LANGHAM COMMUNITY COUNCIL
Minutes of a Finance Committee Meeting
held on 2nd March 2020 at 7.30pm at Alan’s house

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

Minutes of Previous meeting on 13th January 2020
These had been approved by those present at the meeting and circulated to all Trustees.

Matters Arising
Tree roots in drain
Alan is aware that this needs attention. However, there are still problems with drainage along School Road and Greyhound Hill.
XLN
Sue is not renewing our contract with XLN until the position re County Broadband is clearer. She left Alan a copy of their terms with a letter to sign agreeing to use their broadband. If sufficient villagers choose to take up CB by the end of March, supply to the Community Centre will be free. AC
Lead theft
Lead flashing has been replaced by Terry using a fibre alternative. The repair looks very smart.
Pensions
Pensions are not rising automatically on 1st April (as they have the last two years) but the secretary needs to re-register with the Pensions Regulator on that date, now that we have been using a scheme for three years. EW
NS&I Bonds
The Parish Council paid £76.16 into our account at the end of February. Monthly payments into our Saver Account are now being made direct from NS&I.

Update on CIF Grant
There is still no news as to whether we shall actually receive any money from CIF. Liz W would chase this again, having sent further information to them on 3rd February as requested by Louise Gambardella. EW

Oil tank removal and making good in boiler room
Ian Phillips had said the tank would be removed last week but it’s still there. Getting a lorry with lifting gear onto the field in its present wet state cold be a problem. Meanwhile, Terry has fitted wooden shelving and put a vent in the door to avoid damp at a cost of £494. Alan has already moved in bar items.


Pre-School and Shop hot water supply
Heaters have all been fitted and Chris connected up the last one over the Pre-School disabled sink today. Because of the poor grade of piping used in the original build, it had been necessary to fit expensive valves to two of the Pre-School connections. Alan has the final plumbing bill for payment.
A channel had appeared in the Pre-School floor just in front of the door and Terry had taken up the floor-covering and repaired it by laying some new concrete. Alan felt it might be that the underfloor pipes had collapsed under the weight now the system was empty.
White patches appearing on the Club Room floor could be salts seeping through, again due to the system being emptied. Both floors require monitoring. SA

Completion of Works Celebration 27th March
Liz W had sent out invitations to Anne Brown and Nigel Chapman, both of whom have accepted. She had also invited Angela Haymonds from Enovert, the Parish Council, Pre-School, Roger Newnham and Cheryl and intends to invite the tradesmen who have contributed to the works. Alan agreed to say a few words. There will be a Questionnaire asking for feedback from all those present. EW

Treasurer’s Report
Maureen had circulated the accounts for January and the VAT position is still fine. There have been several transfers to and from the Saver Account to cover contractor’s bills while the grant cheque from Enovert was clearing. The Saver Account interest figure includes the Bond interest at present. These figures will eventually be separated. How to account for the Bonds is something George Pearce will be asked about, if he agrees to be our Independent Examiner again this year.
Maureen and Sue have yet to finalise the Shop’s proportion of the Broadband payments.
Reference to “BT” in the expenditure should read “Broadband” and Maureen has amended this.
Considering how much work we have had done this year, we have a lot of money in reserves, possibly more than the Charity Commission would consider appropriate. It is felt, as the roof has withstood this winter’s fierce gales with only one slate dislodged, we can probably delay replacement beyond 2020/21.
Possible expensive items were considered: total replacement of all lights (excluding stage lights) with LEDS and acoustic panels (already researched). Sue would get quotes from Chris for the LEDs. She would also ask Chris about a battery back-up for the air-con thermostat control. SA
It was agreed that the secretary would hand over to the treasurer responsibility for the electricity account with BGL by the end of the month. EW/MS

Marketing Manager’s Report
Sue’s report included a long list of completed work, which was good to see.
Alan reported that Chris has had to replace some wiring to the replacement lights in the gents toilets and the wall needs to be made good. Sue will ask Terry. SA
The double glazing in the bottom panel of the committee room fire door has failed. It was agreed to have it re-sealed. SA
Sue reported that we have 132 good chairs at the hall. Maureen suggested providing some with arms for those who find it hard to get up out of the current ones. Sue would source some stacking chairs with arms and report back on prices. SA
It was agreed that we should have the foyer repainted as it is looking a little tired.
Leavenheath hall committee members had visited and been impressed with the hall and the air-con system. Unfortunately, the power cuts last weekend had removed the programming set on the remote and other controllers and it had been quite time-consuming for Sue to reset everything. She was thanked for her perseverance.

The Pre-School is pleased with the wall-mounted air-conditioning controller, finding it simple to use. They are also relieved to have hot water in all rooms. Maria is pleased with attendance at their toddler play groups in the committee room and has three children signed up for September. Liz W has asked Maria or Hayley attend the Trustee meeting on 26th March and agreed to put them as the first item on the Agenda. On 11th March they are meeting with the Parish Council and Alan with a view to the PC applying for a grant on their behalf to replace the outdoor play surface. Although a grant has been approved in principle, this has to be applied for by the owner/s of the land.

Any Other Business
(i) The committee considered Ian’s letter but the Community Council is unable to help the Langham Heritage group by holding any funds on their behalf. Liz W would write and inform Ian. EW
(ii) A request from ACRE (Action with Communities in Rural England) had been received for us to complete a 37-page survey (which takes place every 10 years) by the end of the month. It is not possible to print off the completed form and they suggest it is printed off initially and filled in by hand in draft as some of the information will require consultation with other members and details about bookings, accounts, constitution, licences, etc. The secretary undertook to complete the form but not as a priority. EW

Date of next meeting
The next Finance meeting was arranged for Monday 4th May at 7.30 pm at Alan’s. Sue tendered her apologies as she will be away.

The next Trustee meeting is on Thursday 26th March in the Main hall at 7.30 pm.
Liz Schofield tendered her and Bob’s apologies as they will be away.
The AGM is on Thursday 21st May at 7.30 pm in the Club room.

There being no further business, the meeting closed at 9.20 pm.