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.
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.
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
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.
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:
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
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.