EAST WILLIAMSTON COMMUNITY AND HALL ASSOCIATION
Charity No. 1168964
Meeting of Trustees held on Monday 04 October 2021
In the Community Hall
MINUTES
Present:
Doug McIntosh (chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Jill Thomas. and Cliff Williams
Apologies:
Sian Beynon, Chris Gilley, Mark Taylor and Ian Wilkinson.
Minutes:
The minutes of the meeting held on 06 September 2021, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
Kathy had circulated a report before the meeting, as follows:
The central heating boiler work is now complete together with the installation of the new oil tank at a total cost of £11,222.60. Sian and Gwyneth had arranged for Templeton to restock the bar at a cost of £711.86 – it is regrettable that having been our supplier for so many years that they demanded payment on delivery as we'd exceeded a credit limit! Gwyneth stepped into the breach and has been reimbursed. Although we agreed that a sum in excess of £50 should be sanctioned ahead of time, this was not possible. As agreed we have also reimbursed Jennie McIntosh with £78.54 for the purchase of a plaque in memory of Graham Doney which she organised. Our bank balance now stands at £24,239. It is good to see that our credit card machine, supplied by SumUp, is working well. As payment by cash was sometimes refused during the Pandemic's worst days, it is more and more common for people to expect to pay by card.
We have had confirmation that the CAF bank account is now active and I've applied for on line banking. I have prepared the paperwork for all the standing orders and direct debits to be transferred to the new account and this requires a second signature. Once I am sure that all is complete and there is no further movement on the HSBC account I will arrange to transfer the final balance. It will be good to have on line banking so we can pay our suppliers etc. directly. I hope we can encourage people booking and using the hall to also pay directly to our bank account. I will pass to Sian the banking details.
Alan Davies has invoiced us with £182.00 for the mini digger hire, used in Hainey Moor. Please can I have agreement to pay this (hopefully via CAF with on line banking?) This was agreed by the trustees.
I've had no word from OCON on setting up a credit account or otherwise to maintain our fire extinguishers etc.
Thanks to changes in museum I (they) have donated two perspex screens to the hall. At Tenby Museum ordered these back in April 2020 when we thought we'd soon be opening – how wrong. As we've redesigned the shop and reception layout they were no longer needed.
As advised previously, we need to keep about £10,000 in hand in case of emergency, long term closure of the hall (again) or other eventuality. However, as you will note we have £10,000 plus which we can use for the benefit of the Community.
At the meeting, Kathy also reported a further £258 income (hall letting and bar sales), receipt of £30 for the sale of an unused printer and £17.93 expenditure on PPE.
It was also reported that the bar was now being opened on bowls nights.
Jubilee Park & Nature Trail:
Doug reported that regular maintenance was continuing and that the Community Council would be reminded at their next meeting that the hedges required cutting. He also reported that new “green welly paths” had been created within the park and these had proved to dry very quickly and were being used. He suggested that signs should be purchased highlighting them and other areas of interest in the Park. He agreed to produce details and obtain prices.
Hainey Moor:
The hedge which the Association had planted at the bottom of the area which is proposed for community use has not been maintained and has now grown too high. It was agreed that it needed cutting down to a reasonable level but this was no something which could be done by volunteers. It was agreed to arrange for Alan Davies to machine-cut the hedge at an estimated cost of about £50.
Community Hall:
Doug reported that the new boiler and oil tank works were now complete.
Gwyneth reported that Adam North had completed the cleaning of the fascias, downpipes and gutters.
She also reported that dampness at low level in the men’s’ toilet had spread. Tracy agreed to contact a builder to investigate.
Doug reported that OCON will be carrying out a fire safety check on Monday 11 October.
It was suggested that PAT tests are required on all electrical appliances in the hall. Doug reminded trustees that the heating engineer had recommended de-stratification fans should be installed in the main hall area which would reduce running costs. Doug agreed to discuss this PAT test requirements with Andrew Prosser when he speaks to him about the replacement of the kitchen cooker and to obtain from him a quotation for de-stratification fans.
A discussion took place regarding the replacement of the fencing which had been removed at the rear of the hall when the new oil tank was installed. It was agreed that Doug, Ian, Tony and Gwyneth would meet to produce a recommendation for approval by the trustees.
Quiz Nights:
Tracy agreed to organise the next quiz on 09 October and Tony and Jill the following quiz on 13th November.
Web Site:
Tracy reported that there had been 249 “hits” in the last 30 days and that the most popular page was the hall.
It was reported Jennie McIntosh has suggested information on the history of the Jubilee Park and the Community Hall should be added to the website. Tracy agreed to deal with this.
Any Other Business:
It was reported that the dedication plaque for Graham Doney has now been fixed and his family have been informed.
Following a suggestion by Jill Ensom it was agreed that the Association should plant a tree in the Park to commemorate the Queen’s Jubilee next year. Doug reported that this was also being discussed at the Community Council’s next meeting. It was agreed that the Association should consider a joint initiative with the Council.
It was agreed that the Association should erect a Christmas tree on the Green but decorate the exterior of the hall with lights instead of erecting a tree.
Next Meeting:
The next meeting will be on Monday 01 November 2021 at 7.00 pm.
Doug McIntosh (chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Jill Thomas. and Cliff Williams
Apologies:
Sian Beynon, Chris Gilley, Mark Taylor and Ian Wilkinson.
Minutes:
The minutes of the meeting held on 06 September 2021, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
Kathy had circulated a report before the meeting, as follows:
The central heating boiler work is now complete together with the installation of the new oil tank at a total cost of £11,222.60. Sian and Gwyneth had arranged for Templeton to restock the bar at a cost of £711.86 – it is regrettable that having been our supplier for so many years that they demanded payment on delivery as we'd exceeded a credit limit! Gwyneth stepped into the breach and has been reimbursed. Although we agreed that a sum in excess of £50 should be sanctioned ahead of time, this was not possible. As agreed we have also reimbursed Jennie McIntosh with £78.54 for the purchase of a plaque in memory of Graham Doney which she organised. Our bank balance now stands at £24,239. It is good to see that our credit card machine, supplied by SumUp, is working well. As payment by cash was sometimes refused during the Pandemic's worst days, it is more and more common for people to expect to pay by card.
We have had confirmation that the CAF bank account is now active and I've applied for on line banking. I have prepared the paperwork for all the standing orders and direct debits to be transferred to the new account and this requires a second signature. Once I am sure that all is complete and there is no further movement on the HSBC account I will arrange to transfer the final balance. It will be good to have on line banking so we can pay our suppliers etc. directly. I hope we can encourage people booking and using the hall to also pay directly to our bank account. I will pass to Sian the banking details.
Alan Davies has invoiced us with £182.00 for the mini digger hire, used in Hainey Moor. Please can I have agreement to pay this (hopefully via CAF with on line banking?) This was agreed by the trustees.
I've had no word from OCON on setting up a credit account or otherwise to maintain our fire extinguishers etc.
Thanks to changes in museum I (they) have donated two perspex screens to the hall. At Tenby Museum ordered these back in April 2020 when we thought we'd soon be opening – how wrong. As we've redesigned the shop and reception layout they were no longer needed.
As advised previously, we need to keep about £10,000 in hand in case of emergency, long term closure of the hall (again) or other eventuality. However, as you will note we have £10,000 plus which we can use for the benefit of the Community.
At the meeting, Kathy also reported a further £258 income (hall letting and bar sales), receipt of £30 for the sale of an unused printer and £17.93 expenditure on PPE.
It was also reported that the bar was now being opened on bowls nights.
Jubilee Park & Nature Trail:
Doug reported that regular maintenance was continuing and that the Community Council would be reminded at their next meeting that the hedges required cutting. He also reported that new “green welly paths” had been created within the park and these had proved to dry very quickly and were being used. He suggested that signs should be purchased highlighting them and other areas of interest in the Park. He agreed to produce details and obtain prices.
Hainey Moor:
The hedge which the Association had planted at the bottom of the area which is proposed for community use has not been maintained and has now grown too high. It was agreed that it needed cutting down to a reasonable level but this was no something which could be done by volunteers. It was agreed to arrange for Alan Davies to machine-cut the hedge at an estimated cost of about £50.
Community Hall:
Doug reported that the new boiler and oil tank works were now complete.
Gwyneth reported that Adam North had completed the cleaning of the fascias, downpipes and gutters.
She also reported that dampness at low level in the men’s’ toilet had spread. Tracy agreed to contact a builder to investigate.
Doug reported that OCON will be carrying out a fire safety check on Monday 11 October.
It was suggested that PAT tests are required on all electrical appliances in the hall. Doug reminded trustees that the heating engineer had recommended de-stratification fans should be installed in the main hall area which would reduce running costs. Doug agreed to discuss this PAT test requirements with Andrew Prosser when he speaks to him about the replacement of the kitchen cooker and to obtain from him a quotation for de-stratification fans.
A discussion took place regarding the replacement of the fencing which had been removed at the rear of the hall when the new oil tank was installed. It was agreed that Doug, Ian, Tony and Gwyneth would meet to produce a recommendation for approval by the trustees.
Quiz Nights:
Tracy agreed to organise the next quiz on 09 October and Tony and Jill the following quiz on 13th November.
Web Site:
Tracy reported that there had been 249 “hits” in the last 30 days and that the most popular page was the hall.
It was reported Jennie McIntosh has suggested information on the history of the Jubilee Park and the Community Hall should be added to the website. Tracy agreed to deal with this.
Any Other Business:
It was reported that the dedication plaque for Graham Doney has now been fixed and his family have been informed.
Following a suggestion by Jill Ensom it was agreed that the Association should plant a tree in the Park to commemorate the Queen’s Jubilee next year. Doug reported that this was also being discussed at the Community Council’s next meeting. It was agreed that the Association should consider a joint initiative with the Council.
It was agreed that the Association should erect a Christmas tree on the Green but decorate the exterior of the hall with lights instead of erecting a tree.
Next Meeting:
The next meeting will be on Monday 01 November 2021 at 7.00 pm.