| Date | Monday 11th May 2026 | |
| Present | Stella, Damian, Toni, Steve, Jess, Alex, Becca, Nick | |
| Apologies | Claire, Maggie, Bill | |
| Next meet | Next meeting: Monday 8th June 2026 7:30pm – Village Hall | |
| Item | Details | Actions |
| Monthly Meeting -Initial Discussion: Priorities & Previous Minutes | Nick has organised Burns Night with live music for Jan 2027. We may also have a bagpipe player thanks to Claire.Nick has got Jim a thank you gift so that action is complete.Claire has successfully achieved a 5 star hygiene rating for the Hall – thank you and well done to Claire!!Hirers checklist has been created and implemented as well as notes on how to lock the doors/windows. | |
| All actions | Actions:Matter arising regarding the flags – it was discussed last time and we have had both positive and negative feedback from the community. Nick was absent at the last meeting and agreed we will discuss it when we have a full committee. The flags will stay for now but Nick reminded us all that we are all to be receptive to feedback from our Parishioners and Neighbours. 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. | DamianStella |
| Committee members and governance | Committee Members: The new committee members have been elected in this evenings AGM. 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 / Nick |
| Finance | Damian:Damian shared the current balance of £7k. Hire of the hall is already up to over £1,000 this financial year.Expenditure – needs to pay Jim for the painting but all up to date other than that. It was agreed to pay him £50 instead of the requested £20 for his work as he worked 3 days and did a great job.Finances are good so far and this year looks to be good.It was agreed to not review/increase the hire charges as we only put them up in July 2026 and we want to keep them as is to increase booking volumes. | 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 | Maggie has instructed the local pest controller Graham to resolve the mice situation. He will come regularly until the issue is resolved. – Ongoing. We need a new picnic bench – Claire was volunteered to source some (hopefully free) materials and Steve could potentially build a picnic bench. Stella raised we need to paint the back foyer so we will ask Jim to do this. Other actions/items required: Blackboard and welcome sign in the foyer; urinal pee traps need replacing;key safe keeps factory resettingsnap frames for posters to protect the doorsBecca raised powerwashing the paths to clear the moss – potentially Jim to do itNew notice board for the foyer | Maggie Claire/Steve Stella |
| Bookings | Stella passed on feedback from Claire to note that bookings being busier is due to both the Committee and the Community being so involved and excited by the hall events and thanks to everyone for their time and care when it comes to our beloved hall. Nick raised we need to push private bookings and the advertising on facebook and Instagram is helping but we need to keep momentum up and keep spreading the word. We should also be pushing google reviews. Meeting with the Hayne Farm management company for Hayne Farm residents on the 26th May – Jess will reach out to the bookers to suggest the committee attend to host/serve refreshments as we can spread the word of the hall/village. | |
| Future events | Upcoming Events:Coffee&Cake 30th May– Claire and Alex to host. Flower Festival 6th & 7th June – Toni to share the flower festival poster on instagram16th May – 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.Fathers day 21st June – to be discussed and agreed on who to help on the next meeting Future events: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 2026Nick to ask Sue if she is happy for the Gardeners Talk to happen on the evening after the produce show and then invite the gardening experts.Gittisham Fete 5th Sept 2026Halloween party for Kids – Jess Hosting. To be booked Sat 31st October after coffee and cake so 4:30-6pm.October 17th – Jumble sale.November – Xmas extravaganda and Bingo 28th NovemberBurns night 2027 – Sat 23rd Jan 2027. Nick to book the caller for next year. Claire to book the bagpiper. | Nick |
| AOB | Becca raised updating the hirer agreement to outline the parameters around sparklers for a private event. We agreed that it would be “no fireworks, sparklers only at the discretion of the committee with written permission”. Steve raised and discussed creating another group on whatsapp for community kitchen to share ingredients – Alex will set this up and make Stella the admin. |
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 |