Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Extraordinary Meeting Held on Thursday 12 February 2009
Present: L Langston, M Timney, J Forward, A Rowe, A Shadrick, S Martyn, T Moon, B Cox, G Spratt, I Buxton, K Davis, S George, B George, E Gliddon, A Stacey.
The meeting opened at 7.35pm with L Langston in the chair advising this extraordinary meeting had been called to discuss the recommendations of the sub-committee charged with securing fresh tenders for building the new hall.
Apologies for absence were received from V Nickel, E Burnhill and M Gliddon.
Tenders
The previous committee meeting in December 2008 agreed the sub-committee would arrange re-tendering by 16 January 2009. A time extension was granted to 23 January 2009 to help the builders. Four tenders were received from Coyde, Drew, Stacey and Dawnus.
All tenders were lower than those in the previous round. A meeting was held with the Quantity Surveyor, as not all the quotes were in the required format. Subsequently full particulars were received and analysed by the sub-committee. After further email correspondence with the QS he confirmed satisfaction and recommends acceptance of the lowest figure of £385,000 from Messrs Coyde.
The sub-committee endorse this recommendation although there will be a need for a slight upward revision in the figures to ensure full compliance with our detailed specification. Many items were previously taken out in an effort to agree the lowest figure submitted in the last tender round, but have now all been reinstated with an assurance by Coyde and the QS that the work will be completed to the standard we require. The QS is familiar with Coyde’s work on other projects.
The next lowest tender was for £425,000 and did not meet the full specification with the other tenders of £460,000 and £538,000 being too high.
After discussion it was proposed by A Rowe, seconded by E Gliddon that the sub-committee should be authorised to accept the tender submitted by Coyde, subject to the relatively minor items to be included being approved by the QS. A show of hands confirmed the motion was passed unanimously.
The sub-committee will try to examine examples of Coyde’s previous work and will now move towards completing the paperwork required to satisfy the BLF requirements. A start and completion date will be agreed and efforts made to bring full details to the next scheduled full committee meeting in March.
Funding
Sufficient funds are in place from the BLF, Exeter Airport Sale, Foundation for Sport and Arts a heating grant and our own funds to ensure that the project can now proceed. Other funding will have to be explored for internal fixtures and fittings.
Any Other Business
A bill for £85.00 was presented for repairs to the old hall floor. A Rowe proposed payment, seconded M Timney and agreed by all those present.
T Moon advised a coffee morning was being arranged at Holsworthy to raise funds for the new hall. Posters and prizes for a draw were requested and will be arranged.
There being no other business the meeting closed at 8.10pm.
Date of Next Committee Meeting: Wednesday 4th March 2009.
Website designed by Anthony Williams and Henriette North.
Comments and Submissions to webmaster@ashwaterparish.org.uk
Last modified: Sunday December 18, 2011