| Date | Monday 13th April 2026 | |
| Present | Stella, Maggie, Damian, Claire, Toni, Steve, Jess, Alex, Becca | |
| Apologies | Nick, Bill | |
| Next meet | Next meeting: Monday 11th May 7:30pm – Village Hall | |
| Item | Details | Actions |
| Initial Discussion: Priorities & Previous Minutes | Stella circulated the Agenda for the meeting in the interest of a more efficient meeting to prioritise matters that need attention instead of our previous routine of following the minutes from the previous meeting.Nick has approached Mary Marker for Burns night 2027 but not yet heard back.Nick will be getting Jim a thank you gift aqs per previous minutes – Gary politely declined his thank you gift.Claire has requested a visit from EDDC for the Food Hygiene assessment but has not yet heard back.Stella shared a leaving checklist for Hirers’ and we discussed what could be added. Alex suggested adding to remind those to lock doors and windows. Steve raised that the last Wedding hire actually trespassed into a member of the communities’ garden to use a basketball – an apology will be given to this parishioner. Jess to check that the Hallmaster emails because Becca mentioned she didn’t see T&Cs when she booked – it should be a clickable link. | |
| All actions | New actions:Stella reminded everyone about the AGM, and to have a think on what involvement we want to have as members in the coming year. Alex has advertised this on the website. Old actions: Damian to give Alex permission to negotiate with Eon – no updates/urgency.Stella to continue chasing the Charities commission about the change to our Governance – in Springtime. | |
| Committee members and governance | Committee Members: Stella has circulated the new trustee welcome packs to Becca and Steve to sign. Policies: Stella has redrafted DCT policies – Stella to run through the Health and Safety Policy with the committee and to run through the financial policies with Damian after the AGM. | Stella |
| Finance | Damian: Damian shared the end of year finances, we ended in the black! Thanks to the incredible fundraising work of the Committee (many thanks to the amazing Claire). Damian has also wrapped up all the previous bank accounts from Janet and is in the full Primary User for all relevant accounts. Some Highlights: Kitchen works didn’t increase in value. (woo!)Fundraising events pushed us into the black. There was a £10 discrepancy on cash but Damian will resolve.Reminder that we have no donation income for the last 3 months of last year or this year. We had £1350 last year and need to consider how to make up the shortfall of income if we cannot cover the costs of CK.2024-2025 returns are on the charities commission site. Damian hopes to do it for 25-26 after the AGM as he is more familiar with the process now. Damian discussed the current financial status – he will be finding a high interest savings account to move some money into this year. | Damian |
| Grants | Alex: To meet with EDDC to report back on the grant application. Claire has applied for a Community Grant Fund for the new stage curtains – awaiting to hear. Damian shared an example of sound deadening he saw in a recent National Trust excursion and Stella reminded us all to keep eyes peeled for grants we can apply to for these kind of improvements. | Alex |
| Maintenance | Alex has organised and had feedback from the portable appliance testing – the ban marie and the extension lead failed but everything else passed. Maggie has instructed the local pest controller Graham to resolve the mice situation. He will come regularly until the issue is resolved. Painters (Jim and any other volunteers) are doing the lobby this weekend the 17th-18th April. Claire raised that the back roof windows need a clean and Alex suggested he and Toni can take the pressure washer to the roof and clean it. Claire said we need a barrier mat for the back door as hirers bring in mud and debris as it is straight from garden into the tiled floor at the moment. The committee agreed it was a requirement. Expected to cost between £100-£250 for a decent one. Claire has requested £100 for garden plants for a Clematis and a rose to plant up the shed to make it more sightly and to get more bulbs for the garden, the Committee all agreed the spring bulbs she planted were a wonderful addition to the garden and to continue the investment for the benefit of the hirers and parishioners (and Claire). | Maggie Claire/Damian |
| Bookings | Stella gave a report on bookings, we are getting a steady trickle of bookings and May is looking really busy which is what we need. Reminder for the committee – to please notify Stella of any works (grass being cut, rodent management etc) to avoid clashes with bookings. The Committee discussed paying deposits and we suggested and voted for a booking deadline of 48 hours to pay a deposit to confirm the booking. All Committee members present agreed. Jess raised Community Kitchen and the Committee discussed the loss of income but also the value of funding community kitchen in the form of grants off the back of it. It is a sensitive topic as we don’t want attendees to be concerned about the future of the event or ask them for donations and instead suggested we use one of the coffee and cakes to go towards the fees. We may earn enough through fundraising this year to cover it. | |
| Future events | Coffee&Cake 25th April – Alex/Becca/Gary have volunteered. Quiz 9th May – Hamish has agreed to run this with Nick. Light food, costs need to be sorted and a raffle. Ploughmans or bacon baps (we have a freezer full of bacon). Suggested £7 for a ticket to include a bacon bap (cheese for vegetarians). Start time of 7:30pm.16th May – TBC Betty has had an offer from a pianist in America to do a piano performance. Nick will be hosting with Betty. Suggested taking donations and if we take a significant amount to split it with the hall and a charity of the pianists’ choice. Doors 6pm for start time of 6:30pm. Future events:talks: Hardy wine talk / gardening talk 6th and 7th June – Flower festival.Father’s Day 21st June 2026 – Need to discuss because we need a team to cater/host. 11th July – Live Music, Exeter Street Band and BBQ. Need to get a bar licence for this.12th July – Vicar’s leaving party from 1pm onwards. Agreed as a committee that there should be no charge as a thank you for Julia’s generosity and commitment to the community during her service as Vicar.Flower and Produce Show 1st August 2026Gittisham Fete 5th Sept 2026Bill suggested a Gardeners Question Time. Halloween party for Kids – Jess Hosting. To be booked Sat 31st October after coffee and cake so 4:30-6pm.October 17th – Becca suggested a jumble sale.November – Xmas extravagada and Bingo 28th NovemberBurns night 2027 – Sat 23rd Jan 2027. Nick to book the caller for next year. Claire to book the bagpiper.Need to be mindful of planning future events to not clash with Parish Council events. | Toni to create posters for upcoming events. |
| AOB | Discussed the most recent Easter Bingo. The evening was advertised as starting at 7pm with eyes down at 7:30 and the hall was at capacity by 7:05pm. It was raised that a member of the Community took offence to the 3 flags flown on the front of the hall (Union Jack, St George’s Flag and the Devon Flag) and suggested we take them down. Due to the recent socio-economic climate with anti-immigration riots using the St George’s flag as a protest to immigration, we can see why it may be construed in this way. A discussion was had that it would be appropriate to fly the St George’s flag alongside the Union Jack and Devon Flag as a symbol of Community, Pride in our nation and the diversity we celebrate. The Committee also acknowledged we cannot please everyone and that we are a small Devonshire village with people of many Nationalities residing here locally. Gittisham is well known for its open and supportive community and events like The annual Fete and the weekly Community Kitchen welcome all to attend and we feel the flags reflect those values. The Committee took a vote on flying the flags outside – 2 abstained and 7 yes’. |
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 |
| (Rising) damp in southern elevation |
| Internal repaint including / especially ceiling |
| Hose reel – ours leaks significantly and we need a new one for the garden |
| Bin Store |
| Sound Deadening Clouds/equipment to make it less echo-ey – Alex |
| Stage Curtains and for the other end of the hall to sound deaden – Claire |
| Hooks on the doors in toilets specifically the disabled toilet – Toni to provide |
| Murals in the toilets – Maggie/Claire exploring |
| Gittisham Parish Hall Accounts – 1st April 2026 to 31 March 2027 | Gittisham Parish Hall Accounts – 1st April 2026 to 31 March 2027 | |||||||
| INCOME | 13th April 2026 | EXPENDITURE | 13th April 2026 | |||||
| 2025/26 | 3.6% of 2026/27 | 2026/27 | 2025/26 | 3.6% of 2026/27 | 2026/27 | |||
| Balance b/fwd | £6,174.15 | Insurance | £959.73 | £34.55 | £0.00 | |||
| Non-domestic rates | £0.00 | £0.00 | £0.00 | |||||
| Hire of Hall | £6,079.06 | £218.85 | £664.80 | Cleaning/grass cutting | £1,054.65 | £37.97 | £0.00 | |
| Social Events | £7,705.24 | £277.39 | £1,000.00 | Maintenance/Equipment | £26,668.55 | £960.07 | £410.00 | |
| Interest | £0.00 | £0.00 | £0.00 | Water/Gas/Electric | £2,562.96 | £92.27 | £200.35 | |
| Miscellaneous | £51,406.32 | £1,850.63 | Miscellaneous(inc. bank charges) | £6,618.53 | £238.27 | £0.00 | ||
| £65,190.62 | £2,346.86 | £1,664.80 | £37,864.42 | £1,363.12 | £610.35 | |||
| Balance | £7,228.60 | |||||||
| Total | £7,838.95 | £7,838.95 | ||||||
| Reserves | ||||||||
| HSBC Instant Access Business Savings Account: £26,723.32 | ||||||||
| Cash Float: £259.16 |