Village Hall

Date	Wednesday 4th June 2025
Present	Nick, Alex, Toni, Jess, Claire, Bill
Apologies	Maggie, Damian, Stella, Carol
Next meet	Next meeting: Monday 7th July  7:30pm – Village Hall
Item	Details	Actions
All actions	New actions: Jess to update Hallmaster with Bookings and Customer details and get a full handover from Carol re the Bookings Clerk Role. Gary to get involved as a volunteer booking coordinator.Review finances with Damian regarding savings on the Bookings Clerk role to invest in a communal laptop/new gardener.Look to set up “Friends of the Village Hall” whatsapp for those willing to volunteer/want to be included in the Hall. Ask Maggie is this would be suitable for her churchyard gardeners to join.Alex to send the Lottery grant application for the Kitchen. ALL to add in comments on the google doc by 10th June 2025.Nick to check with a financial advisor regarding the Redwood account.Claire to ask the Gardener to take the cuttings away and cut the grass shorter. Old actions: Stella to share agreed resolution to amend the 1933 declaration of trust with the Charity Commission.Stella to update the committee on plans to produce further policies that the Parish Hall is required to adopt and maintain.Damian to contact hall insurer and investigate how the installation of batteries and solar panels affects our insurance premium. He needs Alex to send him the final electricity certifications prior to approaching the insurer.  Damian to circulate a list of options for where to deposit the Redwood savings account money, for discussion and agreement at the July meeting.Alex to explore options for changing electricity and gas suppliers to a cheaper evening / business tariff, also considering smart meters, contract break clauses and options to sell our energy back to the grid. To bring options to May meeting. Damian to give Alex permission to negotiate with Eon.Maggie to combine the next graveyard tidying group with a Village Hall ground force group and to coordinate both activities for the village.Bill to plaster and paint around the boiler. Scheduled for Friday 6th June in the Morning.
Committee members and governance	Gary has kindly volunteered to be a Bookings Coordinator to Meet and Greet, and check the hall prior to and after bookings. Gary will be working with Jess to get Hallmaster up and running. Devon Communities Together have advised Stella that further documents will need to be agreed and uploaded to the Village Hall website, including a range policies such as: the financial reserves policy, health and safety etc. Stella volunteered to review, and coordinate our progressive production, agreement and publicising of these policies. Stella has arranged a meeting on the Wednesday 24th September to host DCT at the Hall. Discussion was had about catering and it seemed teas/coffees and homemade baked goods would suffice.	Jess/Gary Stella
Finance	In Damian’s absence, those present read through the highlights and Claire commented that the bookings are down on last year, and that social events have doubled. This is much to the credit of the Committee in organising so many social fundraisers; the successful Cabaret, the quiz and the cake sale all contributed significantly. Jess, Nick and Toni are looking forward to Hallmaster and the organisation it will bring in terms of invoicing and managing of finances.  Claire commented on the savings of the new cleaner and how the grass in the Garden needs more maintenance than currently. We have scheduled 10 cuts a season. Jess to ask Mike if he would consider being our gardener to cut the grass. Ask Maggie about the gardeners for the Church and if that is an option for the Hall.
Grants	The committee has made some progress on supporting the lottery grant application, which is the only grant application we currently have in train and the primary vehicle for potential future upgrades to the hall. The meeting agreed a revised timescale of 10th June for all the committee to review the document and draft answers to the questions posed. It was agreed Alex will get the grant application sent in June as we have had a number of responses from the committee. Thanks were given to those who have contributed so far. Alex raised that East Devon are reopening the Carbon Action fund in September 2025. It was the grant we successfully won in 2024 for the solar panels so it could be used to apply for the air to air heat pumps or new batteries (Claire’s suggestion). It was noted by Claire and Alex that we could invest in infrared heaters to run off the batteries from the Solar Panels to save on electric.	All

Maintenance	Claire ordering a new hand-dryer for the ladies toilet. It was agreed to get the one as we have had feedback that the current one is not working efficiently. Once installed we will look to do the same in the disabled and men’s toilets. Claire requested guttering on the shed and a water butt, and an outside tap behind the ladies toilets. Added to the maintenance annex below. Toni is kindly donating a water butt. Stuart has offered to paint the ceiling in the hall for free if we buy the paint. Claire, Alex, Toni and Jess expressed reluctance to paint the ceiling as to take away from the character of the hall. Claire suggested that can we ask if he could instead paint the kitchen ceiling before committing to the main hall. Bill expressed interest in the ceiling being painted. It was agreed by all present that we would like Stuart to paint the kitchen ceiling. Alex raised that we could opt for aesthetic sound deadening to both reduce sound reverberance and increase the light in the hall.	Claire Toni Nick
Bookings	The bookings for July are included as an annex to these notes. Action with Jess to upload all new customers and bookings to Hallmaster.
Future events	Sunday 15th June, Father’s Day BBQ. Nick putting together a band. Sara is catering the event & Claire is getting quotes for the food. Nick to purchase a separate BBQ / BBQs for non-meat-eaters. Alex, Claire and Carol to advertise. Aiming to sell 70 tickets. Saturday 21st June, Set in Stone, band performing. Alex has sorted an Alcohol licence. Pizza van 1 wasn’t available but Claire is looking at Pizza van 2. Toni is looking into getting pork for pork baps to sell on the night. Toni doing posters. Start 7pm. Tickets price £5, Baps £4, Bar. Thanks to Mike for paying for the band as a donation to the hall.Traders’ Social, Friday 25th July. Jess is organising – one to develop and firm up before the next meeting.  Coffee&Cake – 28th June. Claire to ask for volunteers – potentially Sue / Stella?Cabaret screening for cabaret cast and village hall committee members, all welcome, date tbc. 29th November Bingo booked – Xmas cake safe in the afternoon followed by bingo – Jess to book on Hallmaster and post on the village whatsapp. Potential future events:Skittles. Autumn talks: Hardy wine talk / gardening talk / astronomy talk / Nic Wakely glass talk?Spanish event.
AOB

MAINTENANCE SCHEDULE

Long term maintenance list, for progression when funds allow. Rough hierarchy order.

Sewerage and drainage pipe replacement

Air to air heat pump

Re-fit audio visual capabilities

Rewiring of cabling, particularly in the loft

Extractor fans in kitchen

(Rising) damp in southern elevation

Internal repaint including / especially ceiling

Loft insulation

Bin Store

Water Butt

Guttering on back shed

Gittisham Parish Hall Accounts 2025-2026

Income

Item	2024/25 Figures	As of 4th June 2025	Projected 2025/26
Balance b/fwd			£5,571.27
Hire of Hall	£5,828.56	£1,020.00	£568.60
Social Events	£5,782.76	£1,011.98	£2,032.85
Interest	£0.00	£0.00	£0.00
Miscellaneous	£43,476.90	£7,608.46	£10,604.00
Total Income	£55,088.22	£9,640.44	£13,205.45

Expenditure

Item	2024/25 Figures	As of 4th June 2025	Projected 2025/26
Insurance	£723.73	£126.65	£0.00
Non-domestic rates	£0.00	£0.00	£0.00
Cleaning/grass cutting	£1,901.59	£332.78	£209.50
Maintenance/Equipment	£45,022.20	£7,878.89	£105.54
Water/Gas/Electric	£3,039.75	£531.96	£596.51
Miscellaneous(inc. bank charges)	£2,457.59	£430.08	£1,274.34
Total Expenditure	£53,144.86	£9,300.35	£2,185.89

Projected Year-End Balance: £16,590.83

Total (Balancing Figure): £18,776.72

Date Tuesday 13th May 2025
Present Nick, Damian, Alex, Steve, Toni, Jess, Bill, Stella
Apologies Maggie, Claire, Kadence
Next meet Next meeting: Wednesday 4th June, Parish Rooms, 19:30

All Actions:

• Further to agreement on a booking software solution, Nick agreed to
  draft a job description to clarify aspects of Carol’s role, supported by
  some notes from Damian on the process needed to reconcile bookings
  and costs.
• Stella to share agreed resolution to amend the 1933 declaration of
  trust with the Charity Commission.
• Stella to update the committee on plans to produce further policies
  that the Parish Hall is required to adopt and maintain.
• All to review emerging lottery grant application and comment on
  google doc, by 1st June.
• Nick, Stella and Jess to send Damian their full name, date of birth,
  address and contact details so that they can secure access to the bank
  accounts.
• Various actions for all committee members relating to the upcoming
  events: quiz, cakes, BBQ, band. See upcoming events section.
  

Old actions:

• Damian to contact hall insurer and investigate how the installation of
  batteries and solar panels affects our insurance premium. He needs
  Alex to send him the final electricity certifications prior to approaching
  the insurer.
• Damian to circulate a list of options for where to deposit the Redwood
  savings account money, for discussion and agreement at the June
  meeting.
• Alex and Toni to explore options for changing electricity and gas
  suppliers to a cheaper evening / business tariff, also considering smart
  meters, contract break clauses and options to sell our energy back to
  the grid. To bring options to May meeting.
• 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 share details of the free Microsoft Office tools.
• Bill to plaster and paint around the boiler.

Committee members and governance

As this was the first meeting of the 2025/26 cycle the trustees elected
committee positions for the new year, as follows:

• Chair: Nick was nominated, seconded and accepted.
• Vice Chair: Stella was nominated, seconded and accepted.
• Secretary: Jess was nominated, seconded and accepted.
• Treasurer: Damian was nominated, seconded and accepted.
  Re the bookings clerk, the committee agreed that Carol Hall would be
  approached to continue in this paid position, recognising the great job she
  does to advertise the hall and support bookings. In addition there are
  various options in play for automating aspects of the booking and financial
  reconciliation processes – Nick, Stella and Alex had recently attended
  presentations by other village halls committees which were highlighting
  the benefits of some of these automated systems. The committee
  therefore agreed to look at these options and, once the preferred option is
  agreed, Nick agreed to draft a job description to clarify aspects of Carol’s
  role, supported by some notes from Damian on the process needed to
  reconcile bookings and costs.
  In advance of the meeting Stella produced and circulated an induction and
  declaration pack for the Trustees. In addition, the proposed amendments
  to the Trust Deed of 1933 were also circulated, making some minor and
  considered amendments to the original Trust Deed, updating the
  terminology and showing the diverse nature of the charity. The proposed
  changes, which are set out in an annex to these meeting notes, were
  proposed by Stella, seconded by Nick Chapman, voted on and approved by
  the committee. Stella will now share this resolution with the Charity
  Commission with the hope that they will raise no objection.
  Devon Communities together have advised Stella that further documents
  will need to be agreed and uploaded to the Village Hall website, including a
  range policies such as: the financial reserves policy, health and safety etc.
  Stella volunteered to review, and coordinate our progressive production,
  agreement and publicising of these policies.

Finance

Damian presented the accounts for April, a copy of which are included as
an annex to these minutes. There is little to report so early in the year but
electricity costs are an order of magnitude lower than this time last year
thanks to the new solar panels.
The April cabaret was a financial (and critical and commercial) success but
the bar did little more than break even. The committee noted that future
bar events could charge more for drinks, reduce the portions of entry
drinks and limit cast drinks.
Damian has made some progress on considering where to relocate the

Redwood savings account monies. But he is yet to settle on a
recommendation. Damian will circulate a note before the next meeting
with some more information on the different interest rates and
interoperability of the various accounts – so a roll over action.
Now that committee positions have been resolved for the new year the
committee agreed that bank account access needs to be broadened. It was
agreed that the Chair, Vice Chair and Treasurer should gain access to the
bank account, all of which should now send Damian their full name, date of
birth, address and contact details so that they can secure access.

Grants

The committee has made some progress on supporting the lottery grant
application, which is the only grant application we currently have in train
and the primary vehicle for potential future upgrades to the hall. But
progress is slow and Alex needs support with framing the bid. The meeting
agreed a revised timescale of 1st June for all the committee to review the
document and draft answers to the questions posed.

Maintenance

The committee expressed thanks to Bill and Gary for building the fantastic
new benches, and to Claire for her dedication and energy in significantly
improving the village hall grounds.
Alex and Toni briefly updated on options for changing electricity and gas
suppliers to a cheaper evening / business tariff, also considering smart
meters, contract break clauses and the potential to sell our electricity back
to the grid. The action rolls over.
Alex has also looked at options for installing air-to-air heat pumps – this has
been added to the maintenance schedule in the annex to these minutes.
Bookings The bookings for July are included as an annex to these notes. All bookings
are also now being uploaded to the village hall calendar on the website.

Future events

• Saturday 17th May, Nick’s quiz. Toni and Jess are helping on the
  door, Sue Fallows is preparing food with Stella’s help. Meet at
  6pm for setup, eyes down 7:30pm. Everyone please bring raffle
  prizes.
• VE Cake Sale, 24th May, Carol and Molly are in charge, traditional
  WW2 cakes to be made please, fancy dress positively encouraged.
  Carol to advertise.
• Sunday 15th June, Father’s Day BBQ. Nick putting together a band.
  Sara is catering the event. Nick to purchase a separate BBQ / BBQs
  for non-meat-eaters. Alex, Claire and Carol to advertise.
• Saturday 21st June, Set in Stone, band performing. Pizza van 1
  wasn’t available but Claire is looking at Pizza van 2. Jess is making
  posters.
• Traders’ Social, Friday 25th July. Jess is organising.
• Cabaret screening for cabaret cast and village hall committee
  members, all welcome, date tbc.

Potential future events:

• Skittles.
• Autumn talks: Hardy wine talk / gardening talk / astronomy talk /
  Nic Wakely glass talk?
• Spanish event.

AOB

The committee noted the difficulty in keeping Tuesday evenings as the
default meeting as this clashes with bell-ringing. Going forward the
committee felt that the second Monday of each month was a good option.
To be confirmed at the next meeting.

Gittisham Parish Hall Accounts

Item	2023/24	2025/26	% Change
INCOME
Balance b/fwd		£3,627.91
Hire of Hall	£5,588.85	£5,828.56	4.3%
Social Events	£1,371.36	£5,782.76	321.7%
Interest	£0.00	£0.00
Miscellaneous	£2,005.91	£43,476.90	2067.4%
Subtotal Income (excl. Balance b/fwd)	£8,966.12	£55,088.22	514.4%
EXPENDITURE
Insurance	£690.38	£723.73	4.6%
Non-domestic rates	£0.00	£0.00
Cleaning/grass cutting	£1,019.62	£1,901.59	86.5%
Maintenance/Equipment	£5,840.55	£45,022.20	670.9%
Water/Gas/Electric	£3,031.87	£3,039.75	0.3%
Miscellaneous (inc. bank charges)	£1,014.59	£2,457.59	142.2%
Total Expenditure	£11,597.01	£53,144.86	358.3%
Closing Balance		£5,571.27
Reserves (Redwood Deposit A/C)	£25,654.20

Date	Tuesday 13th May 2025 at 7pm, Village HallMeeting opened at 19:08Meeting ended at 19:34
Present	Committee: Nick, Bill, Pierre, Steve, Alex, Damian, Stella, Toni, JessMembers of Public: 1 (Kate)
Apologies	Maggie, Claire
Next AGM	Date TBC
Item	Commentary
Minutes of the last AGM	Agreed
Treasurer’s report	The hall posted a surplus for the 2024/25 year and had its most successful year of income generation in many years. A detailed financial report is included as an annex and further details are set out in the Chair’s report, below.
Chair’s Report	The Chair delivered his annual report, as follows:Gittisham Village Hall has had a dynamic and community-focused year, marked by a blend of social events, infrastructure improvements, and strategic financial planning. Here’s a concise overview of its key achievements: Community Events & Engagement The hall hosted a variety of well-received events, including the popular Burns Night, regular quizzes, skittles evenings, talks, bingo, a Cabaret and a Father’s Day BBQ. Additionally, the weekly Community Kitchen continued to offer free meals every Thursday. Private bookings included 21 family celebrations, 4 retreats, 4 music rehearsals, a funeral wake and cake decorating. These gatherings not only fostered community spirit but also contributed to increased hall bookings and revenue.Infrastructure & Sustainability Significant efforts were made to enhance the hall’s facilities and sustainability. Grants were successfully obtained from the local councils that along with our many fundraising events, enabled the installation of solar panels and battery storage, upgraded insulation, a new cooker and kitchen equipment, a new gas water boiler, upgraded all windows and doors, aligning with the hall’s commitment to energy efficiency and fire safety.  Outdoor maintenance tasks, including external painting, benches, gardening and chippings, ensured the hall remains in good condition. Financial Management The hall’s financial position improved compared to the previous year, thanks to grants and fundraising efforts but still faced rising operational costs. At the end of the financial year, the hall’s bank balance was positive.  Committee changes Changes have included the departure of Hamish Hall as chairman after many years of excellent service, Janet Twiss as Treasurer, Sue Fallows, Terry Kitchen and Cordelia Woolf. New members joined including Jess Dentry, Toni Greenslade, Claire Pester and Damian Furniss as Treasurer. Nick Chapman, Vice Chair, acted as chair following Hamish’s departure.Summary Gittisham Village Hall has had an outstanding year in terms of improving the hall’s facilities, ensuring financial health, building sustainability and fostering a strong sense of community spirit, while maintaining an active and committed group of committee members. Gittisham Village Hall has continued to serve as a vital hub for community activities providing a wide range of events and hosting a large number of private bookings.
Comments received	Further to the Chair’s report attendees commented on how splendid the hall gardens and new lights were looking and congratulated everyone who had taken part in the enormous fundraising efforts throughout the year. All regular bookers were asked for comment in advance of the AGM. Few comments were received but the fitness class noted how pleased they were with the new windows. The meeting expressed its gratitude to Nick for stepping into the Chair position in the middle of the year and leading the Hall committee so well through a consequential and turbulent period.
Election of officers	Those in attendance were asked if they wished to join the Parish Hall committee. All current committee members agreed to stand again with the exception of: Pierre, who is required to stand down from the committee as he no longer lives in the Parish; Stephen, who is moving to France. The meeting thanked these committee members for their time and effort, particularly Pierre who had served on the committee since 2009.As per the terms of the charity’s governance document all elected committee members are required to be trustees of the charity, and therefore all committee members signed charity trustee declarations. Stella will update the Charity Commission website with the names of the new trustees.The meeting observed that many people in the parish would like to help the village hall but not take on a position on the committee. The committee is considering establishing a ‘Friends of the Parish Hall’ group to facilitate this kind of involvement, and also made it clear that parish residents are welcome to observe committee meetings with advance notice.
Hiring charges	Hire charges were not discussed – they will be reviewed by the committee later in the year.
AOB	The meeting inquired why the community kitchen is required to pay rent.  The committee noted that this question has been asked previously and will be kept under review – since its inception costs for the community kitchen have been borne by grants or benefactor donation.  The meeting noted that the next meeting of ‘Devon Communities Together’ will be hosted at Gittisham Village Hall.