East Williamston Community and Hall Association
Charity No. 1168964
Meeting of Trustees held on Monday 05 July 2021
In the Community Hall
Charity No. 1168964
Meeting of Trustees held on Monday 05 July 2021
In the Community Hall
Present
Doug McIntosh (Chair) Tony Ensom (Secretary), Kathy Talbot (Treasurer), Gwyneth Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor and Jill Thomas.
Apologies
Sian Beynon, Tracy Beynon, Ian Wilkinson and Cliff Williams.
Minutes
The minutes of the meeting held on 07 June 2021, which had been circulated previously, were approved and signed by Doug.
Treasurers
Kathy reported as follows:
Our current bank balance is £31,573 – healthy as ever. We have received payment for rent from both Gentle Gym and the Bowls Club. As our bank statements do not come until later in the month I cannot confirm what other income we have had.
Now that the quotes are in for the heating refurbishment we can begin to consider a full budget for the coming year. Once we have selected the supplier I will inform our insurance company – it is a requirement of our policy and I'm sure they'll be pleased to know we are taking action on the oil storage.
I have been in touch with Ocon to confirm their appointment to check the fire extinguishers etc. but have yet to receive confirmation that we will have a credit account.
I have had confirmation that our application for a CAF Bank account has been received, with the warning that everything is taking a little longer than usual! It will be very helpful to have on line banking, so that we can pay bills and interrogate the accounts.
I have prepared the accounts for 2020 ready for the Annual General Meeting.
Jubilee Park & Nature Trail
Doug reported that regular maintenance was being carried out. An inspection by Fields in Trust is expected soon and a working party will ensure that it is looking at its best.
Doug also reported that the project to upgrade play equipment was running significantly behind schedule and that there therefore was a real possibility that equipment will not be in place during this summer.
Kathy reported that she has found an app which shows the common and local names of flowering plants in Park. She will pass this information to Tracy who would welcome any other ideas for inclusion on the proposed new information boards in the Park.
Allotments
Kathy reported that all plots are let and that there has been a change of tenancy for plots L1 and L2.
Community Hall
Mark agreed to try to clean the guttering before the next meeting.
Doug reported that he is continuing to arrange for a brass plaque for the notice board outside the hall in memory of Graham Doney.
Gwyneth reported that a booking has been made by SportsKids for use of the hall from 23 to 27 August from 8.30 am to 4.30 pm each day. They had requested a reduction in the hire charge to reflect the block booking. The trustees agreed that the hourly charge should be reduced to £5 and that, if the kitchen is available by then and they wanted to also hire it, the charge for its use would be reduced by 50%.
Re-Opening of the Community Hall
Chris reported that changes in the regulations had required amendments to the risk assessment.
Hall Heating
Doug reported that he had invited tenders for the replacement of the boiler and oil storage tank to the hall heating system together with some alterations and improvements to the system. He had received quotations from RM Gas & Oil Services (£8,350.00 incl. VAT) and Poseidon Plumbing and Heating (£8,900.00 incl. VAT) but that DMB plumbing and Heating Services had not submitted a tender. It had been difficult to compare the two quotations received as RM had not included for replacing the oil tank but had included some additional work. However, having contacted both companies, he felt that, if adjustments were made so that the quotations could be compared on a common basis excluding replacement of the oil tank, there was very little difference in their prices. The trustees decided that, based on favourable recommendations, RM Gas & Oil Services should be appointed to replace the boiler and carry out alterations and improvements to the system. Oil4Wales had been contacted and had provided an estimate of £4,000 to remove the existing oil tank, replace it with a new tank and provide a fire protective structure to comply with Building Regulations. It was agreed to wait for an estimate from KP Thomas before making a decision on a contractor for replacing the oil tank. Doug agreed to circulate a more detailed report to the trustees once he had finalised details of RM’s final price and received an estimate from KP Thomas.
When tendering, RM Gas & Oil had suggested that, given the height of the main hall, de-stratification fans would reduce the running costs of the system. Doug agreed to investigate this at a later date.
It was agreed that, although the Community Council had previously offered a grant towards the cost of replacing the boiler, this offer was made at a time when the Association’s finances were at a low ebb and the Association would not request a donation as it was now able to finance the work from its own funds.
Web Site
Tracy had reported that the website was being accessed my more people.
AGM
It was agreed that the Association’s Annual General Meeting will be held on Monday 02 August 2021 in the Community Hall commencing at 7.00 pm. Tony will send out notices which will also be displayed on the community notice boards and in the Tenby Observer.
Any Other Business
Gwyneth pointed out that the verge on the right hand side at the entry to East Williamston from Cold Inn is regularly cut but that the verge on the opposite side of the road is overgrown. It was agreed that this area should be tidied up if possible.
Kathy suggested that, once the hall heating system has been replaced and a reserve of £10,000 is set aside for future emergencies, the Association would probably have about £8,000 available for improvements to the hall and other projects of benefit to the community. She suggested that trustees should bring forward ideas with budget costs.
Kathy also agreed to look at the current criteria for Enhancing Pembrokeshire Grants to see if any projects would be eligible.
Next Meeting
The next meeting of trustees will be on Monday 02 August 2021 immediately following the AGM.
Doug McIntosh (Chair) Tony Ensom (Secretary), Kathy Talbot (Treasurer), Gwyneth Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor and Jill Thomas.
Apologies
Sian Beynon, Tracy Beynon, Ian Wilkinson and Cliff Williams.
Minutes
The minutes of the meeting held on 07 June 2021, which had been circulated previously, were approved and signed by Doug.
Treasurers
Kathy reported as follows:
Our current bank balance is £31,573 – healthy as ever. We have received payment for rent from both Gentle Gym and the Bowls Club. As our bank statements do not come until later in the month I cannot confirm what other income we have had.
Now that the quotes are in for the heating refurbishment we can begin to consider a full budget for the coming year. Once we have selected the supplier I will inform our insurance company – it is a requirement of our policy and I'm sure they'll be pleased to know we are taking action on the oil storage.
I have been in touch with Ocon to confirm their appointment to check the fire extinguishers etc. but have yet to receive confirmation that we will have a credit account.
I have had confirmation that our application for a CAF Bank account has been received, with the warning that everything is taking a little longer than usual! It will be very helpful to have on line banking, so that we can pay bills and interrogate the accounts.
I have prepared the accounts for 2020 ready for the Annual General Meeting.
Jubilee Park & Nature Trail
Doug reported that regular maintenance was being carried out. An inspection by Fields in Trust is expected soon and a working party will ensure that it is looking at its best.
Doug also reported that the project to upgrade play equipment was running significantly behind schedule and that there therefore was a real possibility that equipment will not be in place during this summer.
Kathy reported that she has found an app which shows the common and local names of flowering plants in Park. She will pass this information to Tracy who would welcome any other ideas for inclusion on the proposed new information boards in the Park.
Allotments
Kathy reported that all plots are let and that there has been a change of tenancy for plots L1 and L2.
Community Hall
Mark agreed to try to clean the guttering before the next meeting.
Doug reported that he is continuing to arrange for a brass plaque for the notice board outside the hall in memory of Graham Doney.
Gwyneth reported that a booking has been made by SportsKids for use of the hall from 23 to 27 August from 8.30 am to 4.30 pm each day. They had requested a reduction in the hire charge to reflect the block booking. The trustees agreed that the hourly charge should be reduced to £5 and that, if the kitchen is available by then and they wanted to also hire it, the charge for its use would be reduced by 50%.
Re-Opening of the Community Hall
Chris reported that changes in the regulations had required amendments to the risk assessment.
Hall Heating
Doug reported that he had invited tenders for the replacement of the boiler and oil storage tank to the hall heating system together with some alterations and improvements to the system. He had received quotations from RM Gas & Oil Services (£8,350.00 incl. VAT) and Poseidon Plumbing and Heating (£8,900.00 incl. VAT) but that DMB plumbing and Heating Services had not submitted a tender. It had been difficult to compare the two quotations received as RM had not included for replacing the oil tank but had included some additional work. However, having contacted both companies, he felt that, if adjustments were made so that the quotations could be compared on a common basis excluding replacement of the oil tank, there was very little difference in their prices. The trustees decided that, based on favourable recommendations, RM Gas & Oil Services should be appointed to replace the boiler and carry out alterations and improvements to the system. Oil4Wales had been contacted and had provided an estimate of £4,000 to remove the existing oil tank, replace it with a new tank and provide a fire protective structure to comply with Building Regulations. It was agreed to wait for an estimate from KP Thomas before making a decision on a contractor for replacing the oil tank. Doug agreed to circulate a more detailed report to the trustees once he had finalised details of RM’s final price and received an estimate from KP Thomas.
When tendering, RM Gas & Oil had suggested that, given the height of the main hall, de-stratification fans would reduce the running costs of the system. Doug agreed to investigate this at a later date.
It was agreed that, although the Community Council had previously offered a grant towards the cost of replacing the boiler, this offer was made at a time when the Association’s finances were at a low ebb and the Association would not request a donation as it was now able to finance the work from its own funds.
Web Site
Tracy had reported that the website was being accessed my more people.
AGM
It was agreed that the Association’s Annual General Meeting will be held on Monday 02 August 2021 in the Community Hall commencing at 7.00 pm. Tony will send out notices which will also be displayed on the community notice boards and in the Tenby Observer.
Any Other Business
Gwyneth pointed out that the verge on the right hand side at the entry to East Williamston from Cold Inn is regularly cut but that the verge on the opposite side of the road is overgrown. It was agreed that this area should be tidied up if possible.
Kathy suggested that, once the hall heating system has been replaced and a reserve of £10,000 is set aside for future emergencies, the Association would probably have about £8,000 available for improvements to the hall and other projects of benefit to the community. She suggested that trustees should bring forward ideas with budget costs.
Kathy also agreed to look at the current criteria for Enhancing Pembrokeshire Grants to see if any projects would be eligible.
Next Meeting
The next meeting of trustees will be on Monday 02 August 2021 immediately following the AGM.