EAST WILLIAMSTON COMMUNITY AND HALL ASSOCIATION
Charity No. 1168964
Meeting of Trustees – 10th May 2021 at 7.00 pm
Charity No. 1168964
Meeting of Trustees – 10th May 2021 at 7.00 pm
Present:
Doug McIntosh (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:
Ian Wilkinson and Tracy Beynon
Minutes:
The minutes of the meeting held on 12th April 2021, which had been circulated previously, were approved.
Treasurer’s Report:
Kathy’s reported as follows:
It is good to know that we have been able to open the Community Hall from 3rd May and that the use as polling station went ahead as usual. There has been little movement on the bank account and our balance is now £31,935.95, but as we know there are expenses to come. With the removal of the hand driers and RCB completed we have satisfied the insurance company’s requirements. As previously I paid Andrew Prosser's charge of £163.08 myself and have been reimbursement from petty cash. Our petty cash stands at £133.95.
The Treasurer recommended that for ease of usage reasons the Association should move its banking facility from the existing HSBC Bank to CAF (Charities Aid Foundation) Bank. The meeting unanimously agreed and the application form is completed. The signatories to the account are:
D. McIntosh, Chair,
A. Ensom, Secretary,
K. Talbot, Treasurer,
I Wilkinson and
S. Beynon.
All signed the mandate and K. Talbot and A. Ensom signed the Certification. K. Talbot will submit the application and once approved apply for on line banking.
Jubilee Park & Nature Trail:
Doug reported that maintenance and improvement work was continuing in the park. He also reported a delay in commencing the replacement by EWCC of equipment in the children’s play area.
Tracy had sent a message to the meeting that she could produce some posters quite cheaply to replace the ones in the park which have deteriorated. These could have a QR code on them to take people to a webpage with information on wildlife and plants in the park. She was asked to circulate a mock-up to the trustees.
Allotments:
Kathy reported that all the allotment plots are now let and all rents have been paid.
It was agreed that, following inspection, the old notice boards in store were not suitable for refurbishment for use in the allotments.
It was noted that, despite the Association having paid for the county council to deal with an infestation of rats, the problem was likely to continue and it was agreed that it was now up to the allotment holders to take the necessary steps to deter rats from nesting.
Community Hall:
It was agreed that the hall curtains should be cleaned before they are re-hung.
Mark reported that the light in one of the exit signs was not working despite the bulb having been replaced. It was agreed to ask an electrician to investigate next time one was working in the hall.
Kathy reported that Mitie would no longer be willing to service the fire extinguishers and security alarm after 31 May 2021. She agreed to check with Planed to see whether they know of a suitable local alternative contractor. Mark agreed to follow up a possible contractor in Pembroke Dock.
Doug and Kathy proposed wording for a plaque to be fixed to the notice board outside the hall to acknowledge the donation by family and friends of Graham Doney and Doug agreed to arrange for its purchase.
Re-Opening of the Community Hall:
Chris reported that the hall was open once more and being operated in accordance with government regulations. It was suggested that the kitchen could also be used but this would require amendments to the risk assessment.
It was agreed that a screen would be required for the bar server before it could be put into use again.
Sian reported that the following groups had indicated when they would recommence activities:
Playgroup September
Karate June
Children’s Dance May
Soccatots June (they will now meet on Fridays)
Hall Heating:
Doug, Cliff and Tony agreed to proceed with obtaining quotations for replacing the boiler and oil tank. They will approach Danny Bill, Robin Munton and Poseidon Heating but if any trustees have other suggestions, they would be welcome.
Web Site:
Tracy reported that she was awaiting short profiles from Mark and Mandy for inclusion on the website.
She also reported that there had been 369 views from Google and 53 clicks from other sources in the last month. The best performing pages were the Homepage, the Hall, the Village and the Area History. 95% of people are viewing on their mobile ‘phones.
She also suggested a newsletter but, following discussion, it was agreed that this would not be followed up.
She asked whether we want a webpage to promote local businesses. It was agreed that there was no objection in principle as long as the focus was on the local community.
Any Other Business:
It was agreed to delay a decision on the timing of the next AGM.
Kathy reported that Pat Burrow had requested help in removing bamboo in her front garden which is close to the fence with the hall. It was agreed that we would assist with this and investigate whether the roots could also be removed by machine (which would be paid for by the Association). Kathy agreed to talk to Pat.
Chris suggested that, once the cost of replacing the boiler and oil tank had been established, the trustees should create a budget for expenditure on future improvements to the hall. This was agreed.
Doug asked that thanks to Gwyneth, Chris and other trustees who have been working hard to ensure compliance with Covid19 regulations and advice during the pandemic should be recorded.
Next Meeting:
The next meeting of trustees will be on Monday 7th June 2021 at 7.00 pm in the hall.
Doug McIntosh (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:
Ian Wilkinson and Tracy Beynon
Minutes:
The minutes of the meeting held on 12th April 2021, which had been circulated previously, were approved.
Treasurer’s Report:
Kathy’s reported as follows:
It is good to know that we have been able to open the Community Hall from 3rd May and that the use as polling station went ahead as usual. There has been little movement on the bank account and our balance is now £31,935.95, but as we know there are expenses to come. With the removal of the hand driers and RCB completed we have satisfied the insurance company’s requirements. As previously I paid Andrew Prosser's charge of £163.08 myself and have been reimbursement from petty cash. Our petty cash stands at £133.95.
The Treasurer recommended that for ease of usage reasons the Association should move its banking facility from the existing HSBC Bank to CAF (Charities Aid Foundation) Bank. The meeting unanimously agreed and the application form is completed. The signatories to the account are:
D. McIntosh, Chair,
A. Ensom, Secretary,
K. Talbot, Treasurer,
I Wilkinson and
S. Beynon.
All signed the mandate and K. Talbot and A. Ensom signed the Certification. K. Talbot will submit the application and once approved apply for on line banking.
Jubilee Park & Nature Trail:
Doug reported that maintenance and improvement work was continuing in the park. He also reported a delay in commencing the replacement by EWCC of equipment in the children’s play area.
Tracy had sent a message to the meeting that she could produce some posters quite cheaply to replace the ones in the park which have deteriorated. These could have a QR code on them to take people to a webpage with information on wildlife and plants in the park. She was asked to circulate a mock-up to the trustees.
Allotments:
Kathy reported that all the allotment plots are now let and all rents have been paid.
It was agreed that, following inspection, the old notice boards in store were not suitable for refurbishment for use in the allotments.
It was noted that, despite the Association having paid for the county council to deal with an infestation of rats, the problem was likely to continue and it was agreed that it was now up to the allotment holders to take the necessary steps to deter rats from nesting.
Community Hall:
It was agreed that the hall curtains should be cleaned before they are re-hung.
Mark reported that the light in one of the exit signs was not working despite the bulb having been replaced. It was agreed to ask an electrician to investigate next time one was working in the hall.
Kathy reported that Mitie would no longer be willing to service the fire extinguishers and security alarm after 31 May 2021. She agreed to check with Planed to see whether they know of a suitable local alternative contractor. Mark agreed to follow up a possible contractor in Pembroke Dock.
Doug and Kathy proposed wording for a plaque to be fixed to the notice board outside the hall to acknowledge the donation by family and friends of Graham Doney and Doug agreed to arrange for its purchase.
Re-Opening of the Community Hall:
Chris reported that the hall was open once more and being operated in accordance with government regulations. It was suggested that the kitchen could also be used but this would require amendments to the risk assessment.
It was agreed that a screen would be required for the bar server before it could be put into use again.
Sian reported that the following groups had indicated when they would recommence activities:
Playgroup September
Karate June
Children’s Dance May
Soccatots June (they will now meet on Fridays)
Hall Heating:
Doug, Cliff and Tony agreed to proceed with obtaining quotations for replacing the boiler and oil tank. They will approach Danny Bill, Robin Munton and Poseidon Heating but if any trustees have other suggestions, they would be welcome.
Web Site:
Tracy reported that she was awaiting short profiles from Mark and Mandy for inclusion on the website.
She also reported that there had been 369 views from Google and 53 clicks from other sources in the last month. The best performing pages were the Homepage, the Hall, the Village and the Area History. 95% of people are viewing on their mobile ‘phones.
She also suggested a newsletter but, following discussion, it was agreed that this would not be followed up.
She asked whether we want a webpage to promote local businesses. It was agreed that there was no objection in principle as long as the focus was on the local community.
Any Other Business:
It was agreed to delay a decision on the timing of the next AGM.
Kathy reported that Pat Burrow had requested help in removing bamboo in her front garden which is close to the fence with the hall. It was agreed that we would assist with this and investigate whether the roots could also be removed by machine (which would be paid for by the Association). Kathy agreed to talk to Pat.
Chris suggested that, once the cost of replacing the boiler and oil tank had been established, the trustees should create a budget for expenditure on future improvements to the hall. This was agreed.
Doug asked that thanks to Gwyneth, Chris and other trustees who have been working hard to ensure compliance with Covid19 regulations and advice during the pandemic should be recorded.
Next Meeting:
The next meeting of trustees will be on Monday 7th June 2021 at 7.00 pm in the hall.