| Date | Wednesday 6th August 2025 | |
| Present | Stella, Toni, Jess, Claire, Bill, Alex | |
| Apologies | Nick, Maggie, Damian | |
| Next meet | Next meeting: Monday 8th September 7:30pm – Village Hall | |
| Item | Details | Actions |
| All actions | New actions:All committee meetings for 2025 are now on the Hallmaster calendar – thank you Stella.Kitchen Refurb – Stella circulated the quote, requires the Committee to review and respond to the design/quote. Specifically the installation of Hood/Extractor Unit. It was agreed we need a couple of other quotes in for stainless steel kitchens – Alex agreed to look into other installation companies. Claire raised that we expect an inspection to be booked fairly soon regarding the Food H&S Standards. Likely to be in Q3/Q4 2025. Old actions: Alex to update on the Lottery Grant – anticipate to hear in 12 weeks time (Aug/Sept) – Not heard yet. 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 – ongoing throughout 2025. Stella got templates from the DCC. Will circulate when they are ready to be approved by the Committee. Damian to contact hall insurer and investigate how the installation of batteries and solar panels affects our insurance premium. Damian to circulate a list of options for where to deposit the Redwood savings account money, for discussion and agreement at the July meeting. To be discussed today, see notes below. Alex 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. Damian to give Alex permission to negotiate with Eon. | All to review the design/quote |
| Committee members and governance | Nick has asked that we all ensure we have signed up as trustees on the gov.uk/charities commission as per Alex’s email back in May. Most have done this, so thanks for everyone’s efficiency. A couple outstanding to be actioned. Stella has arranged a meeting on the Wednesday 24th September to host DCT at the Hall. Homemade baked goods was discussed, could request donations on the “Friends of the Hall” whatsapp. One to firm up at the September meeting as to responsibilities. Hallmaster/Bookings Management: Stella, Jess and Gary discussed responsibilities for the Hall booking responsibilities. Jess and Stella to meet further to continue to hand over the Hallmaster system. Gary is responsible for the physical Hall and Stella is responsible for the system/email account. Booking T&Cs: Stella has drafted the new T&Cs for bookings and Claire has made amendments also. We went through the detail of the Terms and Conditions; covering Who can book the hall; Capacity; Deposits; Noise; Health & Hygiene; Drunk/Disorderly Behaviour; Cancellation. Stella is rewriting the Ts&Cs with the amendments and will circulate for approval before posting on the website and also circulating with our long term Customers to agree to. It was unanimously agreed to proceed with the new Ts&Cs. Stella has an accident book we can use at the Hall. | |
| Finance | Note carried over from July: Damian reviewing alternative energy providers with Alex and putting to the committee. Damian is still awaiting access to and to be made Primary Account holder from Janet to the Redwood account and the current account – Maggie is happy to ask Janet for an update on this. Once Damian has access he will move the £10k from the current account into a more lucrative account to earn some interest. No formal financial update at this meeting as Damian is away and prioritised work from the Care Quality Commission regarding our inspection – thank you Damian for your time spent on that. He did convey ahead of the meeting that there were no financials decisions to be made and that payments are up to date. Jess and Stella have also been checking the income via the banking app and cross referencing with outstanding invoices on Hallmaster. | Maggie/Damian |
| Grants | Claire has been successful(!) – well done Claire – for £500 worth of paint from Crown. Claire suggested we try and get a mural/artist. Jess is going to ask her Mum (an artist) to do it. We can do this as part of our painting “party” that was discussed last time. Alex raised that East Devon are reopening the Carbon Action fund in September 2025. It was the grant we successfully won in 2024 for the solar panels so it could be used to apply for the air to air heat pumps or new batteries (Claire’s suggestion). It was noted by Claire and Alex that we could invest in infrared heaters to run off the batteries from the Solar Panels to save on electric. – One to pick up again once the grant is open. | |
| Maintenance | Claire is going to order a new hand dryer for the mens toilet after the Committee members present voted that it was a good idea. Keeping the old hand dryer in the disabled toilet as it is quieter and more suitable for customers that have sensitive hearing/sensory issues with the newer more powerful dryer. Claire has implemented “Bins for Boys” for the mens toilets to raise awareness of Prostate Cancer. Claire raised the suggestion of wired smoke alarms/carbon monoxide detectors. One to discuss at the next meeting. Claire wants to get the Fire Service out to assess the building and how to make it safer – Claire will reluctantly contact the Fire Service to come out and meet her at the hall for a full assessment. Thanks to Claire for your hard work in the garden, we have had lots of positive feedback from Customers on how fantastic the garden looks. Claire is still hoping to get many spring bulbs to transform the garden for Spring 2026. We have 2 wedding requests already so they will be appreciated. Claire suggested for our 100th anniversary to get a pair of sweet Almond trees for the garden. Bill has volunteered to box in the boiler and electrics in the kitchen. Alex agreed to help also. To be done before the H&S Food inspection ideally. | |
| Bookings | Bookings for August below. | |
| Future events | Coffee&Cake – 27th September is the next one – Claire is hosting. (sept, oct).30th August – it was agreed the Hall committee will support the Fete as volunteers where possible.29th November Bingo booked – Xmas crafts in the morning, Xmas cake safe in the afternoon followed by bingo. Toni will make a poster to appeal to craft stallers.Molly’s pupil could do a talk in September about his upbringing and journey from moving to England from Crimea – 12th September – Stella checking its in the diary.October – Nic Wakely talk (orchids/glass)Autumnal Quiz – needs advertising (maybe a harvest quiz after the coffee and cake day). 27th Sept.Open Mic night – October Pizza van, bar, open mic (music, poetry, comedy) 18th October.Halloween/Christmas Party for Children?September 10th open night with the folk dance club – Date TBC. Potential future events:Skittles. Autumn talks: Hardy wine talk / gardening talk / astronomy talk / Nic Wakely glass talk?Spanish event – Stella is doing some research.Claire suggested a murder mystery evening. | |
| AOB | Thanks to Sue Fallows for doing our bins every week! It doesn’t go unnoticed – We as a Committee should Thank Sue formally. Stella has a few points for discussion:Hallmaster – Stella continuing with subscription so will set up the direct debit with them. Facebook Page – Alex giving Toni access to the facebook page to share and create events with the wonderful posters she makes for all our events.Reviews – Jess – a link to be added to the thank you email on Hallmaster with a link to the facebook page/google form requesting feedback. Website – there needs to be a couple of updates on the website, Alex will make the amends after a separate meeting with Stella. (wording tweaks, policy links, T&Cs updating).Parish Council want the smaller room to have a meeting once a month on a Thursday after community kitchen. It was discussed to charge the parishioner rate of £12 an hour for their booking. It was put to a vote and agreed. |
| Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026 | Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026 | |||||||
| INCOME | 31st July 2025 | EXPENDITURE | 31st July 2025 | |||||
| 2024/25 | 33.4% of 2024/25 | 2025/26 | 2024/25 | 33.4% of 2024/25 | 2025/26 | |||
| Balance b/fwd | £5,571.27 | Insurance | £723.73 | £241.73 | £0.00 | |||
| Non-domestic rates | £0.00 | £0.00 | £0.00 | |||||
| Hire of Hall | £5,828.56 | £1,946.74 | £2,263.26 | Cleaning/grass cutting | £1,901.59 | £635.13 | £423.25 | |
| Social Events | £5,782.76 | £1,931.44 | £4,534.84 | Maintenance/Equipment | £45,022.20 | £15,037.41 | £553.39 | |
| Interest | £0.00 | £0.00 | Water/Gas/Electric | £3,039.75 | £1,015.28 | £843.62 | ||
| Miscellaneous | £43,476.90 | £14,521.28 | £10,904.00 | Miscellaneous(inc. bank charges) | £2,457.59 | £820.84 | £2,487.13 | |
| £55,088.22 | £18,399.47 | £17,702.10 | £53,144.86 | £17,750.38 | £4,307.39 | |||
| Balance | £18,965.98 | |||||||
| Total | £23,273.37 | £23,273.37 |
MAINTENANCE SCHEDULE
| Long term maintenance list, for progression when funds allow. Rough hierarchy order. |
| Sewerage and drainage pipe replacement |
| Air to air heat pump |
| Re-fit audio visual capabilities |
| Rewiring of cabling, particularly in the loft |
| Extractor fans in kitchen |
| (Rising) damp in southern elevation |
| Internal repaint including / especially ceiling |
| Boxing in the boiler/electrics in the kitchen – Bill |
| Bin Store |