November 2025 trustees meeting
East Williamston Community And Hall Association
Charity No. 1168964
Meeting of Trustees held on Monday 3rd November 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, Jenny Oliver, Mark Taylor, Cliff Williams
Apologies:
Kathy Talbot
Minutes:
The minutes of the meeting held on 6th October 2025, which had been circulated previously were read. Pending amendments to agenda item 3 (Treasurer’s Report) the committee are happy for the chair to sign the minutes.
Treasurers report:
The treasurers report had been circulated by Kathy before the meeting
Treasurer's report October 2025
It's been another successful month for the association, and the bank balance today stands at £12,804. During the month we have paid for the service of the Navien boiler by HTH Plumbing for £135. The weekend of 3rd to 5th October was very busy with private events, benefitting both hall rentals and the bar ...and hard work for those helping to get the hall ready and clear. The coffee morning was again very successful with much donated baking. Judith Bolton's therapy sessions are proving popular so she booked an extra half day. And £10 was received for some of the scrap wood from the fence which was taken down.
However, the major increase in our funds is due to yet another successful event; The Slipway Ukes and Curry Night. Ticket sales and donations came to £583 and the gross bar income and raffle gave a further £616. Expenses came to £137 and unless there are more to come, we have a total income of £1,061. Hard work but with an excellent result. Events give good 'one-off’ income and regular hall bookings, EWSMB and the bar mean our reserves continue to grow.
I've been in touch with J3KG electrics (Jim) and he has it in his diary to do the full electrical check in the New Year. It can be followed up nearer the time but has to be completed for the insurance by early February.
I have decided to give up my role as Trustee of the Association. As you know my husband has dementia and as his sole carer, I no longer have the time and energy to commit to the needs of the Association, the Hall and the land. I have inherited many tasks over the last ten years and will happily guide, if necessary, those who take these up. With the agreement of the Trustees, I will continue to act as Treasurer at least until year end and complete the accounts for 2025 ready for the AGM and Charity Commission.
Best wishes for the future.
The committee would like to express their thanks to Kathy for the time she has spent both on the committee and as treasurer.
Community Hall:
Future Bookings –
Bookings this month
Future Bookings
Maintenance items –
Allotments update:
Circulated by Julie to everyone – Andrew Sue and Chris didn’t get the update. TB to ask Julie to add them to her email list.
Tenant Plots
On the whole the plots are in good condition for the time of year.
There continues to be a small waiting list of 2.
Equipment
The 3 mowers are becoming temperamental and will need to be serviced by Steve before next spring. The grass was cut yesterday and it took some time to get just one of the mowers running.
The shed as advised will need a coat of preserver before the bad weather sets in.
Hainey Moor:
Mark and Chris to set up requirements to get quotes for hedge trimming for next year.
Events:
Quiz nights – Quiz this month will be Lynda and Dave Harvey from Cold Inn – Next month Cliff and Tim – Christmas quiz with carols, tree and mince pies beforehand. Need quiz master’s from February onwards. Anyone who wants to do a quiz to contact Tracy.
Curry night – Feedback – Massive thanks to Theresa and Mark for organising what was an amazing evening.
Bingo night – 22nd November – Andrew update. Due to popularity of recent local cash bingo nights, it was agreed by the trustees that people need to book and pay in advance. Tracy to set up online bookings and amend the adverts already in place.
First Aid Training
We need to have certified first aiders for insurance and health and safety purposes. They need to be the people who help at events.
Options - WOW first aid training can do a day for up to 10 to 12 people for £750. WOW can do the admin part online which will take half a day and then they can come and do an evening session for the practical side. Or we can do an all-day session for both, here in the hall.
It was felt this cost may be too much for the hall to pay for. Tracy to speak to PAVS to ask who they recommend for first aid training for community halls.
Food Safety Training
First Aid Training
We need to have certified first aiders for insurance and health and safety purposes. They need to be the people who help at events.
Options - WOW first aid training can do a day for up to 10 to 12 people for £750. WOW can do the admin part online which will take half a day and then they can come and do an evening session for the practical side. Or we can do an all-day session for both, here in the hall.
It was felt this cost may be too much for the hall to pay for. Tracy to speak to PAVS to ask who they recommend for first aid training for community halls.
Food safety training
Tracy to speak to PAVS to ask who they recommend for food safety training for community halls.
Trustee Administration:
Onboarding of new trustees needs to be a more formal process due to new rules. This is the basic template with our information added. The trustees agreed it was good to go and will be adopted from now on.
Trustees Portal
Microsoft based – We have use of free software from Microsoft as we are a charity. There are many uses for this, but Tracy proposed to keep it simple and just use it for generic email addresses for the main officers and anyone who needs to send or receive emails on behalf of the organisation.
We can look at it again in the future if there is a need for it. Tracy to send generic email details to all officers and also bar manager and hall maintenance manager.
Recruitment of New Treasurer
Kathy would like to work with the new treasurer to hand over things. She will stay until the end of the year. Andrew volunteered to become the next Treasurer, the trustees agreed unanimously. Andrew to get in touch with Kathy to arrange the handover.
Also, as Andrew could no longer be Vice Chair, Mark volunteered to become the next Vice Chair and the trustees agreed unanimously to appoint Mark Taylor.
New Year’s Eve:
A member of the community had asked if there would be anything on in the hall for New Years Eve. Their suggestion was for a bring and share buffet and party games with the bar open. The trustees have tried this for a number of years and the attendance has dwindled so much that it was not felt to be worth it this year as there are so many events close by. Tracy to inform the member of the community who had enquired that we wont be doing any New Years Eve celebrations.
Any other business:
Mark requested that as the Slipway Ukes played at the curry night for free we should send them a donation for Paul Sartori the trustees agreed that £100 which is the same amount that we donated to Neyland ladies’ choir for their St Davids day performance. The trustees agreed unanimously.
Christmas decorations – It was decided that the decorations will be taken down from the attic on Sunday 23rd November at 12 noon to be checked for damages and to see if any more are needed. They will be stored in the bar and then put up on 30th November at 12 noon. Volunteers will be needed on both these dates.
Christmas quiz– Christmas quiz will have free mulled wine and mince pies for everyone. The Doors will open at 7pm – Carols around the tree at 7:30pm and quiz starts 8pm
Mark and Mandy will donate the Christmas tree for outside the hall. Mark will arrange the transport and siting of the Christmas tree before the night of the quiz and carols.
Date of next meeting:
1st December 2025
Tracy Beynon (Chair) Theresa Painting (Secretary) Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Chris Gilley, Andrew Maclean, Sue Maclean, Jenny Oliver, Mark Taylor, Cliff Williams
Apologies:
Kathy Talbot
Minutes:
The minutes of the meeting held on 6th October 2025, which had been circulated previously were read. Pending amendments to agenda item 3 (Treasurer’s Report) the committee are happy for the chair to sign the minutes.
Treasurers report:
The treasurers report had been circulated by Kathy before the meeting
Treasurer's report October 2025
It's been another successful month for the association, and the bank balance today stands at £12,804. During the month we have paid for the service of the Navien boiler by HTH Plumbing for £135. The weekend of 3rd to 5th October was very busy with private events, benefitting both hall rentals and the bar ...and hard work for those helping to get the hall ready and clear. The coffee morning was again very successful with much donated baking. Judith Bolton's therapy sessions are proving popular so she booked an extra half day. And £10 was received for some of the scrap wood from the fence which was taken down.
However, the major increase in our funds is due to yet another successful event; The Slipway Ukes and Curry Night. Ticket sales and donations came to £583 and the gross bar income and raffle gave a further £616. Expenses came to £137 and unless there are more to come, we have a total income of £1,061. Hard work but with an excellent result. Events give good 'one-off’ income and regular hall bookings, EWSMB and the bar mean our reserves continue to grow.
I've been in touch with J3KG electrics (Jim) and he has it in his diary to do the full electrical check in the New Year. It can be followed up nearer the time but has to be completed for the insurance by early February.
I have decided to give up my role as Trustee of the Association. As you know my husband has dementia and as his sole carer, I no longer have the time and energy to commit to the needs of the Association, the Hall and the land. I have inherited many tasks over the last ten years and will happily guide, if necessary, those who take these up. With the agreement of the Trustees, I will continue to act as Treasurer at least until year end and complete the accounts for 2025 ready for the AGM and Charity Commission.
Best wishes for the future.
The committee would like to express their thanks to Kathy for the time she has spent both on the committee and as treasurer.
Community Hall:
Future Bookings –
Bookings this month
- Coffee morning 8th November – Gwyneth organising with Sue and Tracy
- PAVS Community Building forum – 10th November – Tracy Attending – 2 per organisation
- Murder Mystery 14th November – organised by St Elydir Church
Future Bookings
- Scouts’ sleepover again – 5th and 6th December – We agreed £30 last year. Members agreed to keep the cost the same.
Maintenance items –
- Fence has been removed thanks to Mark and Andrew. Also, there was a small donation made for the wood.
Allotments update:
Circulated by Julie to everyone – Andrew Sue and Chris didn’t get the update. TB to ask Julie to add them to her email list.
Tenant Plots
On the whole the plots are in good condition for the time of year.
There continues to be a small waiting list of 2.
Equipment
The 3 mowers are becoming temperamental and will need to be serviced by Steve before next spring. The grass was cut yesterday and it took some time to get just one of the mowers running.
The shed as advised will need a coat of preserver before the bad weather sets in.
Hainey Moor:
Mark and Chris to set up requirements to get quotes for hedge trimming for next year.
Events:
Quiz nights – Quiz this month will be Lynda and Dave Harvey from Cold Inn – Next month Cliff and Tim – Christmas quiz with carols, tree and mince pies beforehand. Need quiz master’s from February onwards. Anyone who wants to do a quiz to contact Tracy.
Curry night – Feedback – Massive thanks to Theresa and Mark for organising what was an amazing evening.
Bingo night – 22nd November – Andrew update. Due to popularity of recent local cash bingo nights, it was agreed by the trustees that people need to book and pay in advance. Tracy to set up online bookings and amend the adverts already in place.
First Aid Training
We need to have certified first aiders for insurance and health and safety purposes. They need to be the people who help at events.
Options - WOW first aid training can do a day for up to 10 to 12 people for £750. WOW can do the admin part online which will take half a day and then they can come and do an evening session for the practical side. Or we can do an all-day session for both, here in the hall.
It was felt this cost may be too much for the hall to pay for. Tracy to speak to PAVS to ask who they recommend for first aid training for community halls.
Food Safety Training
First Aid Training
We need to have certified first aiders for insurance and health and safety purposes. They need to be the people who help at events.
Options - WOW first aid training can do a day for up to 10 to 12 people for £750. WOW can do the admin part online which will take half a day and then they can come and do an evening session for the practical side. Or we can do an all-day session for both, here in the hall.
It was felt this cost may be too much for the hall to pay for. Tracy to speak to PAVS to ask who they recommend for first aid training for community halls.
Food safety training
Tracy to speak to PAVS to ask who they recommend for food safety training for community halls.
Trustee Administration:
Onboarding of new trustees needs to be a more formal process due to new rules. This is the basic template with our information added. The trustees agreed it was good to go and will be adopted from now on.
Trustees Portal
Microsoft based – We have use of free software from Microsoft as we are a charity. There are many uses for this, but Tracy proposed to keep it simple and just use it for generic email addresses for the main officers and anyone who needs to send or receive emails on behalf of the organisation.
We can look at it again in the future if there is a need for it. Tracy to send generic email details to all officers and also bar manager and hall maintenance manager.
Recruitment of New Treasurer
Kathy would like to work with the new treasurer to hand over things. She will stay until the end of the year. Andrew volunteered to become the next Treasurer, the trustees agreed unanimously. Andrew to get in touch with Kathy to arrange the handover.
Also, as Andrew could no longer be Vice Chair, Mark volunteered to become the next Vice Chair and the trustees agreed unanimously to appoint Mark Taylor.
New Year’s Eve:
A member of the community had asked if there would be anything on in the hall for New Years Eve. Their suggestion was for a bring and share buffet and party games with the bar open. The trustees have tried this for a number of years and the attendance has dwindled so much that it was not felt to be worth it this year as there are so many events close by. Tracy to inform the member of the community who had enquired that we wont be doing any New Years Eve celebrations.
Any other business:
Mark requested that as the Slipway Ukes played at the curry night for free we should send them a donation for Paul Sartori the trustees agreed that £100 which is the same amount that we donated to Neyland ladies’ choir for their St Davids day performance. The trustees agreed unanimously.
Christmas decorations – It was decided that the decorations will be taken down from the attic on Sunday 23rd November at 12 noon to be checked for damages and to see if any more are needed. They will be stored in the bar and then put up on 30th November at 12 noon. Volunteers will be needed on both these dates.
Christmas quiz– Christmas quiz will have free mulled wine and mince pies for everyone. The Doors will open at 7pm – Carols around the tree at 7:30pm and quiz starts 8pm
Mark and Mandy will donate the Christmas tree for outside the hall. Mark will arrange the transport and siting of the Christmas tree before the night of the quiz and carols.
Date of next meeting:
1st December 2025
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