East Williamston Community And Hall Association
Charity No. 1168964
 
Meeting of Trustees held on Monday 6th October 2025 In the Community Hall
Minutes

Present:
Tracy Beynon (Chair) Theresa Painting (Secretary) Kathy Talbot (Treasurer), Gwyneth Beynon, Sian Beynon, Amanda Cresswell, Chris Gilley, Andrew Maclean, Jenny Oliver, Mark Taylor, 

Apologies:
Sue Maclean, Cliff Williams

Minutes:
The minutes of the meeting held 1st September 2025, which had been circulated previously were read. Minutes were approved by Cathy and seconded by Mark and signed by Tracy Beynon (Chair)
 
Treasurers report:
The treasurers report had been circulated by Kathy before the meeting
Another successful month with the excellent evening of the Western Shires. The closing bank balance is £10,956 and we have £733 in cash.  We have had rent from EWSMB bring their account up to date and paid Alan Davies for the trimming of the hedges in the Allotments and Hainey Moor. This came in total to £480 – more than estimated but extra work was done and they do look very tidy. The cost will be split 50/50. 
 
The main event was of course Western Shires and thanks to a lot of effort both beforehand and on the night, we cleared about £600.   I am still working on the exact mark-up/profit on the bar. The event was a sell out and demonstrates one way we can serve the community; with live music. Attached is a summary of income and expenses. 
 
Regrettably our grant application for new audio-visual equipment was not successful.  We will have to look around for other possible grants or generous sponsors!
 
Amendments to meeting on 3rd November​ 
Trustees were concerned about the extra money that was paid for cutting the hedges at Hainey Moor as no extra work was done. It was discussed that for next year. We will use a tendering process for the hedges in Hainey moor and the allotments and Mark and Chris will compile the quotes and present them to a meeting before a decision is made on any work that is needed. Mark will get in touch with Alan and the other operators who have expressed a wish to quote for the work.

Community Hall:
We’ve had a busy weekend – bar on three events over this last weekend.
 
Future Bookings – 
  • Dynamix Dance on 11th October as well as their regular Wednesday bookings.
  • JB Holistic beauty booked committee room on morning of curry night from 9am – 12 noon.
  • First aid course 6pm – 8pm 20th October Free to book.  See link on Facebook. Website: www.wowfirstaidtraining.co.uk
  • Coffee morning – 13th October 10-12 noon.
  • Coffee morning and blood pressure checks on Saturday 8th November 10am – 12 noon. 
 
Maintenance items – 
  • Boiler service and maintenance booked for this Thursday. 
  • Fence needs to be taken down urgently – Mark and Andrew to remove this before the next meeting as it is a danger to people now. 
  • Manhole cover needs to be replaced. 
  • Screw has come out of wall to hold fire extinguisher – can someone re do it please – Mark to do tomorrow before bowls. 
  • Half a tank of oil left need to order it soon – Gwyneth to order when needed. 
  • Hall defibrillator - this was arranged by EWCC and they are notified of the condition.  
 
Electrics
Problem with the electrics which have now been sorted by Jim – Jim to send invoice. 
Electrical survey due Feb 2026 – Kathy to speak to Jim to see if he is able to do the electricity safety certificate.

Allotments update:
On the whole the plots are in good condition and being well used. 
 
Kathy has visited the plots this month (September) and together we have undertaken a review, the outcome is as follows;
  • One tenant has decided to give up as they are unable to maintain their plot. A new tenant is starting 1 Nov and has paid a fee of £30.
  • One tenant who has two plots has been asked if they would like to give up one of their plots (no response as yet).
 
A general email was sent by Kathy reminding tenants of their responsibility to maintain their plots over the winter months.
 
There continues to be a small waiting list of 2.

Equipment
The 3 mowers (2 provided by Vic and one purchased by the Trustees) are still in fair working order and continue to be maintained by Steve.
 
The shed will need a coat of preserver before the bad weather sets in. 
 
Grounds
There are several volunteers now helping Steve and myself to cut the grass and this is working well on a rotation basis.
 
The hedges have been cut by Alan and are looking in very good shape.

Hainey Moor:
Letter from EWCC re changing the lease. Theresa to reply to the email. 

Events:
Quiz nights: 
Tracy to check if Frank and Jill are available for October. If not Dave and Linda have one ready. They will either do this month or next month. 
 
Burger and a band night 2025 – Final report outlined to the trustees. £609.01 profit made. Breakdown in report that was sent to the trustees. Tracy to contact Western Shires for a receipt.
 
Curry night –Tickets on sale – mild option added today.   New leaflets for Mark to distribute.
 
Bingo Nights – Having a trial run on 22nd November.
 
Cawl night – book Neyland ladies choir again.  Tracy to book.

Any other business:
Planed building forum meeting at the hall – 10th November – Tracy to give short speech about the hall. 
 
It has been suggested by a community member that we should try and hold art classes in the hall. We would need someone to organise and run the classes. Andrew will ask a neighbour of his if they would like to run someone off sessions for us. 
 
Chris asked if we could re-run the adverts for the hall availability on social media again to try and recruit more regular bookings for the hall over social media – Tracy to re-run these. 
 
It was also suggested that we re-run the social media poll to ask what events people would attend in the hall and include a suggestion of an art class in these. 

Date of next meeting:
3rd November 2025