Minutes of Criw Niwbwrch Committee
Criw Niwbwrch Cyf
Minutes of General
Meeting 29th January 2008
Eglwys Bach 7.30pm
Present:
Chris Bowler Barrie Freeman (Vice Chair)
Liz Webb (chaired this meeting)
Ken Bowler (Treasurer) Dafydd Hughes
Tomos Hughes Roy Roberts
Luned James Blodwen Hughes
Agenda
1. Apologies:
Nia Hughes Joan Roberts
David Chadwick
2. Matters arising from minutes of last general meeting
4.2 HT felt unable to take up position of Chair due to personal circumstances
The minutes were accepted
by the committee as a true account of the meeting of
26th September 2007
3. Position of Chair
LW willing to Chair meetings and to carry out duties when available. BF to take chair if LW unavailable.
4. Building
Retention - there will be a walk around the building by end of February by RGR/building contractors and members of CN. TH requested day to be arranged on either Saturdays or late afternoon Fridays. Items discussed re building: better quality of air vent in gents’ toilets, hole in wall by side door, various damp issues, roof slate etc. Amount of retention held back £4,090.
5.Finance
KB provided financial
information for committee members in a file for easy access/transparency.
This includes company accounts, petty cash, high interest account etc. it
also includes spreadsheets to show how funding from various sources is being
spent and income from courses/activities. The projection of spend shows that
EB is comfortably viable until September 2008. Insurance is a big expense
that will be renewed at that time. Professional accountancy fees will also
be an expense that has to be met. RR queried the Charities Commission bid;
now information is available re income/expenditure a start can be made. The
zero rating for rates has probably been as a result of close association with
health promotion in many areas of EB service provision, and inclusion of all
sectors of the community. TH took responsibility for the finance file and
will have it available for anyone on the committee to view. It was generally
agreed that younger members of the community need to come forward to take
on responsibility for the running/organisation of EB.
Heating oil was ordered and due to increase in oil prices cost £100
more since last delivery.
6. Cylch ti a fi
CJB advised the meeting
that Sandra Jones, Project Worker with responsibility for the running/organisation
of Cylch ti a fi had handed in her resignation with effect from 15th February
2008, due to personal reasons. Unless volunteers come forward, recruitment
could take some time to organise.
Action: CJB to approach Marie Lympany who attended previous round of interviews
in June for the post and came a close second to Sandra, with a view to seeing
if she is still available and willing to be recruited to the post.
7. Funding Applications
a) Children In Need
– CN is through to the next round of the bid for continuation funding
for 2 part time project workers and Part time Project Manager. Result of bid
should be heard during first week of April.
b) Arts Council to be approached with bid for stage curtains/lighting etc.
The applications have cut off points in April/June.
c) Community Chest funding will be available for our bid at the beginning
of the new financial year. It was agreed that funding for training of young
people as sports leaders should be included in the application.
8. Activities
CJB advised that funding via Cymorth play grant has been used by CN for this financial year. A sum of £1000 can be applied for three times a year and CN has already had three successful bids for this year.
Family Film Club to be held on Friday 15th February 2008. NH to ask children in school for their choice from five dvds. Rules also need to be clear at the start of the film club to prevent moving about too much while the film is being viewed. LW to take posters to usual venues and flyers to be in school prior to half term.
9. AOB
i. Pool table to be
re-covered and mended – DH to contact professional. Half of the cost
of £165 to be met by Youth Service and Llangefni Lions to be approached
with view to paying CN’s half. A board to be placed over pool table
when stored to make more space within cupboard.
ii. Coleg Harlech have approached EB for hiring of hall for 12 week course
on Welsh poetry.
There is a possibility that Karen Hicks might be interested in training for
putting on Brownies session weekly.
iii. The cut off point for news to be included in Anglesey Mail is Friday
at latest.
iv. The temporary event notice for sale of alcohol and regulated entertainment
has been rescheduled for Saturday 1st March 2008. TH to investigate timing
of a previously booked party on the same afternoon; room to be vacated by
5.45pm. Meeting to be held on Tuesday 19th February for committee to finalise
arrangements for the evening entertainment.
v. A form to be completed and returned to Area Health authority re approval
of premises of EB for breastfeeding was agreed by the committee.
vi. The annual review 2007 and Business Plan 2008 was presented to the committee
and will be kept in the top drawer of the filing cabinet for members to access.
LW to borrow and return.
vii. Rob Stewart tendered his resignation from the committee and also as designated
person in charge of the kitchen. BH to ask Carys, Llinos and Glenys who all
hold basic food handling and hygiene qualifications, if any of them would
take on the responsibility of being the kitchen manager in a voluntary capacity.
CJB to ask Colin Griffiths, Environmental Officer to remove RS’s name
from CN’s information on EH’s data base.
viii. It was queried whether land was still available for the Coed Mawr dirt
track. The equipment handed back to CN was worth substantially less than the
amount of allocated funding. Much of it was out of date and would be unlikely
to fetch the original cost if put on ebay. CJB to contact Tony Jones (police)
to confirm whether CN can dispose of returned equipment. It was generally
agreed that CN does not want to be associated with CMDT.
ix. Refurbishment of parts of EB ie paint on damp areas; tongue and groove
to be placed below serving hatch. 11th – 15th February is half term
and might present an opportunity to carry out the above.
x. A new form for completion by hall hirers was discussed. A non returnable
(in the event of cancellation) £5 deposit to be requested on the form.
xi. BF suggested that a leaflet drop be carried out to find more volunteers.
Possibly a drop in day to be organised. After half term a concerted effort
to target certain groups eg ‘Friends’, new residents etc. Types
of volunteering to be advertised and sub groups to be formed for fund raising,
canteen etc.
xii. AONB – Jamie Cunliffe, the new landscape designer is to produce
his plans for the grounds at EB by 8th February 2008. Money is to be drawn
down by 25th February for those items that can be ordered by that date eg
materials. Labour and other costs can be met from drawing down monies in the
new financial year. JC is keen that all the committee is present to see his
plans as he does not want to make changes once the project is under way.
xiii. All residents are aware that CCTV is running 24/7. One camera needs
tightening up and CCTV needs readjusting since powercut in the early hours
of 29th.
xiv. LW advised that the library service EB is temporarily providing is quite
slow and the later session on Thursdays was proving difficult to manage as
young people waiting for the Youth Club were entering the premises on the
pretext of choosing books.
xv. The youth group to be held on Monday evening to be advertised more fully.
12.Date of next meeting
Tuesday 26th February 2008
Eglwys Bach
7.30pm (after aerobics)
Please bring these
minutes with you
.