EAST WILLIAMSTON COMMUNITY AND HALL ASSOCIATION
Charity No. 1168964
Meeting of Trustees held on Monday 02 September 2024
In the Community Hall
Present:
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Amanda Cresswell, Gwyneth Beynon, Sian Beynon, Tracy Beynon, Jill Ensom, Jenny Oliver, Mark Taylor and Jill Thomas.
Apologies:
Julie Burgess, Theresa Painting, Pete Strydom and Cliff Williams.
Minutes:
The minutes of the meeting held on 05 August 2024, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
Again, our bank balance is just over £10,000 at £10,397, plus £783 in cash. Following from last month's report, I've done nothing further about the Motion Picture Licensing Company until it seems necessary, if and when we use the television for public viewing. We have purchased the additional SumUp terminal. During the month we have repaired/replaced the front door lock and the boiler room lock. We also purchased a new kettle.
As agreed, we will abandon the idea of a 100 Club but will see if we can generate some income by registering with 'Easy Fundraising'. Shopping online can generate easy income for our charity without it costing you anything. Just Giving has not been successful, but we'll keep trying!
Our month's income has come from the Quiz and the bar, for both the Quiz and Bowls events, keeping us on a even keel. The Gentle Gym is a regular user as is Dynamix Dance.
At time of writing, I do not know the result of the Preseli Pete and the Bluestone Boys event, although as all tickets were sold we are anticipating a good outcome.
Kathy gave an up-date at the meeting regarding the Preseli Pete and the Bluestone Boys event. Provisional figures show an income in excess of £1,000 and a profit of around £500.
Association Records:
Tony and Kathy have in hand the disposal of the items from the Association’s records in the filing cabinet which are to be discarded and arranging for documents which are held digitally to be saved.
Ian confirmed that he has documents relating to the purchase of Hainey Moor and minutes prior to 2017 which he will pass to Tony and Kathy.
Events:
It was agreed that the Preseli Pete and the Bluestone Boys event had been a success both in terms of support but also because it had involved less effort than many previous events. It was agreed to investigate other bands for future bookings.
It was agreed to hold a Halloween event along similar lines to last year.
Another possibility is craft fair and Easter Egg Hunt in the spring.
Jubilee Park & Nature Trail:
Ian reported as follows:
Kathy reported that the application to Enhancing Pembrokeshire for a grant for consultant's fees is progressing and that contact is being made with The Wildlife Trust of South and West Wales and PLANED for advice.
Gwyneth and Sian were thanked for their recent work in clearing around the bus shelter.
Allotments:
It was reported that Julie has carried out a risk assessment for the allotments.
Kathy reported that issues with some plot holders have been resolved and that all allotments are now let.
Community Hall:
Tracy reported that she has received quotations from Communic8 for their recommended new audio and visual equipment for the hall of £1,475.20 and £3,546.48 respectively (both including VAT). It was agreed that Communic8 should be asked to the next trustees meeting for further discussion.
Hall Bookings:
Tracy reported the following bookings:
Quiz Nights:
Quizmasters have been booked through to March 2025.
Online Updates:
Tracy reported the statistics which are attached in an appendix to these minutes.
Pentlepoir Play Area:
On behalf of East Williamston Community Council, Doug asked whether the Association would be willing to write a letter of support for its application to Pembrokeshire County Council for a grant to fund the replacement of play equipment in the Pentlepoir Play Area. This was agreed.
Next Meeting:
The next trustees’ meeting will be on 07 October 2024 at 7.00 pm.
APPENDIX
On-line Up-dates
Website
329 people visited the website in the last 30 days
657 page views in the last 30 days
The most popular page this month again is the events page
Facebook page 356 followers
Best post on Facebook – Photos and videos of Preseli Pete from the weekend
Facebook Group – Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden –
532 members
Best post in the group – Preseli Pete advertising post
Google - Jubilee Park and Nature Trail229 interactions (likes etc)
96 people clicked through to our website.
133 people searched for directions to the park.
Google - East Williamston Community Hall57 profile interactions
23 people clicked through to our website.
33 people searched for directions to the hall.
Doug McIntosh (chair), Ian Wilkinson (vice-chair), Tony Ensom (secretary), Kathy Talbot (treasurer), Amanda Cresswell, Gwyneth Beynon, Sian Beynon, Tracy Beynon, Jill Ensom, Jenny Oliver, Mark Taylor and Jill Thomas.
Apologies:
Julie Burgess, Theresa Painting, Pete Strydom and Cliff Williams.
Minutes:
The minutes of the meeting held on 05 August 2024, which had been circulated previously, were approved and signed by Doug.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
Again, our bank balance is just over £10,000 at £10,397, plus £783 in cash. Following from last month's report, I've done nothing further about the Motion Picture Licensing Company until it seems necessary, if and when we use the television for public viewing. We have purchased the additional SumUp terminal. During the month we have repaired/replaced the front door lock and the boiler room lock. We also purchased a new kettle.
As agreed, we will abandon the idea of a 100 Club but will see if we can generate some income by registering with 'Easy Fundraising'. Shopping online can generate easy income for our charity without it costing you anything. Just Giving has not been successful, but we'll keep trying!
Our month's income has come from the Quiz and the bar, for both the Quiz and Bowls events, keeping us on a even keel. The Gentle Gym is a regular user as is Dynamix Dance.
At time of writing, I do not know the result of the Preseli Pete and the Bluestone Boys event, although as all tickets were sold we are anticipating a good outcome.
Kathy gave an up-date at the meeting regarding the Preseli Pete and the Bluestone Boys event. Provisional figures show an income in excess of £1,000 and a profit of around £500.
Association Records:
Tony and Kathy have in hand the disposal of the items from the Association’s records in the filing cabinet which are to be discarded and arranging for documents which are held digitally to be saved.
Ian confirmed that he has documents relating to the purchase of Hainey Moor and minutes prior to 2017 which he will pass to Tony and Kathy.
Events:
It was agreed that the Preseli Pete and the Bluestone Boys event had been a success both in terms of support but also because it had involved less effort than many previous events. It was agreed to investigate other bands for future bookings.
It was agreed to hold a Halloween event along similar lines to last year.
Another possibility is craft fair and Easter Egg Hunt in the spring.
Jubilee Park & Nature Trail:
Ian reported as follows:
- work has commenced on regular autumn maintenance of the park,
- the community council has received a grant from Keep Wales Tidy for fruit trees, spring bulbs and turf with pre-seeded wild flowers,
- Matthew Thomas has cut the paddock for hay and that this is slowly improving wild flowers in this part of the park, and
- the community council has applied for a grant for a wood chipper
Kathy reported that the application to Enhancing Pembrokeshire for a grant for consultant's fees is progressing and that contact is being made with The Wildlife Trust of South and West Wales and PLANED for advice.
Gwyneth and Sian were thanked for their recent work in clearing around the bus shelter.
Allotments:
It was reported that Julie has carried out a risk assessment for the allotments.
Kathy reported that issues with some plot holders have been resolved and that all allotments are now let.
Community Hall:
Tracy reported that she has received quotations from Communic8 for their recommended new audio and visual equipment for the hall of £1,475.20 and £3,546.48 respectively (both including VAT). It was agreed that Communic8 should be asked to the next trustees meeting for further discussion.
Hall Bookings:
Tracy reported the following bookings:
- Church Coffee morning booked for Saturday 07 September 10 am – 12 noon,
- The bowls club has booked the committee room for one hour on 10 September for a meeting,
- Dance classes are starting back on 11 September,
- Children’s party on 28 of September 11 am – 2 pm,
- Christening party 29th September setting up at 8 am party 12 noon until 5 pm,
- Children’s Party on 08 March 2025 and
- 30th Birthday party on 30 August 2025.
Quiz Nights:
Quizmasters have been booked through to March 2025.
Online Updates:
Tracy reported the statistics which are attached in an appendix to these minutes.
Pentlepoir Play Area:
On behalf of East Williamston Community Council, Doug asked whether the Association would be willing to write a letter of support for its application to Pembrokeshire County Council for a grant to fund the replacement of play equipment in the Pentlepoir Play Area. This was agreed.
Next Meeting:
The next trustees’ meeting will be on 07 October 2024 at 7.00 pm.
APPENDIX
On-line Up-dates
Website
329 people visited the website in the last 30 days
657 page views in the last 30 days
The most popular page this month again is the events page
Facebook page 356 followers
Best post on Facebook – Photos and videos of Preseli Pete from the weekend
Facebook Group – Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden –
532 members
Best post in the group – Preseli Pete advertising post
Google - Jubilee Park and Nature Trail229 interactions (likes etc)
96 people clicked through to our website.
133 people searched for directions to the park.
Google - East Williamston Community Hall57 profile interactions
23 people clicked through to our website.
33 people searched for directions to the hall.
