Meeting of Trustees held on Monday 01 July 2024
In the Community Hall
MINUTES
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Amanda Cresswell, Julie Burgess, Sian Beynon, Pete Strydom, Tracy Beynon, Jill Ensom and Mark Taylor.
Apologies:
Gwyneth Beynon, Jenny Oliver, Jill Thomas and Cliff Williams.
New Trustee:
Doug welcomed Theresa Painting who it was agreed should be appointed as a new trustee.
Minutes:
The minutes of the meeting held on 03 June 2024, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
Half way through the year and our reserves are holding up well We have £10,230 in the bank and £619 in cash. I've already banked £570 this month and will make a further deposit early next week. While it is important to have reserves our current monthly trading means that our income is close to our expenses and therefore the level in the bank remains fairly stable. I believe we should continue to look for ways to invest in the Hall for its long term.
During the month we have purchased T-shirts for anyone volunteering in the Hall. It has been the perception that volunteers, particularly those running the bar, are being paid!
As mentioned, the notice board at Valley Road had been damaged and we've paid £120 for a piece of replacement Perspex.
In June each year we renew our Performing Rights Soc licence which allows us to have music, both live, CD and via the internet in the hall. This year the cost is £189.82.
As agreed, we have paid Signspeed to install the signs at the Allotment entrance for us.
Elections are a nice earner, £175 for the Police Commissioner and we will have a further £175 for the national General Election.
I have submitted the annual Charity Commission return as required.
Association Records:
Tony and Kathy have in hand the disposal of the items from the Association’s records in the filing cabinet which are to be discarded and arranging for documents which are held digitally to be saved.
Ian confirmed that he has documents relating to the purchase of Hainey Moor and minutes prior to 2017 which he will pass to Tony and Kathy.
Events:
Tracy reported that ticket sales are live for the Preseli Pete and the Bluestone boys evening on 31st August. Everyone who attends on the night will need to purchase a ticket unless they have an allocated job to do on the evening. She requested trustees to encourage people to book tickets as we need to sell enough to pay for the band.
Kathy proposed that a “Supper with Santa” event should be organised in December with perhaps sausage and chips and a small gift for children.
Jubilee Park & Nature Trail:
Ian reported that maintenance of the Park is on-going including bridge-building, hedge cutting and grass mowing. Also that a new pond has been created at the site of the fallen ash tree.
Gwyneth, Julie and Sian agreed to be responsible for looking after the wild flower troughs.
It was suggested that other volunteers might be encouraged to assist in the park if specific dates, times and proposed tasks are advertised.
Kathy had earlier reported as follows:
I have prepared and submitted an Expression of Interest form to PCC's Enhancing Pembrokeshire Grant scheme. The objective is to obtain funding to employ a person part time who will promote the Jubilee Park and establish contacts to develop a volunteer group who can in time succeed those currently doing the work. I have asked as an initial estimate £9,500 and we will have to provide a element of funding, largely in kind. This will, if successful, be a new venture for the Association as we will have to register with HMRC as an employer. There is a lot of work to be done in terms of developing a recruitment plan, job description, interviewing, reporting structure, etc and a small core group would be best for this.
Kathy confirmed that she had drafted up a notice to go around the Park emphasising the need for volunteers. She emphasised that a structure for organisation and a lead person will be required and that to attract people we must indicate what the specific jobs/work are, how often and for how long we would like people to help.
Allotments:
Julie reported that the “concealed entrance” signs are now ready for fixing. It was agreed this should be delayed until the council have cut the hedges. New posts at the entrance have now been installed.
The Waiting List Policy was approved.
Community Hall:
Tracy reported that she will obtain alternative quotations quotation for a new sound system.
Pete agreed to see if he could find fencing contractors to quote for repairs to the fencing at the back and side of the hall.
Tracy reported that recycling bins have been purchased and that due to delays in delivery these would be at a reduced price of £40 instead of £90.
Hall Bookings:
Tracy reported that:
Quiz Nights:
Quizmasters have been booked through to February 2025. The new entry price of £2.50 will apply from the August date.
100 Club:
Kathy reported that membership is being promoted and that the start date will be 01 September.
Online Updates:
Tracy reported the statistics which are attached in an appendix to these minutes.
Any Other Business:
Next Meeting:
The next trustees’ meeting will be on 05 August 2024 at 7.00 pm.
APPENDIX
On-line Up-dates
Website
160 people visited the website ion the last 30 days
342 pages viewed in the last 30 days
Most popular page this month again is the events page
Facebook page
358 followers
Best post on Facebook – Children’s party offer.
Facebook group –
Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden – 493 members
Best post in the group – Post about the afternoon tea yesterday in the hall.
Google - Jubilee Park and Nature Trail
742 interactions (likes etc)
273 people clicked through to our website.
469 people searched for directions to the park.
Google - East Williamston Community Hall
49 profile interactions
6 people clicked through to our website.
43 people searched for directions to the hall.
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Amanda Cresswell, Julie Burgess, Sian Beynon, Pete Strydom, Tracy Beynon, Jill Ensom and Mark Taylor.
Apologies:
Gwyneth Beynon, Jenny Oliver, Jill Thomas and Cliff Williams.
New Trustee:
Doug welcomed Theresa Painting who it was agreed should be appointed as a new trustee.
Minutes:
The minutes of the meeting held on 03 June 2024, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
Half way through the year and our reserves are holding up well We have £10,230 in the bank and £619 in cash. I've already banked £570 this month and will make a further deposit early next week. While it is important to have reserves our current monthly trading means that our income is close to our expenses and therefore the level in the bank remains fairly stable. I believe we should continue to look for ways to invest in the Hall for its long term.
During the month we have purchased T-shirts for anyone volunteering in the Hall. It has been the perception that volunteers, particularly those running the bar, are being paid!
As mentioned, the notice board at Valley Road had been damaged and we've paid £120 for a piece of replacement Perspex.
In June each year we renew our Performing Rights Soc licence which allows us to have music, both live, CD and via the internet in the hall. This year the cost is £189.82.
As agreed, we have paid Signspeed to install the signs at the Allotment entrance for us.
Elections are a nice earner, £175 for the Police Commissioner and we will have a further £175 for the national General Election.
I have submitted the annual Charity Commission return as required.
Association Records:
Tony and Kathy have in hand the disposal of the items from the Association’s records in the filing cabinet which are to be discarded and arranging for documents which are held digitally to be saved.
Ian confirmed that he has documents relating to the purchase of Hainey Moor and minutes prior to 2017 which he will pass to Tony and Kathy.
Events:
Tracy reported that ticket sales are live for the Preseli Pete and the Bluestone boys evening on 31st August. Everyone who attends on the night will need to purchase a ticket unless they have an allocated job to do on the evening. She requested trustees to encourage people to book tickets as we need to sell enough to pay for the band.
Kathy proposed that a “Supper with Santa” event should be organised in December with perhaps sausage and chips and a small gift for children.
Jubilee Park & Nature Trail:
Ian reported that maintenance of the Park is on-going including bridge-building, hedge cutting and grass mowing. Also that a new pond has been created at the site of the fallen ash tree.
Gwyneth, Julie and Sian agreed to be responsible for looking after the wild flower troughs.
It was suggested that other volunteers might be encouraged to assist in the park if specific dates, times and proposed tasks are advertised.
Kathy had earlier reported as follows:
I have prepared and submitted an Expression of Interest form to PCC's Enhancing Pembrokeshire Grant scheme. The objective is to obtain funding to employ a person part time who will promote the Jubilee Park and establish contacts to develop a volunteer group who can in time succeed those currently doing the work. I have asked as an initial estimate £9,500 and we will have to provide a element of funding, largely in kind. This will, if successful, be a new venture for the Association as we will have to register with HMRC as an employer. There is a lot of work to be done in terms of developing a recruitment plan, job description, interviewing, reporting structure, etc and a small core group would be best for this.
Kathy confirmed that she had drafted up a notice to go around the Park emphasising the need for volunteers. She emphasised that a structure for organisation and a lead person will be required and that to attract people we must indicate what the specific jobs/work are, how often and for how long we would like people to help.
Allotments:
Julie reported that the “concealed entrance” signs are now ready for fixing. It was agreed this should be delayed until the council have cut the hedges. New posts at the entrance have now been installed.
The Waiting List Policy was approved.
Community Hall:
Tracy reported that she will obtain alternative quotations quotation for a new sound system.
Pete agreed to see if he could find fencing contractors to quote for repairs to the fencing at the back and side of the hall.
Tracy reported that recycling bins have been purchased and that due to delays in delivery these would be at a reduced price of £40 instead of £90.
Hall Bookings:
Tracy reported that:
- the hall has provisionally been booked for a children’s party on the 28th of September and
- the next Bingo Night will be on 25 July when she will be the caller.
Quiz Nights:
Quizmasters have been booked through to February 2025. The new entry price of £2.50 will apply from the August date.
100 Club:
Kathy reported that membership is being promoted and that the start date will be 01 September.
Online Updates:
Tracy reported the statistics which are attached in an appendix to these minutes.
Any Other Business:
- It was agreed that the Hall Booking Conditions should be up-dated.
- Tracy reported that the First Aider Courses are in hand.
- It was noted that the church will be closed on 15 and 22 July and it was agreed that the committee room could be used for confirmation classes.
Next Meeting:
The next trustees’ meeting will be on 05 August 2024 at 7.00 pm.
APPENDIX
On-line Up-dates
Website
160 people visited the website ion the last 30 days
342 pages viewed in the last 30 days
Most popular page this month again is the events page
Facebook page
358 followers
Best post on Facebook – Children’s party offer.
Facebook group –
Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden – 493 members
Best post in the group – Post about the afternoon tea yesterday in the hall.
Google - Jubilee Park and Nature Trail
742 interactions (likes etc)
273 people clicked through to our website.
469 people searched for directions to the park.
Google - East Williamston Community Hall
49 profile interactions
6 people clicked through to our website.
43 people searched for directions to the hall.