Meeting held on Monday 05 September 2022
In the Community Hall
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom
(secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon,
Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor and Jill
Thomas.
Apologies:
Sian Beynon and Cliff Williams.
Minutes:
The minutes of the meeting held on 08 August 2022 which had been circulated previously were agreed and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
It has been a busy month cash wise. Other than the usual monthly expenses we had the following outgoings: the decorator for the
painting of the outside of the hall £1560, £111 for 2 radio mics., £139 for the PSL/PRS licence and £180 for the annual Pembrokeshire County Council licence. Our closing bank balance was £13,610.97.
The majority of our users pay in cash, so in addition to the bar takings we received £627.15 giving a closing balance of £715.23. When I am next in Tenby I will bank £600 leaving a small cash amount to hand.
Opening the bar on two Saturday nights has earned us £250 – the majority on card. I would be happy to run the bar on another
occasion.
One of the allotment tenants decided to surrender his two plots and was reimbursed with £35.00 plus £5 key deposit. A new tenant has
taken plots L6 and L7. Ian is trying to contact the remaining two persons who are not maintaining their plots.
Chris Gilley now has on line access to the CAF bank. This makes us more flexible in making payments or generally running the bank
account.
We are still waiting for EDF to install a smart meter. The engineer didn't turn up on 15 th August. I complained and we will receive £70
compensation on our electricity bill. I believe the reason they failed to fit the meter was that we have three-phase in the hall and they did not have the correct replacement meter. We have another appointment booked for 12 th September.
I contacted Wickes about their community programme. Wickes allocate so much money each month for local charity support. They
require a letter on headed paper describing our project and what materials we would need. If they agree they will make a contribution.
Jubilee Park & Nature Trail:
Ian reported that a branch from an oak tree which had fallen has been cut up and the larger pieces will be used as “stepping stones” in the
“green welly” trails.
Tracy reported that she had obtained a quotation from Signspeed of £387.60 to replace the existing information boards. However, she
pointed out that some of the information on the boards was now irrelevant and suggested they be reproduced using artwork by Lynne Gilley who should be paid. This was agreed It had been agreed at the previous meeting that consideration should be given to the long-term future of the Park as it was thought that the Community Council’s lease was due to expire within the next few years. Tony reported that the lease does not expire until 2038 and it was therefore agreed that no further action is needed at present.
Hainey Moor:
There has been no up-date from PCC regarding the clearance of a field adjoining Hainey Moor.
An email from Futureworks requesting the trustees’ agreement to the Park being used for supervised training of people in land based skills
had been circulated to trustees before the meeting. Ian suggested that Hainey Moor would be a better location and it was agreed that
permission should be granted subject to details which Ian and Doug would agree with them on site. It was also agreed that they should
have access to the hall for toilet facilities and for rest periods. Ian reported that Matthew Thomas had carried out a great deal of mowing in Hainey Moor and had insisted on doing so for free. It was therefore agreed that the secretary should write to him on behalf of the
trustees to thank him.
Allotments:
See Treasurer’s report above.
Community Hall:
Gwyneth reported that the problem with the ‘trickle’ system for the urinal in the Men’s Toilet was apparently due to an electrical rather
than a plumbing fault. She has been in touch with a local electrician but is awaiting a response. Mark suggested another contact who may
be able to assist.
An estimate is awaited from the decorator for the labour costs for repainting the inside of the hall. In the meantime he had provided details of the paint required (30-+35 litres for the walls and 10 litres for the ceilings) and Kathy agreed to contact Wicks who may provide
support.
It was agreed that the insulation panels in the hall roof require re-fixing but that no further insulation is necessary. It was agreed to purchase 2 A-frame boards to advertise events at a cost of £37 each.
Tracy reported that the wine refrigerator in the bar is not working and cannot be repaired. It was agreed to replace it with a single door
refrigerator at a cost of £214.79.
The trustees reviewed the situation regarding the cost of electricity and oil for the hall and agreed that, in view of measures already taken to
limit cost (including installing a fuel-efficient boiler and a fixed contract for electricity supply) no further action is necessary.
Hall Bookings:
On behalf of Sian, Tracy said there are no further bookings other than those previously reported. However, there had be complimentary
feedback from the Carbon Trust who had recently hired the hall
Quiz and Bingo Nights:
Tracy reported that quizmasters have been arranged for all evenings through until March 2023.
In view of the success of the first two Bingo Nights, it was agreed to continue with them monthly (apart from December).
A request had been made for dogs to be allowed at Quiz and Bingo Nights. The trustees agreed that, as a matter of policy, they should
not be allowed.
Social Media:
Tracy reported the following statistics:
Facebook:
372 Facebook page views with 3 new likes. Our best performing post was the notice of the electric cut on the
11 th August
Website:
233 unique visits with 539 pages viewed and an average of 2 pages per visit.
Google
Hall:-
34 people searched for our Google profile
917 people viewed the profile
7 calls have been made through Google
291 people asked for directions
32 website clicks through Google
Jubilee Park and Nature Trail:-
113 people asked for directions
129 website visits after looking at our Google listing
5571 people viewed our profile on Google
Other Business:
As the bus shelter at Kingsmoor is about to be replaced, Doug reported he had removed the Association’s information board. He
agreed to investigate whether it could be re-located to the Valley Road bus shelter instead.
Doug reported that the Community Council, who meet in the committee room are required to make provision for remote access for
the public. This would involve a monitor or screen and a webcam being installed and the Council had requested permission for this. The
trustees agreed in principle, subject to details being agreed.
Next Meeting:
The next meeting will be on Monday 03 October 2022, at 7.00 pm.
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom
(secretary), Kathy Talbot (treasurer), Gwyneth Beynon, Tracy Beynon,
Amanda Cresswell, Jill Ensom, Chris Gilley, Mark Taylor and Jill
Thomas.
Apologies:
Sian Beynon and Cliff Williams.
Minutes:
The minutes of the meeting held on 08 August 2022 which had been circulated previously were agreed and signed by Doug.
Treasurer’s Report:
Kathy had circulated the following report before the meeting:
It has been a busy month cash wise. Other than the usual monthly expenses we had the following outgoings: the decorator for the
painting of the outside of the hall £1560, £111 for 2 radio mics., £139 for the PSL/PRS licence and £180 for the annual Pembrokeshire County Council licence. Our closing bank balance was £13,610.97.
The majority of our users pay in cash, so in addition to the bar takings we received £627.15 giving a closing balance of £715.23. When I am next in Tenby I will bank £600 leaving a small cash amount to hand.
Opening the bar on two Saturday nights has earned us £250 – the majority on card. I would be happy to run the bar on another
occasion.
One of the allotment tenants decided to surrender his two plots and was reimbursed with £35.00 plus £5 key deposit. A new tenant has
taken plots L6 and L7. Ian is trying to contact the remaining two persons who are not maintaining their plots.
Chris Gilley now has on line access to the CAF bank. This makes us more flexible in making payments or generally running the bank
account.
We are still waiting for EDF to install a smart meter. The engineer didn't turn up on 15 th August. I complained and we will receive £70
compensation on our electricity bill. I believe the reason they failed to fit the meter was that we have three-phase in the hall and they did not have the correct replacement meter. We have another appointment booked for 12 th September.
I contacted Wickes about their community programme. Wickes allocate so much money each month for local charity support. They
require a letter on headed paper describing our project and what materials we would need. If they agree they will make a contribution.
Jubilee Park & Nature Trail:
Ian reported that a branch from an oak tree which had fallen has been cut up and the larger pieces will be used as “stepping stones” in the
“green welly” trails.
Tracy reported that she had obtained a quotation from Signspeed of £387.60 to replace the existing information boards. However, she
pointed out that some of the information on the boards was now irrelevant and suggested they be reproduced using artwork by Lynne Gilley who should be paid. This was agreed It had been agreed at the previous meeting that consideration should be given to the long-term future of the Park as it was thought that the Community Council’s lease was due to expire within the next few years. Tony reported that the lease does not expire until 2038 and it was therefore agreed that no further action is needed at present.
Hainey Moor:
There has been no up-date from PCC regarding the clearance of a field adjoining Hainey Moor.
An email from Futureworks requesting the trustees’ agreement to the Park being used for supervised training of people in land based skills
had been circulated to trustees before the meeting. Ian suggested that Hainey Moor would be a better location and it was agreed that
permission should be granted subject to details which Ian and Doug would agree with them on site. It was also agreed that they should
have access to the hall for toilet facilities and for rest periods. Ian reported that Matthew Thomas had carried out a great deal of mowing in Hainey Moor and had insisted on doing so for free. It was therefore agreed that the secretary should write to him on behalf of the
trustees to thank him.
Allotments:
See Treasurer’s report above.
Community Hall:
Gwyneth reported that the problem with the ‘trickle’ system for the urinal in the Men’s Toilet was apparently due to an electrical rather
than a plumbing fault. She has been in touch with a local electrician but is awaiting a response. Mark suggested another contact who may
be able to assist.
An estimate is awaited from the decorator for the labour costs for repainting the inside of the hall. In the meantime he had provided details of the paint required (30-+35 litres for the walls and 10 litres for the ceilings) and Kathy agreed to contact Wicks who may provide
support.
It was agreed that the insulation panels in the hall roof require re-fixing but that no further insulation is necessary. It was agreed to purchase 2 A-frame boards to advertise events at a cost of £37 each.
Tracy reported that the wine refrigerator in the bar is not working and cannot be repaired. It was agreed to replace it with a single door
refrigerator at a cost of £214.79.
The trustees reviewed the situation regarding the cost of electricity and oil for the hall and agreed that, in view of measures already taken to
limit cost (including installing a fuel-efficient boiler and a fixed contract for electricity supply) no further action is necessary.
Hall Bookings:
On behalf of Sian, Tracy said there are no further bookings other than those previously reported. However, there had be complimentary
feedback from the Carbon Trust who had recently hired the hall
Quiz and Bingo Nights:
Tracy reported that quizmasters have been arranged for all evenings through until March 2023.
In view of the success of the first two Bingo Nights, it was agreed to continue with them monthly (apart from December).
A request had been made for dogs to be allowed at Quiz and Bingo Nights. The trustees agreed that, as a matter of policy, they should
not be allowed.
Social Media:
Tracy reported the following statistics:
Facebook:
372 Facebook page views with 3 new likes. Our best performing post was the notice of the electric cut on the
11 th August
Website:
233 unique visits with 539 pages viewed and an average of 2 pages per visit.
Hall:-
34 people searched for our Google profile
917 people viewed the profile
7 calls have been made through Google
291 people asked for directions
32 website clicks through Google
Jubilee Park and Nature Trail:-
113 people asked for directions
129 website visits after looking at our Google listing
5571 people viewed our profile on Google
Other Business:
As the bus shelter at Kingsmoor is about to be replaced, Doug reported he had removed the Association’s information board. He
agreed to investigate whether it could be re-located to the Valley Road bus shelter instead.
Doug reported that the Community Council, who meet in the committee room are required to make provision for remote access for
the public. This would involve a monitor or screen and a webcam being installed and the Council had requested permission for this. The
trustees agreed in principle, subject to details being agreed.
Next Meeting:
The next meeting will be on Monday 03 October 2022, at 7.00 pm.