Meeting of Trustees held on Monday 07 March 2022
In the Community Hall
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Mark Taylor, Jill Thomas and Cliff Williams
Apologies:
Chris Gilley.
Minutes:
The minutes of the meeting held on 07 February 2022, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
On 1st February we completed the transfer of funds from HSBC to CAF with one or two payments to sort out. Our funds now stand at £17,960 in the bank with £885 in cash which I will bank as we no longer have a need for 'petty cash'. There is further income of £615 which Sian has just given me.
At the beginning of the month the invoices for the allotments were sent out. So far we have collected £330 and a reminder has been posted on the allotments' notice board. Only one person has not renewed his tenancy.
Outgoings this month included the final account from SSE for electricity for £119 and £196 to Alan Davies for work in the park. Income includes £300 rent from the Bowls Club and also £74 for money taken on our credit card machine.
Wherever possible any payments from the Association or receipts should be by BACS as this save us bank charges and is much easier to administer.
When signing up with EDF for electricity supply in order to be charged 5% VAT rate we had to confirm that our usage would be less than 1000KwH per month – we're well below that thank heaven.
During out last meeting we discussed bar charges. As requested I added the volume to each stock item and calculate 50% mark up. I have circulated this. I believe it confirms that we should increase the charge for Peroni and Prosecco.
Our insurance policy is due for renewal on 31st March. The premium will be £977.43 and as we have a 3 year agreement this includes a 5% reduction. The Contents are valued at £28,886, a 5.9% increase on 2021 The building is insured for £613,000, a 9% increase on 2021. Special items insured are the PA system at £5,348 and the Bowls equipment at £7,471. The premium for this is £61.22 and is reimbursed by the Bowls Club. No other items are specifically insured and any equipment owned by 3rd parties, such as play equipment, is not covered.
Our stock of wines and spirits is currently covered for £1,000. A recent stock take came to £1085 plus spirits. I would recommend an uplift to £1,500 insured value. Our public liability cover is £10,000,000.
The trustees agreed that the bar prices of Peroni and Prosecco will be increased to £4.00 (for 2) and £5.00 respectively.
The trustees agreed that cover for the Bowls Club equipment is to be increased to £9,500.00 and the cover for wines and spirits is the be increased to £1.500.00.
Kathy reported that the daily use of heating oil had increased from 4.71 litres in 2019 to 10.62 litres since the new boiler had been installed and suggested this needed to be investigated as the new heating system was expected to be more efficient than the previous one. Tracy reported that she had texted the heating engineer for comment and would report back to the trustees.
Doug reminded the trustees that they had previously agreed to set aside a sum representing approximately two year’s costs in maintaining the hall in case, at some time in the future, income dries up and suggested a separate account should be opened for that purpose. Kathy thought it would be sufficient for the treasurer to warn trustees if funds dropped to that level.
Jubilee Park & Nature Trail:
Ian reported that planned winter maintenance had continued and that repairs to paths will commence shortly with assistance from pupils at Pembroke College. He§ also reported that the Community Council had been successful in obtaining a grant towards the cost of a new tractor and another grant for cordless pruners. It is also considering whether it can apply for a grant towards the cost of a tine mower. There have been positive comments from users of JP&NT saying how nice the park is looking and two people have made donations in appreciation.
Allotments:
Further to Kathy’s report, the trustees agreed that any allotment holders who have not yet paid should be politely reminded that, in accordance with the terms of their agreement, failure to pay by the end of March will result in forfeiture of their plot.
Community Hall:
Cooker: The trustees thanked Tracy for arranging for the sale of the redundant gas cooker for £250.00 and for investigating a suitable replacement cooker. The trustees agreed that a Flavell electric cooker should be purchased at a cost of £581.00.
Dampness in Men’s Toilet: Gwyneth reported that she had carried out a temporary repair.
Urinal Flushing System: Doug reported that the present system had been disconnected and suggested that a simple manual system should be sufficient to replace it. Ian agreed to provide details of a plumber and Gwyneth agreed to investigate.
Roof Insulation: Mark agreed to provide information about materials which would be suitable to hold back the existing insulation which is loose and provide additional insulation.
Key Box: Mandy agreed to provide instructions for changing the code to Gwyneth.
Hall Bookings:
Sian reported the following bookings:
Quiz Nights:
Tracy reported that quizmasters have been booked for the rest of the year apart from September and November. Tony and Jill agreed to do the September quiz.
Website and Facebook:
Tracy reported as follows:
The Queen’s Jubilee Celebration:
Mark has formed a sub-committee which has suggested a BarBQ and will come up with further proposals.
Any Other Business:
Kathy reported that she has arranged for a smart meter to be fitted in the hall on 16 March.
Following a suggestion from Gwyneth, it was agreed that the hire charges for the hall should be reviewed and that this would be discussed at the next meeting.
Following a suggestion from Mark the trustees agreed to consider redecorating the hall.
Next Meeting:
The next meeting will be on Monday 04 April 2022 at 7.00 pm.
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Mark Taylor, Jill Thomas and Cliff Williams
Apologies:
Chris Gilley.
Minutes:
The minutes of the meeting held on 07 February 2022, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
On 1st February we completed the transfer of funds from HSBC to CAF with one or two payments to sort out. Our funds now stand at £17,960 in the bank with £885 in cash which I will bank as we no longer have a need for 'petty cash'. There is further income of £615 which Sian has just given me.
At the beginning of the month the invoices for the allotments were sent out. So far we have collected £330 and a reminder has been posted on the allotments' notice board. Only one person has not renewed his tenancy.
Outgoings this month included the final account from SSE for electricity for £119 and £196 to Alan Davies for work in the park. Income includes £300 rent from the Bowls Club and also £74 for money taken on our credit card machine.
Wherever possible any payments from the Association or receipts should be by BACS as this save us bank charges and is much easier to administer.
When signing up with EDF for electricity supply in order to be charged 5% VAT rate we had to confirm that our usage would be less than 1000KwH per month – we're well below that thank heaven.
During out last meeting we discussed bar charges. As requested I added the volume to each stock item and calculate 50% mark up. I have circulated this. I believe it confirms that we should increase the charge for Peroni and Prosecco.
Our insurance policy is due for renewal on 31st March. The premium will be £977.43 and as we have a 3 year agreement this includes a 5% reduction. The Contents are valued at £28,886, a 5.9% increase on 2021 The building is insured for £613,000, a 9% increase on 2021. Special items insured are the PA system at £5,348 and the Bowls equipment at £7,471. The premium for this is £61.22 and is reimbursed by the Bowls Club. No other items are specifically insured and any equipment owned by 3rd parties, such as play equipment, is not covered.
Our stock of wines and spirits is currently covered for £1,000. A recent stock take came to £1085 plus spirits. I would recommend an uplift to £1,500 insured value. Our public liability cover is £10,000,000.
The trustees agreed that the bar prices of Peroni and Prosecco will be increased to £4.00 (for 2) and £5.00 respectively.
The trustees agreed that cover for the Bowls Club equipment is to be increased to £9,500.00 and the cover for wines and spirits is the be increased to £1.500.00.
Kathy reported that the daily use of heating oil had increased from 4.71 litres in 2019 to 10.62 litres since the new boiler had been installed and suggested this needed to be investigated as the new heating system was expected to be more efficient than the previous one. Tracy reported that she had texted the heating engineer for comment and would report back to the trustees.
Doug reminded the trustees that they had previously agreed to set aside a sum representing approximately two year’s costs in maintaining the hall in case, at some time in the future, income dries up and suggested a separate account should be opened for that purpose. Kathy thought it would be sufficient for the treasurer to warn trustees if funds dropped to that level.
Jubilee Park & Nature Trail:
Ian reported that planned winter maintenance had continued and that repairs to paths will commence shortly with assistance from pupils at Pembroke College. He§ also reported that the Community Council had been successful in obtaining a grant towards the cost of a new tractor and another grant for cordless pruners. It is also considering whether it can apply for a grant towards the cost of a tine mower. There have been positive comments from users of JP&NT saying how nice the park is looking and two people have made donations in appreciation.
Allotments:
Further to Kathy’s report, the trustees agreed that any allotment holders who have not yet paid should be politely reminded that, in accordance with the terms of their agreement, failure to pay by the end of March will result in forfeiture of their plot.
Community Hall:
Cooker: The trustees thanked Tracy for arranging for the sale of the redundant gas cooker for £250.00 and for investigating a suitable replacement cooker. The trustees agreed that a Flavell electric cooker should be purchased at a cost of £581.00.
Dampness in Men’s Toilet: Gwyneth reported that she had carried out a temporary repair.
Urinal Flushing System: Doug reported that the present system had been disconnected and suggested that a simple manual system should be sufficient to replace it. Ian agreed to provide details of a plumber and Gwyneth agreed to investigate.
Roof Insulation: Mark agreed to provide information about materials which would be suitable to hold back the existing insulation which is loose and provide additional insulation.
Key Box: Mandy agreed to provide instructions for changing the code to Gwyneth.
Hall Bookings:
Sian reported the following bookings:
- Weekly Parent and Baby classes will commence this week
- 18th March - Kids Party 5:30 - 7:30
- 9th July - Kids Party 10.00 – 3.00
Quiz Nights:
Tracy reported that quizmasters have been booked for the rest of the year apart from September and November. Tony and Jill agreed to do the September quiz.
Website and Facebook:
Tracy reported as follows:
- Website stats: There have been 173 unique visits, 332 page views and each person views 1.73 pages per visit.
- Google: Jubilee Park and Nature Trail - 62 interactions (likes etc.), 1730 people viewed our Google listing and 33 people searched for directions to the Park.
- Google: East Williamston Community Hall - 30 profile interactions, 143 people viewed our Google listing and 26 people searched for directions to the hall.
- Facebook: Our best performing post is the event listing for the quiz next week which reached 1173 people (small paid for ad using free credits) and the second best post was the images of the new floor that reached 258 people
The Queen’s Jubilee Celebration:
Mark has formed a sub-committee which has suggested a BarBQ and will come up with further proposals.
Any Other Business:
Kathy reported that she has arranged for a smart meter to be fitted in the hall on 16 March.
Following a suggestion from Gwyneth, it was agreed that the hire charges for the hall should be reviewed and that this would be discussed at the next meeting.
Following a suggestion from Mark the trustees agreed to consider redecorating the hall.
Next Meeting:
The next meeting will be on Monday 04 April 2022 at 7.00 pm.