Meeting of Trustees held on
Monday 10 January 2022
In the Community Hall
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Mark Taylor and Cliff Williams.
Apologies:
Sian Beynon, Chris Gilley and Jill Thomas.
Minutes:
The minutes of the meeting held on 06 December 2021, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
Happy New Year to everyone and here's to a good 2022. Attached are the draft accounts for 2021. We're on a bit of a roller coaster with being able to open for bookings, but we live in hope for the coming months. With the purchase of the new oil tank and boiler we have had large outgoings of £12,372 for the year, but our bank account remains strong at £18,831. Regrettably we still have two bank accounts as it is proving difficult to contact HSBC to close that account. I will visit the bank on Tuesday to try to sort this out.
The items in the accounts are largely self-explanatory. In January we will pay the honoraia to the officers of the Association, namely Chair, Hon. Secretary, Hon Treasurer and Bar Administrator – This totals £175 and I ask the Trustees agreement to pay these. In order to avoid bank charges (both HSBC and CAF) I will pay these in cash or by BACS transfer. Utilities includes electricity and IT charges. Maintenance is the final bills from Interserve, electrical work and getting up to date with Ocon. We have received the reimbursement from Oil4Wales for the overpayment on the oil tank installation. PCC support is the final grant for Covid relief. Misc income/expenditure is from two one-off events and the purchase of the memorial plaque for Graham Doney. While bar income is building, we made major purchases in re-stocking once we were able to open again and it looks like a loss. It may be useful to do a quick stock take and also, as some prices have increased since 2019, review our pricing structure.
I have passed to Gwyneth the paperwork relating to the electrical and other safety matters and thank her for taking this on. It is essential that we share all the different responsibilities in managing the hall, to ensure that no-one gets over-burdened, we can each contribute our abilities and also that we have a sustainable team and back up in place for the long term operation of the hall. I hope that in 2022 we can find time to create a space to keep copies of items such as the insurance policy, bank records and, as we go increasingly 'on line', securely store passwords, so that they can be available at any time if needed.
The trustees agreed to payment of the honoraria.
The trustees also agreed that Kathy should look at bar prices and suggest any amendments.
Tracy agreed to assist with keeping records digitally.
Jubilee Park & Nature Trail:
Ian and Doug reported that regular maintenance was continuing but work was dependant on the weather and that the signs for the “Green Wellies Trails” have been delivered and will go up shortly. They also reported that a grant application has been made for the purchase of small cordless tools.
It was reported that there appears to be a water leakage in an area where previously there has not been any flooding. This will be monitored.
Allotments:
Bills will be sent out at the beginning of February. Ian confirmed that there are no expected changes in tenancies.
Community Hall:
Gwyneth confirmed that Flooring Solutions and Maintenance Ltd would be commencing refurbishing the Granwood floor in the main hall and entrance lobby on 19 February and that the hall will not be re-opened until 28 February. She also reported that the emergency lights are due to be replaced on 11 January
The following outstanding maintenance items are on-going:
It was agreed to erect a sign on the Green to indicate that an area for parking is available but only for users of the hall and the church.
Hall Bookings:
Sian had reported as follows:
Quiz Nights:
It was agreed that the February Quiz would be cancelled unless Covid restrictions are eased.
Website and Facebook:
Tracy reported as follows:
Google search/maps stats - last month
Jubilee Park and Nature Trail
44 asked for directions
966 unique visits to our listing
345 searched for the park information
23 clicks through to website
Community and Hall Association
42 asked for directions
124 views
1 website click
Website last 28 days
80 unique visits
190 page views
Most popular page - community hall
Facebook - last 28 days
417 page visits
Best post was item of mail wrongly delivered
Second best was quiz cancelled
Any Other Business:
Mark reported that he has bird boxes available.
Tony was asked to thank Sue Quinn for donating the Christmas tree for the Common and Brenda for the use of electricity for the lights.
Mandy and Mark confirmed that they will purchase a permanent Christmas tree for the Common.
Kathy suggested that the trustees should consider whether or not to arrange anything to celebrate the Queen’s Jubilee in June. She will check whether Pembrokeshire CC has any plans and Doug will let trustees know the Community Council’s view after their meeting later in the week.
Next Meeting:
The next meeting will be on Monday 07 February 2022 at 7.00 pm.
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon, Amanda Cresswell, Jill Ensom, Mark Taylor and Cliff Williams.
Apologies:
Sian Beynon, Chris Gilley and Jill Thomas.
Minutes:
The minutes of the meeting held on 06 December 2021, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
Happy New Year to everyone and here's to a good 2022. Attached are the draft accounts for 2021. We're on a bit of a roller coaster with being able to open for bookings, but we live in hope for the coming months. With the purchase of the new oil tank and boiler we have had large outgoings of £12,372 for the year, but our bank account remains strong at £18,831. Regrettably we still have two bank accounts as it is proving difficult to contact HSBC to close that account. I will visit the bank on Tuesday to try to sort this out.
The items in the accounts are largely self-explanatory. In January we will pay the honoraia to the officers of the Association, namely Chair, Hon. Secretary, Hon Treasurer and Bar Administrator – This totals £175 and I ask the Trustees agreement to pay these. In order to avoid bank charges (both HSBC and CAF) I will pay these in cash or by BACS transfer. Utilities includes electricity and IT charges. Maintenance is the final bills from Interserve, electrical work and getting up to date with Ocon. We have received the reimbursement from Oil4Wales for the overpayment on the oil tank installation. PCC support is the final grant for Covid relief. Misc income/expenditure is from two one-off events and the purchase of the memorial plaque for Graham Doney. While bar income is building, we made major purchases in re-stocking once we were able to open again and it looks like a loss. It may be useful to do a quick stock take and also, as some prices have increased since 2019, review our pricing structure.
I have passed to Gwyneth the paperwork relating to the electrical and other safety matters and thank her for taking this on. It is essential that we share all the different responsibilities in managing the hall, to ensure that no-one gets over-burdened, we can each contribute our abilities and also that we have a sustainable team and back up in place for the long term operation of the hall. I hope that in 2022 we can find time to create a space to keep copies of items such as the insurance policy, bank records and, as we go increasingly 'on line', securely store passwords, so that they can be available at any time if needed.
The trustees agreed to payment of the honoraria.
The trustees also agreed that Kathy should look at bar prices and suggest any amendments.
Tracy agreed to assist with keeping records digitally.
Jubilee Park & Nature Trail:
Ian and Doug reported that regular maintenance was continuing but work was dependant on the weather and that the signs for the “Green Wellies Trails” have been delivered and will go up shortly. They also reported that a grant application has been made for the purchase of small cordless tools.
It was reported that there appears to be a water leakage in an area where previously there has not been any flooding. This will be monitored.
Allotments:
Bills will be sent out at the beginning of February. Ian confirmed that there are no expected changes in tenancies.
Community Hall:
Gwyneth confirmed that Flooring Solutions and Maintenance Ltd would be commencing refurbishing the Granwood floor in the main hall and entrance lobby on 19 February and that the hall will not be re-opened until 28 February. She also reported that the emergency lights are due to be replaced on 11 January
The following outstanding maintenance items are on-going:
- Dampness at low level in the men’s’ toilet,
- Repairs to the fence at the rear of the hall,
- Replacing the defunct flushing system to the urinal in the men’s toilet,
- Replacing the chippings in front of the hall and
- Re-fixing the insulation on the underside of the roof.
It was agreed to erect a sign on the Green to indicate that an area for parking is available but only for users of the hall and the church.
Hall Bookings:
Sian had reported as follows:
- The Baby and Toddler group has cancelled all booking but a new leader is being sought.
- Soccatots has cancelled all bookings.
- 04 February – Children’s’ party from 5-7 pm booked.
- 12 February – Christening Party provisionally booked.
- 05 March – party from 7-11 pm booked.
Quiz Nights:
It was agreed that the February Quiz would be cancelled unless Covid restrictions are eased.
Website and Facebook:
Tracy reported as follows:
Google search/maps stats - last month
Jubilee Park and Nature Trail
44 asked for directions
966 unique visits to our listing
345 searched for the park information
23 clicks through to website
Community and Hall Association
42 asked for directions
124 views
1 website click
Website last 28 days
80 unique visits
190 page views
Most popular page - community hall
Facebook - last 28 days
417 page visits
Best post was item of mail wrongly delivered
Second best was quiz cancelled
Any Other Business:
Mark reported that he has bird boxes available.
Tony was asked to thank Sue Quinn for donating the Christmas tree for the Common and Brenda for the use of electricity for the lights.
Mandy and Mark confirmed that they will purchase a permanent Christmas tree for the Common.
Kathy suggested that the trustees should consider whether or not to arrange anything to celebrate the Queen’s Jubilee in June. She will check whether Pembrokeshire CC has any plans and Doug will let trustees know the Community Council’s view after their meeting later in the week.
Next Meeting:
The next meeting will be on Monday 07 February 2022 at 7.00 pm.