| Date | Monday 10th August 2026 | |
| Present | Stella, Becca, Alex, Bill, Claire, Damian, Toni, Maggie | |
| Apologies | Nick, Jess, Steve. | |
| Next meet | Next meeting: Monday 14th September 2026, 7:30pm – Gittisham Village Hall | |
| Item | Details | Actions |
| Initial Discussion, Priorities & Agenda. | Vice Chair commenced meeting. Plan to hold and discuss flags when all committee members 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 – with plan to reveal winner at Centennial day. | |
| All actions | Damian completing ongoing investigation regarding Eon. Issue with supply address. It appears the Hall is not registered as an address. Ongoing. Nick to continue chasing the Charities commission about the change to our Governance – in Springtime. | Alex/ DamianNick |
| 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. Geraldine Coates has been sentenced – meaning we need to arrange a new auditor. Damian to contact Hazel to identify if she can take over. Stella has updated the hire agreement to outline the parameters around sparklers for a private event, as well as the new 48hours to pay deposit to secure booking. Sparkler risk assessment to be added to Health and Safety policy | Nick Nick Damian Stella Nick |
| Finance | – Current account balance £9,568.68 – Savings Account balance £26,825.79 – Cash float £451.58 No cleaning or grass cutting invoice this month. Please see spreadsheet for further information. | Damian |
| Grants | To continue to search for grants for update of audiovisual system. Claire has thanked Richard Jefferies Curtain grant – Claire to monitor when able to re-apply. 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. Discussed some options – to continue to consider over the next few weeks and then to discuss at next meeting to apply. Claire emailed GPC last year about a toy library and we are awaiting to hear update on this – Ongoing. | Alex Claire Claire All Claire |
| Maintenance | The most recent boiler service identified faults and a leak. Sadly, it is 18 years old meaning parts are expensive. It was deemed a sensible choice to look at installing a new boiler as a cost-effective measure. Vaillant have a growing communities committee who have kindly offered to provide the hall with a free boiler! We will continue to look at sources for other parts needed and will come back with a quote for the remaining works/installation at the next meeting. Jim is on the case with painting the back foyer Bain-marie has failed electrical resistance test – needs new element Other actions/items required: Blackboard – Plan was for Steve to upcycle current board, but Becca has one she will donate from the Wedding if the hall would like. Welcome sign for the foyer – would be lovely to have a hand painted sign – to search for sign painters – Becca to contact local painter. Snap frames for posters to protect the doors have arrived. Awaiting attachment to doors – Alex to do Power washing the paths to clear the moss – Unable due to hosepipe ban. 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 Garden waste needs to be disposed of. Discussed options. Claire to contact council about green bin. Discussed outhouse and considerations for improvements. To re discuss at next meeting. Discussed sheds and replacement due to rotten flooring – AlexTo have a working party for the shed to sort out – to discuss date. | Becca Jim Alex Becca / Steve Becca Alex Claire Alex Claire |
| Bookings | Bookings have picked up more this month. Please see calendars for all booked events. Wedding booked for 2027 and 2028. Antenatal classes start soon. Regular bookings continue. Discussion on the need to continue to push and promote further bookings. | |
| Future events | Upcoming Events:Gittisham Fete 5th Sept 2026. Future events:Coffee and Cake – 26th September due to Fete on 5th. Discussed having a Coffee and Cake in aid of Cancer charities – possibly for 26th September. To ask local singer to if she would be happy to support. Caberet film night 10th October – 7pm – late – Nick to organise. October 17th – Jumble sale. To have Coffee/Cake in addition. 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. | Becca/Alex |
| AOB | None. |
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 |
| 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 |