Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Wednesday 4th March 2009
Present: L Langston, M Timney, E Gliddon, B George, I Buxton, D Buxton, K Davis, G Spratt, A Shadrick, A Gill, V Nickel, J Forward.
Apologies: T Moon, A Rowe, M Gliddon, S George, A Stacey.
The meeting opened at 7.30pm chaired by L. Langston.
Minutes of Extraordinary Meeting held on Thursday 12th February 2009
The minutes were proposed as a true record by K Davis, seconded by M Timney and duly signed. There were no matters arising.
Minutes of Meeting held on Tuesday 1st December 2008
The minutes were proposed as a true record by M Timney and seconded K Davis.
Matters Arising
The ground-works were duly completed on time, the invoices paid and a small sod-busting ceremony was conducted and attended by the local press.
The re-tendering process was completed and fully reported in the minutes of the extraordinary meeting held on 12th February 2009.
A coffee morning held at Holsworthy Memorial Hall raised £137.00 for the new hall funds. Thanks recorded to Mrs C Moon for organising this event. A point to note for our own new hall activities is that the Memorial Hall is now fully booked for coffee mornings until next December.
New Hall
The final adjustments to the acceptable tender have been agreed and the documents prepared for signature in readiness to submit to the BLF for approval. They were duly signed and M Timney confirmed they would be sent on 5th March 2009. The figure agreed for the building cost with Coyde Construction is £388,856 and the total project cost will amount to £472,390. A full explanation of the costs and our figures accompanies the lottery documents. A response is anticipated after about three weeks and we will talk to the builders and Quantity Surveyor to draw up the necessary contracts in readiness for signing. The builder needs a 12-week lead in period and a provisional start date of 21st June 2009 is proposed, this requires an extension of time from the BLF and a formal request will accompany the documents being sent.
Fund Raising
£15,000 from the Airport ‘Pot’ was duly received together with £12,000 from TDC and £12,000 from CCD, which with money from other fund raising enabled us to pay for the ground works.
I Buxton advised local fund raising activities had been held in abeyance whilst other grants were pursued although the small Christmas Quiz and booklet sales produced £50.00. £250 aid was secured from the Fitton Trust. Unfortunately the Clothworkers’ declined to make a grant, but J Forward and A Rowe had secured a promise of £5,800 from the Carbon Trust towards the ground floor heating system.
Ideas will now be discussed for forthcoming events, possibly a car boot sale, quiz and a summer activity. The artist from the X Factor is presently on tour but has agreed to give a performance some time in the future.
General Purposes Committee
L Langston advised that the work of the building sub-committee was drawing to a close and whilst it would be necessary to oversee the building work until completion their basic duty would then end. The new hall would require a new committee to run it and now was the time to start planning how this would be done.
A discussion document had been drawn up (link at bottom of page) and was presented to the meeting to read and consider, adding their own thoughts as necessary for discussion at the next monthly hall meeting in April. This would give time to prepare for the AGM in May when a change of key committee members might be anticipated.
Finance
| Old Hall | Current £234.42 | Reserve £532.05 |
| New Hall | Current £2753.30 | Reserve £4878.89 |
B George advised considerable movement of funds both in and out of the new hall account had occurred following the various grant receipts and payment of the groundwork invoices. The present combined balance of £7632.19 was largely earmarked for use when the building work commenced as monthly cash flow would be implemented for drawing down from the BLF and other grant aid to pay the builder by instalments.
AOB
M Timney advised TDC had given advance notice that the discretionary rates review for the old hall would take place in April 2010.
M Timney also confirmed the Building inspector had approved the ground works, but the remaining drainage and Building Regulations aspects would be handled when the building work starts.
J Forward advised the landscaping and planting scheme that required prior approval by TDC as part of the Planning Consent was ready to submit and as the original Planning Application was made by the Parish Council this would have to be sent by them as well, together with the fee of £42.50.
J Forward also confirmed he had spoken to Coyde’s about other projects in hand and where we could see examples of their work. They are currently working on converting a Bingo Hall into 22 flats in Tiverton and some years ago they built Bovey Tracey Village Hall. JF further advised he had discussed with them the stringent insulation requirements needed for our hall and was satisfied they were fully conversant with the procedures and stipulations.
I Buxton mentioned the sale of the old hall would need to be addressed.
A Gill expressed concern over how that could impact on arranging the skittles events for the 2009/2010 Season and was reassured that the old hall could not be sold and handed over to new owners until the new hall was built. Continuity will be arranged as necessary.
E Gliddon pointed out Members of the Parish had to be advised about the proposed sale of the old hall and M Timney advised the Charities Commission might also have to be told.
L Langston confirmed all these aspects would receive proper attention as necesary.
M Timney requested that widespread and advance notice be given about the need for extra help for running the new hall. A suitable article will appear in the March Newsletter and A Rowe will be asked to publicise the next meeting well in advance.
There being no other business the meeting closed at 8.25pm.
DONM
Wednesday 1st April 2009 at 7.30pm
Amended to Thursday 2nd April 2009 at 7.30pm
Attached: GPC Ideas
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