EAST WILLIAMSTON COMMUNITY AND HALL ASSOCIATION
Charity No. 1168964
MEETING OF TRUSTEES
Monday 3rd February 2020 at 7.00 pm
Charity No. 1168964
MEETING OF TRUSTEES
Monday 3rd February 2020 at 7.00 pm
Present:
Doug McIntosh (Chair), Ian Wilkinson (Vice Chair), Tony Ensom (Secretary), Kathy Talbot (Treasurer), Gwyneth Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Sian Beynon and Mina Doney
Minutes:
The previously circulated Minutes of the Meetings of Trustees held on 6th January were approved and signed by Doug.
Matters Arising:
A letter had been received from Jennie McIntosh and an email from Auriol Beynon thanking the trustees for flowers which had been sent to them.
Mark and Mandy will be visiting the bingo at Cosheston.
Tony and Jennie McIntosh had attended the Village Halls event organised by PLANED and notes had been circulated. Tracy Beynon had sent a note with the following comments:
Treasurer’sReport:
The accounts for the year 2019 and for January 2020 had been circulated before the meeting.
Kathy reported as follows:
At the end of December our draft accounts showed a loss for the year of £5,547, but as I advised at the last meeting, I needed to show reserves for bills due for 2019 and also the anticipated income for 2019 events/purchases. As you will see these amount to £7,265, giving a net income over expenditure of £1,718.
I have changed the layout of the cash report; it continues to show last year to compare with this year's expenditure but the bank balance is shown separately, and we still have strong reserves.
We will be putting in a claim for the notice boards cost once they are installed.
We have had very little movement in the accounts in January in anticipation of the hall event on 1st February – keeping cash for the till. I think in the long term we will have to consider accepting payments by credit/debit card etc. If you are in agreement I will ask our bank for their advice as to the best method.
It was agreed that Kathy should seek advice from the bank regarding payment methods.
Jubilee Park:
Maintenance: Doug and Ian reported that some volunteers have been working to improve drainage around the play area and in general clearing work. The trustees thanked Doug, Ian, Pete Strydom and Mike Talbot for their hard work.
Kathy reminded the trustees that the number of members of the Friends of Jubilee Park was declining and aging and suggested that we try to encourage more members by advertising specific dates on which particular work will be carried out.
Ash Die-Back: Ian had not been able to obtain cheaper quotations for removal of the trees and it was therefore agreed that Dan Badham’s estimate of £620 should be accepted.
Hainey Moor: Ian suggested that the remaining drainage work required to allow the proposed new pathway linking Hainey Moor to the Jubilee Park should be carried out. A discussion ensued and it was agreed that EWCC should be approached to see whether it might be willing to take responsibility in the future for Hainey Moor by amending its lease of the Park to include Hainey Moor ( which Ian stated was always the intention) before the trustees commit to any major works.
Allotments:
Ian reported that all plots are let and that another person has been added to the waiting list.
Hall:
Maintenance:
Gwyneth reported that the engineer was due to fit a new pump for the heating system within the next few days which it was hoped would improve the operation of the system.
Bar/Committee Room:
Doug reported that the electrician will return to provide socket outlets in the bar and sort out the lighting.
Hall Lighting:
Doug reported that the lights had now been fitted and that he would dispose of the redundant fittings.
Oil Tank Replacement:
Doug and Tony were expecting to meet with KP Thomas shortly and will report back to the trustees with details of the work required and the cost.
Bookings: Sian had confirmed the following bookings:
Kathy suggested a rota to assist (or stand-in for) Sian when she will be busy or unavailable.
Enhancing Pembrokeshire Grant:
Doug reported all of the notice boards had now been delivered and that he, Pete Strydom and Mike Talbot had agreed to erect them.
Quiz:
Chris confirmed that he will be doing the next quiz which is on Saturday 8th February. Volunteers were booked for March and April.
VE Day and 20th Anniversary:
A up-date note is attached to these minutes
Any OtherBusiness:
Joint Dinner with EWCC:
Tony and Jill have booked the dinner for 6.30 for 7.00 pm on Friday 7th February.
Pembrokeshire CC Planning:
Kathy advised that the Replacement Local Development Plan 2 Deposit has now been published.
The Meeting closed at 8.40 pm.
The next meeting will be on Monday 2nd March 2020 at 7.00 pm
Doug McIntosh (Chair), Ian Wilkinson (Vice Chair), Tony Ensom (Secretary), Kathy Talbot (Treasurer), Gwyneth Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Sian Beynon and Mina Doney
Minutes:
The previously circulated Minutes of the Meetings of Trustees held on 6th January were approved and signed by Doug.
Matters Arising:
A letter had been received from Jennie McIntosh and an email from Auriol Beynon thanking the trustees for flowers which had been sent to them.
Mark and Mandy will be visiting the bingo at Cosheston.
Tony and Jennie McIntosh had attended the Village Halls event organised by PLANED and notes had been circulated. Tracy Beynon had sent a note with the following comments:
- We do not need to buy filming equipment; most standard smart phones can shoot videos in HD quality,
- We should not do things just for the sake of it; they lose their value and effectiveness if everything is done in the same way; and
- She is willing to undertake filming and photography for the Association for free.
Treasurer’sReport:
The accounts for the year 2019 and for January 2020 had been circulated before the meeting.
Kathy reported as follows:
At the end of December our draft accounts showed a loss for the year of £5,547, but as I advised at the last meeting, I needed to show reserves for bills due for 2019 and also the anticipated income for 2019 events/purchases. As you will see these amount to £7,265, giving a net income over expenditure of £1,718.
I have changed the layout of the cash report; it continues to show last year to compare with this year's expenditure but the bank balance is shown separately, and we still have strong reserves.
We will be putting in a claim for the notice boards cost once they are installed.
We have had very little movement in the accounts in January in anticipation of the hall event on 1st February – keeping cash for the till. I think in the long term we will have to consider accepting payments by credit/debit card etc. If you are in agreement I will ask our bank for their advice as to the best method.
It was agreed that Kathy should seek advice from the bank regarding payment methods.
Jubilee Park:
Maintenance: Doug and Ian reported that some volunteers have been working to improve drainage around the play area and in general clearing work. The trustees thanked Doug, Ian, Pete Strydom and Mike Talbot for their hard work.
Kathy reminded the trustees that the number of members of the Friends of Jubilee Park was declining and aging and suggested that we try to encourage more members by advertising specific dates on which particular work will be carried out.
Ash Die-Back: Ian had not been able to obtain cheaper quotations for removal of the trees and it was therefore agreed that Dan Badham’s estimate of £620 should be accepted.
Hainey Moor: Ian suggested that the remaining drainage work required to allow the proposed new pathway linking Hainey Moor to the Jubilee Park should be carried out. A discussion ensued and it was agreed that EWCC should be approached to see whether it might be willing to take responsibility in the future for Hainey Moor by amending its lease of the Park to include Hainey Moor ( which Ian stated was always the intention) before the trustees commit to any major works.
Allotments:
Ian reported that all plots are let and that another person has been added to the waiting list.
Hall:
Maintenance:
Gwyneth reported that the engineer was due to fit a new pump for the heating system within the next few days which it was hoped would improve the operation of the system.
Bar/Committee Room:
Doug reported that the electrician will return to provide socket outlets in the bar and sort out the lighting.
Hall Lighting:
Doug reported that the lights had now been fitted and that he would dispose of the redundant fittings.
Oil Tank Replacement:
Doug and Tony were expecting to meet with KP Thomas shortly and will report back to the trustees with details of the work required and the cost.
Bookings: Sian had confirmed the following bookings:
- Friday 14th February – party from 2.30 – 6.30
- Friday 20th March - Pudding Tasting (church) – bar required
- Sunday 5th April – Bring & Share (church)
- Thursday 7th May – Police Commissioner Election
- Sunday 21st June – Party 10.30 – 2.30
- Sunday 26th July – Strawberry Tea (church)
- Sunday 18th October Pies & Puddings (church) – bar required
Kathy suggested a rota to assist (or stand-in for) Sian when she will be busy or unavailable.
Enhancing Pembrokeshire Grant:
Doug reported all of the notice boards had now been delivered and that he, Pete Strydom and Mike Talbot had agreed to erect them.
Quiz:
Chris confirmed that he will be doing the next quiz which is on Saturday 8th February. Volunteers were booked for March and April.
VE Day and 20th Anniversary:
A up-date note is attached to these minutes
Any OtherBusiness:
Joint Dinner with EWCC:
Tony and Jill have booked the dinner for 6.30 for 7.00 pm on Friday 7th February.
Pembrokeshire CC Planning:
Kathy advised that the Replacement Local Development Plan 2 Deposit has now been published.
The Meeting closed at 8.40 pm.
The next meeting will be on Monday 2nd March 2020 at 7.00 pm