East Williamston Community and Hall Association
Charity No. 1168964
Meeting of Trustees – 6th January 2020
Charity No. 1168964
Meeting of Trustees – 6th January 2020
Present:
Doug McIntosh (Chair), Ian Wilkinson (Vice Chair), Tony Ensom (Secretary), Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Mina Doney
Minutes:
The previously circulated Minutes of the Meetings of Trustees held on 2nd December 2019 were approved and signed by Doug.
Treasurer’s Report:
The accounts to the end of December had been circulated before the meeting.
Kathy reported as follows: The circulated accounts are to the end of December but they will not be the final accounts for the year. There are additional costs and refunds which relate to 2019 which should be included in the final accounts.
We have to claim the grant from PCC for a percentage of the cost of the notice boards and although we have paid for the lighting there will be installation costs. We also expect a final invoice from the solicitor. We have raised invoices on EWCC for the rental for the year and the support funding less the contribution for the parking matting.
If anyone knows of any other costs and income that relate to 2019 I'd appreciate knowing about it as soon as possible. We will also carry out a stock take of the bar items as soon as possible.
I have raised cheques for honoraria for the Chairman, Hon. Secretary and Hon. Treasurer of £25 each and £100 will go to Sian for her excellent work on running the bar (and other work).
The minimum wage increases in April and I recommend that the payment to Gwyneth be increased in line with that.
I have had correspondence with the HSBC regarding security on our account and although this has been complicated I believe it is now cleared. It is concerning that HSBC are again cutting back – I hope we can keep the branch in Tenby, although we can use the Post Office for banking.
We continue to have a strong bank balance.
I have registered the Association with the 'Give as you Live' – I don't anticipate this generating much income but we can see it as a means of engaging members of the Community and, although it is on Facebook, we can publicise it further.
As the land transfer and all arrangements relating to the old and new charity I have 'wound up' the original charity. This relieves the 'holding trustees' of any responsibility and thanks are due to Jennie McIntosh, Auriol Beynon and Katherine who acted in this role.
The suggested increase in payments to Gwyneth was agreed and a direct debit will be set up for future payments.
Jubilee Park:
Maintenance:
Doug and Ian reported that they had agreed a list of work required in the park and would be commencing work on 8th January. The boardwalk had been repaired but Ian reported that the drainage works carried out in the last year had led to the ground drying out and, when the boardwalk next needs repair, it will be replaced with a stone path.
Ash Die-Back:
Ian agreed to obtain alternative quotations for removal of the trees.
Allotments:
Ian has offered the vacant two half plots to a person on the waiting list. However, he is unwilling to start work until the problem with the shed associated with these plots has been resolved. Ian will deal with this.
Hall:
Maintenance:
Gwyneth reported that, following some adjustment to the pressure in the system, the heating system seemed to be working well.
Bar/Committee Room:
Tony will progress possible pictures and new lighting.
Unwanted Staging:
Interest in using the stage has been shown by one of the hirers of the hall. It was therefore agreed to leave it in the hall storeroom.
Hall Lighting:
Doug reported that he had now agreed a rate for an electrician to fix the lights. He will also request the electrician to fix the outside light for the defibrillator, to provide an additional socket outlet in the bar and will discuss ideas for new lighting in the bar.
Oil Tank Replacement:
Doug and Tony agreed to meet with KP Thomas shortly and report back to the trustees with details of the work required and the cost.
Bookings:
Sian confirmed the following bookings:
Sian has also had an enquiry regarding Pilates classes.
It was agreed that the Dance classes could hire the committee room as well as the hall each Wednesday at a reduced rate of £5 per hour.
Enhancing Pembrokeshire Grant:
Doug reported that some of the notice boards had been delivered (but with some items missing) and that the remainder were due in about another two weeks.
Quiz:
Cliff confirmed that he and Tim will be doing the next quiz which is on 11th January. Volunteers were booked for February, March and April.
Fund Raising:
Mark and Mandy will be going to a bingo night in Cosheston and will report back on the possibility of having a similar night in East Williamston.
Any Other Business:
20th Anniversary of the Hall/VE Day
A note of the discussion which took place has been made by Kathy and is attached to these minutes.
Joint Dinner with EWCC:
Tony and Jill have made a provisional booking at the Carew Inn for Friday 7th February (7.30 for 8.00 pm) and have circulated a menu to Trustees and to Jane Clark for the Community Councillors.
PLANED Pembrokeshire Halls Event:
Kathy and Tony agreed to attend this event on Friday 24th January.
Litter Picks:
It was agreed to buy bag hoops for litter picking. Bat Survey: Tony will arrange to take part in the National Bat Survey again this year but at a time when they are more likely to be around.
Christmas Trees:
As our normal suppliers were unlikely to provide trees next Christmas, Ian agreed to investigate planting trees for use in future years.
David Canton:
Kathy reported the recent death of David Canton, a resident of East Williamston. KT/TE JE IW The Meeting closed at 8.10 pm.
The next meeting will be on Monday 3rd February 2020 at 7.00 pm
NOTE regarding 20th Anniversary of the Hall/VE Day:
Suggested main organisers – KT/JE/SB/MC (but don't think the rest of you are getting out of it)
Proposed date: Saturday 9th May – what time?
1. What is our objective?
2. The confirmed date for the public/bank holiday is Friday 8th May, there will be a lot of events, local and national on that day and at the weekend.
3. If we want to book specific artists/fancy dress etc. we will need to act NOW
4. To celebrate the hall's opening we want to invite those who have supported us
Formal invitations to be sent out and speeches prepared for the event
5. The suggestion is to have a 'street party'...in the Hall. OTHER SUGGESTIONS V. WELCOME
6. Do we want to move the quiz or incorporate it in the event with a '40s quiz'. We may then have a ready audience of regular quizzers
7. Keep food simple with contributions from all the committee
8. If the main focus is VE day do we know of any veterans in the EW area or have any stories, connections etc. that we can bring to the event? –
was there a celebration in EW/Cold Inn etc. for VE Day originally?
Do we know of any photographs?
9. Do we want to have children's activities/games?
10. Involve EWCC?
Menu in 1945 – can we theme anything, food or activities, from one/two of these? Dripping Sandwiches Pork Faggots Homity Pie (potato, leek, cheese) Corned Beef hash Liver casserole Eggless fruit cake Lord Woolton Pie (potato and more potato)
Doug McIntosh (Chair), Ian Wilkinson (Vice Chair), Tony Ensom (Secretary), Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Mina Doney
Minutes:
The previously circulated Minutes of the Meetings of Trustees held on 2nd December 2019 were approved and signed by Doug.
Treasurer’s Report:
The accounts to the end of December had been circulated before the meeting.
Kathy reported as follows: The circulated accounts are to the end of December but they will not be the final accounts for the year. There are additional costs and refunds which relate to 2019 which should be included in the final accounts.
We have to claim the grant from PCC for a percentage of the cost of the notice boards and although we have paid for the lighting there will be installation costs. We also expect a final invoice from the solicitor. We have raised invoices on EWCC for the rental for the year and the support funding less the contribution for the parking matting.
If anyone knows of any other costs and income that relate to 2019 I'd appreciate knowing about it as soon as possible. We will also carry out a stock take of the bar items as soon as possible.
I have raised cheques for honoraria for the Chairman, Hon. Secretary and Hon. Treasurer of £25 each and £100 will go to Sian for her excellent work on running the bar (and other work).
The minimum wage increases in April and I recommend that the payment to Gwyneth be increased in line with that.
I have had correspondence with the HSBC regarding security on our account and although this has been complicated I believe it is now cleared. It is concerning that HSBC are again cutting back – I hope we can keep the branch in Tenby, although we can use the Post Office for banking.
We continue to have a strong bank balance.
I have registered the Association with the 'Give as you Live' – I don't anticipate this generating much income but we can see it as a means of engaging members of the Community and, although it is on Facebook, we can publicise it further.
As the land transfer and all arrangements relating to the old and new charity I have 'wound up' the original charity. This relieves the 'holding trustees' of any responsibility and thanks are due to Jennie McIntosh, Auriol Beynon and Katherine who acted in this role.
The suggested increase in payments to Gwyneth was agreed and a direct debit will be set up for future payments.
Jubilee Park:
Maintenance:
Doug and Ian reported that they had agreed a list of work required in the park and would be commencing work on 8th January. The boardwalk had been repaired but Ian reported that the drainage works carried out in the last year had led to the ground drying out and, when the boardwalk next needs repair, it will be replaced with a stone path.
Ash Die-Back:
Ian agreed to obtain alternative quotations for removal of the trees.
Allotments:
Ian has offered the vacant two half plots to a person on the waiting list. However, he is unwilling to start work until the problem with the shed associated with these plots has been resolved. Ian will deal with this.
Hall:
Maintenance:
Gwyneth reported that, following some adjustment to the pressure in the system, the heating system seemed to be working well.
Bar/Committee Room:
Tony will progress possible pictures and new lighting.
Unwanted Staging:
Interest in using the stage has been shown by one of the hirers of the hall. It was therefore agreed to leave it in the hall storeroom.
Hall Lighting:
Doug reported that he had now agreed a rate for an electrician to fix the lights. He will also request the electrician to fix the outside light for the defibrillator, to provide an additional socket outlet in the bar and will discuss ideas for new lighting in the bar.
Oil Tank Replacement:
Doug and Tony agreed to meet with KP Thomas shortly and report back to the trustees with details of the work required and the cost.
Bookings:
Sian confirmed the following bookings:
- 22nd January (and then every Wednesday) - Dance Classes
- Saturday afternoons once or twice a term - Dance exams
- 10th January - Junior Bowls practice
Sian has also had an enquiry regarding Pilates classes.
It was agreed that the Dance classes could hire the committee room as well as the hall each Wednesday at a reduced rate of £5 per hour.
Enhancing Pembrokeshire Grant:
Doug reported that some of the notice boards had been delivered (but with some items missing) and that the remainder were due in about another two weeks.
Quiz:
Cliff confirmed that he and Tim will be doing the next quiz which is on 11th January. Volunteers were booked for February, March and April.
Fund Raising:
Mark and Mandy will be going to a bingo night in Cosheston and will report back on the possibility of having a similar night in East Williamston.
Any Other Business:
20th Anniversary of the Hall/VE Day
A note of the discussion which took place has been made by Kathy and is attached to these minutes.
Joint Dinner with EWCC:
Tony and Jill have made a provisional booking at the Carew Inn for Friday 7th February (7.30 for 8.00 pm) and have circulated a menu to Trustees and to Jane Clark for the Community Councillors.
PLANED Pembrokeshire Halls Event:
Kathy and Tony agreed to attend this event on Friday 24th January.
Litter Picks:
It was agreed to buy bag hoops for litter picking. Bat Survey: Tony will arrange to take part in the National Bat Survey again this year but at a time when they are more likely to be around.
Christmas Trees:
As our normal suppliers were unlikely to provide trees next Christmas, Ian agreed to investigate planting trees for use in future years.
David Canton:
Kathy reported the recent death of David Canton, a resident of East Williamston. KT/TE JE IW The Meeting closed at 8.10 pm.
The next meeting will be on Monday 3rd February 2020 at 7.00 pm
NOTE regarding 20th Anniversary of the Hall/VE Day:
Suggested main organisers – KT/JE/SB/MC (but don't think the rest of you are getting out of it)
Proposed date: Saturday 9th May – what time?
1. What is our objective?
- To make money?
- To involve the community and publicise the hall?
- To commemorate VE day and its significance in the EW area?
- To celebrate the opening of the hall?
2. The confirmed date for the public/bank holiday is Friday 8th May, there will be a lot of events, local and national on that day and at the weekend.
3. If we want to book specific artists/fancy dress etc. we will need to act NOW
4. To celebrate the hall's opening we want to invite those who have supported us
- PLANED
- PAVS
- South Hook
- Valero
Formal invitations to be sent out and speeches prepared for the event
5. The suggestion is to have a 'street party'...in the Hall. OTHER SUGGESTIONS V. WELCOME
6. Do we want to move the quiz or incorporate it in the event with a '40s quiz'. We may then have a ready audience of regular quizzers
7. Keep food simple with contributions from all the committee
8. If the main focus is VE day do we know of any veterans in the EW area or have any stories, connections etc. that we can bring to the event? –
was there a celebration in EW/Cold Inn etc. for VE Day originally?
Do we know of any photographs?
9. Do we want to have children's activities/games?
10. Involve EWCC?
Menu in 1945 – can we theme anything, food or activities, from one/two of these? Dripping Sandwiches Pork Faggots Homity Pie (potato, leek, cheese) Corned Beef hash Liver casserole Eggless fruit cake Lord Woolton Pie (potato and more potato)