MINUTES OF HULLAVINGTON NEW VILLAGE HALL PROJECT GROUP MEETING
PRESENT: Dave Hunt, Bob Fenner, Julian Greenman, Peter Parry-Williams, William Harmer, Paul Hadley, Maggie Bawden John Metters, Anne Durrant, Dudley Hewitt.
New Village Hall Project Business
Apologies: Jebbie Hewitt, Victoria Castle, Neil Hamilton.
1.1. Minutes of the last meeting held on 24th May 2005 were agreed and signed.
1.2. Matters arising – there were none
1.3. Update on final design and tendering process – The design sub-group has been meeting regularly to finalise the design of the new hall. Bob thanked Jebbie for her letter formally stating pre-school’s intention to plan to purchase its own building to be placed with the primary school’s grounds. This has resulted in the design group working on a smaller floor plan to keep costs down. On the 18th July the tendering process was launched with 4 contractors being asked to tender: Terrapin, Wraith Accommodation, Bond Modular Ltd. and Phoenix Building Systems. Terrapin and Bond Modular have replied and are willing to tender; nothing has been heard from the other two contractors. The tenders must be received by 6pm on 2nd September and they will be evaluated at 2pm on the 5th September. Bob will then be able to prepare a final budget.
1.4. Finance – With the reduced floor plan of the final hall design a loan in the region of £40,000 will be needed. Assuming that the amount is approved at the September meeting of the Parish Council we will then formally apply for a loan. The money from the loan will be kept in a separate bank account with Maggie, Paul, William and Bob as signatories; having signatories that are both PC members and New Hall Group members will facilitate speed of action when purchases are needed. The money from the insurers will be used first.
No progress has been made with the Landfill Tax Credit scheme application.
1.5. Update on Lease and Planning Application – John reported that he had heard nothing more from the Charity Commission. The lawyer is happy for us to put forward proposals to include in the new lease, which should cut costs. Once tenders are received and a contractor has been chosen we can apply for planning permission. We are obliged to inform the owners of the land of any planning application. The owners of the land are the PCC (the managing trustees) and the Bristol Diocesan Board of Finance (the custodian trustees). As the planning application should come from the PC, the clerk to the PC should submit it. In answer to a question John stated that under the terms of the old lease we are obliged to rebuild on the site; we can enter into new lease once the hall is built.
1.6. Overall project plan - Bob stressed the need to have individuals to work on the ‘mini’ projects needed to be done. As an example he noted the 12 week lead in time for getting the electricity connected.
1.7. The hall site - by the end of October we could be starting to build. The shed needs to be removed (pre-school will see to that) and also the fence. Bob has asked Ray Tiley to cut back the hedge. Weedkiller needs to be applied.
1.8. New volunteer – Bob reported that a corporate lawyer living in the village has volunteered to help.
1.9. AOB – There was none
2. Hall Management Committee business –
2.1. Winding up of the 200 club – Peter Morris would like to wind up the 200 club. Losing the income from pre-school and the 200 club would seriously affect the business case for the hall. Bob thought that a business case could be made but that an extra loan may needed in the beginning and running costs would have to be kept to a minimum. Anne asked if the 200 club could continue with people only paying by standing order, which would cut down on administration. It was suggested that the task of collecting monthly contributions be shared between several people as the social side of collecting is important to many contributors. Paul will try to advertise again in the Hullavington News for volunteers, this time to be part of a group of collectors.
2.2. Village Fete – 9th July – Bob reported that over £400 was raised for the hall funds which was a commendable result.
2.3. Annual Show – 3rd September – in Victor’s barn. Dudley requested help for the evening of Friday 2nd at 7pm; Julian, Dave and Peter offered to help. The schedule for this year’s show was in the last Hullavington News and will be repeated in the next issue. Dudley thanked Daphne Hewlett and Roger Payne for sponsoring the children’s prizes. He thought the expenses would be minimal this year as there are supplies left over from last year. Simon will do the scoring again this year; Dave will help with the judges. Bob thanked Dudley for his work with the show.
There being no further business the meeting closed at 9.10pm
The next meeting will be held on Wednesday 7th September 2005 at 8pm in the Skittle Alley of the Star Inn.