East Williamston Community & Hall Association Trustees Meeting held in the community hall on Monday 3rd February 2025 at 7pm
Present:
Tracy Beynon (Chair) Kathy Talbot (Hon Treasurer), Sian Beynon, Gwyneth Beynon, Julie Burgess, Mandy Cresswell, Andrew McLaren, Sue McLaren Mark Taylor, Jill Thomas, Cliff Williams.
Andrew and Sue McLaren were welcomed as new trustees.
Apologies:
Jenny Oliver, Theresa Painting.
Minutes of the previous meeting
The minutes of the meeting held on 6th January were agreed and signed by the chair.
Treasurer's report
Our closing bank balance is £11,461 with £400 in cash. We are still a cash business. In addition to paying the annual honoraria we have paid our half yearly water bill of £36 and £56 to EDF energy, where we are £137 in credit.
The allotment tenants' invoices went out at the beginning of the month and to date eight tenants have paid. Rents are due by 1st March. I will send out reminders in early February. We are fully occupied with a short waiting list.
As part of our insurance, we have completed the Rebuild Cost Assessment form. We will pay £75 for the ultimate report which will ensure we are fully covered in the unlikely event of needing to completely rebuild!
The till in the bar has failed. The income from the bar represents some 35% of our total income and therefore an efficient and effective till, for both correct charging, record keeping and ease of use by the bar staff is essential. In January the monthly Quiz took £372 – not a 'profit' but indicative of the importance of accounting properly for our cash. Tracy has done quite some research, and the recommendation is a new till. They range widely in price but a till which will provide all we require is produced by Sharp and costs £386. This is an expense we didn't anticipate but is a necessary one for the future. Please can the trustees approve this expense. The purchase of a new till was approved.
The Treasurer added that after a final adjustment of £48 the final excess of expenditure over income for 2024 was £161, compared to a turnover of over£12,000. The final accounts will be prepared for the AGM
Regarding insurance of the hall, the annual premium proposal was due from Allied Westminster. In preparation for that Kathy had had a quote from another firm which was for over £1,500. This will be borne in mind when the quote from AW is received.
Community Hall
Bookings:
Maintenance items
Allotments The allotments are now fully occupied with two persons on the waiting list. Julie requested that we purchase 5 posts to repair the fences and purchase a robust combination lock padlock for the gate to replace keys. These items were agreed. It was noted that some tenants had previously paid a deposit for a key to the allotments. This will be refunded when they leave.
Events
Quiz nights – quiz masters are already signed up until April. Everyone is invited to take their turn at running the quiz. Please let Tracy know if you would like to add your name to the list.
Choir and Cawl evening - March 1st Neyland Ladies choir will perform free of charge. Cawl with cheese and bread will be available. I portion each as part of the ticket price (2 x lamb cawl, 2x ham cawl, 1 x butternut squash, 1 x leek and potato). Tea/Coffee and Welsh Cakes also will be sold. There will be a charge of £5.00 per person which includes a bowl of cawl/soup with cheese and a roll. Tea/Coffee and a Welsh cake will be an additional charge on the night. The committee was asked to promote this event as much as they can. Tickets are available online and from Tracy.
Pre-loved items sale. The date was agreed as 21st April 2025 and Kathy will organise this.
VE Day commemoration/celebration. It was agreed to hold a VE day themed quiz on 10th May. (note this may conflict with the Bowls Coronation Cup and would be discussed nearer the date). Tracy to write and present the quiz.
Western Shires Band had been confirmed for 27th September. Tickets will be on sale at £7.50 each. Burgers will be for sale.
Bingo night will be arranged for either July or August. Tracy to arrange.
Curry night will be held in the autumn. Details to be confirmed. Mark and Theresa to arrange
Any other business
Policies and Procedures.
Tracy confirmed that 8 had been prepared covering such items as safety etc and we await their checking by PAVS. While essential for our own operation and protection they are also indicative that we are a professional organisation when applying for grants etc.
Sunday training sessions for Bowls
These are proving successful. Mark proposed that he could run the Sunday sessions as a representative of the Hall Committee rather than it being run by the bowls club. The sessions could then be open to players from anywhere. To do this we would not be able to use the Bowls Club mats we would have to buy our own. It was agreed that Mark could look for a cheap second-hand bowls mat which he assures can be bought for between £50 to £100.
Date of the next meeting
The date of the next meeting is 3rd March 2025 at 7.00 pm
Tracy Beynon (Chair) Kathy Talbot (Hon Treasurer), Sian Beynon, Gwyneth Beynon, Julie Burgess, Mandy Cresswell, Andrew McLaren, Sue McLaren Mark Taylor, Jill Thomas, Cliff Williams.
Andrew and Sue McLaren were welcomed as new trustees.
Apologies:
Jenny Oliver, Theresa Painting.
Minutes of the previous meeting
The minutes of the meeting held on 6th January were agreed and signed by the chair.
Treasurer's report
Our closing bank balance is £11,461 with £400 in cash. We are still a cash business. In addition to paying the annual honoraria we have paid our half yearly water bill of £36 and £56 to EDF energy, where we are £137 in credit.
The allotment tenants' invoices went out at the beginning of the month and to date eight tenants have paid. Rents are due by 1st March. I will send out reminders in early February. We are fully occupied with a short waiting list.
As part of our insurance, we have completed the Rebuild Cost Assessment form. We will pay £75 for the ultimate report which will ensure we are fully covered in the unlikely event of needing to completely rebuild!
The till in the bar has failed. The income from the bar represents some 35% of our total income and therefore an efficient and effective till, for both correct charging, record keeping and ease of use by the bar staff is essential. In January the monthly Quiz took £372 – not a 'profit' but indicative of the importance of accounting properly for our cash. Tracy has done quite some research, and the recommendation is a new till. They range widely in price but a till which will provide all we require is produced by Sharp and costs £386. This is an expense we didn't anticipate but is a necessary one for the future. Please can the trustees approve this expense. The purchase of a new till was approved.
The Treasurer added that after a final adjustment of £48 the final excess of expenditure over income for 2024 was £161, compared to a turnover of over£12,000. The final accounts will be prepared for the AGM
Regarding insurance of the hall, the annual premium proposal was due from Allied Westminster. In preparation for that Kathy had had a quote from another firm which was for over £1,500. This will be borne in mind when the quote from AW is received.
Community Hall
Bookings:
- Dynamix were now meeting regularly on a Wednesday
- Cosheston Short Mat Bowls had held two of their four booked training sessions, this is a temporary arrangement due to an issue with their hall.
- A child's party had been booked for 9th March
Maintenance items
- Gwyneth pointed out that the boundary hedge still needs to be reduced in size, and it is proposed to lay this. The fence alongside this hedge needs to be removed as it is listing into the path.
- Mark advised that he could arrange hire of a pressure washer to clean the outside of the hall for £20 a day.
- We await information from Navian regarding the boiler maintenance
- The cloth chairs in the hall, the floor in the bar and committee room and all mats in the hall have be thoroughly cleaned.
Allotments The allotments are now fully occupied with two persons on the waiting list. Julie requested that we purchase 5 posts to repair the fences and purchase a robust combination lock padlock for the gate to replace keys. These items were agreed. It was noted that some tenants had previously paid a deposit for a key to the allotments. This will be refunded when they leave.
Events
Quiz nights – quiz masters are already signed up until April. Everyone is invited to take their turn at running the quiz. Please let Tracy know if you would like to add your name to the list.
Choir and Cawl evening - March 1st Neyland Ladies choir will perform free of charge. Cawl with cheese and bread will be available. I portion each as part of the ticket price (2 x lamb cawl, 2x ham cawl, 1 x butternut squash, 1 x leek and potato). Tea/Coffee and Welsh Cakes also will be sold. There will be a charge of £5.00 per person which includes a bowl of cawl/soup with cheese and a roll. Tea/Coffee and a Welsh cake will be an additional charge on the night. The committee was asked to promote this event as much as they can. Tickets are available online and from Tracy.
Pre-loved items sale. The date was agreed as 21st April 2025 and Kathy will organise this.
VE Day commemoration/celebration. It was agreed to hold a VE day themed quiz on 10th May. (note this may conflict with the Bowls Coronation Cup and would be discussed nearer the date). Tracy to write and present the quiz.
Western Shires Band had been confirmed for 27th September. Tickets will be on sale at £7.50 each. Burgers will be for sale.
Bingo night will be arranged for either July or August. Tracy to arrange.
Curry night will be held in the autumn. Details to be confirmed. Mark and Theresa to arrange
Any other business
Policies and Procedures.
Tracy confirmed that 8 had been prepared covering such items as safety etc and we await their checking by PAVS. While essential for our own operation and protection they are also indicative that we are a professional organisation when applying for grants etc.
Sunday training sessions for Bowls
These are proving successful. Mark proposed that he could run the Sunday sessions as a representative of the Hall Committee rather than it being run by the bowls club. The sessions could then be open to players from anywhere. To do this we would not be able to use the Bowls Club mats we would have to buy our own. It was agreed that Mark could look for a cheap second-hand bowls mat which he assures can be bought for between £50 to £100.
Date of the next meeting
The date of the next meeting is 3rd March 2025 at 7.00 pm
