Minutes of Past Parish Hall Meetings
Minutes of the Ashwater Parish Hall Meeting Held on Thursday 2nd April 2009
Present: L Langston, M Timney, B George, A Rowe, J Forward, I Buxton, S George, G Spratt, A Shadrick, A Gill, V Nickel, J Madge,
C Moon, R Graham, T Moon, E Burnhill, S Martyn,W Lee, F Bull, A Gerry, J Wilson, K Coles, A Stacey.
Apologies: B Cox, G Cox, D Buxton, H Bone, K Davis, E Gliddon, M Gliddon.
The meeting opened at 7.45pm chaired by L. Langston.
Minutes of Meeting held on Tuesday 4th March 2009 The minutes were proposed as a true record by M Timney and seconded G Spratt.
Matters Arising
New Hall
The BLF responded to the new building tender details submitted and recalculated the grant aid offer previously made. The formula used was to offer the first £250,000 of the overall building costs plus half the difference and an allowance for increased costs. Consequently as we had submitted a new tender figure at less than the original their revised offer left us with a shortfall of just over £19,000. The building fund raising sub-committee had anticipated this and secured offers of short-term interest free loans accordingly. The BLF wanted all the funding in place before granting their aid and will not accept future anticipated proceeds from the sale of the old hall as part of the arrangement. Our bid is now with the BLF legal department.
A meeting has been arranged with the QS and potential builders on 15th April 2009 to discuss contract terms and general aspects so that matters may proceed as soon as the BLF sanction is received. The aim is to try and start building work by mid-June.
General Purposes Committee
Discussion covered the need for continuity once the work of the new building sub-committee finished i.e. once the new hall is built. There would be a need for volunteers to take on specific tasks and the nature of these required planning before occupation of the new hall could take place. Arrangements were made for an ‘Ideas Meeting’ to take place on 14th April at the Village Inn to report back at the May Parish Hall Meeting following the AGM.
M Timney advised mention had been made that if the current PO and Village Shop was to close would the new hall accommodate such a venture? He pointed out this would be outside the current planning consent and was not part of the present constitution.
J Forward said the design and build package for the new hall meant it was vital that no deviation should occur from the plans otherwise severe financial cost could be incurred.
M Timney also pointed out it would probably require building an extension to the hall for which separate outside funds would be needed. The cost of planning consent, design and such matters as the affect upon the rateable value needed consideration. In addition it would be necessary to survey the Parish to establish if such premises were needed.
The Chairman advised it was not something that could be decided unless an official approach was made to the hall committee, but asked if in principle it was something those present would view favourably. The general feeling was that it might be considered, but would need very careful attention to detail.
Finance
| Old Hall | Current £234.42 | Reserve £732.25 |
| New Hall | Current £2940.30 | Reserve £4878.89 |
An invoice for £4140 from the QS is anticipated in respect of work done on the re-tendering process. Unsuccessful attempts had been made to reduce this sum, which covered various builders meetings and a weekend attendance with the sub-committee.
Membership fees of £35.00 for the Devon Association of Community Buildings are due. Payment proposed by M.Timney, seconded by A Rowe was approved.
AOB
C Moon advised another coffee morning had been arranged at Holsworthy Memorial Hall for 16th December 2009.
M Timney advised the old hall exemption had been confirmed by TDC and rated at zero for the coming year. He also confirmed our Insurers agreed the new hall site was covered for liability insurances should we need to utilise the car park for boot sales and similar activities.
A Rowe confirmed the Church would be holding a dog show and other fund raising entertainments on the Village Green on July 4th 2009. It was generally felt the opportunity could be used for the Parish Hall to stage tandem events. A car boot sale is also being organised on the new hall site on a separate (earlier) date.
M Timney advised T Drowne has a balloon ride as a reward for use of her land by the balloon company and would donate this to the hall committee for use as a prize.
I Buxton reported on a visit to Bovey Tracey – Phoenix Hall, which had been built by Messrs. Coyde following lottery funding in 2002. The standard of workmanship appeared excellent and unsolicited comments from the Caretaker (who had been a member of the hall committee involved in securing funds, tenders and overseeing the work) were extremely favourable in respect of the builders.
The Chairman confirmed the AGM would precede next month’s meeting and the existing Vice-Chairman and Secretary would not seek election. He said nominations for all officers would be needed at the AGM.
There being no other business the meeting closed at 8.45pm.
AGM and DONM: Wednesday 6th May 2009 at 7.30pm
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