Meeting of Trustees held on Monday 06 February 2023 in the Community Hal
Present:
Doug McIntosh (chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Jenny Oliver, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Julie Burgess, Chris Gilley and Ian Wilkinson.
Minutes:
The minutes of the meeting held on 09 January 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's been a quiet month for the Association. At end January we have £10,247 in the bank and £340 in cash (of which £300 has since been banked).
Thanks to the saga of the fitting of the smart meter and non-appearance of the engineer we've had another £30 credit from EDF. We pay £59 on a standing order and we will be reimbursed £40.83 in February for the half year. Our actual electricity charges were £293.29.
We will also have a charge for water for the past six months of £53.27.
We have had to refill the oil tank – I don't know the volume yet, but it is only 7 weeks since it was last topped up. I am making enquiries to see if we are entitled to any £200 contribution to heating oil as domestic premises are.
I have completed the Government's valuation survey.
Jubilee Park & Nature Trail:
Doug reported as follows: -
Hainey Moor:
Doug reported that Future Works will provide assistance in planting the 1,000 hedging plants which are due soon but that any other voluntary assistance would be welcome.
Allotments:
Kathy reported that a request for £900 under the Enhancing Pembrokeshire Grant scheme to fund tools and storage for the Association has been submitted. Receipt has been confirmed and further information supplied. We wait to hear after 23rdFebruary.
She also reported that invoices for the 2023-24 allotment rentals would go out this week.
Community Hall:
Notice Board: Doug reported that Community Council has arranged for the erection of the spare notice board in Valley Road.
Heating Oil: As reported by Kathy, the oil tank had been refilled with 772 litres of oil at a cost of £761.88. The trustees agreed to keep the use of oil under review.
Loft Access: Enquiries by Ian and Tracy has established that loft access ladders are not available for the height of the hall. It was agreed to investigate whether an access hatch could be formed and a freestanding ladder used instead.
Maintenance: Gwyneth reported as follows:
Hall Bookings:
Sian reported that the Rock Project now has a regular booking for Sundays from 11.30 am until 5.30 pm at an agreed charge of £70 per booking. Also that a dance class and a Pilates class were using the hall during the current week while the Regency Hall in Saundesrfoot was unavailable.
Quiz Nights:
Cliff and Tim will now do the quiz in December instead of Tracy. Otherwise the list is as reported in January.
Coronation Event:
Tony reported that confirmation had been received from the Community Council of a grant of £150 towards the cost of the Association’s event.
The sub-committee organising the event will be meeting later in the evening.
Social Media:
Tracy reported a problem with obtaining statistics and agreed to circulate them to trustees as soon as they are available.
Other Business:
Dementia Friendly Courses: Kathy agreed to arrange with Cherry Evans of PAVS for a course for trustees before a future meeting.
Doug reported that the Community Council will be arranging courses in the hall on the use of defibrillators.
Tracy reported that she and Jenny are in on-going discussions regarding an on-line community survey.
Details of a proposal from Ian Miller and Dominic Spencer for a concert had been circulated before the meeting. It was agreed that Tracy should contact them to express an interest and obtain further details.
Next Meeting:
The next meeting will be on Monday 06 March 2023, at 7.00 pm.
Doug McIntosh (chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Jenny Oliver, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Julie Burgess, Chris Gilley and Ian Wilkinson.
Minutes:
The minutes of the meeting held on 09 January 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's been a quiet month for the Association. At end January we have £10,247 in the bank and £340 in cash (of which £300 has since been banked).
Thanks to the saga of the fitting of the smart meter and non-appearance of the engineer we've had another £30 credit from EDF. We pay £59 on a standing order and we will be reimbursed £40.83 in February for the half year. Our actual electricity charges were £293.29.
We will also have a charge for water for the past six months of £53.27.
We have had to refill the oil tank – I don't know the volume yet, but it is only 7 weeks since it was last topped up. I am making enquiries to see if we are entitled to any £200 contribution to heating oil as domestic premises are.
I have completed the Government's valuation survey.
Jubilee Park & Nature Trail:
Doug reported as follows: -
- Regular winter maintenance has now been completed with help from volunteer groups. Spring maintenance will begin shortly commencing with path repairs.
- Through the Community Council, Ian has secured a donation of planters complete with compost and plants which will be located on the Common.
- The Community Council has received complaints of sheep-worrying by dogs in the Park. They will be providing signage requesting dog-owners to keep their dogs under control. Tony was asked to check whether there is any requirement in their lease for the Community Council to fence the Park boundaries.
Hainey Moor:
Doug reported that Future Works will provide assistance in planting the 1,000 hedging plants which are due soon but that any other voluntary assistance would be welcome.
Allotments:
Kathy reported that a request for £900 under the Enhancing Pembrokeshire Grant scheme to fund tools and storage for the Association has been submitted. Receipt has been confirmed and further information supplied. We wait to hear after 23rdFebruary.
She also reported that invoices for the 2023-24 allotment rentals would go out this week.
Community Hall:
Notice Board: Doug reported that Community Council has arranged for the erection of the spare notice board in Valley Road.
Heating Oil: As reported by Kathy, the oil tank had been refilled with 772 litres of oil at a cost of £761.88. The trustees agreed to keep the use of oil under review.
Loft Access: Enquiries by Ian and Tracy has established that loft access ladders are not available for the height of the hall. It was agreed to investigate whether an access hatch could be formed and a freestanding ladder used instead.
Maintenance: Gwyneth reported as follows:
- The clock in the Committee Room no longer works. It was agreed to buy a new clock.
- There is no clear indication that an area of the Green is available for car parking. It was agreed that signage should be provided and Doug provide Gwyneth with contact details for Signbox.
- The fence behind that hall needs to be reinstated and Ian is arranging for a handyman to do this.
- She will arrange for the wall adjoining Little Hay to be repainted.
- New chippings are required in front of the hall. This was agreed.
Hall Bookings:
Sian reported that the Rock Project now has a regular booking for Sundays from 11.30 am until 5.30 pm at an agreed charge of £70 per booking. Also that a dance class and a Pilates class were using the hall during the current week while the Regency Hall in Saundesrfoot was unavailable.
Quiz Nights:
Cliff and Tim will now do the quiz in December instead of Tracy. Otherwise the list is as reported in January.
Coronation Event:
Tony reported that confirmation had been received from the Community Council of a grant of £150 towards the cost of the Association’s event.
The sub-committee organising the event will be meeting later in the evening.
Social Media:
Tracy reported a problem with obtaining statistics and agreed to circulate them to trustees as soon as they are available.
Other Business:
Dementia Friendly Courses: Kathy agreed to arrange with Cherry Evans of PAVS for a course for trustees before a future meeting.
Doug reported that the Community Council will be arranging courses in the hall on the use of defibrillators.
Tracy reported that she and Jenny are in on-going discussions regarding an on-line community survey.
Details of a proposal from Ian Miller and Dominic Spencer for a concert had been circulated before the meeting. It was agreed that Tracy should contact them to express an interest and obtain further details.
Next Meeting:
The next meeting will be on Monday 06 March 2023, at 7.00 pm.