Cymdeithas Trewyddel

 

CYMDEITHAS TREWYDDEL (MOYLEGROVE COMMUNITY)

 

Cymdeithas Trewyddel is a charitable incorporated organisation (no. 1169424) registered on behalf of the village of Moylegrove. The charity has the following objects:

‘to promote for the benefit of the residents of the village of Moylegrove and neighbourhood without distinction of race, sex, sexual orientation, or of political, religious or other opinions, by associating together such residents, local authorities and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure time occupation of the residents with the objective of improving the conditions of life for the residents.

Suffering, at the turn of the millennium, from a shrinking population owing to economic forces that have affected small rural communities throughout the country, and without facilities deemed essential to a thriving community such as a pub, shop or post office, the village was faced with the loss of its final heartbeat: the school. So it was that, in January 2002, the community organised itself with the creation of Cymdeithas Trewyddel (‘CT’) a charity with a constitution, to fight against the school's proposed closure. In this endeavour, as with so many other small villages around the country, it was doomed to be unsuccessful and the school finally shut its doors in July 2003. CT, however, survived as a representative voice and began to take on further responsibilities as the need for an organised body to represent the community grew.

CT’s proudest achievement to date is its conversion of the Old School Hall (‘Neuadd Yr Hen Ysgol’) for community use. The school was originally built as a ‘British School’ in about 1858 and, following its closure in 2003, the building was given (in 2008) to CT by the Lady Marcher (a descendant of the family which originally donated the site) to be used for community purposes. A grant of £156,000 was obtained by CT from the Lottery and the building completely refurbished and extended, finally opening in 2011. It is used entirely for community purposes and the trustees of CT work very hard to raise money for those purposes. With an increase in the use of the facility, and to give additional protection to the trustees, the decision was taken to convert CT into a charitable incorporated organisation and the new charity was registered by the Charity Commission on the 30th September 2016.

CT has 12 trustees who serve for three years on a rotational basis The executive committee of trustees has three honorary officers:

The Committee meets at regular intervals and minutes are posted on the village notice board in the car park and on this website. Meetings are open and copies of the minutes available upon request to anyone who may be interested. An AGM is held in May when the annual term of office ends and a new one begins. New blood is always welcome.

What does the Committee do?
Pretty much anything required of it connected to the welfare of the village. It is for instance responsible for having organised and seen through the long winded legal processes - (three years in total) - associated with the acquisition of title to the school as a community asset and construction of an appropriate trust after which it became the principle trustee.

Following two years work alongside Broadband Wales - the Assembly's body responsible for coverage of the most difficult reception areas in Wales - through a concentrated and persistent effort of representation including attempts to establish our own private system, Moylegrove became the first of the country's 35 black spots to be Broadband enabled - a huge boon to local businesses.

Amongst other things it won a village speed limit and winter opening for the walkers to the facilities in the car park and it keeps a watching environmental eye on Ceibwr Bay - our village beach - for the National Trust as the number of visitors continues to grow.

Why We Need Your continuing Support
The funds raised from all village events and raffles go towards covering the running costs and maintenance of the Old School Hall as an essential village amenity for us all to use.

With the volunteer help of willing villagers, C.T. organises such annual events as the Raft Race, the Beach BBQ, the village Car Treasure Hunt, Bonfire Night - which has grown into an area attraction and now needs the services of a pyro-technician - Christmas carol singing in the Bethel Chapel followed by wine and mince pies at the car park gathering and Father Christmas with presents for the kids. It also now organises the growing number of social events held in the school and if we could find the necessary folk to organise it we would happily resurrect the tradition of the village carnival.


To visitors we say, you are very welcome and we aim to make your stay as pleasant and rewarding as possible. We hope you will join in the activities we promote, enjoy the peace and tranquility of the area and respect the quality of our environment.

 
















   


Cymdeithas Trewyddel Notices

Secretary: Kingsley Chesworth.

Note -You can use the "Contact Us" facility on this website to communicate with us about anything concerning Moylegrove
or just to establish a dialogue -We would like to know what you are thinking.
You can contact your committee directly through the Secretary - Kingsley Chesworth, on 881391
or by e-mail kac.chesworth@fsmail.net

 

CYMDEITHAS TREWYDDEL

Note These AGM Minutes are not in date sequence with the minutes of the monthly meetings. Details of the monthly meetings follow on behind the AGM Minutes


Cymdeithas Trewyddel , AGM Minutes 28th June 2016, Old School Hall

Those present – as listed on the sign in sheet, including County Councillor Mike James and members of the current committee, Peter Boydell, Peter Fletcher, Kingsley Chesworth, Margaret Anthony, Keith Matthews, John Roberts, Mick Renny, John Anson, Heather Owen, Pat Taylor and Lynne Clarke. Ken Barnaby sent his apologies.

Minutes of Last AGM 30th June 2015
Peter Boydell proposed that these minutes were accepted as a true record of this meeting, the attendees all supported this

Maters Arising from last AGM
There were no items raised

Reports
Three reports were given to the meeting, key points raised by each were as follows

Environment - Keith Matthews
Annual meetings between coasteering groups and interested parties will not continue, attendance at these meetings has fallen.
More overnight campers are staying by the bay in motorhomes
Litter problems in the bay area seem to have improved
Beach rubbish deposited in the new bin is now being collected by PCC
The National Trust will install a new information board by the bay that identifies local flora and fauna
The National Trust are due to organise an event to remove Himalayan Balsam from the bay area, volunteers will be requested to assist. Councillor Mike James will contact the Trust and PCC to identify when this will occur.
Pot holes on Ceibwr Lane have been filled in by the PCC

Progress made and events held - Kingsley Chesworth

29 public events held, these included a wide variety of talks, workshops and social events including Alice in Moylegrove.
233 events were held at the hall, these included regular use by clubs, private hire and public events.
17 private hires including use as polling station.
Improvements made included, kitchen working surfaces increased, more tables and chairs purchased, new floor cleaner obtained and curtains fitted to the large window.
Looking forward projects include - improving safety and appearance of the front car park, fitting a door to the small meeting room and obtaining a defibrillator for the village.

Financial report - John Anson

Copies of the audited statement of accounts for the year ending 30 April 2016 were circulated to all attendees. Income for the year was £8263 and expenditure £7720. The end of year bank balance was £4071, the current balance is £4800. It was explained that we will maintain a balance in the bank that will cover hall running costs for one year.


Chairman's Comments Peter Boydell

Peter thanked the wide range of volunteers who had contributed in many ways over the last twelve months, this ranged from running clubs and our village coffee morning to organising events such as Alice in Moylegrove and village BBQs to producing a village calendar for 2017. He thanked the committee member for their contribution and in particular Ken Barnaby who is retiring from the committee after 15 years. Ken has provided guidance and hands on help over this period even though it has not always fitted with his demanding farming priorities. He has also performed the role of treasurer for the last 4 years. Peter also thanked Robert Anthony for his help and advice on preparing the proposal to convert Cymedithas Trewyddel to a Charitable Incorporated Organisation (CIO).
Peter said that he had enjoyed his time as a member and then chair of the committee and that he wished us every success in the future. The members of the committee thanked Peter for the valuable contribution he has made and wished him and Rebecca well in their new life in Malvern.

Special Resolution - Conversion of Cymdeithas Trewyddel to a CIO

Robert Anthony explained to the meeting the benefits of Cymdeithas Trewyddel becoming a CIO and the process that we needed to go through to implement this change to the status of the charity. This information was also detailed in the Report prepared by Robert that had been widely circulated and made available on the village website. The Special Resolution and revised Constitution, were also circulated before the meeting and made available on the village website and at this AGM.

Peter Boydell asked the meeting to consider and if thought fit pass the Special Resolution to convert Cymdeithas Trewyddel to a Charitable Incorporated Organisation. The only addendum to the circulated document being that points 4 and 5 be modified as shown

4. the requisite application for registration of the new body be made to the Charity Commission and HMRC be notified;
5. following registration of the new body, and transfer of assets and undertaking to it, the existing body be dissolved

The proposal to consider and accept the special resolution was seconded by John Roberts and the meeting voted to accept the change, there were no votes against. The committee will now take the change forward with the support and help of Robert

Election of Committee Members (Trustees) and Officers
The attendees unanimously elected the following

John Roberts (Chair) Heather Owen
John Anson (Treasurer) Mick Renny
Kingsley Chesworth (Secretary) Lynne Clarke
Margaret Anthony Patrick Beaumont
Dave Horsley Peter Fletcher
Keith Matthews
Pat Taylor

Peter Boydell closed the meeting and thanked everyone for attending

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CYMDEITHAS TREWYDDEL
Minutes of the meeting held on Tuesday 8 August 2017
Attendees
John Roberts (chair), Margaret Anthony, Peter Fletcher, Lynne Clarke, John Anson, Heather Owen, Pat Taylor, Patrick Beaumont, Sue Sturges, Mick Sturges, Anne Graves
Apologies: Mick Renny, Dave Horsley, Kingsley Chesworth
Matters arising from the last meeting
Small Meeting Room
The sofa is now in place and we have a voucher from Leeks for £120, this could be used towards the purchase of a chair, foot stool or cushions. We agreed that we should make further improvements to the room by fitting curtains and redecorating. Lynne, Margaret & Sue – on-going
The window repairs required in this room have now been completed. Thanks Patrick
Patrick agreed to make a wooden plaque for the entrance - naming the room as the Wyn Barrass room. Patrick is awaiting the definitive spelling for the plaque. The spelling of ‘Barrass’ is now confirmed. Patrick
Inside the Hall
Pat has met with the plumber to discuss options to improve the hot water supply for the kitchen and the flush valves in the male / female toilet cisterns. An estimate of £190 has been received to supply and fit the necessary pipework and components to connect the kitchen with the solar hot water tank. The meeting agreed this was acceptable and the work should go ahead, with the suggestion that 22mm pipe is used to maximise water flow where possible / appropriate. Pat to arrange for work to be completed asap. Pat
The plumber has also given the view that the cistern valves just need extra washers fitting and this will be done in conjunction with the above work. Pat
Pat has investigated the pricing for a 1000mm wall cupboard for the kitchen as requested. This can be purchased from Howdens Joinery for £60 assembled or £33 flat packed. The meeting agreed that the flat pack option should be purchased. Pat
After considerable discussion on the fact that the mechanical floor cleaner is not being used it was decided that we should see if it could be sold back to the supplier. Patrick will investigate. Patrick.
John A reported that a new electricity meter has now been fitted. This will automatically send readings to the supplier.
Front Car Park Improvements
The installation of electrical cabling and lighting will be completed soon. John A has information on outside lights that might be suitable and will investigate further. Pat, Peter and John A.
The timing for the laying of tarmac is uncertain, in the mean time it was agreed to patch up the area - Pat, Patrick and Peter
Outside awning for BBQs – Peter stated that the awning will put up by the end of this week. - Peter
Outside the hall
Complete the BT form to apply for a wayleave payment for the fibre cabinet installed on the hall's land – John A stated that Kingsley has now completed and submitted the form. Kingsley
Pat identified that the external storage shed needs a good clean out. Pat will list everything in there, we must decide what we want to keep. Having reviewed the contents Pat’s view is that it should all be disposed of and that the best option would be to hire a skip. The meeting agreed and requested that Pat organise a skip to be delivered and a team will then be required to empty the shed. Pat
We should progress the construction and installation of the sign outside the hall. Patrick has done a couple of drawings of potential design solutions but more work is required and this is still ongoing. Pat & John A
Other matters
The defibrillator and cabinet have been purchased from Welsh Hearts, we are now waiting for delivery and training. John A stated that just prior to the meeting he had received communication from Welsh Hearts confirming delivery on 29th August. It is not yet clear how or when installation will be completed (mains electricity connection required) or how training will be conducted. Kingsley
John A reported that the hall insurance fee had been paid and that the fee was £606 rather than the £623 expected. This item again lead to much discussion regarding the exact nature of the public liability cover provided, especially in respect of committee organised events where paid speakers or entertainers are in attendance. John A was asked to seek further clarification from the insurers, using some specific scenarios (e.g. paid speakers, paid brass band) and report back. Depending on the answers from the insurers the committee may have to decide whether to proceed with such events at risk or only run events without paid entertainers. Lynne has confirmed that this does not cause any problems for the Thursday singing group leader, who has her own insurance. –John A
Speed monitor cables have been installed near the top of the road, however Patrick reported that one of the cables has been damaged and therefore readings will be inaccurate. This has been reported to Mike James for the council to rectify.
Future events and responsibilities
Village Summer Party. The date for this event is now Friday 18 August. The Jazz band is booked for this revised date. There will be no entrance charge. Food to be arranged and cooked by Peter plus volunteers. There will be a couple of meat options and a vegetarian option. Food will be served from around 6:30pm. Anne will collect money for food and John A and Heather will run the bar. It was noted that the hall and grounds will need to be cleaned immediately after the event as there is a private booking for the hall the following day.
To be arranged -
Cardigan honey farm. Peter has had discussions with the owner who has offered to do a talk. Suggested date of 10th or 17th October. Peter.
Philip Sadler talk on the National Trust - Peter
Talk on Microbiology, provisional date 21 November. Script being prepared. -John R and Kingsley
Uncover an archaeologist to give a talk - Margaret
Escape from Russia event and food, October. This will go ahead with the committee / volunteers providing the food so as to avoid the insurance issue (the third party caterers originally proposed have no insurance). Date to be confirmed. - Patrick
Talk on the history of booze, November. Patrick suggested that this presentation be kept as a standby for use in the event that any other booked speaker / event is unexpectedly cancelled at the last minute (e.g. speaker illness) - Patrick
Talk on natural health/ herbal medicine, September - Lynne to arrange
Talk on how to log/record wildlife in your area, September. Sue has had email discussion with the Pembrokeshire bee recorder who has offered to do a talk on the work of the group, biodiversity recording in general and her experiences recording bees. She will charge a fee of £75. This was agreed by the committee and a possible date of 19th September suggested, subject to the speaker’s availability, or if not then January next year. - Sue to arrange
Mock Wedding – Peter is very keen that this proposed event takes place this year and has agreed to organise the event for Friday 17th November. Peter will select some people to play key roles in the event. Attendance at the event will be by invitation only (as with a normal wedding) and attendees will be charged £10 per head. This includes a buffet meal. One dress rehearsal will be required. - Peter
Financial Update
The current bank balance is £5232
Health and Safety
No change since last meeting.

Environment
Further to the committee’s agreement that some signage was needed at Ceibwr bay directing walkers and visitors the best way to the village facilities and / or refreshments (eg garden centre), John R has confirmed that none of the relevant landowners have any objection to signs being erected. However after much discussion it was agreed that more than one sign would be required and the exact location and wording needed to be decided on site. Therefore the committee members will visit the site 22nd August at 2:00pm to decide the detail. (Mick to send reminder email).
Sue has now made contact with Mark Underhill at the National Trust. Mark has confirmed that a new warden who will cover this section of the coast will be in post from 18th September. Sue will meet with them some time after that date. There is still a lack of clarity around the process for getting the bin at the bay emptied. Mark at the NT is investigating, meanwhile John R will speak to Mike James to check the council process to see if it can be simplified. John R.
The bin at the bay for beach rubbish has now been repaired and a new dustbin installed along with some black bags. Thanks to Anne.
Newsletter
Next issue is now to be in September. Contributions welcome.

AOB
Sue reported that one of the picnic benches sited on the viewing point / picnic area above the village on the Cardigan road has collapsed and is both unsightly and potentially a safety hazard and needs to be replaced. The committee is of the view that this facility is the responsibility of the county council and the first approach should be to our councillor, Mike James. Sue agreed to contact him. Sue.
Sue also raised, on behalf of Dave H, that the directional road sign by the bridge at the bottom of the village is damaged in the sense that several letters are missing from the place names. This was also felt to be a council matter and Sue will raise with Mike James as above. Sue.
Lynne referred back to a previous matter regarding the upkeep of the grounds and building of the church. Previously the vicar, reverend John Bennett, had approached the committee for any volunteers to help with the upkeep and Lynne (and others) had offered their services but nothing further has been heard and the grounds are looking in need of attention. As the church is now on the pilgrimage route it was felt this needs to be addressed. Lynne agreed to contact the vicar for some update. Lynne.

DATE OF NEXT MEETING TUESDAY 5th September


 

CYMDEITHAS TREWYDDEL
Minutes of the meeting held on Tuesday 11 July 2017
Attendees
John Roberts (chair), Margaret Anthony, Kingsley Chesworth, Lynne Clarke, John Anson, Heather Owen, Pat Taylor, Patrick Beaumont, Sue Sturges, Mick Sturges, Anne Graves
Apologies Mick Renny, Dave Horsley, Peter Fletcher
Responsibility Changes
John welcomed our new trustees to their first meeting - Anne Graves, Sue Sturges and Mick Sturges
It was agreed that Sue will take over responsibility for environmental matters from Keith Matthews who has retired as a trustee.
The role of secretary will be split, Mick S. will take on the role of minute secretary for future meetings and Kingsley will retain responsibility for contact with external groups such as the Charity Commission.
Matters arising from the last meeting
Small Meeting Room
The sofa is now in place and we have a voucher from Leeks for £120, this could be used towards the purchase of a chair, foot stool or cushions. We agreed that we should make further improvements to the room by fitting curtains and redecorating . Lynne, Margaret & Sue
The window in this room needs some repairs and painting - Patrick
Patrick agreed to make a wooden plaque for the entrance - naming the room as the Wyn Barrass room. Patrick
Inside the Hall
The toilet cisterns in the male and female toilets still seem to have a problem with the valves sometimes leaking water into the toilet bowls. We will consult with a plumber to see if we can purchase some better valves. Anne
Hot water plumbing to the kitchen still in progress, we will check with the above plumber to see if he can assist us complete the connection between the kitchen and the solar hot water tank. Anne
To improve airflow in the hall the chimney has been swept , these means we can now keep the chimney flue open - Thanks Pat
The price of cabinets for storage of crockery will be checked -Pat
It was noted that we have an issue with lack of use of the mechanical floor cleaner.
Front Car Park Improvements
The installation of electrical cabling and lighting will be completed soon -Pat and Peter
The timing for the laying of tarmac is uncertain, in the mean time it was agreed to patch up the area - Pat, Patrick and Peter
Outside awning for BBQs ongoing - Peter
Outside the hall
Complete the BT form to apply for a wayleave payment for the fibre cabinet installed on the hall's land - Kingsley
Foliage and growth around the hall grounds and next to the road has been cleared. Thanks - Pat, Dave and Kingsley
Other matters
The defibrillator and cabinet have been purchased from Welsh Hearts, we are now waiting for delivery and training. Kingsley
John A reported that the hall insurance will be purchased in the next few weeks for £623 . This will include public liability insurance for all our events and for private hire. However, it will not provide public liability cover if the hirer is taking fees. Lynne will confirm that this does not cause any problems for the Thursday singing group leader. -Lynne
The village speed survey still needs to be carried at the top of the village, we do not know the date.
Future events and responsibilities
Village Summer Party. The date for this event is now Friday 18 August . The Jazz band is booked for this revised date. There will be no entrance charge. Food to be arranged and cooked by Peter plus volunteers. Anne will collect money for food and John A and Heather will run the bar.
Thursday singing group - will organise an end of term open rehearsal in the hall at 4.30pm on 20th July, tea and cakes will be provided.
To be arranged -
Philip Sadler talk on the National Trust - Peter
Talk on Microbiology, provisional date 21 November -John R and Kingsley
Uncover an archaeologist to give a talk - Margaret
Escape from Russia event and food, October - Patrick
Talk on the history of booze, November - Patrick
Talk on natural health/ herbal medicine, September - Lynne to arrange
Talk on how to log/record wildlife in your area, September - Sue to arrange
Mock Wedding , is Peter willing to arrange this? - Peter
Financial Update
The current bank balance is £5600
Health and Safety
Pat reported that the annual fire extinguisher checks have been completed by an external contractor. The fire alarm checks have also been performed.

Environment
The meeting agreed with Sue's suggestion that we need a sign on the road by the bay pointing to Moylegrove. Visitors regularly ask for direction. John R will check with both Roger Fisk and William and Pam Ashcroft to identify if their land extends to the road and if it is appropriate to install a sign. We will then talk to Mike James about any requirements or permission we need from PCC. John R
The bin at the bay for beach rubbish needs repairing and a plastic dustbin inside -Anne
Newsletter
Next issue is due in August.
AOB
Pat identified that the external storage shed needs a good clean out. Pat will list everything in there, we must decide what we want to keep. Pat
We should progress the construction and installation of the sign outside the hall. Pat & John A
John A reported that we are having a new electricity meter fitted, this will automatically send off readings to the supplier.

DATE OF NEXT MEETING TUESDAY 8th AUGUST

 


CYMDEITHAS TREWYDDEL
Minutes of the meeting held on Tuesday 16 May 2017

Attendees
John Roberts (chair), Margaret Anthony, Kingsley Chesworth, Peter Fletcher, Lynne Clarke, John Anson, Heather Owen, Pat Taylor, Dave Horsley, Keith Matthews
Apologies Mick Renny, Patrick Beaumont
Matters Arising from the last meeting

Small Meeting Room
Lynne reported that the sofa has been ordered, still to be done is the room restoration and mounting a plaque acknowledging Win Barrass - Lynne, Margaret and John R

Kitchen
Hot water plumbing to the kitchen still in progress with Dave Griffiths -Pat

Front Car Park Improvements
The installation of electrical cabling and lighting will be completed before summer -Pat and Peter
The timing for the laying of tarmac is uncertain, in the mean time it was agreed to patch up the area - Pat, Patrick and Peter
Outside awning for BBQs ongoing - Peter

Inside the Hall
Toilet cisterns, no action will be taken at the moment to replace the valves - but we should check them regularly.
To improve airflow in the hall sweep chimney and keep open - Pat and Kingsley

Outside the hall
Complete the BT form to apply for a wayleave payment for the fibre cabinet installed on the halls land - Kingsley
Clear foliage and growth around the hall grounds and next to the road - Pat, Dave and Kingsley

Other matters
It was agreed that the defibrillator and cabinet will be purchased from Welsh Hearts at a total cost of £1500. It will be installed outside the hall. It was noted that the cabinet is heated so will require a power supply, it is not locked but does have an alarm - Kingsley


John A reported that the Hall insurance will be purchased in 2 months from a company that specialises in this cover - the total cost will be £623. This is a saving over previous years and includes public liability insurance for all events including private hire, except if the hire involves the hirer taking fees. Lynne will check that this does not cause any problems for the Thursday singing group leader. -Lynne

Items from Mike James
The yellow grit bin on the S bend has been installed - Thank you Mike
The village speed survey checks will be carried out over the Bank Holiday at the top of the village.

Future events and responsibilities
Village Summer Party 17 August. Jazz band booked, food to be arranged
Thursday singing group - to organise an end of term event in the hall in July, date to be confirmed - Lynne

To be arranged
Philip Sadler talk on the National Trust - Peter
Talk on Microbiology -John R and Kingsley
Uncover an archaeologist to give a talk - Margaret


Financial Update
The current bank balance is £6768. The sofa has been paid for and we have a £100 voucher from this purchase - we need to identify what we should buy -Lynne

Expenditure Items
The extra large plates, small plates and bowls have been purchased - Thank you Peter
It was suggested that a shelf should be installed in the store room for the extra plates- Pat

Health and Safety
Pat reported that the fire extinguisher checks have been carried out.
It was agreed that we do not need to paint parking areas on the ground outside the kitchen.

Environment
The National Trust have installed the information board at the bay. They did not follow up on their proposal to involve us in the content of the board. Keith also reported that communications with the Trust have been made difficult as no person has been allocated responsibility for the bay.
Pot holes on the road by the bay have been filled in.

AGM
At the AGM on 13 June reports will be given by Keith (environment), John A (financial) and John R (report on the year)
Posters - John will prepare and Kingsley put up. Wine and Cheese - Kingsley to provide

AOB
It was noted that volunteers wanting to help with reviving and maintaining the parish church should contact Rev John Bennett directly
The hall electrical floor cleaner has now been repaired - Thank you John A


CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 4th April 2017.


Attendees:

John Roberts (Chair), Margaret Anthony, Lynne Clarke , Peter Fletcher, Patrick Beaumont, Pat Taylor, Mick Renny, Dave Horsley, Heather Owen and John Anson. The Revd John Bennett joined the meeting at 21.00hrs.

Apologies from Kingsley Chesworth. Gaynor Hazelden, Mike James and Keith Matthews.

The minutes from the last meeting were approved.

Matters arising from the last meeting:

Small meeting room:

A sofa style was agreed using a Scotchguarded fabric covering. This, and restoration needed in the room, will be funded from the Win Barrass legacy and a small plaque will be mounted on the wall in the chamber acknowledging her generosity. – Lynne, Margaret and John R.

Kitchen:

Hot water plumbing to the kitchen still in progress with Dave Griffiths – Pat

Front car park improvements:

The installation of electric cabling and lighting will be completed before summer – Pat and Peter

The timing for the delivery and professional laying of tarmac to finish off the front car park cannot be specified and could be even 2018. In the mean time it was agreed to patch up the area until the job can be satisfactorily completed. – Pat, Patrick and Peter

Outside awning for BBQs, ongoing. – Peter

Inside the Hall:

The toilet cisterns cannot be guaranteed to work efficiently and we are wasting water. If they cannot be repaired then we need to look at replacing the valves with those of a better quality. – Peter

To improve the airflow in the Hall the chimney will be swept and kept open. Ongoing – Pat and Kingsley

A new electrical spur socket has been fitted adjacent to the old entrance porch – Thank you Pat.

Outside the Hall:

All the new A4 and A3 notice boards have been installed in the village and surrounding areas – Thank you Patrick. Further work needs to be done on them however regarding varnish waterproofing. – Patrick

We’re still on hold waiting for a response from BT regarding a wayleave payment for fibre cabinet 2 installed on the Hall’s land. – Kingsley
Volunteers will do some weed-killing and cutting back of foliage on Sunday 10th April at 10.00 outside the Hall. –
All

A new planter trough will be put outside the Hall at Vanessa’s request. – Pat

Other matters:

Defibrillator. We are waiting for current costs of a defibrillator for the village, but it was decided to press ahead with the purchase rather than wait for the money to come from sponsored events.

Hall insurance. Information has just been received about a company that specialises in village hall insurance and that will be followed up. – John A. and Kingsley

Items from Mike James

The request for a replacement yellow grit bin by the S bend is ongoing, as is the speed survey checking on traffic flow through the village.

Future events and responsibilities:

The Fishguard Folk Singers. Friday 7th April. Catering Peter, bar Heather and John, door Patrick + others.

Cardigan Rugby Club Male Voice Choir. Friday 19th May. Peter arranging. Blurb and smudge needed for posters etc. – Peter

Village Summer Party. Thursday 17th August. 5 piece band booked but committee needs to do further organisation.

To be arranged:

Local singing group event to raise money for the defibrillator fund. Date and venue to be decided. – Lynne

Talk on Microbiology by John R. and Kingsley. September?

Dredge up an archaeologist to give a talk. – Margaret (Robert)

Find a speaker for a Welsh Herbal Tradition talk – Lynne

Philip Sadler from the National Trust could give a talk. – Peter

Financial update:

The current bank balance is £7523.00

Expenditure items:

36 large and 24 small plates together with 48 bowls will be purchased to compliment our china inventory. A shelf or cupboard will be installed in the kitchen to hold the new items – Peter

Health and Safety:

Fire alarm tests successfully carried out - Pat
Ground area outside kitchen to be painted indicating no parking allowing safe emergency egress. - Pat

Environment:

Keith Matthews reports:

So far as the Environment goes there's little to report. Peter and I were supposed to meet to present our ideas for the new notice-board at Ceibwr, as arranged at the last liaison committee meeting. However, it appears that the NT has preempted us and is about to instal the Board without listening to our suggestions. Pretty cool as the idea came from us in the first place. They have also stopped answering emails for the time being about emptying the bin on the parking place, although they have repaired the broken strut, and replaced the padlock that went missing.

With the dry weather, Adventure Beyond, the Llandyssul Paddlers, and private kayakers have all been making an appearance at Ceibwr. Litter has been moderate, but then things have not yet really got going

One other matter. I have reported the large pothole near Ffynon Watty drive as well as an uncovered drain on the other side, to PCC. The pothole has been filled. Anyone can report potholes on PCC website and they're filled almost by return
Newsletter:

In the recently published Newsletter readers are invited to respond to the option of having the editions delivered electronically as well as gauging interest in carpet bowls and comments on the design of a Hall sign viewable from the road. – Thank you Margaret.

AOB:

Peter talked about Himalayan balsam, its local infestation and methods of eradication.

The Revd John Bennett, vicar of Cardigan, joined the meeting at 21.00 hrs.

His reason for visiting us was to find out any interest in reviving St. Andrews church and grounds in Moylgrove so that its doors could be opened again for certain festive occasions. Volunteers would be sought to complete the revival process for the Church and it was decided that John would furnish us with a brief outline of his thoughts regarding the church usage and volunteer requirements that could be emailed locally to see what interest exists.


Date of AGM: Tentative date set for Tuesday June 13th 2017.

Date of next meeting – Tuesday 16th May 2017.

 

 



CYMDEITHAS TREWYDDEL
Minutes of the meeting held on Tuesday 28th February 2017
Attendees
John Roberts (chair), Margaret Anthony, Kingsley Chesworth, Peter Fletcher, Lynne Clarke, Patrick Beaumont, John Anson, Heather Owen, Pat Taylor, Mike James (first 30minutes)
Apologies, Gaynor Hazelden, Keith Matthews, Dave Horsley


Matters Arising from the last meeting
Small meeting room

Bookshelves have been purchased and fitted in the small meeting room - thank you Lynne
It was confirmed that we need to improve the small meeting room so that it is suitable for community use and private hire, we will use the donation from the estate of Wyn Barrass to finance this work.
A corner unit settee will be purchased when when the colour and design has been finalised. We also need to consider improving the decor of the room. Lynne, Margaret and John R

Front car park improvements
Install electric cabling and lighting, complete before summer - Pat & Peter
The area filled with grit by the new wooden fence needs to be finished off - the option of tarmac is being evaluated - Patrick
A new fence and meshing has been fitted on the wall above the car park entrance -thank you Pat , Patrick , Peter & Kingsley
Outside awning for BBQs , ongoing - Peter
Inspection cover has been replaced - thank you John A.

Kitchen
Hot water plumbing to kitchen still in progress with Dave Griffiths, Pat will try to do some of the work himself - Pat
Hob has been check by John R and Ann, they confirmed that there seemed to be no problem with operating the unit. However, the instructions need to be read to ensure that a ring is not accidentally switched off. A laminated copy of the instructions are available in the kitchen. Thank you John and Ann
More large plates and some serving spoons have been purchased - thank you Peter
Cutlery containers are needed - Peter


Inside the Hall
Intermittent leaks from the filling valves in toilet cisterns - no recent problem detected but we all need to check regularly
Urinal flushing valve - we will continue with manual control of the valve
To improve air flow in the hall and help reduce condensation , the chimney will be swept and kept open - Pat & Kingsley
A double electrical socket is required in the hall close to the old entrance porch - this will avoid the need to use trailing extension lead -Pat


More new notice boards for A4 and A3 posters have been installed around the village -thank you Patrick. There are still a few more to be installed - Patrick

We will contact BT to request a wayleave payment for the fibre box - Kingsley
In the next edition of the Newsletter the option of an electronic copy will be explained and readers asked if they want to take this up - Margaret
interest in carpet bowls will be requested -Margaret

Defibrillator - an application has been made to Welsh Hearts for the supply and installation of a unit outside the hall, we are awaiting their response on the cost and grant availability - Kingsley


The PCC food hygiene survey has been completed by Kingsley with Peter's help.

Village parish church - John Bennett will be invited to our next meeting to talk about opening the church on an occasional basis -Kingsley

Items from Mike James
Mike reported that:
he had requested a new yellow grit bin to replace the damaged bin by the S bend on the road into the village.
later this year the speed survey wires that were placed on the road near to the hall will be sited at the top of the village on the Newport road .

Future Events - Responsibilities
Alan Wills talk on Artificial Intelligence - Friday 10 March, open up and set up John and Patrick, bar Heather, John and Kingsley
Melvin Grey talk on Teifi Valley Wildlife - Tuesday 28 March, , open up and set up Kingsley and Patrick, Bar Peter and Kingsley

Future Events
Fishguard Folk singers and fish and chip supper - 7 April, agreed £3 to enter and £5 for fish and chips
Cardigan Rugby Club Male Voice Choir - Friday 18 May (note date revised post meeting)
BBQ and Jazz - 17 August , band have been booked
Philip Sadler talk on the National Trust - Peter
Talk on Microbiology -John R and Kingsley
Uncover an archaeologist to give a talk - Margaret
Look into obtaining a speaker on the Welsh herbal tradition - Lynne
Local singing group event to raise money for the defibrillator - Lynne

Financial Update
The current bank balance is £7600.
Expenditure Items
Carpet bowls -Peter reported that the cost of two retractable carpets and the bowling equipment is high, over £4000 for new . Before we evaluate this any further we need to know that there is real interest in this sport, this should include an item in the newsletter


Newsletter
The next issue is planned for March

Environment
An information sign/map is to be installed at Ceibwr Bay by the National Trust, a design will be proposed by Peter and Keith. We are still waiting for the NT to contact Keith -Keith & Peter


AOB
The new sign outside the school should be illuminated
The meeting agreed with Patrick that we need to remove growth on the front wall by the entrance before it does any damage also the car park and area around the school needs to be tidied up - this will be organised over summer.
Check if PAVs have any information about hall insurance and cover for use by third parties or services supplied by third parties - Kingsley

Date of Next Meeting Tuesday 4 April

 


CYMDEITHAS TREWYDDEL
Minutes of the meeting held on Tuesday 24th January 2017
Attendees
John Roberts (chair), Margaret Anthony, Kingsley Chesworth, Peter Fletcher, Dave Horsley, Lynne Clarke, Patrick Beaumont, John Anson, Heather Owen, Pat Taylor
Apologies, Mick Renny , Gaynor Hazelden , Keith Matthews, Mike James


Matters Arising from the last meeting

Bookshelves - Lynne will purchase some new shelves. These will be fitted behind the meeting room door . It was also agreed that we will put a notice on these shelves advertising the services of the mobile library - Lynne

Intermittent leaks from the filling valves in toilet cisterns - Peter
Urinal flushing valve - look at the option of a better valve - Peter

Guest Key safe installed and operating -thanks John A and Pat

First aid kit restocked - thanks Gaynor

A new wooden lectern has been constructed , it also includes a light - thanks Patrick

Six new rectangular wipe clean tablecloths have been purchased - thanks John A and Margaret

Front car park improvements, install electric cabling and lighting complete before summer - Pat & Peter
Front car park improvements , Patrick has already removed the metal posts and replaced them with wood, it was confirmed that meshing should be fitted to the fence to prevent children climbing -Patrick

Outside awning for BBQ , ongoing - Peter

Hot water plumbing to kitchen still in progress with Dave Griffiths, Pat will try to do some of the work himself - Pat

Additional cutlery has been purchased -thanks for this Peter and for fixing the cutlery draw. It was agreed that we should also purchase 20 more large plates and some serving spoons. -Peter

A wall heater has been installed in the kitchen -thanks Pat.

Some new notice boards for A4 and A3 posters have already been installed around the village. Patrick showed his design for additional notice boards still to be installed. The committee agreed these were excellent and thanked Patrick for his work - Patrick

It was confirmed by John A that it was cheaper for us to print the Newsletter ourselves rather than use an outside company. To help reduce our printing costs it was agreed that we will give readers the option of having an online copy of the Newsletter. In the next edition this option will be explained and readers asked if they want to take this up. However, we recognise that many people still prefer a hard copy, this will continue to be made available - Margaret

It was agreed that the festive events went well and Peter was thanked for the excellent firework display at the end of the New Year Party.

Future Events and Responsibilities

Burns Night - cater for 65
Glen Johnson talk on St Dogmaels Abby 21 February. Open up and set up - Kingsley, Bar-John, Heather, Margaret.
Alan Wills talk on Artificial Intelligence - Friday 10 March
To be arranged -
Folk singers and fish and chip supper - John A
Philip Sadler talk on the National Trust - Peter
Talk on Microbiology, John R and Kingsley -John R and Kingsley
Uncover an archaeologist to give a talk - Margaret
Melvin Gray, date and topic to be agreed- John A
Look into obtaining a speaker on the Welsh herbal tradition - Lynne
Summer BBQ with jazz group
Local singing group event to raise money for the defibrillator - Lynne

Financial Update
The current bank balance is £6798.
John A. reported that the ongoing cost of running the hall is approximately £250 per month
Western Power will forward us a one off wayleave payment of £50 for their work on the BT fibre box. We will contact BT now to request a payment for the fibre box - Kingsley

Expenditure Items

Kitchen - there are concerns about the effectiveness of the hob particularly the overactive 'cut out mechanism'. Before we make any decision about replacement John and Ann will check the unit and report back at the next meeting - John R

It was also agreed that for the present we will keep the kitchen as it is rather than move to a more commercial set up.
Condensation - it was agreed that for the present we should focus on airflow to reduce the problem of condensation on the windows in the main hall. The chimney in the main hall is currently sealed to prevent soot falling - if this is swept we should be able to leave it open to increase air flow - Pat & Kingsley

Small meeting room - besides fitting a bookshelf unit it was agreed that we should make the room more comfortable . We will evaluate cost and options for furniture including a settee - Lynne

Health and Safety
Defibrillator - to identify the cost and grants available we will submit an application form to Welsh Hearts. It was agreed that on this application we will identify the location for the unit as the external wall of the hall close to the entrance -Kingsley
A bracket has been installed for the fire extinguisher in the kitchen -Thanks Pat
Replace lightweight inspection covers - John A & Pat
Newsletter
The next issue is planned for March/April

Environment
It was suggested that we talk to Mike James about the damaged yellow grit bin on the hill out the village - Keith
The proposed sign/map to be installed at Ceibwr Bay by the National Trust is less than impressive, a better sign will be proposed -Keith & Peter

AOB
We need a sign outside the school that can be seen easily by passing traffic. We will prepare the proposed artwork for the sign, this will included for comment in the Newsletter - John A
We supported Vanessa's proposal to have more planters in the car park.
The cost of having two indoor bowling mats will be checked - Peter
The PCC Food Hygiene survey will be completed by Kingsley with help from Peter

The rates for rental of the hall should include a category for one off use by commercial organisations. The rate should be variable, assessed each time and be based upon the proposed use, requirements and type of organisation - John A

Village Parish Church - John Bennett, the area Dean, should be invited to a future meeting regarding his proposals to open the church on an occasional basis for special events - Kingsley



Date of Next Meeting Tuesday 28 February

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 15th November 2016.

Attendees:

John Roberts (Chair), Gaynor Hazelden, Mick Renny, Margaret Anthony, Keith Matthews, Peter Fletcher, Patrick Beaumont, Pat Taylor, Heather Owen and John Anson.

Apologies from Kingsley Chesworth, Lynne Clarke and Dave Horsley.

The minutes from the last meeting were approved.

Matters arising from the last meeting:

Bookshelves in the small meeting room. A bookcase that may be suitable has been spotted in a second hand shop in Cardigan. The available area in the meeting room is to be measured and, if suitable, the item will be purchased.

- Heather

Hot water plumbing to the kitchen still in progress with Dave Griffiths – Pat

Leaks in filling valves in toilet cisterns need to be fixed – Pat and Peter

Front car park improvements. Ongoing, electrical feed to front wall and more wooden rails required. – Pat, Patrick

and Peter

Water condensation on large window. Options provided by Kingsley were discussed but no decision made. It was mentioned that maybe no action need to be taken as the new curtains, when drawn, could trap low humidity air near the window and reduce the condensation effect.

Outside awning for BBQ. Ongoing. – Peter

Additional kitchen utensil requirements – Peter

Pembrokeshire Records Office now has the Old Village Map. A visit could be arranged to the facility in Haverfordwest to see their activities. - Mick

Kitchen wall heater type is still being investigated – Pat

Village notice boards for event posters are being constructed – Pat and Patrick

Patrick reported the cost of having 150 newsletters printed by an outside company as being £138 for a 16 page and £160 for a 20 page booklet. An analysis of the actual costs of in-house printing presently undertaken will be done to allow the most economical route to be taken – John A.

Future events and responsibilities:

Christmas Party 3rd December

Village members are providing a buffet. Kingsley will provide some ‘fine’ wine to be available by the bottle as last year and the usual bar will be open. Ken has kindly agreed to run the raffle, the proceeds will go to the defibrillator fund. The tables will be set and decorations put up on Friday 2nd.

New Year’s Eve Party 31st December
All attendees can bring food. Fireworks at midnight.

Burns night 28th January
Patrick is organising the food and entertainment. The entrance charge is to be £12/head.To be arranged:

The date for the Village Carol Singing event has not yet been set. The Hall will be available after the event with mince pies and mulled wine etc. Eira will be contacted regarding the organisation of the chapel and date - Peter

Alan Wills will give a talk on Artificial Intelligence in March 2017. A date of Friday 10th March has been proposed.

Glen Johnson will be contacted to see if he can do another historical talk in February. – Kingsley

As there has been no response from July’s email to Melvin Grey requesting a return visit to give a wildlife talk another missive has recently been sent. Awaiting a reply. – John A.

Talk on Microbiology by John R. and Kingsley in the new year. Date to be decided.

Un-earth an archaeologist to give a talk. – Margaret

Cardigan Rugby Club Male Voice Choir. – Peter

Find a speaker for a Welsh Herbal Tradition talk – Lynne

Philip Sadler from the National Trust could give a talk. To be discussed – Peter

Financial update:

The current bank balance is £4554.00

At the meeting we were presented with a cheque for £2000.00, a very generous donation from the estate of the late Win Barrass, a Moylgrove resident.

Expenditure items:

A proposal was made to purchase a soup warmer and a ‘hostess’ style trolley for the kitchen. It was decided that there would not be too much use for these items and that storage of them would be an issue.

The existing electric cooker and hob are not liked and it was proposed to replace these with a gas hob and a double oven capable of cooking and plate warming. Models will be sought. – Peter


Coaststeering meeting:

The proposed sign/map to be installed at Ceibwr Bay by the National Trust was less than impressive. So Peter and Keith have been asked to propose a better design.

Health and Safety:

The risk assessment around the building has been carried out and the only items of concern were the inspection covers in the driveway and car park. Some are lightweight pedestrian only types and not suitable for vehicular traffic. Replacements will be installed. – Pat and John A.

Ground area outside kitchen to be painted indicating no parking allowing safe emergency egress. - Pat

First Aid Kit:

Gaynor has agreed to provide the items required.

Defibrillator:

Kingsley reports. I followed up Gaynor’s suggestion to check with the British Heart Foundation (BHF) and Welsh Hearts.

No grants are available from the BHF at present, there may be some in the future – we’ll keep checking. Welsh Hearts provide the defibrillator, some training and inform when batteries need changing. The recommended unit costs around £1000 and with a suitable cabinet the total comes to £1400. I have an application form from Welsh Hearts which could allow us to access a grant of £150 towards the cost.

Mike James is going to check with Tesco who donated the defibrillator to St Dogmaels to see if they could help us too.

Lectern:

A lectern from Amazon would cost between £70 - £100 – Kingsley

Patrick is also considering constructing one.

Key safe:

It was decided to purchase a new keysafe, identical to the one in use at present, to be fixed to the outside wall adjacent to the existing one and containing a door key. This will be labelled ‘Guest Key’ and be used by guests using the hall and the code changed for each period of usage. – John A. and Pat

Table cloths:

Costs and suitability of wipe-clean tablecloths for the Hall will be assessed – Margaret, Heather and John A.

Washroom stationery:

We’ve got to the bottom of who’s supplying the paper towels and toilet tissue. Peter has stock at the nursery and we can buy from him. A notice in the right-hand storeroom, where the products are stored, intimates this position.


Environment:

There is a damaged yellow bin for grit on the hill out of Moylegrove and it could be a good idea to get the Highways Department to service all the local containers before winter sets in - Keith

Newsletter:

Margaret reported a healthy £160 received as subscriptions for the Newsletter.

Television Receiving Licence:

It was agreed that there is no need for the continuation of the TV licence. – John A.

Openreach communication box:

A telecomms street box has been installed on land owned by CT. We need to find out whether any wayleave rental is due to us. – Kingsley and John A.


Date of next meeting – Tuesday 24th January 2017.

 

 

 

 

CYMDEITHAS TREWYDDEL
Minutes of the meeting held on Tuesday 4th October 2016
Attendees
John Roberts, Margaret Anthony, Kingsley Chesworth, Peter Fletcher, Mick Renny, Dave Horsley, Lynne Clarke, Gaynor Hazelden.
Apologies, Patrick Beaumont, John Anson, Heather Owen, Keith Matthews, Pat Taylor
The minutes from the last meeting were approved
John welcomed Gaynor to the meeting . Gaynor is a member of Nevern Community Council
Matters Arising from the last meeting
Pat has fitted the new door in the meeting room, Margaret has cleaned the door - the job is now completed.
Book shelves to be fitted in the meeting room - Pat
Hot water plumbing to kitchen still in progress with Dave Griffiths - Pat
Front car park improvements, the next phase is to the install electric cabling and lighting , concrete the modified area and fit D rails to the end wall. The first step is to install the cabling and the D rails - Pat & Peter
Water condensation on the windows, identify options and cost of polycarbonate double glazing - Kingsley
Outside awning for BBQ inclement weather protection, look at DIY options - Peter
Additional kitchen utensil requirements - Peter
Old village map - Pembrokeshire Records Office are photographing and storing the map, the map will be delivered to them tomorrow Mick
A wall heater will be installed in the kitchen at an approximate cost of £30 - Pat
New notice boards for A4 and A3 posters, that will allow fitting without pins or staples, to be installed in the village - Pat & Patrick
The cost of having the Newsletter printed externally is being obtained - Patrick
Future Events and Responsibilities
Alice in Moylegrove - 11 October , door and bar Kingsley, also check with Vanessa to see what has already been arranged.
Philip Beaumont Talk, Flowers of Iberia -25 October, door Kingsley and Dave, Bar Margaret
Christmas Party 3rd December
It will be a self service buffet , tickets to be sold, the event will be limited to 64 people. The next step is to identify who will organise the food and who will assist - Margaret

New Year Party 31 December
It was confirmed that we will have a party on Christmas eve and that it will be organised as last year with attendees bringing food. It was agreed by a majority vote that we should have midnight fireworks , Peter agreed to look at the option of fireworks that did not make a loud noise.
To be arranged
Talk on Artificial Intelligence, Alan Wills in the new year, date TBC - Kingsley
Talk on Microbiology, John R and Kingsley in the new year, date TBC - John R and Kingsley
Uncover an archaeologist to give a talk - Margaret
Cardigan Rugby Club Male Voice Choir obtain a date from the choir - Peter
Melvin Gray, date to be agreed- John A
Look into obtaining a speaker on the Welsh herbal tradition - Lynne
Financial Update
The current bank balance is £4633. We made a net profit of £390 from the Bernard Knight talk and £120 from the Martin Lewis talk
Speed Limits
Councillor Mike James has informed us that St Dogmaels now has a traffic management group to address such issues and has asked if such a group would be appropriate for our village. It was agreed that we will not progress such a group in the village. If individuals have concerns about village speed limits these should be raised with the Community Council.
Village Telephone Box
Due to lack of use BT is proposing to remove the village phone box. John has raised our concerns in an email to the Chief Executive of BT, no reply has been received yet. Gaynor also informed us that the Community Council were addressing the issue with the National Park.
Health and Safety
John A and Pat have carried out a risk assessment on the hall and surrounding car park, they will report at the next meeting.- John A. & Pat
Heather has identified the items needed to improve the hall first aid box , Peter has the list and Gaynor will provide the items required - Gaynor
It was agreed we should progress installing a defibrillator outside the hall . Gaynor will identify what we should purchase , the costs and possible grants. Kingsley will then make the application after the cost is approved by the committee -Gaynor & Kingsley
Newsletter
The next issue is about to be produced. Margaret and the team will look at the option of providing electronic copies to those who request this format. - Margaret
Providing information on hall events to local newspapers, Margaret will take to Imogen .- Margaret

Environment
Keith provided a written report to the meeting, key points included:
Mike James has met the new National Trust Officer for the bay area and Mike reported that the new notice board is nearly ready, we will be informed when it is installed.
Although the bay has been busy, including kayaks, coasteerers and overnight parkers, litter has been less than expected
AOB
Provide 6 rolls of blue hand towels for toilets - Peter
Look at the cost of a lectern that could be used by speakers - Kingsley

Date of Next Meeting Tuesday 15 November


CYMDEITHAS TREWYDDEL
Minutes of the meeting held on Tuesday 17 May 2016

Attendees
John Roberts (Chair), Ken Barnaby, John Anson, Heather Owen, Margaret Anthony, Kingsley Chesworth, Keith Matthews, Lynne Clarke, Peter Fletcher, Patrick Beaumont, Pat Taylor, Mick Renny and Terry Faulkner.
Robert Anthony for first item on the agenda

CT Constitution
After discussion it was was unanimously agreed to recommend to members of Cymdeithas Trewyddel at the forthcoming AGM that:
1. The draft constitution/articles for the proposed charitable incorporated organisation (CIO)be approved
2. The assets held by Cymdeithas Trewyddel, as currently constituted, be transferred to the new CIO
3. Cymdeithas Trewyddel , as presently constituted, be wound up

Actions
Robert will prepare a report, special resolution and copy of the constitution to be tabled at the AGM . Action Robert
A copy of the report, resolution and constitution will be placed on the village website before 6th June Action Kingsley
The Newsletter will inform the members about the new constitution and identify where the report , resolution and constitution can be viewed on the village website or where hardcopies can be obtained. This will include telephone numbers of the locations where the hard copy can be obtained. Actions, John R to prepare article for the Newsletter, Margaret to issue Newsletter by 6 June.
Copies of the revised constitution report and special resolution will be available for the community to collect from the following after 6th June Mick, Pat, Margaret, Peter and the Old School Hall

Notices informing members about the AGM on 28th June to be put up in the village by 6th June. Action John A. will prepare and put up notices in the village, Kingsley to provide John with a copy of a draft notice.

Matters Arising Hall Improvements - ongoing actions
Fit internal door in the meeting room - additional volunteers seconded as required Action Pat
Plumbing - includes fitting the bucket sink in the disabled toilet and connecting the kitchen to the solar hot water tank Action Pat

Water condensation on the big window and other windows - specialist to provide advice Action Kingsley
Car park markings - action will not to be progressed
Fit book shelves in the meeting room Action Pat
Install a plaque that explains the school history

Action
Peter Grant to improve the car park - we are obtaining a quote from a local builder Action Peter
Look at the possibility of fitting a permanent or pull out awning to the long high wall in the front car park. This would protect BBQ/cooking during outside vents Action Peter
Identify and purchase any additional kitchen items - Ken has a list Action Peter


Other Matters Arising
Old Village map - we are still waiting for a reply from the Pembrokeshire records office on whether they can produce a photograph of the map for us. Patrick will also look to see if he can do this Action Mick & Patrick

Insurance for the private hire of the school hall On-going, awaiting response from our insurance company to questions raised. We will review this with them again when we renew our insurance in two months time. Action Ken & John A

School Cleaning - check cost of a wand for new the floor cleaner -we will not progress this action as the steam cleaner is OK for cleaning areas that the cleaning machine is unable to reach.

2017 Village Calendar - the draft village calendar was reviewed and approved. The calendar will be finalised by Patrick. An initial run of 150 to be ordered, the printer to keep the plates for an additional run if required. The cost of printing is £3.45 per calendar. The calendars will be available for the Alice in Moylegrove event. Action Patrick

Financial Update
The balance today is £4435.
The usage of Wifi in the hall to be checked to ensure that we are getting value from this facility. Lynne will check with the craft group on their usage. Action Lynne
Before the TV licence is renewed in March we should review if we need to retain this facility.
John A purchased the microphone stand as agreed at the last meeting - cost £15.

Future Events - Responsibilities
BBQ and Disco 27 May
BBQ Food - Peter (this will be £5 per head but no entrance charge)
Bar - John A will obtain the beer , Heather, John and Margaret will work on the bar
Open up/ set up and close hall Kingsley & John R
Raffle -Ken and CT committee to provide prizes
Emergency Life Support 7 June
Produce notices - John A
Put up notices - Kingsley
Door - John R
Bar - John A
Bernard Knight talk - confirm date in Autumn - Kingsley
Martin Lewis to give a talk on post cards on 27 September
Burns Night in 2017 - Patrick
Cardigan Rugby Club Male Voice Choir - try and identify a date in Autumn - Peter
Talk on prehistoric Pembrokeshire - Lynne
Identify and archaeologist to give a talk - Margaret

Health and Safety
The annual test on the fire extinguishers has been completed by an outside contractor.
Carry out a risk assessment on the hall and surrounding car park Action John A and Pat

Newsletter
This will be issued immediately after the Alice in Moylegrove weekend. Action Margaret

Environment
The National Trust will send us the proposed design for the notice board to be sited at the bay. They have requested that we supply information about the village to be included on the board. Action Margaret will ask Robert to produce this information

The problem of Himalayan Bolsom growing along rivers in the Newport area was identified to the committee in a letter from Nevern Community Council . The National Trust have also identified this same problem in the Ceibwr Bay area. They will be organising a day in June to remove this invasive plant and will be requesting volunteers from the village. It was agreed that we should support this important work by the National Trust and that we should include an item in the Newsletter about the species and how it should be controlled . Action Terry will produce the article for the Newsletter

AOB
At a future meeting we will have kitchen improvements as an agenda item
The principle of having a video clip promoting the hall on the hall website was supported by the meeting, provided that external funds could be secured.
Date of Next Meeting 14 June

 

Cymdeithas Trewyddel , AGM Minutes 30th June 2015, Old School Hall

Those present – as listed on the sign in sheet, including County Councillor Mike James and members of the current committee, Peter Fletcher, Kingsley Chesworth, Alan Wills, Margaret Anthony, Helen Owens, Keith Matthews, Mick Renny, Peter Boydell, John Anson, Heather Owen. Ken Barnaby and Pat Taylor who are also members of the current committee sent their apologies.

Minutes of Last AGM 17h June 2014
John Roberts proposed that these minutes were accepted as a true record of this meeting. Vanessa Woodcock seconded this proposal.

Maters Arising from last AGM
There were two items raised at the last meeting and Peter Fletcher reported on the actions taken to resolve these issues

1. The acoustics of the hall make it difficult to hear and follow conversations particularly when the hall is busy. This issue was discussed and Peter said that we are looking for solutions to the problem.

Action taken: Sound deadening panels have been constructed and installed in the hall by the committee. Alan, Margaret, John and Kingsley carried out this work.

2. The drop on the kitchen door step is to high, this is a safety issue that should be addressed. Peter said that this would be corrected.

Action taken: Pat has installed a new step and hand rail

Reports

A series of reports were given by committee members, key points from these included

Environment - Keith Matthews
The bay has been more popular, and is being used by more people for kayaking and coasteering . The two main coasteering groups co-operate with avoiding sensitive areas for seals and birds but other individuals and groups are less aware.
A rubbish bin for items washed up onto the shore has been installed
Litter problems have increased in the bay area and there has been an increase in the number of camper vans staying overnight.

Activities at the school - Alan Wills
27 public events were held these included, a wide range of talks from freshwater mussels to welsh composers, social events included the popular Burns night and scarecrow weekend
Private hire increased and included 3 parties, 4 workshops and 1 wedding.
Public functions included use for Community Council meetings and as a polling station
A wide range of village clubs continue to use the hall
We are meeting the commitments made to the Big Lottery regarding hall use and attendance.


Hall Improvements - Kingsley Chesworth
Storeroom completed, this was financed by a £5000 grant from Awards for All and £500 from Cymdeithas Trewyddel funds.
Audio visual system costing £3500 was installed by members of the committee, this includes projector, screen, 4 speaker audio system and blinds
Crockery and glasses purchased to replace plastic ones previously used.
Many of the old village photographs have been reframed by John and Ann Roberts
Hall acoustics improved by installing sound absorbing panels
External electrical sockets installed

Financial Report
Copies of the audited statement of accounts for year ending 30 April were circulated to attendees. Income for the year including the £5000 grant from Awards for All totalled £13,482. Expenditure showed a deficit over income of £3772. This was due to the wide range of improvements and purchases that were progressed to improve the hall. The balance of funds in the bank on the 30th June was £4493. It was also noted that we still need to pay the hall insurance and that Ken Barnaby is trying to identify a lower cost supplier. Previous bills for this have been over £1000.

Chairman's Comments
Peter Fletcher announced formally that he was standing down as Chair of the Committee but would remain as a member of the committee. He thanked all the many volunteers who have, contributed in many ways, making many successful events happen, using their DIY skills to make improvements, running clubs and producing the Newsletter. A particular highlight that brought the village together was the scarecrow weekend. He also noted that our alcohol licence has proved a valuable asset in terms of enjoyment and fundraising.
He thanked the two members who have stood down from the committee. Dorothy James who has contributed to many activities over the last 5 years. Alan Wills who has helped move the hall forward as a venue for a wide range of events and has set up the IT and communication systems that are so important for hall bookings and email circulation.

County Councillor's Comments
Mike James thanked Peter for his 13 years as chair of the Committee and the massive contribution he has made to the village. He outlined that Peter had successfully steered the charity through a number of phases, from start up to obtaining and then refurbishing the hall and finally increasing the use of this facility. He also thanked the other members of the committee for their ongoing commitment.

Election of Committee members and Officers
The attendees unanimously elected the following

Peter Boydell (Chair) Heather Owen
Ken Barnaby (Treasurer) Mick Renny
Kingsley Chesworth (Secretary) Lynne Clarke
Margaret Anthony Patrick Beaumont
Helen Owens Peter Fletcher
Keith Matthews
Pat Taylor
John Anson


Peter Fletcher closed the meeting and thanked everyone for attending

 

 

 

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 5 April 2016

Attendees: John Roberts (Chair), Ken Barnaby, John Anson, Heather Owen, Margaret Anthony, Kingsley Chesworth, Keith Matthews, Lynne Clarke, Peter Fletcher

Apologies: Patrick Beaumont, Mark Watkins, Pat Taylor, Mick Renny

Minutes from last meeting : these were approved

Matters arising from the last meeting

School Improvements -ongoing actions

Fit internal door in the meeting room - additional volunteers seconded as required.

Plumbing - includes fitting the bucket sink in the disabled toilet and connecting the kitchen to the solar hot water tank

Water condensation on the big window and other windows - specialist to provide advice

Car park markings

Fit book shelves in the meeting room

Install a plaque that explains the school history

Install insulation above meeting room - Completed ( thank you Mick for donating the insulating material)

Grant to improve the car park - we are still having problems obtaining a builder to quote for this work - the most recent quote was much too high. Ken and Kingsley to approach other builders.

Spare table tennis table – Table Tennis group unhappy about storing in external shed. Kingsley to see if table tennis table could be easily dismantled thereby reducing space occupied - Completed

Look at the possibility of fitting a permanent or pull out awning to the long high wall in the front car park. This would protect BBQ/cooking during outside vents

Other Matters Arising
Village map - We will ask Pembrokeshire Records Office if they can produce a photograph of the map to display in the hall. We should include an item on the map in the next Newsletter

Insurance for the private hire of the school hall – On-going. Ken awaiting response from insurance company to questions raised.

School Cleaning - check cost of a wand for new the floor cleaner -we are currently waiting for a reply

2017 Village Calendar - Patricks photographs were viewed and it was agreed these should be used , cost of printing will be £3.45 and a run of 150 to be ordered, the printer to keep the plates for an additional run if required - need to confirm with Patrick all this is OK

Incorporation
The meeting was held with Robert Anthony on 14 March. Robert answered the committees questions on the benefits of being a Charitable Incorporated Organisation (CIO) and the relevance of this new structure to CT. By a majority the committee members agreed that CT should convert to this structure. Robert agreed to rewrite the current CT constitution to match the Charity Commission requirements for a CIO. When agreed by this committee the revised constitution must be approved by the attendees at the AGM in June.

Indemnity Insurance for Trustees
Ken has had some initial discussions on the subject with our insurers and we may already have this cover through our existing policy. It was agreed that we will look at this subject further if the AGM approves that we become a CIO.

Financial Update
The current bank balance is £4234.
It was agreed that Kingsley and John should be identified to Lloyds bank as signees for cheques on the CT account. Peter Boydell will be removed. This will mean that Ken, John and Kingsley will be the three names listed.
Ken will progress this.

Expenditure
It was agreed that John should purchase a microphone stand - the cost is approximately £20.

It was agreed that we should identify any additional kitchen utensils that we require

Future Events

Peter will review a number of old videos about the village and village events to determine if they could form the basis of an informal social evening.

Cardigan Rugby Male Voice Choir, check if they are available later in the year - possibly Autumn.

Find out about the possibility of a talk on pre-historic Pembrokeshire

John will give a talk on back pain in the future

Look at the possibility of a talk in June from paramedics

Check if Bernard Knight could give a talk on his work

Identify a local archaeologist to give a talk

Martin Lewis will give a talk on Post Cards on 4 October


Responsibilities for Events

BBQ Saturday 28 May
Check if Ceilidh group available - Margaret
If Ceilidh not available -70s disco to be organised - John
BBQ - Peter

Escape from Russia
Check if Alan Wills is doing the posters - Kingsley
Distribute Posters - Kingsley
Door - Ken, Margaret
Bar - Kingsley and Margaret

Health and Safety
Fire extinguisher testing to be carried out

Carry out a Risk Assessment on the hall and surrounding car park

Newsletter
Lynne has joined the Newsletter team.
The next issue will include a request for donations

Environment
The National Trust's new information board to be sited by the bay has been approved by the National Park planners. The board will include details of local flora and fauna.

Pot holes on Ceibwr Lane to be reported to PCC

Resignation

Mark Watkins has informed the secretary that he is stepping down as a member of this Committee. All attendees thanked Mark for his contribution over the last months and noted that he is still available to help the committee with events.


Next Meeting

Tuesday May 17th , John agreed to chair this meeting

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 1 March 2016

Attendees: Peter Boydell (Chair), Ken Barnaby, John Anson, Heather Owen, Margaret Anthony, Mick Renny, John Roberts, Kingsley Chesworth, Terry Faulkner, Keith Matthews, Lynne Clarke, Mark Watkins, Pat Taylor
.


Apologies: Peter Fletcher, Patrick Beaumont

Matters arising from the last meeting

AP 1: Internal door – On-going. Additional volunteers seconded as required.

AP 2: Village map - a representative from Pembrokeshire Records Office has visited the hall and viewed the old map. They confirmed that it dated from 1888 and that it was constructed from the first OS maps of the area. It was agreed that we will ask the Record Office to hold the map on our behalf. We will also ask them if they can produce a photograph of the map to display in the hall. We should include an item on the map in the next Newsletter

AP 3: Insurance for the private hire of the school hall – On-going. Ken awaiting response from insurance company to questions raised.


AP 4: Grant to improve the car park – a new builder has been approached for a quote (the previous builder we approached is now too busy). Peter will produce a quote for fencing , we already have a quote for electrical work. The three quotes in total need to be within the Awards for All limit of £5000. It was agreed that CT would contribute 10% of the total cost. If final costs are look satisfactory Kingsley will circulate details to the committee and request that the grant application is progressed.

AP 5: Water condensation on the big window this and other windows, Kingsley to obtain view of expert on how to improve – Ongoing.


AP 6: Plumbing – On-going.


AP 7: Spare table tennis table – Table Tennis group unhappy about storing in external shed. Kingsley to see if table tennis table could be easily dismantled thereby reducing space occupied.

AP 8: Kitchen - Pat to re-site bucket sink to disabled toilet. Still waiting for buyer for the freezer. Ongoing


AP 9: School Cleaning - check cost of a wand for new the floor cleaner -we are currently waiting for a reply

AP 10: Cardigan Rugby Male Voice Choir – not available in the next few months Peter will check if they are available later in the year

AP 11:: Car park markings – Ongoing


AP 12: The next Newsletter will be issued in February , please give items to Margaret a.s.a.p. Confirm that Newsletter is delivered to Monnington. Done

AP 13: 2017 Village Calendar - Patricks photographs were viewed and it was agreed these should be used , cost of printing will be £3.45 and a run of 150 to be ordered, the printer to keep the plates for an additional run if required - need to confirm with Patrick all this is OK

AP 14: Book shelves in meeting room – On-going.

AP 15: Historical Plaque – On-going.

AP 16: Social media to promote local businesses, Invite to RNP to be progressed - email sent no reply yet -ongoing. Done talk organised for 9th March

AP 17: Fit insulation above small meeting room - Kingsley has checked requirements , Mick has some insulation available that should be suitable, this will be fitted by Kingsley and Pat

Incorporation
After a discussion of the possible benefits of progressing the incorporation of CT it was recognised that we needed additional information and clarification.
AP 18: It was agreed that we should ask Robert Anthony to attend a special meeting within the next 14 days to a assist the committee in making a decision

Future Events
Social Media t Talk – 9 March 2016
Door – Peter
Bar – Kingsley
Poster – Peter B
Poster Distribution -Kingsley
Fishguard Folk Singers
Door- Pat, Ken, Lynn
Bar - John A
Posters - Pete B
Poster Distribution - Kingsley
Food - Fish and Chips - Peter F
Entrance cost - £5 and £3 will be donated to the Wales Air Ambulance ( the singers charge no fee but request a donation be made to charity).

Planning future events
A possible Easter village event - it was agreed that we will focus our efforts on the Fishguard Folk Singers event on the 19th and not hold an event over the Easter weekend.

The Welsh Language Literary Club have organised an evening with Cerwi Wyn Jones on 12 May

The Cymdeithas Trewyddel AGM will be held at 7.30pm on Tuesday 28 June

AP19: Margaret will talk to Robert about arranging a local archaeologist to give a talk

AP20: Lynn will find out about a possible talk on pre- historic Pembrokeshire

AP21: Escape from Russia 14 May, need to confirm price Sara will charge for the food to be served . It is expected that we will charge £10 for entrance and food - Agreed with Sara - Done

AP22: Old videos about the village - Peter to identify if they are suitable for a village event -ongoing

AP23: We will organise a Ceilidh and BBQ on the Saturday of the Alice in Wonderland weekend . Margaret will identify the details of the Ceilidh group we have previously used.

AP24: We are awaiting confirmation that a local artist will hire the hall in April

Financial Update

The current bank balance is £4388 with no significant payments due.

Expenditure Items
AP25: It was agreed that a heater should be fitted in the kitchen, Pat will look at prices including the option of fitting a convector heater in the base plinth of one of the kitchen units.


Health & Safety

AP 26: We are currently waiting for our fire extinguisher testing to be carried out

Newsletter
Margaret reported that we need more volunteers to join the Newsletter Committee

Environmental
Keith reported
that the council will if requested now empty the bin by the bay.
the new National Trust (NT) information board, to be sited at the bay, is currently awaiting planning permission
the committee supported the NT request that a memorial bench be sited overlooking the bay and suggested that the current metal bench should also be kept and not replaced by the new wooden bench

Peter Boydell - Leaving Moylegrove

Peter reported that this would be his last meeting. The whole committee thanked Peter for the massive contribution he has made over the last twelve months both as chair of the committee and as an active member of the team. Peter's creative and publishing skills will be missed.

John R agreed to chair the next meeting.

Date of next meeting: Tuesday 5 April 2016 @ 7.30pm

.



.


CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 19 January 2016

Attendees: Peter Boydell (Chair), Ken Barnaby, John Anson, Heather Owen,
Margaret Anthony, Patrick Beaumont, Peter Fletcher,
Mick Renny , John Roberts, Kingsley Chesworth

Apologies: Terry Faulkner, Keith Matthews, Lynne Clarke, Mark Watkins, Pat Taylor
Matters arising from the last meeting

AP 1: External lights – Sensor by entrance door now fixed. Porch light switch to be replaced. Completed

AP 2: Internal door – On-going. Additional volunteers seconded as required.

AP 3: Village map - a representative from Pembrokeshire Records Office will visit the hall on February 5th at 10am to look at the map.

AP 4: Insurance for the private hire of the school hall – On-going. Ken awaiting response from insurance company to questions raised.


AP 5: Grant to improve the car park – awaiting builders quote for required works. Draft Awards for All application to be circulated to CT committee by Kingsley for comment

AP 6: Big window water ingress and condensation on this and other windows Kingsley to obtain view of expert on how to improve – On-going.

AP 7: More chairs – delivery expected this week - Done

AP 8: The Old School gates – Done and look good.

AP 9: Plumbing – On-going.

AP 10: National Trust communication – CT unanimously approved an Information Board to be sited at Ceibwr Bay. National Park Planning Approval required. Keith to draft a document for approval. Done Document approved

AP 11: Spare table tennis table – Table Tennis group unhappy about storing in external shed. Kingsley to see if table tennis table could be easily dismantled thereby reducing space occupied.

AP 12: Signage warning drivers entering hall grounds – to be erected
Shortly - Done

AP 13 :Kitchen Pat to re-site bucket sink to disabled toilet.
Still waiting for buyer for the freezer. New fridge obtained and fitted


AP 14: School cleaning – Patrick B has sourced a refurbished scrubber/dryer costing approx. £600. Patrick to arrange for a demonstration at the old school hall - CT members invited. Margaret A to invite the cleaner. - Done scrubber/ dryer obtained for £400

AP 15: School Cleaning - check cost of a wand for new the floor cleaner

AP 16: Cardigan Rugby Male Voice Choir – not available in the next few months Peter will check if they are availabile later in the year

AP 17:: Car park markings – Ongoing


AP 18: The next Newsletter will be issued in February , please give items to Margaret a.s.a.p. Confirm that Newsletter is delivered to Monnington.

AP 19: 2017 Village Calendar - Patricks photographs were viewed and it was agreed these should be used , cost of printing will be £3.45 and a run of 150 to be ordered, the printer to keep the plates for an additional run if required

AP 20: Book shelves in meeting room – On-going.

AP 21: Historical Plaque – On-going.

AP 22: Curtains for the big window have been fitted – they look good . Thanks Margaret and John -Done

AP 23: Social media to promote local businesses, Invite to RNP to be progressed - email sent no reply yet -ongoing

AP 24: Laptop to be given to Peter B for an IT capability assessment - Peter confirmed Laptop OK for slides and will connect to hall wifi -Done

AP 25: Slide change clicker for projected images, John A to put said piece in the projector this week - Done

AP 26: Fit insulation above small meeting room


Future Events

Gentle Giants Talk – 26 January 2016
Door – Pat T
Bar – Margaret and Mick
Poster – Peter B - Done

Alice in Wonderland
Will be organised by the gardening club
Posters - Peter B
Distribute posters in the village - Kingsley

Planning future events

AP27: Try to obtain Glen Johnson to speak on the port of Cardigan on February 23

AP28: Find out if we can get a local archaeologist to speak, Margaret will talk with Robert

AP29: At our next meeting we will talk about a possible Easter village event - come with ideas

AP30: Escape from Russia 14 May, need to confirm price Sara will charge for the food to be served . It is expected that we will charge £10 for entrance and food

AP31: Old videos about the village - Peter to identify if they are suitable for a village event

AP32: Find out if the Fishguard folk singers are available for a future event

Incorporation of Cymdeithas Trewyddel

The circulated report prepared by Robert Anthony was discussed. The report explains the new regulations on charitable incorporated organisations and the consequences and possible benefits.
It was agreed that we will all review in more detail Robert's report and the Charity Commission booklet that was also circulated. The members of the committee should each come prepared to give their recommendation on whether we should be incorporated.

Financial Update
The current bank balance is £4401.

AOB

AP33: Two letters of complaint were received relating to the New Years Eve party fireworks. These were discussed and the chairman will reply to both. A copy of these replies will be kept in our files

Date of next meeting: Tuesday 1 March 2016 @ 7.30pm.
Post meeting note
Glen Johnson has agreed to speak on the history of the Port of Cardigan on 23 February, the following responsibilities have been agreed
Open up/ door - Pat
Bar - Margaret & Jean
Produce Posters - Peter
Poster Distribution - Kingsley

 

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 1 December 2015


Attendees: Peter Boydell (Chair), Ken Barnaby, John Anson, Heather Owen,
Pat Taylor, Margaret Anthony, Patrick Beaumont, Peter Fletcher,
Terry Faulkner, Mick Renny, Keith Matthews, John Roberts,
Lynne Clarke, Mark Watkins.
Apologies: Kingsley Chesworth
Matters arising from the last meeting

AP 1: External lights – On-going. Sensor by entrance door now fixed. Porch light switch to be replaced.

AP 2: Internal door – On-going. Additional volunteers seconded as required.

AP 3: Village map – Aberystwyth University has suggested we approach the Records Office. Invitation to be made for the Records Office to examine the map at the Old School.

AP 4: Insurance for the private hire of the school hall – On-going. Ken awaiting response from insurance company to questions raised.

AP 5: Posters advertising the village Xmas Party - done.

AP 6: Grant to improve the car park – awaiting quotes for required works. Then grant application to be made.

AP 7: Big window water ingress – On-going.

AP 8: More chairs – delivery expected this week.

AP 9: The Old School gates – On-going.

AP 10: Plumbing – On-going.

AP 11: National Trust communication – CT unanimously approved an Information Board to be sited at Ceibwr Bay. National Park Planning Approval required. Keith to draft a document for approval.

AP 12: Spare table tennis table – Table Tennis group unhappy about storing in external shed. Peter B to see if table tennis table could be easily dismantled thereby reducing space occupied.

AP 13: Signage warning drivers entering hall grounds – to be erected
shortly(?)

AP 14: Gift Aid – abandoned as does not qualify.

AP 15 & 18: kitchen – additional worktop done.
Pat to re-site bucket sink to disabled toilet next week.
Sale of freezer failed. CT agreed that it be put up for sale at £150.
Prices for a new tall fridge to be sourced.


AP 16: School cleaning – Patrick B has sourced a refurbished scrubber/dryer costing approx. £600. Patrick to arrange for a demonstration at the old school hall - CT members invited. Margaret A to invite the cleaner.

AP 17: Ideas for next year’s events –
Cardigan Rugby Male Voice Choir – Peter F to check availability.
Sarah Earl (Artist) – John A to contact.

AP 19: Car park markings – On-going.

AP 20: Hall Wi-Fi – Done.

AP 21: Confirm that Newsletter is delivered to surrounding areas (not discussed)

AP 22: 2017 Village Calendar – On-going.

AP 23: Book shelves in meeting room – On-going.

AP 24: Historical Plaque – On-going.

AP 25: Curtains for the big window – will be ready for Christmas.

AP 26: Lock on drinks cupboard – done.

AP 27: Social media to promote local businesses, Invite to RNP to be progressed

Future Events

Coast Guard Talk – 8 December 2015
Posters and distribution done.
Door – Kingsley/Peter B
Bar – Heather and John A
Tea, coffee, biscuits – Peter F
DVD – Patrick B

Christmas Party
Bar open at 7.30pm with buffet at 8.00pm.
Room set up – Lynne, Pat T and volunteers

Chair tie-backs - Bridgette and Margaret

Bar – John A and Heather
Door - Patrick

Raffle – Ken
Donations for raffle – Mark, John R and Pat T


Hall clearing at 11.00am Sunday – Pat T, Mark + volunteers

Music – from past experience it is difficult pleasing everyone with the choice of festive music, so decision taken to have no music.


New Year’s Eve Village Party – start time 7.30pm
Room set up – John R and Peter F
Bar – committee rota.
John A to procure a barrel of beer.
Raffle – Ken
Fireworks – Peter F

Room clearance @ 11.00am 1 Jan. 2016 – CT members.


New Year’s Day
Breakfast at Peter F’s café (is this before or after hall clearance?)


Gentle Giants Talk – 26 January 2016
Door – Pat T
Bar – Margaret and Mick
Poster – Peter B


Newsletter – next edition is January 2016.
AP 28: Patrick to provide photos of the Christmas Party.
Articles needed.
AP 29: Terry to provide Community Council information.

Escape from Russia – 14 May 2016
Presentation by Patrick B

Alice In Wonderland/Open Gardens – End May Bank Holiday. Progressing.

Financial Update
Balance after current invoices paid is £4000.

AOB

Village laptop - very old and not used.
AP 30: Laptop to be given to Peter B for an IT capability assessment.

Slide change clicker for projected images
AP 31: John A to put said piece in the projector this week.
Charity status and liability – query raised by Heather
AP 32: Margaret to ask Robert A to look into.

Small Meeting Room – no insulation in this part of the building.
AP 33: Kingsley and peter B to research appropriate insulation.

Remembrance Sunday – raised £120 for the Hague Fund

Christmas Carol Service – 18 December 2015
Bethel Chapel at 6.00pm
Mince pies and mulled wine in the Old School Hall after.


Date of next meeting: Tuesday 19 January 2016 @ 7.30pm.

 

 

 

CYMDEITHAS TREWEDDEL

Minutes of the meeting held on Tuesday 27 October 2015.

Attendees: Peter Boydell Ken Barnaby Margaret Anthony
John Anson Heather Owen Pat Taylor
John Roberts Lynne Clarke Kingsley Chesworth
Peter Fletcher Keith Mathews Patrick Beaumont

Apologies: Mark Watkins, Mick Renny

Minutes of the last meeting
Minutes of the last meeting held on Tuesday 29 September 2015 were agreed.

Matters arising from the last meeting


External Lights
Action 1: Alternative external lights (by the two entrance doors) to be identified and fitted -
the options of lights with manual on off switches or sensors to be examined.
A budget of up to £200 was agreed for this work


Internal door
Action 2 : Ongoing - door to isolate the meeting room to be fitted:

Old photographs - these have been put up in the hall

Village map
Action 3: Ongoing, the old village map – still awaiting Aberystwyth University view on its origin and possible restoration:

Vodafone transmitter – installed

Weedkiller - has been applied to the grounds outside the hall

Insurance for the private hire of the hall:
Action 4:
1. Check that regular events e.g. Keep Fit and Craft Group are covered,
2. Clarify how the insurance works for local events that are held outside the school hall, the extent of the area and what is covered,
3. Check the cost of public liability insurance for all events.

Christmas Party:
1. It was agreed that all attendees need to make reservations,
2. Peter confirmed that his team will do the catering and that a traditional Christmas dinner will be served with a vegetarian option
3. The event will take place on Saturday December 12, the price per head will be £10
4. We will plan for 70-80 attendees
5. John will look after the bar

Action 5: Peter B will produce the posters and flyers advertising the Christmas Party

New Year’s Eve village party

The table tennis club will not meet on this evening.
Peter F will provide the fireworks, costing approximately £200.
There will be no charge for attending.
To cover the cost of the fireworks we will raise money through the bar and a raffle.

Grant to improve the front car park:
The Big Lottery (Awards for All fund) have signed off the completion of the store room project -
this means we can now apply for another grant of up to £5000.

The Committee agreed that we will apply for a grant to improve the front car park from Awards for All.
It should take 2-3 months from our application to receive the funding (if we are successful!).

Action 6: Ken, Peter B, Peter F, Lynne, Pat, Patrick and Kingsley will meet at the school on the 28th to define the scope of the car park project, this should include improved lighting. (post meeting note - the proposed scope agreed by this group is shown at the end of these minutes)

To improve safety the slope in the front car park has now been roped off

Big window - water ingress :
A local builder has given a verbal quote for re -pointing all of the front wall with lime mortar, this will cost about £3000.
This should address the leakage problem that is probably caused by the many patches and repairs carried out over many years.
It was agreed that this project will not be progressed yet.
Action 7: To improve air flow, vents will be fitted into the internal wall above the large window

More chairs needed:
Four different types of chairs were examined during the meeting. It was agreed that we will purchase 24 of the Model D chairs,
these cost £45 plus vat each
Action 8: Chairs to be ordered

The old school gates:
Action 9: Peter will collect the entrance gates and deliver them to the sand blasters.

Plumbing
Action 10: The plumber who did the installation will check to see if we can extend the solar heated water supply to reach the kitchen.
The flushing system on the urinals in the gents toilets will also be checked

National Trust communication:
Keith reported on his meeting with the new National Trust officer for the Ceibwr Bay area.
The officer seemed agreeable to installing an information board about the importance of the bay and the care that should be taken by visitors.

Action 11: Keith will talk to the officer about the possibility of the community contributing to the cost of installing such a board

Spare table tennis table
Action 12: To save space in the new store room, we should check to see if the table will go through the door into the external store area.
If it is stored in there it should be protected by plastic wrapping.

Signage warning drivers entering hall grounds
It was agreed that an old people/children warning sign should be installed on the wall by the entrance to the school.
The sign proposed by Peter B was accepted - this will cost £25
Action 13: obtain and install sign

Gift Aid:
Peter B raised the possibility of the school hall benefiting from recovering tax by offering the purchase of an annual ticket allowing entry to events.
Action 14: Peter B to research what qualifies for Gift Aid

Kitchen -additional work top:
Alternative suppliers of a matching work top were discussed.
Action 15: John will check with another supplier (Howdens) and then purchase from the most appropriate - up to a cost of £200

School Cleaning
It was agreed that this should be carried out every two weeks.
This committee should ensure that the hall is clean after events
Action 16: Patrick will identify the cost of industrial floor cleaners that would be an alternative to steam cleaning or a mop and bucket

Extra Long Tables
The two tables have been purchased and delivered
--------------------------------------------------------------------------------------
Future Events

Climate Change talk 24 November
Poster Distribution - Kingsley
Door - Peter B
Bar - Mark and Pat

Coast Guard Talk 8 December
Make posters - Peter B
Distribute posters- Kingsley
Door - Kingsley
Bar - Heather and John
Tea, coffee and biscuits - Peter F
Make DVD of talk Patrick

Alice in Wonderland /Open Gardens Event May 2015
Vanessa Woodcock has obtained a grant for this event from the North Pembrokeshire Project.
This organisation will be hiring the hall for a network meeting on 3 November.

Action 17: We need ideas for events in the new year , we will discuss these at the next meeting.
Ideas proposed included, wild life of the Teifi Valley, and the history of the employment of women.

--------------------------------------------------------------------------------------
Financial update
The current balance is £5892

---------------------------------------------------------------------------------------Expenditure Items

Free standing fridge
Post meeting decision by members on the site visit on the 28th
1. The fitted freezer has been sold, this space will be used as additional cupboard space
2. The mop sink in the kitchen will be transferred to the disabled toilet
3. A free standing fridge will be purchased and sited in the kitchen in the space left by the mop sink
Action 18: transfer the mop sink

Car park markings
Action 19 : Install disable markings by the main entrance also put markings in the main car park at the back of the hall

Hall Wifi -
Agreed that we will purchase the dongle to enable wifi in the hall - cost £10 per month for 1GB of data
Action 20: Peter B to purchase


------------------------------------------------------------------------------------

Newsletter
The donations received this year raised £475 towards production costs. The next issue in January will include a donations request form

Action 21: Confirm that the Newsletter is being delivered to areas surrounding the village

--------------------------------------------------------------------------------------
Environmental

Keith reported that the number of kayakers in the bay has increased with the good weather, but there is no evidence of this doing any harm.
The annual meeting with the Outdoor Activities Group will be held on 28th October at the hall
----------------------------------------------------------------------------
AOB

2017 Village Calendar
Action 22: Patrick will look into the possibility of producing this

Book shelves in the meeting room
Action 23: Ongoing

Historical Plaque
Action 24: Look into installing a plaque about the history of the school that include key dates and events

Fitting curtains to the large hall window
Actions 25: Choose fire retardant material, make and fit the curtains - budget agreed £250.

Lock on drinks cupboard
Action 26: John is progressing this and also looking at a white board to record stocks used when the official bar is not open

Social media to promote local businesses
Action 27: Peter B will talk to the IT representative on the North Pembrokeshire Project Team to see if a seminar could be held at the hall


Date of Next Meeting Tuesday 1 December

Post Meeting Note : Proposal from - Site Meeting 28 October
Attendees Lynne, Ken, Peter F, Peter B, Pat, Patrick, Kingsley
Improvements to the car parking/social area at the front of the Old School Hall
From our site visit this morning, this is what we agreed
We will remove the slope by installing a wall and backfilling - as originally proposed (we already have a quote of £1500 to do this work)
The new in filled area should be finished with tarmac. The pot holes in the existing area should be repaired with tarmac
( there is no costing for any tarmac in the above quote)
A fence will be installed on the new wall. The existing fencing on the sloping wall facing the school and the tubular galvanised fencing will be replaced.
All the new fencing will be made from wooden posts and rails, this will be fitted with square section mesh.
Re-point/repair the stonework in the sloping wall
Power will be provided to the sloping wall facing the school and at least three new lights will be installed,
- to illuminate the entrance area by the notice board,
- to illuminate the area around the entrance gate
- to provide ambient lighting to the car park/social area
Note - we will look at installing an awning(s) on the high wall in front of the school to provide protection for external events
- this will not be part of the grant application
Actions
1. Ken will contact the builder for a revised quote to cover the tarmac and making provision for post and rail fencing and re -pointing/repairing the wall.
2. Peter F will provide a quote for the materials and labour for the new fencing
3. Peter F will provide contact details of an electrician we could use
4. Pat and Peter B will meet the electricia to confirm our requirements and obtain a quote
5. Kingsley will check these proposals with the Awards for All grant conditions and prepare a first draft of the application
6. Peter F will check if he has an awning in stock at the Garden Centre


 

 

 

 

 

 

 

 

 

CYMDEITHAS TREWEDDEL

Minutes of the meeting held on Tuesday 29 September 2015.

Attendees: Peter Boydell Ken Barnaby Margaret Anthony
John Anson Heather Owen Pat Taylor
Mick Renny John Roberts Lynne Clarke
Peter Fletcher Mark Watkins

Apologies: Keith Mathews, Patrick Beaumont, Kingsley Chesworth

Welcome
John Roberts was welcomed to the meeting and a unanimous vote got him a seat on the committee.

Minutes of the last meeting
Minutes of the last meeting held on Tuesday 25 August 2015 were agreed.

Matters arising from the last meeting
Outside lights and solar panel - Kingsley to contact an electrician and the
plumber:
No update has been received from Kingsley.
Action Point 1: Kingsley to update committee at the October meeting.

Free standing shelves in the old baby changing room – done.


Door to isolate the meeting room to be fitted:
Action Point 2: Pat T. to progress with Peter B.

Old photographs will be put up in the hall:
Action Point 3: Anne Roberts has offered to assist Margaret A and Peter B

The old village map – awaiting Aberystwyth University view on its origin and possible restoration:
Action Point 4: Mick Renny to progress

Vodafone transmitter – installation expected 20 October:
Action Point 5: Kingsley to confirm satisfactory installation


Weedkiller to be applied outside the hall:
Action Point 6: Peter F. to progress

Insurance for the private hire of the hall:
After discussion the following was agreed:
Any local village organised event must be sponsored by a CT committee member for the insurance to be covered.
Ken B. is willing to sort out insurance for any private party hiring the hall to ensure its public liability is adequately covered and charge accordingly
Action Point 7: Ken B. to do the following:-
a) Check that regular events e.g. Keep Fit and Craft Group are covered,
b) Clarify how the insurance works for local events that are held outside the school hall, the extent of the area and what is covered,
c) Check the cost of public liability insurance for all events.

Christmas Party: Anne Roberts has offered to decorate the hall.
Action Point 8: Peter F. agreed to do the following:
a) Organise catering for the Christmas Party,
b) Check that his catering team can do 12 December 2015,
Action Point 9: Committee to agree date of the Christmas Party at the next meeting.
Action Point 10: Flyers to be distributed across the village when the date is agreed requesting that people book their places for catering purposes – Peter B. print flyers.

New Year’s Eve village party
Action Point 11: John A. to speak with Rick Woodcock re. cancellation of the Table Tennis evening.

Moylegrove Coastguard talk:
Action Point 12: Peter F. to progress

Rugby World Cup on TV in hall: volunteer unknown but seems to be being organised.

Rates for the hall: Charges made by other village halls have been established. Agreed that our rates are comparable and will therefore remain as is.

Grant to improve the front car park: awaiting sign-off of the store room before a further application can be made. Committee agreed that something needed to be done now to prevent injury to people as the car park was in a poor state.
Action Point 13: Kingsley to find out the timescale for possible funding of the car park improvement,
Action Point 14: Peter F. to arrange for danger areas in the front car park to be fenced off.

Big window damp issue: Concern that a vent may not address the root cause of the problem.
Action Point 15: Kingsley to obtain independent advice on what needs to be done to fix the problem.

More chairs needed:
Action Point 16: Peter B. to get a sample chair for comfort testing.

Solar energy panels: Peter B. outlined discussion with Dragon Energy and established that because of the way the scheme works there is no financial benefit. Committee agreed not to pursue.

Chair Trolley – Done and demonstrated

The old school gates: awaiting sandblasting and galvanising.
Action Point 17: Pat T. to see if it can be done sooner by someone else.

National Trust communication: Keith Matthews has had a meeting with the National Trust re. Ceibwr Bay
Action Point 18: Keith M to update committee

Health & Safety:
Pat T checked the building following the recent power cut – all ok.


Newsletter:
Should be ready for distribution next week.


Finance:
Balance at bank stands at £5647.70

AOB:

Additional 4 x long tables needed:
Action Point 19: John R. and Ken to source supplier

Spare table tennis table: storage space is an issue within the hall.
Action Point 20: Peter B to speak with Rick Woodcock re . whether the table is likely to be used and finding an alternative storage site.

Hot water tank for toilets: hot water to be piped through to the kitchen
Action Point 21: Kingsley to progress

Signage warning drivers of Children and elderly on the premises:
Action Point 22: Peter B to get prices for a triangular warning sign with pictures depicting children and elderly people.

Gift Aid: Peter B raised the possibility of the school hall benefiting from recovering tax by offering the purchase of an annual ticket to allowing entry to events.
Action Point 23: Peter B to research what qualifies for Gift Aid

Kitchen worktop space: more space needed – Pat T and Anne Roberts willing to look at incorporating a half shelf between the floor and wall units.
Action Point 24: John R to get cost for shelving and materials

Additional fridge needed: it was agreed that the freezer in the kitchen is rarely used and could be replaced with a fridge.
Action Point 25: Peter F to cost

Floor Cleaning: Some users of the hall have raised concerns regarding the cleanliness of the hall and floor following events. Event organisers are to ensure that the hall and floor is left clean after the event.
Action Point 26: Margaret A to carry out quality checks on the standard of cleaning by the cleaner.

 

 

Date of next meeting: Tuesday 27 October 2015 at 7.30pm

 

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 25 August
Those present - Peter Boydell, Peter Fletcher, Kingsley Chesworth, Lynne Clarke, John Anson, Ken Barnaby, Heather Owen, Pat Taylor, Mick Renny, Patrick Beaumont, Mark Watkins, Terry Faulkner, Helen Owens (part of the meeting)
Apologies - Margaret Anthony, Mike James
Welcome
Peter B welcomed Mark Watkins to the meeting. It was approved unanimously that Mark should become a co-opted member of this committee.
Minutes of the last meeting
Minutes from 21 July were accepted as a true record of the meeting with one qualification. In the last paragraph under the heading Operation of this Committee an extra sentence should be added. One person will be identified as the sponsor for each event.
Matters Arising
Kingsley met with Nigel Lloyd of WHC to go through the few outstanding items on the snag list and the concerns with certain outside lights and the solar water heater. Nigel has agreed to arrange for one of their staff to repair the minor cracks in the walls and then repaint. He will also contact the electrician regarding the outside lights and the plumber regarding the solar panel.
Free standing shelves will be installed in the old baby change room - Pat will progress this
A door to isolate the meeting room to be fitted - Pat will progress with Peter B
Lynne purchased the second hand desk and the audio equipment has been installed.
The old photographs will be put up in the hall - Margaret and Peter B will progress this
As a temporary measure John has fitted a wooden batten above the large hall window to enable us to hang a large curtain to help reduce the light during presentations.
The old village map - Mick has supplied small samples of the map to Aberystwyth University and is awaiting their views on its origin and possible restoration. It is thought that it may be a parish tithe map.
Vodafone transmitter - installation of the phone line has been completed including the construction of a trench, we are still waiting for Vodafone to install the transmitter.
Kingsley has strimmed the weeds outside the hall, Peter F. will now apply weed killer.
Ken will ask Robert Anthony to help us prepare a contract to be signed for private hire of the hall. This will also address public liability insurance and payment for damages.


Future Events
The list of responsibilities agreed at this meeting for the August/September events will be circulated by Kingsley.
It was confirmed that we will have a Christmas party and the ticket charge will be £10 adults and £5 children. Peter F. will look into the options for catering for the event. The event will only be advertised in the village.
It was agreed that we will have a New Years Eve party for the village and local community. We will, only advertise the event in the village. There will be no charge, attendees will bring food, we will sell alcohol and have music and games. Peter F. will provide fireworks.
Peter F. will arrange for a local person to give a talk about the Moylegrove Coastguard.
Kingsley will try to obtain a volunteer to organise the showing of certain Ruby World Cup matches at the hall.
It was agreed that we will not continue to produce the bi-fold leaflet used for advertising events at the school. Instead we will use fliers.
The cost of producing events posters will be reimbursed to those involved.
After an event the sponsor should provide Mick with the completed attendance sheet, these should also include any new email contacts
Rates for Hire of the Hall
There will be no change in the rates charged for village use/clubs. However, we will review our rates for private hire of the school. Peter F, John and Terry will obtain information from other halls. We will discuss this again at the September meeting.
Financial Update
Ken reported that the current balance is £4338. Ken stated that we are moving from British Gas to a 2 year contract with an alternative electricity supplier - Atlantic Energy. Their tariff of 18p per day and 11p per unit is much better than the future tariff proposed by British Gas.
Expenditure Review
It was agreed that we should approach Awards for All for a grant to improve the front car park. Kingsley will progress this once the completion of the recent grant for the storeroom has be signed off by Awards For All - all the paperwork they require has been provided .
The possibility of installing a vent above the big window was discussed, this could help the wall above the window remain dry.
It was agreed that we need more chairs, Peter B will obtain a sample of a folding chair that can be stacked.
Patrick will look at the possibility of installing electricity generating solar panels on the hall roof.
It was agreed that Peter B will purchase a trolley that can be used to move stacks of our existing chairs.
The old school gates have been removed for sandblasting. It was agreed that we should spend up to £400 getting them galvanised.
Environment
Keith reported that he has had difficulty obtaining any responses from the National Trust since our local officer has changed. He will try to resolve this.
Thanks
Helen is standing down from the committee and this was her last meeting. Peter B and the whole committee thanked Helen for all her work as a member of this team over the last two years, in particular for organising very successful welsh language activities and events. Everyone wished Helen well in her new job in Cardiff.
.
Next Meeting Tuesday 29 September 7.30pm





 

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 21 July

Those present - Peter Boydell, Peter Fletcher, Kingsley Chesworth, Lynne Clarke, Margaret Anthony, John Anson, Ken Barnaby, Heather Owen, Pat Taylor, Helen Owens.
Apologies - Keith Matthews, Terry Faulkner, Mick Renny, Patrick Beaumont
Minutes of the last meeting - minutes from 26 May were accepted as a true record of the meeting
Matters Arising
Our CT constitution requires this committee to have a publicity officer -Margaret agreed to take on this title.
The meeting with Nigel Lloyd of WHC is still outstanding. The objective is to go through the few items on the snag list and the concerns with certain outside lights and the solar water heater - Kingsley to arrange.
Free standing shelves will be installed in the old baby change room - Pat will progress this
A door to isolate the meeting room to be fitted - Pat will progress with Peter B
Lynne has identified a second hand cabinet that may be suitable for the hall audio equipment - Lynne and Peter B to evaluate
The old photographs will be put up in the hall - Margaret and Peter B will progress this
The old village map - Mick is progressing how we can open this out and possibly restore
Vodafone transmitter - installation of the phone line has been completed including the construction of a trench, we are still waiting for Vodafone to install the transmitter.
Ken has arranged a new insurance provider for the hall, this is now in place. A separate public liability insurance policy is also place which includes cover for CT events held away from the hall. However, it does not cover people who hire the hall for private events, they will need to obtain their own liability insurance. In future they will need to sign a contract when the hall is hired.
Future Events - Responsibilities
The list of responsibilities agreed at this meeting for the July / August events will be circulated by Kingsley.
Ongoing Responsibilities for Events and Bookings
Managing the hall bookings calendar, respond to emails - John Anson
Maintaining the hall website - Peter Boydell
Maintaining the events log of attendees and their email addresses ( provided by each event sponsor) - Post meeting note Mick has agreed to do this, Kingsley will look with Mick at the best way of collecting this information.
Sending out mail shots of forthcoming events - Post meeting note Peter B has agreed to do this.
Poster production - Peter Boydell
Providing information to Imogen for newspapers - Peter Boydell
Poster distribution organiser - Kingsley Chesworth
Facebook and other events pages - Alan Wills will continue to do this
Telephone - while it was thought at the meeting that we no longer needed to maintain this service post meeting discussions have identified it is an important contact route for those who do not have internet access. John has agreed that he will take this service over from Alan.
Operation of this committee
It was agreed that we need to raise at least £4000 per year to cover the basic maintenance and operation of the hall.
The committee considered that it could support approximately one event per month. It was agreed that future events will be planned and organised by the committee rather than by one person or a separate sub-group. We will also continue to meet every month - usually on the last Tuesday.
Financial Update
Ken reported that the current balance is £4798. Ken will evaluate an alternative electricity supplier. Currently we use British Gas.
Expenditure Review
Ken reported that the quote for improving the front car park is £1500.
The options for preventing water ingress above the large front window were discussed. The problem has not recurred since the storms of 2013/14. Two quotes will be obtained for re-pointing the complete front wall . Helen will provide one and Kingsley the other - by mid September. We will apply for a grant from Awards for All for one or both of these projects - the way forward will need to be confirmed.
As a temporary measure John will fit a wooden batten above the large hall window to enable us to hang a large curtain to help reduce the light during presentations. The possibility of fitting shutters as a permanent solution was discussed.


Newsletter
Margaret reported that the next issue will be produced in September. Articles should be provided before the end of the August.
Environment
The report circulated by Keith was reviewed. Keith's concerns were noted about the increased use of the bay area by a wide range of visitors, from coasteerers and camping cars to dog walkers and nature lovers. Of particularly concern was his evidence of the consequences of such increased use, this includes - litter, camp fires, fishing tackle and human waste. Keith is requesting the National Trust to install improved signage.
AOB.
It was agreed that we will install a bookshelf in the meeting room so that a book exchange scheme can be introduced. Peter B and Pat will look into this.
The weeds growing around the school grounds will be removed by Kingsley with his strimmer and then Peter F with his weed killer.
Next Meeting Tuesday 25 August

 

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 26 May 2015.

Those present - Peter Fletcher, Kingsley Chesworth, Margaret Anthony, John Anson, Ken Barnaby, Heather Owen, Keith Matthews, Peter Boydell, Pat Taylor, Mick Renny, Helen Owens, Terry Faulkner

Apologies - Lynne Clarke
Minutes of the last meeting - minutes from 29 April were accepted as a true record of the meeting
Welcome - Peter welcomed Terry Faulkner who will be attending this meeting as a representative of Nevern Community Council,

Matters Arising
Peter reported that our insurers do not require us to use an outside specialist organisation to perform checks on the fire alarm system. We can do the checks ourselves based upon our risk assessment.
Pat reported that the bonfire debris had been removed and that he had repaired the fence behind the bonfire
Pat reported that the baby change facilities had been transferred to the disabled toilet, this has now freed up space in the old baby change cubicle . This will be fitted with shelves for the use by the craft and keep fit clubs.
Kingsley confirmed that he had spoken to Roger Bell regarding our concerns about the low water temperature from the solar system and also the short time that the external lights remain on. These issues will be addressed with Nigel Lloyd from WHC the main contractors for the project. Nigel will visit the school in the next few weeks.
Pat said that he had found a fire door that was not used during the refurbishment because of minor damage. This will be fitted in the meeting room to separate it from the corridor
Lynne will try and obtain a cabinet for the audio system - this will be addressed at the next meeting
Terry reported that NCC had not identified any solutions for protecting the grass around the triangle. He also explained that the village gardening club proposal to install an old boat filled with plants near the triangle is being evaluated by a number of authorities including PCC and National Park

Future Events and Responsibilities
The list of responsibilities agreed at this meeting for the June and July events will be circulated by Kingsley.
Peter B reported that the musical evening with the harpist has been confirmed as August 1st, we also need to confirm if we will be providing food.
Patrick reported that the Elvis evening has been delayed, but the Russian evening will go ahead on Saturday 14 November, Russian food be provided.
A talk on the geology of Pembrokeshire is planned for August but the date still needs to be confirmed.

Hall Displays
Peter B will produce 2 photographic (3 x 4.5ft) montages on stretched canvas. One will be of hall advertising posters the other of local photographs.
Margaret and Pat will hang the framed old photographs of the village in the hall and meeting room. Peter and the committee recorded their thanks to John and Ann Roberts who have framed all these old photographs.
It was agreed that the large rolled up old village map is in a poor state of repair and that we need to take advice on how or if it can be opened up and restored. Mick will make initial enquires with the Library in Aberystwyth.
Vodafone Transmitter on the School
It was agreed that it would be much better to site the telephone line underground from the exchange to the school. Alan will try to get the installers to do this, if not the alternatives are for us to cut a trench or use an overhead line.

Financial Update
Ken reported that the current balance is £3976. We will need to pay the insurance bill soon so Ken will try and identify alternative more competitive quotes. We are currently paying just over £1000. The building is insured for £254K, we need to confirm that this is sufficient.

Expenditure Review
Ken reported a builder has inspected the front car park and will send in a quote for the construction of a retaining wall . Kingsley reported that we could apply from September for a grant from Awards for All for this or other projects. It was also recognised that we may need to re -point the front of the hall.

Health and Safety
Pat reported that the checks on the fire extinguishers have been carried out.
Newsletter
Margaret reported that May issue has just been circulated, this includes a request for donations

Environment
Keith reported that the Bay was now getting busy with visitors and kayakers.

AGM
The meeting format and presenters were agreed, Environment Keith, Improvements to the Hall Kingsley, Activities and Events Alan, Finances Ken, Chairman's Comments Peter.

Next Meeting
TBC but as soon as possible after the AGM

 

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 28 April, 7.30pm at the Old School Hall.


Those present - Peter Fletcher, Kingsley Chesworth, Margaret Anthony, John Anson, Ken Barnaby, Heather Owen, Peter Boydell, Pat Taylor, Mick Renny, Helen Owens, Lynne Clarke

Apologies - Keith Matthews

Minutes of the last meeting - minutes from 31 March were accepted as a true record of the meeting
Resignation - Dorothy James has tendered her resignation from this committee. Peter and the committee recorded their thanks to Dorothy for her contribution as a long serving member.

Matters Arising
Pat and Patrick have fitted the mirror in the ladies toilet .
Peter B will come up with proposals for two montages held in Perspex, one of posters from previous events the other of local photographs. It is planned to hang these on the wall between the storeroom and the kitchen.
Alan reported that we will not be able to obtain broadband for the hall from the phone line to the Vodafone transmitter.
Peter will contact our insurers to determine if we need to have the hall fire alarms checked on a routine basis. If it is a requirement can we perform these checks ourselves or do we need to use an electrician? Pat identified that if we are allowed to do the work we would need to purchase the required smoke generating equipment.
Pat reported that the bonfire in the adjoining field had been set alight, he will arrange for a group of volunteers to remove the remaining debris.
The plates and glasses we agreed to purchase at the last meeting have arrived.

Future Events
Peter B reported that we have a provisional date for the musical evening featuring a harpist, she will arrange the content and involve other musicians. Peter will check with her if it would be appropriate to provide food at the event.
John will try and identify future talks form the list of speakers he circulated.
Patrick will identify a date for the Russian evening.
It was agreed that at future events we would not usually charge an entrance fee for children.
We will try and identify a talk for May

Financial Update
The current balance is £3785 . It was noted that we will have our insurance to pay in the next two months, this will be about £1000

Expenditure Review
Pat and Peter are working with the craft and keep fit group about their shelving requirements. Shelves could be installed in the store room and/or in the baby change facility when it is moved.
Kingsley will contact Roger Bell regarding the solar water heating system for the toilets. The water does not seem to get warm enough. Kingsley will also speak to Roger about the external lights, they do not stay on long enough and one is not working.
Ken said that at the next meeting he would have a price for the construction of a retaining wall in the front car park. Kingsley will check if we may be able to obtain a grant for this work.
Pat and Peter B will look at the installation of a door in the meeting room to separate it from the corridor. They are also looking at the transfer of the baby change facilities into the disabled toilet.
Lynne will try and obtain a cabinet for the audio system.

Health and Safety
Pat reported that the tests on the fire extinguishers have been completed by the external contractor.

Newsletter
Margaret reported that the next issue will be available in May

Environment
Patrick identified the ongoing problem of damage to the grass area around the triangle. This is caused by traffic, and large vehicles. Kingsley will report our concerns to the Community Council.
The meeting supported the Gardening club proposal to plant a small sorbus tree on the triangle.

AGM
This will be on Tuesday 30th June at 7.00pm. Free wine and cheese will be provided.

Next Meeting - Tuesday 26 May 7.30pm


 

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 31st March, 7.30pm at the Old School Hall.
Those present - Peter Fletcher, Kingsley Chesworth, Margaret Anthony, John Anson, Ken Barnaby, Dorothy James, Heather Owen, Peter Boydell, Pat Taylor, Keith Matthews, Mike James
Apologies - Helen Owens, Mick Renny, Alan Wills, Patrick Beaumont
Minutes of the last meeting - minutes from 24th February were accepted as a true record of the meeting

Matters Arising
The village application to have the Vodafone signal boosted is to be progressed, the school hall will be one of the locations for a transmitter. There will be a small cost to the hall in terms of the electrical usage, this is expected to be less than £30 per year
Margaret has purchased a mirror for the ladies toilet, Pat will fit this.
It was agreed that the old village photographs will be put up in the hall on the wall with the windows. Margret will help with this, Pat will do the installation work. Margaret will talk to the craft club about ideas for the opposite wall.
Mike James will chase up the mother and child traffic sign to be installed on Ceibwr Lane.

Future Events
It was recognised that we could do with some extra talks or events during May and June
Peter (Boydell) will investigate the possibility of a musical evening featuring a local musician who plays the harp and piano
John will circulate a list of speakers featured on a PCC list
The mock wedding is to be delayed until later this year
After the success of their recent event in the hall, it was agreed that we should try and obtain the Cardigan rugby club choir next year.

Financial Update
The current balance is £3971 this should increase to about £4100 when other receipts are paid in.

Expenditure Review
The list of possible expenditure items previously circulated was reviewed . The following was agreed.
Shelving in the new store room - Pat and Peter B. will look at options based on a budget of about £100.
Improvements to the yard in front of the hall - Ken will arrange for a builder to prepare a quote for installing a retaining wall and fence. Peter will meet with the builder to explain our requirements. It was agreed that we should give priority to this project which would improve the safety and appearance of the area.
Black out curtains for the large window in the hall - Margaret reported that due to the need to provide fire retarding curtains in a public buildings, the cost would be over £900. It was agreed that these curtains were needed but that we should delay the purchase until more funds were available.
Painting the front gates - Patrick is looking into this
Move the baby change facility to the disabled toilet - Pat and Peter B to look at this option
Provide extra work surfaces in the kitchen - Peter will talk to Ann Roberts about this
Provide phone and broadband - it was agreed that it would be difficult to justify the estimated annual cost of about £220 for this facility. It was recognised that internet access would be of benefit to certain groups who use the hall. Peter will talk to Rob Thomas to see if the Vodafone transmitter fitted to the hall could provides us with access to the internet. He will also discuss other internet access options with Rob.
External Lights - these do not stay on very long so the option of having internal on/off switches will be examined by Pat.
Plates and Glasses - it was agreed that we should purchase beer glasses John will progress this (approximate cost £36). Peter will purchase 50 small and 50 large plates plus some glass tumblers.
Annual checks of the fire alarm and electrical safety - currently the electrical contractor who installed these systems is performing these expensive checks. Peter will ask our insurance company what is required and who needs to do this work .

Newsletter
Margaret reported that the next issue is being prepared and will include the annual request to contribute to the production costs.

Environment
Keith reported that our National Trust representative for the bay area is leaving , we do not know who her replacement will be. In the next Newsletter information will be provided on the new litter bin for bay rubbish.

AGM
This will be held on Tuesday 30 June
Next Meeting 28 April





Newsletter
Margaret reported that the next issue would be out in April

New Co-opted Committee Member
Peter proposed that Peter Boydell becomes a co-opted member of this committee, this was supported by all members.

Future Spending
The following were identified as possible expenditure items:
The outside area in front of the hall needs improvement, this can be achieved by building a retaining wall to produce a level area for events or parking. Peter will obtain a cost from WHC for the work. He proposed that the money raised from the Mock Wedding be used for this project
Replace plastic plates and glasses with proper plates and glasses - Peter will check his catalogues for costs
Black out curtains are required, particularly for the large window - Margaret will look at costs and options
The front gates need painting - Patrick will look at getting them sandblasted
Alan noted that we need to generate an ongoing list of all potential expenditure items

Annual Report for Charity Commission
The Cymdeithas Trewyddel annual report for 2013-2014, previously circulated to committee members, was approved.

Next Meeting Tuesday 31 March

 

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 24th February, 7.30pm at the Old School Hall.


Those present - Peter Fletcher, Kingsley Chesworth, John Anson, Ken Barnaby, Alan Wills, Helen Owens, Mick Renny, Dorothy James, Heather Owen, Patrick Beaumont, Peter Boydell


Apologies - Mike James, Keith Matthews, Dorothy James, Pat Taylor


Minutes of the last meeting
- minutes from 27th January were accepted as a true record of the meeting


Matters Arising
The village application to have the Vodafone signal boosted has progressed, a survey has been carried out to identify suitable locations for the transmitter aerials. The village hall is being considered as one of these locations.
Margaret has purchased a mirror for the ladies toilet, Pat will fit this.
A draft excluder needs to be fitted to the bell tower entrance door into the hall, Pat will arrange this.
Pat has installed the key safe by the main door to the hall.
After the store room has dried out we need to arrange sealing the floor and painting the room. Patrick and Pat will look into the shelving requirements of the craft and other groups.


Future Events


A list of responsibilities were agreed for the forthcoming events, these will be circulated by Kingsley.

Rugby - those interested need to contact other followers to confirm a particular match will be shown in the hall. Margaret will do this for the next match .

The following list of future events will be progressed :

Archaeology talk -Kingsley,
Escape from Russia - Patrick
Elvis event in the summer - Patrick
Quiz night - Alan to talk to Rob

There were a number of other events that were identified for further evaluation

Local antiques road show - Ken
Magician - John

Immediate events

Choir - Peter will talk with the choir leader, it was suggested tea and cakes should be provided
Memphis Bell - this will include a BBQ, Peter will look at this.

Financial Update


Current balance is £4,231 this will reduce to £3,600 after payment for the audio system and Roger Bell's fees for work on the store room.

Piano
The hall has received the offer of a piano which would be donated free to the hall. This opportunity was discussed in detail and in the end it was agreed that we should decline this kind offer. The hall already has limited storage space and it was thought that we could not justify the permanent location of a piano in the meeting room or main hall.


Dog Training

The committee received a written request from Rebecca Boydell to hire the hall for dog training. Rebecca, who is a professional dog trainer, stated that she would clean the hall after use. She also identified that she had run such classes in a village hall in Cheltenham without any problems.
The committee unanimously supported Rebecca's request to hire the hall. It was also noted that dogs are not allowed to come into the hall for other public events.


Pictures & Photographs

It was agreed that the hall could be improved by pictures and photographs and that proposals should be progressed to decorate the walls with old photographs of the area and current photographs of local events, people, and families. We should also consider asking local artists to display their works.
The important question is how do we install these displays in the hall and meeting room. It was agreed that we should consult with the community through the Newsletter and through the various groups who meet in the hall.

Newsletter
Margaret reported that the next issue would be out in April


New Co-opted Committee Member

Peter proposed that Peter Boydell becomes a co-opted member of this committee, this was supported by all members.

Future Spending

The following were identified as possible expenditure items:

The outside area in front of the hall needs improvement, this can be achieved by building a retaining wall to produce a level area for events or parking. Peter will obtain a cost from WHC for the work. He proposed that the money raised from the Mock Wedding be used for this project

Replace plastic plates and glasses with proper plates and glasses - Peter will check his catalogues for costs

Black out curtains are required, particularly for the large window - Margaret will look at costs and options

The front gates need painting - Patrick will look at getting them sandblasted

Alan noted that we need to generate an ongoing list of all potential expenditure items

Annual Report for Charity Commission

The Cymdeithas Trewyddel annual report for 2013-2014, previously circulated to committee members, was approved.

Next Meeting Tuesday 31 March

Minutes of the meeting held on Tuesday 27th January, 7.30pm at the Old School Hall.
Those present - Peter Fletcher, Kingsley Chesworth, Keith Matthews, John Anson, Ken Barnaby, Pat Taylor, Alan Wills, Mick Renny, Dorothy James, Heather Owen, Patrick Beaumont
Apologies - Mike James, Lynne Clarke, Helen Owens
Minutes of the last meeting - minutes from 9th December were accepted as a true record of the meeting
Matters Arising
The village has made an application to have the Vodafone signal boosted. We are still waiting for a response but checks are now being performed by the company

.
Village road signs are due to be installed to slow traffic on Ceibwr road and to stop long vehicles entering the village. In a message to the committee Mike James reported that he was chasing up both signs with PCC. Mike will also ask the contractors to remove the earth tipped by the triangle.


The Burns night was well attended and proved a great success. A profit of £89 was made after catering and other costs had been deducted. Peter thanked Patrick for organising the event.


Just before Christmas volunteers installed a Freesat dish and tuner for the hall. TV programmes can now be viewed on the projector screen. Until an audio system is installed we will make use of loaned domestic units.


A mirror will be fitted in the ladies toilet, Margaret will buy it and Pat install it.


A draft excluder needs to be fitted to the entrance door, Pat will arrange this. Post meeting note, it is the hall door from the bell tower entrance that is the problem, not the new entrance.


For people who need regular access to the school we will install a key safe rather than purchase additional keys. Kingsley will obtain this.
Polling Station
It was confirmed that the school could be used as a polling station on 7th May .


Rate Relief
PCC are considering reducing the rate relief they give to charities. This could result in a charity paying up to 20% of their full rate liability. In our case it would result in an annual payment of £90, currently we pay nothing. A questionnaire had been sent out to charities by PCC on the impact of such changes. Kingsley will respond to this with the help of Mike James.

Store Room
The contractors have finished their work, the room should now be allowed dry out for a few weeks. After this we will arrange sealing the floor and painting the room. Patrick and Pat will look into the shelving requirements of the craft and other groups.

Financial Balance
Our current balance is £9727.. However, we still need to pay for the store room this will total approximately £5700.

Audio System
It was agreed that we should purchase the 4 speaker system proposed by Kingsley, this will cost between £400 - £450 depending upon the type of wireless microphone we purchase. This will be evaluated when the system is installed.

Audio Visual System Training
Alan will run a training session on how to use the TV and projector on Saturday January 31st at 10.30, all members are encourage to attend.

Village House Names
Pat has prepared a map of the houses in the village and a key that identifies the name of the houses. This map is to assist residents respond to visitors and delivery drivers requesting directions to particular houses. Maps are available from Pat for a nominal cost, profits will be donated to Cymdeithas Trewyddel funds.

Roles and Responsibilities - Forthcoming Events
For the events during February and March a range of responsibilities were agreed covering production and distribution of notices, opening, setting up and closing premises and running the bar. Kingsley will prepare and circulate a summary of commitments made.

Future Events
We need to plan events for the summer period, members should come forward with proposals at the next meeting.

Newsletter
The winter edition has just been circulated .

Health & Safety
Pat will investigate if we need to continue using an external electrical contractor to perform annual checks on the fire alarm system. Is this something that we can do ourselves?

Environmental
Keith reported that litter container has been installed within the parking area reserved for coasteerers. The container is for litter found around the bay particularly rubbish washed up by the tide. The container is locked, Keith will provide the combination number to those who request it.

Next Meeting Tuesday 24th February 7.30pm

 

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 9th December, 7.30pm at the Old School Hall.

Those present
- Peter Fletcher, Kingsley Chesworth, Keith Matthews, John Anson, Ken Barnaby, Pat Taylor, Lynne Clarke, Helen Owens, Alan Wills.

Apologies - Mick Renny, Dorothy James, Heather Owen, Mike James

Minutes of the last meeting held on 4th November were accepted as a true record of the meeting

Matters Arising
The village has made an application to have the Vodafone signal boosted, we are still awaiting a response.
The Christmas Do was well attended and was an excellent night. The Committee recorded their thanks to Ann and John Roberts and family for all their hard work in decorating the hall, producing the excellent food and organising the event.

The old stone font from the parish church has been placed next to the bell tower entrance to the hall. It now needs to be installed permanently in this location and the modern white paint removed. Pat said he would talk to Patrick about this work.

The work on the store room is nearly completed . The next key job is to lay the floor surface.

TV In the Hall

It was agreed that we would spend approximately £250 on installing a satellite dish to receive the Freesat signal. This will enable us to watch sporting events shown by BBC and ITV (including rugby and FA cup matches) and all the stations available on Freesat,. Alan agreed to purchase the equipment and obtain volunteers to install it. Until we install an audio system we will need to borrow speaker systems. Kingsley said he would look at the options for audio systems for the hall.

Allergens
Alan informed the committee that we need to provide information relating to allergens (such as nuts) on the food we supply in the hall. It was agreed that we will install the allergen warning notices provided and we need to be ready to answer questions that may arise.

Newsletter

The next issue will be in the new year items are required please send to Pam.

Environmenta
l
Keith reported that litter container to be installed by the bay close to the area reserved for coastersteering organisations to park has not arrived yet.


Carol Singing

It was agreed that we will supply mulled wine and mince pies and presents for the children. We will not charge for the food and wine but ask for donations to cover our costs.

Co-opted Committee Member

It was proposed and unanimously supported by all members of the meeting that we should co-opt Patrick Beaumont onto this committee. It was agreed that Patrick would make a valuable contribution to the committee and its activities.

Financial Report
Ken reported the current financial balance is £10,158. From this we will have some costs for the Christmas Do to pay out and we need to reserve approx £5800 to cover the contractors bill for the storeroom and the PCC building regulation costs. Kingsley reported that PCC said there was no reduction in building regulation costs because we are a charity.

Programme of events

It was agreed that we will have a Burns night on 24th January and Patrick will be asked to organise this. We will also have the Jazz evening on 7th February. Proposals were made for events in the coming months, including a mock wedding, male voice choir and an Elvis music event . Alan will prepare a calendar of events. We should all try to identify and arrange further talks and events.


Next Meeting Tuesday 27th January



 

Minutes of the meeting held on Tuesday 4th November, 7.30pm at the Old School Hall.

Those present - Peter Fletcher, Kingsley Chesworth, Keith Matthews, John Anson, Heather Owen, Ken Barnaby, Pat Taylor, Lynne Clarke, Helen Owens, Mick Renny, Dorothy James, Alan Wills.

Minutes of the last meeting held on 13th October were accepted as a true record of the meeting
Matters Arising


The village has made an application to have the Vodafone signal boosted, we are awaiting a response.

Firework display and bonfire were cancelled due to the terrible weather but the live music from Memphis Belle continued. We need to decide what to do with the bonfire. We will record our thanks to everyone who helped in the Newsletter.

The improved acoustics in the hall have been noted by a number of people. We will look at repositioning the panel above the wall hanging.
Storeroom Project

The work will start shortly and we will try to ensure that we have a covered store room available at the time of the Christmas party, to enable us to use the small meeting room. We will need to pay some unexpected fees to Building Control who require full plans . The fees to PCC are £145 + VAT (Building Control) and £337 +VAT ( inspection fee). Kingsley to check if we are able to obtain a reduction because we are a registered charity. We will also need to pay Bell Designs up to £200 + VAT for their work on the plans

Newsletter
The next issue will be in December items are required.

Environmental
Peter attended the annual meeting held in the hall on outdoor activities/coaststeering , also present were representatives from interested organisations, including Community Council, National Trust, National Park and Llandysul Paddlers. The meeting was chaired by Paul Renfro of Pembrokeshire Coastal Forum. Peter reported that he has said no to a proposal to extend the area available to coasteering organisations on the north of the bay. Licences for coasteering organisations will not be issued next year by the National Trust, instead coasteering organisations will be required to sign up to an agreement that is to be prepared by the Trust. We will try to obtain a copy of this agreement.
The issue of individuals speeding on the Ciebwr road was also raised. A copy of the minutes from this meeting will be circulated.
Peter reported that the approach we have developed for working with coasteering organisations is now being used in other coastal locations.

A litter container will be installed by the bay close to the area reserved for coasteering organisations to park
Keith reported that he was still concerned about the problems caused by lack of toilet facilities in the Ceibwr Bay area, the problem is increasing with increased use of the bay.

Finance
Our current balance is £9427 but this includes £5000 from Awards for All for the store room project.

Programme of events
Attendees should be encouraged to book for the Christmas Do
We need to have our programme for next year finalised in time for the Newsletter. An events leaflet will be distributed with the Newsletter. We all need to progress our ideas. At the next meeting we will focus on the events programme

AOB
The St Andrews church wardens would like an old stone font to be held permanently at the Old School Hall. Representatives from this group will go to the church to arrange this.

Next Meeting Tuesday 9th December

 

 

Minutes of the meeting held on Monday 13th October, 7.30pm at the Old School Hall.

Those present - Peter Fletcher, Kingsley Chesworth, Keith Matthews, John Anson, Heather Owen, Ken Barnaby, Pat Taylor, Lynne Clarke and Mike James

Apologies - Mick Renny, Dorothy James, Alan Wills, Helen Owens

Minutes of the last meeting held on 2nd September were accepted as a true record of the meeting

Matters Arising

Peter and Pat reported that they had completed a number of the DIY repairs and work around the school. This included cutting back the overhanging sycamore trees, sealing the bell tower and applying sealant to the lead work jointing between the main school building and the extension that now forms the meeting room.

It was agreed that we need to replace the lime mortar pointing above the large hall window, we will do this work ourselves.. This should prevent the water ingress that occurred in the storms last winter.

Peter said that he would remove the metal ramp in the car park .

It was agreed that we still needed to address the slope in the front car park, but this work will not be carried out now.

Mike James reported that the work on Ceibwr road should be completed next month. He reminded the meeting about the road closure in St Dogmaels in October. Mike said that the mobile library will now come to the village just once per month. Mike also reported that a circular footpath between St Dogmaels and Moylegrove is planned.

Peter thank Alan, Margaret, John, Pat and Kingsley for their work in constructing and fitting the acoustic panels to the ceiling and walls. The acoustics of the main hall have significantly improved and should not be a concern in the future. Recent musical performances and talks plus the improved capability to hear normal conversations have confirmed this improvement.

Storeroom Project

Ken, Peter, Pat and Kingsley met with Nigel Lloyd of WHC, the details of the project were discussed and the WHC quote of £5380 was confirmed. This quote is without a Velux window and we will need to do the decoration work. WHC subsequently posed an number of routine questions that need answering before work can commence, Roger Bell has agreed to respond on our behalf.

Health and Safety

Pat reported that he had carried out the required electrical safety checks

Environmental

Keith reported that

parking on the slipway at Ceibwr Bay has reduced since the National Trust installed a new notice requesting people not to park.

The road by the bay is now frequently used by camper vans for overnight stops. While this is not usually a problem some do leave rubbish behind.

The bay has been popular for kayakers during the season, a significant concern arising from this is that some drive down to the bay much too quickly.

There will be another meeting with the commercial kayakers, Paul Renfro of the Pembrokeshire Coastal Forum, and other interested groups such as National Trust . This will be in the Old School Hall in November (post meeting note the date is November 3rd at 6.30pm).

Finance

It was agreed that the following payments will be made.

Constructing the acoustic panels £1061, fixings to install £138

Purchase of the projector, mountings, spare bulb and wireless link £1440

Blackout blinds £497

It was agreed that we should maintain £3000 in the bank

Fireworks display

Responsibilities and plans for the bonfire evening were agreed including having live music after the display. Mike will ask if we can borrow three stall from St Dogmaels.

Programme of events

Mike will try and obtain a date in February or March for the Cardigan Rugby Club Male Voice Choir to perform in the hall.

Vodophone Signal

This project to improve signal coverage in the village is progressing but we await the decision that transmitters will be fitted to a few homes in the village.

Next Meeting Tuesday 4th November


 


Minutes of the meeting held on Tuesday 2 September, 7.30pm at the Old School Hall.

Those present - Peter Fletcher, Kingsley Chesworth, Margaret Anthony, Alan Wills, Mick Renny, John Anson, Heather Owen, Ken Barnaby, Dorothy James, Pat Taylor.

Apologies - Mike James, Keith Matthews, Helen Owens

Minutes of the last meeting held on 15th July were accepted as a true record of the meeting

Matters Arising

DIY at school - Pat and Peter have fitted a new step outside the kitchen door. Outstanding work includes cutting back trees in the car park, addressing the two areas of the building susceptible to leaks in heavy rain and removing the slope from the front car park

It was agreed that the front gates should be painted black using agricultural paint, Ken will obtain this.

Kingsley reminded the meeting that our contractors WHC will be carrying out a 1 year check to correct any problems arising after the refurbishment. If you have identified any items for their list let Kingsley know.

The plumber came to make adjustments to the toilet flush devices, these sometimes stick in the flush position.

Dorothy will put up a notice in the kitchen asking people to place waste food in the green food bin.

Scarecrow weekend

It was agreed that the whole event including the evening village party had been a massive success. It had brought the village together and introduced people from outside the village to the Old School Hall. Over £1600 had been raised, £1000 from the scarecrow event and £600 from the party. A notice will be put up extending Peter's thanks to the craft group and everyone else who contributed. The notice will also advertise the DVD for sale produced by Patrick and the pictures taken by Ray that can be viewed online.

The whole committee recorded their thanks to the craft group and everyone who contributed to the weekend .

It had been brought to the committees notice that there were issues with the toilets not being dirty after the village party. The committee agreed that there was a problem that needed to be addressed to prevent recurrence. The following was agreed.

When planning community events we must ensure that post event cleaning is considered as part of the plan for the event. For example, who will do the checks, do we need to arrange for our cleaner to come in the next day?

Keep our cleaner on the current schedule of cleaning the whole building including the kitchen once per month. Extra cleaning can then be requested as required.

Ensure that private hirers of the hall are aware of their responsibility to clean the hall after use

Health and Safety

Pat reported that the fire extinguishers in the hall have been checked and approved by the external inspectors we use. They are also willing to provide extinguishers for training use.

Pat explained that the Fire Safety Record Books are held in new filing cabinet with other key documents relating to the hall. Pat said he will get another key cut for the cabinet

Newsletter

The next edition is being published and will be distributed shortly

Environment

The committee noted the report Keith submitted to the meeting, key points included.

The fine weather saw considerable activity at Ceibwr, as was to be expected. Not just coasterers (up to 60 on one occasion in different shifts) also campervans and campers, staying several nights. These visitors sometimes leave large quantities of rubbish.
It was reported that one coasteering group was ferrying in people by bus from their assembly point in Poppit car park in shifts. The monitoring committee is due to meet in the autumn, but it is a relatively toothless body.

Financial update

Our current balance is £12,464, this includes the £5,000 we have just received from Awards for All to construct the store room. We have just paid our insurance premium of £1126 and our balance is net of this.

Storeroom project

Peter, Pat, Ken and Kingsley will meet with Nigel Lloyd from WHC to go through the project costs and timescales.

Capital Projects

The following was agreed:

We will progress the DIY acoustic damping installation, this includes building and installing the acoustic panels. The total cost is about £1000, much less than commercial alternative. Alan will set working groups up to build and install the panels.

We will purchase a projector screen costing £408

Kingsley will look at obtaining a grant from PLANED to purchase the projector .

We will spend £500 on audio, Alan to do some checks on what is available

We will purchase blinds for the window and door next to the projector screen, total cost is £497

Programme of events

The contents of leaflet advertising the hall and events was agreed. Alan will look at printing costs and local sponsorship. The detailed wording of the leaflets must be confirmed in the next few days.

Vodophone Signal

Alan outlined that there was a potential project to improve the Vodophone signal in the village. It will require small transmitters to be installed on a few houses. The project requires sufficient volunteers, some meeting members said they would consider hosting a transmitter. Alan said he would report this to the person who is evaluating the option.

Next Meeting Tuesday 14 October.

 

Minutes of the meeting held on Tuesday 20th August, 7.30pm at the Old School Hall

CYMDEITHAS TREWYDDEL

Minutes of the meeting held on Tuesday 20th August, 7.30pm at the Old School Hall.
Those present - Peter Fletcher, Kingsley Chesworth, Margaret Anthony, Pat Taylor, John Roberts, Dorothy James, Helen Owens, Alan Wills, Kevin Copeland , Mike James, Rob Mansfield, Keith Matthews and Ken Barnaby
Minutes of the last meeting were accepted as a true record of the meeting
Matters Arising
Traffic Issues
Mike said that later in the week he will be meeting PCC Highways Department and will explain our concerns about the speed of some traffic travelling on the road from the village to Ceibwr Bay. This makes the road dangerous for pedestrians, particularly children. Warning road signs are required.
Water Tank
Peter will arrange with Rob and Pat to fit the slate as soon as it can be arranged.
Breton Visit
Helen said that details for the visit are being finalised and that accommodation was still required for visitors during this period.
Preparation for the school Reopening Event
A list of actions was agreed to prepare for the event. Soft drinks, wine and punch will be provided to toast the opening, a spend of up to £90 was agreed for this. Alan will arrange for posters to be installed in the hall showing current and possible future clubs/activity groups. Kevin will arrange for the craft groups wall hanging to be fitted in the agreed location.
Village Hall Committee
It was agreed that the following would be key holders for the school, Peter, Dorothy, Helen, Vanessa, Judi, Eira, Kingsley and Terry. (Post meeting note - another key has been made available Kevin is currently holding this)
Kingsley and Alan reported back on the Risk Assessment they had carried out, this will be discussed in more detail at the next meeting and by the Village Hall Committee. The main issues identified relate to, trip hazards in the area outside the school, preparing a fire evacuation plan and the movement of traffic within the school grounds. Pat also identified that the steep step on the fire exit by the kitchen is significant safety issue, Peter said that this will be addressed by the contractors.
Alan reported back on the proposed programme of events at the school for the next 6 months. These were discussed and suggestions made particularly about a significant social event for the village and the surrounding area. Based on the feedback obtained Alan will make adjustments to the programme and will come back to the next meeting with new proposals regarding a Ceilidh/Twmpath. The meeting was very pleased that we had managed to secure a presentation from Mike Parker Pearson, the well know archaeologist from Time Team, for our first major event at the school.
A list of domestic items required for the school were identified such as waste bins, soap dispensers for the toilets and items for the kitchen. Peter will order these.
Environmental
Keith reported there were issues with coasteering that will need to be discussed at the next meeting
Next Meeting
The next meeting will now be held on Tuesday 8th October at 7.30pm, this is not the date agreed at the meeting . The date was changed due to the number of people away on holiday.

 

Minutes of the meeting held on Tuesday 15th July, 7.30pm at the Old School Hall.

Those present - Peter Fletcher, Kingsley Chesworth, Margaret Anthony, Helen Owens, Alan Wills, Mick Renny, Lynne Clarke, John Anson, Heather Owen, Ken Barnaby and Dorothy James

Apologies - Mike James, Keith Matthews and Pat Taylor

Minutes of the last meeting held on 6th May were accepted as a true record of the meeting

Welcome new members

On behalf of the committee Kingsley welcomed the new members of the Cymdeithas Trewyddel Executive Committee. It was unanimously agreed by the elected members that Lynne Clarke, Mick Renny and Heather Owen be appointed as co-opted members of this committee

Maters Arising

It was confirmed that the Old School hall now has an alcohol and entertainment licence. All the committee thanked Robert Anthony for his hard work in progressing this application.

Kingsley confirmed that we had been successful in our application to Awards for All for a £5,000 grant to build the store room. We have committed to the Lottery that we will pay £500 towards the project that is estimated to cost £5,500. We cannot publicise the grant until we have completed the required paperwork.

It was agreed that we need to have a DIY day at the school to address a number of issues that were not part of the refurbishment, these include kitchen entrance step and building leaks ( in the front wall and the join between the meeting room and the main building). Kingsley will talk to Pat and Peter about this.

Peter and Pat will prepare a proposal on how we address the slope in the front car park, by the entrance gates.

Kingsley reminded the meeting that our contractors WHC will be carrying out a 1 year check to correct any problems arising after the refurbishment. If you have identified any items for their list let Kingsley know.

Health& Safety

Dorothy will put up a notice in the kitchen asking people to place waste food in the green food bin.

Newsletter

Margaret reported that the next issue will be in August. Items should be sent to Margaret by mid August.

Environmental

Kingsley reported that Keith had sent a note stating that the National Trust had been informed that waste sea food (lobsters and crabs) had been tipped by the bay.

Financial update

Ken reported that the current balance is £6015, but we still have to pay our annual insurance bill which is about £1200.

Constitution

The constitution of Cymdeithas Trewyddel, dated 24 January 2002, states that this Executive Committee should be made up of not less than 8 members and no more than 15 members. In addition the Committee can appoint up to 3 co-opted members. Kingsley Chesworth proposed that there was no need to increase or decrease these membership levels. It was agreed unanimously by the rest of the meeting that we do not need to amend our constitution.

Improving Hall Acoustics

As an initial step it was agreed that we will install 4 acoustic panels on the roof of the hall. It was noted that we may need to fit more to obtain the improvement required. The cost of the 4 panels is £356 plus an additional costs for glue and delivery. We should be able to fit the panels ourselves if we borrow portable scaffolding. Alan will progress this improvement.

Post meeting note- Kingsley and Alan to discuss with members before the next meeting the option of purchasing an extra 4 panels to provide increased assurance that benefit is obtained. (The original recommendation from the suppliers was for 16).

Projector Installation

It was confirmed that the projector should be sited permanently on a fitting high up in the middle of the hall between two beams ( at the entrance door end of the hall). Alan will look at the costs of the electrical/projector fittings required and Peter will identify how the support across the hall should be constructed and fitted.

Blinds

To reduce light levels and improve projected images Alan will progress fitting two blinds - to the entrance door window and to the window adjoining the door. The type of blinds Alan brought to the meeting should be used. We need to confirm how the blinds will be fitted, Peter will check how this should be done.

Future Events

The skeleton programme was reviewed and options discussed we still need more proposals. Please provide Alan with your thought through ideas. Alan obtained a number of volunteers from the committee to help put up our events posters around the area.

AOB

We need to remind anyone using the hall for clubs and meetings that they are required to pay our published rates.

Next Meeting Tuesday 2nd September at 7.30pm

 

 

AGM Minutes 17th June 2014, Old School Hall

Cymdeithas Trewyddel ,

Those present – as listed on the sign in sheet, including County Councillor Mike James and members of the current committee, Peter Fletcher, John Roberts, Ken Barnaby, Kingsley Chesworth, Kevin Copeland, Alan Wills, Pat Taylor and Dorothy James. Margaret Anthony, Helen Owens and Keith Matthews who are also members of the current committee sent their apologies.

Minutes of Last AGM 7th June 2013
Dorothy James proposed that these minutes were accepted as a true record of this meeting. John Roberts seconded this proposal.

Maters Arising
Mike James reported that it was still the intention of Pembrokeshire County Council to install a mother and child road sign on Ceibwr lane after the current repairs are completed. It is hoped that this will help slow traffic using the road.

Environmental Report
In the absence of Keith Matthews, Kingsley presented the report that Keith had prepared.
After the winter storms volunteers from the village removed most of the rocks deposited on Patchin Glas, while leaving the massive rocks in situ as a memento of this powerful event. The storms and high rainfall also caused the closure of Ceibwr lane due to an earth slide, repairs will be carried out when the ground has dried and there is no risk of recurrence.
The increasing use of the Bay by coasteerers and others continues to be monitored and the better summer did increase the use of the bay for leisure activities. The National Trust has provided a parking area for the two major coasteering organisations who now require a licence for their activities.
A receptacle for large items of rubbish swept ashore by the sea or left by visitors is under consideration by the National Trust.

School Refurbishment
Kingsley reported that within our total grant of £153K from the Big Lottery there was a built in contingency of £10.5K to deal with unforeseen issues. Such a contingency is particularly important with an old building that can hide a range of unforeseen issues. All this contingency money was spent on a range of items identified during the project and also on changes to our plans driven by specific additional requirements of the Big Lottery and local authority. These items included:
Repairs to the Bell tower
New Lintels above doors and windows, replacement woodwork on the roof timbers and major repairs to two A frames that also involved a structural engineer. In total £4K spent on woodwork and timbers
Stone work repairs
New hall entrance
Hearing loop
Baby changing room
This contingency sum was overspent by £3,400, so this additional money was paid from Cymdeithas Trewyddel funds. However, the builders and main contractors WHC agreed to install the door and do the preparation work for the storage room extension free of charge, this proposed extension was not part of the project. The committee had already agreed a budgeted sum of £2,300 from Cymdeithas Trewyddel funds for this preparatory work.

Kingsley explained future plans to improve the facility. Up lighters have already been fitted in the hall to provide subdued lighting . We are still awaiting a response from Awards for All regarding our £5K grant application for a new storage room. The committee is also looking to address the lively acoustics in the hall and install an audio system

The heavy storms this winter caused the building to leak in two areas. The issues identified were not part of the refurbishment project. We will keep a close watch on the problem to determine if it is likely to be an ongoing problem or was due to the exceptional conditions.

Activities at the School
Alan provided a detailed presentation on the wide range of activities held at the school since our opening event last August. These ranged from regular clubs and interest groups to 25 events that included, talks, live music and social gatherings. We are doing well against the targets agreed with the Big Lottery, particularly the number of events held and attendance at these events from within the village and beyond. We had more help from the community, 12 people in addition to Cymdeithas Trewyddell committee members helped to organize and deliver activities.

Our activities and events have raised over £5000 since the opening. The regular clubs do not provide sufficient income to maintain the school, so the events we hold are an important source of revenue.
Alan also explained the various web based communication channels that are now associated with the hall. These include:
moylegrovehall.org
moyegrove.org.uk
Facebook #moylegrove
Online events lists
Western Telegraph
SmallWorld
Pembrokeshire Halls...
Bookings calendar
We also continue to advertise our activities on posters placed in the village and the surrounding area and also use the local Tivyside.

Chairman’s Report
Peter emphasised that it had been a very busy year, that included completion of the refurbishment and then bringing the Old School Hall into use for, clubs, events and external hire.

As a committee we needed to change our focus from seeking the funds required to keep the hall open, to focusing much more on using the school for the benefit of the community and delivering our commitments to the Big Lottery.

Installing a full programme of events from a standing start was quite a strain on the committee. As the year progressed we have adapted to this important part of the committee's role. The hall is now being used by both the local and the extended community. It is good to see the facility being used for Welsh speaking events. We also hired out the hall on more occasions these included - polling station, water board, private functions.

We have obtained a licence for sale of alcohol due to the considerable time and effort of Robert Anthony, he spent many hours dealing with the requirements and documentation

Peter reported that other activities progressed as normal, these included:

Newsletter - Margaret and her team with Pam and William doing the production work

Websites - village website maintained by David Burns and we now have a website for the Old School Hall maintained by Alan.

Monthly coffee mornings - these are well attended and take place on the first Wednesday of the month, Peter thanked the volunteers who organise this important activity.

Peter thanked all who have helped and contributed during the year particularly the outgoing members of this committee.

John Roberts - a member of the committee for 10 years, he organised many events and activities
Kevin Copeland - provided valuable contribution during the year particularly with any issues related to the building
Rob Mansfield - helped the committee through the application and project stage of the refurbishment

Peter also thanked all the volunteers who run clubs and have set up talks and events. We need more help so that we do not depend on just a few people doing everything.
Finally Peter thanked our local County Councillor Mike James, who continues to attend our meetings and provide support and advice

Treasurers Report
Ken Barnaby circulated the audited statement of accounts. Ken explained that our total expenditure of £138407 had been dominated by the £129941 Lottery grant paid during the period. The generous donation of £2800 from the St Andrews church wardens was also included in the income for the period. Our current balance stands at £7301.
.
Questions
Two areas of concern were raised:

The acoustics of the hall make it difficult to hear and follow conversations particularly when the hall is busy. This issue was discussed and Peter said that we are looking for solutions to the problem.

There is too greater drop on the kitchen door step, this is a safety issue that should be addressed. Peter said that this would be corrected.

Election of New Committee
Ken Barnaby, the election officer, listed the nominations he had received for the executive committee for the coming year. Terry Faulkner proposed, seconded by John Roberts, that Peter Fletcher be Chairman, Ken Barnaby be Treasurer and Kingsley Chesworth Secretary and that all the nominations be accepted. The full list of elected members is

Cymdeithas Trewyddel Committee 2014/15

Peter Fletcher, Chairman
Ken Barnaby, Treasurer
Kingsley Chesworth, Secretary
Dorothy James
Margaret Anthony
Keith Matthews
Pat Taylor
John Anson
Alan Wills
Helen Owens

Co-opted members
Mick Renny
Heather Owen
Lynne Clarke

Peter closed the meeting and thanked everyone for attending