| Date | Monday 9th February 2026 | |
| Present | Maggie, Damian, Nick, Claire, Toni, Bill, Jess & Alex Observers: Becca, Millie, Steve | |
| Apologies | Stella | |
| Next meet | Next meeting: Monday 9th February 7:30pm – Village Hall | |
| Item | Details | Actions |
| All actions | New actions:Acknowledged and showed thanks to the volunteers that contributed to the decoration of the hall (painting, carpentry etc). Stuart was thanked with a gift of wine. Agreed that Jim and Gary should be thanked with a similar gift. Nick to arrange.Claire Contacted EDDC to follow up about food hygiene inspection once the Kitchen is finished. Once the oven is professionally cleaned in April 2026.Stella to continue chasing the Charities commission about the change to our Governance – in Springtime. Stella absent so to be discussed next time. Old actions: Damian to give Alex permission to negotiate with Eon – no updates/urgency. | NickClaire |
| Committee members and governance | Devon Communities Together Meeting: Alex gathered information about their sound deadening and noted the fortune of our hall being tucked away as opposed to on a main road. Nick Received positive feedback from their chair regarding our coffee and cake afternoons. Yettington will host the next one in April.Discussed recruiting more Committee Members to help with fundraising events. Claire to put it in the Gazette and Alex to post on Facebook calling for new Committee Members. We have 3 new faces around the table this evening! 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. | No Action Claire/Alex All |
| Finance | Damian: Circulated this month’s report.Damian gave a detailed recap of the YTD financials. Bookings on the up now we have reopened the kitchen and bookings. The redwood account has been closed down so banking is simplified. Damian has not yet banked the cash from the most recent events but due to soon which will help the bank balance. Expenditure – insurance has increase and extended cover of the buildings insurance off the back of advice from the estate to meet the same standard. Utilities spend is less due to the solar panels and improvements such as windows, doors and insulation in the hall. Expenditure on the kitchen is just over £26k. The annual returns were submitted with the Charity Commission just in time and Geraldine deserves thanks for her quick turn around of the accounts for 24-25. Huge thanks from the Committee to Damian, Alex and Geraldine for their work on the accounting with the deadline of the 31st Jan. This years’ Easter Bingo falls into this financial year and Damian shared his hopes that it will push us into the black and make us break even. Damian sorted the banking mandates and now Nick, Damian and Jess are mandates of the accounts. Claire has begun fundraising/find sponsors for the Easter Bingo and successfully secured £500 towards the event. Our Main sponsor is Heltor Oils and supported by Shoobridges. | Damian |
| Grants | Alex: To meet with EDDC to report back on the grant application. Claire has secured a £1,000 grant for £600 of equipment and £400 of Community Kitchen rent. We are very grateful to Cllr. Jeffries to his support in getting this grant. Stella to please produce a receipt for £400 worth of CK rent to provide evidence to the Council. Committee discussed the spend of the grant and what items come under the limitations of the grant. Claire to manage the spend of the remainer of the grant. | Alex Stella/Claire |
| Maintenance | Jim has begun cleaning the hall. The committee are satisfied so far. Claire raised the gutter at the back and was overspilling when it wasn’t raining heavily. The rear skylight was cleaned by Alex – thank you. We require smaller grills on the outdoor vents. Claire to purchase in Springtime Discussed the plaster work on the wall by the stage – the Committee voted and all agreed to repoint and tidy the new exposed brick wall. Thanks to Bill for doing the boxing in in the Kitchen. Damage to the wall in the kitchen from a private booking this weekend just gone. A new sign has been put up to not put heavy items on the shelves. Stella has notified the booker of the damage and T&Cs. Nick to inform Stella and to ask Allsop and Pitts to return to iron out a couple of snagging items. Hallway and back foyer now looks even more worn now the main hall is done. We have all the paint and kit and just need time/volunteers (Stuart/Nick?) | Claire Alex to arrange Rufus to do the works. Nick Nick |
| Bookings | Thanks were passed on via Maggie to Alex and to the Committee for the generosity and help in hosting Doris’ Wake today. 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. Still in Progress. Media team to check out the Wedding Extravaganza at Westpoint and look to promoting the hall for more weddings. | Alex/Toni/Jess |
| Future events | Kitchen launch party: Evening Drinks on Friday 20th February, to invite the village and all the contractors to celebrate our new kitchen. Went through the invite list and extended the invites to friends of the hall, sponsors, individuals/businesses that have gifted time/gifts/money to the hall. Divvied up the nibbles – Alex to do Cheese and Grapes on sticks, Claire to do Ritz with Smoked Salmon/Philly & Cucumber and Cocktail Sausages. Sure doing goats cheese and beetroot. Mozz, tomato, basil bellinis – Jess. Vegan food from Clare Chapman. Claire to get cordials and fancy non Alcoholic drinks. Millie will bring some food too. Bill making little spinach pies. Friday 6th March – Environment Talk (Vicky). Toni making a Poster. Saturday 14th March – Village Halls Week/Mothers day breakfast. Jess to coordinate. Thanks to Nicky Wakeley for the Orchid talk – turnout of about 15/16 people but received very good feedback all round. Toni suggested doing a follow up in a few months to see improvements in their Orchids. Future events:talks: Hardy wine talk / gardening talk / Environment talk (Vicky)Coffee and Cake in 28th Feb – for Devon Air Ambulance. Easter Bingo 28th March 2026 – Commitments made by Toni, Alex, Claire, Jess for the 28th to be present/on the door. Father’s Day 21st June 2026 11th July – Live Music, Exeter Street Band and BBQ. Flower and Produce Show 1st August 2026 Gittisham Fete 5th Sept 2026 Bill suggested a Gardeners Question Time. Halloween party for Kids – Jess Hosting. To be booked Sat 31st October 10-2? Burns night 2027 – Sat 23rd Jan 2027. Nick to book the caller for next year. Claire to book the bagpiper. | All Jess 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 |
| Sound Deadening Clouds/equipment to make it less echo-ey. |
| Stage Curtains and for the other end of the hall to sound deaden |
| Taps in the mens toilets and hooks on the doors in toilets. |
| Murals in the toilets – Maggie/Claire exploring |
| Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026 | Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026 | ||||||||
| INCOME | 9th February 2026 | EXPENDITURE | 9th February 2026 | ||||||
| 2024/25 | 86.0% of 2025/26 | 2025/26 | 2024/25 | 86.0% of 2025/26 | 2025/26 | ||||
| Balance b/fwd | £5,571.27 | Insurance | £723.73 | £622.41 | £959.73 | ||||
| Non-domestic rates | £0.00 | £0.00 | £0.00 | ||||||
| Hire of Hall | £5,828.56 | £5,012.56 | £5,313.06 | Cleaning/grass cutting | £1,901.59 | £1,635.37 | £832.15 | ||
| Social Events | £5,782.76 | £4,973.17 | £7,063.26 | Maintenance/Equipment | £45,022.20 | £38,719.09 | £25,145.94 | ||
| Interest | £0.00 | £0.00 | Water/Gas/Electric | £3,039.75 | £2,614.19 | £1,968.15 | |||
| Miscellaneous | £43,476.90 | £37,390.13 | £34,768.00 | Miscellaneous(inc. bank charges) | £2,457.59 | £2,113.53 | £5,496.41 | ||
| £55,088.22 | £47,375.87 | £47,144.32 | £53,144.86 | £45,704.58 | £34,402.38 | ||||
| Balance | £18,313.21 | ||||||||
| Total | £52,715.59 | £52,715.59 | |||||||
| Reserves | |||||||||
| Redwood Deposit A/C TBC (transfer in progress) | £15,169.20 | £10,185.00 transferred | |||||||
| Amount to be confirmed, including annual interest payment and date | |||||||||
| Cash Float £364.30 (previously £990.30) |