East Williamston Community and Hall Association
Charity No. 1168964
Meeting of Trustees – 26th October 2020 at 6.30 pm
Note: Due to Covid-19 restrictions it was not possible to hold the meeting with trustees present in person. It was therefore agreed by the trustees in accordance with clause 19(4)(a) of the Association’s constitution that it would be held by electronic means by which all those present could communicate with each other. The meeting was convened using the Jitsi Meet app. In the absence of Doug, it was agreed that Chris Gilley should chair this meeting.
Charity No. 1168964
Meeting of Trustees – 26th October 2020 at 6.30 pm
Note: Due to Covid-19 restrictions it was not possible to hold the meeting with trustees present in person. It was therefore agreed by the trustees in accordance with clause 19(4)(a) of the Association’s constitution that it would be held by electronic means by which all those present could communicate with each other. The meeting was convened using the Jitsi Meet app. In the absence of Doug, it was agreed that Chris Gilley should chair this meeting.
Present:
Tony Ensom (secretary), Kathy Talbot (treasurer), Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Doug McIntosh, Ian Wilkinson, Gwyneth Beynon and Sian Beynon.
New Trustee:
Tracy Beynon who had been appointed as a trustee of the Association was welcomed to the meeting.
Minutes:
The minutes of the meeting held on 7th September 2020, which had been circulated previously, were approved.
Notice Boards:
Mark expressed his concern that the notice boards had been installed by a contractor at a cost of £610 instead of by volunteers as had originally been planned without consulting all of the trustees. He and Chris had both written to Doug on the subject and he had replied with an explanation. It was agreed that all of the trustees should have been consulted and Kathy and Tony both apologised as they had been involved in making the decision. It was agreed that regular payments for utilities, salaries, insurance and similar running costs could be made without specific agreement to each individual payment, but that all trustees would be consulted on any other proposed expenditure over £50 before the Association is committed to it. Agreement to such expenditure would be by a majority of trustees either at a meeting of trustees or expressed in writing by email, all as provided for in clause 19 of the Association’s constitution.
Treasurer’s Report:
Kathy’s reported as follows: Attached is a summary of the income and expenditure for 2020 to the end of September – an unusual period as, although we've been closed for the past seven months or so, our bank balance is greater than at the start of the year. Two major items are the reason for this: £10,000 grant from Pembrokeshire County Council under the Covid-19 protection and the reimbursement for the notice boards of £6,183, received in October which had been paid out in 2019. The income shown as August was in fact the rentals etc. received during March but due to Covid restrictions (and an unwillingness on my part to go into Tenby) it wasn't banked until August. Most of the outgoing items such as salary, Plusnet and electricity are standard. In February we repaired the boiler and paid to have the lights installed. The latter was covered by a grant from South Hook received in 2019. In March we paid our annual insurance premium of £863. Thanks are due to our insurers for the careful way they have provided advice on the care of the hall and re-opening. In May we paid £546 for the completion of the lighting in the bar. Aware of the potential danger, in July we paid £620 to fell the ash trees alongside the road at Hainey Moor. This area remains the sole responsibility of the Association. We have paid the licence to PCC to run a community hall. The £610 paid in September was for the erection of the notice board. At end September therefore our bank balance was £17,946. In October we will see receipt of the £6,183 from PCC plus any income received for hall rentals etc. We are therefore in a healthy position even though we will have to replace the oil tank soon.
The accounts are attached to these minutes.
Kathy reminded the trustees that we had previously intended to produce a leaflet to be circulated to all properties in the community but that this had not been followed up. She suggested that some of the money from the recent PCC grant could be used in some other way to communicate more fully with the community. Tracy suggested that we could develop the web site further, use social media more and encourage local traders to advertise on these platforms. She agreed to bring forward proposals with costs to a future meeting.
Kathy confirmed that we do not have an on-line banking facility as expenditure needs two signatures.
Re-Opening of the Community Hall:
A report dated 15th October 2020 from Chris on behalf of the sub-committee appointed on 7th September 2020 had been circulated at the time to all trustees (a copy is attached). In response to a report that some users of the hall had been seen not wearing masks, Chris stated that when only he and Mark were in the hall, they did not wear masks (which is allowed under the regulations) but that at all other times members of the bowls club do wear masks.
Chris reported that all bookings between 23rd October and 9th November 2020 had been cancelled to comply with Welsh Government regulations, but that all activities would re-start from 10th November, subject to the regulations which apply from that date.
It was agreed that a gift of a basket of fruit should be sent to Gwyneth and Sian to show the trustees appreciation of all the work they have done in connection with the re-opening of the hall.
The trustees thanked the sub-committee for successfully re-opening the hall.
Jubilee Park:
Doug had circulated a note dated 24th October 2020 to all trustees explaining the EWCC’s Jubilee Park Funding Protocol (copy attached). Chris asked whether the Association could also fund work in the park. Tony advised that it was important that the Association should not fund any maintenance work as this was the responsibility of EWCC. However, it was agreed that it would be appropriate to fund any improvements or enhancements, such as benches.
It was reported that Doug and Ian had noted Ash Dieback is affecting most Ash trees in the park and that EWCC will be informed.
Hainey Moor:
Kathy reported that the periods for applications for grants previously identified as possibly sources of funds to develop Hainey Moor had expired. Also that we would need to be prepared with detailed proposals and costs (including quotations) in order to apply for grants which will no doubt become available in future.
Allotments:
Kathy reported that the allotment holders have requested that some fence posts need to be replaced. She agreed to obtain details and costs for approval by the trustees.
Community Hall:
It was reported that some of guttering needed cleaning. Mark agreed to deal with this.
It was reported that the electrician is due to complete the installation of power sockets in the bar once the current restrictions allow.
Tony reported that he has now met with both K P Thomas and Danny Bill and as a result understands the regulations regarding the replacement of the oil storage tank. He and Doug will bring fully costed proposals to a future meeting.
It was reported that the children’s dance classes may be extended to further days during the week.
Succession Planning:
Tony reminded the trustees that we need to keep in mind the need for future trustees as some existing trustees are likely to retire in the foreseeable future.
Next Meeting:
It was agreed that the next meeting of trustees will be held on Monday 7 th December 2020. The Meeting closed at 7.35 pm.
Tony Ensom (secretary), Kathy Talbot (treasurer), Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Doug McIntosh, Ian Wilkinson, Gwyneth Beynon and Sian Beynon.
New Trustee:
Tracy Beynon who had been appointed as a trustee of the Association was welcomed to the meeting.
Minutes:
The minutes of the meeting held on 7th September 2020, which had been circulated previously, were approved.
Notice Boards:
Mark expressed his concern that the notice boards had been installed by a contractor at a cost of £610 instead of by volunteers as had originally been planned without consulting all of the trustees. He and Chris had both written to Doug on the subject and he had replied with an explanation. It was agreed that all of the trustees should have been consulted and Kathy and Tony both apologised as they had been involved in making the decision. It was agreed that regular payments for utilities, salaries, insurance and similar running costs could be made without specific agreement to each individual payment, but that all trustees would be consulted on any other proposed expenditure over £50 before the Association is committed to it. Agreement to such expenditure would be by a majority of trustees either at a meeting of trustees or expressed in writing by email, all as provided for in clause 19 of the Association’s constitution.
Treasurer’s Report:
Kathy’s reported as follows: Attached is a summary of the income and expenditure for 2020 to the end of September – an unusual period as, although we've been closed for the past seven months or so, our bank balance is greater than at the start of the year. Two major items are the reason for this: £10,000 grant from Pembrokeshire County Council under the Covid-19 protection and the reimbursement for the notice boards of £6,183, received in October which had been paid out in 2019. The income shown as August was in fact the rentals etc. received during March but due to Covid restrictions (and an unwillingness on my part to go into Tenby) it wasn't banked until August. Most of the outgoing items such as salary, Plusnet and electricity are standard. In February we repaired the boiler and paid to have the lights installed. The latter was covered by a grant from South Hook received in 2019. In March we paid our annual insurance premium of £863. Thanks are due to our insurers for the careful way they have provided advice on the care of the hall and re-opening. In May we paid £546 for the completion of the lighting in the bar. Aware of the potential danger, in July we paid £620 to fell the ash trees alongside the road at Hainey Moor. This area remains the sole responsibility of the Association. We have paid the licence to PCC to run a community hall. The £610 paid in September was for the erection of the notice board. At end September therefore our bank balance was £17,946. In October we will see receipt of the £6,183 from PCC plus any income received for hall rentals etc. We are therefore in a healthy position even though we will have to replace the oil tank soon.
The accounts are attached to these minutes.
Kathy reminded the trustees that we had previously intended to produce a leaflet to be circulated to all properties in the community but that this had not been followed up. She suggested that some of the money from the recent PCC grant could be used in some other way to communicate more fully with the community. Tracy suggested that we could develop the web site further, use social media more and encourage local traders to advertise on these platforms. She agreed to bring forward proposals with costs to a future meeting.
Kathy confirmed that we do not have an on-line banking facility as expenditure needs two signatures.
Re-Opening of the Community Hall:
A report dated 15th October 2020 from Chris on behalf of the sub-committee appointed on 7th September 2020 had been circulated at the time to all trustees (a copy is attached). In response to a report that some users of the hall had been seen not wearing masks, Chris stated that when only he and Mark were in the hall, they did not wear masks (which is allowed under the regulations) but that at all other times members of the bowls club do wear masks.
Chris reported that all bookings between 23rd October and 9th November 2020 had been cancelled to comply with Welsh Government regulations, but that all activities would re-start from 10th November, subject to the regulations which apply from that date.
It was agreed that a gift of a basket of fruit should be sent to Gwyneth and Sian to show the trustees appreciation of all the work they have done in connection with the re-opening of the hall.
The trustees thanked the sub-committee for successfully re-opening the hall.
Jubilee Park:
Doug had circulated a note dated 24th October 2020 to all trustees explaining the EWCC’s Jubilee Park Funding Protocol (copy attached). Chris asked whether the Association could also fund work in the park. Tony advised that it was important that the Association should not fund any maintenance work as this was the responsibility of EWCC. However, it was agreed that it would be appropriate to fund any improvements or enhancements, such as benches.
It was reported that Doug and Ian had noted Ash Dieback is affecting most Ash trees in the park and that EWCC will be informed.
Hainey Moor:
Kathy reported that the periods for applications for grants previously identified as possibly sources of funds to develop Hainey Moor had expired. Also that we would need to be prepared with detailed proposals and costs (including quotations) in order to apply for grants which will no doubt become available in future.
Allotments:
Kathy reported that the allotment holders have requested that some fence posts need to be replaced. She agreed to obtain details and costs for approval by the trustees.
Community Hall:
It was reported that some of guttering needed cleaning. Mark agreed to deal with this.
It was reported that the electrician is due to complete the installation of power sockets in the bar once the current restrictions allow.
Tony reported that he has now met with both K P Thomas and Danny Bill and as a result understands the regulations regarding the replacement of the oil storage tank. He and Doug will bring fully costed proposals to a future meeting.
It was reported that the children’s dance classes may be extended to further days during the week.
Succession Planning:
Tony reminded the trustees that we need to keep in mind the need for future trustees as some existing trustees are likely to retire in the foreseeable future.
Next Meeting:
It was agreed that the next meeting of trustees will be held on Monday 7 th December 2020. The Meeting closed at 7.35 pm.