MINUTES OF HULLAVINGTON NEW VILLAGE HALL PROJECT GROUP MEETING
PRESENT: Dave Hunt, Bob Fenner, John Greenwood, Julian Greenman, Peter Parry-Williams, Jebbie Hewitt, William Harmer, Paul Hadley, Simon Durrant, Nick Hathaway, John Metters, Maggie Bawden, Brenda Saunders, Victoria Castle, Anne Durrant.
1. New Village Hall Project Business
1.1. Apologies: Jenny and Michael Gossage, Vic Rawlins, Joan Shaw.
1.2. Minutes of the last meeting held on 1st November were corrected and signed.
1.3. Matters arising – there were none
1.4. Task List –
· John M reported that we have just missed a PCC meeting but that a working group can look at the hall proposals before the next meeting.
· David is researching costs for connecting the services
1.5. Design brief – Bob asked for any comments on the final design brief. We need a QS to check the specification before requesting tenders. Hugh Greenman is a QS and is willing to look at the spec. but he is mainly involved with ground work projects. Hugh estimates that a concrete base for a modular building would be around £10K. This is comparable to the option of a sprung floor.
1.6. Design Plans – Maggie pointed out that to issue a request to tender through the PC we need to give a public notice 3 weeks in advance. As we do not have time for this it was decided that we would ask for quotations instead at this stage. We have 3 modular/pre-constructed suppliers that we will ask to quote: Frameworks, Securaccom and Terrapin. Should Frameworks be asked to bid for the same floor plan as Terrapin and Securaccom? Various views were put forward as to the pros and cons of the Gossage’s plans and Securaccom’s plans. A major concern about the latter is the effectiveness of an acoustic screen. Paul has recently seen an example of a good acoustic screen; it needs to be substantial in size and a modular building may not support the extra weight. Paul asked if there was any doubt that pre-school may not use the new hall. Nick reported that pre-school is very happy with the school site and the ideal option would be to stay there and the committee is exploring this possibility. As pre-school accounted for about 65% of the old Hall income Bob feels that without their input we may not have a good business case for a new hall. John G commented that any future use of the new hall is unknown and we would have to take a gamble; user groups have come and gone over the past and will continue to do so. Pre-school’s favoured option is to have separate halls, as in the Gossage plan; this would give better acoustic separation and would also enable pre-school to have a room for leaving out equipment. To leave that option available it was decided to ask Frameworks to quote using the Gossage plan.
· All 3 suppliers will be asked to quote on the provision that the floor plan may need to be reduced to bring down costs.
· Quotes will need to be valid for a period of 6 months.
· The design brief will be sent out on November 15th and we will ask for quotes by 1st December.
1.7. All 3 plans and the design brief will be given to John M to present to the PCC.
1.8. Update on Lease – John M reported that work is continuing on putting together a proposal for the Charity Commission.
Bob’s conundrum - the old lease states that we must replace the hall with another hall for the use of the village. Should we do that even if a new lease has not been set up? William agreed that we are obliged to build a new hall according to the lease, even if it were just for the remaining 16 year period. He suggested towards the end of the 16 year period we could then apply for a new lease. In order to comply with the Charity commission rules about church usage we would need to ensure that the Church continues to use the new hall “occasionally and regularly”.
1.9. Current status or progress of modular options – Both Securaccom and Terrapin are fairly well advanced; Frameworks were approached by Mike and have the details. Simon is now the contact.
1.10. Other possibilities of modular suppliers - Peter has made contact with several other suppliers and if we need more than 3 tenders then they could be approached.
1.11. Discussed above
1.12.
1.13. Loss adjustor – If we had to delay building a new hall then the insurer, Allianz Cornhill, would make an annual deduction from our funds for administration. Maggie would like to talk with them!
1.14. As above
1.15. AOB – there was none
1.16. Next meeting will be held at the Church on Wednesday 1st December at 8pm