| Date | 11th June 2024 | |
| Present | Hamish, Alex, Claire, Terry, Sue Janet (left early), Bill, Maggie, Nick | |
| Apologies | Cordelia, Pierre, Stella, Steve | |
| Next meet | AGM: Tuesday 2nd July followed by usual meeting | |
| Item | Details | Actions |
| All actions | Hamish to circulate new fee structure for approval. – done and to be agreed during the meeting Janet to add signatories to bank account. done Alex to check and amend website re deposit taking. Its on the booking form Hamish to write to Combe Estate requesting a copy of lease – not done but have copy of lease. However there still needs to be a discussion with the Estate wrt to future grants to ensure we comply and permission to do some more work to the Hall ( windows etc)Nick to progress Victoria Windows quotation. Alex to lead fix of shed roof – Alex has prepared a quote @£22/sheet – 6 needed. £132 cost OK please proceed. Hamish to use caulking gun around flashing Hamish to replace bathroom tap Hamish to advertise Father’s Day BBQ and liaise with Damien – done needs to be done again. Carol to book Smeatharpe Aerodrome talk – not done yet Hamish to approach Steve M re beekeeping talk – not done yet Stephen to approach Villages in Action – done Everyone to look for a noticeboard for foyer – still to be done Alex to progress Gazette MS Forms survey questions – done to be discussed in the meeting | |
| Finances | Janet presented the accounts for the month. See annexe. Thanks to Carol for help with the PRS license. Now need to define income. Janet has submitted. Defined income £1,600 which should reduce cost of the license. Smart gas meter appointment was planned – but it was cancelled on the day – no idea if /when they will come. Alex has been reading the meter so they are not estimated. HSBC actions undertaken to be authorised bank signatories. Hamish to set up a zoom call with Damian and Janet for discussion over the role of treasurer. Hamish needs to put £20 cash into bank for the proceeds of the skittle evening. | Hamish Hamish |
| Hall Charges | Following discussion, the following new rates we agreed, based on 2yrs of CPI and rounded to nearest whole number 2024 new rates effective form 1/9/24 Item Parishioners Non Parishioners Hourly rate £12 Non Parishioners £14 9-1pm or 1-5pm £35 Non Parishioners £41 6pm – midnight £48 Non Parishioners £66 9am – midnight £108 Non Parishioners £119 Wedding (set up night before and full day) £247 Non Parishioners £377 Long term lets Price on application Existing hirer rates comes into place 1/9/24 New hirers effective from 1st July 2024 Booking clerk still has right to use discretion and discuss with committee if need Booking clerk to let regulars know if price increases and report any issues back to committee | Carol |
| Village Hall survey | Survey agreed during the meeting sand will be circulated on whataspp group and a link provided to Carol to pass on to regular bookers | Alex/Carol |
| Bookings | See annexe for list of June bookings. | |
| Future events | Skittle – £20 profit – thanks to Steve – lets do again! Fathers Day BBQ Set up from 9:30 SundayMusic planned – Band members eat free ( Thanks Nick)Cater for 70:Meat – 100 sausages, 50 burgers, 50 chicken pieces – Hamish to shop Sara – will make a peanut salad (thanks Sara)Sue veg , veggie & sauce + bread. Wil do all non meat shopping£6 per head with concession if you can persuade the doorman Other events Cabaret – still want to go ahead – organise at the next meeting Tuesday 28th June – live screening of the football? Talks to be arranged Buckerell – may need a venue. Welcome to use village hall at parishioners rates | Steve Committee members Hamish Sue Hamish |
| AOB | Ladies toilet window – now closed When is the grass being cut? Bin store? – add to the list of wants Can carol add times to the bookings so Alex can add into the calendar Press officer vacancy – need to advertise in the paper. | Everyone Carol |
| Long term maintenance list, for progression when funds allow. Not in hierarchy order. |
| (Rising) damp in southern elevation |
| Extractor fans in kitchen |
| Drainage pipe replacement |
| Internal repaint |
| Loft insulation |
| Replace all windows, not just front windows |
| New large range cooker |
| Bin Store – |
| Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025 | Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025 | |||||||
| INCOME | EXPENDITURE | |||||||
| 2023/24 | 1.04.23- 31.05.23 | 1.04.24 – 31.05.24 | 2023/24 | 1.04.23-31.05.23 | 1.04.24-31.05.24 | |||
| Balance brought forward | 3,627.91 | Insurance | 690.38 | 0.00 | 0.00 | |||
| Non-domestic rates | 0.00 | 0.00 | 0.00 | |||||
| Hire of Hall | 5,588.85 | 2,311.50 | 1,353.65 | Cleaning/grass cutting | 1,019.62 | 175.00 | 310.19 | |
| Social Events | 1,371.36 | 68.00 | 180.26 | Maintenance/Equipment | 5,840.55 | 190.28 | 116.35 | |
| Interest | 0.00 | 0.00 | 0.00 | Water/Gas/Electric | 3,031.87 | 482.47 | 421.31 | |
| Miscellaneous | 2,005.91 | 175.99 | 2,244.00 | Miscellaneous(inc. bank charges) | 1,014.59 | 1,259.81 | 556.95 | |
| 1404.80 | ||||||||
| Balance | 6001.02 | |||||||
| Total | 7405.82 | 7405.82 | ||||||
| Redwood Deposit A/c | £24,811.22 | |||||||
| Subscription to Devon Communities Together of £24 |