March 2025 meeting
Meeting of Trustees meeting held on Monday 7th April 2025 in the Community Hall
Present:
Tracy Beynon (Chair) Theresa Painting (Secretary) Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Andrew Maclean, Sue Maclean, Mark Taylor, Jill Thomas, Cliff Williams,
Apologies:
Julie Burgess
Minutes:
The minutes of the meeting held on 3rd March 2025, which had been circulated previously were read. Minutes were approved and signed by The Chair.
Treasurer’s Report:
The following report had been circulated by Kathy before the meeting.
The month started extremely well with the Neyland Ladies Choir – giving us over £800 in income. We had a full house, a busy bar and everyone's generosity with the raffle was amazing. In addition, we have had the rental payment from the Bowls Club (EWSMB).
During the month we have renewed our TV licence for £174, although I must reiterate that it is very difficult for us to use the TV for live broadcasts legally!
Our big expenditure this month was the renewal of our insurance. I attach a separate report on this.
The allotments are now all occupied and fully paid up – this is the first time everyone has paid by end March. We have also purchased posts to replace some fencing.
At end March our bank balance was £10,867 and we have £346 in cash.
I am concerned that the pre-loved event scheduled for 21st April might not be the success we would hope for and will be glad to have everyone's input before we decide to go ahead or postpone.
Community Hall:
Maintenance Issues:
Light in the hallway - Gary to help Gwyneth replace bulbs.
Insurance
We need to make a note of the insurance details so we all have them should we need them Chair, Secretary, Treasurer, Caretaker to all keep details. We need to change the code for the lock box at least three times a year to meet our insurance needs
After an inspection it was noted, we need to have auto door closers and intermittent strip on the music cupboard door. Mark to get costs.
Hall bookings:
Future bookings:
Bowls practice is now booked for every Sunday.
26th April - Bowls club competition
6th May – Auctioneers Valuation Day
30th August - 30th Birthday party booking
Future Events:
Quiz nights: May onwards – quizmasters needed. August and December are booked.
Coffee mornings – Last one held in March was only attended by 4 people. Now there are coffee mornings on Wednesdays in Kilgetty and New Hedges Community Centres. It was decided by majority vote 10 to 1 to cancel these regular Wednesday coffee mornings and look at another day or ad hoc ones instead.
Pre-Loved items sale 21st April – This event is cancelled due to low uptake of tables. To be incorporated into the Hall Celebration on 28thJune.
VE Day – Quiz May 10th –
Hall Anniversary - 24th June 2000 New Hall was opened – The chair proposed to hold an all-day celebration event on the 28th June with coffee morning and preloved event in the morning 10 – 12, games and entertainment throughout the day and possibility of a live singer in the evening. Help was offered from Tracy, Sue, Kathy, Sian and Theresa to plan the day. Tracy to contact Saundersfoot history group also put information on social media asking for any memories regarding the hall.
Bingo nights to be held in July and August. Date to be confirmed.
Burger and a band night 2025 – 27th September - Western Shires Country Band, £10 per ticket. - Tickets available now – All trustees were asked to spread the word amongst family and friends and ask them to book tickets.
Curry night – October/November time pre booked meals with tickets, naan breads and poppadom’s included. Quiz after the meal. Mark and Theresa to discuss details ready for next meeting.
Allotments update:
In JB absence Kathy updated the trustees on the allotments – all now paid for and small waiting list.
Any other business:
Trustee resignation – Gill Thomas - A thank you email for her years of hard work has been sent by the secretary on behalf of the trustees.
Hainey Moor – Boundary might be at risk due to building in adjoining field. Mark Mandy and Kathy to go and check and give feedback to trustees.
Next Meeting:
The next trustees’ meeting will be 12th May 2025 at 7.00 pm
Tracy Beynon (Chair) Theresa Painting (Secretary) Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Andrew Maclean, Sue Maclean, Mark Taylor, Jill Thomas, Cliff Williams,
Apologies:
Julie Burgess
Minutes:
The minutes of the meeting held on 3rd March 2025, which had been circulated previously were read. Minutes were approved and signed by The Chair.
Treasurer’s Report:
The following report had been circulated by Kathy before the meeting.
The month started extremely well with the Neyland Ladies Choir – giving us over £800 in income. We had a full house, a busy bar and everyone's generosity with the raffle was amazing. In addition, we have had the rental payment from the Bowls Club (EWSMB).
During the month we have renewed our TV licence for £174, although I must reiterate that it is very difficult for us to use the TV for live broadcasts legally!
Our big expenditure this month was the renewal of our insurance. I attach a separate report on this.
The allotments are now all occupied and fully paid up – this is the first time everyone has paid by end March. We have also purchased posts to replace some fencing.
At end March our bank balance was £10,867 and we have £346 in cash.
I am concerned that the pre-loved event scheduled for 21st April might not be the success we would hope for and will be glad to have everyone's input before we decide to go ahead or postpone.
Community Hall:
Maintenance Issues:
Light in the hallway - Gary to help Gwyneth replace bulbs.
Insurance
We need to make a note of the insurance details so we all have them should we need them Chair, Secretary, Treasurer, Caretaker to all keep details. We need to change the code for the lock box at least three times a year to meet our insurance needs
After an inspection it was noted, we need to have auto door closers and intermittent strip on the music cupboard door. Mark to get costs.
Hall bookings:
Future bookings:
Bowls practice is now booked for every Sunday.
26th April - Bowls club competition
6th May – Auctioneers Valuation Day
30th August - 30th Birthday party booking
Future Events:
Quiz nights: May onwards – quizmasters needed. August and December are booked.
Coffee mornings – Last one held in March was only attended by 4 people. Now there are coffee mornings on Wednesdays in Kilgetty and New Hedges Community Centres. It was decided by majority vote 10 to 1 to cancel these regular Wednesday coffee mornings and look at another day or ad hoc ones instead.
Pre-Loved items sale 21st April – This event is cancelled due to low uptake of tables. To be incorporated into the Hall Celebration on 28thJune.
VE Day – Quiz May 10th –
Hall Anniversary - 24th June 2000 New Hall was opened – The chair proposed to hold an all-day celebration event on the 28th June with coffee morning and preloved event in the morning 10 – 12, games and entertainment throughout the day and possibility of a live singer in the evening. Help was offered from Tracy, Sue, Kathy, Sian and Theresa to plan the day. Tracy to contact Saundersfoot history group also put information on social media asking for any memories regarding the hall.
Bingo nights to be held in July and August. Date to be confirmed.
Burger and a band night 2025 – 27th September - Western Shires Country Band, £10 per ticket. - Tickets available now – All trustees were asked to spread the word amongst family and friends and ask them to book tickets.
Curry night – October/November time pre booked meals with tickets, naan breads and poppadom’s included. Quiz after the meal. Mark and Theresa to discuss details ready for next meeting.
Allotments update:
In JB absence Kathy updated the trustees on the allotments – all now paid for and small waiting list.
Any other business:
Trustee resignation – Gill Thomas - A thank you email for her years of hard work has been sent by the secretary on behalf of the trustees.
Hainey Moor – Boundary might be at risk due to building in adjoining field. Mark Mandy and Kathy to go and check and give feedback to trustees.
Next Meeting:
The next trustees’ meeting will be 12th May 2025 at 7.00 pm
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