## **East Williamston Community and Hall Association** 

## **Charity No: 1168964** 

## **AGM:  5[th.] June 2023** 

## **Trustees’ Report** 

## **Prepared on behalf of the Board of the Trustees by Doug McIntosh (Chair) - This report records the Association’s** 

## **activities during the period since date of its previous AGM in May 2022.** 

In the Trustees’ Report for 2020 it was recorded that the Association was then enjoying its 20[th] year of service to the community. Plans were being made to celebrate this milestone in some suitable manner throughout the summer in conjunction with a celebration of the 75[th] anniversary of VE Day.  However, sadly, all these plans had to be abandoned as the Covid 19 pandemic took hold.  However, with the relaxation of Covid restrictions in Wales, the Association was able, during the past year, to enjoy the celebration of two major national events, namely the commemoration of the Platinum Jubilee of Her Majesty Queen Elizabeth II and the Coronation of His Majesty, King Charles III.  A small working group of Trustees has dedicated its time towards organising these events which have proved to be a highlight of the East Williamston Community calendar.  The Board wishes to thank East Williamston Community Council for its financial support of the Coronation Party. 

On behalf of said community I would like to record my thanks to my fellow Trustees for all their hard work and dedication to the aims of the Association throughout the last year.  As a result of all their efforts the Association’s assets, such as the Community Hall and Jubilee Park, have been kept in impeccable order and their use, to the benefit of the community, has been maximised. 

I would also wish to express the gratitude of the Association for the continuing support of its ‘clients’ - those who use and enjoy its facilities, whether residents of East Williamston or welcome visitors to the East Williamston community. 

As the scope of the Association’s activity has broadened significantly over its life so, too, the load placed upon the Board of Trustees increases.  I have, therefore, been delighted to welcome two new trustees to the board during this period, bringing it up, for the first time, to its full permitted quota. The Board continues to encourage anyone interested in joining this communitycentred charity to contact it with a view to participating in what is hoped they would find to be an interesting and rewarding opportunity to bring their own ideas and experience to the Association.  A wide range of volunteering opportunities are available in support of both the Community Hall and Jubilee Park. 

One development resulting from the recent conversion of the Association to a CIO is that its constitution now allows EW Community Council to put forward one of its members for co-option as an Association trustee.  It is believed that this merging of interest could help forge a closer, beneficial link to the Council which does, after all, share many of the Association’s aims and aspirations for the community of East Williamston.  Whilst this option was not exercised last year it is hope that future councils may view it favourably. 

## **Hall** 

Coming out of Covid the Association embarked upon an extensive programme of hall improvements and repairs, as listed in last year’s report.  In this period, to complete the planned upgrade the following work was carried out: 

- The interior was redecorated throughout. 

- The toilet flushing system was automated to save water wastage. 

Investigation was carried out into the viability of the following energy saving initiatives: 



- Fitting of destratification fans in main hall. 

- Installation of a ‘battery’ to store PV (solar generated) power. 

Unfortunately, the cost/benefit analysis of these was not favourable and they will not be pursued. 

However, the installation of additional roof-space insulation remains a live project and the Board is seeking grant aid for this capital expense.  A more convenient loft access system is also being designed. 

**Dementia Awareness** - following a very thought-provoking presentation to the Board on the symptoms suffered by dementia sufferers trying to lead a normal life the Association registered with the Alzheimer’s Society and has committed to carrying out a programme of measures to make the Community Hall ‘dementia friendly’. 

**Defibrillator** – the Association continues to ‘host’ one of the Community Council’s defibrillators and it has been agreed that it would be timely to organise refresher courses in their use.  These sessions will be arranged by EWCC and the Board and held in the hall during the early part of the next annual session. 

**Hiring** - At the conclusion of yet another year during which Trustees worked very hard to rejuvenate the level of hall hiring it can be reported that bookings are back to pre-Covid levels with several new hirers now patronising the hall.  The ever-popular quizzes are strongly supported, and the bar is operating as normal. 

A stronger rota system has been established to assist with running of the bar and a card reader has been purchased to make sales/accounting simpler. 

EWCC has funded the installation of a ‘smart’ TV in bar with webcam and remote microphone which will enable the holding of remote or hybrid council meetings.  This system is equally available for use by the Association and a TV licence has been obtained to allow maximum use of this facility. 

## **Jubilee Park & Nature Trail** 

- JP&NT continues to mature very successfully in accordance with its management plan and has been subject of a huge amount of maintenance and several development projects through the efforts of the FOJP volunteers.  It continues to be enjoyed widely by residents, holidaymakers and local schools and colleges. 

It has again been the recipient of the prestigious ‘Green Flag Award’, the ‘Friends of Jubilee Park’ group has been a finalist in a national award scheme for community volunteer groups and the park has been filmed for a promotional piece by Pembrokeshire National Parks Trust ‘Force for Nature Scheme’. 

- Additional new ‘green welly trails’ have been opened through the maturing woodland areas and are being enjoyed by more intrepid walkers. 

- Large areas of blackthorn and bramble overgrowth have been cleared for the benefit of new plantings and to give better access for the public. 

- Four new information boards are currently being designed to replace the badly deteriorated originals. 

- The park continues to provide training facilities for Pembrokeshire College students as well as, this year, the charity ‘Future Works’.  These symbiotic relationships provide much-needed support to the park’s own volunteer group. 

- The newer extension to the park, designated ‘Hainey Moor’, has been placed on a ‘care and maintenance’ status pending availability of additional funding and resources. 

The Association continues to work in close co-operation with its tenant, **East Williamston Community Council** on the maintenance and development of the park and the Board can report: 

- Dog fouling continues to be a problem.  EWCC has posted several signs throughout the park warning inconsiderate dog owners of the penalties for failure to clear dog fouling.  It is considered that the problem peaks significantly during summer when holiday-maker numbers increase. 



- Reports of dogs escaping from the park onto adjacent farmland and worrying stock has prompted the posting of warning signage around the relevant boundary. 

- The ever-increasing footfall in the park has highlighted the inadequacy of car parking.  EWCC has recently approved a budget for the extension of the existing carpark on the common.  This work should be completed during the summer. 

- The Council is still considering the risk posed to its woodland by ash die-back disease.  It shall be continuing surveys on park trees throughout the next growing season.  Several mature ash trees have, sadly had to be felled for safety reasons. 

**Again, the Board wishes to recognise the vital assistance of East Williamston Community Council which continues to make available an annual grant of £2,000 for the contracting out of maintenance activities which prove to be too onerous for the volunteer group.** 

## **Allotments** 

- It can again be reported that the community allotments continue to develop and flourish with only a small natural turnover in tenancy.  There are currently no vacant plots.  The allotments continued to provide a useful regular contribution to the Association funds. 

- The Board is very pleased to note that one of its new appointees has agreed to act as ‘Liaison’ with the Allotment Association. 

- The Association has secured a grant, on behalf of the Allotment Association, from the ‘Enhancing Pembrokeshire Grant’ which has enabled purchase of equipment suited to the specific maintenance needs of the allotment field infrastructure. 

## **Finances** 

- It can be seen from the (separate) Hon. Treasurer’s Report that the Association finances, despite initially weathering the challenges of Covid quite well are now feeling the effects of inflation and rising energy costs.  To turn around the income and expenditure account deficit the Trustees will face a difficult task which will potentially require cutting of costs, where possible, whilst increasing sales. 

It was moved by the Board, in a previous accounting period that, after disbursement of several large sums (boiler and oil tank), a contingency fund equating to approximately two years average running cost should be ‘ring fenced’ in the accounts.  It would then be decided how any residual balance would be best used for the benefit of the community and a robust budget created and monitored to facilitate this.  The current financial climate is making it difficult to follow this policy. 

## **Website** 

- The Association website proves to be a great and continuing success with a huge number of reported hits every month seeking information about the Hall and Park and directions to same. 

________________________________ 

**In conclusion** - The Association has, to some extent, become the victim of its own success.  The rapid development of Jubilee Park, Community Allotments and Hall always threatens to outstrip its ability to manage them from existing volunteer resources. Additional active membership is _still_ urgently needed – particularly from the younger end of the age profile! 

As always, the Board thanks the Association’s many supporters, volunteers, and helpers for their keen interest and dedicated support through the year and hopes and trusts that it can be relied upon in the future. 

_**‘Nous Servons’**_ 



## _**Signed for and on behalf of East Williamston Community & Hall Association by:**_ 

## _**Doug McIntosh**_ 

## _**Chair, Board of Trustees - EWC&HA**_ 

_**Date:  5[th] June 2023**_ 



Sheet2 

East Williamston Community & Hall Association **Accounts 2022** 

|**Outgoings**|£|
|---|---|
|Salaries|2,232|
|Honoraria|200|
|Electricity|642|
|Water|46|
|Oil|1,207|
|Grant|-60|
|Wifi|319|
|Licences|339|
|Maintenance|2,376|
|Insurance|1,001|
|Bank charges|75|
|Bar expenses|4,966|
|Events|314|
|Refurbishment|8,403|
||**22,060**|
|**Income**||
|Classes|1,127|
|Quiz|1,404|
|Grant|60|
|Bingo|1,086|
|Bowls|1,381|
|Hall hire|531|
|Events|655|
|Sale of cooker|250|
|Bar income|6,061|
||**12,555**|
|**Allotments**|**670**|
|**Net income**|**-8835**|



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