Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 4th June 2008
Present: L Langston, M Timney, E Gliddon, P Capron, B George, A Rowe,
J Forward, I Buxton, A Gill, A Shadrick, H Thomas, M Gliddon,
J Wilson, W Lee, T Drowne, J Madge, H Bone, V May, S Moon,
K Davis, E Burnill, A Stacey, D Buxton, B Frey, S George, J Cox, B Cox, T Moon.
The meeting opened at 7.30pm with L Langston in the chair.
Apologies: B Parsons, G Spratt, A Spratt, S Carman
Minutes of the Meeting Held On Wednesday 28th May 2008
The minutes were proposed as a true record by H Thomas and seconded by A Gill
Matters Arising
Attendance record amended to include Mr and Mrs B Batt.
Project Recap
M Timney gave a potted history of developments. In 1998 it was generally agreed throughout the parish that a new hall was required. Jack Moon offered to donate a plot of land in exchange for a water supply being connected to the field. It transpired the land was previously owned by the Church and was subject to a number of restrictive covenants. It took nearly 4 years to negotiate removal, design the building and seek planning approval. Planning consent was eventually secured after a meeting of the full plans committee at Torridge District Council. Revised designs were then required with permission to demolish the existing hall and sell the site for development. In the intervening period planning law changes meant a Section 106 Agreement applied joining the two projects together thus final planning consent was not secured until 2007. Meanwhile a sub-committee was appointed to seek lottery funding for a Stage 1 Development Grant. The bid was successful covering legal and professional fees for preparation of the Stage 2 bid, which took 2 years to achieve and a formal offer was received on 22nd May 2008. Further funding is being sought from other sources to cover the shortfall between the lottery grant and total project costs.
Nominated Representatives - Clarification
We are a registered charity and as such the Charities Commission require an annual list of Committee Members. (Comprising the elected officers).
Additionally under the terms of our own Constitution and Articles of Association we can invite "Nominated Representatives" to attend Parish Hall Meetings, these are spokesman for organisations within Ashwater Parish and currently include the Church, Horticultural Society, Skittles Club, Parish Council and PTFA. It is not necessary for them to be elected officers for Charity Commission requirements. Other representatives, as applicable from time to time, such as the Play Group, Agricultural Show, the Chapel and Young Farmers Club, may be invited as required.
Action Groups and Fund Raising
A number of volunteers came forward at the previous meeting to assist in fund raising enterprises.
A list of around 1,000 Grant Aid and Charitable Foundations has been drawn up as possible sources of funding. Many of these may no longer exist or be suitable sources, but some effort is needed to try and secure a working list of approachable organisations. B Cox, J Cox, J Wilson and W Lee agreed to assist with this project.
J Madge agreed to coordinate volunteers for other fund raising aspects including ‘ideas’ for forthcoming events.
Suggestions for fund raising activities were put forward including bingo and a promise auction plus the use of halls elsewhere (such as Tetcott/Holsworthy) for events to widen the appeal and bring in new money.
A Fun Ride (Horses) is to explored - R Moon to be contacted.
E Burnill advised the marquee is available for evening use after the Agricultural Show in August.
Publicity
Press releases will appear in the C&D Post and NDJ confirming the success of our BLF bid.
A letter heading has been designed incorporating the ‘Lottery Logo’ and A Rowe will handle all press coverage for events and news concerning the hall plus posters, leaflets etc. M Gliddon will arrange for a team including B Batt, F Bull, A Shadrick, B Cox and S George to do ‘doorstepping’ for funds and follow up the pledge list.
The original ‘Buy a Brick’ scheme will not be resurrected but those who ‘purchased’ will be included in the roll of honour when the hall is built.
The treasurer’s telephone number and name will appear on all fund raising leaflets/receipts.
Finances
M Timney advised he had just received news that TDC and therefore the CCD will be unlikely to assist in funding. Previously TDC had indicated that £15,000 might be available for match funding similar amounts raised by the CCD and us. This money (£45,000 in total) was to be used for the external works - car park, services and paths etc. Until this sum was raised the ground works could not commence. He will attend a meeting at TDC to try and raise the issue again.
AOB
The Parish Newsletter will now be published by Andrew Kemp and any items should be sent to him accordingly.
The Annual Parish Meeting will follow the next Parish Council Meeting on 11th June.
There being no other business the meeting closed at 7.30pm.
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Last modified: Friday July 25, 2008