Gittisham Village Hall Financial Report 2024

Financial Year End Report 1 April 2023-31 March 2024

Income:
Hall hire, a 7% reduction compared to the previous year.
Social events, a 23% reduction compared to the previous year.
The Village Hall received a grant towards the Community Kitchen of £992.45 and earned
£507.98 in interest on the reserve Account.
The Village Hall Committee approved a draw down of £2000 from the Reserve Account.
Total income of £9474.10.

Expenditure:
Insurance increase of 7% on previous year.
Water/gas/electric, an increase of £858.05, a 39% increase on the previous year.
Cleaning/grass cutting, £271.05 more then the previous year, 36% increase.
Hall/equipment maintenance, £2215.58, up 61% on the previous year, external painting, a
new gas water boiler and the removal of an old shed.
The stipend paid to the booking clerk and treasurer.

Expenditure increased by £4136.36, to a total of £11597.01.

The Reserve Account balance £24811.22.

Janet Twist
Treasurer
28 June 2024

Village Hall Annual General Meeting 2024

DateTuesday 4th July 2023, 7:30pm, Village Hall garden.Meeting opened 1935Meeting ended 1954
PresentCommittee: Pierre, Hamish, Bill, Terry, Alex, Sue, Steve, Janet, ClaireMembers of Public: Damian, Owen
ApologiesNick, Janet, Cordelia, Stella, Maggie
Next AGMTBC
ItemDetails
Minutes of the 2023 AGMThe meeting agreed the previous year’s AGM minutes.
Chair’s reportChairman’s Report for the year 2023 to 2024We have a good cross section of regular bookings, including the dance club, yoga, Pierre’s kitchen, and keep fit.  We are also very fortunate to have the popular Community Kitchen as a regular weekly booking.  Thanks to all regular groups who book the hall and to Sara Trumper and helpers for sustaining the community Kitchen and to Carol Hall for the successful application for £2,244 from Devon’s Growing Community Fund. The committee is very grateful for this funding that supports both the community and the village hall.
Through the year the committee have arranged some excellent events including regular quizzes, the return of the ever popular Burns Night, skittles, Father’s Day BBQ –  in perfect weather again and with a live band (thank you Nick). A special thanks to Carol Hall for pushing the Hall on social media, resulting in more one-off and regular bookings.
Over the course of the year we have seen stable bookings, but with a lower revenue than last year. Unfortunately costs have also grown and the Hall has made a loss over the period, despite the significant grant from Devon.  As a result of a second year of loss-making we have had to increase hire charges, which we hope should bring the hall back to at least break even. Hire charges were agreed at the June 2024 meeting.
As Chair I would like to extend my thanks to all of those on the committee and those who helped when called upon outside the committee.  Particular thanks to Janet who has resigned from the post of Treasurer and has kindly agreed to support the incoming treasurer, Damian Furniss.  Janet has improved further our processes and has been exceptionally diligent in her duties, to the benefit of the Hall and the community.
Treasurer’s reportFinancial Year End Report: 1 April 2023-31 March 2024
Income:Hall hire, a 7% reduction compared to the previous year.Social events, a 23% reduction compared to the previous year.The Village Hall received a grant towards the Community Kitchen of £992.45 and earned £507.98 in interest on the reserve Account.The Village Hall Committee approved a drawdown of £2000 from the Reserve Account.Total income of £9474.10.
Expenditure:Insurance increase of 7% on previous year.Water/gas/electric, an increase of £858.05, a 39% increase on the previous year.Cleaning/grass cutting, £271.05 more than the previous year, 36% increase.Hall/equipment maintenance, £2215.58, up 61% on the previous year, external painting, a new gas water boiler and the removal of an old shed.The stipend paid to the booking clerk and treasurer.
Expenditure increased by £4136.36, to a total of £11597.01.The Reserve Account balance was £24811.22 at year end.Janet Twist Treasurer 28 June 2024
Election of officersHamish was nominated and re-elected as Chair. Nick was nominated and re-elected as Vice-Chair. Damian Furniss was nominated and elected as Treasurer. The Committee expressed its sincere thanks to Janet Twiss for her diligent work in the role.No volunteer stepped forward to take the Secretary vacancy, so this remains vacant. Gillian Coates was nominated and agreed as the auditor for 2024/25.Carol Hall will continue in her role as Bookings Clerk. With Janet stepping down the VHC Charity has just two trustees, Hamish and Nick. Sue Fallows agreed to step forwards as a third trustee.
Action: Janet and Sue to liaise on appropriate steps to add Sue as a trustee.   
AOBThe meeting expressed its thanks to all who had supported the hall in the year, particularly Janet as outgoing Treasurer, and the committee members who had supported the weekly community kitchen. 
DateTuesday 4th July 2023, 7:30pm, Village Hall garden.Meeting opened 1935Meeting ended 1954
PresentCommittee: Pierre, Hamish, Bill, Terry, Alex, Sue, Steve, Janet, ClaireMembers of Public: Damian, Owen
ApologiesNick, Janet, Cordelia, Stella, Maggie
Next AGMTBC
ItemDetails
Minutes of the 2023 AGMThe meeting agreed the previous year’s AGM minutes.
Chair’s reportChairman’s Report for the year 2023 to 2024We have a good cross section of regular bookings, including the dance club, yoga, Pierre’s kitchen, and keep fit.  We are also very fortunate to have the popular Community Kitchen as a regular weekly booking.  Thanks to all regular groups who book the hall and to Sara Trumper and helpers for sustaining the community Kitchen and to Carol Hall for the successful application for £2,244 from Devon’s Growing Community Fund. The committee is very grateful for this funding that supports both the community and the village hall.
Through the year the committee have arranged some excellent events including regular quizzes, the return of the ever popular Burns Night, skittles, Father’s Day BBQ –  in perfect weather again and with a live band (thank you Nick). A special thanks to Carol Hall for pushing the Hall on social media, resulting in more one-off and regular bookings.
Over the course of the year we have seen stable bookings, but with a lower revenue than last year. Unfortunately costs have also grown and the Hall has made a loss over the period, despite the significant grant from Devon.  As a result of a second year of loss-making we have had to increase hire charges, which we hope should bring the hall back to at least break even. Hire charges were agreed at the June 2024 meeting.
As Chair I would like to extend my thanks to all of those on the committee and those who helped when called upon outside the committee.  Particular thanks to Janet who has resigned from the post of Treasurer and has kindly agreed to support the incoming treasurer, Damian Furniss.  Janet has improved further our processes and has been exceptionally diligent in her duties, to the benefit of the Hall and the community.
Treasurer’s reportFinancial Year End Report: 1 April 2023-31 March 2024
Income:Hall hire, a 7% reduction compared to the previous year.Social events, a 23% reduction compared to the previous year.The Village Hall received a grant towards the Community Kitchen of £992.45 and earned £507.98 in interest on the reserve Account.The Village Hall Committee approved a drawdown of £2000 from the Reserve Account.Total income of £9474.10.
Expenditure:Insurance increase of 7% on previous year.Water/gas/electric, an increase of £858.05, a 39% increase on the previous year.Cleaning/grass cutting, £271.05 more than the previous year, 36% increase.Hall/equipment maintenance, £2215.58, up 61% on the previous year, external painting, a new gas water boiler and the removal of an old shed.The stipend paid to the booking clerk and treasurer.
Expenditure increased by £4136.36, to a total of £11597.01.The Reserve Account balance was £24811.22 at year end.Janet TwistTreasurer28 June 2024
Election of officersHamish was nominated and re-elected as Chair. Nick was nominated and re-elected as Vice-Chair. Damian Furniss was nominated and elected as Treasurer. The Committee expressed its sincere thanks to Janet Twiss for her diligent work in the role.No volunteer stepped forward to take the Secretary vacancy, so this remains vacant. Gillian Coates was nominated and agreed as the auditor for 2024/25.Carol Hall will continue in her role as Bookings Clerk. With Janet stepping down the VHC Charity has just two trustees, Hamish and Nick. Sue Fallows agreed to step forwards as a third trustee.
Action: Janet and Sue to liaise on appropriate steps to add Sue as a trustee.   
AOBThe meeting expressed its thanks to all who had supported the hall in the year, particularly Janet as outgoing Treasurer, and the committee members who had supported the weekly community kitchen. 

Village Hall Committee July

Date 11th June 2024
Present Hamish, Alex, Claire, Terry, Sue, Janet, Steve, Bill, Pierre
Apologies Cordelia, Stella, Nick, Maggie
Next meet TBC
This meeting was shorter than usual as it followed the AGM, minutes of which are published separately. 
ItemDetailsActions
All actionsAll to return at next meeting to discussion of how to make up community kitchen grant shortfall.  
Stephen to look at advertising the hall as a flexible workspace.
Hamish to use caulking gun around flashing. 
Hamish to replace bathroom tap. 
Carol to book Smeatharpe Aerodrome talk.
Hamish to schedule Steve M for beekeeping talk in September.Sue to schedule agri-talk in October.
Nick to contact cabaret team and get some dates in diary for end of summer.
Stephen to approach Villages in Action.
Everyone to look for a noticeboard for foyer.
FinanceJanet updated the meeting with the latest accounts. See annex.  
We have been successful in receiving a £1000 grant for the community kitchen. Thank you to Carol for progressing the application. Unfortunately this is £1400 less than we bid for and means that the annual costs for the community kitchen hiring the hall will no longer be fully covered by grant payments. 
The committee discussed potential options to make up for this shortfall without compromising the ongoing sustainability of the village hall. The committee felt it was important, not least in order to meet the guidance of the Charity Commission, for the hall not to lose money in a third consecutive year. Equally the committee recognised the importance of the community kitchen continuing as a weekly event providing valuable social cohesion. 
Hamish will accept the £1000 grant. This will cover the community kitchen’s booking fees until end of August. We will return to the discussion of how to make up the shortfall at the next meeting.  
The meeting considered other ways to significantly increase revenue. Options considered included brownies or scout troops renting the hall and offering the hall as a mobile working space. Carol has advertised the first of these and Stephen to look into the last option.  











Stephen
GrantsWe briefly touched on the South West Water grant and the Locality budget grant. But we need a more detailed discussion about these at the next meeting. 
Hamish has taken an audio-visual company around the hall. They will provide a quotation for improvement works but will also explore grant options to fund the works. To update at next meeting.  
MaintenanceSmart gas meter. Is this still being installed? We didn’t discuss.
The flower and produce committee are purchasing tables which they will gift to the hall. Thanks Sue for organising this.



BookingsSee annexe for full list of July bookings. 
Future eventsWell done to everyone on Father’s Day BBQ. £200 taken. A great day and a great atmosphere. 
Upcoming eventsIf England reach the semi-finals we will put it on in the hall. 
No event in August as flower and produce show and fete.  Steve M has agreed to do beekeeping talk. Thanks Hamish. Hamish to get in touch and set a September date. 
Agri-talk to happen in October. Sue to organise a date. Thanks Sue.  
Cabaret rubber needs to meet the road. Nick to make contact and get meetings in diaries. 




Hamish


Hamish

Sue
Nick
AOBNone
Long term maintenance list, for progression when funds allow. Not in hierarchy order.
(Rising) damp in southern elevation
Extractor fans in kitchen
Drainage pipe replacement
Internal repaint including / especially ceiling
Loft insulation
Replace all windows, not just front windows
New large range cooker
Bin Store
Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025
INCOMEEXPENDITURE
2023/2401.04.23-30.06.231.04.24 – 30.06.242023/241.04.23-30.06.231.04.24-30.06.24
Balance brought forward3,627.91Insurance690.380.000.00
Non-domestic rates0.000.000.00
Hire of Hall5,588.852,729.301,545.90Cleaning/grass cutting1,019.62275.00499.59
Social Events1,371.36149.65359.29Maintenance/Equipment5,840.55548.10182.96
Interest0.000.000.00Water/Gas/Electric3,031.87636.48599.27
Miscellaneous2,005.915.912,244.00Miscellaneous(inc. bank charges)1,014.59944.59725.35
2007.17
Balance5769.93
Total7777.107777.10
Redwood Deposit A/c£25,654.20
Includes annual interest of £842.98
Father’s Day event in JunePPL/PRS licence paid under misc. £162.00.
Cleaning Materials and first aid kits purchased £160.01.

Village Hall Committee June

Date 11th June 2024
Present Hamish, Alex, Claire, Terry, Sue Janet (left early), Bill, Maggie, Nick
Apologies Cordelia, Pierre, Stella, Steve
Next meet AGM: Tuesday 2nd July followed by usual meeting
ItemDetailsActions
All actionsHamish to circulate new fee structure for approval.  – done and to be agreed during the meeting
Janet to add signatories to bank account.  done
Alex to check and amend website re deposit taking.   Its on the booking form
Hamish to write to Combe Estate requesting a copy of lease –  not done but have copy of lease.   However there still needs to be a discussion with the Estate wrt to future grants to ensure we comply and permission to do some more work to the Hall ( windows etc)Nick to progress Victoria Windows quotation –  wait until we find out about planning permission needs from EDDC.  Hamish has paid and has chased EDDC for a response
Alex to lead fix of shed roof – Alex has prepared a quote @£22/sheet –  6 needed.  £132 cost    OK please proceed.
Hamish to use caulking gun around flashing Hamish to replace bathroom tap Hamish to advertise Father’s Day BBQ and liaise with Damien –  done needs to be done again.
Carol to book Smeatharpe Aerodrome talk – not done yet
Hamish to approach Steve M re beekeeping talk – not done yet
Stephen to approach Villages in Action –  done
Everyone to look for a noticeboard for foyer – still to be done
Alex to progress Gazette MS Forms survey questions –  done to be discussed in the meeting
FinancesJanet presented the accounts for the month. See annexe. 
Thanks to Carol for help with the PRS license.  Now need to define income.  Janet has submitted.  Defined income £1,600 which should reduce cost of the license.
Smart gas meter appointment was planned – but it was cancelled on the day – no idea if /when they will come.  Alex has been reading the meter so they are not estimated.  
HSBC actions undertaken to be authorised bank signatories.
Hamish to set up a zoom call with Damian and Janet for discussion over the role of treasurer.
Hamish needs to put £20 cash into bank for the proceeds of the skittle evening. 












Hamish

Hamish
Hall ChargesFollowing discussion, the following new rates we agreed, based on 2yrs of CPI and rounded to nearest whole number
2024 new rates effective form 1/9/24




Item
Parishioners
Non Parishioners
Hourly rate
£12
Non Parishioners
£14
9-1pm or 1-5pm
£35
Non Parishioners
£41
6pm – midnight
£48
Non Parishioners
£66
9am – midnight
£108
Non Parishioners
£119
Wedding (set up night before and full day)
£247
Non Parishioners
£377
Long term lets
Price on application



Existing hirer rates comes into place 1/9/24
New hirers effective from 1st July 2024
Booking clerk still has right to use discretion and discuss with committee if need
Booking clerk to let regulars know if price increases and report any issues back to committee






















Carol
Village Hall survey Survey agreed during the meeting sand will be circulated on whataspp group and a link provided to Carol to pass on to regular bookers
Alex/Carol
BookingsSee annexe for list of June bookings. 
Future eventsSkittle –  £20 profit –  thanks to Steve – lets do again!
Fathers Day BBQ Set up from 9:30 SundayMusic planned –  Band members eat free ( Thanks Nick)Cater for 70:Meat –  100 sausages, 50 burgers,  50 chicken pieces – Hamish to shop Sara   – will make a peanut salad (thanks Sara)Sue veg , veggie & sauce + bread. Wil do all non meat shopping£6 per head with concession if you can persuade the doorman
Other events
Cabaret –  still want to go ahead – organise at the next meeting
Tuesday 28th June  – live screening of the football?
Talks to be arranged
Buckerell – may need a venue.  Welcome to use village hall at parishioners rates

Steve


Committee members



Hamish


Sue







Hamish
AOBLadies toilet window – now closed
When is the grass being cut?
Bin store? –  add to the list of wants
Can carol add times to the bookings so Alex can add into the calendar
Press officer vacancy – need to advertise in the paper.
Everyone




Carol
Long term maintenance list, for progression when funds allow. Not in hierarchy order.
(Rising) damp in southern elevation
Extractor fans in kitchen
Drainage pipe replacement
Internal repaint
Loft insulation
Replace all windows, not just front windows
New large range cooker
Bin Store –  
Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025
INCOMEEXPENDITURE
2023/241.04.23- 31.05.231.04.24 – 31.05.242023/241.04.23-31.05.231.04.24-31.05.24
Balance brought forward3,627.91Insurance690.380.000.00
Non-domestic rates0.000.000.00
Hire of Hall5,588.852,311.501,353.65Cleaning/grass cutting1,019.62175.00310.19
Social Events1,371.3668.00180.26Maintenance/Equipment5,840.55190.28116.35
Interest0.000.000.00Water/Gas/Electric3,031.87482.47421.31
Miscellaneous2,005.91175.992,244.00Miscellaneous(inc. bank charges)1,014.591,259.81556.95
1404.80
Balance6001.02
Total7405.827405.82
Redwood Deposit A/c£24,811.22
Subscription to Devon Communities Together of £24

Gittisham Village Hall Committee May 2024

Date 14th May 19.30 at the Village Hall
Present Hamish, Alex, Stephen, Claire, Stella, Terry, Sue (arrived late), Janet (left early)
Apologies Cordelia, Bill, Nick, Maggie, Pierre
Next meet Tuesday 11th JuneAGM: Tuesday 2nd July
ItemDetailsActions
All actionsHamish to circulate new fee structure for approval. 
Janet to add signatories to bank account. 
Alex to check and amend website re deposit taking. 
Hamish to write to Combe Estate requesting a copy of lease
Nick to progress Victoria Windows quotation
Hamish to advertise working party
Alex to lead fix of shed roof
Hamish to use caulking gun around flashing
Hamish to replace bathroom tap
Hamish to advertise Father’s Day BBQ and liaise with Damien
Carol to book Smeatharpe Aerodrome talk
Hamish to approach Steve M re beekeeping talk
Stephen to approach Villages in Action
Everyone to look for a noticeboard for foyer
Alex to progress Gazette MS Forms survey questions
FinancesJanet presented the accounts for the month.
See annexe. 
We returned to the discussion of increasing the hall booking fees, last discussed at the March meeting. T
he committee agreed that a discounted parishioner’s rate should continue to be part of the new fee structure. Hamish is tidying up the analysis of 2023/24 costs and booking utilisation with year-end figures and will circulate a proposed set of fee increases (parishioner/non-parishioner, hour/longer sessions, weddings) via email for consideration and agreement at the next meeting. We are still searching for a new Treasurer to take over from Janet after the AGM. Hamish remains in discussions with a resident. We need to have more signatories to the HSBC bank account as currently it is just Janet. Agreed that Carol and Hamish should both become signatories (the former to enable the taking and returning of booking deposits), plus the new Treasurer when one is found. Is the website clear that a deposit may be taken at the point of a booking? If not we need this to be made clear to support Carol in taking deposits. Alex to check and amend as necessary? Thank you Alex. 


Hamish









Janet



Alex
GrantsLease. A number of the upcoming grant applications need details of our lease arrangements from the estate. Hamish to write to Combe Estate requesting a copy of the lease as we have replaced our original copy. Replacement windows. Hamish has written to EDDC and paid £40 for an opinion on whether PVC windows would be acceptable on the front of the hall, given the village’s conservation status. We cannot progress further until we receive a response to this question. We have made some progress on quotations (we now have one quotation from Hani and one from Select Windows) but our third quotation from Victoria Windows is still outstanding despite Nick’s best efforts, so we need to pick up this thread again. Thank you Nick. Range cooker. Alex has applied to the South West Water grant scheme (with a video application!), a £2k application for a new range cooker. Many thanks Alex. If this grant is successful then it may be sensible for Phil Twiss’s £1k top up money to also go towards a range cooker (rather than the replacement windows). Decision deferred until we know the success of the application. Community kitchen. Carol is this week submitting the application to the Devon Communities Fund for the next grant for the community kitchen – thank you Carol.Thermal heating and insulation grant. Alex is scoping this out. Hamish


Nick

















Maintenance We agreed a date for a village hall working party for outdoor maintenance – Saturday 1st June, 11am. All committee to attend if possible, and Hamish to advertise to the wider village. Aim is to get the hall spic and span before the Father’s Day BBQ. Shed roof has been temporarily fixed with tarpaulin, thank you Claire. But long-term fix still needs to happen. Alex has sourced some galvanised roof sheets from his dad and will tackle – thank you Alex. We have made no progress on the occasional leak in the back porch so rolling on the action: Hamish to get up in the loft above and use caulking gun around the flashing. If this doesn’t fix it then we can go for a specialist.The bathroom tap needs replacement. Hamish to take forwards, thanks Hamish.

All of the above and more could be part of the working party work. 
Hamish



Alex


Hamish


Hamish
BookingsSee annexe for list of May bookings. 
Future eventsSaturday 18th May, skittles. £2 for adults, £1 for children, BYO. Stephen to advertise, including poster.Sunday 16th June, Father’s Day BBQ. £5 a head. We will use June meeting to discuss in detail. Hamish to liaise with Damian about table tennis tournament (entry fees for the tournament to go to a men’s charity; money for the Father’s Day BBQ to go to the Village Hall). Hamish also to advertise.
July – Smeatharpe Aerodrome DDay Talk. £2 entry. Carol and Hamish to organise a date on either a Tuesday or a Friday. Should be good! Villagers’ talks. All agreed this was a good idea and would get people in. Hopefully Steve M can kick this off with a talk about bees. Hamish to approach him. Then through the late summer / autumn:
Alex – stargazingHamish – flood defencesSue and David – eco-agri farming
Live music. No progress on this since the last meeting. It would be good if some of our approaches came good. 
Villages in action. Stephen to approach about late 2024/2025 bookings.
Long list of other options discussed previously but not priogresses: Ceilidh, art exhibition with scones, hosting the pizza van.



Hamish



Carol

Hamish








Stephen
AOBWe need a noticeboard in the foyer and to make better use of the noticeboard outside to advertise village hall events. 
Questionnaire to the village in the April Gazette did not receive any responses – thank you Alex for trying. We need responses to gather data to support grant applications, but we also want the communication to gather ideas on how the hall can be used and to advertise the community asset. Alex is going to have another go, this time using Microsoft Forms to create a light touch survey that shouldn’t take as long to complete. Please circulate around the committee when ready Alex so that we can comment/add questions.
Everyone

Alex
Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025
INCOMEEXPENDITURE
2023/241.04.23- 30.04.231.04.24 – 30.04.242023/241.04.23-30.04.231.04.24-30.04.24
Balance brought forward3,627.91Insurance690.380.000.00
Non-domestic rates0.000.000.00
Hire of Hall5,588.852,025.95332.50Cleaning/grass cutting1,019.62125.00153.90
Social Events1,371.3668.0036.31Maintenance/Equipment5,840.550.0098.53
Interest0.000.000.00Water/Gas/Electric3,031.87345.00278.27
Miscellaneous2,005.9129.512,244.00Miscellaneous(inc. bank charges)1,014.595.80527.95
1058.65
Balance5182.07
Total6240.726240.72
Redwood Deposit A/c£24,811.22
Miscellaneous receipt is the grant received from Devon CCMiscellaneous includes payments to Hall booker and to accountants for audit check
for the Community Kitchen

Gittisham Village Hall Acounts April 2023-24

GITTISHAM VILLAGE HALL
Accounts for the year 1 April 2023 – 31 March 2024
20242023
££
Income
Hall & Equipment Hire4596.404953.50
Proceeds from Social Events1371.361791.04
Miscellaneous Income2005.91175.98
Donations00.00
Grants992.450.00
Redwood Bank Interest507.98226.48
9474.107147.00
Expenditure
Insurance690.38643.79
Council Tax00.00
Water,Gas & Electricity3031.872173.82
Cleaning and Grass Cutting1019.62748.57
Hall & Equipment Maintenance5840.553624.97
Stationery & Postage00.00
Miscellaneous Expenses194.3193.18
Booking Clerk/Treasurer749.000.00
Bank Charges71.2976.32
11597.017460.65
Surplus income/loss for the year(2122.91)(313.65)
Bank BalancesAs at 31.03.2024As at 31.03.2023
££
HSBC Bank3627.916258.8
Redwood Bank26811.2226303.24
Cash in hand81.3281.32
30520.4532643.36
Less loss for year ending 31 March 2024-2122.91
30520.45
I certify that I have audited the books and records of Gittisham Village Hall for the year ending 31st March 2024 and can confirm that the above accounts are in accordance with the books, records and information supplied. To the best of our knowledge and belief, the above accounts give a true and fair view of the financial position of the Parish Hall as at 31st March 2024.
Geraldine Coates – AuditorDate

Village Hall Committe April 2024

Date9th April 19.30 at the Village Hall
PresentHamish, Sue, Alex, Janet, Stephen, Maggie, Pierre
+ Claire, observing
ApologiesCordelia, Stella, Bill, Terry, Nick
Next meetTuesday 14th May
AGM date: Tuesday 2nd July
ItemDetailsActions
Actions 
outstanding / rolled over
from 
previous 
meeting
Ongoing action to explore grant options, sitting with various committee members.Various
Treasurer’s 
report
Janet presented end of year accounts. See screengrab in annexe. The value of the current account loss for the year is very significant, £2,123. However, if our grants received for the community kitchen are allocated to the period to which they actually apply (so one grant within 2023/24 is accounted for in 2022/23, and one grant to be received in 2024/25 is accounted for in 2023/24), then our losses for the year are more like £800.
Accounts will go the accountant for auditing at the end of the week, with the usual gift of wine – thank you Janet for organising. The committee agreed the annual payments to treasurer and booking clerk. Janet needs to print off the remittances for Hamish/Nick to sign.  
We agreed to defer the discussion on charging rates for the hall until the May meeting so that Hamish could prepare another cost proposal based around the final end of year figures, and so that we could have as full an attendance as possible to discuss this important issue. For ease of reference, the action rolled over from the previous meeting is:
Hamish agreed to rework his analysis and present a further proposal at the April meeting. Thank you Hamish. New proposal to include for consideration: 
a cost base with the 2023/24 significant capital expenditure costs (the boiler replacement) removed, so that subsequent price increases do not need to be so steep;
separate rates for parishioners and non-parishioners;
a cheaper rate for longer bookings;
and a hike in wedding costs(?).  
Grants: Carol Hall is applying for a grant for the community kitchen, and also preparing a bid for grant for replacement windows – see maintenance below. Thank you Carol!
No applicants have responded to the advertisements in the Gazette for a new Treasurer. It was suggested that Damien Furniss might be interested – Hamish to ask Damien. 
Interest in the savings account is 3.9% and raising a not insignificant amount (£508), but could we do better if we move elsewhere? One to debate once new Treasurer in post.
Janet














Hamish





MaintenanceThe old shed has gone, the football team picture has been fixed. The tap washer issue has been resolved but alas the whole tap now needs replacement. Hamish to take forwards, thanks Hamish. 
Shed roof remains a significant issue. Claire kindly offered her tarpaulin as a temporary fix. Alex and Hamish will affix, weighted with sandbags, as a stopgap. Longer-term the committee agreed that galvanised sheeting is probably the way forwards. Alex to speak with Julian to get a quote for some sheeting. Also let’s not forget the stirling board that the church offered us. To discuss again next month.
The leak in the back porch was discussed. It’s only an issue in high winds but it still needs sorting. We agreed that the initial action should be to get up in the loft above and use caulking gun around the flashing. Hamish volunteered to tackle this at the same time as doing the shed roof. If this doesn’t fix it then we can go for a specialist.
We discussed replacing the windows at the front of the hall, which are badly damaged. On balance the committee agreed to pursue cheaper, better-insulating PVC windows, sympathetically designed, rather than wood frames which will quickly need more work and upkeep. We are applying for a grant and need at least three quotations – we have one already from Hani. Alex will approach Select Windows, Maggie will approach Anglian. Hamish will pursue with the estate how they feel about PVC windows (and also check whether this is permissible in the conservation area). To discuss at next meeting. 
We discussed maintenance days, or maintenance evenings: Committee and other volunteers coming together for a few hours to progress a series of maintenance actions. Strong support for this and also for advertising for help in the Gazette. We did not agree a date but should do this at the May meeting if not before. 
Hamish



Hamish, Alex, Alex





Hamish





Alex, Maggie, Hamish

Long-term maintenance list, for progression when we land a grant. No hierarchy as yet

(Rising?) damp in southern elevationTBD
Extractor fans in kitchenTBD
Drainage pipes
Internal repaint
New large range cooker and oven
PetitionSadly our questionnaire to the village in the last Gazette did not receive any responses – thank you Alex for trying. We need responses to gather data to support grant applications, but we also want the communication to gather ideas on how the hall can be used and to advertise the community asset. Alex is going to have another go, this time using Microsoft Forms to create a light touch survey that shouldn’t take as long to complete. Please circulate around the committee when ready Alex so that we can comment/add questions.Alex
Future events


We are all looking forward to the St George’s Day quiz, Saturday 20th April, Nick as quizmaster. Thank you Nick. And a ploughman’s supper – thank you Sue. Cheese, no soup. £7 on the door. Nick to advertise. Please be there by 5 to help set up. 
We agreed to organise an evening of village Skittles on Saturday 18th May, from 19:30. Steve to organise and advertise. 
We agreed to run the Father’s Day BBQ on Sunday 16th June, and to coincide this with the opening of the new village table tennis table. The Parish Council will be asking Damien to organise a table tennis tournament that week, with the finals on the Sunday. Entry fees for the tournament to go to a men’s charity; money for the Father’s Day BBQ to go to the Village Hall.
We agreed to pursue live music options as priority. Carol will approach Hani to see if he can run a Syrian music and food event on Saturday 20th July. But we need many live music options to pursue as we think this will be great and draw in the punters. Maggie to approach Richard Thorn, Hamish to approach skiffle band that he knows, Claire to get a quote for Joey the Lips. 
We agreed that more evening talks would be brilliant. Alex to consider / organise an astronomy talk from him / Norman Lockyer colleague, to consider at next meeting. 

Long list of other options:
Ceilidh
Art exhibition with scones…
Hosting the pizza van…
Sea defences talk
Magical mystery bus tour
Villages in action
Carol, Hamish, Maggie, Claire

Alex
AOBOn behalf of the committee earlier this month Alex attended the East Devon Village Hall Nest meeting. Thank you Alex for dedicating your time to this. A very useful talk with plenty for us to consider. Listing readout here in full as we did not have much time to discuss and we might want to pick up elements in subsequent meeting:
A number of other village halls are adding a supplementary ‘kitchen-use’ fee to their booking prices.
‘Hallmaster’ is an app that could support booking clerk – worth reviewing.
South West Water has a regional grant fund called ‘neighbourhood fund’ capped at £2k.
One village hall raised £100k simply through…crowdfunding! 
Alex will attend the next meeting of the committee on Wednesday 12th June – thank you again Alex!

Having observed us in action Claire asked to join the committee – motion approved! Welcome Claire!
Gittisham Parish Hall Accounts – 1st April 2023 to 31 March 2024
INCOME
2022/231.04.22- 31.03.231.04.23 – 31.03.2024
Balance brought forward6,258.80
Hire of Hall4,953.504,953.505,588.85
Social Events1,791.041,791.041,371.36
Interest226.48226.480.00
Miscellaneous175.98175.982,005.91
Total15224.92
Miscellaneous includes the £2000 drawn dow from Redwood Bank
Gittisham Parish Hall Accounts – 1st April 2023 to 31 March 2024
EXPENDITURE
2022/231.04.22-31.03.231.04.23-31.03.24
Insurance643.79643.79690.38
Non-domestic rates0.000.000.00
Cleaning/grass cutting748.57748.571,019.62
Maintenance/Equipment3,624.973,624.975,840.55
Water/Gas/Electric2,173.822,173.823,031.87
Miscellaneous(inc. bank charges)269.50269.501,014.59
11597.01
Balance3627.91
Total15224.92
Redwood Deposit A/c£24,811.22
Miscellaneous includes payments to Treasurer and Hall booker.
Cleaning/grass cutting has risen by 36%, from last year.
The utilities have risen by just under 40%.

Village Hall Committee March 2024

Date5 th March 19.30 at the Village Hall
PresentHamish, Nick, Sue, Alex, Janet, Bill, Stephen, Maggie, Terry, Pierre
ApologiesCordelia, Stella
Next meetTuesday 9 th April
ItemDetails
Actions
outstanding /
rolled over
from
previous
meeting
Hamish to pass box of files to new Treasurer.
Hamish to advertise for a new Treasurer – note to go into April Gazette,
including details on stipend.
The action remains for us to explore grant options. Hamish to apply for
community grant, Alex to try again with lottery fund, but other options
available as well. See also summary of grant application discussion in
‘Treasurer’s Report’ section of minutes.
Treasurer’s
report
Janet presented accounts. See screengrab in annexe. Hamish needs to submit
Burns Night expenditure before accounts closed for year; Helen Hayman needs
to be refunded for the auction of promises costs.
£1700 has been drawn down from Redwood Bank to pay for the boiler but it
will not clear before the Ides of March, so the accounts are currently light.
Hamish presented an analysis of hall utilisation, costs and income for the year.
The committee expressed its thanks to Carol Hall who has done so much to
drive bookings through the year – we have done well, particularly on private
functions.
In spite (/because of) the high utilisation rate our costs are exceeding our
income. This is significantly the case if the costs for the new boiler are included
in year’s outgoings, but also true if this large capital expenditures is taken out.
The committee agreed that ultimately our hiring costs are too low and that we
need to increase them to cover our outgoings.
Hamish’s presented an analysis which suggests that eradicating our current
variable charging rates and charging a flat £17 an hour would meet our full fat
costs for the year. Counter-arguments to this proposal: 1) some of the
committee wished to see the cheaper rate retained for parishioners; 2) this flat
hourly rate would be felt more significantly by those renting the hall for full
days or for significant numbers of hours – a cheaper rate for bookings of long
duration could perhaps be retained.
Hamish agreed to rework his analysis and present a further proposal at the April meeting. Thank you Hamish. New proposal to include for consideration:
a cost base with the 2023/24 significant capital expenditure costs (the
boiler replacement) removed, so that subsequent price increases do not
need to be so steep;
separate rates for parishioners and non parishioners;
a cheaper rate for longer bookings;
and a hike in wedding costs(?).
The committee discussed grants. Nick made the point that we need to settle
on an agreed hierarchy of improvement works and engage with grant
applications – we may need a sub-committee or a named lead to drive this
forwards. For further discussion at next meeting.
To support grant work Alex agreed to attend the open days at Membury and
Chardstock Village Halls on behalf of the committee and explore some of their
funding solutions – thank you Alex.
We also agreed to put a questionnaire in the gazette about hall use. This would
provide insight into how the parish want the hall to be used and also provide
valuable evidence when submitting grant applications. The article /
questionnaire should also reference National Village Hall week, coming up this
month.
MaintenanceShed roof is badly damaged. Ply has come off and it needs a temporary
tarpaulin, then refelting. Alex has approached Len about the tarpauline – please
update when you know more. The longer-term fix will need to be deferred for a
month or so but when it happens Nick is bringing buns. The church has stirling
(?)board going free that can be used. To return to this at April meeting.
The meeting agreed that Hani could remove the dilapidated shed, provided it
was disposed of in a reasonable manner. £250. At the same time Hani can
repaint around the new boiler flue. Stephen to approach.
Big thanks to Alex for unblocking the toilet. Are toilets blocking more due to
underlying problem with drains? Inconclusive discussion.
Tap needs a new washer. Hamish will do it, thank you Hamish. Hamish may wish
to borrow David’s regrinder tool.
The picture of the Gittisham football team has cracked glass frame – Stephen to
get sorted at Honiton Glass.
Future
events
We agreed a St George’s Day quiz, Saturday 20 th April, Nick as quizmaster. Thank
you Nick. And a ploughman’s supper – thank you Sue (I think you are leading but
apologies if not in fact agreed?). £7 on the door and, as with Burns Night, you have
to book ahead. Advertise in the Gazette along with Nick’s number. Nick to
advertise.
March skittles event was deferred. We will
reschedule at next meeting.
We agreed to rerun the Father’s Day BBQ – no date agreed but presumably Sunday
16 th June.

Other ideas discussed but not yet agreed:
Live music…
Midsummer ceilidh
Art exhibition with scones…
Hosting the pizza van…
ABCDEFGHI
Gittisham Parish Hall Accounts – 1st April 2023 to 31 March 2024Gittisham Parish Hall Accounts – 1st April 2023 to 31 March 2024
INCOMEEXPENDITURE
2022/231.04.22- 29.02.231.04.23 – 29.02.242022/231.04.22-29.02.23.231.04.23-29.02.24
Balance brought forward6,258.80Insurance643.79643.79690.38
Non-domestic rates0.000.000.00
Hire of Hall4,953.504,716.565,476.75Cleaning/grass cutting748.57748.57803.62
Social Events1,791.041,767.441,371.36Maintenance/Equipment3,624.973,543.033,857.93
Interest226.480.000.00Water/Gas/Electric2,173.822,064.372,698.17
Miscellaneous175.98175.985.91Miscellaneous(inc. bank charges)269.50261.37991.84
9041.94
Balance4070.88
Total13112.8213112.82
Redwood Deposit A/c£26,811.22
Total income from Burns night Cash £343.08+ Sum Up £182.86





Village Hall Committee February 2024

Date6th February 19.30 at the Village Hall
PresentNick, Alex, Stephen, Stella, Pierre, Bill, Sue
ApologiesJanet, Hamish, Maggie, Cordelia, Terry
Next meetTuesday 5th March?
  
ItemDetails
Actions outstanding from previous meetingAgreement with Len about dismantling shed – see ‘Maintenance’ section below. Hamish to sort through box of files and share relevant with Janet. Advertise for a new Treasurer – note to go into March Gazette, including details on stipend.
Treasurer’s reportAccounts reviewed see bellow. Thanks to Janet for including savings account details in the summary. Concern at the rate at which outgoings are outstripping income. This will still be true (though less stark) once community kitchen grant monies of £2,244 are paid into the account at end of March. Agreement to discuss at subsequent meeting with follow-up actions on the following points. Noted that our charging costs are lower than other local village halls – also to discuss fees in March.
● Hamish to being analysis of costs and income (action from January minutes).
● Janet to clarify what is driving the sharp increase in miscellaneous charges – new hob?
● Alex to run a uSwitch comparison of electricity and gas suppliers to inform decision on new contract due end March.
Grant applications discussed. Devon Communities Together training session on grant writing, Tuesday 20th February, 10am-1pm, thank you Alex for circulating.
Hamish to apply again to ‘Growing Communities Fund’ for a further grant for community kitchen, as per request from Parish Council. Fund opens for applications on 1st April.
Alex will try again for £20k Lottery Fund grant. Priority items for investment to be discussed at March meeting.
Gittisham Parish Hall Accounts – 1st April 2023 to 31 March 2024Gittisham Parish Hall Accounts – 1st April 2023 to 31 March 2024
INCOMEEXPENDITURE
2022/231.04.22- 31.01.231.04.23 – 31.01.242022/231.04.22-31.01.231.04.23-31.01.24
Balance brought forward6,258.80Insurance643.79643.79690.38
Non-domestic rates0.000.000.00
Hire of Hall4,953.504,490.755,090.30Cleaning/grass cutting748.57718.57803.62
Social Events1,791.041,219.54956.75Maintenance/Equipment3,624.973,198.043,840.11
Interest226.480.000.00Water/Gas/Electric2,173.821,879.002,309.12
Miscellaneous175.9825.985.91Miscellaneous(inc. bank charges)269.50256.37986.84
8630.07
Balance3681.69
Total12311.7612311.76
Redwood Deposit A/c£26,811.22
MaintenanceChildproof fence for hirers, Len taking forwards. Ideally needs to be in place by end of February. What type of fence – committee not clear without Hamish present? Hamish to ensure taken forwards. Shed removal. Yes wait for warmer months but steer from committee was to pay a firm for removal and get it all done in one go. Stephen to get quote from Hani for full removal. Second shed has leaking roof. No action. Boiler installation taking place this Thursday morning, 8am. Well done everyone and especially Nick and Alex for getting us to a solution. Committee agreed that funds for the boiler should be taken from the savings account, not the current account, and authorised Treasurer to make that transfer. There was some debate about what our long-term investment / refurbishment priorities are. For instance, how much of a priority is the sewage pipe works? Can we agree a prioritisation list at the AGM, which we can use as a touchstone throughout the year?
BookingsWell done to everyone and especially Sue and Alex for organising a fantastic Burns Night. Warm feedback from Honiton Carers and other guests all obviously had a brilliant evening.
Future eventsAuction of promises 10th February. Proceeds will raise money for the church. The committee agreed to reduce the booking fee to nothing. Nick to message Helen, copying Carol so she can invoice accordingly.

Friday 1st, skittles and darts. Stephen to add a note to the Gazette and advertise on WattsApp. Alex offered to help set up. Mav is down to collect the Skittles again. Committee agreed to not charge for entry, but possibly a raffle. If successful, run again another evening in March? Agree in March.

Fete, 31st August. Can the village hall committee run the bar? – yes we can.

Cabaret in December.

Other ideas: The Committee was keen for a quiz in April and possibly a regular monthly quiz booking. A regular slot gets on calendar and brings people from wider? Share load of quiz-setting around the village? Return to this in March. Father’s Day BBQ?
Bingo
Cream tea with art exhibition.
AOBStephen volunteered to take on some secretariat duties, including publishing historic minutes on GVH website.