Meeting of the Trustees held on Monday 4th July 2022 in the Community Hall
Present:
Ian Wilkinson (Vice chair), Kathy Talbot, Tracy Beynon, Gwyneth Beynon, Sian Beynon, Chris Gilley, Mandy Cresswell
Apologies:
Tony Ensom, Jill Ensom, Doug McIntosh, Cliff Williams, Mark Taylor
Minutes:
The minutes of the meeting of 6 th June were approved and signed.
Treasurer's report
We continue to have a strong bank balance which at end June stands at £15,379, with £470 in cash.
The Sum Up card is definitely helpful in maximising bar sales as we've received £831 in June after a 1.6% deduction for the service. I consider this good value!
We have paid Andrew Prosser £68 for connecting the new cooker and Tracy purchased Bingo cards for £81, which I think will last a good long time! This will prove an extra attraction for the hall.
We signed up with EDF energy in March 2022 and (naively) I assumed that the meter readings were continuing to be sent through. I realised that this wasn't happening.
Apparently some of the smart meters can't deal with a change of supplier. I have updated our meter readings and as we pay £43 per month on standing order we are currently in credit by £22.00 I have asked EDF to replace/repair the smart meter.
Kathy added that a further £521 had been received as a result of the successful party and other events held in June. She continued that we were considerably in funds. The meeting was reminded that the outside of the hall would be painted, starting 11th July, at a cost of £1,500 and a quote would be obtained for the inside redecoration.
Tracy Beynon asked if we could also purchase two wireless mics, for about £2-300 each and get the second CD player on the audio equipment repaired. This was agreed.
Tracy will also check the cost of obtaining a PRS licence so we can play music.
Jubilee Park
The park was looking very good and the new paths much appreciated. Ian Wilkinson asked whether the Association would be prepared to make a donation towards the purchase of a flail mower to keep the area between the paths and hedges clear. It would save a lot of strimmer work. He was already hopeful of obtaining a grant for £3000 towards the total cost of approx. £4000. The equipment would be the property of the Community Council. After some discussion it was agreed that this should be put to all the Trustees. This to be by email to get a prompt response
There was discussion about whether events could be held in the Jubilee Park to raise funds towards it upkeep. IW also asked whether it would be possible to organise a census of persons using the park – a simple where have you come from, purpose, age. This data would help with grant applications.
Information Boards
no further action had been taken. There was a discussion about who had copyright in the boards' original design. Tracy will contact Signspeed to see if they have information and possibly the copyright could be assigned to the Association, or at least permission given to work on them.
The matter of toilets for the park was discussed. A school group was visiting on several days in the coming week and it will be necessary to open the Hall for use of the toilets. A permanent toilet in the park was not practical, although a temporary portaloo could be
organised for events at a cost.
There had been no further information from the Pembrokeshire County Council about the land adjacent to Hainey Moor.
Allotments
Three of the allotments had not been tended at all this year and others allotment tenants had strimmed them to keep the weeds down. IW will give KT the allotment numbers and a letter will be prepared advising the tenants that they are in contravention of their agreement. There is a waiting list of allotments IW will cut the grass around the perimeter of the allotments.
Hall
Urinals – GB continues to have to clean these. GB will chase Del Brace about the repair/replacement. It was agreed that this was important as there were health implications.
Roof insulation – carried over to next meeting
Decoration – see above
It was agreed to leave repair of the corner wall by the salt bin for the while.
IW will chase up with DMc the signs indicating overspill parking for the land adjacent to the graveyard, as this was not being used by hall visitors.
Matthew Thomas was thanked for his work in keeping the tubs outside the hall looking so
good.
Hall bookings
There had been no additional bookings. The Dance class had asked to continue to use the hall throughout the summer holidays.
There is a wedding reception booked for October, requiring 12 hours. Sian will agree the price. The conversation continued to the manning of the bar which will require a rota
CG was asked if he had a redundant smart phone which could be used to operate the card payment machine. This would eliminate the need for those running the bar to transfer the software.
The bar will be open every Saturday throughout the summer holidays – there are still spaces for bar volunteers – contact Tracy.
Quiz.
Jacob Williams will be hosting the quiz on 9 th July and we are now fully booked through to December.
Bingo
Tracy B. had purchased the necessary books and the first event will be held on 23 rd July. A test event had been held the previous Friday and it had gone well. It was agreed that a budget of £100 be provided for prizes – we cannot offer cash prizes. Flyers and other publicity had been shared. It was agreed to spend £6 on a Facebook advertisement but it should prove a popular event.
Website,
170 unique visits, 233 pages mostly to the Jubilee Park. It was agreed that with the anticipated influx of dog walkers in the summer a notice should be put on the web site about clearing up after ones dog!
Jennie McIntosh had passed to Tracy the old copies of the Community magazine. Some articles will be extracted and added to the website.
A photograph of flowers in the park had attracted a lot of clicks; and it was suggested that a photographic competition might be organised. TB will ask Carmarthen Camera store to judge and sponsor.
Any other business
there was none
Date of next meeting
1 st August.
Ian Wilkinson (Vice chair), Kathy Talbot, Tracy Beynon, Gwyneth Beynon, Sian Beynon, Chris Gilley, Mandy Cresswell
Apologies:
Tony Ensom, Jill Ensom, Doug McIntosh, Cliff Williams, Mark Taylor
Minutes:
The minutes of the meeting of 6 th June were approved and signed.
Treasurer's report
We continue to have a strong bank balance which at end June stands at £15,379, with £470 in cash.
The Sum Up card is definitely helpful in maximising bar sales as we've received £831 in June after a 1.6% deduction for the service. I consider this good value!
We have paid Andrew Prosser £68 for connecting the new cooker and Tracy purchased Bingo cards for £81, which I think will last a good long time! This will prove an extra attraction for the hall.
We signed up with EDF energy in March 2022 and (naively) I assumed that the meter readings were continuing to be sent through. I realised that this wasn't happening.
Apparently some of the smart meters can't deal with a change of supplier. I have updated our meter readings and as we pay £43 per month on standing order we are currently in credit by £22.00 I have asked EDF to replace/repair the smart meter.
Kathy added that a further £521 had been received as a result of the successful party and other events held in June. She continued that we were considerably in funds. The meeting was reminded that the outside of the hall would be painted, starting 11th July, at a cost of £1,500 and a quote would be obtained for the inside redecoration.
Tracy Beynon asked if we could also purchase two wireless mics, for about £2-300 each and get the second CD player on the audio equipment repaired. This was agreed.
Tracy will also check the cost of obtaining a PRS licence so we can play music.
Jubilee Park
The park was looking very good and the new paths much appreciated. Ian Wilkinson asked whether the Association would be prepared to make a donation towards the purchase of a flail mower to keep the area between the paths and hedges clear. It would save a lot of strimmer work. He was already hopeful of obtaining a grant for £3000 towards the total cost of approx. £4000. The equipment would be the property of the Community Council. After some discussion it was agreed that this should be put to all the Trustees. This to be by email to get a prompt response
There was discussion about whether events could be held in the Jubilee Park to raise funds towards it upkeep. IW also asked whether it would be possible to organise a census of persons using the park – a simple where have you come from, purpose, age. This data would help with grant applications.
Information Boards
no further action had been taken. There was a discussion about who had copyright in the boards' original design. Tracy will contact Signspeed to see if they have information and possibly the copyright could be assigned to the Association, or at least permission given to work on them.
The matter of toilets for the park was discussed. A school group was visiting on several days in the coming week and it will be necessary to open the Hall for use of the toilets. A permanent toilet in the park was not practical, although a temporary portaloo could be
organised for events at a cost.
There had been no further information from the Pembrokeshire County Council about the land adjacent to Hainey Moor.
Allotments
Three of the allotments had not been tended at all this year and others allotment tenants had strimmed them to keep the weeds down. IW will give KT the allotment numbers and a letter will be prepared advising the tenants that they are in contravention of their agreement. There is a waiting list of allotments IW will cut the grass around the perimeter of the allotments.
Hall
Urinals – GB continues to have to clean these. GB will chase Del Brace about the repair/replacement. It was agreed that this was important as there were health implications.
Roof insulation – carried over to next meeting
Decoration – see above
It was agreed to leave repair of the corner wall by the salt bin for the while.
IW will chase up with DMc the signs indicating overspill parking for the land adjacent to the graveyard, as this was not being used by hall visitors.
Matthew Thomas was thanked for his work in keeping the tubs outside the hall looking so
good.
Hall bookings
There had been no additional bookings. The Dance class had asked to continue to use the hall throughout the summer holidays.
There is a wedding reception booked for October, requiring 12 hours. Sian will agree the price. The conversation continued to the manning of the bar which will require a rota
CG was asked if he had a redundant smart phone which could be used to operate the card payment machine. This would eliminate the need for those running the bar to transfer the software.
The bar will be open every Saturday throughout the summer holidays – there are still spaces for bar volunteers – contact Tracy.
Quiz.
Jacob Williams will be hosting the quiz on 9 th July and we are now fully booked through to December.
Bingo
Tracy B. had purchased the necessary books and the first event will be held on 23 rd July. A test event had been held the previous Friday and it had gone well. It was agreed that a budget of £100 be provided for prizes – we cannot offer cash prizes. Flyers and other publicity had been shared. It was agreed to spend £6 on a Facebook advertisement but it should prove a popular event.
Website,
170 unique visits, 233 pages mostly to the Jubilee Park. It was agreed that with the anticipated influx of dog walkers in the summer a notice should be put on the web site about clearing up after ones dog!
Jennie McIntosh had passed to Tracy the old copies of the Community magazine. Some articles will be extracted and added to the website.
A photograph of flowers in the park had attracted a lot of clicks; and it was suggested that a photographic competition might be organised. TB will ask Carmarthen Camera store to judge and sponsor.
Any other business
there was none
Date of next meeting
1 st August.