Hall Minutes January 2019

Minutes of the meeting of the Trustees of the Williams Memorial Hall
held at the Council Meeting Room Williams Memorial Hall on
Tuesday 8th January 2019 at 8.30pm.

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

1. APOLOGIES FOR ABSENCE.
There were no apologies for absence,

2. TO RECEIVE AND APPROVE THE MINUTES OF THE LAST MEETING.
The Minutes of the meeting held on the Tuesday 11th December 2018 copies having previously been circulated were proposed, seconded, approved and signed by the Chairman. There were no matters arising.

3. TO DISCUSS BUSINESS RELATING TO THE WMH.
Website. The Contract with Art by Design for the development and maintenance of a new website has been received signed and returned. The required advance payment of £150 has also been paid. ITCS has been given the 90 day notice effective from 1st December. The Clerk has prepared and submitted a brief specification of requirements for the Community Council requirements. Steve of Art by Design may be able to transfer data using the Clerks access password without having to pay ITCS for the transfer of data. The Clerk will contact Steve to action this as soon as possible.
The same domain name will be used.
New photographs have been put on the website but more are required.
Some sections of the website will have a Welsh language translationl. These will need to be identified and agreed.

Reference the Rat Pack/ Andy Wilshire concert on Saturday 2nd March. The deposit and contract have been completed. A Temporary Event Licence has been applied for. Leaflet and posters are being organized. Tickets are at the printers and will be available shortly. Requests for tickets already received. Those requiring tickets should get them from the Chairman.
Bar and food has been organized. A raffle is to be held on the night.

The Hall has been asked if they would like an Electric Organ/Piano to replace the old Piano. We have accepted and currently are waiting to see when it will be available and whether it will be delivered or collected?

Ceri Keep Fit and Tots Play have ended there bookings with immediate effect.

4.TO DISCUSS THE GRANT APPLICATION AND WORKS. The Chairman reported that she and Cllr. Davies met with Connor James of Age Cymru to progress the grant application process in respect of the planned partnership with Age Cymru The meeting was very positive and there appears to be no downsides as far as the Hall is concerned.
The next step is for Connor to discuss with his Trustees and get their approval for the project to go ahead and then to contact the Bid Writers for them to review the proposed agreement and take a decision as to whether or not is viable. If the Bid Writers confirm the proposal is viable then a contract will be prepared by Age Cymru for the Trustees to review discuss and agree.
It was confirmed that before signing the contract legal advice will be needed.

5,TO RECEIVE THE RESPONSIBLE FINANCIAL OFFICERS REPORT AND ACCOUNTS.
The RFO advised that bank statements were unavailable and the accounts could not be fully reconciled at this time A reconciled set of accounts as at 31st December 2018 will be presented at February’s meeting’

6, TO AUTHORIZE PAYMENT OF ACCOUNTS.
Payments relating to Hall expenses were presented and. approved. Payments totalled
£1,029.56 as per the attached schedule numbers 1858/1863.

7. ANY OTHER BUSINESS.
Cllr Gwilliam suggested that the stage needs tidying up.

The Chairman closed the meeting at 8.55 pm.

Signed Chairman………………………………………12th February 2019

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