East Williamston Community and Hall Association
Charity No. 1168964
Meeting of Trustees – 4 th January 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.
Charity No. 1168964
Meeting of Trustees – 4 th January 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), Tony Ensom (secretary), Kathy Talbot (treasurer), Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, and Cliff Williams.
Apologies:
Sian Beynon, Gwyneth Beynon, Jill Thomas and Ian Wilkinson.
Minutes:
The minutes of the meeting held on 7th December 2020, which had been circulated previously, were approved.
Treasurer’s Report:
Kathy’s reported as follows: This is a last report for 2020, a year that didn't turn out quite how we expected and even since our last meeting we now find ourselves in Tier 4 – and unable to open up.
We still have a good bank balance of £24,627 which includes the donation from CEP but as we know there are costs to be met with regard to the future heating. We did receive £250 in respect of bookings for November/December and the rent from EWCC for 2020 before we had to close and met our usual outgoings of salaries, Plusnet, Interserve and Swalec.
As reported last time I had drawn £300 in cash to help with reimbursements to save the hassle of drawing and banking cheques. The following reimbursements have been made - £25 for gifts, £10.55 for additional insurance premium (the insurance company requires payment by credit card/debit card), £48 for the bulbs which have been planted around the area, leaving a balance of £216.45.
Next month the annual honoraria will be paid. £25 to the 3 officers of the Association. As we know, following an exchange of letters between ourselves and EWCC the support grant of £2,000 from EWCC is suspended.
I have not contacted our insurers about the cost of having a public liability policy on Hainey Moor – currently events have overtaken us but I will make enquiries this month. Also, the insurance company requires a full electrical inspection/certification. This is required by April 2021.
Community Hall:
Mark has agreed to clean the gutters to the hall when the weather improves.
The boiler is still causing intermittent problems and it was reported that Gwyneth is ensuring that the system is ticking over during the present cold weather.
Doug reported that Owen Callender, a consultant, is due to inspect the hall on 18th January and will prepare a report on the possibility of an air source heat pump system to replace the boiler.
Tracy reported (on behalf of Sian) that the hall has been booked by the Crime and Police Commissioner for the election on 6th May.
Web Site:
Tracy reported that she had spoken to a web designer but he had proved to be unsuitable. She suggested that the Association uses the website set up by Chris and will circulate details to trustees.
Donation from CEP:
Tony reported that CEP had now made a donation of £1,000 in connection with the Prouts Park wind turbine.
Any Other Business:
Doug reported that there was a quantity of wood at Hainey Moor which could be available for firewood and asked trustees to notify him of any interest.
Kathy offered to send archive photos to Tracy.
Next Meeting: A provisional date of 1st February 2021 was agreed for the next meeting of trustees.
Note: Since the meeting Owen Callender has changed the date of his inspection.
Doug McIntosh (chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, and Cliff Williams.
Apologies:
Sian Beynon, Gwyneth Beynon, Jill Thomas and Ian Wilkinson.
Minutes:
The minutes of the meeting held on 7th December 2020, which had been circulated previously, were approved.
Treasurer’s Report:
Kathy’s reported as follows: This is a last report for 2020, a year that didn't turn out quite how we expected and even since our last meeting we now find ourselves in Tier 4 – and unable to open up.
We still have a good bank balance of £24,627 which includes the donation from CEP but as we know there are costs to be met with regard to the future heating. We did receive £250 in respect of bookings for November/December and the rent from EWCC for 2020 before we had to close and met our usual outgoings of salaries, Plusnet, Interserve and Swalec.
As reported last time I had drawn £300 in cash to help with reimbursements to save the hassle of drawing and banking cheques. The following reimbursements have been made - £25 for gifts, £10.55 for additional insurance premium (the insurance company requires payment by credit card/debit card), £48 for the bulbs which have been planted around the area, leaving a balance of £216.45.
Next month the annual honoraria will be paid. £25 to the 3 officers of the Association. As we know, following an exchange of letters between ourselves and EWCC the support grant of £2,000 from EWCC is suspended.
I have not contacted our insurers about the cost of having a public liability policy on Hainey Moor – currently events have overtaken us but I will make enquiries this month. Also, the insurance company requires a full electrical inspection/certification. This is required by April 2021.
Community Hall:
Mark has agreed to clean the gutters to the hall when the weather improves.
The boiler is still causing intermittent problems and it was reported that Gwyneth is ensuring that the system is ticking over during the present cold weather.
Doug reported that Owen Callender, a consultant, is due to inspect the hall on 18th January and will prepare a report on the possibility of an air source heat pump system to replace the boiler.
Tracy reported (on behalf of Sian) that the hall has been booked by the Crime and Police Commissioner for the election on 6th May.
Web Site:
Tracy reported that she had spoken to a web designer but he had proved to be unsuitable. She suggested that the Association uses the website set up by Chris and will circulate details to trustees.
Donation from CEP:
Tony reported that CEP had now made a donation of £1,000 in connection with the Prouts Park wind turbine.
Any Other Business:
Doug reported that there was a quantity of wood at Hainey Moor which could be available for firewood and asked trustees to notify him of any interest.
Kathy offered to send archive photos to Tracy.
Next Meeting: A provisional date of 1st February 2021 was agreed for the next meeting of trustees.
Note: Since the meeting Owen Callender has changed the date of his inspection.