MINUTES OF HULLAVINGTON NEW VILLAGE HALL PROJECT GROUP MEETING
PRESENT: Dave Hunt, Bob Fenner, Julian Greenman, Victor Rawlins, Joan Shaw, Peter Parry-Williams, William Harmer, John Metters, Maggie Bawden, Anne Durrant,
New Village Hall Project Business
1.1. Apologies: Paul Hadley.
1.2. Minutes of the last meeting held on 16th March 2006 were corrected and signed. (!.5 should read …transferred into the Parish Council bank account. 1.6.4 should read: Area 1 Committee – bid for £10k and Malmesbury Community Trust – bid for approx. 1K)
1.3. Matters arising – there were none
1.4. Update on Lease and Trust Deed – The draft new lease has been circulating for comments. It may be completed by the opening of the new hall.
1.5. Update on build progress –
1.5.1. We now have the final version (J) of the plans. They should not now need to be changed. The last change was to make the main doors to the outside from the hall open outwards to comply with fire safety regulations.
1.5.2. William reported on the current build progress. Work on the foundations began 2 days late but William has been assured that this will not affect the delivery date of 3rd May. Terrapin are confident that the structure will be up on that day. The car park will be done at the same time as the hall is being built and the handover date for completion is 14th July. Alan Chamber, the project manager, will visit once again before the build date. Mike Ennis will take over when Alan goes on holiday in May. The colour scheme has now been chosen. The paint finishes chosen are more expensive than the standard emulsion which was included in the price. It may be around £100 extra. The committee agreed to go with the paint chosen and it was also agreed to empower William to make decisions about minor changes without having to refer to the committee. White roller shutters were agreed for the kitchen serving hatch; also white tiles for the kitchen and raspberry blinds. The sanitary ware for the WCs will be white; it was agreed that we would prefer to have white tiles behind the toilets rather that backboards – William will get a quote for this. We will stay with the ‘standard’ colour for the grab rails in the disabled toilet. Bob thanked William for his precise, careful work.
1.5.3. Bob has received the first invoice from Terrapin for just over £50K for payment on 3rd May. The invoice contained one minor and 2 major errors but these have now been corrected and the loss adjustor is moving it on quickly. Bob would like written confirmation from Mike Parry that all is well before paying the 1st instalment. Approval has been given from the PC for the release of the loan for use when required.
1.6. Proposed new level of rental charges - Bob presented version 3, which is attached. It is based on a session price, and core users could book for ½ session, if needed. John commented that the hall is for the use of the Parish, and care must be taken that hirers from outside the Parish do not over use it and exclude local users. It was thought that rental charges to all hirers outside the Parish should therefore be more expensive; £50/session was suggested for the main hall and £25 for the small hall. For commercial organisation etc. in rental type 4, £80/session was suggested for the use of the whole hall. Peter and Anne offered to act as operators for taking phone bookings for those without on-line access. In the Rules for the Management of the Hall there will be a definition of when a user group becomes a core user group.
1.7. Financial matters and grant applications –
1.7.1. Bob thanked Maggie for her work with grant applications. Maggie reported that the application for a grant through Malmesbury Area 1 Committee went in just after Easter: we are asking for £10,088 and hopefully we will get 50% of this (matched funding). This will be used for buying new furniture. A decision should be made by the end of May.
1.7.2. Mark Collard is applying for around £5K from ‘Awards for All’ for stage units. We should find out the decision in around 8 weeks.
1.7.3. Maggie is applying for a grant for a new cooker from ‘Community Trust’; she needs the exact price from Terrapin.
1.7.4. Bob has finally received a cheque for £3,650.68 from the 200 Club, after trouble with changed signatories. Bob thanked John Greenwood and Peter Morris.
1.8. Initial allocation of furniture storage at top end of hall – there will be space for 120 new chairs, all the tables on their trolleys and 10 trestle tables, with enough room for opening the partition. It was decided to go for 80 padded chairs and 40 unpadded. Bob thanked Liz and Peter for allowing their house to be used as an ‘evaluation site’ for the new furniture.
1.9. Official opening ceremony –
1.9.1. The date was confirmed as Friday 20th October 2006, at 7.00 for 7.30pm.
1.9.2. William will ask James Gray MP to formally open the hall and David will write to him.
1.9.3. It was initially intended that all guests would be officially invited, but Peter suggested formally inviting outsiders who have helped but having an open invitation to all interested villagers, so as not to exclude anyone.
1.9.4. The level of refreshments was briefly discussed - should there just be tea and biscuits or some sparkling wine and buffet food?
1.10. Update on essential tasks – Hall Committee pre-opening tasks: report 2 is attached.
· 1.1 - Bob thanked Joan for organising the distribution of leaflets.
· 4.1 - Bob has had a quote from Zurich, via Community First, for £1,649. He has stated the hall value as £275,000 and this will be index linked. He will also get a quote from Allianz Cornhill. John suggested getting a quote from Eccliastical.
· 7-The fire equipment can be fitted on 23rd or 24th July which would give a few days leeway in case the hall is not ready on July 14th.
· 8 – Maggie will apply for the Public Entertainments Licence when the hall framework is up.
· 11- Brenda is still willing to be a key custodian. We could perhaps ask Brenda for advice on the number of hours cleaning required for the new hall. The cleaning requirements will be flexible depending on the hall usage. It was felt that a deposit should be required for parties and other events where damage may possibly occur.
· 12.4 – It was agreed that each core user group should have 1 key.
1.11. AOB – there was none
1.12. Date of next meeting – The AGM will be held at 7.30pm in the church on Wednesday 24th May, followed by a project meeting.
2. Hall Management Committee business
2.1. The village fete will be held on 8th July. Dave asked that the core users organise stalls please.
2.2. The Annual Village Show will be held on 2nd September.
There being no further business the meeting closed at 10.20pm.