MINUTES OF HULLAVINGTON NEW VILLAGE HALL PROJECT GROUP MEETING

 

TUESDAY 24TH MAY  2005, 8PM AT THE CHURCH

 

PRESENT: Dave Hunt, Bob Fenner, Julian Greenman, Peter Parry-Williams, Jebbie Hewitt, William Harmer, Joan Shaw, Victor Rawlins, Neil Hamilton, Anne Durrant

 

2.      New Village Hall Project Business

Apologies: John Metters, Paul Hadley, Victoria Castle, Graham Stokes, Maggie Bawden.

 

2.1.           Minutes of the last meeting held on 18th April were agreed and signed.

 

2.2.           Matters arising – there were none

 

2.3.           Update on lease – John Metters has heard from the Charity Commission who are prepared to authorise a new 35 year lease. A copy of John’s e-mail is attached. Bob said that all legal fees should be paid from the Hall funds. Bob expressed his thanks to John for his work with the lease.

 

2.4.           Approval of outline plan of new hall by PCC – John thinks that Terrapin’s final design drawing will be sufficient for the PCC to grant its approval.

 

2.5.           Report from final design sub-group – Peter reported that Securaccom went into liquidation a few weeks ago, and so is not in a position to bid for work. However, we have an excellent plan drawn up by Terrapin and have a list of other potential contractors. Bob questioned whether the Terrapin plan is ‘neutral’ enough to be able to send to other potential contractors and to use for the planning application – we may need to pay an architect to draw up plans. The sub-group still needs to choose 4 potential contractors to ask to tender – Peter will check out the willingness of the companies on his list.

 

2.6.           Preparation of tendering documents – Paul and Bob have made a draft letter and they have worked on a compliance statement and a scoring sheet, so that some design requirements are weighted more than others. A slightly amended floor plan with elevations is needed with outside dimensions, accompanied by a very detailed design brief. Bob needs to update the design brief taking into account the changes that the final design sub-group have made. Bob asked for members who were willing to work on receiving and evaluating the tenders. William, Peter, Julian, Dave and Jebbie were all willing to take a role.

 

2.7.           Planning application – Maggie has offered to handle the Planning Application. Copies of the site layout, details of parking and landscaping, floor plans and elevations are all needed. Paul suggested applying for outline planning permission which could be applied for before choosing a building contractor (and thus the final design). Neil thought that this would be unnecessary considering that the usage and size of the new hall is not very different from before.

 

2.8.           Project budget – The latest updated version is attached. We still have to decide whether the approx. 30p/week that band D rate payers would have to pay for a new hall with cladding, is acceptable. We could choose not to have the stone cladding.

 

2.9.           Landfill Tax Credit Scheme – Bob has now submitted the registration documents for the grant application.

 

2.10.       Overall project plan – There are 4 key areas that are now being worked on:

Ø                  Tendering documents

Ø                  Up to date design specification

Ø                  Neutral plans

Ø                  Planning application

 

2.11.       AOB – The Short Mat Bowls group stress how important an absolutely level floor is to them. This requirement will be put in the design specification.

 

2.12.       Date of next meeting – Tuesday 28th June at 8pm in the Church.

 

 

3.      Hall Management Committee business

 

3.1.           Report on Community First Information Day on 14th May - Dave reported that it had been a very informative day; the main topic had been the new licensing laws and how they would affect village halls. It will no longer be necessary to have a fire inspection before obtaining a licence. Bob suggested that we show our plans for the new hall to the Fire Service for them to check.

 

3.2.           Village Fete – Saturday 9th July in the school field.

Short Mat Bowls will run a stall

WI will run the cake stall

Mount Zion will run the coconut shy

Bob is not around on the day so stalls will have to provide their own floats.

Bob will ask if Lynette Warren will consider organising the raffle.

 

3.3.           Annual Show – is arranged for 3rd September in Victor’s barn. The schedule will be printed in the next Village Newsletter.

 

There being no further business the meeting closed at 8.55pm.