Williams Memorial Hall Minutes March 2109

Minutes of the Meeting of the Trustees of the Williams Memorial Hall

Held at the Council Meeting Room, Coychurch

On Tuesday 12th March 2019

The meeting was opened by the Chairman at 8.16pm.

Present: Cllr. Mrs. Helen Evans – Chairman, Cllr. Miss Jayne Brace, Cllr. Philip Davies, Cllr. Richard Smith and Mabyn Thomas – Hall Manager.

  1. Apologies for Absence

        Cllr. Miss. Penelope Gwilliam – work commitments

  1. Minutes of previous meeting

        The minutes from the meeting on 12 February 2019 had been previously circulated were proposed, seconded and then signed by the Chairman.

  1. Discussion of business relating to the Williams Memorial Hall

    • Repairs done this month: Door to Gas Boiler room adjusted. Kitchen cupboard door refitted. Down pipe at side of the Hall needs replacing.
    • Repairs required: Fire exit door by the kitchen needs a handle and the release mechanism needs adjusting, Large store cupboard door in the small room needs 2 heavier hinges to lift from the floor and to replace the lower damaged hinge. There was unanimous agreement to these being done. Hall Manager to action.
    • The Clerk is reviewing the Fire safety report which was compiled last year by Chubb and is due for internal review.
    • The Clerk has contacted Veolia regarding changing our waste collection to include a recycling bin and possible nappy collection. Awaiting response.
    • The Andy Wilshire concert on Saturday 2nd March went well. Making a profit of £878.21 plus remaining bar stock worth £192 at cost price.
    • The Clerk has attended the website administrator training.
    • Tots Play. The Chairman has agreed a staged payment of the outstanding debt and contacted the bank to see if the first payment on account has gone through.
    • VAT is being completed and the refund will be applied for by the end of March.
    • Letters have been written to those regular users of the Hall affected by the Wedding booking, March 21-23.
  1. Grant Application process and worksThe Chairman had obtained the paperwork for the Trustees to join BAVO (Bridgend Association of Voluntary Organisations) in order to access their advice service. Membership is free. The meeting agreed unanimously that this should be done and the Clerk will complete and submit it. Age Cymru are looking for Trustees for the Bridgend area. There was agreement that the Chairman should follow this up and report back about what is involved in the position.

  1. Payment of Accounts

         The payment of accounts for cheques 1874/1882 were reviewed. Acceptance was proposed and seconded then signed by the Chairman

  1. To deal with any such business as the Chairman may direct.

         Mr Philip Davies offered his congratulations for the very successful fund-raising concert on 2nd March

The Chairman suggested that a formal fund-raising team is needed, possibly along the lines of a Village Association. It was agreed to defer this for discussion after the new Councillor/Trustee has been appointed. This item will be put on the May Agenda.

The next meeting will be on April 9th, following the council meeting.

The Chairman closed the meeting at 8.40pm

Signed: Chairman __________________________ Date: _______________

Signed copy can be viewed at the Williams Memorial Hall, Coychurch

Tags: No tags

Comments are closed.