| Date | Monday 10th November 2025 | |
| Present | Stella, Claire, Damian, Maggie & Alex | |
| Apologies | Nick, Toni, Jess and Bill | |
| Next meet | Next meeting: Monday 8th December 7:30pm – Village Hall | |
| Item | Details | Actions |
| All actions | New actions:Kitchen Refurb – Kitchen has been ordered, Stella made some small adjustments £16,261.20 is the total cost excluding building works.Deposit to be paid when invoice is received Stella is liaising with builders to get quotes for the building works and obtaining dates for kitchen delivery and how we minimise disruption to hirers.Thanks to Bill & Gary for their work in boxing in the Boiler and Consumer units.New Freezer has been purchased – delivery date tbc Thanks to Stuart for painting the kitchen ceiling more coats to take place soon, the committee discussed painting the main hall. Claire Contacted EDDC to follow up about food hygiene inspectionStella to continue chasing the Charities commission about the change to our Governance Old actions: 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 | StellaDamianStella Claire AllClaire AlexDamianClaire |
| Committee members and governance | DCT Meeting: Next meeting in Awliscombe in January DCT VCSE Meeting: Claire was invited to give feedback to DCT about their help and support. 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 | Stella All |
| Finance | Damian: Circulated this month’s report.Highlights: Received monies from the Lottery Grant £20,000There has been a transfer of 10,185 from the Redwood account. There are still 15,169.20 in the Redwood.There is a good balance for the Kitchen works but any costs over £23,000 may push us into a loss for the financial year.Open Mic made a small profitInsurance is yet to be paid – Damian to contact Cleaning and Grass cutting is lower this year around which is good. It is difficult to bank the cash as there are limited HSBC banks open these days. Damian to order a bank card for paying- in 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 to complete the Annual report for the charities commission. Claire asked if the Cleaning time could be expanded | 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 Alex: To meet with EDDC to report back on the grant application | Damian Alex |
| Maintenance | Fire Assessment: from Chubb would be £500 so Claire found another company that would complete one at a lower price – £280 The whole committee agreed for it to go ahead and the inspection takes place in December. Fire extinguishers have been serviced by Chubb Claire raised the gutter at the back and was overspilling when it wasn’t raining heavily. The rear skylight needs to be cleaned. – Russell has a telescopic cleanerA couple of posts have rotted on the rear fence and need replacing. We require smaller grills on the outdoor vents. Claire to purchase. | All AlexClaire Claire |
| Bookings | We need to make sure that hirers clean up after themselves, perhaps we can make up a checklist that they run through but we could reserve the right to get a professional cleaner if a booking left the hall in a poor state.Stella to liaise with Gary Advertising for the Hall needs to restart to boost our bookings. Some of the hiring prices from Hall master had some anomalies so this has been rectified. The Halloween party had great feedback and it was great to have a children’s aimed event. We would like this to be a blueprint for next year. | Stella Alex/Toni Stella |
| Future events | 29th November Bingo booked – Xmas crafts in the morning, Xmas cake sale in the afternoon followed by bingo.Some fantastic sponsors arranged by Claire Assistance is needed to Decorate on Friday 28th. Alex to ask Gary about helping with Coffee and Cake?Alcohol free mauled wine Helpers in the Kitchen to be requestedClaire has asked for support or someone to take on Easter Bingo.It was agreed to sell raffle tickets beforehand as long as there is a nominated person to receive their price on the night. All confirmed. Monday 8th December – Committee Christmas Meal (instead of the December Meeting).Bike Talk – Hamish potentially to give one in the futureNew Years Eve – Community Kitchen plus music Potential future events:Skittles?Autumn talks: Hardy wine talk / gardening talk / glass/Orchid talk – Maggie asking Nic. / Environment talk (Vicky) Burns Night 24th January 2026Kitchen Warming EventEaster Bingo 28th March 2026Father’s Day 21st June 2026Flower and Produce Show 1st August 2026Gittisham Fete 5th Sept 2026 | All |
| 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 |
| 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 |