EAST WILLIAMSTON COMMUNITY AND HALL ASSOCIATION
Charity No. 1168964
Meeting of Trustees held on Monday 05 August 2024
In the Community Hall
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Amanda Cresswell, Julie Burgess, Gwyneth Beynon, Sian Beynon, Tracy Beynon, Jill Ensom, Theresa Painting, Pete Strydom, Mark Taylor and Cliff Williams.
Apologies:
Jenny Oliver and Jill Thomas.
Minutes:
The minutes of the meeting held on 01 July 2024, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
The bank balance at end July was £9,944.03 and cash income was £524.40. This arose from the Quiz and Bingo, which in addition to rent from East Williamston Short Mat Bowls, are our regular income.
We've got a TV licence (£154). a PRS licence (189.82) and now it appears we need a Motion Picture Licensing Company Licence - (£391.52) for the public performance of copyright material in films and television programmes. Do we wish to pay for this licence or recognise that the television may only have very restricted use?
I recommend, having done the bar the other evening, that we upgrade our SumUp equipment to a stand alone terminal. Currently we are reliant on an elderly mobile phone and its connection which is unreliable. SumUp is a real boon to our business and unlike the major banks only charges 1.65% on each transaction with no standing charge. The new terminal would cost £95. We retain the existing readers which are used for events such as Bingo and Quiz and payment for hall bookings.
I've been reminded that we should keep a note of our digital passwords etc. I am putting a list together (SumUp, EDF etc )and will put it in the filing cabinet.
Kathy agreed to make further enquiries regarding the need for a Motion Picture Licensing Company Licence.
It was agreed to purchase a SumUp terminal at a cost of £95.
Association Records:
Tony and Kathy have in hand the disposal of the items from the Association’s records in the filing cabinet which are to be discarded and arranging for documents which are held digitally to be saved.
Ian confirmed that he has documents relating to the purchase of Hainey Moor and minutes prior to 2017 which he will pass to Tony and Kathy.
Events:
The following report from Kathy had been circulated before the meeting:
It is my belief that fund raising should be maximum return for minimum effort and while both the Quiz and Bingo are not effort free the returns are good and the engagement with the community is excellent. The fact that children can attend the Bingo evening is certainly an attraction for families. At time of writing, we are still lacking bookings for the Preseli Pete evening and will not be breakeven. If necessary, we will have to cancel. Ever watchful as to what others are doing to attract business for their halls/establishments, the following have occurred:
Possible future events will be considered at the next meeting.
Jubilee Park & Nature Trail:
Ian reported that maintenance of the Park is on-going including hedge cutting and grass mowing. Also, that the two containers at Hainey Moor are to be connected to form a further storage area.
The following report from Kathy had been circulated before the meeting:
Our Expression of Interest application to Enhancing Pembrokeshire was accepted. It was evident from a meeting that I, Doug and Ian had that before we looked to employ a Community Officer to recruit volunteers we needed to have a clear plan which would offer a strategic and sustainable future for the Community Jubilee Park. I have therefore asked Enhancing Pembrokeshire to reconsider our EOI and whether they would accept an application for fees for professional help in creating such a plan, with SWOT Analysis, potential partnerships, marketing and how the Park can be developed as it reaches its 25th Anniversary. We wait for their reply. We will apply to South Hook for a small amount to cover identification signs for the wild flower beds on the Common and in the Park itself. I have also been in touch with PLANED. Fields in Trust, Wildlife Trust and RSPB to seek advice. I have put up a sign at the left hand entrance to the Park inviting people to contact us if they wish to volunteer – we wait to see!
Allotments:
Julie agreed to carry out a risk assessment for the allotments. Mark and Tracy offered their help and Doug will send the risk assessment for Jubilee Park to Julie. Kathy agreed to check the Association’s insurance policy regarding volunteers.
The trustees were shown photographs of plots which are not being properly maintained. Julie and Kathy agreed to liaise regarding notices and warnings to the plot holders concerned.
Ian agreed to deal with the replacement of a rotted gate post. As there is no urgency, this will be dealt with when the hedge is cut.
Julie confirmed that the allotment holders will be having an ‘Open Week’ from 12th August.
Community Hall:
Tracy reported that she has had difficulty obtaining alternative quotations quotation for a new sound system. However, she will be meeting the sound engineer from the Queens Hall at Narberth who was willing to offer advice.
Gwyneth reported that a new lock is required for the main door to the hall, but that the boiler room lock can be repaired.
It was agreed that the gap in the fence at the rear of the hall will be filled.
Hall Bookings:
Tracy reported that:
Quiz Nights:
Quizmasters have been booked through to February 2025. The new entry price of £2.50 will apply from the August date.
100 Club:
Kathy reported that only 7 members had signed up and it was therefore agreed not to proceed.
Online Updates:
Tracy reported the statistics which are attached in an appendix to these minutes.
Next Meeting:
The next trustees’ meeting will be on 02 September 2024 at 7.00 pm.
APPENDIX
On-line Up-dates
Website
321 people visited the website ion the last 30 days
654 pages viewed in the last 30 days
Most popular page this month again is the events page
Facebook page 354 followers (down by 4)
Best post on Facebook – post encouraging people to vote.
Facebook group – Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden – 518 members
Best post in the group – Log dog in East Williamston
Google - Jubilee Park and Nature Trail233 interactions (likes etc)
75 people clicked through to our website.
158 people searched for directions to the park.
Google - East Williamston Community Hall32 profile interactions
5 people clicked through to our website.
27 people searched for directions to the hall.
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Amanda Cresswell, Julie Burgess, Gwyneth Beynon, Sian Beynon, Tracy Beynon, Jill Ensom, Theresa Painting, Pete Strydom, Mark Taylor and Cliff Williams.
Apologies:
Jenny Oliver and Jill Thomas.
Minutes:
The minutes of the meeting held on 01 July 2024, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
The bank balance at end July was £9,944.03 and cash income was £524.40. This arose from the Quiz and Bingo, which in addition to rent from East Williamston Short Mat Bowls, are our regular income.
We've got a TV licence (£154). a PRS licence (189.82) and now it appears we need a Motion Picture Licensing Company Licence - (£391.52) for the public performance of copyright material in films and television programmes. Do we wish to pay for this licence or recognise that the television may only have very restricted use?
I recommend, having done the bar the other evening, that we upgrade our SumUp equipment to a stand alone terminal. Currently we are reliant on an elderly mobile phone and its connection which is unreliable. SumUp is a real boon to our business and unlike the major banks only charges 1.65% on each transaction with no standing charge. The new terminal would cost £95. We retain the existing readers which are used for events such as Bingo and Quiz and payment for hall bookings.
I've been reminded that we should keep a note of our digital passwords etc. I am putting a list together (SumUp, EDF etc )and will put it in the filing cabinet.
Kathy agreed to make further enquiries regarding the need for a Motion Picture Licensing Company Licence.
It was agreed to purchase a SumUp terminal at a cost of £95.
Association Records:
Tony and Kathy have in hand the disposal of the items from the Association’s records in the filing cabinet which are to be discarded and arranging for documents which are held digitally to be saved.
Ian confirmed that he has documents relating to the purchase of Hainey Moor and minutes prior to 2017 which he will pass to Tony and Kathy.
Events:
The following report from Kathy had been circulated before the meeting:
It is my belief that fund raising should be maximum return for minimum effort and while both the Quiz and Bingo are not effort free the returns are good and the engagement with the community is excellent. The fact that children can attend the Bingo evening is certainly an attraction for families. At time of writing, we are still lacking bookings for the Preseli Pete evening and will not be breakeven. If necessary, we will have to cancel. Ever watchful as to what others are doing to attract business for their halls/establishments, the following have occurred:
- Fish and Chip supper with Whist drive (or...????)).
- Pre-booked Targeted advertising to local businesses to offer a meeting space away from the normal work place environment. We could book and include the cost of catering in the price.
- Tea or Fish and Chips with Santa.
- Car Boot sale – Open Garages (like Open Gardens??)
Possible future events will be considered at the next meeting.
Jubilee Park & Nature Trail:
Ian reported that maintenance of the Park is on-going including hedge cutting and grass mowing. Also, that the two containers at Hainey Moor are to be connected to form a further storage area.
The following report from Kathy had been circulated before the meeting:
Our Expression of Interest application to Enhancing Pembrokeshire was accepted. It was evident from a meeting that I, Doug and Ian had that before we looked to employ a Community Officer to recruit volunteers we needed to have a clear plan which would offer a strategic and sustainable future for the Community Jubilee Park. I have therefore asked Enhancing Pembrokeshire to reconsider our EOI and whether they would accept an application for fees for professional help in creating such a plan, with SWOT Analysis, potential partnerships, marketing and how the Park can be developed as it reaches its 25th Anniversary. We wait for their reply. We will apply to South Hook for a small amount to cover identification signs for the wild flower beds on the Common and in the Park itself. I have also been in touch with PLANED. Fields in Trust, Wildlife Trust and RSPB to seek advice. I have put up a sign at the left hand entrance to the Park inviting people to contact us if they wish to volunteer – we wait to see!
Allotments:
Julie agreed to carry out a risk assessment for the allotments. Mark and Tracy offered their help and Doug will send the risk assessment for Jubilee Park to Julie. Kathy agreed to check the Association’s insurance policy regarding volunteers.
The trustees were shown photographs of plots which are not being properly maintained. Julie and Kathy agreed to liaise regarding notices and warnings to the plot holders concerned.
Ian agreed to deal with the replacement of a rotted gate post. As there is no urgency, this will be dealt with when the hedge is cut.
Julie confirmed that the allotment holders will be having an ‘Open Week’ from 12th August.
Community Hall:
Tracy reported that she has had difficulty obtaining alternative quotations quotation for a new sound system. However, she will be meeting the sound engineer from the Queens Hall at Narberth who was willing to offer advice.
Gwyneth reported that a new lock is required for the main door to the hall, but that the boiler room lock can be repaired.
It was agreed that the gap in the fence at the rear of the hall will be filled.
Hall Bookings:
Tracy reported that:
- Dancing classes had stopped for August but would resume in September.
- The hall has been booked for a children’s party on 28th September.
Quiz Nights:
Quizmasters have been booked through to February 2025. The new entry price of £2.50 will apply from the August date.
100 Club:
Kathy reported that only 7 members had signed up and it was therefore agreed not to proceed.
Online Updates:
Tracy reported the statistics which are attached in an appendix to these minutes.
Next Meeting:
The next trustees’ meeting will be on 02 September 2024 at 7.00 pm.
APPENDIX
On-line Up-dates
Website
321 people visited the website ion the last 30 days
654 pages viewed in the last 30 days
Most popular page this month again is the events page
Facebook page 354 followers (down by 4)
Best post on Facebook – post encouraging people to vote.
Facebook group – Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden – 518 members
Best post in the group – Log dog in East Williamston
Google - Jubilee Park and Nature Trail233 interactions (likes etc)
75 people clicked through to our website.
158 people searched for directions to the park.
Google - East Williamston Community Hall32 profile interactions
5 people clicked through to our website.
27 people searched for directions to the hall.
