Meeting of Trustees held on Monday 2nd September 2023 In the Community Hall
Minutes
Present:
Doug McIntosh (chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Jill Ensom, Gwyneth Beynon, Sian Beynon, Julie Burgess, Jenny Oliver, Mark Taylor and Jill Thomas
Apologies:
Tracy Beynon, Amanda Cresswell, Ian Wilkinson and Cliff Williams.
Minutes:
The minutes of the meeting held on 07 August 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:
Accounts: Our current bank balance is £10,878, remaining healthy. During the month we have paid £158 to make the supports for the information boards in the Park. The quiz nights and the bar are our biggest income stream at £530. Hall hire in the month gave us an income for £255. We have had cash income giving a balance on hand of £552, some of which I will bank this week – luckily the HSBC remains open in Tenby. Please let me know if anyone is owed money for purchases. The last of the vacant allotments has been let.
“Sum Up” Terminal: I've been asked if we could have an additional 'Sum Up' terminal. It has proved very beneficial for bar sales and people are increasingly expecting to pay by card for the quiz and raffle. An additional terminal can be purchase for £39 and would link through in the same way. I recommend we make this purchase.
This was agreed.
I have investigated creating a Just Giving account which would promote ourselves as a charity and enable people to make donations to us. For the basic system there is no charge. We have often thought of ways to 'monetise' the use of the Park – using QR codes would give opportunity for users to make a donation. I recommend we go ahead with this.
This was agreed.
Events:
Kathy reported as follows|:
Halloween Event: The Halloween Event will take place on Saturday 28th October from 4.00 pm – 7.30 pm (followed by broadcast of the Rugby World Cup Final). There will not be a charge but donations will be invited and there will be a raffle. The evening is intended to provide entertainment and activities for all age groups. Mark is organising an event for children in the Park after dark. Bookings will be necessary (via Evenbrite). Games and Competitions are being organised. The event is being advertised on Facebook, Pure West Radio, etc. Hot dogs will be available for purchase and the bar will be open.
A meeting will be held in mid-October to finalise details.
Craft Fair: There will be a Craft Fair on 4th November. Six tables have already been booked and more have been promised. Refreshments will be Soup and rolls and tea and coffee.
Jubilee Park & Nature Trail:
Doug reported that Autumn maintenance, which will include hedge cutting and path repairs, has commenced. He also reported that the new Information Boards should be in place within the next few days. A price from Signspeed for producing up-dated Maps of the Park is in hand. Tony confirmed that he will write to the Community Council asking for a donation towards the cost of the new Information Boards and Maps.
Allotments:
Julie reported that all plots are now let. Also that wood preservative is needed for the shed. She will liaise with Ian. Replacement posts and road signs are in hand
Community Hall:
Heating: Attempts to resolve the problem with the heating controls are in hand.
Dampness in the Toilet: A leak has been found and repaired by Mark.
Damaged Manhole Cover: It was agreed that the damaged manhole cover over the disused cess pit in the car parking area should be replaced. It was agreed that Doug and Tony should organise this and the cost was likely to be about £250.
Parking Spaces: Mark agreed to make a template for marking out parking spaces in front of the Hall.
Laptop: The purchase a new laptop is in hand.
Urn: It was agreed to replace the urn at a cost of about £100.
Hall Bookings:
Gwyneth reported that Pilates classes will continue on Wednesday mornings in September but that he ladies from Regency Hall would be returning to Saundersfoot and more members would be required if the classes are to continue thereafter.
Quiz Nights:
Quizmasters have been booked through until the end of the year.
Social Media:
Tracy had provided the information set out in the Appendix below.
Any Other Business:
Tracy had advised that Tesco are making grants available. Tony agreed to forward details to Doug and Kathy.
Next Meeting:
The next meeting will be on Monday 02 October at 7.00 pm
Doug McIntosh (chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Jill Ensom, Gwyneth Beynon, Sian Beynon, Julie Burgess, Jenny Oliver, Mark Taylor and Jill Thomas
Apologies:
Tracy Beynon, Amanda Cresswell, Ian Wilkinson and Cliff Williams.
Minutes:
The minutes of the meeting held on 07 August 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:
Accounts: Our current bank balance is £10,878, remaining healthy. During the month we have paid £158 to make the supports for the information boards in the Park. The quiz nights and the bar are our biggest income stream at £530. Hall hire in the month gave us an income for £255. We have had cash income giving a balance on hand of £552, some of which I will bank this week – luckily the HSBC remains open in Tenby. Please let me know if anyone is owed money for purchases. The last of the vacant allotments has been let.
“Sum Up” Terminal: I've been asked if we could have an additional 'Sum Up' terminal. It has proved very beneficial for bar sales and people are increasingly expecting to pay by card for the quiz and raffle. An additional terminal can be purchase for £39 and would link through in the same way. I recommend we make this purchase.
This was agreed.
I have investigated creating a Just Giving account which would promote ourselves as a charity and enable people to make donations to us. For the basic system there is no charge. We have often thought of ways to 'monetise' the use of the Park – using QR codes would give opportunity for users to make a donation. I recommend we go ahead with this.
This was agreed.
Events:
Kathy reported as follows|:
Halloween Event: The Halloween Event will take place on Saturday 28th October from 4.00 pm – 7.30 pm (followed by broadcast of the Rugby World Cup Final). There will not be a charge but donations will be invited and there will be a raffle. The evening is intended to provide entertainment and activities for all age groups. Mark is organising an event for children in the Park after dark. Bookings will be necessary (via Evenbrite). Games and Competitions are being organised. The event is being advertised on Facebook, Pure West Radio, etc. Hot dogs will be available for purchase and the bar will be open.
A meeting will be held in mid-October to finalise details.
Craft Fair: There will be a Craft Fair on 4th November. Six tables have already been booked and more have been promised. Refreshments will be Soup and rolls and tea and coffee.
Jubilee Park & Nature Trail:
Doug reported that Autumn maintenance, which will include hedge cutting and path repairs, has commenced. He also reported that the new Information Boards should be in place within the next few days. A price from Signspeed for producing up-dated Maps of the Park is in hand. Tony confirmed that he will write to the Community Council asking for a donation towards the cost of the new Information Boards and Maps.
Allotments:
Julie reported that all plots are now let. Also that wood preservative is needed for the shed. She will liaise with Ian. Replacement posts and road signs are in hand
Community Hall:
Heating: Attempts to resolve the problem with the heating controls are in hand.
Dampness in the Toilet: A leak has been found and repaired by Mark.
Damaged Manhole Cover: It was agreed that the damaged manhole cover over the disused cess pit in the car parking area should be replaced. It was agreed that Doug and Tony should organise this and the cost was likely to be about £250.
Parking Spaces: Mark agreed to make a template for marking out parking spaces in front of the Hall.
Laptop: The purchase a new laptop is in hand.
Urn: It was agreed to replace the urn at a cost of about £100.
Hall Bookings:
Gwyneth reported that Pilates classes will continue on Wednesday mornings in September but that he ladies from Regency Hall would be returning to Saundersfoot and more members would be required if the classes are to continue thereafter.
Quiz Nights:
Quizmasters have been booked through until the end of the year.
Social Media:
Tracy had provided the information set out in the Appendix below.
Any Other Business:
Tracy had advised that Tesco are making grants available. Tony agreed to forward details to Doug and Kathy.
Next Meeting:
The next meeting will be on Monday 02 October at 7.00 pm
APPENDIX - SOCIAL MEDIA REPORT August 5th – September 4th 2023
Google
Jubilee Park and Nature Trail
314 interactions (likes etc.)
122 people clicked through to our website
192 people searched for directions to the park
East Williamston Community Hall
70 profile interactions
10 people clicked through to our website
60 people searched for directions to the hall
Facebook Page – East Williamston Community and Hall Association
Page reach in the last 28 days – 1355 people
With a post engagement of 396
In total we have 324 followers
Our best performing post was the post last Saturday Sharing about the food truck at the cross inn. That reached 143 people. With 18 engagements.
Facebook Group – Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden
In total we have 338 members
In the last 28 days:
18 people have made 25 posts or comments on our posts.
2745 people have viewed posts in the group
Our most popular days are Thursday between 8 and 9pm
The most popular post is the event for the Craft Fair.
Website
Unique visits – 216 people visited the website ion the last 30 days
Page views – 465 pages viewed in the last 30 days
Average pages per visit – 2.2 pages per visit
Most popular page this month is still the community hall.
Jubilee Park and Nature Trail
314 interactions (likes etc.)
122 people clicked through to our website
192 people searched for directions to the park
East Williamston Community Hall
70 profile interactions
10 people clicked through to our website
60 people searched for directions to the hall
Facebook Page – East Williamston Community and Hall Association
Page reach in the last 28 days – 1355 people
With a post engagement of 396
In total we have 324 followers
Our best performing post was the post last Saturday Sharing about the food truck at the cross inn. That reached 143 people. With 18 engagements.
Facebook Group – Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden
In total we have 338 members
In the last 28 days:
18 people have made 25 posts or comments on our posts.
2745 people have viewed posts in the group
Our most popular days are Thursday between 8 and 9pm
The most popular post is the event for the Craft Fair.
Website
Unique visits – 216 people visited the website ion the last 30 days
Page views – 465 pages viewed in the last 30 days
Average pages per visit – 2.2 pages per visit
Most popular page this month is still the community hall.