| Date | Monday 13th October 2025 | |
| Present | Nick,Toni, Damian,Bill, Maggie & Alex | |
| Apologies | Stella, Claire, Jess | |
| Next meet | Next meeting: Monday 10th November 7:30pm – Village Hall | |
| Item | Details | Actions |
| All actions | New actions:Kitchen Refurb – In the process of receiving quotes from buildings and kitchen fitters. Future meeting to be proposed to discuss these works. Potentially, contact EDDC environmental health to let them know that this work is taking place. (Claire)Stella to communicate with the Charities Commission about the amendments needed to the governance document following their recent reply. Claire to follow up with Octavia about the toilet mural Old actions: 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.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 – Ongoing | All to review the design/quoteClaireStellaClaire AlexDamianClaire |
| Committee members and governance | DCT Meeting: Successful East Devon Village Hall meeting on September 24th thanks to the helpers and bakers. Discussion from this has been hire fees like wedding packages, permanent bar licences & Martyns law. Next meeting in Awliscombe in January Policies: Stella has redrafted DCT policies and most of the policies that have been uploaded to the website | Stella |
| Finance | Damian: Circulated this month’s report.Highlights: Received monies from the Lottery Grant £20,000Transfer of 10,185 from the Redwood account. This to be transferred to a particular savings account tbc.Insurance is yet to be paidCleaning and Grass cutting is lower this year around which is good.Damian to separate out routine maintenance and capital expenditure.Damian would like to clarify what has been ringfenced for the kitchen in terms of fundraising events. It is difficult to bank the cash as there are limited HSBC banks open these days. Damian to order a bank card for paying purposes only.Income includes income from the sponsorship towards the Christmas Bonanza. Damain will catch up on his pending actions, and will bring a proposal on bank accounts to the next meeting. | Damian |
| Grants | Lottery Grant was successful, treasurer and committee to look into the terms and conditions. Quotations are being put together, Damian would like to be contacted if it’s over £20,000 Nick: We discussed and agree that the time was too short to prepare a good CAF grant application. Alex: To look into match funding opportunities for the kitchen. | Damian Nick Alex |
| Maintenance | Claire raised the suggestion of wired smoke alarms/carbon monoxide detectors. One to discuss at the next meeting. Claire spoke to the Fire Service and they no longer do visits to properties. Claire in discussions for advice. Alex to contact Chubb who service the fire extinguisher Discussion about the age of the hall and when to host the 100th birthday party, Nick to contact Richard Marker. Claire raised the gutter at the back and was overspilling when it wasn’t raining heavily. The rear skylight needs to be cleaned. A couple of posts have rotted on the rear fence and need replacing. 2 holes in the kitchen under the sink from previous pipes need filling. We require smaller grills on the outdoor vents, Claire happy to purchase new ones (about a tenner each) – Damian agreed. | Alex Nick Claire |
| Bookings | Bookings for October below. If people want to hire the hall for their events they can book via Hall Master | |
| Future events | Open Mic night – October Pizza van, bar, open mic (music, poetry, comedy) 18th October – TENs (Bar Licence) sorted.29th November Bingo booked – Xmas crafts in the morning, Xmas cake sale in the afternoon followed by bingo. Sponsors discussed – Alex negotiating with a local car dealership.Monday 8th December – Committee Christmas Meal (instead of the December Meeting).Damian to ask Hamish if/when he would like to do a talk about his recent incredible achievement on his bike!He is giving a talk for his sponsors on the 15th Potential future events:Skittles. Autumn talks: Hardy wine talk / gardening talk / glass/Orchid talk – Maggie asking Nic. / environmental talk (Vicky) New Years | All |
| AOB | None |
| Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026 | Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026 | |||||||
| INCOME | 14th October 2025 | EXPENDITURE | 14th October 2025 | |||||
| 2024/25 | 53.4% of 2025/26 | 2025/26 | 2024/25 | 53.4% of 2025/26 | 2025/26 | |||
| Balance b/fwd | £5,571.27 | Insurance | £723.73 | £386.47 | £0.00 | |||
| Non-domestic rates | £0.00 | £0.00 | £0.00 | |||||
| Hire of Hall | £5,828.56 | £3,112.45 | £3,222.86 | Cleaning/grass cutting | £1,901.59 | £1,015.45 | £620.65 | |
| Social Events | £5,782.76 | £3,087.99 | £5,012.43 | Maintenance/Equipment | £45,022.20 | £24,041.85 | £791.24 | |
| Interest | £0.00 | £0.00 | Water/Gas/Electric | £3,039.75 | £1,319.25 | £1,148.93 | ||
| Miscellaneous | £43,476.90 | £23,216.66 | £31,754.00 | Miscellaneous(inc. bank charges) | £2,457.59 | £1,312.35 | £4,053.03 | |
| £55,088.22 | £29,417.11 | £39,989.29 | £53,144.86 | £28,075.38 | £6,613.85 | |||
| Balance | £38,946.71 | |||||||
| Total | £45,560.56 | £45,560.56 |
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 |