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

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

Apologies:
Tracy Beynon (Chair), Jenny Oliver, Cliff Williams

Minutes:
The minutes of the meeting held 4th August 2025, which had been circulated previously were read. Minutes were approved by Sian and Mark and signed by Andrew Maclean (Vice Chair)

Treasurers report:
The treasurers report had been circulated by Kathy before the meeting
Treasurer's report
August 2025
 
In order to ensure we can provide the service to the hall's hirers as we wish we've had to purchase new fridges etc to ensure chilled drinks and other provisions.  Thus, our bank balance is now £9,485.  However, these purchases to an extent are off set in the month by the income from the quiz, bar and Church treasure hunt of £360.  We've also received £55 through Easy Fundraising – and as the 'Festive Season' looms into view it will be good to ensure that our online shopping is done through this portal as far as possible. This can be promoted on our website, Facebook and Friends pages. Tracy also organised a sale of books from the foyer of £10.29.
 
The grant application has been submitted to South Hook LNG (via PAVS) and if successful we will have to find £1,400 from our reserves.  New audio-visual equipment will be a marketing opportunity to improve the number of bookings and enjoyment of events and will help to build our reserves back up to about £10,000 – which is just over one year's running costs for the Hall.   The events scheduled for the autumn will help with this.
 
We have received a booking for Monday November 10th from Liz Cook at PAVS for a Community Halls' Forum. The booking is from about 1pm through to 9.30 pm and will be attended by representatives from all the other Community Halls in Pembrokeshire. The focus will be on 'warm rooms' but also on encouraging food preparation and provision.  I have checked with Julie at the allotments if one of our tenants would like to give short talk.
 
From Julie's report you can see that three of the allotments are being tended to a minimum degree. While the period of very dry weather may have deterred people from working, I will email each to ensure that this is a temporary situation and 'normal service will be resumed'.  We have a waiting list.

Maintenance items – 
  • Manhole cover still needs replacing – new one here just needs to be fixed on. Mark volunteered to do this.
  • Fence at side of building needs to be taken down. Mark and Andrew volunteered
  • Guttering has been cleaned.
  • Mark will be cleaning out bowls cupboard to create more space.
 
Future bookings –
PAVS – Forum 10th November
Scouts’ enquiry for 5th Dec

Allotments update:
On the whole the plots are in good condition and being well used. Kathy to write to 3 tenants about the improvement needed for their plots. There continues to be a small waiting list of 3.
 
Alan has provided a quote of £363 split equally between the two sites, for cutting the hedges at the allotment and HM roadside and middle hedge of the top field. No other quotes were received so using this one this year but looking into other quotes for next year.
 
Mark met with Vic researching viability for more plots. More research is needed to make sure it is viable.

Hainey Moor:
Chris and Mark looked at the possibility of Willow Tree Planting viability. Have decided not to go down this route due to the cost and the long-term outcome.

Events:
Quiz nights: Quizmasters booked for the foreseeable.
 
Burger and a band night 2025 – Please can you ask your family and friends to buy tickets before the price goes up on 20th September. 
 
Curry night – Mark and Theresa – date has been changed to 18th October. To update Tracy with details about the event.
 
Bingo Nights – More research is still needed but trustees thought it would be a good idea to have a trial run in November. Date to be advised.

Grants/Audio Equipment:
Kathy has been working hard on completing applications for grants for the audio/sound equipment. One grant completed and submitted. Looking at what other grants are available. If any trustees know of any grants we could apply for, please let Kathy know.

Any other business:
Andrew asked about the First Responders box outside the hall that has still not been updated. Having difficulty in finding who is responsible. Kathy to do some research and find out who is responsible for the box.

Date of next meeting:
6th October 2025