August 2025 meeting
East Williamston Community And Hall Association
Charity No. 1168964
Meeting of Trustees held on Monday 4th August 2025
In the Community Hall
Minutes
Present:
Tracy Beynon (Chair) Theresa Painting (Secretary) Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Chris Gilley, Jenny Oliver, Mark Taylor, Cliff Williams,
Apologies:
Sian Beynon, Andrew Maclean, Sue Maclean
Chris Gilley was welcomed back as a trustee of the hall.
Minutes:
The minutes of the meeting held 7th July 2025, which had been circulated previously were read. Minutes were approved and signed by The Chair.
Retirement of trustees
Jane Bishop and Julie Burgess have both retired as Trustees of the hall. The trustees would like to thank them for all they have done.
Treasurer’s Report:
The treasurers report had been circulated by Kathy before the meeting
It's a bit before the end of the month but the balance on 30th July at the bank is £11,123 and £574 in cash. This is largely in coin – ready for floats for our next Big Event!! We have paid Ardion Industrial Doors £142 for repairs to the bar shutter door. Our big outgoing this month was to Templeton, £1,137 which reflects the popularity of our bar at events.
I attach separately two reports on the research regarding grants for audio equipment and the possibility of growing willow on Hainey Moor for consideration at Monday's meeting.
Regrettably both Julie Burgess and Jane Bishop have retired as Trustees, leaving us no direct representation from the allotments, although Julie will continue to provide a report as below. My responsibility is only to invoice and email tenants when necessary.
Allotments
One issue to be resolved before the end of the month.
All of the plots are being tended to with the exception of L3.
whose plot is overgrown with weeds.
KT will email accordingly.
We have spent small amounts, £48 and £20 on mower repair and Julie reports that 3 lawnmowers all in good working order. As previously agreed, we will at some stage need to replace this equipment with something more robust.
Community Hall:
Maintenance items –
Boiler service – company has been found who will do the servicing of the boiler.
Manhole cover still needs replacing – new one here just needs to be fixed on. Mark volunteered to do this.
Fence at side of building needs to be taken down. Mark volunteered
Window cleaner needed for building. Gwyneth organising
Hall bookings:
Future bookings:
Beauty Therapy 3rd Wed of every month
30th Aug – Birthday party – Tracy, Chris and Mandy to run the bar
Future Events:
Quiz nights – Tracy to cover August due to a cancellation
Burger and a band night 2025 – Please can you ask your family and friends to buy tickets before the price goes up on 20th September.
Curry night – Mark and Theresa – 25th October – more details needed for the poster and ticket sales.
Coffee morning - 8th November for Kym’s walking group. 10 -12noon.
Volunteers needed to make cakes and help on day.
Bingo nights – Tracy - email from licensing at the council – cash bingo not allowed to make a profit off it. If we want to raise money we need to do prize bingo. Andrew and Sue to research.
Grants/Audio Equipment
New quotes totalling - £4847, old quotes totalled - £5021.68 - £174.68. Tracy and Kathy to research if there are any grants available to help purchase the equipment.
Policy Approval (Governance)
WCVA guidance on governance for charities and CIOs in Wales – We have several policies that we need to produce to ensure we are covered for all instances. 23 minimum – plus anything we want to add. i.e. allotment policy.
Trustees’ portal – Microsoft free software for trustees. Chair can set it up and we can use it to store old documents and policies and trust welcome pack and it can be a resource for all trustees.
Environmental policy – provided not approved amendments needed
Allotment policy – previously approved but template changed. Jenny comments.
Welsh Language policy – approved
GDPR policy - approved
Jubilee Park/Hainey Moor
Email received from Doug regarding Hainey Moor – Tracy to reply and acknowledge his email.
Allotments and willow planting Mark and Chris to look into options
Any other business:
Booking clerk – someone to take it on please- Kathy agreed to do the bookings.
Trustee welcome pack – current no formal process in place but we need to encourage people to come to join committee – Tracy to design posters and display in various places – 3 trustee spaces left. Formal process to be approved at next meeting.
Changing the key lock – Tracy to let trustees know the new code.
Internet renewal – Kathy has renewed insurance.
Fridge in bar to be fixed
Extra fridge for bar – Tracy - Agreed by trustees to purchase extra fridge.
Small freezer for kitchen needed. Tracy to purchase.
Next Meeting:
Date of next meeting 1st September 2025
Tracy Beynon (Chair) Theresa Painting (Secretary) Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Chris Gilley, Jenny Oliver, Mark Taylor, Cliff Williams,
Apologies:
Sian Beynon, Andrew Maclean, Sue Maclean
Chris Gilley was welcomed back as a trustee of the hall.
Minutes:
The minutes of the meeting held 7th July 2025, which had been circulated previously were read. Minutes were approved and signed by The Chair.
Retirement of trustees
Jane Bishop and Julie Burgess have both retired as Trustees of the hall. The trustees would like to thank them for all they have done.
Treasurer’s Report:
The treasurers report had been circulated by Kathy before the meeting
It's a bit before the end of the month but the balance on 30th July at the bank is £11,123 and £574 in cash. This is largely in coin – ready for floats for our next Big Event!! We have paid Ardion Industrial Doors £142 for repairs to the bar shutter door. Our big outgoing this month was to Templeton, £1,137 which reflects the popularity of our bar at events.
I attach separately two reports on the research regarding grants for audio equipment and the possibility of growing willow on Hainey Moor for consideration at Monday's meeting.
Regrettably both Julie Burgess and Jane Bishop have retired as Trustees, leaving us no direct representation from the allotments, although Julie will continue to provide a report as below. My responsibility is only to invoice and email tenants when necessary.
Allotments
One issue to be resolved before the end of the month.
All of the plots are being tended to with the exception of L3.
whose plot is overgrown with weeds.
KT will email accordingly.
We have spent small amounts, £48 and £20 on mower repair and Julie reports that 3 lawnmowers all in good working order. As previously agreed, we will at some stage need to replace this equipment with something more robust.
Community Hall:
Maintenance items –
Boiler service – company has been found who will do the servicing of the boiler.
Manhole cover still needs replacing – new one here just needs to be fixed on. Mark volunteered to do this.
Fence at side of building needs to be taken down. Mark volunteered
Window cleaner needed for building. Gwyneth organising
Hall bookings:
Future bookings:
Beauty Therapy 3rd Wed of every month
30th Aug – Birthday party – Tracy, Chris and Mandy to run the bar
Future Events:
Quiz nights – Tracy to cover August due to a cancellation
Burger and a band night 2025 – Please can you ask your family and friends to buy tickets before the price goes up on 20th September.
Curry night – Mark and Theresa – 25th October – more details needed for the poster and ticket sales.
Coffee morning - 8th November for Kym’s walking group. 10 -12noon.
Volunteers needed to make cakes and help on day.
Bingo nights – Tracy - email from licensing at the council – cash bingo not allowed to make a profit off it. If we want to raise money we need to do prize bingo. Andrew and Sue to research.
Grants/Audio Equipment
New quotes totalling - £4847, old quotes totalled - £5021.68 - £174.68. Tracy and Kathy to research if there are any grants available to help purchase the equipment.
Policy Approval (Governance)
WCVA guidance on governance for charities and CIOs in Wales – We have several policies that we need to produce to ensure we are covered for all instances. 23 minimum – plus anything we want to add. i.e. allotment policy.
Trustees’ portal – Microsoft free software for trustees. Chair can set it up and we can use it to store old documents and policies and trust welcome pack and it can be a resource for all trustees.
Environmental policy – provided not approved amendments needed
Allotment policy – previously approved but template changed. Jenny comments.
Welsh Language policy – approved
GDPR policy - approved
Jubilee Park/Hainey Moor
Email received from Doug regarding Hainey Moor – Tracy to reply and acknowledge his email.
Allotments and willow planting Mark and Chris to look into options
Any other business:
Booking clerk – someone to take it on please- Kathy agreed to do the bookings.
Trustee welcome pack – current no formal process in place but we need to encourage people to come to join committee – Tracy to design posters and display in various places – 3 trustee spaces left. Formal process to be approved at next meeting.
Changing the key lock – Tracy to let trustees know the new code.
Internet renewal – Kathy has renewed insurance.
Fridge in bar to be fixed
Extra fridge for bar – Tracy - Agreed by trustees to purchase extra fridge.
Small freezer for kitchen needed. Tracy to purchase.
Next Meeting:
Date of next meeting 1st September 2025
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