Meeting of Trustees held on Monday 8th August 2022
In the Community Hall
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, , Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
None
Minutes:
The minutes of the meeting held on 04 July 2022 had been circulated previously. However, Ian had requested that they be amended to include details of the funding and donations regarding the flail mower which he had given to the meeting. The amendment was agreed and the amended minutes were signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
We have had a successful July and our balance now stands at £14959. The two new initiatives of Bingo and opening the bar on a Saturday night have brought good income. The Bingo night income was £447, from which we deduct the prizes of £53. The gross bar income, including card was £175. Opening the bar on a Saturday is perhaps slow to start and so far in July we have grossed £126. While it is written on the black board and the door is open the bar is not necessarily evident to 'passing trade', so perhaps an 'A' Board outside or some chairs actually in the hall?
We have now paid the decorator £1560 for the painting of the outside of the hall. Because of the large amount I felt it was important that as many trustees as possible give their agreement by email to make a prompt payment so sorry for nagging! If Tony or I are away it is not possible to make a payment by BACS so I would earnestly ask that another trustee agree to be 'second signatory'; all it requires is a good internet connection and a lap top.
With all the parties Bingo etc. we've been restocking the bar so I have taken the opportunity to compare the prices charged by Templeton with those at the start of 2022. I am pleased to say that while there have been fluctuations, these have been very small and not worth changing our pricing structure.
The new bowls mats are now insured for an uplift in premium of £14.32. This means that both the old and new mats are covered. Please let me know if you manage to sell the old mats. The income would be for the club but we should be able to reduce our insurance cover/premium accordingly.
It was agreed to arrange for two blackboards to advertise Bingo and other events.
Chris agreed to be the third signatory for the bank account. Kathy will brief him.
Mark reported that the bowls mats have been sold for £100.
On a proposal from Kathy, it was agreed that Tracy should receive an honorarium of £25 p.a. to reflect her role regarding the web site, social media, etc.
On a proposal from Kathy, it was agreed that the Association will apply for a Performing Rights Society License at a cost of £139.20 p.a. She advised that in future, if there are any live performances in the hall, a list should be made of the music performed.
Jubilee Park & Nature Trail:
Ian reported that the Community Council had received a grant and had purchased two new benches which have now been installed in the Park.
Ian also reported that his request at the previous meeting for a contribution towards the cost of a flail mower had been withdrawn and that that the mower had been purchased by the Community Council with a contribution from the allowance made by it for maintenance of the Park.
It was agreed that consideration should be given to the long-term future of the Park. Tony agreed to establish when the lease to the Community Council expires and to circulate the trustees with the salient points for discussion at the next meeting.
Tracy reported that the Welsh Government are providing free of charge trees for planting in the community.
Hainey Moor:
There has been no up-date from PCC regarding the clearance of a field adjoining Hainey Moor.
Allotments:
It was reported that there have been complaints from allotment holders that two plots have been left fallow by their owners. Despite requests from the Association to use their plots, no action has been taken by the relevant plot holders. It was agreed that, given there is a waiting list of applicants, final warning letters should be sent to the two plot holders to either use their plots by 1st September 2022 or vacate them so they can be re-let.
Community Hall:
Gwyneth reported that she has not had any response from the plumber who is investigating a ‘trickle’ system for the urinal in the Men’s Toilet. She will attempt to find someone else to carry out the work.
Gwyneth reported that having repainted the exterior of the hall, the decorator will provide a quotation for repainting the interior of the hall. Tracy pointed out that Wicks are offering assistance with the cost of redecorating community halls.
Following a discussion regarding the repair of the fence at the rear of the hall, Ian agreed to attempt to obtain a quotation for the work. He and Doug agreed to clear the remaining rubbish from behind the hall.
Hall Bookings:
Sian reported the following bookings:
Quiz Nights:
Tracy reported that quizmasters have been arranged for all evenings through until February 2023.
Social Media:
Tracy reported that she had received a request from GoCompare to advertise on the Association’s website regarding insurance against flooding to properties in Pembrokeshire. It was agreed that this is not appropriate.
Tracy reported the following statistics:
Google:
Jubilee Park and Nature Trail
95 people asked for directions to the park
64 people visited the website through google
4,164 viewed our information as a result of a generic search term
1812 people searched for us directly
Community Hall
1 person called through google
62 people searched for directions to the hall
6 people visited the website through google
179 people viewed our information as a result of a generic search term
17 people searched for us directly
Facebook is unable to provide statistics at the moment.
Other Business:
An email had been circulated to trustees regarding a proposal to establish “Warm Rooms” in community venues during the coming winter. Following a discussion, it was agreed that the community hall was not a suitable venue.
It was agreed to purchase two wireless microphones at a cost of £111.46.
Kathy reported that EDF will install a new smart meter for the hall on Monday 15 August.
Next Meeting:
The next meeting will be on Monday 05 September 2022, at 7.00 pm.
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Chris Gilley, , Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
None
Minutes:
The minutes of the meeting held on 04 July 2022 had been circulated previously. However, Ian had requested that they be amended to include details of the funding and donations regarding the flail mower which he had given to the meeting. The amendment was agreed and the amended minutes were signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
We have had a successful July and our balance now stands at £14959. The two new initiatives of Bingo and opening the bar on a Saturday night have brought good income. The Bingo night income was £447, from which we deduct the prizes of £53. The gross bar income, including card was £175. Opening the bar on a Saturday is perhaps slow to start and so far in July we have grossed £126. While it is written on the black board and the door is open the bar is not necessarily evident to 'passing trade', so perhaps an 'A' Board outside or some chairs actually in the hall?
We have now paid the decorator £1560 for the painting of the outside of the hall. Because of the large amount I felt it was important that as many trustees as possible give their agreement by email to make a prompt payment so sorry for nagging! If Tony or I are away it is not possible to make a payment by BACS so I would earnestly ask that another trustee agree to be 'second signatory'; all it requires is a good internet connection and a lap top.
With all the parties Bingo etc. we've been restocking the bar so I have taken the opportunity to compare the prices charged by Templeton with those at the start of 2022. I am pleased to say that while there have been fluctuations, these have been very small and not worth changing our pricing structure.
The new bowls mats are now insured for an uplift in premium of £14.32. This means that both the old and new mats are covered. Please let me know if you manage to sell the old mats. The income would be for the club but we should be able to reduce our insurance cover/premium accordingly.
It was agreed to arrange for two blackboards to advertise Bingo and other events.
Chris agreed to be the third signatory for the bank account. Kathy will brief him.
Mark reported that the bowls mats have been sold for £100.
On a proposal from Kathy, it was agreed that Tracy should receive an honorarium of £25 p.a. to reflect her role regarding the web site, social media, etc.
On a proposal from Kathy, it was agreed that the Association will apply for a Performing Rights Society License at a cost of £139.20 p.a. She advised that in future, if there are any live performances in the hall, a list should be made of the music performed.
Jubilee Park & Nature Trail:
Ian reported that the Community Council had received a grant and had purchased two new benches which have now been installed in the Park.
Ian also reported that his request at the previous meeting for a contribution towards the cost of a flail mower had been withdrawn and that that the mower had been purchased by the Community Council with a contribution from the allowance made by it for maintenance of the Park.
It was agreed that consideration should be given to the long-term future of the Park. Tony agreed to establish when the lease to the Community Council expires and to circulate the trustees with the salient points for discussion at the next meeting.
Tracy reported that the Welsh Government are providing free of charge trees for planting in the community.
Hainey Moor:
There has been no up-date from PCC regarding the clearance of a field adjoining Hainey Moor.
Allotments:
It was reported that there have been complaints from allotment holders that two plots have been left fallow by their owners. Despite requests from the Association to use their plots, no action has been taken by the relevant plot holders. It was agreed that, given there is a waiting list of applicants, final warning letters should be sent to the two plot holders to either use their plots by 1st September 2022 or vacate them so they can be re-let.
Community Hall:
Gwyneth reported that she has not had any response from the plumber who is investigating a ‘trickle’ system for the urinal in the Men’s Toilet. She will attempt to find someone else to carry out the work.
Gwyneth reported that having repainted the exterior of the hall, the decorator will provide a quotation for repainting the interior of the hall. Tracy pointed out that Wicks are offering assistance with the cost of redecorating community halls.
Following a discussion regarding the repair of the fence at the rear of the hall, Ian agreed to attempt to obtain a quotation for the work. He and Doug agreed to clear the remaining rubbish from behind the hall.
Hall Bookings:
Sian reported the following bookings:
- 25 September (8.00 am – 5.00 pm) Christening (with bar)
- 31 August/ 01 September – Meeting re Wind Turbines (provisional)
Quiz Nights:
Tracy reported that quizmasters have been arranged for all evenings through until February 2023.
Social Media:
Tracy reported that she had received a request from GoCompare to advertise on the Association’s website regarding insurance against flooding to properties in Pembrokeshire. It was agreed that this is not appropriate.
Tracy reported the following statistics:
Google:
Jubilee Park and Nature Trail
95 people asked for directions to the park
64 people visited the website through google
4,164 viewed our information as a result of a generic search term
1812 people searched for us directly
Community Hall
1 person called through google
62 people searched for directions to the hall
6 people visited the website through google
179 people viewed our information as a result of a generic search term
17 people searched for us directly
Facebook is unable to provide statistics at the moment.
Other Business:
An email had been circulated to trustees regarding a proposal to establish “Warm Rooms” in community venues during the coming winter. Following a discussion, it was agreed that the community hall was not a suitable venue.
It was agreed to purchase two wireless microphones at a cost of £111.46.
Kathy reported that EDF will install a new smart meter for the hall on Monday 15 August.
Next Meeting:
The next meeting will be on Monday 05 September 2022, at 7.00 pm.