| Date | Monday 13th July 2026 | |
| Present | Stella, Becca, Alex, Steve, Claire, Damian. | |
| Apologies | Nick, Jess, Toni, Maggie, Bill | |
| Next meet | Next meeting: Monday 10th August 2026, 7:30pm – Gittisham Village Hall | |
| Item | Details | Actions |
| Initial Discussion, Priorities & Agenda. | Vice Chair commenced meeting. Despite planning to re discuss flags and next steps at this meeting, it was deemed not ideal doing this with so many members of the committee not being present. Plan to hold and discuss when more members are present. Points to discuss from previous minutes: Which flags to fly and whenIdea of all members of parish being given opportunity to voteIdea of flag competition to make Gittisham flag – ?launch at fete with plan to reveal winner at Centennial day. Discussed idea of flying England flag in support of World Cup. Members present had no objections and felt this was a nice tribute to how well they are doing. | |
| All actions | Damian to give Alex permission to negotiate with Eon – Alex will chase, as contract has now expired. This was discussed and it has been found this is an issue with an incorrect supply address. Ongoing negotiations. Nick to continue chasing the Charities commission about the change to our Governance – in Springtime. | Alex/ Damian Nick |
| Committee members and governance | Policies: Nick is working on the Health and Safety Policy. Damian has drafted the Finance Policy. This has been forwarded to the chair and is awaiting feedback from the chair. Stella to update hire agreement to outline the parameters around sparklers for a private event. We agreed that it would be “No fireworks, and sparklers only at the discretion of the committee with written permission”. Becca has drafted a risk assessment on the use of outdoor sparklers and an agreement form for hirers to complete and get signed by committee prior to use. Shared at meeting and all members present happy with this. Members not present, please contact Becca if any concerns or amendments needed. | Nick Nick Stella Becca |
| Finance | – Current account balance £9,008.27 – Savings Account balance £26,797.60 – Cash float £451.58 – Income from hire increased this month. – £400 has now been received from Heltor fuels – Many thanks Please see spreadsheet for further information. | Damian |
| Grants | To continue to search for grants for update of audiovisual system. Claire raised that we need to send invoice and thanks to Richard Jefferies for previous donation. | Alex Damian/Claire |
| Maintenance | The Picnic bench has been finished – Well done and thanks to Steve ☺ Key safe keeps factory resetting – Alex has done a hard reset and no further issues since then. Stella has asked Jim to paint the back foyer which he is happy to do if we can confirm a date. To discuss at next meeting. Other actions/items required: Blackboard – Steve to upcycle current board Welcome sign for the foyer – would be lovely to have a hand painted sign – to search for sign painters. Snap frames for posters to protect the doors have arrived. Awaiting attachment to doors. Power washing the paths to clear the moss – ?Gary may be happy to help. Alex will ask him. New notice board – to confirm what legally needs to be displayed to confirm size required – Claire Alex suggested getting an A-Board to advertise on road – Alex Old picnic bench and garden waste needs to be disposed of. Discussed options. Discussed outhouse and considerations for improvements. To re discuss. Discussed sheds and replacement due to rotten flooring – Alex | Stella Steve Claire Alex Alex Claire Alex |
| Bookings | Bookings have picked up more this month. Please see calendars for all booked events. New regular booking for antenatal classes. Regular bookings continue. Discussion on the need to continue to push and promote further bookings. | |
| Future events | Upcoming Events:Coffee and Cake – 25th August – Claire, Gary and Alex to host. Future events:Flower and Produce Show 1st August 2026 Plan for Gardener’s question time on the same evening. Nick has confirmed other attendees – Bill to chase and organise please Gittisham Fete 5th Sept 2026. Caberet film night 10th October – 7pm – late – Nick to organise. October 17th – Jumble sale. To have Coffee/Cake in addition. Discussed having a Coffee and Cake in aid of Cancer Research – to plan date at next meeting. Halloween themed coffee and cake in October. November – Xmas extravaganza and Xmas Bingo 28th NovemberBurns night 2027 – Sat 23rd Jan 2027. Nick has booked caller. Claire has booked bagpiper.To discuss end of May for Centennial Day 2027 at next meeting. | |
| AOB | Alex explained that The Parish Council have £27k to be used for infrastructure within in the parish – a grant can be applied for if the Village Hall wishes to apply. Options discussed but plan to consider and discuss at the next meeting when more members present. Claire emailed GPC last year about a toy library and we are awaiting to hear update on this. |
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 |
| Boiler Service due – AD to complete ASAP. |
| (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 echoey – 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 |