Meeting of Trustees held on
Monday 3rd July 2023 in the Community Hall
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Jill Ensom, Gwyneth Beynon, Tracy Beynon, Julie Burgess, Amanda Cresswell, Jenny Oliver, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Sian Beynon
Minutes:
The minutes of the meeting held on 05 June 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:
Our closing bank balance at end June is £10,361 and we have cash of £395. This is still a healthy amount but, following from the last meeting, we have to do all we can to protect our reserves. I have banked some cash this month and am relieved that the HSBC in Tenby remains open for the foreseeable future! We are going through the process with CAF Bank to make Tracy a secondary signatory on the on line bank account. I have read the electricity meter and submitted it to EDF as we are considerably in credit.
The outgoings this month included a higher than anticipated cost for the Performing Rights licence which was £301.32. We have now as agreed purchased the new drawings for the Park notice boards and paid Signspeed for their manufacture – a total of £867.
I prepared an article for the Tenby Observer together with a picture of the Dementia Awareness presentation. This appeared in 28th June edition.
EWC&HA Forward Planning:
Kathy reported as follows:
Tracy, Jenny and I got together to look at ways in which we could increase the use and revenue of the Hall. We also had contributions from Mark. I will outline some of the items we discussed but overall it was agreed that the pricing should largely remain the same while steps were taken to increase use. It is recognised however that increasing usage would mean more work in organising bookings and events and extra help would be needed, even from outside.
A list of recommendations produced by the group is attached as an appendix to these minutes. Some of these were discussed by the trustees and the following actions were agreed:
Jubilee Park & Nature Trail:
Ian reported that work continues to be carried out to clear undergrowth in “Graham’s Wood”.
Ian reported that the work to extend the car parking area on the Common was almost complete.
Tracy showed the trustees the new Information Boards for the Park. It was agreed that these were excellent and congratulated and thanked Tracy and Lynne Gilley for their production. Mark agreed to investigate the necessary backing boards and frames.
It was agreed to up-date the Jubilee Park maps and obtain a price from SignSpeed for their production.
Allotments:
Kathy reported that there are two new tenants at the allotments and work is underway. She had written to the one person who was not tending his plots and he had replied that he had started work and would continue. However, Julie reported that these plots were in poor condition and weeds are spreading to other plots. It was also noted that there are four people on the waiting list. It was agreed that a final warning should be given and, if the plot is not properly tended within a reasonable time, the tenancy should be terminated.
Julie reported that a number of plot holders have complained about the lack of vision on exiting the allotments. Some trimming has been carried out and Ian agreed to further cut back the hedge further. Julie had cleaned the mirror and it was agreed to obtain “Concealed Entrance” signs to be erected in appropriate locations.
It was agreed that 75 new posts should be purchased to replace the rotting posts currently dividing the plots.
Community Hall:
Doug reported that he was meeting the heating engineer in the following week in an attempt to resolve the problem with the heating controls.
It was agreed to request Pro-Waste to investigate the drainage problem.
Gwyneth thanked Mark for power-washing the paving outside the Hall and Tracy for re-painting the blackboard.
Hall Bookings:
Tracy reported a booking for a funeral tea on 14th July and bookings for a Pilates class on Wednesday mornings in July with a possibility this would be extended throughout the winter.
Defibrillator training will take place from 7.00 pm – 9.00 pm on Monday 10th July.
Quiz Nights:
Tracy reported that quizmasters have been booked through until the end of the year.
Social Media:
Tracy provided the information set out in the Appendix below.
Next Meeting:
The next meeting will be on Monday 7th August at 7pm
APPENDIX 1
EWCHA Forward Planning - Notes of Meeting held on 26th June 2023
The objective of the meeting was to explore ways in which we could develop the financial stability of the EW Hall and Association. Increased usage to fill the hall is the objective although this means extra staff/volunteer effort.
Recommendations (neither exclusive nor comprehensive!!)
APPENDIX 2
SOCIAL MEDIA REPORT - June 4th – July 3rd 2023
Google
Jubilee Park and Nature Trail
151 interactions (likes etc.)
60 people clicked through to our website
90 people searched for directions to the park
East Williamston Community Hall
35 profile interactions
6 people clicked through to our website
29 people searched for directions to the hall
Facebook Page – East Williamston Community and Hall Association
Page reach in the last 28 days – 4645 people
With a post engagement of 1044
In total we have 316 followers
Our best performing post was the post re the allotments. That reached 3808 people. With 465 engagements.
Facebook Group – Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden
In total we have 296 members
In the last 28 days:
77 people have made 56 posts or comments on our posts.
3571 people have viewed posts in the group
Our most popular days are Mondays between 2 and 4pm
The most popular post being one on Sunday with the images of the Victorian Tea.
Website
Unique visits – 163 people visited the website ion the last 30 days
Page views – 391 pages viewed in the last 30 days
Average pages per visit – 2.28 pages per visit
Most popular page is still the Jubilee Park
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Jill Ensom, Gwyneth Beynon, Tracy Beynon, Julie Burgess, Amanda Cresswell, Jenny Oliver, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Sian Beynon
Minutes:
The minutes of the meeting held on 05 June 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:
Our closing bank balance at end June is £10,361 and we have cash of £395. This is still a healthy amount but, following from the last meeting, we have to do all we can to protect our reserves. I have banked some cash this month and am relieved that the HSBC in Tenby remains open for the foreseeable future! We are going through the process with CAF Bank to make Tracy a secondary signatory on the on line bank account. I have read the electricity meter and submitted it to EDF as we are considerably in credit.
The outgoings this month included a higher than anticipated cost for the Performing Rights licence which was £301.32. We have now as agreed purchased the new drawings for the Park notice boards and paid Signspeed for their manufacture – a total of £867.
I prepared an article for the Tenby Observer together with a picture of the Dementia Awareness presentation. This appeared in 28th June edition.
EWC&HA Forward Planning:
Kathy reported as follows:
Tracy, Jenny and I got together to look at ways in which we could increase the use and revenue of the Hall. We also had contributions from Mark. I will outline some of the items we discussed but overall it was agreed that the pricing should largely remain the same while steps were taken to increase use. It is recognised however that increasing usage would mean more work in organising bookings and events and extra help would be needed, even from outside.
A list of recommendations produced by the group is attached as an appendix to these minutes. Some of these were discussed by the trustees and the following actions were agreed:
- We will try to find paid help to assist with the bar, particularly for larger event,
- Posters advertising the availability of the Hall for hire will be distributed around the area,
- Parking spaces will be marked out in front of the hall and overflow parking on the Common will be advertised,
- An event (“The Last Hurrah”) will be organised on Aug Bank Holiday Monday;
- An event will be held in September to celebrate the Rugby World Cup with selected matches shown on screen and
- A Halloween Party will be held in October with an early evening start to encourage family participation.
Jubilee Park & Nature Trail:
Ian reported that work continues to be carried out to clear undergrowth in “Graham’s Wood”.
Ian reported that the work to extend the car parking area on the Common was almost complete.
Tracy showed the trustees the new Information Boards for the Park. It was agreed that these were excellent and congratulated and thanked Tracy and Lynne Gilley for their production. Mark agreed to investigate the necessary backing boards and frames.
It was agreed to up-date the Jubilee Park maps and obtain a price from SignSpeed for their production.
Allotments:
Kathy reported that there are two new tenants at the allotments and work is underway. She had written to the one person who was not tending his plots and he had replied that he had started work and would continue. However, Julie reported that these plots were in poor condition and weeds are spreading to other plots. It was also noted that there are four people on the waiting list. It was agreed that a final warning should be given and, if the plot is not properly tended within a reasonable time, the tenancy should be terminated.
Julie reported that a number of plot holders have complained about the lack of vision on exiting the allotments. Some trimming has been carried out and Ian agreed to further cut back the hedge further. Julie had cleaned the mirror and it was agreed to obtain “Concealed Entrance” signs to be erected in appropriate locations.
It was agreed that 75 new posts should be purchased to replace the rotting posts currently dividing the plots.
Community Hall:
Doug reported that he was meeting the heating engineer in the following week in an attempt to resolve the problem with the heating controls.
It was agreed to request Pro-Waste to investigate the drainage problem.
Gwyneth thanked Mark for power-washing the paving outside the Hall and Tracy for re-painting the blackboard.
Hall Bookings:
Tracy reported a booking for a funeral tea on 14th July and bookings for a Pilates class on Wednesday mornings in July with a possibility this would be extended throughout the winter.
Defibrillator training will take place from 7.00 pm – 9.00 pm on Monday 10th July.
Quiz Nights:
Tracy reported that quizmasters have been booked through until the end of the year.
Social Media:
Tracy provided the information set out in the Appendix below.
Next Meeting:
The next meeting will be on Monday 7th August at 7pm
APPENDIX 1
EWCHA Forward Planning - Notes of Meeting held on 26th June 2023
The objective of the meeting was to explore ways in which we could develop the financial stability of the EW Hall and Association. Increased usage to fill the hall is the objective although this means extra staff/volunteer effort.
Recommendations (neither exclusive nor comprehensive!!)
- Paid help to run the bar on events and bookings (£10.39 minimum wage). Sporadic work.
- Invite locals to help at some events – 'community spirit'. (spread the load!)
- After looking at the charges (where advertised) of similar halls we should not increase our fees
- We should keep the same bar prices
- Paint white lines outside hall to delineate the parking spaces.
- Put signage on the 'Green' parking (in hand)
- Indicate more parking is available at the 'Common'.
- Advertise the letting of the hall on the notice boards, in the Park. Have flyers available at Quiz and Bingo events. Emphasise the quality of the hall.
- Directly contact possible hirers suggesting events they might hold:
- Via schools to parents
- Businesses for 'away days', team building, training days
- Clubs – dog show, bird fanciers, crafts etc.
- Charities – special rate or 'lost leader'.
- Regularly advertise the letting of the hall on Facebook – include photos of the hall 'dressed' for events and with cars parked outside (showing how much parking)
- Hold an annual event in the summer along the same lines as Jubilee/Coronation. Suggestion is “The Last Hurrah” at August bank holiday?
- Put up the sixth notice board in the area of Wooden
- T shirts printed for volunteers (trustees) at events
- Link to caterers (possibly 3) to support hall bookings for events.
- Hold a film night (family friendly) to see take up – film free but bar open
- Link to mobile library and develop a book club for the evening
- Bingo for six nights in the summer
- Bar open on Saturday evenings in the summer
- Host a Comedy Club event
- Organise a Christmas show
- Local Welsh orientated singing talent
- “Beerfest” - possibly Tenby Brewery plus
- Halloween event – family friendly, early evening
- IT – “Understand your Tech” event(s)
- Rehang the stage curtains/checkout the stage etc.
- Identify dance/theatre companies etc. to offer as venue for rehearsals/practice
- Art class/art demonstration
- Etcetera etcetera!!
APPENDIX 2
SOCIAL MEDIA REPORT - June 4th – July 3rd 2023
Jubilee Park and Nature Trail
151 interactions (likes etc.)
60 people clicked through to our website
90 people searched for directions to the park
East Williamston Community Hall
35 profile interactions
6 people clicked through to our website
29 people searched for directions to the hall
Facebook Page – East Williamston Community and Hall Association
Page reach in the last 28 days – 4645 people
With a post engagement of 1044
In total we have 316 followers
Our best performing post was the post re the allotments. That reached 3808 people. With 465 engagements.
Facebook Group – Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden
In total we have 296 members
In the last 28 days:
77 people have made 56 posts or comments on our posts.
3571 people have viewed posts in the group
Our most popular days are Mondays between 2 and 4pm
The most popular post being one on Sunday with the images of the Victorian Tea.
Website
Unique visits – 163 people visited the website ion the last 30 days
Page views – 391 pages viewed in the last 30 days
Average pages per visit – 2.28 pages per visit
Most popular page is still the Jubilee Park