May 2025 meeting
Minutes of Trustees meeting held on Monday 12th May 2025 in the community hall
Present:
Tracy Beynon (Chair) Theresa Painting (Secretary) Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Julie Burgess, Andrew Maclean, Sue Maclean, Cliff Williams,
Apologies:
Amanda Cresswell, Jenny Oliver, Mark Taylor
Minutes:
The minutes of the meeting held on 7th April 2025, which had been circulated previously were read. Minutes were approved and signed by The Chair.
Treasurer’s Report:
The following report had been circulated by Kathy before the meeting.
Our bank balance remains stable at just over £10,000 (£10157) and it is evident that the bar and quiz are our two major earners together with regular income from the Short Mat Bowls club. We also have run coffee mornings (thank you to Gwyneth and Theresa and others) Payment for hall bookings remains steady. At time of writing a Free Valuation event is being held on 6th May, hosted by Rogers & Jones, auctioneers from Cardiff. It is good to see that they found our excellent hall for this and may make new people aware of what a great venue we have. It will be good to make more people aware of us and perhaps we'll get a better turn out from the community for the next AGM. Following the AGM I have now submitted our annual return to the Charity Commission.
As the bar is the mainstay of our funds, we must thank Sian for all her work in not only manning it on many occasions but also in keeping it stocked and in good order - there's always something to do. As Sian's commitments will be elsewhere in the future, to ensure we can continue to provide a good service, we need to have additional people to run the bar on quiz nights and events. I'll be putting my name down and invite others to do the same.
We have a contract with local firm Ocon for the maintenance of our fire extinguishers and fire alarms. They service both about every six months. Please could one of the trustees take responsibility for reviewing their reports and actioning anything required.
Mark, Mandy and I found our way through the lower end of Hainey Moor to see how the work in the large field adjacent to the A477 was affecting us.
While contractors have largely levelled the field there hasn't been intrusion on to our land. We can continue to monitor. The apple trees are growing well!
Tracy has found another revenue stream for us - selling through 'We Buy Books' some of those books donated and in the foyer. If anyone would like to spend an hour or so scanning the QR codes for the App that would be great (don't get carried away reading them). It's only a small amount, £15 this time, but it all helps.
Community Hall:
Bookings – Nothing extra this month
Future Bookings - as mentioned last month
Maintenance items – Guttering to be cleaned before the celebration event on 21st June
Boiler service – Tracy to arrange
Dog Friendly. – The trustees were asked about the hall becoming dog friendly. All agreed. Tracy to update social media page.
Defibrillator – Kathy to contact first responders to replace the box for the Defib.
Allotments:
All good – One allotment is not being looked after so asked to clean before the 26th May and if not has been asked to vacate by 15th June. Maintenance group set up to look after communal areas.
Future Events:
Quiz nights – Kym and Jane next month – No one in July – Tracy will ask teams to pick random rounds from a quiz book
Coffee mornings – As and when requested by others.
Hall Anniversary - Prizes – Theresa and Sue walked around Saundersfoot to get prizes and Sue has emailed from the list of suggested names. A good result so far. JB to manage plant stall.
Burger and a band night, 27th Sep 2025 - Tickets now on sale – committee members asked to spread the word to family and friends.
Curry night – Mark and Theresa – Date to be decided by next meeting
Bingo nights – Sue and Andrew to organise – they will update at next meeting
Any other business:
Andrew – Keys for bowls cupboard needed. Front door key is in the key safe by the front door.
Next Meeting:
The next trustees’ meeting will be 2nd June 2025 at 7.00 pm
Tracy Beynon (Chair) Theresa Painting (Secretary) Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Julie Burgess, Andrew Maclean, Sue Maclean, Cliff Williams,
Apologies:
Amanda Cresswell, Jenny Oliver, Mark Taylor
Minutes:
The minutes of the meeting held on 7th April 2025, which had been circulated previously were read. Minutes were approved and signed by The Chair.
Treasurer’s Report:
The following report had been circulated by Kathy before the meeting.
Our bank balance remains stable at just over £10,000 (£10157) and it is evident that the bar and quiz are our two major earners together with regular income from the Short Mat Bowls club. We also have run coffee mornings (thank you to Gwyneth and Theresa and others) Payment for hall bookings remains steady. At time of writing a Free Valuation event is being held on 6th May, hosted by Rogers & Jones, auctioneers from Cardiff. It is good to see that they found our excellent hall for this and may make new people aware of what a great venue we have. It will be good to make more people aware of us and perhaps we'll get a better turn out from the community for the next AGM. Following the AGM I have now submitted our annual return to the Charity Commission.
As the bar is the mainstay of our funds, we must thank Sian for all her work in not only manning it on many occasions but also in keeping it stocked and in good order - there's always something to do. As Sian's commitments will be elsewhere in the future, to ensure we can continue to provide a good service, we need to have additional people to run the bar on quiz nights and events. I'll be putting my name down and invite others to do the same.
We have a contract with local firm Ocon for the maintenance of our fire extinguishers and fire alarms. They service both about every six months. Please could one of the trustees take responsibility for reviewing their reports and actioning anything required.
Mark, Mandy and I found our way through the lower end of Hainey Moor to see how the work in the large field adjacent to the A477 was affecting us.
While contractors have largely levelled the field there hasn't been intrusion on to our land. We can continue to monitor. The apple trees are growing well!
Tracy has found another revenue stream for us - selling through 'We Buy Books' some of those books donated and in the foyer. If anyone would like to spend an hour or so scanning the QR codes for the App that would be great (don't get carried away reading them). It's only a small amount, £15 this time, but it all helps.
Community Hall:
Bookings – Nothing extra this month
Future Bookings - as mentioned last month
Maintenance items – Guttering to be cleaned before the celebration event on 21st June
Boiler service – Tracy to arrange
Dog Friendly. – The trustees were asked about the hall becoming dog friendly. All agreed. Tracy to update social media page.
Defibrillator – Kathy to contact first responders to replace the box for the Defib.
Allotments:
All good – One allotment is not being looked after so asked to clean before the 26th May and if not has been asked to vacate by 15th June. Maintenance group set up to look after communal areas.
Future Events:
Quiz nights – Kym and Jane next month – No one in July – Tracy will ask teams to pick random rounds from a quiz book
Coffee mornings – As and when requested by others.
Hall Anniversary - Prizes – Theresa and Sue walked around Saundersfoot to get prizes and Sue has emailed from the list of suggested names. A good result so far. JB to manage plant stall.
Burger and a band night, 27th Sep 2025 - Tickets now on sale – committee members asked to spread the word to family and friends.
Curry night – Mark and Theresa – Date to be decided by next meeting
Bingo nights – Sue and Andrew to organise – they will update at next meeting
Any other business:
Andrew – Keys for bowls cupboard needed. Front door key is in the key safe by the front door.
Next Meeting:
The next trustees’ meeting will be 2nd June 2025 at 7.00 pm
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