Meeting of Trustees held on Monday 03 April 2023
In the Community Hall
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Gwyneth Beynon, Julie Burgess, Amanda Cresswell, Jenny Oliver, Mark Taylor, and Cliff Williams.
Apologies:
Kathy Talbot (treasurer), Sian Beynon, Tracy Beynon, Jill Ensom, Chris Gilley and Jill Thomas.
Minutes:
The minutes of the meeting held on 06 March 2023 which had been circulated previously were agreed and signed by Doug.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
It has been an active month financially. Our bank balance stands at £9,828 and we have £981 in cash. I will hope to bank most of this next week, keeping a cash float of about £100. The Cawl night was particularly successful in terms of bar income. There will be further income to be received from the Bowls social event which I will report next month. During the month we had all the allotment rentals paid although some tenants seem a little dilatory in getting their plots in order for the new season. We have paid our insurance premium, £1,074 and received £150 from EDF as Government support.
The accounts for 2022 are now complete and should be submitted to the Charity Commission so we will need to agree a date for the Annual General Meeting.
The Enhancing Pembrokeshire grant for equipment for the use of the Association and particularly the allotments was confirmed. We can claim £900 once all the purchases are made. To pay we can either send a cheque, bank transfer or use the debit cards held by Tony Ensom and Sian Beynon. Until I do the banking there is also cash. It is not certain that the Enhancing Pembrokeshire scheme will continue in coming years.
I mentioned at the last meeting that the next date to apply for South Hook funding is 12th May. There are two schemes, up to £500 and up to £5,000. I am leaving the forms and guidance with Tony Ensom if we wish to apply for support for projects such as loft insulation. Please contact PAVS if anyone wants to proceed.
It was agreed that the purchase of equipment for the allotments should be made using the card held by Tony Ensom.
Ian agreed to look at applying for a grant from South Hook for loft insulation.
Jubilee Park & Nature Trail:
Ian reported that path repairs had commenced with assistance from Pembroke College students and members of Futureworks and also that enhancement work on the Common instigated by the Community Council was almost complete and will be known as the Queen Elizabeth Memorial Garden.
He also reported that the volunteers who maintain Jubilee Park have been shortlisted for an award to be announced in Cardiff on 19 April.
Allotments:
As reported above, all allotment rents for 2023 have been paid and equipment for the allotments has been ordered.
It was agreed to purchase 1 ton of stone required for the allotments (cost approximately £50).
Community Hall:
Gwyneth reported that there are problems with operations of the controls for the heating system. Doug agreed to contact the heating engineer.
Ian and Doug agreed to tidy up the area behind that hall before the Coronation Party.
It was agreed that the bowls club trophy cabinet could be re-fixed to the front wall.
It was agreed that the television purchased by the Community Council could be sited on the wall of the Committee Room backing onto the main hall.
Hall Bookings:
Gwyneth reported that a booking has been made for a bowls event on 22 April.
Coronation Event:
The following report had been circulated by Kathy before the meeting:
Following the planning meeting for the Coronation celebration on 13th March I circulated the outline of the event (attached). A few people have put their names forward and I hope that everyone will get involved in helping in some way or another – work will be needed on the days before to prepare the hall, decorate and put the tables etc. out and also on the Monday to help clear up. Please agree the next date to confirm details and who does what. (I'm away from 17th to 24th April). While we get the publicity out please pass the word amongst your friends and work colleagues.
A further meeting has been arranged for Tuesday 11 April at 6.30 pm.
Other Business:
Dementia Awareness: The following had been circulated by Kathy before the meeting:
Following the dementia awareness event at the last meeting we have received the form we are required to complete in order to obtain stickers etc. to demonstrate our awareness. Attached are the suggested actions we should commit to. If these are agreed at the meeting I will complete our application to the Alzheimer’s' Society.
The trustees agreed to the necessary actions and that Kathy should complete an application on behalf of the Association.
Annual General Meeting:
It was agreed to hold the Association’s Annual General Meeting for 2023 on Monday 05 June 2023 at 7.00 pm.
Next Meeting:
The next meeting will be on Monday 02 May 2023, at 7.00 pm.
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Gwyneth Beynon, Julie Burgess, Amanda Cresswell, Jenny Oliver, Mark Taylor, and Cliff Williams.
Apologies:
Kathy Talbot (treasurer), Sian Beynon, Tracy Beynon, Jill Ensom, Chris Gilley and Jill Thomas.
Minutes:
The minutes of the meeting held on 06 March 2023 which had been circulated previously were agreed and signed by Doug.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
It has been an active month financially. Our bank balance stands at £9,828 and we have £981 in cash. I will hope to bank most of this next week, keeping a cash float of about £100. The Cawl night was particularly successful in terms of bar income. There will be further income to be received from the Bowls social event which I will report next month. During the month we had all the allotment rentals paid although some tenants seem a little dilatory in getting their plots in order for the new season. We have paid our insurance premium, £1,074 and received £150 from EDF as Government support.
The accounts for 2022 are now complete and should be submitted to the Charity Commission so we will need to agree a date for the Annual General Meeting.
The Enhancing Pembrokeshire grant for equipment for the use of the Association and particularly the allotments was confirmed. We can claim £900 once all the purchases are made. To pay we can either send a cheque, bank transfer or use the debit cards held by Tony Ensom and Sian Beynon. Until I do the banking there is also cash. It is not certain that the Enhancing Pembrokeshire scheme will continue in coming years.
I mentioned at the last meeting that the next date to apply for South Hook funding is 12th May. There are two schemes, up to £500 and up to £5,000. I am leaving the forms and guidance with Tony Ensom if we wish to apply for support for projects such as loft insulation. Please contact PAVS if anyone wants to proceed.
It was agreed that the purchase of equipment for the allotments should be made using the card held by Tony Ensom.
Ian agreed to look at applying for a grant from South Hook for loft insulation.
Jubilee Park & Nature Trail:
Ian reported that path repairs had commenced with assistance from Pembroke College students and members of Futureworks and also that enhancement work on the Common instigated by the Community Council was almost complete and will be known as the Queen Elizabeth Memorial Garden.
He also reported that the volunteers who maintain Jubilee Park have been shortlisted for an award to be announced in Cardiff on 19 April.
Allotments:
As reported above, all allotment rents for 2023 have been paid and equipment for the allotments has been ordered.
It was agreed to purchase 1 ton of stone required for the allotments (cost approximately £50).
Community Hall:
Gwyneth reported that there are problems with operations of the controls for the heating system. Doug agreed to contact the heating engineer.
Ian and Doug agreed to tidy up the area behind that hall before the Coronation Party.
It was agreed that the bowls club trophy cabinet could be re-fixed to the front wall.
It was agreed that the television purchased by the Community Council could be sited on the wall of the Committee Room backing onto the main hall.
Hall Bookings:
Gwyneth reported that a booking has been made for a bowls event on 22 April.
Coronation Event:
The following report had been circulated by Kathy before the meeting:
Following the planning meeting for the Coronation celebration on 13th March I circulated the outline of the event (attached). A few people have put their names forward and I hope that everyone will get involved in helping in some way or another – work will be needed on the days before to prepare the hall, decorate and put the tables etc. out and also on the Monday to help clear up. Please agree the next date to confirm details and who does what. (I'm away from 17th to 24th April). While we get the publicity out please pass the word amongst your friends and work colleagues.
A further meeting has been arranged for Tuesday 11 April at 6.30 pm.
Other Business:
Dementia Awareness: The following had been circulated by Kathy before the meeting:
Following the dementia awareness event at the last meeting we have received the form we are required to complete in order to obtain stickers etc. to demonstrate our awareness. Attached are the suggested actions we should commit to. If these are agreed at the meeting I will complete our application to the Alzheimer’s' Society.
The trustees agreed to the necessary actions and that Kathy should complete an application on behalf of the Association.
Annual General Meeting:
It was agreed to hold the Association’s Annual General Meeting for 2023 on Monday 05 June 2023 at 7.00 pm.
Next Meeting:
The next meeting will be on Monday 02 May 2023, at 7.00 pm.