Minutes of the meeting of the Trustees of the Williams Memorial Hall
held at the Council Meeting Room Williams Memorial Hall on
Tuesday 12th February 2019 at 9. 15 pm
PRESENT. Chairman Cllr. Mrs. Helen Evans, Cllr. Miss Jayne Brace, Cllr. Miss. Penelope Gwilliam, Cllr. Philip Davies, Cllr. Richard Smith and the Clerk Paul Smith.
1.APOLOGIES FOR ABSENCE.
Apologies for absence were received from Cllr. Miss. Penelope Gwilliam who is on vacation and Cllr Robert Hyde who is ill. Cllr. Mark Evans has resigned from the Community Council and as a Trustee.
2. TO RECEIVE AND APPROVE THE MINUTES OF THE LAST MEETING.
The Minutes of the meeting held on the Tuesday 8th January 2019 copies having previously been circulated were proposed, seconded, approved and signed by the Chairman. There were no matters arising.
3.TO DISCUSS AND CONFIRM THE POSITION OF CLERK/HALL MANAGER. The Chairman advised that following interviews with three short listed candidates held by herself. Cllr. Penelope Gwilliam and the Paul Smith the Clerk/Hall Manager they unanimously agreed that Mrs. Mabyn Thomas be recommended for the position of Clerk/Hall Manager. This was proposed, seconded and unanimously agreed by the Trustees.
4. TO DISCUSS BUSINESS RELATING TO THE WMH.
Website. The final payment to Art by Design for the website development and maintenance of the new website has been paid. The website is now operational.
The central heating broke down and a new much larger pump was needed to ensure the heating reached all the radiators in the Hall. Cost of the pump was £800.
Repairs needed. Door to Gas Boiler room needs adjusting. Kitchen door needs refitting. Down pipe at side of the Hall needs replacing.
Connor James of Age Cymru came to the Hall on Friday the 1st February with some builders to inspect and prepare costs for the proposed work. To be discussed. See next Agenda. item
Reference the Rat Pack/ Andy Wilshire concert on Saturday 2nd March. Tickets sales have been a little slow so far so. Sixty one tickets have been sold A real effort is needed by everyone. Bar, food and the raffle to be organized. The balance of £500 has been requested for the final payment to Andy Wilshere. Clerk to action payment.
Tots Play. The Clerk reported he has phoned Claire Garcia on a number of occasions but no reply. He has also wrote a letter regarding the outstanding balance of £437. It was agreed that the Clerk should write to Mrs Garcia again requesting her to pay the balance or payment by instalments within 7 days from receipt of the letter. If not the Trustees will take legal action through the Small Claims Court to recover the money.
5. TO DISCUSS THE GRANT APPLICATION AND WORKS. The Chairman advised that Connor James of Age Cymru had met with the fund raisers but they were not optimistic at the moment since capital grants are very difficult to obtain at the moment.
Connor brought builders to the Hall to establish the costs for just refurbishment work without roof repairs, changes to the stage and the outside extension. The initial estimate is in the region of £220,00, A detailed quote will be prepared if agreed by the fund raisers. Connor also advised that it could take up to year before the application can be funded and presented by Age Cymru on behalf of the Trustees. A challenging situation exists and it was agreed that the Trustees should keep their options open and a meeting will held on Tuesday 5th March 2019 in the Council Office Williams Memorial Hall at 7pm to discuss what the next steps will be. The Clerk to advise Mrs Helen Embling and Cllr, Dr. Mrs Elaine Venables of the date of the meeting..
6. TO RECEIVE THE RESPONSIBLE FINANCIAL OFFICERS REPORT AND ACCOUNTS. The RFO presented the accounts as at 31st December 2018. He reported that the Income for this year was £14,958.89 and Expenditure £12705.43 a gain of £.2,253.46
Bank Balances were checked and confirmed at £15,665.83. The Accounts were confirmed and the Chairman signed the Statement of the Accounts and confirmed the bank balances agreed.
7. TO AUTHORIZE PAYMENT OF ACCOUNTS.
Payments relating to Hall expenses were presented and. approved. Payments totalled
£2,835.47 as per the attached schedule numbers 1864/73
7. ANY OTHER BUSINESS.
There was no other business.
The Chairman closed the meeting at 9. 47 pm.
Signed Chairman………………………………………12th March 2019