Meeting of Trustees held on Monday 06 March 2023
In the Community Hall
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Julie Burgess, Amanda Cresswell, Jill Ensom, Jenny Oliver, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Chris Gilley
Dementia Awareness Training:
Before discussing any business, the trustees took part in a very informative Dementia Awareness training course. led by Cherry Evans of PAVS. Cherry was thanked for conducting the course which had been kindly arranged by Kathy.
Minutes:
The minutes of the meeting held on 06 February 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:
Bank:
Our bank balance is £10,501, with the month's income of £378 still to be banked. This continues to be a healthy situation. During the month we've paid £761 for oil and received £345 in rent from the EW Short Mat Bowls Club. We've also had the refund from EDF for usage in the last six months vs. our standing order. We will during March also receive £150 as the Government's support for power costs. I omitted to send EWCC their rent invoice for 2022. This I have now done.
Allotments:
The allotment invoices have all been sent and today; 7 out of 12 have paid. This is not unusual and I will be chasing during the month. We've never had to 'evict' anyone for non-payment but have in the past asked those who've not maintained their plots to withdraw as they were in contravention of the Tenancy agreement.
Bar stock and prices:
At the end of January a stock take of the bar stock was carried out by Tracy and Sian. This was then valued at current cost and amounted to £1,852. Our insured cover is for £1,500 and the overstock occurred due to the non-appearance of a party booking. No doubt this will all be drunk before too long and I do not consider us to be at risk. Our average mark-up is about 40% with a 500 cl bottle of Rev James costing £3.50. Do we want to increase our prices?
Insurance:
We have had the insurance renewal notice from Allied Westminster for £1,074. This covers rebuild costs of £690,945 (we completed a survey about two years ago so this amount is valid), contents of £32,843 and loss of revenue of £20,000 (the cover did not extend to the pandemic situation closure). Two items which we can particularly review are the value of the PA system, cover for £6,081 replacement and the Short Mat Bowls Mats and equipment at £11,272. As we all know the risks of being over insured are as great as being under-insured. If the Trustees agree I will arrange payment in March.
Card Payments:
Regarding the bar takings, we have an account with SumUp allowing us to take card payments – we need to have a dedicated smart phone for this, rather than relying on the individual's phone (Sian and Tracy). Does anyone have an unused Smart phone they could donate?
The trustees agreed not to make any adjustments to the bar prices at present.
They also agreed that the insurance premium should be paid.
It was reported that Chris Gilley has kindly donated a smartphone.
Jubilee Park & Nature Trail:
Doug reported that regular spring maintenance had commenced.
Tracy reported that Lynne Gilley has agreed to a payment of £480 for producing the artwork for the new information boards and that she has also agreed to allow the pictures to be used on the Association’s website, but will otherwise retain copyright of them. Tony was instructed to confirm this agreement in writing with Lynne. Details of the boards are being finalised between Tracy and Lynne, who has agreed to add some further artwork at no extra cost.
Allotments:
Kathy reported that the result of the request for a grant of £900 under the Enhancing Pembrokeshire Grant scheme to fund tools and storage for the Association should be received shortly.
Community Hall:
It was reported that a new clock had been purchased and that signage for the overflow car parking area on the Green was in hand.
Tracy reported that there are problems with operations of the controls for the heating system and that she is attempting to arrange for the manufacturers to rectify the fault under their guarantee.
Hall Bookings:
Sian reported that there have been no new bookings since those reported at the last meeting.
Quiz Nights:
Tracy reported that the rota of quizmasters is complete up to July.
Coronation Event:
The following report had been circulated by Kathy before the meeting:
A few of us discussed ideas, but on the premise of 'if it ai'nt broke don't fix it', it was decided to have an event much in line with the Jubilee Celebration in 2022. We will receive £150 from EWCC as a contribution and this could be put towards a 'gift' for youngsters. In 2022 we spent out £189 and received £1,467. I would add however that there was a large quantity of donated cakes and plants and a lot of volunteer effort by a few (of which I was not one) to raise such a large amount. Please can people put their names forward to help run the bar and to 'flip burgers' as well as make teas and coffees in the afternoon. ( each for a shift of about an hour)
A further meeting has been arranged for Monday 13 March at 6.30 pm.
Social Media:
Tracy will to circulate statistics to trustees as soon as they are available.
Other Business:
Tracy reported that she and Jenny are working on an on-line community survey and have set up a Facebook group for this.
Tracy reported that she had contacted Ian Miller and Dominic Spencer to express our interest in a concert but had not received any further details.
Doug reported that a request had been received from the Community Council for permission to mount a 50” smart tv screen on a wall in the committee room together with a small wide-angled webcam above. As he and Ian are officers of the Community Council they agreed not to take part in any discussion concerning this request and asked Tony to deal with this item. In its request the Community Council explained that the purpose of the screen was to assist with compliance with the latest local government regulations concerning public access to their meetings. The Community Council would pay for the equipment and its installation and stated that it was not only willing to allow the Association to use the tv but that it would provide and fix a bracket for it in a suitable location in the main hall so that it could be used there. The trustees agreed to this request.
Next Meeting:
The next meeting will be on Monday 03 April 2023, at 7.00 pm.
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Sian Beynon, Tracy Beynon, Julie Burgess, Amanda Cresswell, Jill Ensom, Jenny Oliver, Mark Taylor, Jill Thomas and Cliff Williams.
Apologies:
Chris Gilley
Dementia Awareness Training:
Before discussing any business, the trustees took part in a very informative Dementia Awareness training course. led by Cherry Evans of PAVS. Cherry was thanked for conducting the course which had been kindly arranged by Kathy.
Minutes:
The minutes of the meeting held on 06 February 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:
Bank:
Our bank balance is £10,501, with the month's income of £378 still to be banked. This continues to be a healthy situation. During the month we've paid £761 for oil and received £345 in rent from the EW Short Mat Bowls Club. We've also had the refund from EDF for usage in the last six months vs. our standing order. We will during March also receive £150 as the Government's support for power costs. I omitted to send EWCC their rent invoice for 2022. This I have now done.
Allotments:
The allotment invoices have all been sent and today; 7 out of 12 have paid. This is not unusual and I will be chasing during the month. We've never had to 'evict' anyone for non-payment but have in the past asked those who've not maintained their plots to withdraw as they were in contravention of the Tenancy agreement.
Bar stock and prices:
At the end of January a stock take of the bar stock was carried out by Tracy and Sian. This was then valued at current cost and amounted to £1,852. Our insured cover is for £1,500 and the overstock occurred due to the non-appearance of a party booking. No doubt this will all be drunk before too long and I do not consider us to be at risk. Our average mark-up is about 40% with a 500 cl bottle of Rev James costing £3.50. Do we want to increase our prices?
Insurance:
We have had the insurance renewal notice from Allied Westminster for £1,074. This covers rebuild costs of £690,945 (we completed a survey about two years ago so this amount is valid), contents of £32,843 and loss of revenue of £20,000 (the cover did not extend to the pandemic situation closure). Two items which we can particularly review are the value of the PA system, cover for £6,081 replacement and the Short Mat Bowls Mats and equipment at £11,272. As we all know the risks of being over insured are as great as being under-insured. If the Trustees agree I will arrange payment in March.
Card Payments:
Regarding the bar takings, we have an account with SumUp allowing us to take card payments – we need to have a dedicated smart phone for this, rather than relying on the individual's phone (Sian and Tracy). Does anyone have an unused Smart phone they could donate?
The trustees agreed not to make any adjustments to the bar prices at present.
They also agreed that the insurance premium should be paid.
It was reported that Chris Gilley has kindly donated a smartphone.
Jubilee Park & Nature Trail:
Doug reported that regular spring maintenance had commenced.
Tracy reported that Lynne Gilley has agreed to a payment of £480 for producing the artwork for the new information boards and that she has also agreed to allow the pictures to be used on the Association’s website, but will otherwise retain copyright of them. Tony was instructed to confirm this agreement in writing with Lynne. Details of the boards are being finalised between Tracy and Lynne, who has agreed to add some further artwork at no extra cost.
Allotments:
Kathy reported that the result of the request for a grant of £900 under the Enhancing Pembrokeshire Grant scheme to fund tools and storage for the Association should be received shortly.
Community Hall:
It was reported that a new clock had been purchased and that signage for the overflow car parking area on the Green was in hand.
Tracy reported that there are problems with operations of the controls for the heating system and that she is attempting to arrange for the manufacturers to rectify the fault under their guarantee.
Hall Bookings:
Sian reported that there have been no new bookings since those reported at the last meeting.
Quiz Nights:
Tracy reported that the rota of quizmasters is complete up to July.
Coronation Event:
The following report had been circulated by Kathy before the meeting:
A few of us discussed ideas, but on the premise of 'if it ai'nt broke don't fix it', it was decided to have an event much in line with the Jubilee Celebration in 2022. We will receive £150 from EWCC as a contribution and this could be put towards a 'gift' for youngsters. In 2022 we spent out £189 and received £1,467. I would add however that there was a large quantity of donated cakes and plants and a lot of volunteer effort by a few (of which I was not one) to raise such a large amount. Please can people put their names forward to help run the bar and to 'flip burgers' as well as make teas and coffees in the afternoon. ( each for a shift of about an hour)
A further meeting has been arranged for Monday 13 March at 6.30 pm.
Social Media:
Tracy will to circulate statistics to trustees as soon as they are available.
Other Business:
Tracy reported that she and Jenny are working on an on-line community survey and have set up a Facebook group for this.
Tracy reported that she had contacted Ian Miller and Dominic Spencer to express our interest in a concert but had not received any further details.
Doug reported that a request had been received from the Community Council for permission to mount a 50” smart tv screen on a wall in the committee room together with a small wide-angled webcam above. As he and Ian are officers of the Community Council they agreed not to take part in any discussion concerning this request and asked Tony to deal with this item. In its request the Community Council explained that the purpose of the screen was to assist with compliance with the latest local government regulations concerning public access to their meetings. The Community Council would pay for the equipment and its installation and stated that it was not only willing to allow the Association to use the tv but that it would provide and fix a bracket for it in a suitable location in the main hall so that it could be used there. The trustees agreed to this request.
Next Meeting:
The next meeting will be on Monday 03 April 2023, at 7.00 pm.