Hall Minutes July 2018

Minutes of the meeting of the Trustees of the Williams Memorial Hall
held at the Council Meeting Room Williams Memorial Hall on
Tuesday 10th July 2018 at 8.40 pm.

PRESENT. Chairman Cllr. Mrs. Helen Evans, Cllr. Richard Smith, Cllr. Philip Davies and the Clerk Paul Smith
1. APOLOGIES FOR ABSENCE.
Apologies for absence were received from Cllr. Miss. Penelope Gwilliam who had a previous committent and Cllr. Miss Jayne Brace who had work commitments.

2. TO RECEIVE AND APPROVE THE MINUTES OF THE LAST MEETING.
The Minutes of the meeting held on the Tuesday 12th June 2018 copies having previously been circulated were approved and signed by the Chairman. There were no matters arising.

3. TO DISCUSS BUSINESS RELATING TO THE WMH.
To ensure the security of the data on the laptop it was agreed to purchase an external hard drive cost approximately £80-£85 depending on make. To be purchased this month.

The Clerk recommended that the latest version of Microsoft Office for
Windows 10 is purchased. Cost approximately £75 to £100 depending on the
version. To be purchased this month.

Reference the old photocopier from Clarity copiers the contract has now
been cancelled.

Two new bank signatories are required for the WMH bank account. Cllr. Davies and Cllr. Penelope Gwilliam were nominated as signatories. Cllr. Helen Evans, Cllr. Jayne Brace and the Clerk Paul Smith continue as signatories.

Chubb have carried out their annual inspection of fire appliances in the Hall.

4. TO DISCUSS THE GRANT APPLICATION AND WORKS.
Cllr. Richard Smith had prepared a presentation showing the steps needed to prepare for a smooth and effective way forward for preparation of the grant application. There were several suggestions discussed and it was agreed that August should be used to prepare for presentation(s) to inform and get feedback from the community and users of the Hall. It was also agreed that a Grant Funding Committee should be established formed of Trustees plus others with experience of grant applications and or skills relevant to the management of the project. With this objective in mind it was agreed to have a brief meeting of the Trustees at 8pm on Tuesday the 24th July to start the detailed planning stage and form the Grant Funding Committee.
The Clerk advised he recently received an email from Richard Saunders saying that he was chasing up on outstanding quotations and that the cost of the Tower to get access to the roof was approximately £300 plus VAT. This was discussed by the Trustees and it was decided not to pay for the Tower now but to wait and include the cost in the mobilisation fee released after a successful initial application has been submitted.
5. TO RECEIVE THE RESPONSIBLE FINANCIAL OFFICERS REPORT.
The RFO presented the Finance Report at the 30th June 2018. He reported that the Income for this year was £9,918.79 and Expenditure £3850.11. A gain of £6.068.68. Bank Balances were checked and confirmed at £19.813.07
The Accounts were confirmed and the Chairman signed the Statement of the Accounts and confirmed the bank balances.

6, TO AUTHORIZE PAYMENT OF ACCOUNTS.
Payments relating to Hall expenses were presented and. approved. Payments totalled £1,253.54 as per the attached schedule numbers 1814/19.

7 . ANY OTHER BUSINESS.
There was no other business.

The Chairman closed the meeting at 9.15 pm
Signed Chairman………………………………………11th September 2018