MINUTES OF HULLAVINGTON NEW VILLAGE HALL PROJECT GROUP MEETING
PRESENT: Dave Hunt, Bob Fenner, John Greenwood, Julian Greenman, Peter Parry-Williams, William Harmer, Paul Hadley, John Metters, Mark Collard, Joan Shaw, Neil Hamilton, Maggie Bawden, Anne Durrant,
New Village Hall Project Business
1.1. Apologies: Mike Parry
1.2. Minutes of the last meeting held on 21st November 2005 were corrected and signed. (Line 6 of 1.5 should read ‘…the new rent being £1250/year + RPI and…)
1.3. Matters arising – there were none
1.4. Update on Albemarle Scheme and Lease – The proposed change (the Albemarle Scheme) to the terms of the PCC's Trust over the hall site has been published on the Church and the Parish notice boards. If no comments are received (none had been locally), it is understood that the Scheme would be adopted by the Charity Commission thereby empowering the PCC to enter into the new lease. Work on the new Lease is proceeding. A proposal for controlling costs is to merge the terms of a standard lease from ACRE (the national Rural Communities Charity) for a village hall with the existing lease before submitting it for legal review. A solicitor from ACRE thought that the PC and the PCC (and Diocesan Board of Finance) should have their separate solicitors. He would be willing to inspect the draft lease on behalf of the PC.
The implications of clause 12 was discussed at the last PC meeting and a resolution was passed not to change the clause in any way but to empower the PC to be able to make a donation of up to £2500 to offset any losses that may occur in the running of the new village hall in the first year of operation. This would be reviewed annually. Maggie pointed out that this sum of money would be covered by clause S137 which allows the PC to spend a certain amount for the benefit of the electorate. The PC would require to inspect the Hall’s annual accounts. Neil pointed out that the legal position is that trustees cannot contract out of their personal legal responsibility for a trust's losses. However, they are entitled to be indemnified out of trust assets as long as they have acted reasonably and not in breach of trust. However, if the assets of a trust are insufficient to cover the indemnity, the trustees are at risk of bearing the remaining losses personally. The only practical way out of this problem in the case of the village hall is for the PC to pass a resolution indemnifying the trustees against potential personal loss. To what extent it can do this, he is not aware. The resolution already passed should solve the problem but, in their own interests, the trustees will have to keep an eye on the hall's financial position regularly to avoid running up substantial deficits which may not be covered by the extent of the PC's indemnity. He suggested that the PC needs to be aware of what the potential ‘worst case’ scenario might be. But he also commented that trustees can relinquish their responsibilities at any time which would limit potential losses. Bob pointed out that the Hall Committee was just looking for compensation to cover any losses in the beginning in case running costs are not covered by rental income. These are operational risks. There are wider risks that we will take that are more difficult to resolve. Neil suggested that a reverse covenant may give some comfort to the lessees.
1.5. Report on Technical Spec. – Mike Parry’s involvement has been very valuable. At a site meeting with the building engineer and Steve Mercer it was decided that it was not feasible to place the new hall on concrete stilts and sink this into the ground because of poor drainage. There are 2 choices open to us:
a. Use a solid concrete platform
b. Use concrete blocks
Both these options would require some use of ramps and steps. The Technical Specification sub-group is working forward in an informed way.
1.6. Planning Application – Maggie reported that the application is progressing. It has been supported by the PC and no objections have been received from any individual or from the Highways Department. John M commented that the Diocese Advisory Committee was happy for the hall to proceed.
1.7. Report on financial matters –
1.7.1. £55K loan application from PWLB - Bob reported that the loan application is being processed. It is highly unlikely that it will not be approved. We expect notification of the outcome around early February.
1.7.2. Land Fill Tax Scheme – We have been successful in our application for a £15K grant, subject to certain criteria. Hills Waste Management, who runs the Landfill, would like some good publicity; they would like a celebrity to officially open the new hall. Bob commented that it looks likely that we will have extra funding in place which may deal with the drainage and resurfacing of the car park.
1.7.3. ‘Award for All’ grant – Mark Collard needs information to fill in the forms – we will apply for around £6k for specific items such as the staging. It looks promising.
1.7.4. Area 1 Committee’ grant – Our best chance of success will come from applying for a small grant in May.
1.7.5. New Hall project budget – Bob informed the committee that he is waiting for more information from Steve Mercer.
1.8. Electricity supply – Bob had received a wordy and confusing letter from SSEPD (Scottish and Southern Electric Power Division) about reconnecting the electricity supply, with lengthy descriptions about responsibilities, channels being dug and materials needed. Terrapin expect power on site 13 weeks after the contract is signed, hopefully early in February. We must use accredited companies for all the work. Could Terrapin take on all these tasks using sub-contractors? No doubt they have experience in these situations.
1.9. Essential tasks – Bob distributed a list of essential tasks that need completing before the new hall can be opened and used. Hill Hayes Lane may possibly be closed for a day when the new hall is delivered and also it may need to be closed when the trench is dug across the road. Bob will check with Steve Mercer and liaise with Wessex Water to ensure any water pipes are laid at the same time.
1.10. AOB – Pat Hobbs has offered a second hand table tennis table to the Hall Committee. The old hall had a table which had not been used in many years, so Anne will thank Pat, but decline the offer.
1.11. Date of next meeting – Thursday 16th March 2006 at 8 pm at the Court House
2. Hall Management Committee business –
There being no further business the meeting closed at 9.35 pm.