Minutes of Past Parish Hall Meetings

Minutes of the Ashwater Parish Hall Committee Meeting Held on Wednesday 9th January 2007

Present: B Jenkins, L Langston, M Timney, Mrs M Gliddon, P Capron, Mrs A Shadrick, J Forward, Mrs H Thomas, Mr and Mrs Spratt, A Stacey, Mrs S Eke
Apologies: E Gliddon T Pugh, Ms P Anderson

With the minutes of the previous meeting, the Secretary circulated a copies of two items for later discussion:
From T Pugh - Notes covering a meeting between T Pugh and P Capron and Mr Peter Hadden and Mike Date on 14th December 2006.
From J Forward - Notes regarding the possible amendments to the design of the new hall.

Minutes of Previous Meeting

The minutes of the previous meeting were accepted as a true record, proposed by M Timney, seconded by Mrs Gliddon

Matters Arising

Big Lottery Fund

Nothing further to report

Fund Raising

1st February - Gospel choir - joint event with the church
J Forward to discuss with Mrs A Shadrick/J A March and to look at poster and tickets. J Forward has received prices for a porta-loo for the event - Eagle Plant is the cheapest. Lighting may be required. M Timney has a small generator - if required.
The school to start things off at 7.00 pm and then the Concert will start at 7.30 pm.

Legal

The Lotteries Licence has been granted

Web Site

The web site has been updated with details of the lottery bid

Old Hall

The kitchen sink has been replaced. The Parish Council has kindly donated £350.00 to the Old Hall funds to assist with the replacement of the kitchen sink. The Secretary to write a letter of thanks.

Finance

Treasurers’ reports

Old Hall	Current £493.90	Reserve £694.01
New Hall	Current Not Available	Reserve £1094.09

There was £75.00 to bank

S106 Agreement

The Secretary gave the committee a full update on where we are with the S106 Agreement. Our solicitors and Ashfords have been requested in the strongest possible terms to have the document ready for signature by the end of January 2007. It was agreed by the meeting that once the Agreement is finalized, we should then consider what further action to take with regard to the dreadful way in which this matter has been dealt with.

New Hall

P Capron gave a resume of the meeting between T Pugh and P Capron and Mr Peter Hadden and Mike Date on 14th December 2006. The main part of the meeting was to discuss the possibily of the "Design and Build" option, whereby the Hall Committee hand the chosen builder the design and the builder - at the end of the project will have been paid and hands us a key to the finished building.

It was explained that we could request that Trewin Design Partnership be kept "in the loop" and would be asked to work with the chosen contractor on the project.

Some work has already been done towards seaking a short list of contractors willing to undertake such a project but there is more to do.

At the same time it was highlighted that the "Mechanicale and Engineering" part of the project will have to be thoroughly investigated and designed ready for inclusion in the design brief. M Date had indicated that he could supply names of companies who might be willing to undertake this part of the work. It was essential that other Halls were visited and ideas sought as to where they would have done things in another way. This was paticularly needed for the kitchen and heating areas of the project. A group headed by G Spratt undertook to start looking at halls in the near future starting with Mortonhampstead.

The overall design of the new hall was discussed and J Forward highlighted the fact that we played heavily in out Stage 1 bid to the Big Lottery, on the "inovative" shape of the design and changing the design might have an adverse effect on funding. Whilst it was agreed to have preliminary discussions with the planning office about possible amendments to new bulding, it was also agreed that we should waite for the outcome of the lottery bid until taking this any further.

AOB

G Spratt read out a newspaper article which indicated that it is possible that large chunks of lottery money might be taken up by the London Olympics and that other local projects might suffer.

The Secretary said that we should have a better "fall back" plan in case of rain for next years Carol Service.

Date of next meeting: Wednesday 7th February 2007 at 7.30pm

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