF format.
Annual Grant from EWCC:
Doug reported that, at the Council meeting on 3rd December 2020, a long discussion took place regarding the invoice submitted by the Association for £2,000 in respect of the Council’s contribution towards the maintenance of the Community Hall for the year 2020/2021, during which it had been suggested that, in the light of the grant of £10,000 from PCC, the Council should not pay the invoice. Doug and Ian who are councillors had argued that the Council had previously agreed to make the contribution to the Association, that it had been included in the budget for 2020/2021 and that an additional £2,000 had been collected through the rates from residents of the East Williamston Community specifically for this purpose. However, no agreement was reached and the matter was deferred until the next meeting. Doug further reported that a special meeting of the EWCC to discuss the budget for 2021/2022 has been scheduled for 10th December 2020 and he presumes the matter will be raised again then. If it is, he believes that he, Ian and Mark (also a councillor) will have to declare an interest and will therefore be excluded from any discussion. Doug invited the trustees to write to the Council with its views. As treasurer, Kathy agreed to draft a letter to be sent to the clerk to the Council prior to the meeting on 10th December. It was agreed that the letter should repeat the arguments put by Doug and Ian at the previous meeting, indicate that the Association expects to have to incur some large items of expenditure in maintaining the Community Hall in the near future, ask for £2,000 to be returned to ratepayers in the event that the invoice is not paid and suggesting that the Association will review the situation at the end of 2021.
Re-Opening of the Community Hall:
Chris reported that all current users of the hall appear to have been following the regulations and guidance relating to COVID-19 and the relevant risk assessments. Also that, at present there is an ample supply of materials and equipment.
Jubilee Park:
Ian reported that work has been carried out to tidy up the Common. Also that Students from Pembroke College would be returning to carry out some work in the New Year. He also reported that EWCC is looking to fund any work to remove trees suffering from Ash Dieback.
Hainey Moor:
Ian reported that he had carried out a winter cut of grassed area. Mark suggested that we should be prepared with detailed proposals and costs (including quotations) in order to apply for grants which may become available in future. Kathy agreed to ask the Association’s insurers for a quote to insure Hainey Moor if it was developed.
Allotments:
Doug agreed to contact the allotments holders’ representative regarding the fence posts which need to be replaced.
Community Hall:
Mark has agreed to clean the gutters to the hall during the Christmas break. Tony reported that he has put on hold further work on replacing the oil tank pending investigation of an alternative heating system. Kathy pointed out that we should have replaced the tank already. Gwyneth reported that there is a problem with the boiler which really needs to be replaced. Cliff reported that he expects to have an idea of the cost of an air sourced heat pump system and it was therefore suggested the trustees discuss what action is necessary at the next meeting. In the meantime Gwyneth will contact the heating engineer to repair the boiler.
Gwyneth reported on behalf of Sian that the exercise classes and dancing group will continue next year.
Website:
Tracy reported that she has researched some options for up-grading the association web site and is awaiting prices. As soon as she has some firm proposals she agreed to send them to the trustees.
Donation from CEP:
Tony reported that he had written to Peter Davies as agreed but that so far there was no response.
Any Other Business:
Kathy suggested we put a Christmas card on our social media platforms. Tracy agreed to produce an animated card for this purpose.
It was agreed that one of the panels in the notice board outside the hall should be made available for the public to post items. Doug agreed to make the necessary alterations to the lock.
It was reported that Little Hay has been sold and Kathy suggested it may be an opportunity to approach the new owner to see if some land could be sold to the Association for car parking.
Next Meeting: The next meeting of trustees will be held on Monday 4th January 2021. The Meeting closed at 7.55 pm.
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Sian Beynon.
Minutes:
The minutes of the meeting held on 26th October 2020, which had been circulated previously, were approved. It was agreed that the minutes of the meeting held on 23rd November 2020 should be corrected to record that the proposal put at the end of the meeting was adopted by a majority of 10 to 3 and not 11 to 2 as previously recorded. The corrected minutes were then approved.
Treasurer’s Report:
Kathy’s reported as follows:
Our current bank balance is £23,552, a very healthy amount. We are already, however, establishing the costs for replacing the oil tank and the boiler or to install an Air Source Heat Pump system – both will absorb much money.
There is an increase in the salaries plus some back pay to cover the increase in the minimum wage rates since April.
It is good to see the bookings coming back but as restrictions and lock downs will no doubt continue to occur well into Spring 2021 the £10,000 we received from PCC will come in very useful to ensure our continued ability to trade and provide a community service.
I have drawn a cheque for £300 for a petty cash float. Although we receive cash from bookings it is better accounting practice to keep these two separate.The fact that many suppliers require payment by bank transfer, which we cannot do as the mandate requires two signatures, coupled with the fact that it is becoming increasingly difficult to find a bank into which to pay a cheque, I will reimburse anyone (such as myself) with cash.
This month the expenditure has included a gift of £25 and the increase in the insurance premium (pro rata) to cover the notice boards - £10.86. Amounts over £50 will of course be pre-approved.
I have issued invoices to EWCC for £2,000, being their commitment to contribute to the Hall for 2020 and also the rental invoice for £45 for the 3 meetings they were able to hold in 2020 in the Hall I've been advised that Interserve has been taken over by the Mitie Group, but the service of our fire extinguishers and alarms will continue as normal (as far as I can tell from their letter!).
The accounts to date can be viewed here in PDF format.
Annual Grant from EWCC:
Doug reported that, at the Council meeting on 3rd December 2020, a long discussion took place regarding the invoice submitted by the Association for £2,000 in respect of the Council’s contribution towards the maintenance of the Community Hall for the year 2020/2021, during which it had been suggested that, in the light of the grant of £10,000 from PCC, the Council should not pay the invoice. Doug and Ian who are councillors had argued that the Council had previously agreed to make the contribution to the Association, that it had been included in the budget for 2020/2021 and that an additional £2,000 had been collected through the rates from residents of the East Williamston Community specifically for this purpose. However, no agreement was reached and the matter was deferred until the next meeting. Doug further reported that a special meeting of the EWCC to discuss the budget for 2021/2022 has been scheduled for 10th December 2020 and he presumes the matter will be raised again then. If it is, he believes that he, Ian and Mark (also a councillor) will have to declare an interest and will therefore be excluded from any discussion. Doug invited the trustees to write to the Council with its views. As treasurer, Kathy agreed to draft a letter to be sent to the clerk to the Council prior to the meeting on 10th December. It was agreed that the letter should repeat the arguments put by Doug and Ian at the previous meeting, indicate that the Association expects to have to incur some large items of expenditure in maintaining the Community Hall in the near future, ask for £2,000 to be returned to ratepayers in the event that the invoice is not paid and suggesting that the Association will review the situation at the end of 2021.
Re-Opening of the Community Hall:
Chris reported that all current users of the hall appear to have been following the regulations and guidance relating to COVID-19 and the relevant risk assessments. Also that, at present there is an ample supply of materials and equipment.
Jubilee Park:
Ian reported that work has been carried out to tidy up the Common. Also that Students from Pembroke College would be returning to carry out some work in the New Year. He also reported that EWCC is looking to fund any work to remove trees suffering from Ash Dieback.
Hainey Moor:
Ian reported that he had carried out a winter cut of grassed area. Mark suggested that we should be prepared with detailed proposals and costs (including quotations) in order to apply for grants which may become available in future. Kathy agreed to ask the Association’s insurers for a quote to insure Hainey Moor if it was developed.
Allotments:
Doug agreed to contact the allotments holders’ representative regarding the fence posts which need to be replaced.
Community Hall:
Mark has agreed to clean the gutters to the hall during the Christmas break. Tony reported that he has put on hold further work on replacing the oil tank pending investigation of an alternative heating system. Kathy pointed out that we should have replaced the tank already. Gwyneth reported that there is a problem with the boiler which really needs to be replaced. Cliff reported that he expects to have an idea of the cost of an air sourced heat pump system and it was therefore suggested the trustees discuss what action is necessary at the next meeting. In the meantime Gwyneth will contact the heating engineer to repair the boiler.
Gwyneth reported on behalf of Sian that the exercise classes and dancing group will continue next year.
Website:
Tracy reported that she has researched some options for up-grading the association web site and is awaiting prices. As soon as she has some firm proposals she agreed to send them to the trustees.
Donation from CEP:
Tony reported that he had written to Peter Davies as agreed but that so far there was no response.
Any Other Business:
Kathy suggested we put a Christmas card on our social media platforms. Tracy agreed to produce an animated card for this purpose.
It was agreed that one of the panels in the notice board outside the hall should be made available for the public to post items. Doug agreed to make the necessary alterations to the lock.
It was reported that Little Hay has been sold and Kathy suggested it may be an opportunity to approach the new owner to see if some land could be sold to the Association for car parking.
Next Meeting: The next meeting of trustees will be held on Monday 4th January 2021. The Meeting closed at 7.55 pm.