Hall Minutes October 2018

Minutes of the meeting of the Trustees of the Williams Memorial Hall
held at the Council Meeting Room Williams Memorial Hall on
Tuesday 9th October 2018 at 8. 48pm.

PRESENT. Chairman Cllr. Mrs. Helen Evans, Cllr. Miss. Penelope Gwilliam, Cllr. Miss Jayne Brace, Cllr. Philip Davies Cllr Robert Hyde and the Clerk Paul Smith.

1. APOLOGIES FOR ABSENCE.
Apologies for absence were received from Cllr Richard Smith due to illness and Cllr. Mark Evans on holiday..
2. TO RECEIVE AND APPROVE THE MINUTES OF THE LAST MEETING.
The Minutes of the meeting held on the Tuesday 11th September 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.
The fridge in the kitchen is not working properly though it is cooling. It is not used for storing food so it was decided to delay purchase of a replacement until the New Year.
The office phone needs replacing the keyboard is not functioning properly. A replacement will be purchased this month.
The Gas boiler was tripping the electrics. The fault has been repaired by C S Boxall Limited.
The leak in room where the tables and chairs are stored has been repaired by PBM Pencoed.
The Clerk has spoken to Mr. Page about the need to utilize the storage container in the yard for users of the Hall. He has now moved out the items he had stored there. It has been cleaned and is now available for use..
Flowers in the planters outside of the Hall have been replaced by Coychurch Gardening Society.
The Website was recently hacked and the providers ITCS put this down to the age of the website. The problem has been fixed. It was decided a new website is needed. Chairman to progress.
4. TO DISCUSS THE GRANT APPLICATION AND WORKS.
An Open Day was held on Wednesday 26th September. A presentation on the Grant application process and timetable was made by the Trustees to members of the public attending. There was also a Q&A session.
A meeting of the Trustees to discuss and progress the grant application was held at 6.30pm on Tuesday 9th October. See separate minutes.
5. TO RECEIVE THE RESPONSIBLE FINANCIAL OFFICERS REPORT
The RFO presented the Finance Report as at the 30th September 2018. He reported that the Income for this year was £12,195.19 and Expenditure £8348.05. A profit of £3,847.14. Bank balances were checked and confirmed at £17,521.55. 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 £1,836.76 as per the attached schedule numbers 1833/1840.
7. ANY OTHER BUSINESS.
There was no other business

The Chairman closed the meeting at 9. 00pm

Signed Chairman………………………………………13th November 2018