Village Hall

Gittisham Village Hall Committee March 2025

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Date  Tuesday 4th March 2025 
Present  Nick, Damian, Claire, Alex, Steve, Maggie, Toni  Observing: Kadence 
Apologies  Bill, Stella 
Next meet  Next meeting: Tuesday 8th April, 19:30, Village Hall AGM: Tuesday 13th May, 19:30, Village Hall 
   
ItemDetailsActions
All actions  New actions:
Nick to purchase presents for Hamish and Sue. 
Stella to send round next iteration of the governance document, plus historic governance document, before AGM.
Carol/Claire to advertise the date and location of the AGM in the Gazette. 
Damian to organise for the annual interest from the Redwood savings account to be transferred to the current account. 
Maggie to combine the next graveyard tidying group with a Village Hall ground force group and to coordinate both activities for the village.
Alex to tweak the boiler setup to ensure that the water heats up a little more quickly. Stephen to paint bare patch on the front of hall.
Claire to coordinate roles for the March Bingo. Alex to share details of the free Microsoft Office tools.   
Old actions: 
Stephen to advertise the hall as a flexible workspace on booking portals, also to speak to Jess. 
Damian and Carol to agree a process to reconcile booking income to list of bookings – Nick to also join the meeting. 
Damian continues to chase the installation of a smart meter.
All to review emerging lottery grant application and comment on google doc. 
Bill to plaster and paint around the boiler.   		 
Committee members andThe meeting welcomed Kadence who was observing her first meeting – great to have you on board Kadence!   The number of trustees continues to swell. Agreed trustees are Alex, Nick, Stella and Claire, Bill and Damian have also been put forwards. The settled   
governanceposition on trustee numbers will be finalised at the upcoming AGM.     Stella continues to coordinate the construction of a new governance document for the Parish Hall committee. As part of this the committee has received the original governance document from the charity commission. Stella will circulate this plus a final version of the new document for ratification at the AGM, which we agreed would take place on Tuesday 13th May, 19:30, at the Village Hall. Carol/Claire to advertise in the Gittisham Gazette. Damien to prepare end of year accounts for this date.     Stella
FinanceDamian presented the accounts for the year to date (see attached annex). We held a detailed discussion about the money forecast still to come and the expenditure that must go out in March. The latter is very large, as payments for all the works on the windows, doors and electrics must be paid this month. Some of these payments will be refunded by Devon County Council via our grant award but unless these repayments are made promptly the Parish Hall is at risk of running a deficit for the financial year – something that it wishes to avoid at all costs. Should all re-imbursements be made promptly, and should our ingoings and outgoings match the forecast levels, the committee agreed that it should post a profit for the financial year, especially if sales for the April cabaret are pushed at the March bingo event. Damian will coordinate our efforts through March to navigate this complicated situation – thank you Damian.    Also to support these efforts, the committee agreed that Damian was authorised to organise the withdrawal (if time-limits allow) for the annual interest from the Redwood savings account to be transferred to the current account.    Re booking reconciliation, we discussed various options for ensuring closer alignment between bookings and payments, including various online purchase options or bank account access for a wider number of parties. The action is for Damian to schedule a meeting for he, Nick and Carol to meet together and propose a way forwards.      Damian is still sorting out primary user and secondary user access to online banking. Until Damian has primary user status he cannot administer banking access for others. Thank you Damian for ongoing efforts here. We agreed that at the AGM we will confirm who the other bank signatories should be, which should be more obvious once committee positions are agreed.             Damian     Damian
GrantsGrant works are progressing at great pace! It is extremely exciting to see the improvements coming so thick and so fast. The solar panels and batteries were installed on the 4th and 5th or March and the LED lighting will follow shortly. The hall is out of action w/c 17th March with no bookings available whilst the upgraded windows and doors are installed.    The maintenance schedule (see annex) has been updated to reflect the new priorities for the Village Hall, now that so many of the initial targets               
 have been met.    We continue to compile another grant for the National Lottery. The action remains for all committee members to review Alex’s initial grant application and propose comments where they can. We are as yet not working to a deadline but we should set one at a subsequent meeting.       All  
MaintenanceClaire has donated a coffee machine the Village Hall – thank you Claire.    We noted the importance of improving the condition of the gardens, especially in advance of the two wedding bookings made for later in the year. To this end Claire has organised for a Combe gardener to come and offer advice on planting and improving elements of the grounds – thank you Claire. Maggie also offered to combine the next graveyard tidying group with a Village Hall ground force group and to coordinate both activities for the village. Thank you Maggie. Likely date end of March.    We discussed the need to repaint the toilets – no action as yet but Kadence might have a lead. Nick has plumped for everglade misted glass as the bathroom window frosting effect.     There have been some comments about the time it takes for hot water to come through the system. Alex confirmed that the system is working as intended, nevertheless he will tweak the boiler setup to ensure that the water heats up a little quicker – thank you Alex.    The bare wall on the outside of the hall needs painting. Stephen offered to paint – thank you Stephen.                 Maggie               Alex     Stephen
BookingsBookings for March are set out in the annex.  
Future eventsUpcoming events:  Saturday 29th March, March cake sale – Sue Fallows organising.  Saturday 29th March, Easter Bingo, Claire leading.  Help from the committee is needed on the day decorating the hall, blowing up carrots. Alex needs to bring his fridge on the Friday night. Kadence offered to do teas, Stephen on door, Toni a poster for children’s drawing competition.  Sparkly bunny ears are happening. It is clear that Claire is doing an enormous amount to organise another fantastic and lucrative event – thank you Claire!  Friday-Saturday April 25th–26th, Gittisham cabaret. We agreed pricing of £10 a ticket, £5 for minors, with a free drink on arrival. Pierre is creating a poster. Claire and Damian offered to run the bar. Nick to advertise on the village WattsApp. Alex is making a fairly substantial paper ticket that can be sold at Bingo on March 29th.  Sunday 15th June, Father’s Day BBQ                                   
 Potential future events: Hardy talk / gardening talk / astronomy talk Spanish event 
AOBAlex has signed us up for free Microsoft Office.   Alex

Booking for March

Accounts for March

See annex published separately. 

MAINTENANCE SCHEDULE

Long term maintenance list, for progression when funds allow. Rough hierarchy order.
Sewerage and drainage pipe replacement
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
Loft insulation
Bin Store

Gittisham Village Hall Committee February 2025

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Date  Tuesday 4th February 2024
Present  Nick, Damian, Claire, Alex, Maggie, Stella, Toni & Bill
Observing Kate & Jess
Apologies  Pierre & Steve
Next meet  Next meeting: Tuesday 4th March
Item Details Actions
All actions

New Actions 
Gary to be thanked by Claire for his Coffee and Cake afternoon

Stephen to advertise the hall as a flexible workspace on booking portals. 
Damian and Carol to agree a process to reconcile booking income to list of bookings. 
Jess to research booking software/website plug-ins
Damian continues to chase the installation of a smart meter.

All to send Chair leaving present ideas to Nick.  
Damian to remove Hamish from current account once trustee situation resolved. 
 Damian to meet with Alex and Nick to with it best cash flow

All to review emerging lottery grant application and comment on google doc. 
Stella Kitchen worktops coming on 19th Feb
Bill, Damian & Claire to become charity trustees.

Bill, to plaster/paint around the boiler

Damian to add further signatories to the current account, Nick and Stella

Alex to communicate date on whatsapp to remove debris from the loft

  
Committee members and governance The committee welcomed the observing members.
Members met on January 21st to review the draft, ACRE recommended our document follow their model.
If our current document meets the requirements then there is no need to adjust the current governance plan.
Stella to continue to work with ACRE and DCT.
To increase the number of trustees, see the actions above.
It was proposed to move our AGM forward to the May 2025 date to be confirmed in the March meeting.		 Stella
Finance

Damian presented the latest financial reports – see summary in Annex.

The current balance is £24,771.56

The higher number is currently due to the successful EDDC grant application.

Social events are ahead of last year due to the great efforts of the committee. 

Some expenses are larger year on year as payments were carried over from the previous year.   Oven fundraising activity has been itemised. 

Still, some clarification is needed for bookings to be confirmed against payment history, Damian proposes to give Carol access to the bank accounts for easier reconciliation.










Damian

 

 

 

Damian/Carol
Grants

EDDC Grant progressing, and Flexeco are progressing with gaining approval from the national grid to install the solar array. 

DCC Grant was also successful, the timeline needs to be confirmed by Damian as the grant is paid in arrears. 

Insulation to be fitted in early March

Windows and doors to be fitted in mid-March.

A decision was taken to make a retrospective planning should the need arise, for the new windows

All to continue looking for grants and filling in the lottery grant

 

Alex
MaintenanceThe consumer unit has been upgraded
A new Lincat hob/oven has been installed!


Repainting of toilets to be looked into.

Plastering and repainting around the gas water heater in thekitchen		Stella 






Claire


Bill

BookingsIt was noted that a better system is needed to reconcile bookings with payments – Damian and Carol will meet to review. Damian/Jess
Future events
Future events schedule agreed as follows:
 Friday 7th February, Damian’s Joanna Southcott talk. £2.50 on the door 7pm
Saturday 22nd February, cake sale, Clare to lead.
Tuesday 4th March Tip Tip Toe 4pm. 
Friday 7th March, next evening talk, Tales around the fire Maggie and Paul to lead a discussion on village history.  
Saturday 29th March, cake sale, no nominated lead.
Saturday 29th March, Easter Bingo, Stella and Claire leading. 
Friday-Saturday April 25th–26th, Gittisham cabaret.
Sunday 15th June, Father’s Day BBQ.
Potential future events: A networking event for local businesses, children’s themed, Hardy talk / gardening talk / astronomy talk Spanish event








All









AOBThe Committee resolved not to charge the Church if they wish to book the hall for 3 of their future events this year.

Accounts to be published here when available.

MAINTENANCE SCHEDULE

Long term maintenance list, for progression when funds allow. Rough hierarchy order.
New kitchen refurb: sink, worktop…or full kitchen
Replace two front windows
Sewerage and drainage pipe replacement
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
Loft insulation
Replace all windows, not just front windows
Bin Store

Gittisham Village Hall Committee January 2025

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Date Tuesday 7th January 2024
Present Nick, Damian, Claire, Alex, Steve, Maggie, Bill, StellaObserving: Toni
Apologies Pierre
Next meet Next meeting: Tuesday 21st January – 6pm, Village Hall – specifically on governance
Next full meeting: Tuesday 4th February – 7.30pm, Village Hall
ItemDetailsActions
All actionsStephen to advertise the hall as a flexible workspace on booking portals. 
Damian and Carol to agree a process to reconcile booking income to list of bookings. 
Damian continues to chase the installation of a smart meter.
Maggie to cut four new keys using Maggie’s key as a template.
Stella to send round next iteration of the governance document before 21st January.
New actions:All to send Chair leaving present ideas to Nick.  
Damien to remove Hamish from current account once trustee situation resolved.  
Damian to undertake a further analysis of projected total income vs projected total expenditure to guide decision-making at the upcoming January 21st meeting.Damian to renew insurance contract with existing provider for three-year term, also considering hazardous activity. 
Alex to alert the Combe Estate to the imminent installation of solar panels, advertise EDDC CO grant success and meet terms of grant application. 
All to review emerging lottery grant application and comment on google doc. 
Stella to progress £3231 of kitchen works with further investment discussed on 21st.
Stella and Alex to co-ordinate payment and timing of fuse box upgrade works. 
Stephen to write a card to Ed Fuller to say thank you for talk.  Claire to lead stepped up marketing initiatives. 
Nick to buy haggis.
Maggie to coordinate with Sue and committee on Burns Night catering. 
Damian to advertise Joanna Southcott talk and make poster.
Alex to change wi-fi network and passwords.  
Committee members and governanceCommittee members to send ideas for Hamish leaving gifts to Nick. 
Stella continues to iterate the initial governance document / constitution, adding in details on the charity’s affiliations and drawing on examples from other VH governance documents. The meeting agreed that a dedicated meeting was needed to consider further: this will take place on Tuesday 21st January at 6pm at the Village Hall, with draft document circulated in advance by Stella. 
As acting Chair Nick suggested that once the governance arrangements were clarified a Special General Meeting was needed in order to re-establish key committee roles. A date for this could be set at the 21st. However, the committee noted that Nick’s continued presence as Chair may be beneficial for the coming months whilst a number of complicated issues remain in play. 		All


Stella
FinanceDamian presented the latest financial reports – see summary in Annex. Thanks to substantial fundraising efforts and generous grant donations, year-to-date income (£13.7k) is significantly outstripping outgoings (£5.2k). Further significant income opportunities before the end of the financial year are Burns Night and the Easter Bingo.
Significant outgoings remain to be paid in this financial year in relation to a) the Carbon Offset EDDC grant (£2565), b) the new cooker and associated kitchen improvements (£3231-£7014), and c) insurance renewal. As previously agreed by the committee, in-year outgoings must not exceed in-year income, as this would entail a third successive year of loss-making which would be detrimental to the charity and its chances of success in future grant applications. The committee agreed that spend may need to be sequenced carefully in the coming weeks to prevent this from occurring. Damian will undertake a further analysis of projected total income vs projected total expenditure to guide decision-making at the upcoming January 21st meeting.  
The committee approved the Treasurer’s recommendation to renew the insurance contract with the existing provider over a three-year term. Damian to look into the provision of bouncy castles and other potentially hazardous equipment in the terms of the contract. 




Damian

Damian
GrantsThe committee congratulated Alex on the great success of securing over £13k of funding from the EDDC Carbon Offset Fund for the installation of LED lighting, solar panels and battery storage. This is a significant investment in the Village Hall which will reap financial and sustainability benefits for decades to come. Well done Alex! In due course the battery storage may enable the VH to sell electricity back to the grid – we shall see what’s what once the installation is complete.  
Alex is liaising with all parties on the installation and is confident that this will all be completed in advance of the end of the financial year. The batteries will be stored in the boiler room, and the solar panels will not be installed on the section of the rear roofing that has caused problems in recent months. Alex took the actions to inform the Combe Estate of the upcoming installation, calculate how the installation has improved our sustainability (to satisfy the terms of the grant agreement) and to make sure that the improvements are publicised in the Gazette and beyond. 
We have still not heard back from the DCC grant – we should hear imminently. This grant requires payments to be made in advance of works being completed. Should we be successful we will need to consider quickly our options and how manageable this is within our financial envelope, Perhaps another thing to return to at the 21st January meeting.  
Alex has circulated the lottery grant document to the committee over email. All to review and suggest amendments. No imminent deadline on this application (?) and we can return to this at subsequent meetings. 











Alex










All

MaintenanceStella presented an update on the cooker and a series of quotations for installation and associated works, as well as recommended options to pursue. The committee thanked Stella for her excellent work. Further to discussion the committee agreed that Stella should in the first instance progress the £3,231 of works to install the cooker and three shelves, with further installation to be discussed on the 21st in the light of Damian’s updated cashflow analysis.

There is the potential for the fuse box upgrade works to be covered by Alex’s solar panel grant. But the sequencing of this is complicated. We do not want it to delay cooker installation. Alex and Stella to liaise on the timings and costings and report back. 
The rear roof has not leaked since Hamish and Alex sorted it out. The committee expressed its thank to both for their work sorting out this significant problem! 		Stella 






Stella and Alex




BookingsThe Ed Fuller talk on 3rd January was well-attended and a great success. Stephen to write a card of thanks from the committee. 

Bookings for December are set out in the annex. It was noted that a better system is needed to reconcile bookings with payments, perhaps through use of invoice numbers – Damian and Carol will meet to review. 		Stephen
Future eventsWe discussed the marketing of future events. We could be more rigorous and systematic about this, using more space in the gazette to talk about Village Hall events and ensuring that Baker Estates WhatsApp groups are also informed. Claire kindly agreed to lead the marketing of future events along these lines – thank you Claire. 
Future events schedule agreed as follows:
Saturday 18th January, Burns Night, Mary Marker is booked, tickets are selling well. Sue is doing the food – thank you Sue. Nick will buy haggis. Maggie to co-ordinate with Sue over what food needs purchasing (potatoes from Vinnicombes) and how committee members can help. Steve to take the money on the door. Setup from 5.30pm. Raffle so please bring prizes. Saturday 25th January, next monthly cake sale – Gary is leading. Friday 7th February, Damian’s Joanna Southcott talk. £4 on the door, Damian to do poster and advertise. Saturday 22nd February, cake sale, no nominated lead. Friday 7th March, next evening talk, Maggie and Paul to lead a discussion on village history.  Saturday 29th March, cake sale, no nominated lead.Saturday 29th March, Easter Bingo, Stella and Claire leading. Friday-Saturday April 25th–26th, Gittisham cabaret.Sunday 15th June, Father’s Day BBQ.
Potential future events:Hardy talk / gardening talk / astronomy talkSpanish event		Claire








Nick
Maggie


Damian










AOBAlex to change the wi-fi network name and the wi-fi passwords so that there is a private committee network – thanks Alex.  Alex

Booking for January

Accounts for November

MAINTENANCE SCHEDULE

Long term maintenance list, for progression when funds allow. Rough hierarchy order.
New large range cooker
New kitchen refurb: sink, worktop…or full kitchen
Replace two front windows
Sewerage and drainage pipe replacement
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
Loft insulation
Replace all windows, not just front windows
Bin Store

Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025

INCOMEEXPENDITURE
2023/2476.4% of 2023-241.04.24 – 03.12.252023/2476.4% of 2023-241.04.24-03.12.25
Balance b/fwd£3,627.91Insurance£690.38£527.45£0.00
Non-domestic rates£0.00£0.00£0.00
Hire of Hall£5,588.85£4,269.88£3,971.97Cleaning/grass cutting£1,019.62£778.99£1,492.59
Social Events£1,371.36£1,047.72£3,368.38Maintenance/Equipment£5,840.55£4,462.18£684.24
Interest£0.00£0.00£0.00Water/Gas/Electric£3,031.87£2,316.35£1,753.08
Miscellaneous£2,005.91£1,532.52£6,381.90Miscellaneous(inc. bank charges)£1,014.59£775.15£1,297.52
£8,966.12£6,850.12£13,722.25£11,597.01£8,860.12£5,227.43
Balance£12,122.73
Total£17,350.16£17,350.16

Village Hall Committee December 2024

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Date 3rd December 2024
Present Hamish, Damian, Claire, Alex, Steve, Maggie, Bill, Stella
Apologies Nick, Pierre
Next meet Next meeting: Tuesday 7th January
ItemDetailsActions
All actionsStephen to look at advertising the hall as a flexible workspace (June meeting). 
Damian and Carol to agree a process to reconcile booking income to list of bookings (September meeting). 
Damian to cut three new keys using Maggie’s key as a template. 
Hamish to write to Terry (and Cordelia who resigned her position at the October meeting) to express the committee’s thanks.
Hamish various banking transfer tasks to Damian. 
Damian continues to chase the installation of a smart meter
Someone to make an attractive ‘Hall in use’ sign. New actions:
Nick to organise Hamish’s leaving do. 
Stella to send round next iteration of the governance document. 
Alex to take forwards our response to the successful EDDC grant. 
Hamish to write to community kitchen benefactor to convey thanks.  
Alex to circulate a google doc with emerging lottery grant, for everyone to review / contribute.
Stella to purchase chosen cooker model. 
Stella to circulate quotations from various electricians and other workmen for the kitchen works so that we can chew over and make an informed recommendation before January meeting.  
Alex to convey our thanks to the flower and produce show committee for the excellent tables. 
Alex to seal the deal with the black mugs. 
Committee members and governanceThis was Hamish’s last meeting as Chair of the Village Hall. The Committee’s thanks to Hamish are captured in previous minutes, and a note recognising his long service and significant contribution was posted in the December Gittisham Gazette. Nick has the action to organise Hamish’s leaving do in the new year.

As Nick is Vice Chair it was agreed that he would take over chairing of the Committee until the next AGM (scheduled for the summer) or earlier if Nick chooses to schedule a SGM at which committee roles could be voted in.  
A meeting was held late in November to review the hall’s constitution, which is still in draft. Only half of the committee could attend. Stella has taken the action to iterate the document and submit to the January meeting.

Nick


Stella
FinanceMonthly accounts are still pending. They will added to these minutes when they are ready. 
The Christmas Bingo was a huge success, in terms of enjoyment and profit, and the committee expressed its thanks to Claire and Stella in particular for all of their work organising the event. 
GrantsThe committee discussed the EDDC grant application submitted by Alex: solar panels with batteries and new lighting; £15k bid; our payment is 10% + VAT. Since the meeting we have found out the terrific news that we have been successful with our application. This achieves a long-standing aim of the Village Hall to install solar panels and puts us on the path to significantly reducing our long-term running costs. Spend will need to be incurred by end of March 2025 – Alex to coordinate our next steps. 
A parallel DCC carbon offset grant application has also been submitted: full reimbursement for insulation of roof spaces, new windows and doors.
Given that the grant requires us to pay for the costs up front, and given the advanced position within the financial year, there remain challenges about our ability to spend any successful grant award before 31st March. However, we are under no obligation to accept a grant should we be successful. We will return to this bridge should it need to be crossed. 
Nick confirmed that he has spoken with the anonymous benefactor who has confirmed that they will donate funds to the village hall to help pay for the hall’s running costs of the community kitchen. This is fantastic news. Hamish will write to the benefactor to convey the VHC’s thanks. 
The Growing Communities Fund deadline is coming up again – we will need to submit an application in January.
The lottery grant deadline is also coming up. Alex will circulate the lottery grant document as a google doc to allow the whole committee to edit. 
As always a huge thank you to Alex in particular for all of the time he spends researching and supporting grant applications for the hall. Great to see this hard work rewarded with a substantial, successful application! 





Alex









Hamish









Hamish




Alex
MaintenanceStella presented an update on the cooker. She has not purchased the chosen cooker model yet as she wanted to get a clear sense of the costs of the other necessary works, primarily electrical work to support the cooker installation but also quotes for new surfaces, plastering, etc. There are questions about aquaboards. It is complicated, there are a lot of quotations and Stella is still building a picture. Stella took the action to summarise the costings and different options and circulate before the next meeting so that we can make an informed decision at that point. We cannot delay beyond the January meeting if we want the cooker to be installed in a timely fashion to meet the £1k grant award we have received. 
No other maintenance issues were raised; the long-term maintenance schedule remains unchanged in the annex. 		Stella 
BookingsBookings for December are set out in the annex. 
Future eventsFuture events schedule agreed as follows – some great events coming up!:
Saturday 14th December, Christmas Quiz, £7 on the door. There will be a raffle so please bring donations. Bill and Sue are cooking, committee setup from 5pm.
Friday 3rd January, Ed Fuller talk about his Paralympic Gold Medal. (Can someone make a poster about this?) Saturday 18th January, Burns Night, Mary Marker is booked, price still up for debate.
Saturday 25th January, next monthly cake sale – I’m afraid I didn’t note down who is in charge of this. Friday 31st January to 1st Feb, Gittisham cabaret, with compressed rehearsals in the days leading up. 
Friday 7th February, Damian’s Joanna Southcott talk.
Saturday 8th March, Mad as a March Hare, Spanish Evening. Title may change. 
Saturday 29th March, Easter Bingo.
Sunday 15th June, Father’s Day.Potential future events:Hardy talk / Gittisham history talk / gardening talk / astronomy talk














AOBThe committee agreed to purchase 20 plain black mugs. Alex to sort with Damian.

The committee expressed its thanks to the Flower and Produce Show committee for the excellent tables – Alex will convey our thanks to the committee. 		Alex 

Alex

Booking for December

Accounts for November

MAINTENANCE SCHEDULE

Long term maintenance list, for progression when funds allow. Rough hierarchy order.
New large range cooker
Rear foyer leaking roof
New kitchen refurb: sink, worktop…or full kitchen
Replace two front windows
Sewerage and drainage pipe replacement
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
Loft insulation
Replace all windows, not just front windows
Bin Store

Gittisham Village Hall Committee November 2024

by
Date 12th November 2024
Present Hamish, Damian, Stella, Claire, Alex, Steve, Nick
Apologies Maggie, Pierre, Bill  
Next meet Special General Meeting: 20th November, 1930, Damian’s house
Next meeting: Tuesday 3rd December
ItemDetailsActions
All actionsTerry has resigned his position from the village hall committee. The Chair put on record the committee’s thanks to Terry for years of service supporting the village, maintaining the hall building and contributing to events. The Chair will write to Terry (and Cordelia who resigned from her position at the October meeting) to express the committee’s thanks. 
Committee membersTerry has resigned his position from the village hall committee. The Chair put on record the committee’s thanks to Terry for years of service supporting the village, maintaining the hall building and contributing to events. The Chair will write to Terry (and Cordelia who resigned her position at the October meeting) to express the committee’s thanks. 
Hamish
FinanceDamian ran through the monthly accounts, a screenshot of which is captured in the below annex (an accessible version of the monthly accounts has been uploaded separately to the village website). Income is significantly up on last year, with the majority of this income ring-fenced for the new cooker. 
Damian set out some of the changes he wanted to make to how we track and monitor finances, including: a tighter reconciliation process between bookings and invoicing; a five-year costed maintenance programme; and the clearer ring-fencing of certain funds (e.g. cooker funds, community kitchen funds) within the accounts. The committee also agreed that expenses should be sent to Damian over email, with a photograph of the receipt, and not over WattsApp. 
Not all financial tools and accounts have been fully transferred to Damian. Hamish took actions to ensure Janet is removed from the HSBC bank, to ensure Damian has access to the Redwood account, and to give Damian a paying in book. 
Damian continues to chase the installation of a smart meter – thank you to Damian for taking this forwards. 






Hamish
Damian
GrantsIt does not look like we have been successful with either the South West Water or Morrisons grant applications. Thank you to Alex for pursuing these on our behalf.

Both EDDC and DCC are running Carbon Offset Grant programmes. The EDDC grant subsidises 90% of carbon offset works (-VAT) and closes on Friday 15th November; results should be announced before the end of the month. The DCC grant pays for 100% of works and makes payments in arrears.

Alex has kindly progressed various quotations for works that would fall under the scope of these two grants, namely: lighting and minor electricals (replacing all interior and exterior lights with LEDs, replacing and upgrading our emergency lighting, replacing the heater in the kitchen); solar panels for the roof elevations at the rear of the hall with accompanying 2x10KW battery storage; and insulation and window replacement. The meeting agreed that the priority grant to submit to EDDC this Friday should be solar panelling, with a larger grant for the various other works to be submitted to DCC prior to the closure of that window.
Hamish took the action to alert the Combe Estate of our intention to install solar panels.  
Alex is once again pursuing the £20k lottery grant, using information from the village survey to support the grant claims. 
Some potentially very good news: a benefactor has expressed an interest in donating a substantial grant to support the running costs for the community kitchen. Nick is liaising and will update the committee at the next meeting.

As always, a huge thank you to Alex in particular for all of the time he spends researching and supporting grant applications for the hall.  














Alex


Hamish





Nick
MaintenanceFurther to October’s extensive review of potential cooker options, Stella and Claire have visited Broadhembury Village Hall to hear their views on the cooker they have installed. The cooker has been in place for 9 years and works very well, with no issues. Further to this information, the committee weighed up again the various cooker options and decided to progress with the purchase of the Broadhembury Village Hall model. Stella will take forward the purchase, researching the best possible deals and keeping an eye on Black Friday sales. Stella also took actions to research the purchase of larger cooking trays, or ‘gastronorms’, and to price up some suitable second hand stainless steel worktops and splashbacks and bring quotations back to the next meeting. Thank you to Stella. 
Taps have been replaced by Alex and are no longer faulty. Thanks to Alex.

Tiles have fallen off in the kitchen. Hamish to sand down and give a quick lick of paint. We don’t want to repair as the whole kitchen will soon have a glow up.
Further long-term maintenance priorities were added to the maintenance schedule in the annex, namely: a new kitchen fit out including sinks, splashbacks and worktops, rewiring of the external cabling and loft space, and a refit of the audio-visual capabilities in the hall.  


Stella
Stella





Hamish
BookingsA full list of November bookings is included in the below annex and is also uploaded on the village website.

Upcoming village hall committee events in October are the next cake sale and Bingo, both on 30th November. Claire updated the committee on the plans for Bingo, which has a wonderful raffle and a lot of people attending and should be a knock out event! Claire to let committee members know how they can be of most help on the day. 
The meeting agreed that a ‘Hall in use’ sign is needed to prevent committee members or others wandering into private events. Maybe someone can make an attractive one of these? 





Claire


Someone
GovernanceThe meeting briefly discussed the governance document circulated by Hamish. Some comments have been submitted in writing. The committee agreed that some dedicated time was needed to consider the committee’s constitution in detail. As such, a Special General Meeting has been called for later in the month to agree a final version of the constitution. 
Future eventsFuture schedule agreed as follows:
5th December, fuel poverty clinic with a free fleece blanket, in place in advance of Community Kitchen. Christmas Quiz, Saturday 14th December – Maggie to speak to Sue about possibly catering.Damian, Joanna Southcott talk, Friday 10th January. Burns Night, Saturday 18th January, Mary Marker is booked.Cabaret, 31st January to 1st Feb. Compressed rehearsals. 
Future events:Hardy talk / Gittisham history talk / gardening talk / astronomy talkSpanish event
Carol to advertise the above programmes in the gazette, Alex to advertise on Facebook. 



Maggie










Carol, Alex
AOBAlex offered the committee the purchase of 20 plain black mugs. No decision made – rolled over to next meeting!

Booking for November

Accounts for November

Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025Gittisham Parish Hall Accounts – 1st April 2024 to 31 March 2025
INCOMEEXPENDITURE
2023/2461.37% of 2023-241.04.24 – 11.11.242023/2461.37% of 2023-24
Balance brought forward£3,627.91Insurance£690.38£423.69
Non-domestic rates£0.00£0.00
Hire of Hall£5,588.85£3,429.88£2,946.01Cleaning/grass cutting£1,019.62£625.74
Social Events£1,371.36£841.60£1,247.32Maintenance/Equipment£5,840.55£3,584.35
Interest£0.00£0.00£0.00Water/Gas/Electric£3,031.87£1,860.66
Miscellaneous£2,005.91£1,231.03£6,051.90Miscellaneous(inc. bank charges)£1,014.59£622.65
£8,966.12£5,502.51£10,245.23£11,597.01£7,117.09
Balance
Total£13,873.14
Income includes:Redwood Deposit A/C TBC (awaiting access)£25,654.20
DCC grant (community kitchen)£1,000.00Includes annual interest£842.98
DCC locality budget (oven)£1,000.00N.B. 61.37% is proportion of year passed to date.
Fete donation (oven)£750.00
Fete donation (community kitchen)£750.00Income not yet banked:
Coffee/cakes September (oven)£247.50Tesco donation (oven)£250.00
Donation from Drakes Plumbing (Xmas bingo – oven)£200.00Coffee/cakes October cash (oven)£297.00
Sparklers/bangers (sumup)£61.95Bee Talk cash (oven)£77.00
Bee talk (sumup) (oven)£14.75Sparklers/bangers cash£25.00
October cake/coffee (sumup) (oven)£136.13
Expenses not yet paid:
Sparklers/bangers£38.00

MAINTENANCE SCHEDULE

Long term maintenance list, for progression when funds allow. Rough hierarchy order.
New large range cooker
Rear foyer leaking roof
New kitchen refurb: sink, worktop…or full kitchen
Replace two front windows
Sewerage and drainage pipe replacement
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
Loft insulation
Replace all windows, not just front windows
Bin Store

Gittisham Village Hall Committee October 2024

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Date 8th October 2024
Present Hamish, Damian, Maggie, Pierre, Stella, Claire, Alex, Steve, Nick, Bill
Apologies Terry  
Next meet 12th November, 19:00 – a slightly earlier start than normal due to significant agenda items
ItemDetailsActions
All actionsStephen to look at advertising the hall as a flexible workspace (June meeting). 
Damian to explore grant opportunities presented by Gittisham alumni Southcott and Hardy (September meeting). 
Damian and Carol to agree a process to reconcile booking income to list of bookings (September meeting). 
Hamish to speak to Fullers about Ed Fuller talk and agree date if possible (September meeting). 
Pierre to organise Spanish and Flamenco evening for the new year (September meeting).
Hamish to look at transferring the card reader so it works for everyone without linking to any phones (September meeting).  
Bill to organise next cake sale, Saturday 26th October. 
Various members to transfer utility bills to Damian’s address.
Everyone to nominate the Village Hall to the Benefact Group before 11th October.
Alex and Bill to undertake an initial look at the leaking foyer roof Friday 11th.
Maggie to speak to Sue about possibly catering the Christmas quiz.
Hamish to book Mary Marker for Burns Night.
Damian to cut three new keys using Maggie’s key as a template. 
Committee membersAt the start of the meeting Hamish announced that he is resigning his position as Chair of the Village Hall Committee. Hamish will serve as Chair until the end of the calendar year. 
The committee wished to put on record its appreciation for Hamish’s long service over twenty years to the work of the committee and for his dedicated leadership as chair in the past few years. Hamish has been a selfless and energetic chair and has helped to ensure the upkeep of the hall as well as organising a huge number of popular and entertaining events over his time.
The members  expressed their hope that he will remain closely involved in future events, not least in running his fiendish quizzes, wielding the dagger at Robbie Burns night, and  starring in future cabaret turns!

Cordelia has resigned her position from the village hall committee but is happy to remain involved supporting village events.
FinanceDamian ran through the monthly accounts, a screenshot of which is captured in the below annex (an accessible version of the monthly accounts has been uploaded separately to the village website). Thank you to Damian for his work on the accounts. 
With recent grant and fundraising successes the year-to-date position is looking healthier than in previous months’ accounts, though a significant proportion of this income is ringfenced for the new cooker. 
The meeting discussed the size of the funds it needs to keep in reserve.  Whilst a final decision will be reached in conjunction with approving the hall constitution (scheduled for the November meeting), it was noted that Charity Commission guidance stipulates that an appropriate reserve should be at least one year’s running cost, plus sufficient reserve to undertake a programme of necessary and predictable maintenance and be resilient to other significant unforeseen and uninsured costs that may materialise. The £26k in the reserve account is kept in reserve in order to meet these stipulations. Further discussion on an appropriate reserve level will take place in November.  
The committee agreed to change the hall’s electricity provider to take advantage of a smart meter installation and credit offer. Thank you to Damian for taking this forwards. 
Various utilities are currently dealt with by various committee members. Damian suggested that all of these bills are redirected to him to support his bookkeeping. 











Various
GrantsWe were successful with the £1k bid for a new cooker from the locality budget – many thanks to Carol for pursuing this.
We continue to await news on the grants submitted to date: the EDDC Carbon Offset Fund, the South West Water Fund, the Sykes Holiday Cottages Fund. In addition Alex is looking to apply to the McCarthy Stone Foundation. The Lottery Grant remains a long-term option, which the results of our village survey on uses of the hall will support us with. Thank you to Alex for his continued oversight of these grant applications including his liaison with other village halls.  
Nick reminded everyone to nominate the Village Hall to the Benefact Group before 11th October. 










Everyone
MaintenanceThe meeting debated the key maintenance priorities (see annex). It was observed by some committee members that repairing the leaking roof in the rear foyer was of primary significance and should be prioritised ahead of all other maintenance and hall improvements. Alex and Bill are to undertake an initial look at the roof this Friday, the 11th, with Hamish also available on Monday 14th if more work is needed. To discuss again at the next meeting. 
Stella, Alex and Pierre have undertaken significant research into options for a new cooker – thanks to all three for the thorough research and the clear presentation of options. The meeting considered a range of commercial cookers, domestic cookers and standalone oven units, as well as the associated installation costs and some of the other necessary kitchen upgrade work that could accompany a new installation. After deliberation the meeting expressed its preference for a hotplate commercial cooker. Likely costs are £2.5k for the cooker and £1.5k for the installation and associated works. 
However, prior to agreeing a way forwards the committee sought further reassurance on the suitability and safety of the preferred cooker model. To this end Stella agreed to speak with Broadhembury Village Hall, which has the same installed cooker on site, and to report back on that committee’s experience. In addition, the meeting deferred until November a decision on whether a new cooker could be purchased in advance of the fundraising target being fully reached, or at the point of the target being reached. 		Alex and Bill

BookingsA full list of October bookings is loaded on the village website.

Upcoming village hall committee events in October are the Bee Talk on Friday 11th (where the committee agreed a reduced rate for children), the Harvest Supper on Saturday 12th and the next Cake Sale fundraiser on Saturday 26th.  
Future eventsFuture schedule agreed as follows:
Bingo, Saturday 30th November.Christmas Quiz, Saturday 14th December – Maggie to speak to Sue about possible catering.Burns Night, Saturday 25th January – Hamish to book Mary Marker.  Cabaret, Friday 7th and Saturday 8th February. 
Further to Friday’s Bee Talk we will review the potential for and dates of further villager talks, possible topics: Joanna Southcott (Damian), Gittisham history (Paul Wakely), organic gardening (might have got that wrong) (Sue and David), if possible, Ed Fuller to talk on the subject of his Paralympic Gold Medal. 
Hamish/Carol to advertise the above programmes in the gazette, Alex to advertise on Facebook.
Future events:
Pierre and Fiona are investigating running a Spanish and Flamenco evening to raise funds for the Village Hall! Pierre to investigate and return with dates. Thank you Pierre!  


Maggie
Hamish












AOBThree members of the committee need new keys cutting. Damian to have cut using Maggie’s key.   Damian
Long term maintenance list, for progression when funds allow. Rough hierarchy order.
New large range cooker
Rear foyer where roof is leaking
Replace two front windows
Sewerage and drainage pipe replacement
Extractor fans in kitchen
(Rising) damp in southern elevation
Internal repaint including / especially ceiling
Loft insulation
Replace all windows, not just front windows
Bin Store

Gittisham Village Hall Committe September 2024

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Date 10th September 2024
Present Hamish, Damian, Maggie, Pierre, Sue, Stella, Claire, Alex, Steve (arrived late)
Apologies Nick, Bill, Terry  
Next meet 8th October, 7pm start, 30 minutes early to accommodate discussion on Community Kitchen
ItemDetailsActions
All actionsHamish to use caulking gun around flashing (June meeting).Hamish to replace bathroom tap (June meeting).
Stephen to look at advertising the hall as a flexible workspace (June meeting).
Everyone to look for a noticeboard for foyer (July meeting).
Hamish to make contact with Cordelia re committee membership (September meeting).
Hamish to invite Sara Trumper to the next meeting.
Hamish and Alex to meet on Monday 16th September to progress grant applications. 
Damian to explore grant opportunities presented by Gittisham alumni. 
Pierre, Stella and Alex to bring cooker options to next meeting. 
Damian and Carol to agree a process to reconcile booking income to list of bookings.? to take forwards September cake sale. 
Stephen to agree with Steve M a date for beekeeping talk. 
Hamish to speak to Fullers about Ed Fuller talk and agree date if possible. 
Claire to organise Christmas bingo. 
Pierre to organise Spanish and Flamenco evening for the new year. 
Hamish to look at transferring the card reader so it works on phones.
Committee membersHamish to make contact with Cordelia re committee membership.Hamish
FinanceWelcome to Damian, our new treasurer, who presented the monthly finances (see annex). In spite of the increases to hall prices agreed at the turn of the financial year year-to-date expenditure has exceeded income by nearly £1k. The hall also operated at a loss in the previous two financial years; a third consecutive year operating at a loss will stymy our ability to attract grant funding. 
The village fete was a great success and the Village Fete Committee has kindly agree to donate ~£1200 [exact figure not noted] to the Village Hall. The committee discussed how best to utilise this income and agreed, in line with the request of the Village Fete Committee, to split the proceeds between investing in a new cooker and subsidising for a time-limited period the hiring fees for the weekly Community Kitchen.
The Committee will invite Sara Trumper to the next meeting to discuss how best to utilise these funds and ongoing funding models for the Community Kitchen’s hiring of the hall. 





Hamish
GrantsThe meeting agreed the immediate priorities for grant expenditure as follows: a new range cooker, replacement windows, and new replacement drainage / sewers. (Full list of potential remedial works for the hall updated in annex.)
The committee was unsuccessful in its recent application for grant funding for replacement windows. However, Carol Hall has this month applied to the EDDC locality budget for a £1000 grant to go towards a new cooker. 
Alex is also making a huge effort to explore grant opportunities – thank you Alex! – as follows:
The South West Water grant (video) application is still pending and we await a response.
Alex is submitting another video application to the Sykes Holiday Cottages Community Fund (a national fund). 
Alex has approached EDDC about its Carbon Offset Fund. We are on the list to be visited by EDDC officials so the hall can be assessed.
The lottery grant is re-opening and we agreed to submit another bid for the lower threshold amount. The results of our village hall survey (publicised recently in the gazette) will stand us in good stead here and improve our chances of being successful this time around.    
 In addition Hamish has taken an audio-visual company around the hall. They have provided a quotation for improvement works and suggested grant opportunities to fund the works. 
Hamish and Alex to meet on Monday 16th September to progress applications. 
Damian suggested two ways in which we could leverage famous alumni of the village for possible funding opportunities.
The Panacea Trust (Joanna Southcott’s organisation) has a trust fund which may be approached. And Hardy Wines (Australian wine company) may also want to support the home village of their founder.
Damian to explore further.



























Alex and Hamish
Damian
MaintenanceThe priority is researching new cookers. We formed a cooker sub-committee (Stella, Pierre and Alex) to explore potential options. Hamish will provide a more detailed specification but key points: same size as current cooker, two ovens, electric/induction, real knobs not electric interface. Options to be considered at next meeting.  Pierre, Stella, Alex, Hamish. 

BookingsThe list of bookings for September is provided in the annex. Unfortunately we have now lost the regular toddler group booking. 
We need to ensure that the booking income is reconciled to the list of bookings. Damian to discuss with Carol how this will work in practice.  


Damian/Carol
Future eventsWe have agreed that we will use the last Saturday of every month, 2pm-4pm, to run coffee and cake sales to fund the new cooker. 
Autumn schedule agreed as follows:
Harvest Supper,
Saturday 12th October, organised by the church.Sparklers and hot dogs,
Sunday 3rd November, 5-7pm.Christmas Bingo,
Saturday 30th November, Claire to organise.Gittisham Christmas Cabaret,
Friday 13th and Saturday 14th December.   Steve M beekeeping talk.
Date not yet agreed, Stephen to take forwards.If possible, Ed Fuller to talk on the subject of his Paralympic Gold Medal. Hamish to approach Fullers.
Date not yet agreed.   
Hamish/Carol to advertise the above programmes in the gazette, Alex to advertise on Facebook.
Future events:
Pierre and Fiona are investigating running a Spanish and Flamenco evening to raise funds for the Village Hall! Pierre to investigate and return with dates. Thank you Pierre!  		?





Claire



StephenHamish


Carol/Hamish/Alex


Pierre
AOBHamish to look at transferring the card reader so it works on phones.  Hamish
Long term maintenance list, for progression when funds allow. Rough hierarchy order.
New large range cooker
Replace two front windows
Sewerage and drainage pipe replacement
Extractor fans in kitchen
(Rising) damp in southern elevation
Internal repaint including / especially ceiling
Loft insulation
Replace all windows, not just front windows
Bin Store

Gittisham Village Hall Financial Report 2024

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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

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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.