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?
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
2022/231.04.22- – 31.01.242022/231.04.22-
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
Miscellaneous175.9825.985.91Miscellaneous(inc. bank charges)269.50256.37986.84
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?
Cream tea with art exhibition.
AOBStephen volunteered to take on some secretariat duties, including publishing historic minutes on GVH website.

Village Hall Equality and Diversity Policy

Gittisham Village Hall Committee
2023/24 (April 2023)

Gittisham Village Hall Equality and Diversity Policy
1.0 Introduction
Gittisham Village Hall is committed to encouraging a supportive and inclusive culture amongst its
community by creating a positive place where everyone can enjoy an environment which is safe,
enjoyable and respectful.
This policy reinforces our commitment to providing equality and fairness to all in our hirers and
volunteers and to avoid less favourable facilities or treatment on the grounds of age, disability,
gender, marriage and civil partnership, pregnancy and maternity, race, ethnic origin, colour,
nationality, national origin, religion or belief, or sex and sexual orientation. We are opposed to all
forms of unlawful and unfair discrimination. 
2.0 Gittisham Village Hall’s Commitment
Our aim is to ensure that all hirers and volunteers are given equal opportunity and that our
organisation is representative of all sections of society.
All hirers and volunteers will be treated fairly and with respect. We will provide help and
encouragement to develop all our staff to their full potential and utilise their unique talents.  
When we select candidates for the Hall Committee or other volunteer positions, it will be on the
basis of their aptitude and ability. 
We are committed to:
 Creating an environment in which individual differences and the contributions of everyone
are recognised and valued. 
 Creating an environment that promotes dignity and respect for everyone. 
 Not tolerating any form of intimidation, bullying, or harassment, and to avoid hiring the
facility to those that breach this policy. 
 Making training available to all volunteers where appropriate 
 Promoting an inclusive culture for all our community and the people that we serve.
 Encouraging anyone who feels they have been subject to discrimination to raise their
concerns so we can apply corrective measures. 
 Encouraging everyone to be treated with dignity and respect. 
 Regularly reviewing all our practices and procedures so that fairness is maintained at all

We seek to promote diversity and inclusion and to respond to the needs of all individuals in a fair
and equitable manner, whilst observing our commitment and responsibility to current legislation. 
3.0 The community’s responsibilities 
All hirers, volunteers and village hall event attendees are required to assist us in meeting our
commitments, to ensure equality, diversity and inclusion and avoid unlawful discrimination. 
We consider acts of discrimination, harassment, bullying or victimisation as unacceptable behaviour
and hirers supporting this behaviour will result in the hall not be available to hire to those persons in
the future.
4.0 Grievances 
If you consider that you may have been unlawfully discriminated against, you may contact the
committee Chair (Hamish Hall 07880 178297 or or any member of the
committee to make a complaint.

Gittisham Village Safeguarding Policy 2023/24

Everyone has a duty to safeguard children, young people and vulnerable adults. This policy promotes
good practice in safeguarding for those using Gittisham Village Hall facilities. The Village Hall
Committee will review it annually.
Children and young people: Anyone under the age of 18 years
Vulnerable Adult: Anyone over 18 who is:
• Unable to care for themselves
• Unable to protect themselves from significant harm or exploitation
• Or may be in need of community care services
To whom this policy applies
• This policy applies to anyone working for or on behalf of the Village Hall Committee whether in
a paid, voluntary or commissioned capacity, for example contracted to do a piece of work.
• It also applies to any individual using the Village Hall facilities for the purpose of delivering any
service to children, young people or vulnerable adults.
Promoting a safe environment
In order to promote a safe environment for children, young people and vulnerable adults, the Village
Hall Committee will:
• Provide safe facilities and do regular safety assessments.
• Ensure that employees, councillors and leaders of activities in / on village hall facilities, are aware
of the safeguarding expectations.
• Ensure that the policy for users of village hall facilities includes a requirement that they are
safe to work with children, young people and vulnerable adults. (eg, any adults who have regular
unsupervised contact with children, young people or vulnerable adults during the course of their
duties should undergo appropriate Disclosure and Barring Service checks.)
• Ensure that attendees at village hall events are aware that parents are responsible for their
children’s safety and the location of a dedicated safe place for lost children is clear.
• Display on notice boards the relevant safeguarding contacts for advice and help.
Use of facilities by groups for use with children, young people or vulnerable adults
The Village Hall Committee will require the leaders to:
• Have public liability insurance.
• Have a suitable safeguarding children, young people and vulnerable adult policy and/or agree to
work to the Village Hall Committee’s policy and relevant guidance.
• Ensure leaders make their members aware of the Village Hall Committee Policy and ensure that it
is followed whilst using parish facilities.
• Ensure leaders have valid enhanced DBS checks as appropriate and know where the first aid box is.
• Do risk assessments for individual activities.
Safe working practice
All users of Village Hall facilities must follow the safeguarding children, young people and vulnerable
adult’s policy and procedures at all times. For example they should:

• Never leave children, young people or vulnerable adults unattended with adults who have not
been subject to a Disclosure and Barring Service (DBS) check.
• Plan activities to involve more than one person being present or at least in sight or hearing of
others. Alternatively, record, or inform others of their whereabouts and intended action.
• Where possible, have male and female leaders working with a mixed group.
• Ensure registers are complete and attendees are marked in and signed out (under 8s must be
collected by a parent/carer).
• Ensure that photos or videos of individuals are not taken without written permission from parents/
• Ensure they have access to a first aid kit and telephone and know fire procedures.
 Ensure that where a child, young person or vulnerable adult needs assistance with toilet trips and
when first aid is required, that this is carried out in pairs or in the latter case, that it is carried out
where they can be seen.
• When working outside, ensure activities, breaks and clothing are suitable for the weather
conditions and that shelter is available where possible.
Expectations of behaviour
All users of Village Hall facilities should:
• Ensure that communications, behaviour and interaction with users should be appropriate and
• Treat each other with respect and show consideration for other groups using the facilities.
• Refrain from any behaviour that involves racism, sexism and bullying and in addition to report any
instances of such behaviour as appropriate.
Allegations against staff and volunteers
• All staff and volunteers should take care not to place themselves in a vulnerable position with a
child or vulnerable adult.
• If an allegation is made against a volunteer, the person receiving the allegation will immediately
inform the Chair of the Village Hall Committee.
• The Village Hall Committee should follow the relevant council procedures for managing allegations
against volunteers. No attempt should be made to investigate or take action before consultation
with the Local Authority Designated Officer.
All volunteers should be aware of their duty to raise concerns about the attitude or actions of
colleagues and appropriate advice will be sought from the local authority.
What should be a cause for concern
Volunteers should be concerned by any action or inaction, which significantly harms the physical
and/or emotional development of a child or vulnerable adult. Abuse falls into four main categories
and can include child sexual exploitation and female genital mutilation:

  1. Physical Abuse
  2. Emotional Abuse
  3. Sexual Abuse
  4. Neglect
    All volunteers coming in to contact with children need to have an awareness of safeguarding

Chairs Report July 2023

After the tough covid times of 2020 and 2021 it’s great to see the Village Hall bookings returning and the hall being used again.

We 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 for getting the community Kitchen up, running this year.

Through the year the committee have arranged some excellent events including our regular quizzes, the return of the ever popular Burn’s Night, skittles, an antiques evening, Father’s Day BBQ –  in perfect weather and with a live band and the coronation celebration –  attended by many from outside the direct village. 

A special thanks too to the Parish Council for applying for the initial community Kitchen grant and also for financially supporting the Coronation event.   A special thanks too to Carol Hall for pushing the Hal on social media, resulting in more one off and regular bookings.

Over the course of the year we have managed to keep up with the expenses, that have risen sharply due to big changes in gas, electricity and water bills.  Costs are expected to be higher still during the coming year but it is hoped with the extra income from existing and new bookings we will be able to keep pace.  We have been and will be reliant on grants to reach a break even point.

We are very fortunate to have new members to the committee, with special mention to our Treasurer, Janet Twist for keeping the books in order and to Alex Rowe for his exceptional hard work in supporting events.

 For the coming year we really hope to extend the reach of the village hall well into Gittisham Vale and Hayne Farm and put on events for the whole parish.  

As chair I would like to extend my thanks to all of those on the committee, those who helped when called upon outside the committee and those who have recently left. It is your support, enthusiasm and dedication that makes our village hall such a desirable and friendly place to get people together.  We must aspire to more private booking and parish events.

We really need and would welcome more members to grow the number and range of events that we put – to allow us to keep the important community assets running.  This is a hall for the whole parish.

Hamish Hall  July 2023

King Charles III Coronation

Saturday, May 6th

Live viewing of the coronation in the village hall from 10 AM

The King’s coronation party is held by the Village Hall committee from 5 pm.

Open to all the parish with a free disco and free drinks, bring your own food for the BBQ!

View other upcoming village hall events here

Gittisham Flower & Produce Show Schedule 2023


To be held at the Parish Hall on Saturday 5th August 2023

Potato bucket weigh in at 3:15pm

The show will open at 2:30pm

Teas and raffle

Admission: Adults 50p; Children 5-16 years 10p

Entrance fee Sections A,B,C  10p:   Children’s entries free

Special potato class £1 – payable when your seed potato is collected

Sections A,B,C no prize money.   Section D prizes 1st = £1, 2nd = 50p, 3rd = 25p

McCann Junior Cup for most points by a competitor age 12-16 in Sections A,B,C

Awards for Best in Show in Sections A and B

The show is open to all residents of Gittisham parish, which includes Gittisham Vale and Hayne Farm estate.  We also welcome entries from those who no longer live in the parish, those who actively support the parish, and those with close links to the parish.

 Children must be aged 3-11 on Saturday 29th July 2023

Juniors must be age 12-16 on Saturday 29th July 2023

Children are welcome to enter Sections A,B,C upon paying the entry fee.

  • All exhibits must have been made or grown by the exhibitor
  • One entry form per person – no sharing!
  • Entries must be made in writing on the Entry form enclosed by marking X in the appropriate box on the form
  • Entry forms must be accompanied by the correct entrance fees.
  • Entries must reach Sarah and Len Abbott, 4 Church Mead, Gittisham EX14 3AH by Saturday 29th July 2023
  • Only one exhibit per person per class
  • The decision of the judges will be final and binding
  • Entries will be received at the Parish Hall between 0900 and 1045 on show day, and must remain staged until after the presentation of prizes.
  • No exhibit should be named (including children’s exhibits)



  1.    3 White potatoes
  2.    3 Coloured potatoes
  3.    1 Cabbage (any variety)
  4.    1 Lettuce (any variety)
  5.    5 Spring Onions
  6.    5 Onion sets
  7.    6 Shallots
  8.    6 Sprays of Parsley
  9.    3 Beetroot
  10.   3 Carrots (any variety)
  11.   6 Pods of Broad beans
  12.   6 Pods of Peas
  13.   A pair of Cucumbers
  14.   5 Tomatoes
  15.   5 Cherry tomatoes
  16.   3 Courgettes under 6”
  17.   6 Runner beans
  18.   2 Parsnips
  19.   3 Sticks of Rhubarb
  20.   4 different culinary herbs (not parsley) in a jam jar
  21.   The longest runner bean


Classes 24-28 to be presented in a clear glass jar (NOT A VASE)

  •   Any flowering pot plant (pot not exceeding 8”)
  •   5 pansy heads floating in clear water in a clear glass bowl
  •   1 Spike Gladioli
  •   3 Dahlias
  •   6 Stems of Sweet peas
  •   4 stems of different cut flowers
  •   1 Specimen Rose

29. An arrangement of garden flowers on the theme of the Coronation, not exceeding 12” or 30cm in any direction.  Own vase, not jam jar.


  • Victoria Sponge in a round 8” or 20cm tin – as attached recipe
  • 5Quiche Lorraine
  • Tear and Share bread (own recipe)
  • Jar of Rhubarb and Ginger Jam
  • Jar of chutney (any variety)
  • A photo of an insect (photo not exceeding 6”x8”)
  • Homemade oven gloves
  • Homemade game
  • A Homemade Anniversary Card

39 MEN ONLY – Treacle Tart (recipe attached)

SPECIAL CLASS: Potatoes in a bucket – potatoes can be collected from Sue and David Fallows, Parkers East, Gittisham 01404 850922 on or after 6th April 2023


Up to 6 years

40       A Painting or Drawing of a pet

  • A. animal made of vegetables
  • A marshmallow caterpillar

 6 – 11 years

43.      A Photo of people playing (max photo size 6”x8”)

44.      An animal made of vegetables

45.      3 Shrewsbury biscuits


Grease and line two 7inch (18cm) sponge tins

Preheat oven to Gas 3, 325F, 170C, (150fan)

4 oz (110g) butter at room temperature

4 oz (110g) caster sugar plus a little for the top of the cake.

2 large eggs (lightly beaten)

4 oz (110g) sifted self raising flour.

A few drops of vanilla essence

Cream butter and sugar together until pale and fluffy.

Beat in the eggs a little at a time

Stir in the vanilla essence

Gently fold the flour into the mixture.

The mixture should be of dropping consistency.  If not add 1-2 tsps hot water.

Divide the mixture equally between the two tins and bake for approx. 25 minutes.

Cool on a rack and sandwich with raspberry jam.

Sift caster sugar lightly over the top of the cake.

Treacle Tart

  Pre heat oven to Gas 6, 200C (180 fan).

35g butter

35g vegetable shortening

150g plain flour

2 tbsp cold water

675g golden syrup

270g coarse white breadcrumbs

Zest and juice of a lemon

Rub the fat into the flour to get rough breadcrumb texture.  Bind with the water to form a soft dough.

Use the pastry to line a 20cm tart tin, preferably with a removable base.

Chill for 20-30 minutes.

Gently warm the syrup

Stir in the lemon zest and juice and the breadcrumbs.

Pour the mixture into the uncooked pastry case

Bake for 15 minutes.

Reduce the heat to 180C (160 fan) Gas 4

Bake for a further 15-20 minutes

Gittisham Flower & Produce Show  Saturday 5th August 2023


Please place an X in the square showing the number of the class(es) you intend to enter.

When completed please return this Entry Form, with the correct Entry Fees, as shown on the schedule to:  Sarah and Len Abbott, 4 Church Mead, Gittisham EX14 3AH  on or before Saturday 29th  July 2023

No entries will be accepted after this date

Each entrant must complete a separate entry form.  No sharing!

Please do not name any exhibit – even the children’s


Entrant’s name………………………………………………………………………


Total entry fee enclosed………………………….

Or, if child, state child’s age………………………

Additional entry forms available, if required, from Sue Fallows, Parkers East, Gittisham, EX14 3AS     01404 850922 or