| Date | 5 th March 19.30 at the Village Hall |
| Present | Hamish, Nick, Sue, Alex, Janet, Bill, Stephen, Maggie, Terry, Pierre |
| Apologies | Cordelia, Stella |
| Next meet | Tuesday 9 th April |
| Item | Details |
| Actions outstanding / rolled over from previous meeting | Hamish to pass box of files to new Treasurer. Hamish to advertise for a new Treasurer – note to go into April Gazette, including details on stipend. The action remains for us to explore grant options. Hamish to apply for community grant, Alex to try again with lottery fund, but other options available as well. See also summary of grant application discussion in ‘Treasurer’s Report’ section of minutes. |
| Treasurer’s report | Janet presented accounts. See screengrab in annexe. Hamish needs to submit Burns Night expenditure before accounts closed for year; Helen Hayman needs to be refunded for the auction of promises costs. £1700 has been drawn down from Redwood Bank to pay for the boiler but it will not clear before the Ides of March, so the accounts are currently light. Hamish presented an analysis of hall utilisation, costs and income for the year. The committee expressed its thanks to Carol Hall who has done so much to drive bookings through the year – we have done well, particularly on private functions. In spite (/because of) the high utilisation rate our costs are exceeding our income. This is significantly the case if the costs for the new boiler are included in year’s outgoings, but also true if this large capital expenditures is taken out. The committee agreed that ultimately our hiring costs are too low and that we need to increase them to cover our outgoings. Hamish’s presented an analysis which suggests that eradicating our current variable charging rates and charging a flat £17 an hour would meet our full fat costs for the year. Counter-arguments to this proposal: 1) some of the committee wished to see the cheaper rate retained for parishioners; 2) this flat hourly rate would be felt more significantly by those renting the hall for full days or for significant numbers of hours – a cheaper rate for bookings of long duration could perhaps be retained. Hamish agreed to rework his analysis and present a further proposal at the April meeting. Thank you Hamish. New proposal to include for consideration: a cost base with the 2023/24 significant capital expenditure costs (the boiler replacement) removed, so that subsequent price increases do not need to be so steep; separate rates for parishioners and non parishioners; a cheaper rate for longer bookings; and a hike in wedding costs(?). The committee discussed grants. Nick made the point that we need to settle on an agreed hierarchy of improvement works and engage with grant applications – we may need a sub-committee or a named lead to drive this forwards. For further discussion at next meeting. To support grant work Alex agreed to attend the open days at Membury and Chardstock Village Halls on behalf of the committee and explore some of their funding solutions – thank you Alex. We also agreed to put a questionnaire in the gazette about hall use. This would provide insight into how the parish want the hall to be used and also provide valuable evidence when submitting grant applications. The article / questionnaire should also reference National Village Hall week, coming up this month. |
| Maintenance | Shed roof is badly damaged. Ply has come off and it needs a temporary tarpaulin, then refelting. Alex has approached Len about the tarpauline – please update when you know more. The longer-term fix will need to be deferred for a month or so but when it happens Nick is bringing buns. The church has stirling (?)board going free that can be used. To return to this at April meeting. The meeting agreed that Hani could remove the dilapidated shed, provided it was disposed of in a reasonable manner. £250. At the same time Hani can repaint around the new boiler flue. Stephen to approach. Big thanks to Alex for unblocking the toilet. Are toilets blocking more due to underlying problem with drains? Inconclusive discussion. Tap needs a new washer. Hamish will do it, thank you Hamish. Hamish may wish to borrow David’s regrinder tool. The picture of the Gittisham football team has cracked glass frame – Stephen to get sorted at Honiton Glass. |
| Future events | We agreed a St George’s Day quiz, Saturday 20 th April, Nick as quizmaster. Thank you Nick. And a ploughman’s supper – thank you Sue (I think you are leading but apologies if not in fact agreed?). £7 on the door and, as with Burns Night, you have to book ahead. Advertise in the Gazette along with Nick’s number. Nick to advertise. March skittles event was deferred. We will reschedule at next meeting. We agreed to rerun the Father’s Day BBQ – no date agreed but presumably Sunday 16 th June. Other ideas discussed but not yet agreed: Live music… Midsummer ceilidh Art exhibition with scones… Hosting the pizza van… |
| A | B | C | D | E | F | G | H | I |
|---|---|---|---|---|---|---|---|---|
| Gittisham Parish Hall Accounts – 1st April 2023 to 31 March 2024 | Gittisham Parish Hall Accounts – 1st April 2023 to 31 March 2024 | |||||||
| INCOME | EXPENDITURE | |||||||
| 2022/23 | 1.04.22- 29.02.23 | 1.04.23 – 29.02.24 | 2022/23 | 1.04.22-29.02.23.23 | 1.04.23-29.02.24 | |||
| Balance brought forward | 6,258.80 | Insurance | 643.79 | 643.79 | 690.38 | |||
| Non-domestic rates | 0.00 | 0.00 | 0.00 | |||||
| Hire of Hall | 4,953.50 | 4,716.56 | 5,476.75 | Cleaning/grass cutting | 748.57 | 748.57 | 803.62 | |
| Social Events | 1,791.04 | 1,767.44 | 1,371.36 | Maintenance/Equipment | 3,624.97 | 3,543.03 | 3,857.93 | |
| Interest | 226.48 | 0.00 | 0.00 | Water/Gas/Electric | 2,173.82 | 2,064.37 | 2,698.17 | |
| Miscellaneous | 175.98 | 175.98 | 5.91 | Miscellaneous(inc. bank charges) | 269.50 | 261.37 | 991.84 | |
| 9041.94 | ||||||||
| Balance | 4070.88 | |||||||
| Total | 13112.82 | 13112.82 | ||||||
| Redwood Deposit A/c | £26,811.22 | |||||||
| Total income from Burns night Cash £343.08+ Sum Up £182.86 |