Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 20th February 2008
Present: L Langston, M Timney, E Gliddon, P Capron, M Gliddon,
T Moon, I Buxton, G Spratt, A Spratt, A Gill, J Forward, A Stacey
Apologies: None
Minutes of Previous Meeting held on 8th January 2008
The minutes were agreed as a true record with one amendment, the date of the Ashwater Wildlife Talk being 19th March 2008 not 18th March 2008.
Proposed: G Spratt, seconded A Spratt
Matters Arising
The previously agreed groundwork at the new hall site has been carried out with only the small side gate yet to be fitted and this is in hand. It was noted that a small bonfire had been held on the site and some rubbish had been left. When the gate is fitted it will be kept locked to try and prevent this type activity.
The bid has been submitted to the Big Lottery Fund. This was the culmination of many hours of sub-committee work and consisted of a substantial weight of paperwork. The signing ceremony was reported in the local press.
M Timney confirmed an acknowledgement had been received from the BLF that all the documents had arrived safely on Thursday 14th February 2008. The matter will now go before the decision committee on 22nd May 2008, but in the meantime we are to expect a visitation and interviews by BLF representatives.
A vote of thanks was recorded for all the time and effort spent by the sub-committee and particularly to M Timney, J Forward and P Capron.
L Langston voiced the opinion of all present that everyone felt a very professional and positive attempt had been made to secure the bid.
A copy of the documents is being retained by the Hall Committee Secretary and is available for perusal by the Trustees and any interested member of the parish.
Details of the tender figures cannot be released at present for continuing professional reasons of etiquette. Basically because of the manner in which the bid is approached a contract for the work, which is based upon a fixed price, cannot be signed until funding is actually in place. Consequently the figures from all tender sources must remain confidential, but any interested party from the parish may have access to the Quantity Surveyor’s cost plan.
In response to a question from T Moon it was agreed that J Forward would check with the Quantity Surveyor that all those who tendered have been confidentially advised of success or otherwise of their individual tenders.
The cost of the project is over the original budget mainly due to increases in building materials over the two or more years it has taken to assemble the full bid. In essence as the figure exceeds the ceiling of funding accessible from the Community Council of Devon this aspect of support has been declined and Torridge District Council have also indicated their match funding may not be available.
Consequently contact has been made with the Deputy Chief of Finances at TDC to explore other methods of financial assistance and he is taking our case to the full committee to consider by 31st March 2008.
The meeting felt it was inconceivable that a community project of this size should not get any financial support from the District Council bearing in mind the wealth it will attract over a period of as much as 100 years.
E Gliddon enquired if any money was available from the County Council following the sale of Exeter Airport. M Timney confirmed contact had been made with our County Counsellor and it was hoped that a contribution of £5,000 would be forthcoming.
P Capron advised that to date £2,555 had been pledged by parishioners following the appeal in the newsletter, which demonstrated the active support for the project.
I Buxton confirmed eight alternative sources of funding had now been approached for assistance in covering the identified shortfall of money and decisions were awaited.
Fund Raising Events
The Pete Coe music night returned £313 from ticket and raffle sales plus £85 from the bar. Much of the proceeds were from ‘new’ money as many of those attending came from outside the parish.
The ‘Big Sale’ is being held over the weekend of 23rd and 24th February 2008 and assistance was requested to help run the stalls. Leaflets and pledge forms will be on display and committee members were asked to attend in order to field any questions about the bid progress.
A talk on Ashwater Wildlife will take place on 19th March 2008.
A variety night has been booked for 17th May 2008 and a bar will be required.
Correspondence
The invoices for the land registry fees have been paid. Bills for the printing and posting of the lottery bid (£57.91 and £7.75 respectively) were approved for payment.Proposed by M Gliddon, seconded by T Moon.
P Capron advised that as he would be moving away from the parish it was not his intention to stand again for election to the committee and would also relinquish his trustee status at that time.
L Langston thanked him for his invaluable past support. The meeting expressed sorrow at his decision indicating he and his contribution to the hall project and other aspects of parish life would be missed, but wished him and his family well for the future.
Accounts
| Old Hall | Current £354.16 | Reserve £715.09 |
| New Hall | Current £2,555.42 | Reserve £1133.92 |
AOB
An expression of disappointment was recorded that not all the trustees had been attending the meetings regularly. The secretary will write to those concerned.
T Moon requested permission to graze livestock (two rams) on the new hall site, which was granted. He will erect a sheep hurdle if the small gate has not been installed.
Date of Next Meeting
No meeting will be held in March unless a matter of importance arises.
The next meeting will be on Wednesday 2nd April 2008.
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Last modified: Wednesday April 23, 2008