LANGHAM COMMUNITY COUNCIL
Minutes of a Finance Committee Meeting
held on 2nd September 2019 at 7.30pm in the Club room

Present Alan Cadman, Liz Winter, Maureen Shouksmith, Martin Bottwood, Sue Armstrong.

Apologies Liz Schofield.

Replacement hot water system for Shop and Pre-School (and see final item below)
Liz W introduced everyone to Glenn Spalding from A and S Plumbing, who had been invited to attend to suggest possible solutions for replacing the current hot water system to the Shop and Pre-School. Glenn had first looked round the premises on 6th August.

After some historical background, he came up with various alternatives which included:
i. Running a pressure test on the current system at 1.5 times normal pressure to check how the system responded.
ii. Depending on the results, installing a pumped cylinder system using the existing pipework.
iii. Or, installing a pumped cylinder system with new pipework running via the ceiling void.
iv. Installing individual sink heaters to each location in the Shop and Pre-School.

The Committee thanked Glenn for his input and agreed to decide later in the meeting exactly what we would like him to quote for and e-mail this decision to him. He left the meeting at this point.

Matters Arising from Finance meeting 17th June and Trustee meeting 1st August 2019

Meeting with Andrew Craig re electricity for Shop
Andrew Craig is now on holiday while Alan has just returned. This meeting would take place as soon as both were available. AC/ACr
Charge for electricity on recreation ground
It was agreed that this remain at 19p per unit.
Community Café 27th September
Mimi’s have agreed to run a raffle and other activities for Macmillan. The Langham Community Council will be running the café itself and will receive the door and refreshment takings.
Acoustic curtain
This had fallen down and been removed to the green room when the floor was being sanded and sealed. Sue was still trying to source a replacement of whatever kind. Sue has offered Boxted Silver Band a reduced rate for their hire, as lack of the curtain will definitely affect them. (There is a sound engineer in the band who may have some ideas for a replacement.)
NS&I Bonds
Liz and Maureen had signed a letter, hand-delivered to Peter Dawson, asking for the accrued interest to be paid into our Saver account to go towards the cost of the Pre-School air-conditioning. Liz had e-mailed the Parish clerk our account number and asked that regular interest payments go into this account too. Martin confirmed that it was these interest payments that the Parish Council’s auditor felt should be on our annual accounts rather than theirs. It was agreed that the Bonds themselves should be shown in both but remain in the name of the Parish Council. We need to decide how to include them as an asset on ours.
Martin had queries about the amount in our savings account and referred to a paragraph in the original governing document. Liz would send him the new governing document and a copy of the terms of reference of the Finance committee. EW
Solar panels
Liz explained that, whilst applying for grants, she had printed off an energy survey provided by the Centre for Sustainable Energy, which comprises a checklist for the energy efficiency of a building. Some of the items are done or in hand (replacing a draughty external fire door, using LED lighting, well-fitting double-glazed roof lights.) When both have the time, she and Sue will work through the whole document. Finding out whether there is any possibility of installing solar panels or similar (previously not possible because of the roof structure, but technology has moved on) seemed a sensible move. EW/SA
Dean Hill of Ecohill, Stanway, has made electronic copies of the roof plans (and provided Liz with copies) and has promised to get back to us after his holidays.

Treasurer’s Report
Maureen had circulated full and simple profit and loss accounts for July. At close of business today the current account stood at £9,621.42. The last twelve months’ turnover for VAT purposes is £66,495. £300 had been paid into the petty cash via Sue Armstrong’s account as funds were too low to pay out the 100 Club winnings. Sanding and sealing of the hall floor had been completed but the second instalment to Hyde flooring had not yet been paid. The expected beech trim around the edge was no longer available and the replacement white MDF was less attractive and would need painting, an expense we had not reckoned with when accepting Hyde’s price. It was agreed that Alan should meet Ed Hyde next Monday to discuss this. AC
Liz and Maureen had not yet managed to meet to look at the VAT paid on our electricity but would do so when Maureen returns from holiday. EW/MS
The maintenance bill of £1,500.98 included payment of £330 to replace the Pre-School fire alarm system, £321.60 for Barons fire equipment check and £336 to Future Electrical.
Maureen wondered how well the Shop was faring financially and whether we should ask for a copy of their accounts. Could they pay a higher rent contribution than £40? This figure was based on an estimate of the costs we incurred for the Shop when they began paying rent after their “rent holiday” (April 2106 – Sept 2017). Alan would raise this with Andrew Craig when they meet. AC
Liz informed the meeting that our annual report and accounts for 2018-19 had been submitted to the Charity Commission.

Marketing Manager’s Report
Sue had circulated her reports and explained that a company called Singletons sometimes deliver the first aid courses for Cygnet. She had therefore devised a system whereby they will borrow the Shop key to get into the hall and return it immediately with a signed form confirming they understand necessary procedures. Sue will also provide a short users’ manual as detailed in her report. SA
The Langham Community Centre website has been updated to include details of classes and contacts, with Sue asking those who run activities to submit photos and a short piece of text.
The Oaks’ trampoline has been removed and Sue doesn’t really want it returned as it is in the way in the chair cupboard. She proposes asking £1,500 to store it for a year if they ask us to take it back. They no longer hire the hall.
Cheryl was bruised when tables fell over onto her on 26th August, having been incorrectly put away in the cupboard. She has made light of the injury and is all right now. Over the summer she has descaled the urns, cleaned fridges and freezers, weeded and removed cobwebs.
Andrew Craig is unavailable to run the Vintage Car bar on 19th September. Sue will ask James Puxley or may run it herself. SA
100 Club payments are coming in well for the new year beginning 1st September with most numbers taken.
The dishwasher keeps stopping mid-cycle and needs replacing. It was agreed that Sue should go ahead and purchase a model costing around £250-300. The kitchen blinds are on order and should be fitted this month. SA
Martin asked for some breakdown of our expected expenditure going forward. Liz handed him a copy of the current maintenance plan.
Sue queried whether it would be possible to provide wheelchair access via the hall door, as it was getting more difficult to interrupt hirers in the Club room now Cygnet used different trainers. Liz would start by asking Mark Kleingeld if he could recommend any ramps.
EW
Grant funding for heating system
The applications to Enovert and the CIF fund had been despatched electronically on 12th August. The Parish Council had been asked if they would fund the refundable 10% of any grant received from Enovert. This would be considered at their meeting on 4th September.

Hot water system for Shop and Pre-School
Alan, Sue and Liz went to look at the facilities in the Pre-School to ascertain exactly what we should ask Glenn to quote for by way of water heaters. (There appears to be some kind of device under the toilet washbasins, which we presume warms the water from the mains as it goes to the taps.) It was felt that, as the hot water system had been pressure tested several times previously and declared sound, but continued to leak somewhere, it would be futile to test it again and risk more leakage by using current pipework for a new system.
Liz would e-mail and ask Glenn to quote for:

1) The installation of a pumped cylinder system with new pipework running above the ceilings with valves such that the Shop and Pre-School systems could be used independently of one another.

2) Individual water heaters as listed:
Shop: Over sink in the disabled toilet
Under sink in the kitchen area
Pre-School: Over sink in the disabled toilet
2X under sink: one to serve the playroom and left-hand kitchen sink
one to serve the right-hand kitchen sink.
EW
Any Other Business
There was no other business.

Date of next meeting
The date of the next Finance Committee meeting will be Monday 7th October at 7.30 pm at Alan’s house. Martin gave his apologies as he will be away on that date.

There being no further business, the meeting closed at 9.50 pm.