CASTLE CAEREINION RECREATION ASSOCIATION
Registered Charity No. 510862
Minutes of the monthly Committee meeting on 12th August 2014
Trustees Present :
Gary Lowsley : Chair
Janet Cannon: Treasurer – Bookings - W.I.
Ted Cannon: Building Officer – Independent
Margaret Evans: Independent
Adrian Hughes: Independent
Gary Human : Short Mat Bowls/Community Council
Ann Jones: Independent
Ann Minton-Evans: Independent
Mike Rogers: Independent
Julie Taylor: Secretary- Independent
1.Members of the Public
None.
2.Apologies : Evelyn Over (see below) and Lai Ying Man.
3.100 Club Draw
1st – Joan Wyatt
2nd – Betty Lewis
3rd – Elaine James
- Approval of the minutes of 8th July meeting: Approved.
Matters arising : None.
5.Correspondence :
Julie confirmed that she had complied with the request of the Charity Commission in respect of various details together with filing the Annual Return for 2013/14.
Gary (L) confirmed that the lady from Sports Wales had looked at our application for a grant and we are not eligible – it has to be more project based rather than just equipment. Therefore no further action will be taken in this respect. CCRA will therefore meet the costs of the goalpost/fitting.
Janet had received details of a photo competition from our insurers. It involves sending in photographs of events/people using the hall with a cash prize for the winner. The details will be displayed on the noticeboard in case anyone in the community wants to enter.
6.Finance.
a)Janet presented an income and expenditure statement for the period from 1st April 2014 to 12th August2014.
Gary (L) commented that despite having received the grant of £5,000 after paying for the new projector equipment in the sum of £8,500 together with the new goalposts costing £1,000 this will basically wipe out all the income that we have and that this year we will probably end up showing a deficit.
We are still awaiting the annual Powys C.C. grant.
Janet informed the Committee that Vojka Turner had donated her 100 club win back to CCRA.
7.Events
a)Summer Fete
Gary (L) as part of the sub-committee reported that everything was in hand and that Richard Oke was doing a great job of publicising the fete with the fantastic notices he had made and placed around the village. Joan will have a bar and a bbq at this years event. Gary (L) will be in charge of refreshments i.e. teas, scones etc. He checked with Ann (J) as to numbers of scones. Ann also handed out posters for the event.
Action : Sub-Committee
b)Wine Tasting (not on Agenda but discussed due to closeness of event)
Ian Gourdie rang Gary (L) to say that he has structured things differently for this years event namely that this will now include cheese tasting as a major part. He would like us to meet his costs of £280 (£100 for wine and £180 for cheese). He would like at least 40 people at this event.
It was discussed that at £8 a ticket this would create £320 with the raffle probably raising a further £40 Thus creating a possible £80 towards hall funds. If the tickets were £8.50 then possibly £100 could go in the fund. It was agreed that £8 should be charged.
Ian would like us to supply water, sandwiches and 3 raffles prizes – Janet Gary (L) and Margaret may have some prizes to donate.
It was confirmed that Ian usually prints his own tickets which need to be sorted shortly. Gary (L) will let him know the admission fee of £8 has been agreed to be printed on tickets which can go on sale at Mike’s Shop.
Gary (L) is to let Ian know confirmed numbers of ticket sales on the Monday prior to the event in order that the appropriate number of bottles of wine/amount of cheese is to be purchased.
Action : Gary (L)
c)Film Club
Gary (L) had informed the Committee earlier of the fact that Eve would be unable to attend meetings for a considerable time to come. In the circumstances the film club would be on hold. He therefore suggested a small steering committee whereby matters could be discussed fully - this will consist of Gary (L), Adrian and Mike.
It was brought to the attention of the Committee that Welshpool Town Council had now employed “Flicks in the Sticks” to show films in Welshpool Town Hall with an admission fee of £3.
A small discussion about the Licence ensued and Ted gave brief details and confirmed that this was £118 per year.
Julie said that perhaps contact should be made with the Town Council as to the facilities we could provide. Gary (L) is to contact them.
Action : Gary (L)/steering committee
d)Mike Lewis
In the absence of Eve Gary (H) is to contact Mike with a proposed date of any Saturday in November except the 8th.
Action : Gary (H)
e)Horse Racing Event
Gary (H) said this would cost about £80 if we run this event ourselves. The people send all the stuff. There are two or three different packages to chose from. The starter pack is £60 which contains 8 races. Gary (L) felt we would be looking to have this event in the new year now.
Ann Jones said she has a race night game at home unopened and she will look for this and report at the next meeting.
Action : Gary (H)/ Ann (J)
f)Swishing
This is to be deferred to next year.
g)Childrens Christmas Party
Janet and Ted confirmed Magic Kev is booked for Saturday 13th December.
Gary (H) confirmed the caterer (Rita) was also booked for that day.
It was agreed that permission letters would be sent via the school so that we have some idea of numbers.
There was also a suggestion of showing a cartoon/children’s movie afterwards.
h)Any other ideas
Gary (H) mentioned that someone had spoken to him who does a 60’s/70’s disco for £80. This idea will be revisited.
Adrian mentioned that John Pierce want to do a Northern Soul Evening.
Hywel and Johnny were mentioned as they had been unable to play at the Independence Day event they had confirmed they would play later in the year. It was suggested that perhaps they could play in October. Julie will follow this up.
Action : Julie
8.Premises usage and links with the public.
a)Bookings report : The hall is booked for 3 weekdays and 1 weekend in August which is better than last year.
b)Questionnaire : Gary (L) raised the question as to how extensive this should be. It was agreed it should be short rather than long. Gary (L) then asked for sample questions of what we should be asking will devise a questionnaire ready for the fete.
In light of the fact that most people in the community think that the hall is belongs to the school and they don’t realize it is for them to use Ann suggested that perhaps a list of questions should be put in the newsletter with the answers on the next page.
Action : Gary (L)
9.Premises Development and Maintenance.
a)Goalposts : The goalposts are due any time.
b)Painting : Adrian has spoken to the Painter and he is happy to do the work.
Mike wanted to know what exactly needed doing. It is the outside front door and the windows - the weatherboard on the windows need to be replaced by Richard before painting.
Adrian suggested meeting with Margaret to see what does need doing and he will e-mail her direct.
Action : Adrian
c)Wi-fi in hall : Ann (J) will ask the school about this and report back to the Committee.
Action : Ann (J)
d)Projector Equipment : This has now been successfully installed at a total cost at £8,600 with the aid of a grant in the sum of £5,000.
* Committee members were provided with a demonstration after the meeting.
10.Grounds improvement and maintenance.
Gareth was meant to be fixing the gatepost with the help of Gary (H) but this has not been done to date. Gary (H) will chase Gareth.
Action : Gary (H)
Ted has dealt with the tops of the fences and the grids.
11.Administrative Matters :
a)Julie still waiting for Trustee Form from Lai.
b)Gary (L) raised the point that we would need a replace for Ted now that he has retired. He expressed his thanks to Ted on behalf of the Committee for all his hard work.
12.Any other business
Margaret raised the point about bins and getting rid of rubbish. Rubbish is taken in a car at the moment and she feels we need a bin. The point was raised that bin/refuse collection was costly. This matter will be revisited at a later date but no action will be taken at the moment.
Further anyone hiring the hall is supposed to take their own rubbish away with them. Margaret said that the Pottery Class had not done this and therefore Gary (L) had stated that we should therefore charge for this service.
Date of the next meeting : The next meeting of the Committee will take place
onTuesday 12th September 2014 at 7.30pm