Meeting of Trustees held on Monday 06 June 2022 In the Community Hall
Present:
Doug McIntosh (chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon, Jill Ensom, Chris Gilley, Amanda Cresswell, , Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Sian Beynon and Ian Wilkinson
Minutes:
The minutes of the meeting held on 09 May 2022, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
Our finances are holding up well and we are obviously having successful events as we need to regularly restock the bar!
Our bank balance stands at £13,227 and our cash, following the evident success of the Jubilee event, is £1,977, so a trip to the bank will be essential this week! A breakdown of the income from the event is as follows
Bar (including card £277). £812.00
Raffle and plants. £139.00
Tea and cake donations. £155.00
BBQ. £300.00
Cake Stall £60.00
This makes a total income of £1,466 for the event less a very reasonable outgoing of £188, but not achieved without a lot of effort and organisation. It was good to see people in the Hall who've not been before or for a while. Having the card machine is obviously very beneficial to our bar sales.
We've also had the regular income from the exercise and dance classes.
While it is great to see the £20 notes, please be aware that the larger, non-plastic ones will no longer be legal tender after September 2022.
I have yet to hear back on the cost of re-printing our invoice/receipt books, but as the one I have was first used in 2006 I think we could look for another format and I will talk with Sian.
The trustees agreed to record their thanks to members of the sub-committee who had organised the very successful Jubilee event.
Jubilee Park & Nature Trail:
On behalf of Ian, Doug reported that the new contractor appointed by the Community Council to carry out mowing in the Park was doing a good job.
Hainey Moor:
Following the last meeting Tony had written to East Williamston Community Council and Jacob Williams (the community’s councillor on Pembrokeshire County Council) as instructed and had received replies from both that the matter of clearance of a field adjoining Hainey Moor had been raised with Pembrokeshire County Council who had agreed to investigate.
Allotments:
Doug reported that he and other volunteers had tidied up the entrance to the allotments
Community Hall:
Gwyneth reported that she was waiting to hear from Del Brace (plumber) who is investigating a ‘trickle’ system for the urinal in the Men’s Toilet.
Roof Insulation: Mark brought a sample of insulation material to the meeting and agreed to investigate the cost. He will also investigate the cost of creating access to the roof space.
Gwyneth reported that she had obtained and circulated a quotation of £1,500 from Adam North for repainting the exterior of the hall. The trustees agreed to accept this quotation. Gwyneth agreed to also obtain a quotation from him for re-painting the inside of the hall and foyer.
Doug suggested it might be worth investigating the installation of a charging point for electric vehicles outside the hall. He agreed to speak to the people who had installed the solar panels.
Hall Bookings:
There have been no further bookings since those reported at the last meeting.
Following a suggestion from Mark the trustees agreed to arrange for the hall to be open from 7.00 pm until 11.00 pm every Saturday from 23rd July to 27th August for Social Evenings. Tracy agreed to organise a rota for volunteers to run the bar. She also agreed to organise Bingo on the first and last of these dates. The trustees agreed that she could spend £81.55 to set these up.
Quiz Nights:
The August Quiz will be on 13th August. Tracy reported that quizmasters have been arranged for the next few months. New posters have been produced and Kathy agreed to continue putting these on the community notice boards.
Social Media:
Tracy reported the following:
Facebook: Paid for advert reached 4040 people for Jubilee event
Google: Community hall - 50 searches this month - 45 directions - 5 website clicks
Jubilee Park - 142 searches - 72 directions - 70 website clicks
Website: 159 unique views - 378 page views - top page was Jubilee Park
Next Meeting:
The next meeting will be on Monday 04 July 2022, at 7.00 pm
Doug McIntosh (chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon, Jill Ensom, Chris Gilley, Amanda Cresswell, , Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Sian Beynon and Ian Wilkinson
Minutes:
The minutes of the meeting held on 09 May 2022, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
Our finances are holding up well and we are obviously having successful events as we need to regularly restock the bar!
Our bank balance stands at £13,227 and our cash, following the evident success of the Jubilee event, is £1,977, so a trip to the bank will be essential this week! A breakdown of the income from the event is as follows
Bar (including card £277). £812.00
Raffle and plants. £139.00
Tea and cake donations. £155.00
BBQ. £300.00
Cake Stall £60.00
This makes a total income of £1,466 for the event less a very reasonable outgoing of £188, but not achieved without a lot of effort and organisation. It was good to see people in the Hall who've not been before or for a while. Having the card machine is obviously very beneficial to our bar sales.
We've also had the regular income from the exercise and dance classes.
While it is great to see the £20 notes, please be aware that the larger, non-plastic ones will no longer be legal tender after September 2022.
I have yet to hear back on the cost of re-printing our invoice/receipt books, but as the one I have was first used in 2006 I think we could look for another format and I will talk with Sian.
The trustees agreed to record their thanks to members of the sub-committee who had organised the very successful Jubilee event.
Jubilee Park & Nature Trail:
On behalf of Ian, Doug reported that the new contractor appointed by the Community Council to carry out mowing in the Park was doing a good job.
Hainey Moor:
Following the last meeting Tony had written to East Williamston Community Council and Jacob Williams (the community’s councillor on Pembrokeshire County Council) as instructed and had received replies from both that the matter of clearance of a field adjoining Hainey Moor had been raised with Pembrokeshire County Council who had agreed to investigate.
Allotments:
Doug reported that he and other volunteers had tidied up the entrance to the allotments
Community Hall:
Gwyneth reported that she was waiting to hear from Del Brace (plumber) who is investigating a ‘trickle’ system for the urinal in the Men’s Toilet.
Roof Insulation: Mark brought a sample of insulation material to the meeting and agreed to investigate the cost. He will also investigate the cost of creating access to the roof space.
Gwyneth reported that she had obtained and circulated a quotation of £1,500 from Adam North for repainting the exterior of the hall. The trustees agreed to accept this quotation. Gwyneth agreed to also obtain a quotation from him for re-painting the inside of the hall and foyer.
Doug suggested it might be worth investigating the installation of a charging point for electric vehicles outside the hall. He agreed to speak to the people who had installed the solar panels.
Hall Bookings:
There have been no further bookings since those reported at the last meeting.
Following a suggestion from Mark the trustees agreed to arrange for the hall to be open from 7.00 pm until 11.00 pm every Saturday from 23rd July to 27th August for Social Evenings. Tracy agreed to organise a rota for volunteers to run the bar. She also agreed to organise Bingo on the first and last of these dates. The trustees agreed that she could spend £81.55 to set these up.
Quiz Nights:
The August Quiz will be on 13th August. Tracy reported that quizmasters have been arranged for the next few months. New posters have been produced and Kathy agreed to continue putting these on the community notice boards.
Social Media:
Tracy reported the following:
Facebook: Paid for advert reached 4040 people for Jubilee event
Google: Community hall - 50 searches this month - 45 directions - 5 website clicks
Jubilee Park - 142 searches - 72 directions - 70 website clicks
Website: 159 unique views - 378 page views - top page was Jubilee Park
Next Meeting:
The next meeting will be on Monday 04 July 2022, at 7.00 pm