June 2025 meeting
Minutes of the meeting held on Monday 2nd June 2025 in the community hall
Present:
Tracy Beynon – Chair, Kathy Talbot – Hon Treasurer, Andrew Maclean, Julie Burgess, Gwyneth Beynon, Sian Beynon, Cliff Williams, Mark Taylor, Mandy Cresswell
Apologies:
Sue Maclean, Theresa Painting
Jane Bishop was welcomed to the meeting and will join the Trustees
Approval of Minutes, 12 May 2025. The minutes were approved and signed by the Chair
Treasurer's report
Our bank balance is £11,665.42 as we have transferred £1,500 from cash to the bank during the month. Our cash balance is £574; mostly in coin. This is kept as a float ready for events!
Expenditure during the month included £42 to Ocon for the fire extinguisher service and £63 to EDF for electricity. Income totalled £861, which included bar takings (both cash and card) of £383. We received £54 from Easy Fundraising – so more shopping on line please! We've also got five tickets booked for the September music event. I am preparing a budget to actual comparison for presentation at the July meeting, but to date we are about where we forecast to be!
I checked out the defibrillator – as observed the one on the Hall is in a very poor state and the one in Kilgetty is similarly faded. While the batteries are replaced regularly the actual 'box' was installed by the Community Council (and the ones at Pentlepoir and Village Road). I have contacted EWCC who will see if they can be refurbished.
Not directly our activity, but as Pete Strydom was away I followed up on the Butterflies and Bees survey in Jubilee Park proposed by Chris of PCNP – there had been no bookings and as the weather was wet it was postponed. Pete/EWCC/PCNP will hope to reschedule during the school summer holidays.
I have the keys for the five notice boards – while these don't attract much attention it would be good to have a refresh of the 'public service' type notices. Please let me have/email me any you think would be good – I can laminate them so they last a little longer.
Kathy added that we had in December 2024 had quotes for the refurbishment/modernisation of the audio-visual equipment in the Hall. It was agreed that this was an important potential improvement but unaffordable from funds. However, about 20% of the net income from events will be set aside to build a fund to meet the costs while grants will be sought. Organisations such as Valero, MHPA and others will be researched.
The Performing Rights licence is due for renewal and KT will submit the turnover figures to them. We do have a TV licence but no licence to hold public broadcasts
Community Hall
Bookings/Future bookings – there is a potential booking for a childs' birthday party on 7th June but this is weather dependent!
MT advised that as the Bowls league might expand additional sessions might be required once or twice a month on a Monday or Friday, but he will confirm shortly.
TB advised that we had received an enquiry from a beauty therapist for hire of the hall during one day to be confirmed.
Maintenance – the oil boiler service will be arranged
Allotments
JB confirmed that all was progressing well. One tenant would be leaving on 15th June as she had no longer been able to maintain her allotment to a reasonable standard. JB will be meeting with potential new tenants this week. It was asked whether land at Hainey Moor could be suitable for allotments. This would require considerable work and investment. JB and MT agreed to take a look at the land and it will be an agenda items for the next meeting
Events
Quiz nights, June will be Kym and Jane. There is no-one for July although alternative arrangements are in place.
Burger and Band night in September – some bookings already received. Trustees are encouraged to spread the word.
Curry night – date confirmed as 25th October and music from the 'Slipway Ukes' ( This will need to be checked as that is the same weekend as the Saundersfoot Big Bang weekend and this normally pulls visotrs aways from us. Mark and Theresa need to confirm by next meeting.
Bingo nights – AM will investigate further what we can legally do!
Hall Anniversary
Plans are now well in hand
Time table for the day
10-1 Preloved table top sale - KT
1pm Bar and BBQ open
1-2 Family games TB
2pm dance performance by Dynamix Dance
2:30 – 6 family games continue
3pm Dog show
7pm till late Dezzie Daunt
Bar closes at 11.30pm
PAVS and PLANED had both agreed to lend screens for us to show hall history, photos etc. (These will need to be collected).
Other ongoing activities will be a quiz, treasure map, number of sweets in bottle, Auriol's hoopla, etc.
Parking arrangements to be discussed and a marshal appointed
Rota sheets were circulated. Volunteers required for Bar duty, games, raffle tickets, etc. AM will lend their BBQ and he and MT will run that all day. Others signed up for 2 hour slots Finalised roats will be shared with volunteers before the event.
A meeting of all volunteers will be held …..(once Theresa back from holiday!)
In view of the new licensing rules and recycling rules it was agreed to invest in a quantity of 'plastic' recyclable glasses for use at this and subsequent events. Cost £188.08. The matter of storage may be a problem but room could be found in the “Bowls Cupboard”
Any other business
SB had been handed contact details for English Willow Company who were looking for land in which to plant trees to grow for cricket bats. It ws suggested this could be a good use of Hainey Moor. Action KT to follow up
TB asked whether there would be support for a 'community trip', hiring a bus to take local people to National Botanic Gardens etc. It was felt that this would be too expensive to organise ourselves, but we could approach Taf Coaches to offer to market tickets for them for a donation/commission.
The committee asked that Matthew Thomas be thanked for his excellent work in filling the planters outside the hall with such lovely plants.
The Coffee morning at the hall on 2nd June took £52. This was a one-off event held with the 'Steps to Health' walking group as they were in the village. GB thanked.
Date of next meeting
The next meeting will be held on 7th July 2025 at 7pm in the hall.
Tracy Beynon – Chair, Kathy Talbot – Hon Treasurer, Andrew Maclean, Julie Burgess, Gwyneth Beynon, Sian Beynon, Cliff Williams, Mark Taylor, Mandy Cresswell
Apologies:
Sue Maclean, Theresa Painting
Jane Bishop was welcomed to the meeting and will join the Trustees
Approval of Minutes, 12 May 2025. The minutes were approved and signed by the Chair
Treasurer's report
Our bank balance is £11,665.42 as we have transferred £1,500 from cash to the bank during the month. Our cash balance is £574; mostly in coin. This is kept as a float ready for events!
Expenditure during the month included £42 to Ocon for the fire extinguisher service and £63 to EDF for electricity. Income totalled £861, which included bar takings (both cash and card) of £383. We received £54 from Easy Fundraising – so more shopping on line please! We've also got five tickets booked for the September music event. I am preparing a budget to actual comparison for presentation at the July meeting, but to date we are about where we forecast to be!
I checked out the defibrillator – as observed the one on the Hall is in a very poor state and the one in Kilgetty is similarly faded. While the batteries are replaced regularly the actual 'box' was installed by the Community Council (and the ones at Pentlepoir and Village Road). I have contacted EWCC who will see if they can be refurbished.
Not directly our activity, but as Pete Strydom was away I followed up on the Butterflies and Bees survey in Jubilee Park proposed by Chris of PCNP – there had been no bookings and as the weather was wet it was postponed. Pete/EWCC/PCNP will hope to reschedule during the school summer holidays.
I have the keys for the five notice boards – while these don't attract much attention it would be good to have a refresh of the 'public service' type notices. Please let me have/email me any you think would be good – I can laminate them so they last a little longer.
Kathy added that we had in December 2024 had quotes for the refurbishment/modernisation of the audio-visual equipment in the Hall. It was agreed that this was an important potential improvement but unaffordable from funds. However, about 20% of the net income from events will be set aside to build a fund to meet the costs while grants will be sought. Organisations such as Valero, MHPA and others will be researched.
The Performing Rights licence is due for renewal and KT will submit the turnover figures to them. We do have a TV licence but no licence to hold public broadcasts
Community Hall
Bookings/Future bookings – there is a potential booking for a childs' birthday party on 7th June but this is weather dependent!
MT advised that as the Bowls league might expand additional sessions might be required once or twice a month on a Monday or Friday, but he will confirm shortly.
TB advised that we had received an enquiry from a beauty therapist for hire of the hall during one day to be confirmed.
Maintenance – the oil boiler service will be arranged
Allotments
JB confirmed that all was progressing well. One tenant would be leaving on 15th June as she had no longer been able to maintain her allotment to a reasonable standard. JB will be meeting with potential new tenants this week. It was asked whether land at Hainey Moor could be suitable for allotments. This would require considerable work and investment. JB and MT agreed to take a look at the land and it will be an agenda items for the next meeting
Events
Quiz nights, June will be Kym and Jane. There is no-one for July although alternative arrangements are in place.
Burger and Band night in September – some bookings already received. Trustees are encouraged to spread the word.
Curry night – date confirmed as 25th October and music from the 'Slipway Ukes' ( This will need to be checked as that is the same weekend as the Saundersfoot Big Bang weekend and this normally pulls visotrs aways from us. Mark and Theresa need to confirm by next meeting.
Bingo nights – AM will investigate further what we can legally do!
Hall Anniversary
Plans are now well in hand
Time table for the day
10-1 Preloved table top sale - KT
1pm Bar and BBQ open
1-2 Family games TB
2pm dance performance by Dynamix Dance
2:30 – 6 family games continue
3pm Dog show
7pm till late Dezzie Daunt
Bar closes at 11.30pm
PAVS and PLANED had both agreed to lend screens for us to show hall history, photos etc. (These will need to be collected).
Other ongoing activities will be a quiz, treasure map, number of sweets in bottle, Auriol's hoopla, etc.
Parking arrangements to be discussed and a marshal appointed
Rota sheets were circulated. Volunteers required for Bar duty, games, raffle tickets, etc. AM will lend their BBQ and he and MT will run that all day. Others signed up for 2 hour slots Finalised roats will be shared with volunteers before the event.
A meeting of all volunteers will be held …..(once Theresa back from holiday!)
In view of the new licensing rules and recycling rules it was agreed to invest in a quantity of 'plastic' recyclable glasses for use at this and subsequent events. Cost £188.08. The matter of storage may be a problem but room could be found in the “Bowls Cupboard”
Any other business
SB had been handed contact details for English Willow Company who were looking for land in which to plant trees to grow for cricket bats. It ws suggested this could be a good use of Hainey Moor. Action KT to follow up
TB asked whether there would be support for a 'community trip', hiring a bus to take local people to National Botanic Gardens etc. It was felt that this would be too expensive to organise ourselves, but we could approach Taf Coaches to offer to market tickets for them for a donation/commission.
The committee asked that Matthew Thomas be thanked for his excellent work in filling the planters outside the hall with such lovely plants.
The Coffee morning at the hall on 2nd June took £52. This was a one-off event held with the 'Steps to Health' walking group as they were in the village. GB thanked.
Date of next meeting
The next meeting will be held on 7th July 2025 at 7pm in the hall.
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