Date Tuesday 13th May 2025
Present Nick, Damian, Alex, Steve, Toni, Jess, Bill, Stella
Apologies Maggie, Claire, Kadence
Next meet Next meeting: Wednesday 4th June, Parish Rooms, 19:30
All Actions:
- Further to agreement on a booking software solution, Nick agreed to
draft a job description to clarify aspects of Carol’s role, supported by
some notes from Damian on the process needed to reconcile bookings
and costs. - Stella to share agreed resolution to amend the 1933 declaration of
trust with the Charity Commission. - Stella to update the committee on plans to produce further policies
that the Parish Hall is required to adopt and maintain. - All to review emerging lottery grant application and comment on
google doc, by 1st June. - Nick, Stella and Jess to send Damian their full name, date of birth,
address and contact details so that they can secure access to the bank
accounts. - Various actions for all committee members relating to the upcoming
events: quiz, cakes, BBQ, band. See upcoming events section.
Old actions:
- Damian to contact hall insurer and investigate how the installation of
batteries and solar panels affects our insurance premium. He needs
Alex to send him the final electricity certifications prior to approaching
the insurer. - Damian to circulate a list of options for where to deposit the Redwood
savings account money, for discussion and agreement at the June
meeting. - Alex and Toni to explore options for changing electricity and gas
suppliers to a cheaper evening / business tariff, also considering smart
meters, contract break clauses and options to sell our energy back to
the grid. To bring options to May meeting. - Maggie to combine the next graveyard tidying group with a Village
Hall ground force group and to coordinate both activities for the
village. - Alex to share details of the free Microsoft Office tools.
- Bill to plaster and paint around the boiler.
Committee members and governance
As this was the first meeting of the 2025/26 cycle the trustees elected
committee positions for the new year, as follows:
- Chair: Nick was nominated, seconded and accepted.
- Vice Chair: Stella was nominated, seconded and accepted.
- Secretary: Jess was nominated, seconded and accepted.
- Treasurer: Damian was nominated, seconded and accepted.
Re the bookings clerk, the committee agreed that Carol Hall would be
approached to continue in this paid position, recognising the great job she
does to advertise the hall and support bookings. In addition there are
various options in play for automating aspects of the booking and financial
reconciliation processes – Nick, Stella and Alex had recently attended
presentations by other village halls committees which were highlighting
the benefits of some of these automated systems. The committee
therefore agreed to look at these options and, once the preferred option is
agreed, Nick agreed to draft a job description to clarify aspects of Carol’s
role, supported by some notes from Damian on the process needed to
reconcile bookings and costs.
In advance of the meeting Stella produced and circulated an induction and
declaration pack for the Trustees. In addition, the proposed amendments
to the Trust Deed of 1933 were also circulated, making some minor and
considered amendments to the original Trust Deed, updating the
terminology and showing the diverse nature of the charity. The proposed
changes, which are set out in an annex to these meeting notes, were
proposed by Stella, seconded by Nick Chapman, voted on and approved by
the committee. Stella will now share this resolution with the Charity
Commission with the hope that they will raise no objection.
Devon Communities together have advised Stella that further documents
will need to be agreed and uploaded to the Village Hall website, including a
range policies such as: the financial reserves policy, health and safety etc.
Stella volunteered to review, and coordinate our progressive production,
agreement and publicising of these policies.
Finance
Damian presented the accounts for April, a copy of which are included as
an annex to these minutes. There is little to report so early in the year but
electricity costs are an order of magnitude lower than this time last year
thanks to the new solar panels.
The April cabaret was a financial (and critical and commercial) success but
the bar did little more than break even. The committee noted that future
bar events could charge more for drinks, reduce the portions of entry
drinks and limit cast drinks.
Damian has made some progress on considering where to relocate the
Redwood savings account monies. But he is yet to settle on a
recommendation. Damian will circulate a note before the next meeting
with some more information on the different interest rates and
interoperability of the various accounts – so a roll over action.
Now that committee positions have been resolved for the new year the
committee agreed that bank account access needs to be broadened. It was
agreed that the Chair, Vice Chair and Treasurer should gain access to the
bank account, all of which should now send Damian their full name, date of
birth, address and contact details so that they can secure access.
Grants
The committee has made some progress on supporting the lottery grant
application, which is the only grant application we currently have in train
and the primary vehicle for potential future upgrades to the hall. But
progress is slow and Alex needs support with framing the bid. The meeting
agreed a revised timescale of 1st June for all the committee to review the
document and draft answers to the questions posed.
Maintenance
The committee expressed thanks to Bill and Gary for building the fantastic
new benches, and to Claire for her dedication and energy in significantly
improving the village hall grounds.
Alex and Toni briefly updated on options for changing electricity and gas
suppliers to a cheaper evening / business tariff, also considering smart
meters, contract break clauses and the potential to sell our electricity back
to the grid. The action rolls over.
Alex has also looked at options for installing air-to-air heat pumps – this has
been added to the maintenance schedule in the annex to these minutes.
Bookings The bookings for July are included as an annex to these notes. All bookings
are also now being uploaded to the village hall calendar on the website.
Future events
- Saturday 17th May, Nick’s quiz. Toni and Jess are helping on the
door, Sue Fallows is preparing food with Stella’s help. Meet at
6pm for setup, eyes down 7:30pm. Everyone please bring raffle
prizes. - VE Cake Sale, 24th May, Carol and Molly are in charge, traditional
WW2 cakes to be made please, fancy dress positively encouraged.
Carol to advertise. - Sunday 15th June, Father’s Day BBQ. Nick putting together a band.
Sara is catering the event. Nick to purchase a separate BBQ / BBQs
for non-meat-eaters. Alex, Claire and Carol to advertise. - Saturday 21st June, Set in Stone, band performing. Pizza van 1
wasn’t available but Claire is looking at Pizza van 2. Jess is making
posters. - Traders’ Social, Friday 25th July. Jess is organising.
- Cabaret screening for cabaret cast and village hall committee
members, all welcome, date tbc.
Potential future events:
- Skittles.
- Autumn talks: Hardy wine talk / gardening talk / astronomy talk /
Nic Wakely glass talk? - Spanish event.
AOB
The committee noted the difficulty in keeping Tuesday evenings as the
default meeting as this clashes with bell-ringing. Going forward the
committee felt that the second Monday of each month was a good option.
To be confirmed at the next meeting.
Gittisham Parish Hall Accounts
| Item | 2023/24 | 2025/26 | % Change |
|---|---|---|---|
| INCOME | |||
| Balance b/fwd | £3,627.91 | ||
| Hire of Hall | £5,588.85 | £5,828.56 | 4.3% |
| Social Events | £1,371.36 | £5,782.76 | 321.7% |
| Interest | £0.00 | £0.00 | |
| Miscellaneous | £2,005.91 | £43,476.90 | 2067.4% |
| Subtotal Income (excl. Balance b/fwd) | £8,966.12 | £55,088.22 | 514.4% |
| EXPENDITURE | |||
| Insurance | £690.38 | £723.73 | 4.6% |
| Non-domestic rates | £0.00 | £0.00 | |
| Cleaning/grass cutting | £1,019.62 | £1,901.59 | 86.5% |
| Maintenance/Equipment | £5,840.55 | £45,022.20 | 670.9% |
| Water/Gas/Electric | £3,031.87 | £3,039.75 | 0.3% |
| Miscellaneous (inc. bank charges) | £1,014.59 | £2,457.59 | 142.2% |
| Total Expenditure | £11,597.01 | £53,144.86 | 358.3% |
| Closing Balance | £5,571.27 | ||
| Reserves (Redwood Deposit A/C) | £25,654.20 | ||