Village Hall

Data Protection Policy and Procedures

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Gittisham Parish Hall – 

Data Protection Policy and Procedures

Introduction 

We are committed to a policy of protecting the rights and privacy of individuals. We need to collect and use certain types of Data in order to carry on our work of managing Gittisham Parish Hall (GPH). This personal information must be collected and handled securely.  

The Data Protection Act 1998 (DPA) and General Data Protection Regulations (GDPR) govern the use of information about people (personal data). Personal data can be held on computers, laptops and mobile devices, or in a manual file, and includes email, minutes of meetings, and photographs. 

The charity will remain the data controller for the information held. The trustees, staff and volunteers are personally responsible for processing and using personal information in accordance with the Data Protection Act and GDPR. Trustees, staff and volunteers who have access to personal information will therefore be expected to read and comply with this policy. 

Purpose 

The purpose of this policy is to set out the GPH commitment and procedures for protecting personal data. Trustees regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal with. We recognise the risks to individuals of identity theft and financial loss if personal data is lost or stolen. 

The following are definitions of the terms used: 

Data Controller – the trustees who collectively decide what personal information GPH will hold and how it will be held or used. 

Act means the Data Protection Act 1998 and General Data Protection Regulations – the legislation that requires responsible behaviour by those using personal information. 

Data Protection Officer (DPO)– the person responsible for ensuring that GPH follows its data protection policy and complies with the Act. [Gitisham Parish Hall is not required to appoint a DPO]. 

Data Subject – the individual whose personal information is being held or processed by Gittisham Parish Hall for example a donor or hirer

‘Explicit’ consent – is a freely given, specific agreement by a Data Subject to the processing of personal information about her/him. 

Explicit consent is needed for processing “sensitive data”, which includes: 

(a) Racial or ethnic origin of the data subject 

(b) Political opinions 

(c) Religious beliefs or other beliefs of a similar nature 

(d) Trade union membership 

(e) Physical or mental health or condition 

(f)  Sexual orientation 

(g) Criminal record 

(h) Proceedings for any offence committed or alleged to have been committed 

Information Commissioner’s Office (ICO) – the ICO is responsible for implementing and overseeing the Data Protection Act 1998. 

Processing – means collecting, amending, handling, storing or disclosing personal information. 

Personal Information – information about living individuals that enables them to be identified – e.g. names, addresses, telephone numbers and email addresses. It does not apply to information about organisations, companies and agencies but applies to named persons, such as individual volunteers. 

The Data Protection Act

This contains 8 principles for processing personal data with which we must comply. 

Personal data: 

1. Shall be processed fairly and lawfully and, in particular, shall not be processed unless specific conditions are met, 

2. Shall be obtained only for one or more of the purposes specified in the Act, and shall not be processed in any manner incompatible with that purpose or those purposes, 

3. Shall be adequate, relevant and not excessive in relation to those purpose(s), 

4. Shall be accurate and, where necessary, kept up to date, 

5. Shall not be kept for longer than is necessary, 

6. Shall be processed in accordance with the rights of data subjects under the Act, 

7. Shall be kept secure by the Data Controller who takes appropriate technical and other measures to prevent unauthorised or unlawful processing or accidental loss or destruction of, or damage to, personal information, 

8. Shall not be transferred to a country or territory outside the European Economic Area unless that country or territory ensures an adequate level of protection for the rights and freedoms of data subjects in relation to the processing of personal information. 

Applying the Data Protection Act within the charity 

We will let people know why we are collecting their data, which is for the purpose of managing Gittisham Parish Hall, its hirings and finances. It is our responsibility to ensure the data is only used for this purpose. Access to personal information will be limited to trustees, staff and volunteers.

Correcting data 

Individuals have a right to make a Subject Access Request (SAR) to find out whether the charity holds their personal data, where, what it is used for and to have data corrected if it is wrong, to prevent use which is causing them damage or distress, or to stop marketing information being sent to them. Any SAR must be dealt with within 30 days. Steps must first be taken to confirm the identity of the individual before providing information, requiring both photo identification e.g. passport and confirmation of address e.g. recent utility bill, bank or credit card statement. 

Responsibilities 

Gittisham Parish Hall is the Data Controller under the Act, and is legally responsible for complying with Act, which means that it determines what purposes personal information held will be used for. 

The management committee will take into account legal requirements and ensure that it is properly implemented, and will through appropriate management, strict application of criteria and controls: 

a) Collection and use information fairly. 

b) Specify the purposes for which information is used. 

c) Collect and process appropriate information, and only to the extent that it is needed to fulfil its operational needs or to comply with any legal requirements. 

d) Ensure the quality of information used. 

e) Ensure the rights of people about whom information is held, can be exercised under the Act. These include: 

i) The right to be informed that processing is undertaken.

ii) The right of access to one’s personal information. 

iii) The right to prevent processing in certain circumstances, and 

iv) the right to correct, rectify, block or erase information which is regarded as wrong information.

f) Take appropriate technical and organisational security measures to safeguard personal information, 

g) Ensure that personal information is not transferred abroad without suitable safeguards, 

h) Treat people justly and fairly whatever their age, religion, disability, gender, sexual orientation or ethnicity when dealing with requests for information, 

i) Set out clear procedures for responding to requests for information. 

All trustees, staff and volunteers are aware that a breach of the rules and procedures identified in this policy may lead to action being taken against them. 

[If appointed]: The Data Protection Officer on the management committee is: 

Name ______________________________________ 

Contact Details ______________________________ 

The Data Protection Officer will be responsible for ensuring that the policy is implemented and will have overall responsibility for: 

  1. a) Everyone processing personal information understands that they are 
  2. contractually responsible for following good data protection practice 
  3. b) Everyone processing personal information is appropriately trained to do 
  4. so 
  5. c) Everyone processing personal information is appropriately supervised 
  6. d) Anybody wanting to make enquiries about handling personal 
  7. information knows what to do 
  8. e) Dealing promptly and courteously with any enquiries about handling 
  9. personal information 

f) Describe clearly how the charity handles personal information 

g) Will regularly review and audit the ways it holds, manages and uses 

personal information 

h) Will regularly assess and evaluate its methods and performance in 

relation to handling personal information. 

This policy will be updated as necessary to reflect best practice in data management, security and control and to ensure compliance with any changes or amendments made to the Data Protection Act 1998. 

In case of any queries or questions in relation to this policy please contact [the Data Protection Officer]. 

Procedures for Handling Data & Data Security 

GPH has a duty to ensure that appropriate technical and organisational measures and training are taken to prevent: 

• unauthorised or unlawful processing of personal data 

• unauthorised disclosure of personal data 

• accidental loss of personal data 

All trustees, staff and volunteers must therefore ensure that personal data is dealt with properly no matter how it is collected, recorded or used. This applies whether or not the information is held on paper, in a computer or recorded by some other means e.g. tablet or mobile phone). 

Personal data relates to data of living individuals who can be identified from that data and use of that data could cause an individual damage or distress. This does not mean that mentioning someone’s name in a document comprises personal data; however, combining various data elements such as a person’s name and salary or religious beliefs etc. would be classed as personal data, and falls within the scope of the DPA.  It is therefore important that all staff consider any information (which is not otherwise in the public domain) that can be used to identify an individual as personal data and observe the guidance given below. 

Privacy Notice and Consent Policy

The private notice and consent policy are as follows:

…………………………………………………………………………………………………………………..

…………………………………………………………………………………………………………………..

……………………………………………………………………………………………………………………

Consent forms will be stored by the Secretary in a securely held electronic or paper file.

Operational Guidance

Email: 

All trustees, staff and volunteers should consider whether an email (both incoming and outgoing) will need to be kept as an official record. If the email needs to be retained it should be saved into the appropriate folder or printed and stored securely. 

Remember, emails that contain personal information no longer required for operational use, should be deleted from the personal mailbox and any “deleted items” box. 

Copies of emails should be sent as BCC, thus protecting data.

Phone Calls: 

Phone calls can lead to unauthorised use or disclosure of personal information and 

the following precautions should be taken: 

  • Personal information should not be given out over the telephone unless you have no doubts as the caller’s identity and the information requested is innocuous.
  •  If you have any doubts, ask the caller to put their enquiry in writing. 
  • If you receive a phone call asking for personal information to be checked or confirmed be aware that the call may come from someone impersonating someone with a right of access.

Laptops and Portable Devices: 

  • All laptops and portable devices that hold data containing personal information must be protected with a suitable encryption program (password). 
  • Ensure your laptop is locked (password protected) when left unattended, even for short periods of time. 
  • When travelling in a car, make sure the laptop is out of sight, preferably in the boot. 
  • If you have to leave your laptop in an unattended vehicle at any time, put it in the boot and ensure all doors are locked and any alarm set. 
  • Never leave laptops or portable devices in your vehicle overnight. 
  • Do not leave laptops or portable devices unattended in restaurants or bars, or any other venue. 
  • When travelling on public transport, keep it with you at all times, do not leave it in luggage racks or even on the floor alongside you. 

Data Security and Storage: 

  • Store as little personal data as possible on your computer or laptop; only keep those files that are essential. 
  • Personal data received on disk or memory stick should be saved to the relevant file on the server or laptop. The disk or memory stick should then be securely returned (if applicable), safely stored or wiped and securely disposed of. 
  • Always lock (password protect) your computer or laptop when left unattended.  

Passwords: 

Do not use passwords that are easy to guess. All your passwords should contain 

both upper and lower-case letters and preferably contain some numbers. Ideally 

passwords should be 6 characters or more in length. 

Protect Your Password: 

• Common sense rules for passwords are: do not give out your password 

• do not write your password somewhere on your laptop 

• do not keep it written on something stored in the laptop case 

Data Storage 

  • Personal data will be stored securely and will only be accessible to authorised volunteers or staff. 
  • Information will be stored for only as long as it is needed or required by statute and will be disposed of appropriately.  
  • For financial records this will be up to 7 years. 
  • For employee records see below.  
  • Archival material such as minutes and legal documents will be stored indefinitely. Other
  • Correspondence and emails will be disposed of when no longer required or when trustees, staff or volunteers retire.

All personal data held for the organisation must be non-recoverable from any computer which has been passed on/sold to a third party. 

Information Regarding Employees or Former Employees 

Information regarding an employee or a former employee, will be kept indefinitely. If something occurs years later it might be necessary to refer back to a job application or other document to check what was disclosed earlier, in order that trustees comply with their obligations eg regarding employment law, taxation, pensions or insurance. 

Accident Book

This will be checked regularly. Any page which has been completed will be removed, appropriate action taken and the page filed securely.

Photos

Gittisham Parish Hall may use general photographs of events with groups of adults at the hall for publicity purposes in accordance with its lawful basis for using personal data. 

  • Photos of children must not be used without the written consent of the parent or guardian. 

However, Gittisham Parish Hall is aware that for some individuals publicising their location could place them or their families at risk.

  • Consequently, at large events at which publicity photos may be taken a notice should be posted at the entrance, or an announcement made, providing opportunity for people to refuse taking part in publicity photographs. 
  • At small events the consent of individuals (verbal) should be obtained if their image will be clearly identifiable. Hirers are encouraged to comply with this policy. 

Data Subject Access Requests 

We may occasionally need to share data with other agencies such as the local authority, funding bodies and other voluntary agencies in circumstances which are not in furtherance of the management of the charity. The circumstances where the law allows the charity to disclose data (including sensitive data) without the data subject’s consent are: 

a) Carrying out a legal duty or as authorised by the Secretary of State Protecting vital interests of a Data Subject or other person (eg child protection)

b) The Data Subject has already made the information public 

c) Conducting any legal proceedings, obtaining legal advice or defending any legal rights 

d) Monitoring for equal opportunities purposes – i.e. race, disability or religion 

We regard the lawful and correct treatment of personal information as very important to successful working, and to maintaining the confidence of those with whom we deal. 

If an agency asks for personal data not in compliance with one of the above e.g. to obtain informaton about improving a service a consent form will need to be issued to the data subjects asking for their consent to pass their personal data on.

We intend to ensure that personal information is treated lawfully and correctly. 

Risk Management 

The consequences of breaching Data Protection can cause harm or distress to service users if their information is released to inappropriate people, or they could be denied a service to which they are entitled. 

Trustees, staff and volunteers should be aware that they can be personally liable if they use customers’ personal data inappropriately. 

This policy is designed to minimise the risks and to ensure that the reputation of the charity is not damaged through inappropriate or unauthorised access and sharing. 

Village Hall Insurance

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Select for Charity and Social Organisations Village Hall Policy Schedule  

The Policy, the Policy Schedule, Certificates of Insurance and Endorsements form one document and  should be read together. This Schedule replaces any previous Schedule issued.

Policy number VVH 2720278283
Insured Gittisham Parish Hall Management Committee
Business Village Hall
Period of insurance From 13/01/2025 To 12/01/2026
and any other period for which cover has been agreed
3 Year Long Term Agreement £723.73 Premiums are inclusive of Insurance Premium Tax
Schedule number 01
Preparation date 12/11/2024
Long Term Agreement expiry (not  applicable to Part T)12/01/2028
Policy form reference MCOBCH09

1 

Lines of cover applying

Line of cover Insured/Not insured
Part A – Material damage Insured 
Part B – Business interruption Insured 
Part D – Money Not Insured
Part E – Computer Not Insured
Part F – Public liability Insured 
Part G – Hirers’ liability Insured 
Part H – Employers’ liability Insured 
Part I – Libel and slander Not Insured
Part K – Financial and administration liability Not Insured
Part R – Personal accident Not Insured
Part T – Legal expenses Not Insured

Part A – Material damage 

Effective date: 13/01/2025 

Property insured 

Address and postcode Sum insured Declared value Day one basis sum  insured limit
Buildings Gittisham Parish Hall,  Gittisham, Honiton, Devon, EX14 3AU£462,601.70 (£402,262.35) 100%
Hall Contents £27,319.69 (£23,756.25) 100%

Excesses 

The following excesses apply to each and every loss arising in respect of each and every separate premises from: 

Any other cause excluding fire, lightning and explosion £100
Subsidence or ground heave £1,000

Operative endorsements 

Policy booklet 2, 3, 4, 7 and 10 (please refer to the endorsement section of your policy wording). 11. In respect of General provision 1. Limit of Liability the amount is held to be £50,000,000. 

12. Exclusions to parts A, B and C – 15 Property excluded a) is restated as follows: 

a) materials or supplies in connection with buildings or structures in course of construction or erection, alteration,  addition or improvement 

Provided always that the insured will advise the insurer in respect of any works being undertaken to the property in the  event that: 

i) the cost of such works exceeds £250,000  

ii) such works involve the application of heat by means of electric oxyacetylene or other welding or cutting equipment  or angle grinders, blow lamps, blow torches, hot air guns or hot air strippers 

iii) the insured is required to effect insurance on the property in the joint names of themselves and the contractor, in  which case the insurer shall be entitled to charge an additional premium as appropriate for the provision of such  cover under Part C – Works in progress – ‘all risks’.

Part B – Business interruption 

Effective date: 13/01/2025 

Item Description Sum insured Maximum indemnity period
1 Loss of Gross Revenue £4,650.00 12 months

Operative endorsements 

Policy booklet 10 (please refer to your policy wording). 

11. In respect of General provision 1. Limit of Liability the amount is held to be £50,000,000.  

Part F – Public liability 

Effective date: 13/01/2025 

Limit of indemnity 

£10,000,000 

Excess 

£Nil 

Retroactive date for Abuse Event 13/01/2025 

Operative endorsements 

1. In respect of Part F – Public Liability. Section 2 – Cover. 2.9 Events part a) is amended to read: the event has a capacity not exceeding 750 persons. 

Part G – Hirers’ liability 

Effective date: 13/01/2025 

Limit of indemnity 

£2,000,000 

Part H – Employers’ liability 

Effective date: 13/01/2025 

Limit of indemnity 

£10,000,000 

Zurich Insurance Company Ltd. A public limited company incorporated in Switzerland. Registered in the Canton of Zurich, No. CHE-105.833.114, registered  offices at Mythenquai 2, 8002 Zurich. UK Branch registered in England and Wales no BR000105. UK Branch Head Office: The Zurich Centre, 3000 Parkway,  Whiteley, Fareham, Hampshire PO15 7JZ. Zurich Insurance Company Ltd is authorised and regulated in Switzerland by the Swiss Financial Market  Supervisory Authority FINMA. Authorised by the Prudential Regulation Authority. Subject to regulation by the Financial Conduct Authority and limited  regulation by the Prudential Regulation Authority. Details about the extent of our regulation by the Prudential Regulation Authority are available from us on  request. Our firm reference number is 959113. 

MSECNA09 (08/24)

Village Hall Committee August 2025

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Date Wednesday 6th August 2025
Present Stella, Toni, Jess, Claire, Bill, Alex
Apologies Nick, Maggie, Damian
Next meet Next meeting: Monday 8th September 7:30pm – Village Hall
ItemDetailsActions
All actionsNew actions:All committee meetings for 2025 are now on the Hallmaster calendar – thank you Stella.Kitchen Refurb – Stella circulated the quote, requires the Committee to review and respond to the design/quote. Specifically the installation of Hood/Extractor Unit. It was agreed we need a couple of other quotes in for stainless steel kitchens – Alex agreed to  look into other installation companies.
Claire raised that we expect an inspection to be booked fairly soon regarding the Food H&S Standards. Likely to be in Q3/Q4 2025.

Old actions: Alex to update on the Lottery Grant – anticipate to hear in 12 weeks time (Aug/Sept) – Not heard yet.
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 – ongoing throughout 2025. Stella got templates from the DCC. Will circulate when they are ready to be approved by the Committee.
Damian to contact hall insurer and investigate how the installation of batteries and solar panels affects our insurance premium. 
Damian to circulate a list of options for where to deposit the Redwood savings account money, for discussion and agreement at the July meeting. To be discussed today, see notes below.
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.
Damian to give Alex permission to negotiate with Eon.
All to review the design/quote


Committee members and governanceNick has asked that we all ensure we have signed up as trustees on the gov.uk/charities commission as per Alex’s email back in May. Most have done this, so thanks for everyone’s efficiency. A couple outstanding to be actioned.

Stella has arranged a meeting on the Wednesday 24th September to host DCT at the Hall. Homemade baked goods was discussed, could request donations on the “Friends of the Hall” whatsapp. One to firm up at the September meeting as to responsibilities.
Hallmaster/Bookings Management: Stella, Jess and Gary discussed responsibilities for the Hall booking responsibilities. Jess and Stella to meet further to continue to hand over the Hallmaster system. Gary is responsible for the physical Hall and Stella is responsible for the system/email account. 
Booking T&Cs: Stella has drafted the new T&Cs for bookings and Claire has made amendments also. We went through the detail of the Terms and Conditions; covering Who can book the hall; Capacity; Deposits; Noise; Health & Hygiene; Drunk/Disorderly Behaviour; Cancellation. Stella is rewriting the Ts&Cs with the amendments and will circulate for approval before posting on the website and also circulating with our long term Customers to agree to. It was unanimously agreed to proceed with the new Ts&Cs. Stella has an accident book we can use at the Hall.






FinanceNote carried over from July: Damian reviewing alternative energy providers with Alex and putting to the committee. Damian is still awaiting access to and to be made Primary Account holder from Janet to the Redwood account and the current account – Maggie is happy to ask Janet for an update on this. Once Damian has access he will move the £10k from the current account into a more lucrative account to earn some interest. 
No formal financial update at this meeting as Damian is away and prioritised work from the Care Quality Commission regarding our inspection – thank you Damian for your time spent on that. He did convey ahead of the meeting that there were no financials decisions to be made and that payments are up to date. Jess and Stella have also been checking the income via the banking app and cross referencing with outstanding invoices on Hallmaster.
Maggie/Damian
GrantsClaire has been successful(!) – well done Claire – for £500 worth of paint from Crown. Claire suggested we try and get a mural/artist. Jess is going to ask her Mum (an artist) to do it. We can do this as part of our painting “party” that was discussed last time. 
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. – One to pick up again once the grant is open.



MaintenanceClaire is going to order a new hand dryer for the mens toilet after the Committee members present voted that it was a good idea. Keeping the old hand dryer in the disabled toilet as it is quieter and more suitable for customers that have sensitive hearing/sensory issues with the newer more powerful dryer. 
Claire has implemented “Bins for Boys” for the mens toilets to raise awareness of Prostate Cancer.
Claire raised the suggestion of wired smoke alarms/carbon monoxide detectors. One to discuss at the next meeting. Claire wants to get the Fire Service out to assess the building and how to make it safer – Claire will reluctantly contact the Fire Service to come out and meet her at the hall for a full assessment.
Thanks to Claire for your hard work in the garden, we have had lots of positive feedback from Customers on how fantastic the garden looks. Claire is still hoping to get many spring bulbs to transform the garden for Spring 2026. We have 2 wedding requests already so they will be appreciated. Claire suggested for our 100th anniversary to get a pair of sweet Almond trees for the garden. 
Bill has volunteered to box in the boiler and electrics in the kitchen. Alex agreed to help also. To be done before the H&S Food inspection ideally.









BookingsBookings for August below.
Future eventsCoffee&Cake – 27th September is the next one – Claire is hosting. (sept, oct).30th August – it was agreed the Hall committee will support the Fete as volunteers where possible.29th November Bingo booked – Xmas crafts in the morning, Xmas cake safe in the afternoon followed by bingo. Toni will make a poster to appeal to craft stallers.Molly’s pupil could do a talk in September about his upbringing and journey from moving to England from Crimea – 12th September – Stella checking its in the diary.October – Nic Wakely talk (orchids/glass)Autumnal Quiz – needs advertising (maybe a harvest quiz after the coffee and cake day). 27th Sept.Open Mic night – October Pizza van, bar, open mic (music, poetry, comedy) 18th October.Halloween/Christmas Party for Children?September 10th  open night with the folk dance club – Date TBC. 
Potential future events:Skittles. Autumn talks: Hardy wine talk / gardening talk / astronomy talk / Nic Wakely glass talk?Spanish event – Stella is doing some research.Claire suggested a murder mystery evening.



AOBThanks to Sue Fallows for doing our bins every week! It doesn’t go unnoticed – We as a Committee should Thank Sue formally.
Stella has a few points for discussion:Hallmaster – Stella continuing with subscription so will set up the direct debit with them. Facebook Page – Alex giving Toni access to the facebook page to share and create events with the wonderful posters she makes for all our events.Reviews – Jess – a link to be added to the thank you email on Hallmaster with a link to the facebook page/google form requesting feedback. Website – there needs to be a couple of updates on the website, Alex will make the amends after a separate meeting with Stella. (wording tweaks, policy links, T&Cs updating).Parish Council want the smaller room to have a meeting once a month on a Thursday after community kitchen. It was discussed to charge the parishioner rate of £12 an hour for their booking. It was put to a vote and agreed. 
Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026
INCOME31st July 2025EXPENDITURE31st July 2025
2024/2533.4% of 2024/252025/262024/2533.4% of 2024/252025/26
Balance b/fwd£5,571.27Insurance£723.73£241.73£0.00
Non-domestic rates£0.00£0.00£0.00
Hire of Hall£5,828.56£1,946.74£2,263.26Cleaning/grass cutting£1,901.59£635.13£423.25
Social Events£5,782.76£1,931.44£4,534.84Maintenance/Equipment£45,022.20£15,037.41£553.39
Interest£0.00£0.00Water/Gas/Electric£3,039.75£1,015.28£843.62
Miscellaneous£43,476.90£14,521.28£10,904.00Miscellaneous(inc. bank charges)£2,457.59£820.84£2,487.13
£55,088.22£18,399.47£17,702.10£53,144.86£17,750.38£4,307.39
Balance£18,965.98
Total£23,273.37£23,273.37

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
Boxing in the boiler/electrics in the kitchen – Bill
Bin Store

Village Hall Committee July 2025

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Date Monday 7th July 2025
Present Nick, Toni, Jess, Claire, Bill, Maggie, Damian
Apologies Stella, Alex    
Next meet Next meeting: Wednesday 6th August  7:30pm – Village Hall
ItemDetailsActions
All actionsNew actions:Alex to update on the Lottery Grant – anticipate to hear in 12 weeks time (Aug/Sept)
Thanks from the Committee to Sara for all her hard work at the Fathers Day BBQ.Thank you to Stella for raising points (annexed below) for discussion in her absence. A number of topics were covered and we ran out of time to cover them all in detail – to be picked up at the next meeting.
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 – ongoing throughout 2025.
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. To be discussed today, see notes below.
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. Once alternatives are found, Damian/Alex to put it to a vote on the Whatsapp group within the next 2 weeks (by 21st July).
Damian to give Alex permission to negotiate with Eon.
Nick to send thank you


Alex to send Damian certificate of compliance for the insurance please.Damian/Alex
Committee members and governanceThanks to Bill for painting around the boiler from all The Committee. 
Nick has asked that we all ensure we have signed up as trustees on the gov.uk/charities commission as per Alex’s email back in May. Most have done this, so thanks for everyone’s efficiency.

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. Nick has asked for volunteers to provide some baked goods for the meeting. Estimated to have between 20-30 guests and Claire will put it on our “Friends of the Hall” Whatsapp group for donations of food/hosting help on the day.
Hallmaster review: Gary made some notes on the Hallmaster system and notes in general. Claire read these out and the issues were discussed with the Committee. Jess to review Gary’s notes on Hallmaster to review and make tweaks on the system over the next couple of weeks. Jess to add T&Cs to the Hallmaster booking form. Jess and Gary to have a meeting to iron out the creases of Hallmaster. It was agreed these are teething issues and it was put to a vote to continue – it was unanimously agreed to continue. Developments to the system and the process to be reviewed at the next meeting.


Stella


Claire


Jess to collaborate with Gary on Hallmaster
FinanceDamian talked through this months’ finances. The Folk Club have paid their outstanding invoice and it has helped the health of the account. As per the above action, Damian is reviewing alternative energy providers with Alex and will put to the committee shortly. Damian is still awaiting access to and to be made Primary Account holder from Janet Twist to the Redwood account and the current account – Maggie is happy to ask Janet for an update on this. Once Damian has access he will move the £10k from the current account into a more lucrative account to earn some interest.
Social events for 2025 have been lucrative. There was a resounding thanks to Mike Dentry from all the committee for paying for the band as a donation to the hall – it allowed us to make a significant profit of £535 on the night! Jess to send Damian written confirmation of the band payment. 
It was discussed about purchasing a licence for the premises and the cost vs benefit. Would be better to discuss with the whole committee present. It seemed positive but there were some concerns about the responsibility of being licensees so we need more information to make an informed decision.
It was agreed to proceed with using Geraldine as our accountant. 
Maggie/Damian


Jess
GrantsLottery grant has now been submitted – expect to hear back in 12 weeks or so. Thanks to Alex and Nick for submitting that.
Claire has submitted a request for £500 worth of paint from Crown.
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.



MaintenanceClaire has reported back that the customers have been “blown away” by the new hand dryer and it is a drastic improvement to the facilities. The wall needs patching behind the old hand dryer. 
Claire requested at the last meeting in June for guttering on the shed and a water butt, and an outside tap behind the ladies toilets. It was added to the maintenance annex below. Toni is kindly donating a water butt. – All of the above has been done, thank you to Claire! Toni will be requesting support from “Friends of the Hall” for a painting party in September to touch up the paint around the hall.
It was agreed by all present that we would like Stuart to paint the kitchen ceiling. He will do this after summer when the weather changes, Nick to liaise with Stuart. Alex raised in June that we could opt for aesthetic sound deadening to both reduce sound reverberance and increase the light in the hall instead of having the hall ceiling painted.
Claire has brought some information about getting registered with the Food Health & Safety and shared a document for us to fill in to get us signed up officially to cover us. Claire has organised someone to give us a quote for pest control to comply. Nick put it to the committee for opinions on becoming registered. It was agreed it is a good way forward – Claire has done lots of research on it and is ready to order some of the materials we need to pass the registration (chopping boards, probes, thermometers etc to a value of £100). Approval was given by the whole Committee and thanks to Claire for the time taken to investigate this.
Claire raised the suggestion of wired smoke alarms/carbon monoxide detectors. One to discuss at the next meeting.
Claire thanked the Committee for the vote of confidence on spending money on the planters and asked for more money for spring bulbs. All agreed it is a good investment. Maggie will talk to Paul about getting discounted bulbs. 




Toni




Nick
BookingsBookings for July below.
Future eventsCoffee&Cake – 26th June. Nick to run with his wife Clare. Not running in August  but will run in September. Toni to make a poster with all 3 dates (July, sept, oct).30th August – it was agreed the Hall committee will support the Fete as volunteers where possible.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 Molly’s pupil could do a talk in September about his upbringing and journey from moving to England from Crimea – Damian is checking his availability.October – Nic Wakely talk (orchids/glass) Nick to liaiseAutumnal Quiz – Nick to run, and needs advertising (maybe a harvest quiz after the coffee and cake day). 27th Sept.Open Mic night – October Pizza van, bar, open mic (music, poetry, comedy) 18th October.Halloween/Christmas Party for Children?September 10th  open night with the folk dance club – Date TBC. 
Potential future events:Skittles. Autumn talks: Hardy wine talk / gardening talk / astronomy talk / Nic Wakely glass talk?Spanish event.  
NickToni





Damian

Nick
AOB

Notes from Stella: 

Village Hall Committee Meeting – 7/7/25

Sorry that I cannot be with you tonight but I wanted to update everyone and suggest a couple of things:

  1. Meeting Dates – I think we need to set the dates in advance for the year, rather than changing them to suit holidays etc. We decided to use Monday as our meeting day, Alex has meetings at the observatory, the first Monday of every month, so I am proposing that we meet on the second Monday of every month on the following dates:

Wednesday 6th August (Earlier due to Fete)

Mondays

8th September

13th October

10th November

8th December

12th January

9th February

9th March

13th April

11th May    – AGM

  1. Kitchen Refurb –
  • Myself and Alex met with Paul Rigby regarding the kitchen refurb. This is the second meeting I have had with him. I have attached a copy of the first details he sent to me but these were just ideas.

I have now asked him to do 2 designs incorporating the details that we asked him to look at. He will send these designs to us in approximately 2 weeks. One of the designs includes putting new plasterboard walls on either side of the serving area with a smaller manual roller shutter and allowing us space for a tall fridge on the right hand side of the opening.

  • We then need to meet then to discuss which option we would like him to cost properly. Please let me know if you would like to be involved in this process- it may need a special meeting to discuss the 2 options at the end of July. If not, it will have to be discussed at the August meeting.
  • During the meeting a couple of issues were discussed that need to be addressed before the kitchen refurb sourced by ourselves. Do we have anyone in the village who is willing to complete the jobs for free or do we need to out source to tradesmen ( 3 quotes before deciding).
  1. Boxing in the boiler
  2. Boxing in the electrics
  3. Baton strips being placed o Kitchen walls ready for PVC cladding
  • Requests made:

Small stainless steel basin (Hygene)

Locked drawer for sharp knives

Locked cupboard for V.H. consumables

Heated cupboard

  1. Policies Review
  • I intend to start doing co-ordinating this in September, after the Summer holidays as we are all likely to be busy during this period.
  1. September 24th
  • We are hosting the Devon Communities Together Meeting at 10.30am. Anyone is welcome to attend but I would also like to provide refreshments for this event, so would welcome help from anyone available to help.
Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026
INCOME2nd July 2025EXPENDITURE2nd July 2025
2024/2525.2% of 2024/252025/262024/2525.2% of 2024/252025/26
Balance b/fwd£5,571.27Insurance£723.73£182.38£0.00
Non-domestic rates£0.00£0.00£0.00
Hire of Hall£5,828.56£1,468.80£818.90Cleaning/grass cutting£1,901.59£479.20£370.75
Social Events£5,782.76£1,457.26£3,391.43Maintenance/Equipment£45,022.20£11,345.59£534.37
Interest£0.00£0.00Water/Gas/Electric£3,039.75£766.02£777.70
Miscellaneous£43,476.90£10,956.18£10,754.00Miscellaneous(inc. bank charges)£2,457.59£619.31£2,027.42
£55,088.22£13,882.23£14,964.33£53,144.86£13,392.50£3,710.24
Balance£16,825.36
Total£20,535.60£20,535.60

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
Bin Store

Hall T’s & C’s

by

Parish Hall Terms and Conditions – 17 July 2025

The Hall is available for anyone to hire, as long as they are 18 years or older and that the event aligns with the Hall’s objectives, ie. Improving health, education and welfare. 

Bookings: A booking is confirmed only upon receipt of a written confirmation  from the Bookings Secretary together with a payment of a 50% non-refundable  deposit. 

Deposit: A non-refundable deposit of 50% will be required, in order, to confirm  the booking. 

Payment: The hirer must pay, in full the remaining balance of the hire cost, 7  days ahead of the event taking place. 

Age: The Hirer, not being a person under 18 years of age, hereby accepts  responsibility for being in charge of and on the premises at all times when the  public are present and for ensuring that all conditions, under this Agreement,  relating to management and supervision of the premises are met. 

NB. All under 18’s in the Hall must be supervised by adults. 

Event: The hirer will only use the premises for the purposes specified on the  booking form and to keep to the agreed timings. 

Capacity: The hirer must not exceed the maximum capacity agreed at the time  of booking (the full capacity of the Hall is 120 people on the premises). 

Temporary Events Notice Licence: The hirer is personally responsible for  obtaining a licence to carry out a ‘licensable activity’, eg to sell alcohol. Alcohol  must not be sold without the relevant license. 

Smoking: No smoking/vaping will take place on the premises during the  booking/event. 

Accidents: The hirer will report any accidents to a member of The Parish Hall  Committee and write these up in the accident book provided at the Hall.

Parking: Parking around the Parish Hall should be considerate of other road  users and village residents and not obstruct the main highway or drives. 

Noise: The hirer will be respectful of neighbouring properties and keep noise  down to an acceptable level during the event. The hirer will ensure that the  minimum of noise is made on arrival and departure, particularly late at night. All bookings must end by 12 midnight. 

Damages: The hirer is responsible for damages incurred at the event and will  arrange and pay for any necessary replacement or repair. The Hall is checked  prior to and immediately after the event. 

Safety: The hirer will familiarise themselves and attendees with fire precaution  procedures, eg. keeping all fire doors clear. They will ensure that young  children are kept out of the kitchen, at all times. 

Health and hygiene: The hirer will, if preparing, serving or selling food, observe  all relevant food health and hygiene legislation and regulations. Please do not  leave any food on the premises and ensure that all of the used kitchen work  surfaces (including the fridge) are washed and sanitised. 

Cleaning: The hirer must leave the hall, toilets and outside areas clean and  tidy after the event, including removal of landfill waste and recycling. Any  cleaning will be completed during the period of hire. 

GDPR: Gittisham Parish Hall Committee will securely store personal  information and keep this for a period of up to 2 years before permanently  deleting this in accordance with GDPR 

Drunk and disorderly behaviour and supply of illegal drugs: The hirer must  ensure that care shall be taken to avoid excessive consumption of alcohol.  No illegal drugs may be brought onto the premises.  

Drunk and disorderly behaviour shall not be permitted either on the premises or  in its immediate vicinity.  

A member of the Management Committee or an agent of the Committee shall  have the right of entry, at all times of the booking – where complaints have been  made.

The hirer is responsible for collecting and returning keys to the key lock, opening  and locking the Hall, switching off electric lights and power, checking that the  cooker has been left in a safe condition, with the isolator switches used. 

Cancellation 

The Parish Hall reserves the right to cancel a booking in the event of: 

(a) the premises being required for use as a Polling Station for a Parliamentary  or Local Government election or by-election; 

(b) the Parish Hall management committee reasonably considering that (i) such hiring will lead to a breach of licensing conditions, if applicable, or other legal or statutory requirements, or  

(ii) unlawful or unsuitable activities will take place at the premises, as a  result of this hiring; 

(c) the premises becoming unfit for the use intended by the Hirer; 

(d) an emergency requiring use of the premises as a shelter for the victims of  flooding, snowstorm, fire, explosion or those at risk of these or similar disasters. 

In the unfortunate event that we need to cancel your booking, any deposit would  be fully refunded at the point of cancellation. 

Commercial Gain 

If the hirer rents the hall for commercial gain, you are expected to comply with  all associated health and safety regulations and have suitable indemnity  insurance in place. 

Gittisham Parish Hall Committee reserve the right to refuse bookings at their  discretion. 

Gittisham Village Hall Committee June 2025

by
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
ItemDetailsActions
All actionsNew 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 governanceGary 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



FinanceIn 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.




GrantsThe 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
MaintenanceClaire 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
BookingsThe bookings for July are included as an annex to these notes. Action with Jess to upload all new customers and bookings to Hallmaster. 
Future eventsSunday 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
Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026Gittisham Parish Hall Accounts – 1st April 2025 to 31 March 2026
INCOME4th June 2025EXPENDITURE4th June 2025
2024/2517.5% of 2024/252025/262024/2511.5% of 2024/252025/26
Balance b/fwd£5,571.27Insurance£723.73£126.65£0.00
Non-domestic rates£0.00£0.00£0.00
Hire of Hall£5,828.56£1,020.00£568.60Cleaning/grass cutting£1,901.59£332.78£209.50
Social Events£5,782.76£1,011.98£2,032.85Maintenance/Equipment£45,022.20£7,878.89£105.54
Interest£0.00£0.00Water/Gas/Electric£3,039.75£531.96£596.51
Miscellaneous£43,476.90£7,608.46£10,604.00Miscellaneous(inc. bank charges)£2,457.59£430.08£1,274.34
£55,088.22£9,640.44£13,205.45£53,144.86£9,300.35£2,185.89
Balance£16,590.83
Total£18,776.72£18,776.72

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

Item2024/25 FiguresAs of 4th June 2025Projected 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

Item2024/25 FiguresAs of 4th June 2025Projected 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

Gittisham Village Hall Committee May 2025

by

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

Item2023/242025/26% Change
INCOME
Balance b/fwd£3,627.91
Hire of Hall£5,588.85£5,828.564.3%
Social Events£1,371.36£5,782.76321.7%
Interest£0.00£0.00
Miscellaneous£2,005.91£43,476.902067.4%
Subtotal Income (excl. Balance b/fwd)£8,966.12£55,088.22514.4%
EXPENDITURE
Insurance£690.38£723.734.6%
Non-domestic rates£0.00£0.00
Cleaning/grass cutting£1,019.62£1,901.5986.5%
Maintenance/Equipment£5,840.55£45,022.20670.9%
Water/Gas/Electric£3,031.87£3,039.750.3%
Miscellaneous (inc. bank charges)£1,014.59£2,457.59142.2%
Total Expenditure£11,597.01£53,144.86358.3%
Closing Balance£5,571.27
Reserves (Redwood Deposit A/C)£25,654.20

Gittisham Village Hall AGM 2025

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DateTuesday 13th May 2025 at 7pm, Village HallMeeting opened at 19:08Meeting ended at 19:34
PresentCommittee: Nick, Bill, Pierre, Steve, Alex, Damian, Stella, Toni, JessMembers of Public: 1 (Kate)
ApologiesMaggie, Claire
Next AGMDate TBC
ItemCommentary
Minutes of the last AGMAgreed
Treasurer’s reportThe 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 ReportThe 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 receivedFurther 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 chargesHire charges were not discussed – they will be reviewed by the committee later in the year. 
AOBThe 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. 
Gittisham Parish Hall Accounts