EAST WILLIAMSTON COMMUNITY AND HALL ASSOCIATION
Charity No. 1168964
Meeting of Trustees held on Monday 4th November 2024
In the Community Hall
Present
Gwyneth Beynon, Sian Beynon, Tracy Beynon, Julie Burgess, Mandy Cresswell, Jenny Oliver, Theresa Painting, Kathy Talbot, Mark Taylor, Jill Thomas, Cliff Williams
Apologies:
Tony Ensom, Jill Ensom
Appointment of officers:
Due to the resignation of some trustees after the last meeting the committee was required to appoint new officer trustees. The decisions were made by voting and the results were as follows:
Appointment of Chair:
Tracy Beynon was voted in as Chair
Appointment of Secretary:
Theresa Painting was voted in as Secretary.
Appointment of Vice-Chair:
At this time, it was discussed that as this is not a legal requirement this appointment does not need to be filled.
Minutes:
The minutes of the meeting held on 7th October 2024, which had been circulated previously, were approved and signed by the chair.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
The bank balance at end October is £11,161 with cash of £516.
During the month we have paid for oil, as agreed, £252, but all other outgoings were as usual. We had income from the Short Mat bowls club, £375 for regular rental, our quiz and raffle and £238 from the bowls club from their training days. Unfortunately, due to lack of bookings we decided to cancel the proposed Halloween event. The small expenditure of £25 was for items which can be kept for another year. It is evident that there are a large number of events around Halloween and Fireworks, some free, some chargeable and that it is a very squeezed market. The same applies to any Festive/Christmas market – too many at the same time. The organisation of events which can be both popular and profitable is difficult!
One invoice remains to be paid to Alan Davies for £363 for the work carried out in September/October in Hainey Moor which I will put through this week. Although Tony Ensom who usually co-authorises payments is away, Tracy now has access to do this. The quotations for work on the allotments of £263 have already been approved and the work has started.
We agreed that we would prepare a budget for the Association for 2025. Many of the items are fairly standard and I will be looking at these to establish our normal running costs for 2025, such as electricity, oil, insurance etc, taking into account 2024 costs plus inflation and where I think there will be an effect from the Budget. I therefore ask that each trustee considers where expenditure or income will or could occur in 2025 outside of this. This would be items such as maintenance of the hall and surroundings, renewal of equipment, changes in income from regular bookings, proposed event outside of Quiz, maintenance of allotments and maintenance of Hainey Moor; in each case, please include an indication as to cost. For any sizeable project, such as insulation improvement, grant support will need to be sought. If you have a project that would benefit from some grant support please try to attend the PAVS Funding Fair at Queens Hall, Narberth on 14th November; from about 11.00am; lots of funders! Please can I have all the information by 16th November so that I can prepare a budget for presentation and discussion at the meeting on 2nd December.
We've not put up our bar prices for some time and with increasing costs from our suppliers and the budget this is now essential if we are to maintain at least a breakeven situation, (that is, our annual costs roughly match our income) and protect our reserves. I suggest a simple 5% increase, rounded to make calculation /change easier. Thus, as an example, a bottle of Rev. James would become £3.70, giving a mark-up of £1.45 or 50%. The mark-up will vary. The price increase will come into effect on 1st January 2025 if agreed, with the budget, in December's meeting.
Cheque signatories:
Tracy and Theresa are to be added as cheque signatories.
Association records:
Kathy and Tony have continued to sort through the old paper records kept in the filing cabinet in the hall. The previous Chair and Vice Chair have some records that they will hand back to the association as soon as possible.
Trustees:
Tracy has information on the legal requirement regarding what trustees can do. She will share information with all trustees.
Two more trustees can be elected if needed. It was proposed that we try and recruit these from the underrepresented villages in our area, namely Broadmoor, Moreton and Wooden. Kathy will mention it at the next quiz to see if there is any interest.
Nominated Trustees:
There was previously a nominated trustee from the community council. They are extremely low on numbers at the moment, We will review this in a couple of months.
Allotments:
All in order and quiet. Hedges are cut. To review budget in December if more money is needed.
Jubilee Park & Nature Trail:
Regarding access to Hainey Moor, safety signs to be erected e.g. uneven ground. This will cover us for insurance.
Community Hall:
As mentioned in a previous meeting Tracy had invited Callum from Communic8 to talk through the quote for a new audio visual system for the hall. Callum talked through what was on the quote and answered all questions from the trustees
It was agreed to go ahead with purchasing the new system pending funding. Kathy will look at what funding is available and any possible sponsors.
There are no maintenance issues to report.
Hall Bookings:
Hall bookings this month
Future bookings
Quiz Nights:
Quizmasters have been booked through to March 2025. Need some more quizmasters for future months.
Future Events:
The trustees were asked to provide ideas for some fundraising events in the hall. Some suggestions were:
AOB:
Kathy mentioned Ian and Doug resigning last meeting and suggested a letter of thanks for all their hard work and dedication is sent to them. All agreed.
Sian will be stepping down from any bar duties in the new year. It was proposed that the bar will be run on a volunteer system. We will need some more volunteers to run the bar.
Date of next meeting:
2nd December 2024 at 7.00pm
Appendix 1 – Online updates
Online updatesWebsite266 people visited the website in the last 30 days
439 page views in the last 30 days
The most popular page this month is the events page
Facebook page 358 followers
Best post on Facebook – reminder for everyone when the clocks go back
Facebook Group –Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden –
539 members
Best post in the group – notification of a dead cat in Broadmoor
Google - Jubilee Park and Nature Trail161 interactions (likes etc)
53 people clicked through to our website.
108 people searched for directions to the park.
Google - East Williamston Community Hall58 profile interactions
13 people clicked through to our website.
44 people searched for directions to the hall.
Gwyneth Beynon, Sian Beynon, Tracy Beynon, Julie Burgess, Mandy Cresswell, Jenny Oliver, Theresa Painting, Kathy Talbot, Mark Taylor, Jill Thomas, Cliff Williams
Apologies:
Tony Ensom, Jill Ensom
Appointment of officers:
Due to the resignation of some trustees after the last meeting the committee was required to appoint new officer trustees. The decisions were made by voting and the results were as follows:
Appointment of Chair:
Tracy Beynon was voted in as Chair
Appointment of Secretary:
Theresa Painting was voted in as Secretary.
Appointment of Vice-Chair:
At this time, it was discussed that as this is not a legal requirement this appointment does not need to be filled.
Minutes:
The minutes of the meeting held on 7th October 2024, which had been circulated previously, were approved and signed by the chair.
Treasurer’s Report:
The following report from Kathy had been circulated before the meeting:
The bank balance at end October is £11,161 with cash of £516.
During the month we have paid for oil, as agreed, £252, but all other outgoings were as usual. We had income from the Short Mat bowls club, £375 for regular rental, our quiz and raffle and £238 from the bowls club from their training days. Unfortunately, due to lack of bookings we decided to cancel the proposed Halloween event. The small expenditure of £25 was for items which can be kept for another year. It is evident that there are a large number of events around Halloween and Fireworks, some free, some chargeable and that it is a very squeezed market. The same applies to any Festive/Christmas market – too many at the same time. The organisation of events which can be both popular and profitable is difficult!
One invoice remains to be paid to Alan Davies for £363 for the work carried out in September/October in Hainey Moor which I will put through this week. Although Tony Ensom who usually co-authorises payments is away, Tracy now has access to do this. The quotations for work on the allotments of £263 have already been approved and the work has started.
We agreed that we would prepare a budget for the Association for 2025. Many of the items are fairly standard and I will be looking at these to establish our normal running costs for 2025, such as electricity, oil, insurance etc, taking into account 2024 costs plus inflation and where I think there will be an effect from the Budget. I therefore ask that each trustee considers where expenditure or income will or could occur in 2025 outside of this. This would be items such as maintenance of the hall and surroundings, renewal of equipment, changes in income from regular bookings, proposed event outside of Quiz, maintenance of allotments and maintenance of Hainey Moor; in each case, please include an indication as to cost. For any sizeable project, such as insulation improvement, grant support will need to be sought. If you have a project that would benefit from some grant support please try to attend the PAVS Funding Fair at Queens Hall, Narberth on 14th November; from about 11.00am; lots of funders! Please can I have all the information by 16th November so that I can prepare a budget for presentation and discussion at the meeting on 2nd December.
We've not put up our bar prices for some time and with increasing costs from our suppliers and the budget this is now essential if we are to maintain at least a breakeven situation, (that is, our annual costs roughly match our income) and protect our reserves. I suggest a simple 5% increase, rounded to make calculation /change easier. Thus, as an example, a bottle of Rev. James would become £3.70, giving a mark-up of £1.45 or 50%. The mark-up will vary. The price increase will come into effect on 1st January 2025 if agreed, with the budget, in December's meeting.
Cheque signatories:
Tracy and Theresa are to be added as cheque signatories.
Association records:
Kathy and Tony have continued to sort through the old paper records kept in the filing cabinet in the hall. The previous Chair and Vice Chair have some records that they will hand back to the association as soon as possible.
Trustees:
Tracy has information on the legal requirement regarding what trustees can do. She will share information with all trustees.
Two more trustees can be elected if needed. It was proposed that we try and recruit these from the underrepresented villages in our area, namely Broadmoor, Moreton and Wooden. Kathy will mention it at the next quiz to see if there is any interest.
Nominated Trustees:
There was previously a nominated trustee from the community council. They are extremely low on numbers at the moment, We will review this in a couple of months.
Allotments:
All in order and quiet. Hedges are cut. To review budget in December if more money is needed.
Jubilee Park & Nature Trail:
Regarding access to Hainey Moor, safety signs to be erected e.g. uneven ground. This will cover us for insurance.
Community Hall:
As mentioned in a previous meeting Tracy had invited Callum from Communic8 to talk through the quote for a new audio visual system for the hall. Callum talked through what was on the quote and answered all questions from the trustees
It was agreed to go ahead with purchasing the new system pending funding. Kathy will look at what funding is available and any possible sponsors.
There are no maintenance issues to report.
Hall Bookings:
Hall bookings this month
- Bowls social evening was held in the hall on 2nd November (with bar)
- Pudding tasting evening booked 15th November (with bar)
Future bookings
- Scouts booked for their annual sleepover on 6-7th December (5pm on 6th to 9am on 7th)
- Children’s party 8th March 2025 10.30 am – 2.30 pm
- 30th Birthday party booking for 30th August 2025
Quiz Nights:
Quizmasters have been booked through to March 2025. Need some more quizmasters for future months.
Future Events:
The trustees were asked to provide ideas for some fundraising events in the hall. Some suggestions were:
- Curry Night
- Games afternoon - East Williamston Bowling club held a games afternoon at the hall which was very successful.
AOB:
Kathy mentioned Ian and Doug resigning last meeting and suggested a letter of thanks for all their hard work and dedication is sent to them. All agreed.
Sian will be stepping down from any bar duties in the new year. It was proposed that the bar will be run on a volunteer system. We will need some more volunteers to run the bar.
Date of next meeting:
2nd December 2024 at 7.00pm
Appendix 1 – Online updates
Online updatesWebsite266 people visited the website in the last 30 days
439 page views in the last 30 days
The most popular page this month is the events page
Facebook page 358 followers
Best post on Facebook – reminder for everyone when the clocks go back
Facebook Group –Broadmoor, Cold Inn, East Williamston, Moreton, Pentlepoir and Wooden –
539 members
Best post in the group – notification of a dead cat in Broadmoor
Google - Jubilee Park and Nature Trail161 interactions (likes etc)
53 people clicked through to our website.
108 people searched for directions to the park.
Google - East Williamston Community Hall58 profile interactions
13 people clicked through to our website.
44 people searched for directions to the hall.
