East Williamston Community and Hall Association
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January 2023 trustees meeting

Meeting of Trustees held on Monday 09 January 2023
In the Community Hall

Present:
Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Amanda Cresswell, Gwyneth Beynon, Sian Beynon, Julie Burgess, Jill Ensom, Jenny Oliver, Mark Taylor, Jill Thomas and Cliff Williams.

Apologies:
Doug McIntosh (chair), Tracy Beynon and Chris Gilley.

Trustees:
The meeting was pleased to welcome Jenny Oliver as a Trustee and Kathy will send her all the paperwork relating to the Association's status as a Charitable Incorporated Organisation which sets out the Association's purpose. The Trustees are responsible for the proper running and management of the Charity in meeting its objectives to serve the local community. We now have 15 Trustees which is the maximum number allowed under our Constitution but we can welcome others to help with the activities of the Association, although not to attend monthly meetings.

Minutes:
The minutes of the meeting held on 05 December 2022 which had been circulated previously were agreed and signed by Ian.
 
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
 
Our bank balance at end December was £9,994.86 with an additional £447 in cash.   Our receipts from the hall this month were low. The quiz conflicted with very icy roads and a football match.  We've topped up the oil tank for £626, which is 95p a litre.    We purchased new lights for the Christmas trees which I hope will serve to decorate the Hall if we have a celebration for the King's Coronation.  We have submitted an application to Enhancing Pembrokeshire for equipment for the Allotments.
As it is the end of our financial year, below is a draft income and expenditure statement for the year. We've taken the opportunity to refurbish the hall during the past 12 months, mainly reviving the floor, decorating inside and out and a new cooker.  Overall this cost just over £8000 of exceptional expenditure and therefore we are just about break   We will need to carry out a stock take of the bar. To this income should be added £660 revenue from the Allotments.
Outgoings
​£
Salaries
2,232
Honoraria
200
Electricity
642
Water
46
Oil
1,207
Grant
-60
Wi-Fi
319
Maintenance
1,872
Insurance
1,001
Bank Charges
75
Bar expenses
4,966
Events
314
Refurbishments
8,153
Total
£20,967

Income
£
Classes
1,190
Quiz
1,339
Bingo
1,086
Bowls
1,381
Hall Hire
531
Events
655
Bar income
6,046
Total
12,228
The trustees noted the following statement which he had received from Doug:
 
I note that, whilst our financial position still looks pretty healthy, we are coming very close to reaching the self-imposed limit on capital expenditure if we are to ring-fence two years normal running costs - circa £9/10k?  I feel we could need a moratorium on larger capital expenditure until we see how our post-covid income/expenditure settles out over the next financial year - unless a very strong case is put forward.
Jubilee Park & Nature Trail:
Ian reported that regular winter maintenance has continued to the extent that the weather has allowed.
 
Discussions between Tracy and Lynne Gilley regarding new information boards is on-going.
 
Hainey Moor:
Ian reported that 1,000 hedging plants (not 100 as stated in the December minutes) have been ordered.  He agreed to organise a working party to plant them.
 
Mark was stated he was concerned that costs had been incurred in carrying out work to Hainey Moor despite the trustees having previously agreed not to develop it for the time being.  It was pointed out that the money recently spent was for work simply to maintain the area in its present condition and that some of this is carried out voluntarily without cost to the Association.
 
Allotments:
Julie and Kathy reported that a grant application has been made for equipment for the allotments.
 
Community Hall:
Ian reported that the erection of the spare notice board in Valley Road by the Community Council is on-going.  
 
Gwyneth reported that the previously reported problem with the programmer for the boiler has been resolved.  However, she also reported that the oil tank was now only half full despite it being filled only a month earlier.  It was confirmed that the heating system was being run all the time with the thermostat set at 16ºC in accordance with the advice of the heating engineer who had installed the new boiler.  It was also confirmed that, in the past, the system has been turned on and off depending on when the hall is in use and that it had usually taken over 24 hours for the temperature to reach an acceptable level which presumably used a lot of oil.  It was agreed to keep the matter under review. 
 
However, it was agreed to reconsider providing further insulation to the roof of the hall and to investigate grants for this.
 
The provision of a proper access to the roof space is on-going.
 
Hall Bookings:
Sian reported a booking for a children’s party on 11 February 2023 from 11.00 to 15.00.

Quiz Nights:
​
Tracy had provide the following list of quizmasters for 2023 
January
Cliff and Tim
February
Kym and Jayne
March
Gary and Jenny
April
Mark and Mandy
May
Kathy
June
Jill and Tony
July
Tracy
August
-
September
-
October
-
November
-
December
Cliff and Tim
The trustees agreed that, although 8th April is Easter Saturday, the quiz should go ahead on that date.  Mark and Mandy agreed to let Tracy know if they were planning to be away over Easter.

Coronation Event:
It was agreed that the event would be held on Sunday 7th May and would be similar to the late Queen’s Jubilee Party.  Gwyneth, Sian, Jill T, Jenny and Julie agreed to form a sub-committee to plan the event.  It was reported that the Community Council has offered to assist financially with any Coronation events within the community area and Tony agreed to write to the clerk to say that the association were holding an event and would welcome any contributions.  

Social Media:
Tracy reported the following statistics:
Google
Jubilee Park and Nature Trail
18 website visits 
408 searched 
1004 people viewed our google listing
52 people searched for directions to the park

East Williamston Community Hall
6 website visits
93 profile views
70 people searched for directions to the hall

Facebook
Page reach last 28 days – 2831 people 
Our best performing post was the post the post letting people know what mental health support is available all year round but particularly useful at Christmas. That reached 2291 people. 

Website
Unique visits – 67 people visited the website ion the last 30 days 
Page views – 147 pages viewed in the last 30 days 
Average pages per visit – 2.1 pages per visit
Most popular page – Community Hall 
 
Other Business:
It was agreed to take down the Christmas decorations in the hall on Saturday 21 January.
 
Tony was asked to write letters of thanks to Sue Quinn, Mark Duckett and Brenda and Colin Davies for their contributions towards the Christmas trees in the village.
 
Kathy reported she is trying to contact Cheryl Evans of PAVS regarding Dementia Friendly courses. 
 
An on-line survey by Tracy to obtain views on activities within the community is on-going.
 
Next Meeting:
The next meeting will be on Monday 06 February 2023, at 7.00 pm.

The Community Hall
East Williamston
Tenby
Pembrokeshire
SA70 8RT
​
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  • Home
  • Community Hall
  • Jubilee Park
    • Information panels
  • Local News
  • Community Association
    • Meet Our Trustees
  • Useful Information
  • What's On/Events
  • History of our area
  • Gallery
  • Allotments
  • Our Area
  • Old Newsletters
  • Contact