EAST WILLIAMSTON COMMUNITY AND HALL ASSOCIATION
Charity No. 1168964
Meeting of Trustees held on Monday 01 November 2021 in the Community Hall
MINUTES
Present:
Doug McIntosh (chair), Ian Wilkinson (vice chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley and Mark Taylor.
Apologies:
Tracy Beynon, Jill Thomas and Cliff Williams
Minutes:
The minutes of the meeting held on 04 October 2021, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
We currently have £18,723, split between the HSBC and CAF bank accounts. We are in the process of transferring all the standing orders, such as salaries, and direct debits, for water and electricity to the CAF bank, but await confirmation. Once this is done we can close the HSBC account. Tony Ensom is now able to access the account and is the second signatory. We can add others when we choose but they need to have easy access to a computer/laptop (it's not the most straightforward process). When making a payment two of us would have to initiate and authorise the payment. This is something we could not do with HSBC. I would like us to encourage all our users to pay us by bank transfer.
I would like to add Templeton to the suppliers who can be paid by direct debit. Goods delivered in week 1 would be charged to our bank account in week 3. As the costs rise, it will ensure we do not run foul of any credit limit or lack of signatories for cheques or bank transfers. There is time to approve the invoice before the charge is made. [This was agreed].
Our electricity contract is due for renewal by 1st January 2022. I have therefore initiated the process of obtaining quotes from SSE our current supplier and British Gas – I will check for other suppliers for business. We must expect our unit costs to increase but it appears that after an initial hiatus the prices are beginning to drop back, so it will be a bit of a waiting game to gauge where prices go in the coming six weeks.
Our return to the Charity Commission is complete.
Jubilee Park & Nature Trail:
Ian reported that regular maintenance was continuing but work was dependant on the weather.
It was reported that the bins in the park were overflowing. It was agreed this should be reported to the Community Council.
Community Hall:
Gwyneth reported that someone is coming to look at the hall floor on 07 November.
With regard to dampness at low level in the men’s’ toilet Tracy had contacted a builder and is awaiting a response.
It was agreed that Gwyneth should purchase a new toilet seat for the disabled toilet.
It was reported that OCON has carried out a fire safety check on the fire alarm system and Kathy is awaiting a response from OCON regarding the cost of recommended remedial work. Doug agreed to chase OCON regarding the servicing of fire extinguishers.
Doug reported that he is awaiting advice from Andrew Prosser regarding PAT tests. It was agreed that the bowls club’s mat rolling machine should be included in any testing.
It was agreed that the fire alarm should be tested regularly and recorded.
It was reported that Doug, Ian, Tony and Gwyneth had met to discuss the fence at the rear of the hall. Ian reported that most of the materials necessary to repair the fence were at Hainey Moor and that the cost of new material would be minimal. Doug and Ian would be carrying out the work.
Hall Bookings:
Quiz Nights:
Tracy agreed to organise the quiz on 11 December and Cliff and Tim will organise the following quiz on 08 January.
Any Other Business:
Doug gave an up-date on the Community Council’s deployment of speed signs throughout the community area.
Ian reported that Sue Badham had offered a tree for the Christmas Tree on the Common. It was suggested that for future years a permanent pine tree could be planted on the Common as the Association’s Jubilee Tree.
It was agreed that the Christmas Decorations in the hall should be put up on Sunday 05 December.
Next Meeting:
The next meeting will be on Monday 06 December 2021 at 7.00pm.
Doug McIntosh (chair), Ian Wilkinson (vice chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley and Mark Taylor.
Apologies:
Tracy Beynon, Jill Thomas and Cliff Williams
Minutes:
The minutes of the meeting held on 04 October 2021, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
We currently have £18,723, split between the HSBC and CAF bank accounts. We are in the process of transferring all the standing orders, such as salaries, and direct debits, for water and electricity to the CAF bank, but await confirmation. Once this is done we can close the HSBC account. Tony Ensom is now able to access the account and is the second signatory. We can add others when we choose but they need to have easy access to a computer/laptop (it's not the most straightforward process). When making a payment two of us would have to initiate and authorise the payment. This is something we could not do with HSBC. I would like us to encourage all our users to pay us by bank transfer.
I would like to add Templeton to the suppliers who can be paid by direct debit. Goods delivered in week 1 would be charged to our bank account in week 3. As the costs rise, it will ensure we do not run foul of any credit limit or lack of signatories for cheques or bank transfers. There is time to approve the invoice before the charge is made. [This was agreed].
Our electricity contract is due for renewal by 1st January 2022. I have therefore initiated the process of obtaining quotes from SSE our current supplier and British Gas – I will check for other suppliers for business. We must expect our unit costs to increase but it appears that after an initial hiatus the prices are beginning to drop back, so it will be a bit of a waiting game to gauge where prices go in the coming six weeks.
Our return to the Charity Commission is complete.
Jubilee Park & Nature Trail:
Ian reported that regular maintenance was continuing but work was dependant on the weather.
It was reported that the bins in the park were overflowing. It was agreed this should be reported to the Community Council.
Community Hall:
Gwyneth reported that someone is coming to look at the hall floor on 07 November.
With regard to dampness at low level in the men’s’ toilet Tracy had contacted a builder and is awaiting a response.
It was agreed that Gwyneth should purchase a new toilet seat for the disabled toilet.
It was reported that OCON has carried out a fire safety check on the fire alarm system and Kathy is awaiting a response from OCON regarding the cost of recommended remedial work. Doug agreed to chase OCON regarding the servicing of fire extinguishers.
Doug reported that he is awaiting advice from Andrew Prosser regarding PAT tests. It was agreed that the bowls club’s mat rolling machine should be included in any testing.
It was agreed that the fire alarm should be tested regularly and recorded.
It was reported that Doug, Ian, Tony and Gwyneth had met to discuss the fence at the rear of the hall. Ian reported that most of the materials necessary to repair the fence were at Hainey Moor and that the cost of new material would be minimal. Doug and Ian would be carrying out the work.
Hall Bookings:
- Netball Tots have had two sessions but are no longer running
- A party is booked for 06 November
- The Play Group has now re-started
- The Dance Group is booked until 15 December
Quiz Nights:
Tracy agreed to organise the quiz on 11 December and Cliff and Tim will organise the following quiz on 08 January.
Any Other Business:
Doug gave an up-date on the Community Council’s deployment of speed signs throughout the community area.
Ian reported that Sue Badham had offered a tree for the Christmas Tree on the Common. It was suggested that for future years a permanent pine tree could be planted on the Common as the Association’s Jubilee Tree.
It was agreed that the Christmas Decorations in the hall should be put up on Sunday 05 December.
Next Meeting:
The next meeting will be on Monday 06 December 2021 at 7.00pm.