Meeting of Trustees held on
Monday 05 December 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, Julie Burgess, Jill Thomas and Cliff Williams.
Apologies:
Amanda Cresswell, Jill Ensom, Chris Gilley and Mark Taylor.
Minutes:
The minutes of the meeting held on 07 November 2022 which had been circulated previously were agreed and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
The balance at the end of November was £11,931.28, made up of £787.40 cash and £11,143.88 in the CAF bank. We have had income this month from the Quiz and Bingo as well as the EW Short Mat Bowls club. The income from Sum up card machine was £177.71 for sales in the bar. I'll transfer most of the cash to the bank. With the closure next year of HSBC in Tenby we will have to make deposits through a Post Office.
We are well stocked in the bar due to the non-appearance of a birthday booking. We will now be charging a deposit for hall bookings. The amount required will depend on the nature of the event. One that will include sales from the bar will be £100 whereas a children's party, without the bar, will be less.
We are in credit with EDF electricity for £276. Our monthly direct debit is £59 so we are most likely overpaying. EDF reconcile the account half yearly but if, after the winter months, the credit balance continues to grow I will ask them to refund.
I'd like to thank Jane and Charles Stevens for their donation of a new water boiler – so useful for events. The only proviso being that should one of them die they'd like to borrow it back!
Ian presented a bill from Alan Davies of £792.00 for work which he has carried out in the allotments and Hainey Moor. It was agreed to pay this.
Jubilee Park & Nature Trail:
Ian reported that regular winter maintenance has started and that the new flail mower was proving to be very useful.
Tracy reported that she will be meeting with Lynne Gilley to finalise the artwork for the information boards which will then be given to the printers for a quotation.
Hainey Moor:
Ian reported that the hedging, etc. has been cut including the annual grass cut.
He also reported that he has ordered trees and 100 hedging plants which will be provided by The Conservation Volunteers (TCV) I Dig Trees programme free of charge.
Allotments:
Ian reported that the hedges had been cut and the allotments generally tidied up.
It was agreed that Julie, Ian, Doug and Kathy would meet to discuss progressing a grant application for equipment for the allotments.
In view of the wet state of the ground, Julie suggested that the replacement of posts should wait until the Spring.
Community Hall:
It was agreed that the spare notice board will be put up in Valley Road by the Community Council.
Tracy reported some problems with the programmer for the boiler which she may now have sorted out. If there is still a problem she will contact Rob Munton who had installed it.
Cliff reported that he has been carrying out research into de-stratification fans for the hall. His conclusion was that these were only really effective in spaces with a ceiling height of more than 5 metres and that the pay-back time if they were to be installed in the hall would be very long. It was therefore agreed not to pursue this idea further.
Hall Bookings:
Sian reported that the people who had booked the hall for a party on 19 November had not turned up despite assuring her the previous Wednesday that they would. She had not been able to contact them for an explanation (they did not give an address when booking and had refused to complete a booking form). It was agreed that in future bookings would be accepted only if a booking form was completed (including full contact details) and signed and a deposit given to secure the booking. (See also Kathy’s report)
Sian reported a booking for a children’s party on 22 April 2023.
Quiz Nights:
Tracy reported that quizmasters are booked through until next July.
Bingo Nights:
On as suggestion from Tracy it was agreed that there will be 4 monthly Bingo Nights in 2023 commencing on 22 April.
Social Media:
Tracy reported the following statistics:
Google:Jubilee Park and Nature Trail733 interactions (likes etc.)
15,398 people viewed our google listing
437 people searched for directions to the park
East Williamston Community Hall39 profile interactions
7 people clicked through to our website
32 people searched for directions to the hall
Facebook:Page reach last 28 days – 668 people
Our best performing post was the post the post reminding people of the coat scheme at Pembroke Dock library. That reached 499 people.
Website:Unique visits – 66 people visited the website ion the last 30 days
Page views – 150 pages viewed in the last 30 days
Average pages per visit – 2.2 pages per visit
Most popular page – Jubilee Park
Other Business:
Doug thanked all those who had assisted with putting up the Christmas decorations.
It was agreed that proper access should be provided to the loft above the hall which could be used for light storage. Tracy agreed to make enquiries.
Kathy suggested that CPR and Dementia Friendly courses should be organised in the hall in 2023. Ian suggested that instruction of the use of defibrillators should also be provided.
Ian reported that a car is regularly parked at the entrance to Jubilee Park but that it is not owned by a dog-walker. He was advised to call the police helpline to report this.
It was agreed that a new set of lights should be purchased for the Christmas tree outside the hall.
It was agreed that the Association should arrange a community event to mark the Coronation of King Charles III.
Tracy was given permission to carry out an on-line survey to obtain views on activities within the community.
Doug reported that the Community Council has invited the trustees to join councillors for a dinner sometime in January. He agreed to circulate details.
Next Meeting:
The next meeting will be on Monday 09 January 2023, at 7.00 pm.
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Julie Burgess, Jill Thomas and Cliff Williams.
Apologies:
Amanda Cresswell, Jill Ensom, Chris Gilley and Mark Taylor.
Minutes:
The minutes of the meeting held on 07 November 2022 which had been circulated previously were agreed and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
The balance at the end of November was £11,931.28, made up of £787.40 cash and £11,143.88 in the CAF bank. We have had income this month from the Quiz and Bingo as well as the EW Short Mat Bowls club. The income from Sum up card machine was £177.71 for sales in the bar. I'll transfer most of the cash to the bank. With the closure next year of HSBC in Tenby we will have to make deposits through a Post Office.
We are well stocked in the bar due to the non-appearance of a birthday booking. We will now be charging a deposit for hall bookings. The amount required will depend on the nature of the event. One that will include sales from the bar will be £100 whereas a children's party, without the bar, will be less.
We are in credit with EDF electricity for £276. Our monthly direct debit is £59 so we are most likely overpaying. EDF reconcile the account half yearly but if, after the winter months, the credit balance continues to grow I will ask them to refund.
I'd like to thank Jane and Charles Stevens for their donation of a new water boiler – so useful for events. The only proviso being that should one of them die they'd like to borrow it back!
Ian presented a bill from Alan Davies of £792.00 for work which he has carried out in the allotments and Hainey Moor. It was agreed to pay this.
Jubilee Park & Nature Trail:
Ian reported that regular winter maintenance has started and that the new flail mower was proving to be very useful.
Tracy reported that she will be meeting with Lynne Gilley to finalise the artwork for the information boards which will then be given to the printers for a quotation.
Hainey Moor:
Ian reported that the hedging, etc. has been cut including the annual grass cut.
He also reported that he has ordered trees and 100 hedging plants which will be provided by The Conservation Volunteers (TCV) I Dig Trees programme free of charge.
Allotments:
Ian reported that the hedges had been cut and the allotments generally tidied up.
It was agreed that Julie, Ian, Doug and Kathy would meet to discuss progressing a grant application for equipment for the allotments.
In view of the wet state of the ground, Julie suggested that the replacement of posts should wait until the Spring.
Community Hall:
It was agreed that the spare notice board will be put up in Valley Road by the Community Council.
Tracy reported some problems with the programmer for the boiler which she may now have sorted out. If there is still a problem she will contact Rob Munton who had installed it.
Cliff reported that he has been carrying out research into de-stratification fans for the hall. His conclusion was that these were only really effective in spaces with a ceiling height of more than 5 metres and that the pay-back time if they were to be installed in the hall would be very long. It was therefore agreed not to pursue this idea further.
Hall Bookings:
Sian reported that the people who had booked the hall for a party on 19 November had not turned up despite assuring her the previous Wednesday that they would. She had not been able to contact them for an explanation (they did not give an address when booking and had refused to complete a booking form). It was agreed that in future bookings would be accepted only if a booking form was completed (including full contact details) and signed and a deposit given to secure the booking. (See also Kathy’s report)
Sian reported a booking for a children’s party on 22 April 2023.
Quiz Nights:
Tracy reported that quizmasters are booked through until next July.
Bingo Nights:
On as suggestion from Tracy it was agreed that there will be 4 monthly Bingo Nights in 2023 commencing on 22 April.
Social Media:
Tracy reported the following statistics:
Google:Jubilee Park and Nature Trail733 interactions (likes etc.)
15,398 people viewed our google listing
437 people searched for directions to the park
East Williamston Community Hall39 profile interactions
7 people clicked through to our website
32 people searched for directions to the hall
Facebook:Page reach last 28 days – 668 people
Our best performing post was the post the post reminding people of the coat scheme at Pembroke Dock library. That reached 499 people.
Website:Unique visits – 66 people visited the website ion the last 30 days
Page views – 150 pages viewed in the last 30 days
Average pages per visit – 2.2 pages per visit
Most popular page – Jubilee Park
Other Business:
Doug thanked all those who had assisted with putting up the Christmas decorations.
It was agreed that proper access should be provided to the loft above the hall which could be used for light storage. Tracy agreed to make enquiries.
Kathy suggested that CPR and Dementia Friendly courses should be organised in the hall in 2023. Ian suggested that instruction of the use of defibrillators should also be provided.
Ian reported that a car is regularly parked at the entrance to Jubilee Park but that it is not owned by a dog-walker. He was advised to call the police helpline to report this.
It was agreed that a new set of lights should be purchased for the Christmas tree outside the hall.
It was agreed that the Association should arrange a community event to mark the Coronation of King Charles III.
Tracy was given permission to carry out an on-line survey to obtain views on activities within the community.
Doug reported that the Community Council has invited the trustees to join councillors for a dinner sometime in January. He agreed to circulate details.
Next Meeting:
The next meeting will be on Monday 09 January 2023, at 7.00 pm.