March 2025 meeting
Minutes of the meeting of Trustees held on Monday 3rd March 2025
in the community hall
Present:
Tracy Beynon (Chair) Theresa Painting (Secretary) Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Julie Burgess, Amanda Cresswell, Andrew Maclean, Mark Taylor, Jill Thomas, Cliff Williams,
Apologies:
Jenny Oliver, Sue Maclean
Minutes:
The minutes of the meeting held on 3rd February 2025, which had been circulated previously were read. There were some issues with sending out but should be resolved before next meeting. Correction to Sue and Andrew Maclean on surname. Minutes were approved and signed by The Chair.
Treasurer’s Report circulated by Kathy before the meeting.
Our current bank balance is £10,555. We have had some large expenses this month – the agreed purchase of a new till from the Cash Register Group for £386 as well as oil for heating £606.75.
We have had the regular success of the quiz and bar. The initial coffee morning yielded £93 and it is thought we should make this a regular monthly event, which each of us, if available, could share in running. The Easy Fundraising membership remitted £22 this month, the first payment. There are only 5 of us currently subscribed and we therefore need to find a way to increase the take-up.
At end March our annual insurance premium will be due. I have asked Allied Westminster for their quote for this year, having already received one from another firm for £1,500. I am hoping the AW will coming in close to £1,000, similar to 2024-5. I will email round everyone to get approval as the premium will be payable before we next meet.
New Savings account
We have previously discussed placing funds with the Utility Bank – this would be a savings account, paying currently 2.5%. If we were to transfer £2000 this would yield just £50. However, this bank supports charities and have in the past given grants of up to £5,000 to charities banking with them. I recommend we go ahead.
Payment authorisation
The CAF bank holds our account and we have two on line signatories, myself and Tracy. Each payment requires two on-line approvals. With only two of us, the Association is at risk to meet its liabilities should one or both be unavailable for whatever reason. We therefore need a third person to operate the account on line. It's straight forward, similar to one's own on-line banking. Please can one of the trustees agree to take this role. I recommend you have easy access to a laptop.
AGM date
The accounts for 2024 are now finalised and as advised at the last meeting we had a small excess of expenditure over income of £161. Please can we set a date for the Annual General Meeting
Allotments
After an initial flurry of payments, we are now left with 5 persons who have not yet paid. A reminder has been posted at the Allotments and an email reminder sent out to those yet to pay. We have a waiting list so it will be good if we can confirm tenants for 2025-6 as soon as possible.
Preloved Event
I'm happy to organise this (and have a table) and Tracy and I have been working on the poster and booking form. The agreed date is Monday 21st April. Please can a few trustees help with the organisation such as parking, a door person, a go-for, and raffle ticket seller. There will be help needed with teas/coffees and Welsh cakes also – but not too much sitting down encouraged. they are here to buy, buy!!
A donation of £100 was agreed by trustees to be sent to Neyland Choir to say thanks for performing at the Cawl evening. A huge success.
Community Hall:
Maintenance items
Hedge Trimming: Mark and Andrew to complete. MT, AM
Hall bookings:
Future bookings:
Bowls practice is now booked for every Sunday.
Dynamix dance have extra day this weekend.
Birthday party 9th March.
Psychic evening – 16th March
Bowls club competition – 26th April
30th Birthday party booking for 30th August 2025
Future Events:
Quiz nights - We need quizmasters from April onwards – August and Christmas are booked.
Coffee morning 19th March – – 10am to 12 noon.
Pre-Loved items sale - 21st April - – £5 per table. Posters have been distributed. TB to add a mention on the radio.
Bowls club competition - 26th April –
VE Day – Quiz - May 10th –
Curry night – October/November time pre booked meals with tickets, naan breads and poppadom’s included. Quiz after the meal. Date to be agreed at next meeting.
Bingo nights – July/August.
Burger and Band night - 27th September - Western Shires country band, £10 per ticket
Jubilee Park/Hainey Moor
Allotments update:
Julie gave update. All progressing well, no problems. Everyone has paid and there are 3 new plot holders.
AGM
To take place after next trustees’ meeting on 7th April 2025. Election of officers will then take place.
Any other business:
Bar – volunteers are needed to run the bar. Mark, Mandy and Chris to be trained up. Sian to arrange a rota.
Chippy van emailed to ask if they could operate once a month outside hall. Tracy to check that all the relevant certificates are in place.
Rubbish at Hainey Moor needs to be taken away. Kathy has informed the community council.
Next Meeting:
The next trustees’ meeting will be 7th April 2025 at 7.00 pm, followed by AGM
Tracy Beynon (Chair) Theresa Painting (Secretary) Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Julie Burgess, Amanda Cresswell, Andrew Maclean, Mark Taylor, Jill Thomas, Cliff Williams,
Apologies:
Jenny Oliver, Sue Maclean
Minutes:
The minutes of the meeting held on 3rd February 2025, which had been circulated previously were read. There were some issues with sending out but should be resolved before next meeting. Correction to Sue and Andrew Maclean on surname. Minutes were approved and signed by The Chair.
Treasurer’s Report circulated by Kathy before the meeting.
Our current bank balance is £10,555. We have had some large expenses this month – the agreed purchase of a new till from the Cash Register Group for £386 as well as oil for heating £606.75.
We have had the regular success of the quiz and bar. The initial coffee morning yielded £93 and it is thought we should make this a regular monthly event, which each of us, if available, could share in running. The Easy Fundraising membership remitted £22 this month, the first payment. There are only 5 of us currently subscribed and we therefore need to find a way to increase the take-up.
At end March our annual insurance premium will be due. I have asked Allied Westminster for their quote for this year, having already received one from another firm for £1,500. I am hoping the AW will coming in close to £1,000, similar to 2024-5. I will email round everyone to get approval as the premium will be payable before we next meet.
New Savings account
We have previously discussed placing funds with the Utility Bank – this would be a savings account, paying currently 2.5%. If we were to transfer £2000 this would yield just £50. However, this bank supports charities and have in the past given grants of up to £5,000 to charities banking with them. I recommend we go ahead.
Payment authorisation
The CAF bank holds our account and we have two on line signatories, myself and Tracy. Each payment requires two on-line approvals. With only two of us, the Association is at risk to meet its liabilities should one or both be unavailable for whatever reason. We therefore need a third person to operate the account on line. It's straight forward, similar to one's own on-line banking. Please can one of the trustees agree to take this role. I recommend you have easy access to a laptop.
AGM date
The accounts for 2024 are now finalised and as advised at the last meeting we had a small excess of expenditure over income of £161. Please can we set a date for the Annual General Meeting
Allotments
After an initial flurry of payments, we are now left with 5 persons who have not yet paid. A reminder has been posted at the Allotments and an email reminder sent out to those yet to pay. We have a waiting list so it will be good if we can confirm tenants for 2025-6 as soon as possible.
Preloved Event
I'm happy to organise this (and have a table) and Tracy and I have been working on the poster and booking form. The agreed date is Monday 21st April. Please can a few trustees help with the organisation such as parking, a door person, a go-for, and raffle ticket seller. There will be help needed with teas/coffees and Welsh cakes also – but not too much sitting down encouraged. they are here to buy, buy!!
A donation of £100 was agreed by trustees to be sent to Neyland Choir to say thanks for performing at the Cawl evening. A huge success.
Community Hall:
Maintenance items
Hedge Trimming: Mark and Andrew to complete. MT, AM
Hall bookings:
Future bookings:
Bowls practice is now booked for every Sunday.
Dynamix dance have extra day this weekend.
Birthday party 9th March.
Psychic evening – 16th March
Bowls club competition – 26th April
30th Birthday party booking for 30th August 2025
Future Events:
Quiz nights - We need quizmasters from April onwards – August and Christmas are booked.
Coffee morning 19th March – – 10am to 12 noon.
Pre-Loved items sale - 21st April - – £5 per table. Posters have been distributed. TB to add a mention on the radio.
Bowls club competition - 26th April –
VE Day – Quiz - May 10th –
Curry night – October/November time pre booked meals with tickets, naan breads and poppadom’s included. Quiz after the meal. Date to be agreed at next meeting.
Bingo nights – July/August.
Burger and Band night - 27th September - Western Shires country band, £10 per ticket
Jubilee Park/Hainey Moor
Allotments update:
Julie gave update. All progressing well, no problems. Everyone has paid and there are 3 new plot holders.
AGM
To take place after next trustees’ meeting on 7th April 2025. Election of officers will then take place.
Any other business:
Bar – volunteers are needed to run the bar. Mark, Mandy and Chris to be trained up. Sian to arrange a rota.
Chippy van emailed to ask if they could operate once a month outside hall. Tracy to check that all the relevant certificates are in place.
Rubbish at Hainey Moor needs to be taken away. Kathy has informed the community council.
Next Meeting:
The next trustees’ meeting will be 7th April 2025 at 7.00 pm, followed by AGM
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