Draft Minutes of Committee Meeting October 6th 2026 at the Drill Hall 11.30 am
Abbreviations: CMs = Committee Member or Committee Meetings, TAT = Third Age Trust, GL = Group Leader, DH = Drill Hall, CC= Charity Commission.
Apologies: Derek, Stephen
Present: Helen, Rob, Brian, Sue, Rose, Pam, Kay, Lesley, Tony, Cathy, Colin,
The minutes of the September CM were formally approved. There were no matters arising that were not covered later in the Agenda.
Chairs – Helen
- Risk Assessment – Revised version reviewed – suggestion that risk is assessed in numbers rather than letters. Action Helen
- Wyenotes collaboration with Monmouth u3a U3 Group – meeting taken place – plan to visit U3 in December, with a view to event in Spring 27
- Welfare issues – Helen will raise at All Wales Meeting in November. Rose to add item to GL meeting to discuss. Action Helen and Rose
- National Emergency Briefing film – being discussed at the Amenities Committee at Town Council. Chase Action Helen
- Hot water urn – no longer to be used as unsafe. It has been removed from our list of assets. Arrange disposal Action Helen
Secretary - Derek
- Reconsider the Committee's position on the resolution and all the amendments at the 14th October AGM – considered in depth, and agreed that there is no need for consultation unless TAT propose to act outside stated charitable objectives. We will:
- Vote for Amendment 1
- Vote against Amendment 2
- Vote for the original amended Resolution if Amendment 1 is passed but against if Amendment 2 is passed.
- Derek will attend and vote at the AGM
- Welsh Council Reps. September Report - The November All Wales Meeting is now on-line.
- New Incident Report Form - no further progress but GL’s not happy using it.
Treasurer – Rob, Brian
- Financial and Groups Statement and Groups Comparison were accepted. Agreed to combine Social and Summer/Xmas Parties in one in 2027. Action Treasurers
- Internal Accounts Review – add reminder to GL mtg to “watch finances” Action Rose
- Approval was given to accept unreconciled differences in Membership Account at Year End,
- Agreement to add a column to Group Financial record to assess cash held as a %age of YTD turnover in 2027
Programme – Cathy
- Christmas Party – Chepstow choir, with a break for refreshments – when red/white wine, alcohol free option, mince pies/Christmas cake will be served
Membership – Pam, Kay
- Membership Report
- Members 1183 – pleased to see gradual growth.
- Gift Aid eligibility reminder – to be added to emails sent for renewals Action Tony
- Membership renewal process – arrange a meeting Pam/Kay/Colin to finalise written process Action Kay
Group Support – Rose, Sue
- Good Beacon training this week – will need to add Web training
- GL Annual Meeting -Thursday 15th October. Chepstow Club – plan in place
Social – Lesley
- Skittles evening 2027. Friday 4th June has been added to website. Chepstow Club will be booked by Helen. Action Helen
South Wales Network – Derek
- Next meeting in January
Website and Domains – Tony
- Hostworld Credit Card updated. Need to amend account holder details Action Tony
- Agreed to transfer from Roundcube to Google Mail:
- Last Hostworld activity- cost saving
- No loss of history
- Can view and act in own mailbox
- Easier use of contact lists
- Tidy up current Roundcube data so none is transferred unnecessarily, and tell Tony when you have done it. Action All
- Note: domain renewal due in May 2027.
- November meeting to start at 11am, with all possible devices present to enable set up Action Helen/Derek
- Will need a “Workspace Administrator” to manage role/officer changes. Speak to Chris Stott re GL’s who use Roundcube. Action Helen
- YouTube channel to be available, which checks for copyright.
Beacon – Tony, Colin
- Some emails not being received. Team trying to solve.
Next Magazine: Items for Discussion or Inclusion
- None
Any Other Business
- None
Tea Duty Group: Natural History and Birdwatching
Technical Team: Brian and Andrew