East Williamston Community and Hall Association
Charity No. 1168964
Meeting of Trustees – 2nd March 2020
Charity No. 1168964
Meeting of Trustees – 2nd March 2020
Present:
Doug McIntosh (Chair), Tony Ensom (Secretary), Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Chris Gilley, Mark Taylor, and Cliff Williams.
Apologies:
Mina Doney, Jill Ensom, Jill Thomas and Ian Wilkinson.
Minutes:
The previously circulated Minutes of the Meetings of Trustees held on 3rd February were approved and signed by Doug.
Matters Arising:
Bingo at Cosheston:
Mark and Mandy reported that bingo at Cosheston is held on Monday evenings and, although not a big money earner, it is well attended and does get people to the hall. There is a £5 entry charge and players are charged £2.50 per line with half going in prizes.
Pembrokeshire Community Venues:
It was agreed that the page for our hall on the PCV website should be kept up-to-date. This will be put on the agenda for each future meeting. Kathy agreed to obtain the password.
Treasurer’s Report:
Kathy reported as follows: At end February 202 our bank balance stands at £10977. We've had some substantial outgoings in cash this month; including payment to the electrician for the installation of the lights and also £451 for the repairs to the heating boiler.
We've yet to put a claim into the PCC for reimbursement for the new notice boards, which hopefully we'll install once the weather improves! This will improve our balance by over £6000 but we know we have the oil tank to replace and our insurance bill and final legal bill are also due.
We have purchased a card reader to help with credit and debit card payments to the Association. It was used in February and we hope to see if used regularly.
We received an estimated invoice from SSE Swalec and I have given them the actual reading. My calculation shows that we would show a saving of approximately 27% in usage over the same period last year, which will equate to a financial saving of about £42 for the winter quarter.
Sian carried out a stocktake of the bar stock which is valued at £570. This is now better controlled with the new bar and all stock being evidently to hand.
Jubilee Park:
Maintenance:
Doug reported that, despite the bad weather which had limited the amount of work possible, works to improve drainage had been completed and areas of Blackthorn had been cleared.
Complaint:
A complaint had been received about the state of the park in the areas where works have been carried out. Kathy agreed to include a note in the press report explaining why the work had been necessary and reassuring users of the park that, once the weather had improved, the park would return to its original condition.
Ash Die-Back:
It is expected that the tree in Hainey Moor will be removed within the next few weeks.
Allotments:
It was reported that three plots are vacant but that they were likely to be let shortly as there is a waiting list. Kathy reported that all the allotment invoices to the current allotment holders have been mailed, (although the money is a bit slow in coming in) and that Mr and Mrs Havell have been reimbursed £80 for their shed.
Hall:
Maintenance:
Gwyneth reported that the engineer had fitted a new pump for the heating system and that this had improved the operation of the system. She also reported that a few wall tiles were loose in the Ladies Toilet and Mark agreed to investigate.
Hand Dryer:
There a have been complaints about the hand dryer in the Ladies Toilet. It was agreed to provide paper towels in future.
Bar/Committee Room:
Doug reported that the electrician is due to return to provide socket outlets in the bar and sort out the lighting.
Oil Tank Replacement:
Tony reported that he had met with KP Thomas who had given advice on replacing the oil tank. Tony will now draw up details of what is required and get them checked by Danny Bill who will need to certify the installation when it is complete. He will then obtain quotes for the work. It was agreed that the base and screen walls for the new tank could be carried out by volunteers.
Bookings:
Sian reported the following bookings:
22 March – Party (10.00 – 12.00)
29 March – Party (09.30 – 13.00)
03 April – Pigeon Sale
20 April – Colour Vision Academy (15.00 – 20.00).
Notice Boards:
Doug agreed to arrange dates for installation of the boards subject to suitable weather conditions.
Quiz:
Lynn (and friends) will be doing the next quiz which is on Saturday 14th March. Volunteers are booked for March and April.
VE Day Party
Kathy reported that alternative food to Corned Beef Hash and Lord Walton’s Pie will be available. It was agreed to print a selection of all 4 suggested designs for tickets. Kathy asked all trustees to sell 6 tickets each. Posters will be printed as soon as possible.
20th Anniversary:
It was agreed that an event to celebrate the 20th anniversary of the opening of the hall would now take place as a separate event.
Any Other Business:
Picture:
Kathy kindly donated a picture by Lucy Hinksman from East Williamston who works from the VC Gallery in Pembroke Dock. This will be hung in the bar.
AGM:
It was agreed that the AGM would be held on 6 th April commencing at 6.00 pm.
Next meeting of Trustees:
This will be held immediately after the AGM on 6 th April The Meeting closed at 8.25 pm.
Doug McIntosh (Chair), Tony Ensom (Secretary), Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Chris Gilley, Mark Taylor, and Cliff Williams.
Apologies:
Mina Doney, Jill Ensom, Jill Thomas and Ian Wilkinson.
Minutes:
The previously circulated Minutes of the Meetings of Trustees held on 3rd February were approved and signed by Doug.
Matters Arising:
Bingo at Cosheston:
Mark and Mandy reported that bingo at Cosheston is held on Monday evenings and, although not a big money earner, it is well attended and does get people to the hall. There is a £5 entry charge and players are charged £2.50 per line with half going in prizes.
Pembrokeshire Community Venues:
It was agreed that the page for our hall on the PCV website should be kept up-to-date. This will be put on the agenda for each future meeting. Kathy agreed to obtain the password.
Treasurer’s Report:
Kathy reported as follows: At end February 202 our bank balance stands at £10977. We've had some substantial outgoings in cash this month; including payment to the electrician for the installation of the lights and also £451 for the repairs to the heating boiler.
We've yet to put a claim into the PCC for reimbursement for the new notice boards, which hopefully we'll install once the weather improves! This will improve our balance by over £6000 but we know we have the oil tank to replace and our insurance bill and final legal bill are also due.
We have purchased a card reader to help with credit and debit card payments to the Association. It was used in February and we hope to see if used regularly.
We received an estimated invoice from SSE Swalec and I have given them the actual reading. My calculation shows that we would show a saving of approximately 27% in usage over the same period last year, which will equate to a financial saving of about £42 for the winter quarter.
Sian carried out a stocktake of the bar stock which is valued at £570. This is now better controlled with the new bar and all stock being evidently to hand.
Jubilee Park:
Maintenance:
Doug reported that, despite the bad weather which had limited the amount of work possible, works to improve drainage had been completed and areas of Blackthorn had been cleared.
Complaint:
A complaint had been received about the state of the park in the areas where works have been carried out. Kathy agreed to include a note in the press report explaining why the work had been necessary and reassuring users of the park that, once the weather had improved, the park would return to its original condition.
Ash Die-Back:
It is expected that the tree in Hainey Moor will be removed within the next few weeks.
Allotments:
It was reported that three plots are vacant but that they were likely to be let shortly as there is a waiting list. Kathy reported that all the allotment invoices to the current allotment holders have been mailed, (although the money is a bit slow in coming in) and that Mr and Mrs Havell have been reimbursed £80 for their shed.
Hall:
Maintenance:
Gwyneth reported that the engineer had fitted a new pump for the heating system and that this had improved the operation of the system. She also reported that a few wall tiles were loose in the Ladies Toilet and Mark agreed to investigate.
Hand Dryer:
There a have been complaints about the hand dryer in the Ladies Toilet. It was agreed to provide paper towels in future.
Bar/Committee Room:
Doug reported that the electrician is due to return to provide socket outlets in the bar and sort out the lighting.
Oil Tank Replacement:
Tony reported that he had met with KP Thomas who had given advice on replacing the oil tank. Tony will now draw up details of what is required and get them checked by Danny Bill who will need to certify the installation when it is complete. He will then obtain quotes for the work. It was agreed that the base and screen walls for the new tank could be carried out by volunteers.
Bookings:
Sian reported the following bookings:
22 March – Party (10.00 – 12.00)
29 March – Party (09.30 – 13.00)
03 April – Pigeon Sale
20 April – Colour Vision Academy (15.00 – 20.00).
Notice Boards:
Doug agreed to arrange dates for installation of the boards subject to suitable weather conditions.
Quiz:
Lynn (and friends) will be doing the next quiz which is on Saturday 14th March. Volunteers are booked for March and April.
VE Day Party
Kathy reported that alternative food to Corned Beef Hash and Lord Walton’s Pie will be available. It was agreed to print a selection of all 4 suggested designs for tickets. Kathy asked all trustees to sell 6 tickets each. Posters will be printed as soon as possible.
20th Anniversary:
It was agreed that an event to celebrate the 20th anniversary of the opening of the hall would now take place as a separate event.
Any Other Business:
Picture:
Kathy kindly donated a picture by Lucy Hinksman from East Williamston who works from the VC Gallery in Pembroke Dock. This will be hung in the bar.
AGM:
It was agreed that the AGM would be held on 6 th April commencing at 6.00 pm.
Next meeting of Trustees:
This will be held immediately after the AGM on 6 th April The Meeting closed at 8.25 pm.