Diddlebury Village Hall Minutes – Year to 31st March 2016

Minutes of the Diddlebury Village Hall Committee Meeting held on 7th March 2016

DVH Committee Members: Sally Woodhouse, Amie Watson, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Sarah Halford

Present: Amie Watson, Sarah Halford, Mike Woodhouse, Sally Woodhouse, Tony Bennett, Tom O’Boyle, Chris Thomas,

1.    Meeting Chairman

Tom O’Boyle was elected as Chairman for the Meeting (Proposed A. Watson, seconded C. Thomas)

 
   
2.    Apologies  
None  
   
3.    Minutes of Meeting 30th November 2016  
Accepted subject to clarification of Matters Arising item. Proposed T. Bennett, seconded S. Halford  
   
4.    Matters Arising from Meeting 11th January 2015  
Jayne Husband has kindly volunteered to organise the Open Gardens. She suggests that using the Hall will provide a focal point and increase revenue and, as the Hall will not operational at the appropriate time, Open Gardens should be postponed until completion of the Renewal Project. The committee would like to thank Jayne Husband for her kind offer and accepted that this is a sensible proposal. Promotion of the Open Gardens event would start in the Autumn.  
   
5.    Treasurer’s Report  
Slightly ahead of Budget. Forecast is £1,800 loss for the year.

 

 
   
6.    Renewal  
Project financing was reviewed and included an update on the status of applications for additional gap funding.  
Timing and progress against plan was reviewed:

ME & QS final specifications are ongoing and on plan

Requests for Expressions of Interest have been issued to potential suppliers and also advertised in the Shropshire Star

The Big Lottery has advised that the project progress and timing is meeting their requirements.

 
Diddlebury Parish Council, as Custodian Trustee, is formally approving the details of the Bid Lottery charge over the Hall. This requires appropriate legal advice, costs for which are included in the Renewal project costings.  
   
7.    Communication  
A summary of Item 6 above is to be provided for publication in Corvedale News, parish noticeboards and social media.

Re-wording to suit the publication media is required by the relevant committee members. Note that the previously agreed approval process is to be employed.

C. Thomas

 

 

 

 

   
8.    Fund-raising  
See item 6 regarding applications for gap funding.  
Suggestions for local fund-raising activities, including planning, are requested from committee members. Ideas to be reviewed at next meeting. Please note that the window for holding such events before the start of works is getting smaller. All

 

 

 

Small fund-raising activities organised by the local community are to be encouraged and supported by all committee members no matter how small the financial contribution is.

Community involvement is key to a successful Renewal project outcome.

All

 

 

 

 

It was agreed that an Honesty Box for contributions for parking is to be arranged. First stage is to identify a suitable Box and circulate to committee members for cost approval. C. Thomas
It was agreed that the existing DVH noticeboard, rather than a new larger board, is to be used for Renewal updates and publicity/promotion for the time being.  
Charity Choice has been selected as the most suitable web-site for on-line gifting. There have been issues with getting it set up as it appears that DVH was already registered with the web-site. A way forward has been identified and is being implemented. A.    Watson
A difference of opinion arose regarding on-line gifting arose that requires resolution at the next Committee meeting.  
   
9.    Data Protection  
There is no legal requirement for organisations such as DVH to register.  
There are recommendations to safeguard data and those which can be practically implemented will be implemented. A.    Watson
Individuals registering with the e-mail address list are to receive an auto-response advising how personal data will be managed and used. A.    Watson
   
   
10. Car Park Arrangements  
The suggested arrangements have been communicated to the School, Playgroup, Church, Diddlebury Parish Council and local residents.  
It was agreed that the access to the DVH carpark be marked in red as opposed to grey for future issues of the suggested parking arrangements.  
   
11. Lettings Update  
Lettings List attached S. Woodhouse
   
12. AOB  
The issue of Council tax relief arose and is being resolved. T. Bennett
As the Hall will be unavailable during the Renewal Project, use of the Parish Room for DVH Committee meetings is to be considered.  
Notice of the AGM, scheduled for 25th April 2016, needs to be published on the local parish noticeboards no less than four weeks before the AGM. S. Woodhouse
   
13. Next Meeting  
Monday 4 April 2016, 7.30pm.  

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 15th February 2016

DVH Committee Members: Sally Woodhouse, Amie Watson, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Sarah Halford

Present: Amie Watson, Sarah Halford, Tony Bennett, Tom O’Boyle, Chris Thomas, Sally Woodhouse

1.    Meeting Chairman

Sarah Halford was elected as Chairman for the Meeting (Proposed T. O’Boyle, seconded T. Bennett)

 
   
2.    Apologies  
Mike Woodhouse
3.    Minutes of Meeting 30th November 2016
Accepted. Proposed T. O’Boyle, seconded T. Bennett
4.    Matters Arising from Meeting 11th January 2015
Selection of 3 suppliers will happen as part of the tendering process
Moving and re-siting of the Autumn Show shed has been organised.
Consultation with the School on the impact of the Renewal project has commenced and confirmation of site requirements will happen closer to the start of works.
Renewal update notices posted n Parish noticeboards
Publicity board action outstanding C. Thomas
Lettings list circulated
5.    Treasurer’s Report
Slightly ahead of Budget. Forecast is £1,800 loss for the year.

 

6.    Renewal
Outline timing plan received from Architect.
Gap funding has been applied for. Big Lottery has been advised of applications.
7.    Communication
Press releases released. Notices put up around Parish and social media updated  

 

Strategy for approving publications confirmed as per agreement at 11/01/16 meeting.
8.    Fund-raising
Further applications for gap funding to be made.
Local fund-raising activities to be discussed at next meeting
Opportunity to run Open Gardens event being investigated M. Woodhouse
On-line fund-raising to be progressed.

Select suitable supplier and initiate activity

A. Watson
Review option for ‘Honesty Box’ at next meeting
9.    Car Park Arrangements
Covering note to accompany car parking proposal has been written.

Proposal to be circulated to School (M. Woodhouse), Church (S. Woodhouse), Parish Council (T. O’Boyle), Playgroup (A. Watson) and local residents (C. Thomas); proposed T O’Boyle, seconded A. Watson and agreed.

It was noted that the proposal is only a suggestion to improve parking in the area and there is no intention to try to enforce it. It would, however help address the concern over emergency access to the School.

M. Woodhouse S. Woodhouse

T. O’Boyle

A. Watson

C. Thomas

 

 

 

10. Lettings Update
List circulated and attached

 

S. Woodhouse
11. AOB
An offer has been made to store and re-paint the outside benches during the Renewal. Write letter accepting the kind offer. C. Thomas
12. Next Meeting
Monday 7 March 2016, 7.30pm.

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 11th January 2016

DVH Committee Members: Sally Woodhouse, Amie Watson, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Sarah Halford

Present: Amie Watson, Tony Bennett, Chris Thomas, Mike Woodhouse, Sally Woodhouse, Tom O’Boyle,

1.    Meeting Chairman

Tony Bennett was elected as Chairman for the Meeting (Proposed C. Thomas, seconded M. Woodhouse)

 
   
2.    Apologies  
Sarah Halford
3.    Minutes of Meeting 30th November 2016
Accepted. Proposed T. O’Boyle, seconded M. Woodhouse
4.    Matters Arising from Meeting 26th October 2015
Considered under Agenda items
5.    Treasurer’s Report
£25796in Bank and cash against £24,732. Slightly ahead of Budget
Internet banking is set up but authorising signatories is proving to be problematic.
6.    Renewal
Design Team comprising professional consultants (architect, engineer etc) involved in supporting the Lottery grant application has been appointed.
Process stipulated by Big Lottery includes:

1.    Development of detailed specification

2.    Approval of documents by Big Lottery

3.    Development of Request for Quotation (RFQ) Tender documents

4.    10 suppliers invited to submit applications to quote

5.    3 suppliers to be selected to quote

6.    3 selected suppliers to submit quotations

7.    Selection of supplier by Design Team

8.    Lottery approval of supplier selection and quotation

9.    Appointment of supplier

10. Start of works

Completion of this process is unlikely to complete before late May/ early June.

T. Bennett
Big Lottery award conditions require start of works no later than 6 months from acceptance of award by DVH. This means works need to start by 18 June 2016. Given Big Lottery process requirements, achieving this may be difficult and review with Big Lottery may be required.
RFQ tender documents to specify the full desired Specification (see Item 7 below). If full funding is not achieved, specification can be reduced accordingly.
Re-siting of the Autumn Show shed (behind DVH) needs to be defined and detailed.

Liaise with Autumn Show (John Woodhouse) and Mothers & Toddlers (Colin)

M. Woodhouse & A. Watson
School already advised of potential works site requirements during Renewal Project; next stage is confirmation. M. Woodhouse
Every effort is to be made to keep local community and neighbours up to speed with Renewal plans, progress and status.
Communication
Updates for the following to be provided by:

Corvedale News, Corvedale web-site, google Group – C. Thomas

Social media, Facebook, Twitter, including developing e-mail circulation group – A. Watson

DVH and A-i-t-D Web-sites – T. Bennett

Noticeboards inc local pubs – S. Woodhouse

Send list of local noticeboards to S. Woodhouse

Local TV and Radio – M. Woodhouse

T. Bennett & C. Thomas

 

Proposed communications to be circulated to all Committee Members for approval before publication. Absence of any response, with the exception of Mike Woodhouse, within three days is to be taken as approval. Mike Woodhouse, as responsible for ensuring public communication meets Big Lottery requirements, is to comment within three days.
7.    Fund-raising
Total Project cost to achieve basic specification, as advised to Big Lottery, is £606k.

Bid Lottery have awarded grant of £576k, leaving £30k to be found.

Garfield Weston Foundation has been approached for funding to bridge the gap.
Will be approaching other organisations for further gap funding M. Woodhouse
Lisa Bedford is advising of local funding opportunities including Shrops Housing Community Development Fund.
Investigate proposals/costs for publicity board for DVH

 

 

 

8.    New Activities
Any thoughts for new Activities to be sent and collated by M. Woodhouse.
9.    Car Park Arrangements
School has signed new Licence for one year. Licence specifically identifies that gates to left open outside of licence hours.
Car parking proposals, as circulated last year, to be sent to T. O’Boyle.

Write covering note, circulate for review at next meeting

C. Thomas

 

T. O’Boyle

10. Lettings Update
List to be circulated S. Woodhouse
11. AOB
None
12. Next Meeting
Monday 15 February 2016, 7.30pm.

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 30th November 2015

DVH Committee Members: Sally Woodhouse, Amie Watson, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Sarah Halford

Present: Amie Watson, Tom O’Boyle, Mike Woodhouse, Sally Woodhouse, Tony Bennett, Chris Thomas,

1.    Meeting Chairman

Tom O’Boyle was elected as Chairman for the Meeting (Proposed A. Watson, seconded C. Thomas)

 
   
2.    Apologies  
Sarah Halford
3.    Minutes of Meeting 26th October 2015
Accepted. Proposed S. Woodhouse, seconded T. Bennett
4.    Matters Arising from Meeting 26th October 2015
None
5.    Treasurer’s Report
£25871 in Bank and cash against £25211.96. Slightly ahead of Budget

 

£53.68 donation to Church from proceeds from the Harvest Supper.
A proposal to continue paying all annual licences etc during the renewal process was approved. Proposed C. Thomas, seconded A. Watson. T. Bennett
Internet banking is set up for renewal payments. Account signatures etc are as per the existing account.
6.    Renewal
Official notification has been received that the Big Lottery has offered DVH £563,839 for the Renewal Project, along with £2,000 towards Launch costs.
The formal response accepting the offer is to be made. Proposed C. Thomas, seconded T. O’Boyle T. Bennett
All Trustees, both present and future, must receive a copy of the Big lottery Grant Offer Terms and Conditions. This to be circulated to Trustees M. Woodhouse
The professionals who supported the Stage 3 Bid are to be appointed for the Project. Proposed M. Woodhouse, seconded S. Woodhouse. M. Woodhouse
Award to be publicised on Facebook and Twitter (Twitter account to be set up). Proposed C. Thomas, seconded T. Bennett. A. Watson
Other local press to be advised: Ludlow Advertiser, S Shrops Journal, Shrops Star Corvedale News, Shropshire Radio. A. Watson to support with electronic/internet communication. Proposed C. Thomas, seconded M. Woodhouse. A. Watson
A record is to be maintained including interviews, press articles, photographs etc.
Mike Woodhouse is to filter all communications. M. Woodhouse
Tendering process to be started: tenders out in January with a target of starting building works in April.
7.    Fund-raising
Need to raise a further £30,000 to reach the minimum specification. £55,000 would achieve the full desired specification.
Details of potential funding sources to be forwarded to Mike Woodhouse. All
Mike to confirm Big Lottery requirements for additional funding are met. Tony Bennett is to coordinate funding sources. M. Woodhouse

T. Bennett

Ideas for further funding:

Shrops Housing Community Development Fund

Just Giving website; to be set up, proposed T O’Boyle, seconded C. Thomas

‘Final Bash’ event at DVH

Buy a Plank; engraved plaques on exterior boarding

Sale of current floor, though problematic (Contractors, HS&E, etc)

Open gardens

Fashion Show

Sponsors for specific items: Kitchen, windows, rooms

Sponsors Board, large and small versions

A-i-t-D supporters

Corvedale News advertisers

Prospectus for costs required

Honesty/contributions Box

Contributions for parking

Big notice outside DVH publicising targets/status/progress

A.    Watson

 

 

 

 

M. Woodhouse

 

 

 

 

 

 

 

 

8.    New Activities
Any thoughts for new Activities to be sent and collated by M. Woodhouse: New Age Curling, Walking, Football, Community Lunch Club, Youth Cooking Skills, Radio Controlled Car Club,

Photography, Music Club, working with the School

9.    Car Park Arrangements
Padlock numbers are available. The School has been informed that gates are to be left open out of Licence hours.
A rolling Licence for use by the School is not recommended.

A new licence to be agreed for one year subject to 2-3 months’ notice and taking potential building works into account.

Revised Licence to be circulated to committee Members for ‘by exception’ review prior to forwarding to Corvedale School.

Consider identifying Renewal Project Site requirements in the Licence

M. Woodhouse
10. Lettings Update
See separately circulated list.

Approximate date for start of building work: April 2016

11. A-i-t-D
Culmington Beer Festival is not going ahead
12. AOB
Parish Council are considering options for re-tarmacing the parking areas.
13. Next Meeting
Monday 11 January 2016, 7.30pm,

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 26th October 2015

DVH Committee Members: Sally Woodhouse, Amie Watson, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield, Sarah Halford

Present: Chris Thomas, Tom O’Boyle, Sally Woodhouse, Tony Bennett, Amie Watson, Mike Woodhouse, Sarah Halford

1.    Meeting Chairman

Tom O’Boyle was elected as Chairman for the Meeting (Proposed A. Watson, seconded M. Woodhouse)

 
   
2.    Apologies  
None
3.    Welcome
Sarah Halford was welcomed as the Representative for the Ballet Group
4.    Minutes of Meeting 27th July 2015
Accepted. Proposed T. Bennett, seconded A. Watson
5.    Matters Arising from Meeting 10th February 2015
Insurance has been renewed with existing provider
Padlock codes awaited
6.    Renewal Plan Update
Current status:

ü  Professional review completed

ü  Assessed by local Lottery committee

ü  Report submitted by local Project Manager to National committee

·      National Committee review 18/11/15

Consider ideas to raise additional funds at next meeting.
Also identify potential new additional activities for renewed Hall
7.    Car Parking Arrangements
An initial draft identifying requirements for site during renewal has been prepared and presented to Corvedale School. There was a pragmatic and realistic response.
Locking of carpark was also discussed: car park only to be locked during Licence hours. There are two organisations involved: School and Playgroup.
A letter is to be written to the School requesting the padlock codes for all padlocks C. Thomas
8.    Car Park Licence
Investigate legal options for rolling on existing contract, potentially on one month’s notice S. Woodhouse
9.    A-i-t-D
There is no news, positive or negative, about Culmington beer Festival
Sun Inn has agreed that A-i-t-D name should not be used
10. AOB
Finance Report: slightly ahead of Budget: £25,439.53 in Bank and cash.

Harvest Supper receipts slightly down on last year, 10% of profit donated to the Church. Harvest Supper received good feedback.

Lettings: Regular lettings plus Panto rehearsals. Panto is 10-11 Dec.
Consider a Final Bash before renewal begins.
11. Next Meeting
Monday 30 Nov 2015, 7.30pm,

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 27th July 2015

DVH Committee Members: Sally Woodhouse, Amie Watson, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield

Present: Chris Thomas, Tom O’Boyle, Tony Bennett, Amie Watson, Mike Woodhouse, Sally Woodhouse

1.    Meeting Chairman

Tom O’Boyle was elected as Chairman for the Meeting (Proposed C.Thomas, seconded T. Bennett)

 
   
2.    Apologies  
None
3.    Election of DVH Officers 2015-2016
Chairman – to be appointed for each meeting.
Treasurer – Tony Bennett

Secretary – Chris Thomas

Bookings Secretary – Sally Woodhouse

Diddlebury Parish Council Representative – Tom O’Boyle

Dance Group Representative – Mike Woodhouse

Parochial Church Council Representative – Sally Woodhouse

Corvedale Entertainment Group – Bill Hatfield

Corvedale Autumn Show Representative – Joanne Woodhouse (not voting or Trustee)

The above were proposed by T. O’Byle, seconded A. Watson, and approved by the Committee.

4.    Public Meeting Feedback Review
A report on the Public Meeting (27 April 2015) which followed the AGM is an addendum to the AGM Minutes.
The second Public Meeting (02 May 2015) covered the same material and had similar feedback to the first.
There was a high level of support for the proposals. There was a good level of discussion and a number of questions and points were raised. These were all answered satisfactorily at the Meetings. There were no outstanding questions at the end of the Meetings.
5.    Renewal Plans Review
An outline of the Business Case and Financial Plan was presented. Full details have been circulated to Committee Members
Following review by Committee Members, Architect and Shrops Council Advisers there have been some significant updates.
It is noted that the costs were supplied late by the Architect and they required revision to achieve the budgeted costs.
The Mechanical Engineer struggled to meet the heating/cooling requirements for all seasons within the budget.
Options are: increase of £30k required to achieve all Outcomes or zero increase for a minimum spec. Big Lottery advised that the increase is unlikely to be a problem, though this is not approved.

The Application therefore includes the extra £30k.

Capital total includes £50k to cover inflation and contingencies.
6.    Motion to approve Stage 3 Lottery Aplication
It is proposed that the Stage 3 Lottery Application be submitted to the Big Lottery for their review. Proposed C. Thomas, seconded T. O’Boyle. The motion was passed unanimously.
7.    Motion for new User Group; Ballet
Proposal to accept a new User Group; the Ballet Group.

This item was circulated to Committee Members by e-mail and accepted.

The decision was ratified by the Committee.

8.    Motion to co-opt Sara Thompson
Proposal to co-opt Sara Thompson to represent the interests of DVH Volunteers. The position will not be Trustee or Committee Member status. The role will include organising Volunteers in support of DVH activities and to increase the Volunteer support base.

This item was circulated to Committee Members by e-mail and accepted.

The decision was ratified by the Committee.

9.    Minutes of Meeting 30th April 2015
Accepted. Proposed T. O’Boyle, seconded T.Bennett
10. Matters Arising
None.
11. Insurance renewal
It was agreed that insurance would be renewed with the current insurers as per last year. Proposed T. O’Boyle, seconded T. Bennett and passed unanimously S. Woodhouse

T. Bennett

12. Ale in the Dale
A group from Culmington have approached T. Bennett requesting that they run Ale-in-the-Dale next year to raise funds for Culmington Church. The event would be run over the first May bank holiday at the Sun Inn.
There has been some difficulty in contacting the group by e-mail or phone.
It was agreed that DVH would support with use of equipment and provide other support where possible. Use of the A-i-t-D bank account will not be possible. The A-i-t-D name, web-site and other administrative arrangements are DVH assets for fund-raising for DVH, so unfortunately cannot be used for the Culmington event.

Further, if the A-i-t-D name is used, there is a possibility that public perception would assume that the event was a DVH fund-raising activity not a Culmington activity.

13. Car Park Access
There are four gates to the car park which the School have put padlocks on, including those providing emergency egress from DVH. DVH only has the code for the main gate. Obtain codes for the other padlocks. S. Woodhouse
The School is leaving the car park locked outside of the Licence agreement times. This issue is to be addressed during the Licence Agreement renewal discussion.
14. AOB
None
15. Date of next meeting
7 Sept 2015, 7:30pm

 

 

 

Minutes of the Diddlebury Village Hall Committee Meeting held on 20th April 2015

DVH Committee Members: Sally Woodhouse, Amie Watson, Tom O’Boyle, Tony Bennett, Mike Woodhouse, Chris Thomas, Bill Hatfield

Present: Amie Watson, Tony Bennett, Tom O’Boyle, Mike Woodhouse, Chris Thomas, Sally Woodhouse

1.    Meeting Chairman

Tom O’Boyle was elected as Chairman for the Meeting (Proposed C.Thomas, seconded A.Watson)

 
   
2.    Apologies  
None
3.    Minutes of Meeting 30th March 2015
Accepted. Proposed M.Woodhouse, seconded T.Bennett
4.    Matters Arising from Meeting 10th February 2015
Fire Risk Assessment is ongoing.
A-i-t-D agenda item to be deleted
A meeting with Shropshire Rural Community Council is being arranged. M.Woodhouse
Skittle Alley possible purchase being investigated T.Bennett
5.    Architect’s Renewal Outline Plan
Plan, west, south and east elevations were presented and reviewed.
Footprint is broadly as current, with annexe being replaced and being extended north and south but not east. A new Main Hall roof with same ridge height but less pitch. Roof line continues down over annexe. Main entrance is on east side. Annexe contains entrance lobby, enlarged kitchen, bar, meeting room and toilets. The roof over the meeting room (central in annexe) has a raised roof, options are pitched (with ridge running square to main hall ridge) or sloping flat. Current entrance lobby and toilets become a storage room and another small meeting room. Main Hall exterior is larch boarding, the annexe being brick with a large glazed portion on the meeting room. The roof is aluminium flat panel with raised standing seams; essentially similar to current roof but in aluminium. Reduced pitch angle will make the roof less visible.

Main Hall floor will be replaced with new wooden floor, approx. 3 inches higher than current to enable underfloor insulation. It was agreed that 3 inches was an acceptable compromise to gain the insulation.

The committee were impressed with the plans which were met with general approval; much improved appearance, dual usage capability, better kitchen and bar arrangements. It was felt that the architect had produced a very good design.
Key observations/discussion:
Storage might be limited. Use of the smaller meeting room in the main Hall as additional storage was considered; this could also enable the use of more economical flooring. The area above could also be considered for storage.
The area above the storage room and small meeting room could be used for stage lighting and sound management; access to the area would be required.
The need for a second serving hatch from the annexe meeting room to the Main Hall was discussed.
It was observed that the backstage area, changing rooms and storage, might not be essential and could be added at a later stage.
Making the annexe exterior wooden as the Main Hall was discussed; it was observed that this could make the building too bland and ‘shed-like’. Brick construction on the side of wooden buildings is common and generally looks fine.
The proposal for a pitched roof over the annexe meeting room was agreed.
It was noted that the design showed top opening windows, but this could simply be that window design had not yet been completed and these were only illustrative. It was recognised that windows are a key part of the external appearance. It was also observed that UPVC frames are the obvious choice from a maintenance viewpoint
South facing elevation, that seen from the road, has no features except an emergency exit door. Ways of breaking up the large area of wall were discussed; windows, notice boards, veranda as per Tithe Barn (before it was converted into a conservatory), large DVH sign.
Aluminium panels simulating tiled roofing were discussed. Architect’s feedback was that this is generally a poor imitation and does not look right.
East elevation of annexe is brick with windows. Using wood in the centre section of the meeting room was discussed to break up the the brick appearance.
It was agreed that the architect be asked to consider:

·      an aesthetic/sympathetic window design

·      the use of wood between the glazing on the annexe meeting room east elevation to break up the brick aspect

·      Access to the area above the storage room and small meeting room

Cost:
The total cost for the proposed design is only just within budget; there is little opportunity for changes that would increase cost.
Options to save cost include: reducing size of annexe on north end and consequently reducing kitchen size: removing backstage rooms.
It was noted that window design can add significant cost.
Additional features on the south elevation could also add to the cost.
Timing:
Timing is tight, very tight. Stage 3 Big Lottery Application needs to be submitted by August, and absence of planning permission at that stage will seriously impair the application.
To gain planning permission by that time, planning application needs to be submitted early in May.
There is little, if any, time for any significant design changes.
The following timing was agreed:
·      Responses from Architect by Friday 25/4 M.Woodhouse
·      Any further feedback from Committee to M.Woodhouse by Sunday 26/5 All
·      AGM followed by public meeting to present design Monday 27/4. Architect to be present if possible.

·      Questions to be taken and answered at meeting, with an option to leave written comments for the Committee.

All
·      Brief presentation to Diddlebury Parish Council Weds 29/4 M.Woodhouse
·      Repeat of public meeting on Saturday 2/5 10.30am All
·      Collation and distribution of any written comments by Tuesday 5/5 C.Thomas
·      DVH Committee Meeting Tuesday 5/5 to review comments and confirm design. All
·      Architect to update and submit final design ASAP. M.Woodhouse
·      Committee to review by e-mail prior to submission for planning application, probably week commencing 11/5 All
The committee was very appreciative of the work Mike Woodhouse, supported by Tony Bennett, has done in not only getting the outline plans available, but also in ensuring that the plans met the requirements so well.
6.    AGM Preparation
AGM to follow standard format as per last year.
Election of Chairman and Meeting Secretary. If no one else is proposed by the Meeting, Chris Thomas will chair and Tom O’Boyle will be Secretary.
Committee Report to be presented by Chris Thomas

Hall usage details, past and future, to be confirmed by Sally Woodhouse

S.Woodhouse
Treasurer’s Report to be presented by Tony Bennett (successful year in that forecast was met, albeit that forecast was a small loss)
Confirmation of User Group Reps, Sally Woodhouse to advise of names.
Election of Committee Members. The following are known to be standing for election: Amie Watson, Tony Bennett, Chris Thomas.

The Committee have not been advised of any other candidates at this stage.

Date of next AGM: 25 April 2016 7.30pm
7.    AOB
Business Plan for Community Club Lunches was presented by Amie Watson for review. To be reviewed at next but one meeting (5/5 meeting to focus on Officer election and Renewal plan finalisation) All
Car Park padlock code to be added to keys C.Thomas
Lottery logos are to be used on DVH documentation All
8.    Next Meeting
5 May 2015, 7.30pm,

Restricted Agenda: Officer election and Renewal plan finalisation.

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