East Williamston Community And Hall Association
Charity No. 1168964
 
Meeting of Trustees held on Monday 1st December 2025
In the Community Hall
Minutes
 

Present:
Tracy Beynon (Chair) Theresa Painting (Secretary) Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Chris Gilley, Andrew Maclean, Sue Maclean, Mark Taylor, Cliff Williams

Apologies:
Jenny Oliver, Kathy Talbot

Minutes:
The minutes of the meeting held on 3rd November 2025, which had been circulated previously were read and signed by The Chair. Also amended minutes from October meeting were signed by The Chair.
 
Treasurers report:
The treasurers report had been circulated by Kathy before the meeting
At 24th November our bank account stands at £12,363, which is a good position in which to be. We also have £1,200 in cash.  This is a substantial sum but is held to support the Cash Bingo nights. As tickets are bought on line we need keep an equivalent amount prepared in cash for prizes.  It is interesting to note that the bar did not take as much as an on a quiz night....too many 'heads down'! but we still received £152 from the bar and raffle.
 
During the month the oil tank was replenished, £440, The coffee morning on 8th November realised £191 and the quiz on the same day gave a total income of £330.  As ever thanks to all those who donated and worked for such success. 
 
Andrew and I have been in contact over the transfer of Treasurer's duties and the necessary documents are provided for signature.  As the year end approaches, I am preparing the detailed and summary accounts for 2025 which will be available in January.
 
The other two key tasks which I have undertaken are the Charity Commission updates and reports and the annual insurance for the Association's assets.  I'll be pleased to talk anyone through what is involved as well as any of the other smallish jobs that keep the Association going!  
 
All banking documents for the transfer of Treasurer were completed and signed at the meeting.
 
This would of been Kathy’s last meeting as a trustee and as our treasurer so we as a committee we would like to send our sincere thanks to Kathy for her years of hard work and service to our charity. Tracy proposed we send a bouquet of flowers to thank Kathy. This was agreed Unanimously. Tracy to arrange.
 
Other duties that Kathy undertook are now being managed by Tracy and Andrew.
Charity commission updates – Tracy

Community Hall:
Bookings: 
Bookings this month:
This month 
  • Dynamix Dance have one extra session tonight.
  • Scouts this Friday 5th and Saturday 6th for sleep over. 
  • 7th December – Birthday party with bar
  • 14th December - Birthday party 
  • 16th December -JB Holistic therapy Committee Room – all day.
  • 20th December - Christmas Bingo
 
Future Bookings:
  • 7th February – 50th Birthday party
  • The big science project – booked to hall for various dates throughout 2026 during school holidays.  26th May, 31st July, 4th August, 28th August, 26th October, 27th October
 
Maintenance items – 
  • Mark to remove all old decorations and dispose.
  • Planks of wood from old fence to secure outside Christmas tree. 
  • Leak in Men’s toilet – Mark and Andrew  
 
Allotments update:
On the whole the plots are in good condition for the time of year.
There continues to be a small waiting list of 2.
The entrance needs to have some work done. It was quoted for last year, but it never happened. Needs to be done now. 

Hainey Moor:
Letter from community council – 
A joint meeting of representatives from Community Council and East Williamston Hall be arranged.
East Williamston Hall representatives are:
Mark Taylor, Chris Gilley and Andrew Maclean.
Theresa to contact Community Council and arrange.        

Events:
Quiz nights – Christmas quiz – which carols do we want on the sheet? Three? Do we want singing on the music or instrumental?
Away in a manager
Silent night
We wish you a merry Christmas  - Tracy to arrange
 
Quiz masters until February. Will need more from March onwards.
 
Bingo nights – Proposed to be 4th Saturday of each month but there is a clash with the February date as that is the date we had planned to do the choir and cawl night this year. 28th Feb 
 
Choir and Cawl night – 28th February – Neyland Ladies choir – checking availability at a meeting tonight.
 
Horse racing events – Tracy had obtained costs to hold a horse racing event. Prices are based on 60 people attending – we can accommodate more. 
It was agreed this will be a good fundraising activity and it should be held late spring or early summer. Summer June/July date. Tracy to arrange with the vendor. 

Any other business:
Slipway Ukes have asked if we will be needing them for next year as they are already filling their calendar.  Will let them know.
The Trustees agreed that a cheque be presented to Slipway Ukes to be given to their chosen charity Paul Satori of £100.
 
Cooker – Buy pans that fit cooker hobs and oven and get someone to fix the hob 

Date of next meeting: 5th January 2026