Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 2nd July 2008
Present: L Langston, E Gliddon, B George, A Rowe,
J Forward, I Buxton, A Gill, A Shadrick, M Gliddon, J Madge,
H Bone, S Martin, A Stacey, D Buxton, S George, J Cox, B Cox,
T Moon, W Nickel, K Coles, G Spratt, A Spratt.
The meeting opened at 7.35pm with L Langston in the chair.
Apologies: M Timney, S Carman
Minutes of the Meeting Held On Wednesday 4th June 2008
The minutes were proposed as a true record by M Gliddon and seconded by D Buxton
Matters Arising
Finances
Since the last meeting TDC have reversed their decision and agreed to match fund (up to £15,000) with CCD if our active application is approved. A decision by CCD is likely in August.
Hall Insurance
I Buxton confirmed two quotes (for £450 and £350) had been received but no renewal invitation had yet arrived from the holding Insurer. The policy wording was similar in each case, being standard for ‘Village Hall Schemes’ and would cover PL risks at the new hall site pending erection of the new building.
Acceptance of the lower quote (from Allied Westminster) was proposed by G Spratt and seconded by E Gliddon and a cheque for £352.22 approved.
Company Limited by Guarantee and Proposed Loan
M Timney and B George will attend a meeting with Wessex Financial on 11th July 2008 to discuss the pros and cons of setting up a company limited by guarantee to run the hall project. This will probably entail establishing a board of directors (small in number) with a very low level of financial liability limited by guarantee and registering the company with Companies House.
The loan has been discussed previously in committee and agreed in principal, but the terms need to be clarified and put before a committee meeting for approval. The intentions are to try and put the loan facilities in place and only draw upon them if necessary. The amount will be in the region of £15,000 and might be used to ‘match’ the CCD/TDC grants if approved.
Fund Raising
I Buxton outlined the present position regarding grant aid applications (see attached) and confirmed he was still researching other sources. In addition J Forward was applying for grants towards the Ground Source Heating. E Gliddon suggested an approach should also be made to DEFRA and then proposed a vote of thanks to IB and JF for efforts made to date, which was duly recorded.
J Madge confirmed a meeting had taken place and a list of ideas had been drawn up. The first events will be a Woodland Walk on 19th July 2008, Skittles after the Agricultural Show on 16th August 2008 (a Car Boot Sale will be taking place and A Rowe will attend to try and sell the goods left over from the ‘Big Sale’) and Mini-Olympics on the Village Green on August Bank Holiday Monday (25th).
Others ideas include a Safari Supper, Horse Fun Ride, a Barn Dance at Tetcott, Curry/Chillie and Quiz Night at the Village Inn, Arts and Crafts at Tetcott, possible Musical Evening of local talent, Christmas Course at Henford and for 2009 a Wildlife and General Knowledge Quiz then a possible Open Air Concert in the summer at Buckingham Farm and /or a Hog Roast on the Village Green.
Fun Ride
S Martin advised she had made preliminary enquiries and it seemed a ride might be arranged for 28th September 2008. Landowners had been contacted (and subject to approval from a couple) a circular route should be possible. In order to proceed, it would be necessary for about 20 volunteers to act as stewards on the day. In addition money would have to be spent ‘up front’ on advertising, insurance and the St John’s Ambulance and may cost around £600, but if well attended the event could raise £1,000 - £1,200.
After discussion the expenditure aspect was put to a vote and unanimously approved.
Finances
New Hall
Monies received:
Horticultural Club (Open Gardens) £293
Donations £300
Big Sale proceeds £500
A solicitors bill has been received and approved for payment.
| Old Hall | Current £693.39 | Reserve £730.25 |
| New Hall | Current £1736.63 | Reserve £1142.10 |
AOB
None
There being no other business the meeting closed at 8.35pm.
Date of Next Meeting: 6th August 2008
Summary of Fund Raising - Grant Aid Requests at 2nd July 2008
Originally we thought we would need about £100,000 in addition to the lottery money to complete the project.
With some judicial pruning we have now identified a probable shortfall in funding of £68,629 based upon current build costs, money pledged, raised or realisable from sale of assets.
We are considering a loan of £14,942, which if taken up reduces the amount needed to £53,687.
Excluding requests to TDC, CCD (£15,000 each) and the possibility of a share of Exeter Airport Fund (£25,000), to date nineteen applications have been or are being made.
Six have been refused and one ignored (we were outside their area).
APC and DCC have each pledged £5,000 but this has been taken into account before arriving at the £53k I have mentioned.
We are being considered by the Clothworkers Foundation for £98,000 but will hear nothing until at least December.
The Foundation for Sports and Arts are considering our bid for £10,000 towards the flooring and white lining (badminton court).
At the moment we are concentrating on raising money for two aspects: the ground works and heating.
The external ground works i.e. the new entrance, car park, mains services, drains, pipework and footpath have been costed at around £49,000.
The heating, which is tied up with the external work, as our preferred method is a ground source heat pump ranges from around £9,000 for the basic unit to circa £36,000 to include underfloor pipes and the bore hole etc.
We have applied for £5,000 from the Balsdon Trust (our local grant aid charity) towards the ground works.
Up to £3,600 has been requested from the Clare Milne Trust (AA Milne’s legacy) for the path suitable for wheelchairs and disabled access. I have spoken to the co-ordinator who felt we stand a chance of success.
The Yorkshire Building Society is also considering a request for £1,000 towards the path.
The Norman Family Trust have been asked for up to £5,000 towards essential ground works.
Applications are being made to both Comic Relief Funds, one for £40,000 towards the ground works the other for £5,000.
Awards for All who granted us £5,000 in 2004 are being approached for another £10,000.
EDF energy have a green fund that we are applying to for £5,000 towards the ground source heating and we should qualify for assistance from the Low Carbon Scheme.
Excluding the Clothworkers application (which would solve all our problems if granted) the total applications amount to £139,600, but we must assume a zero success rate for the moment and will continue to seek suitable sources of application.
I Buxton
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