East Williamston community and hall association
Charity no. 1168964
Meeting of trustees – 8th February 2021 at 7.00 pm
Charity no. 1168964
Meeting of trustees – 8th February 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), Tracy Beynon, Amanda Cresswell, Jill Ensom, Mark Taylor, Jill Thomas, and Cliff Williams.
Apologies:
Gwyneth Beynon, Sian Beynon and Chris Gilley.
Minutes:
The minutes of the meeting held on 4th January 2021, which had been circulated previously, were approved.
Treasurer’s Report:
At the start of 2021 our bank balance as ever remains healthy at £27,167. We have had the usual outgoings for salary and Plusnet. A further £300 was drawn to 'top up' petty cash and pay the honoraria and we received £57.08 in cash to reimburse the charge for insuring the bowls equipment stored in the Hall.
During January we also received a further payment under the PCC Restrictions Business Fund of £3,000.
It is uncertain when we will be able to open fully for bookings and this injection of funds will help us to up-date the heating and hot water to a good standard as well ensuring our survival!
The Resource Efficiency Report indicates a cost to change and improve the heating in excess of £10,000 and up to £25,000. I've had a quick look at the suggested sources of funding, but most do not apply to us in this area. It may be worth contacting Cris Tomos who is involved in the Hermon Community Hall and active in environmental projects as a PCC councillor. PLANED may be able to help, but any improvement, duly marketed, would be good publicity for the Hall. The other items, such as water heater and replaced lighting are within our ability to afford and I suggest we put these in hand when we can.
I have prepared the invoices and tenancy agreements for the Allotments for the coming year (March to February) and included a note about Covid regulations and allotment safety. As far as I can gather tenants are allowed to travel to their allotments during any lockdown restriction.
I've spoken to our insurance company about the use of Hainey Moor. Under our policy we could allow the public access but must be sure that it is safe for them to do so - i.e. the risk of injury or accident is minimised. We would need to draw up a risk assessment and define and fence exactly where people can go. At present I would suggest we continue to exclude the public until we are confident that any risks are eliminated.
Our insurance company has kept us well informed throughout the pandemic and their podcasts are worth listening to. Their platforms may be ways of promoting the hall for the future, especially if we put in the new heating system! https://thevillagehallspodcast.com/
Jubilee Park & Nature Trail:
A great deal of maintenance work has been undertaken in the Park during the last few months and the trustees expressed their thanks to Ian, Doug, Pete Strydom and Mike Talbot for all their efforts.
Chris had sent an email requesting repairs to a section of path in the Park and Ian agreed to deal with this.
Mark reported that he has 20 bird boxes available and it was agreed that these should be put up in the Park.
Allotments:
Ian reported that he is due to meet with a representative of the allotment holders later in the week and he expects all plots to be let this year.
Community Hall:
Mark has agreed to clean the gutters to the hall when the weather improves.
Doug had circulated a Resource Efficiency Report from Owen Callender of Severn Wye Energy Agency advising on replacing the existing heating system in the hall with an air sourced heat pump system and other measures to improve the energy efficiency of the building. It was agreed that a meeting of trustees to specifically discuss the report would be held as soon as it could be arranged.
Mark reported that, if the trustees decide to replace the boiler rather than install a new system, he could probably arrange for a second-hand boiler to be made available at minimal cost. He agreed to obtain further details.
Web Site:
Tracy reported that she had been working on up-dating and improving the Association’s website and that it was now publicly available. She was thanked for all her work which was much appreciated.
She requested all trustees to provide her with short cv’s for inclusion on the website. These and any other information for the website should be sent to her at eastwilliamston@gmail.com
She also reported that John from PLANED would be willing to provide an aerial view of the Park using a drone. It was agreed that this should be arranged in late Spring.
It was agreed that facilities for the storage of archived and current Association documents needed to be properly established in the hall.
Any Other Business:
Gwyneth had reported that garden waste was being dumped in the hedge alongside Elveston Lane. It was agreed that this should be reported to East Williamston Community Council for action.
Next Meeting:
A special trustees’ meeting to discuss the Resource Efficiency Report will be arranged as soon as convenient. The date of the next regular trustees’ meeting is (provisionally) 1st March 2021.
Doug McIntosh (chair), Ian Wilkinson (vice-chair),Tony Ensom (secretary), Kathy Talbot (treasurer), Tracy Beynon, Amanda Cresswell, Jill Ensom, Mark Taylor, Jill Thomas, and Cliff Williams.
Apologies:
Gwyneth Beynon, Sian Beynon and Chris Gilley.
Minutes:
The minutes of the meeting held on 4th January 2021, which had been circulated previously, were approved.
Treasurer’s Report:
At the start of 2021 our bank balance as ever remains healthy at £27,167. We have had the usual outgoings for salary and Plusnet. A further £300 was drawn to 'top up' petty cash and pay the honoraria and we received £57.08 in cash to reimburse the charge for insuring the bowls equipment stored in the Hall.
During January we also received a further payment under the PCC Restrictions Business Fund of £3,000.
It is uncertain when we will be able to open fully for bookings and this injection of funds will help us to up-date the heating and hot water to a good standard as well ensuring our survival!
The Resource Efficiency Report indicates a cost to change and improve the heating in excess of £10,000 and up to £25,000. I've had a quick look at the suggested sources of funding, but most do not apply to us in this area. It may be worth contacting Cris Tomos who is involved in the Hermon Community Hall and active in environmental projects as a PCC councillor. PLANED may be able to help, but any improvement, duly marketed, would be good publicity for the Hall. The other items, such as water heater and replaced lighting are within our ability to afford and I suggest we put these in hand when we can.
I have prepared the invoices and tenancy agreements for the Allotments for the coming year (March to February) and included a note about Covid regulations and allotment safety. As far as I can gather tenants are allowed to travel to their allotments during any lockdown restriction.
I've spoken to our insurance company about the use of Hainey Moor. Under our policy we could allow the public access but must be sure that it is safe for them to do so - i.e. the risk of injury or accident is minimised. We would need to draw up a risk assessment and define and fence exactly where people can go. At present I would suggest we continue to exclude the public until we are confident that any risks are eliminated.
Our insurance company has kept us well informed throughout the pandemic and their podcasts are worth listening to. Their platforms may be ways of promoting the hall for the future, especially if we put in the new heating system! https://thevillagehallspodcast.com/
Jubilee Park & Nature Trail:
A great deal of maintenance work has been undertaken in the Park during the last few months and the trustees expressed their thanks to Ian, Doug, Pete Strydom and Mike Talbot for all their efforts.
Chris had sent an email requesting repairs to a section of path in the Park and Ian agreed to deal with this.
Mark reported that he has 20 bird boxes available and it was agreed that these should be put up in the Park.
Allotments:
Ian reported that he is due to meet with a representative of the allotment holders later in the week and he expects all plots to be let this year.
Community Hall:
Mark has agreed to clean the gutters to the hall when the weather improves.
Doug had circulated a Resource Efficiency Report from Owen Callender of Severn Wye Energy Agency advising on replacing the existing heating system in the hall with an air sourced heat pump system and other measures to improve the energy efficiency of the building. It was agreed that a meeting of trustees to specifically discuss the report would be held as soon as it could be arranged.
Mark reported that, if the trustees decide to replace the boiler rather than install a new system, he could probably arrange for a second-hand boiler to be made available at minimal cost. He agreed to obtain further details.
Web Site:
Tracy reported that she had been working on up-dating and improving the Association’s website and that it was now publicly available. She was thanked for all her work which was much appreciated.
She requested all trustees to provide her with short cv’s for inclusion on the website. These and any other information for the website should be sent to her at eastwilliamston@gmail.com
She also reported that John from PLANED would be willing to provide an aerial view of the Park using a drone. It was agreed that this should be arranged in late Spring.
It was agreed that facilities for the storage of archived and current Association documents needed to be properly established in the hall.
Any Other Business:
Gwyneth had reported that garden waste was being dumped in the hedge alongside Elveston Lane. It was agreed that this should be reported to East Williamston Community Council for action.
Next Meeting:
A special trustees’ meeting to discuss the Resource Efficiency Report will be arranged as soon as convenient. The date of the next regular trustees’ meeting is (provisionally) 1st March 2021.