Hampshire County Council

Executive Member - Recreation and Heritage Item 2

19 February 2003

Community Buildings Fund 2002/03

Report of the Director of Recreation and Heritage

Contact: Margaret Plumridge Ext: 6173

1. Summary

1.1 The following decisions are sought:

i) that funding support totalling £74,623 be approved for allocation from the Community Buildings Fund as listed below;

Hall/Centre	District	£
Binsted Village Hall (The Wickham Institute)	East Hants	448
Broughton Village Hall	Test Valley	997
Clanville Coronation Hall	Test Valley	845
Copythorne Parish Hall	New Forest	2,528
Grayshott and Hindhead Institute and Village Hall	East Hants	667
Holybourne Village Hall	East Hants	12,500
Kingsclere Village Club	Basingstoke & Deane	1,094
Kingsley Centre, Bordon	East Hants	334
The Lionel Tubbs Community Hall, Kings Worthy	Winchester	1,226
Mottisfont Village Hall	Test Valley	566
North Warnborough Village Hall	Hart	1,650
Oakhanger Village Hall	East Hants	12,000
Otterbourne Village Hall	Winchester	1,733
Rookesbury Hall	Winchester	1,238
Rotherwick Village Hall	Hart	4,105
Sherfield-on-Loddon Village Hall	Basingstoke & Deane	2,000
Silchester Village Hall	Basingstoke & Deane	1,333
Soberton Village Hall	Winchester	393
Steep Village Hall	East Hants	2,673
Tangley Parish Village Hall	Test Valley	12,500
The Victoria Hall, Hartley Wintney	Hart	4,279
The Victoria Hall, Sutton Scotney	Winchester	2,154
Wellow Village Hall	Test Valley	3,721
West Meon Village Hall	Winchester	1,494
Winchfield Village Hall	Hart	1,145
Bridgemary Methodist Church	Gosport	1,000
Preston Candover Village Hall	Basingstoke & Deane	0
St Mary Bourne Village Centre	Basingstoke & Deane	0
	TOTAL	74,623

2. Reason

To support organisations that seek to enable local people to meet the recreational, educational, social, cultural and environmental needs of their local communities.

3. Other Options considered and rejected

- Making grants at higher and lower levels.

- Making no grants at all.

4 Conflicts of interest declared by the decision maker or a member or officer consulted. - None

5 Dispensation granted by the Standards Committee - Not applicable.

6 Reason(s) for the matter being dealt with if urgent - Not applicable.

Approved by: (signature) Date: (date of decision)

................................

Councillor J Waddington

	Hampshire County Council
	Executive Member - Recreation and Heritage		Item 2
	19th February 2003
	Community Buildings Fund 2002/03
	Report of the Director of Recreation and Heritage

Contact: Margaret Plumridge, ext 6173

1. Summary

1.1 The County Council works in partnership with specific community organisations particularly community associations and village hall committees who seek to enable local people to meet the recreational, educational, social, cultural and environmental needs of their local communities. These organisations give local people an opportunity to participate in local activities and encourage local initiatives by people of all ages.

1.2 The Council has wide powers under Section 19 Local Government (Miscellaneous Provisions) Act 1976 to provide recreational facilities and to contribute by way of grant or loan towards expenses incurred by voluntary bodies in providing such facilities.

2. Purpose of Report

2.1 The purpose of this report is:

i) to provide details of the current financial position of the community support budget ( Appendix 1)

ii) to provide details of requests for financial support from the Community Buildings Fund from voluntary Village Halls and Community Associations

2.2 The proposals in appendices 3 and 4 amount to £74,623. This exceeds the budget by £49,687 and this can be met from elsewhere in the Community Support Budget by utilising the unspent provision for a community officer post that is currently held vacant and an administrative assistant post which has been delayed and will be recruited in April 2003. The grant distribution criteria is set out in appendix 2. Projects in appendix 3 fully meet the criteria and have been allocated a proposed level of funding in line with the criteria. Those in appendix 4 do not fully meet the criteria but have been put forward for consideration by the Executive Member.

3. Recommendations

i) That funding support totalling £74,623 be approved for allocation from the Community Buildings Fund.

Section 100 D - Local Government Act 1972 - Background Documents

The following documents disclose facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of this report.

NB the list excludes:

Published works

Documents, which disclose exempt or confidential information as, defined in the act.

Title Location

Applications for financial assistance Community Support Unit

Recreation and Heritage Dept

Mottisfont Court

Winchester

Community Support Budget 2002/03 Appendix 1

	Total	Community Grants Fund	Annual Revenue Support	Seconded Staff	Neighbourhood Initiatives
	£	£	£	£	£
Original Budget Allocation	408,500	85,300	150,000	110,200	63,000
Allocations to date: 4 April 2002 30 May 2002 18 July 2002 12 Sept 2002 12 Dec 2002	-265,200 -10,600 -20,224 -33,763 -53,777	0 -10,600 -17,224 -33,763 -20,627	-118,000 -3000 -8250	-110,200	-37,000 -24,900
Balance	24,936	3,086	20,750	Nil	1,100
Proposed allocations	-74,623	-74,623	0	0	0
Balance remaining	-49,687	-71,537	20,750	Nil	1,100

Appendix 2

The application criteria for the Community Grants Fund is as follows:

Grants are given for:

· Building repairs, extensions and refurbishments

· Health and Safety issues

· Equipment to improve the buildings and increase usage

· Feasibility Studies

Who can apply:

· Village Halls (not parish run halls)

· Community Associations

· Other similar community groups

· Church Organisations that have a separate community programme on their property

Funding criteria:

· For projects costing less than £15,000, the funding criteria is up to ⅓ of the cost.

· For projects costing more than £15,000, the grant is calculated at 50% of the combined district and parish contribution up to a maximum of 25% of the project costs or £12,500, whichever is the lesser.

Appendix 3

Summary of recommended grants meeting the criteria

Hall/Centre	District	£
Binsted Village Hall (The Wickham Institute)	East Hants	448
Broughton Village Hall	Test Valley	997
Clanville Coronation Hall	Test Valley	845
Copythorne Parish Hall	New Forest	2,528
Grayshott and Hindhead Institute and Village Hall	East Hants	667
Holybourne Village Hall	East Hants	12,500
Kingsclere Village Club	Basingstoke & Deane	1,094
Kingsley Centre, Bordon	East Hants	334
The Lionel Tubbs Community Hall, Kings Worthy	Winchester	1,226
Mottisfont Village Hall	Test Valley	566
North Warnborough Village Hall	Hart	1,650
Oakhanger Village Hall	East Hants	12,000
Otterbourne Village Hall	Winchester	1,733
Rookesbury Hall	Winchester	1,238
Rotherwick Village Hall	Hart	4,105
Sherfield-on-Loddon Village Hall	Basingstoke & Deane	2,000
Silchester Village Hall	Basingstoke & Deane	1,333
Soberton Village Hall	Winchester	393
Steep Village Hall	East Hants	2,673
Tangley Parish Village Hall	Test Valley	12,500
The Victoria Hall, Hartley Wintney	Hart	4,279
The Victoria Hall, Sutton Scotney	Winchester	2,154
Wellow Village Hall	Test Valley	3,721
West Meon Village Hall	Winchester	1,494
Winchfield Village Hall	Hart	1,145
	TOTAL	73,623

Name:	Binsted Village Hall ( The Wickham Institute)
Local Member:	Cllr. John Filer
Project:	Installation of Sound Loop system
Criteria:	Equipment to improve the buildings and increase usage
Cost:	£1,345
General Reserves:	£4,800
Project Reserves:	Nil
Statement:	Equipment required to comply with Disability Discrimination Act.
Funding:	East Hants District Council - £600 applied for Binsted Parish Council - £300 applied for
Recommendation:	£448 as 1/3rd project cost

Name	Broughton Village Hall
Local Member:	Cllr Michael Woodhall
Project:	Replace windows with new UPVC double glazed units
Criteria:	Building repairs, extensions and refurbishments
Cost:	£2,990
General Reserves:	£7,680
Project Reserves:	£6,000 - Cyclical repair fund £1,457 - Extraordinary repair fund
Statement:	The replacement of the existing windows is necessary due to their poor condition. The village community will benefit from having a well maintained and attractive village hall.
Funding:	Own funding - £986 TVBC - £643 Broughton Parish Council - £374
Recommendation:	£997 as 1/3rd project cost

Name:	Clanville Coronation Hall
Local Member:	Cllr. Patrick Pierce
Project:	Redecoration of hall interior and exterior
Criteria:	Building repairs, extensions and refurbishment
Cost:	£2,535
General Reserves:	£5,259
Project Reserves:	Nil
Statement:	Work required to make building more attractive and increase usage.
Funding:	Test Valley BC - application made - no amount specified Penton Grafton PC - application to be made
Recommendation:	£845 as 1/3rd project cost

Name:	Copythorne Parish Hall
Local Member:	Cllr. Melville Kendall
Project:	Provision of disabled toilet with baby changing facility
Criteria:	Building repairs, extensions and refurbishment Equipment to improve buildings and increase usage
Cost:	£7,585
General Reserves:	£3,500
Project Reserves:	£10,000 for repairs to roof
Statement:	At present there are no disabled toilet facilities - these are required to meet DDA. The baby changing facility will meet the needs of the Toddler and Pre-School groups.
Funding:	Own funding - £1,000 Others including District and Parish - £5,000
Recommendation:	£2,528 as 1/3rd project cost

Name:	Grayshott and Hindhead Institute and Village Hall
Local Member:	Cllr. John Filer
Project:	Replace roller blinds in main hall
Criteria:	Building repairs, extensions and refurbishments Equipment to improve the buildings and increase the usage
Cost:	£2,000
General Reserves:	£6,860
Project Reserves:	Fabric Maintenance reserve - £10,900 Fixed asset replacement reserve - £8,149 Dedicated redecoration reserve - £5,572
Statement:	The current blinds are over 40 years old and no longer provide an effective blackout. This reduces the quality of presentations requiring projection facilities.
Funding:	East Hants DC - application made - no amount specified Grayshott PC - application made - no amount specified
Recommendation:	£667 as 1/3rd the project cost

Name:	Holybourne Village Hall
Local Member:	Cllr. Anthony Ludlow
Project:	Erection of an extension containing new kitchen, toilets, disabled toilets, storage and new accessible entrance. New windows, lighting and decoration to main hall.
Criteria:	Building repairs, extensions and refurbishment.
Cost:	£64,500
General Reserves:	£6,000
Project Reserves:	Nil
Statement:	The plan to extend rather than replace is a result of a village survey. The aim is to produce a hall that is accessible, providing a focus for the village and helping to build and maintain a community spirit.
Funding:	East Hants DC - £25,000 applied for Alton Town Council - £1,000 applied for Own funding £1,000 Community Fund - £25,000 applied for
Recommendation:	£12,500 as 50% combined District and Parish contribution

Name:	Kingsclere Village Club (constituted as Village Hall)
Local Member:	Supported by Cllr. Don Allen
Project:	Implement structural repairs as recommended by architect and structural engineer (insertion of wall ties)
Criteria:	Building repairs, extension and refurbishments
Cost:	£3,280
General Reserves:	£2,500
Project Reserves:	Nil
Statement:	The Village Club is a Grade II listed building dating from 1750. The library extension dates from 1880 and is of cavity wall construction. The steel wall ties are badly corroded resulting in wall movement. Replacement of these ties will remedy this problem.
Funding:	Own funding £780 Basingstoke & Deane BC - £1000 applied for Kingsclere Parish Council - £500 applied for
Recommendation:	£1,094 as 1/3rd project cost

Name:	Kingsley Centre, Bordon
Local Member:	Cllr. John Filer
Project:	Replace carpeting in the corridors and public reception areas.
Criteria:	Building repairs, extensions and refurbishment Health and safety issues
Cost:	£1,000
General Reserves:	Nil
Project Reserves:	Nil
Statement:	Carpet replacement required as a result of a health and safety report.
Funding:	East Hants DC - £500 applied for Advised to apply to Parish Council
Recommendation:	£334 as 1/3rd project cost

Name:	The Lionel Tubbs Community Hall - Kings Worthy
Local Member:	Supported by Cllr. Susan Glasspool
Project:	Construct cupboards in main hall
Criteria:	Building repairs, extensions and refurbishment Equipment to improve the building and increase usage
Cost:	£3,678
General Reserves:	£700
Project Reserves:	Nil
Statement:	The hall has very limited storage space requiring chairs and tables to be stored in a nearby damp garage. New storage is required for groups using the hall and for safe storage of cleaning materials.
Funding:	Kings Worthy Parish Council - £1,800 applied for Winchester City Council - no funding available at present
Recommendation:	£1,226 as 1/3rd project cost

Name:	Mottisfont Village Hall
Local Member:	Cllr. Michael Woodhall
Project:	Redecoration of main hall and installation of exterior light
Criteria:	Building repairs, extensions and refurbishment
Cost:	£1,700
General Reserves:	£3,607
Project Reserves:	Nil
Statement:	Redecoration is required every 7 years as a condition of the lease. The hall has very high ceilings and requires professional re-decoration.
Funding:	Advised to apply to Parish and District Councils
Recommendation:	£566 as 1/3rd project cost

Name:	North Warnborough Village Hall
Local Member:	Cllr. Carol Leversha
Project:	Refurbish male toilets
Criteria:	Building repairs, extensions and refurbishment Health & safety issues
Cost:	£4,950
General Reserves:	£2,000
Project Reserves:	Nil
Statement:	The male toilets have a stepped floor which is a trip hazard and slippery when wet. This work is required to bring them up to HSE recommended standards
Funding:	Hart DC - £1,650 applied for Odiham PC - £500 applied for Own funds - £1,150
Recommendation:	£1,650 as 1/3rd project cost

Name:	Oakhanger Village Hall
Local Member:	Supported by Cllr. Sir James Scott
Project:	Alterations to improve disabled access and redecoration throughout.
Criteria:	Building repairs, extensions and refurbishment
Cost:	£65,000
General Reserves:
Project Reserves:
Statement:	The disabled toilet facilities are required to comply with DDA and the hall badly needs redecoration.
Funding:	East Hants DC - £16,000 applied for Selborne PC - £8,000 applied for Own funding - £10,000
Recommendation:	£12,000 as 50% of combined District and Parish contributions

Name:	Otterbourne Village Hall
Local Member:	Cllr. Ann Bailey
Project:	Decoration of main hall and small adjoining hall, plus re-carpet small hall.
Criteria:	Building repairs, extensions and refurbishment
Cost:	£5,198
General Reserves:	£12,000
Project Reserves:	Nil
Statement:	The policy has been to carry out ongoing maintenance work in a timely manner to preserve the fabric of the building. The redecoration and carpeting needs to be carried out within the next 6 months.
Funding:	Winchester CC - application to be made Otterbourne PC - application to be made
Recommendation:	£1733 as 1/3rd project cost

Name:	Rookesbury Hall
Local Member:	Supported by Cllr Felicity Hindson
Project:	Purchase of portable staging system
Criteria:	Equipment to improve buildings and increase usage
Cost:	£3,714
General Reserves:	£4,000
Project Reserves:	£5,000 for replacement of refrigeration and storage cupboards
Statement:	The existing stage had to be removed to allow for disabled facilities.
Funding:	Winchester CC - application made - no amount specified Soberton and Newtown PC - application made - no amount specified Own funding - £1,000
Recommendation:	£1,238 as 1/3rd project cost

Name:	Rotherwick Village Hall
Local Member:	Cllr. Jonathon Glen
Project:	Conversion of toilets to provide enhanced disabled facilities, and refurbishment of kitchen area to provide a more hygienic environment and better catering facilities.
Criteria:	Building repairs, extensions and refurbishment.
Cost:	£12,315
General Reserves:	£23,000
Project Reserves:	Nil
Statement:	Current disabled toilet facilities are unsatisfactory and unlikely to meet current/future legislation. The kitchen area requires upgrade for hygiene reasons to encourage more on-site catering.
Funding:	No applications made yet but management committee intends to apply to both Hart District and Rotherwick Parish Councils
Recommendation:	£4,105 as 1/3rd project cost

Name:	Sherfield-on-Loddon Village Hall
Local Member:	Supported by Cllr. Keith Chapman
Project:	Purchase and fit fire detection equipment for three halls.
Criteria:	Health & Safety Issues
Cost:	£6,000
General Reserves:	£6,402
Project Reserves:	£1,472 - Fabric fund
Statement:	The halls do not currently have adequate fire detection equipment.
Funding:	Advised to apply to District and Parish Councils
Recommendation:	£2,000 as 1/3rd project cost

Name:	Silchester Village Hall
Local Member:	Supported by Cllr. Keith Chapman
Project:	Replacement of path forming exit route from emergency exit of main hall
Criteria:	Health & safety issues
Cost:	£4,000
General Reserves:	£11,000
Project Reserves:	Nil
Statement:	This work required following an access audit by B&D BC Access Officer.
Funding:	Basingstoke & Deane BC - Application made - no amount specified Silchester PC - Application made - no amount specified.
Recommendation:	£1,333 as 1/3rd project cost

Name:	Soberton Village Hall
Local Member:	Supported by Cllr. Felicity Hindson
Project:	Repair main roof
Criteria:	Building repairs, extensions and refurbishments
Cost:	£1,180
General Reserves:	£6,000
Project Reserves:	Nil
Statement:	This work is required to prevent ingress of water and subsequent damage to the hall and fixtures.
Funding:	Winchester CC - £502 applied for Soberton Parish Council - £250 applied for
Recommendation:	£393.00 as 1/3rd project cost

Name:	Steep Village Hall
Local Member:	Cllr. John West
Project:	Replace windows with UPVC units
Criteria:	Building repairs, extensions and refurbishment
Cost:	£8,020
General Reserves:	£6,067
Project Reserves:	£6,500 ring-fenced legacy
Statement:	The large sash windows are stiff to use and the woodwork is beginning to rot. New UPVC units will provide maintenance free windows that will improve light and energy consumption.
Funding:	East Hants DC - £5,180 applied for Steep PC - £250 applied for
Recommendation:	£2,673 as 1/3rd project cost

Name:	Tangley Parish Village Hall
Local Member:	Cllr. Patrick Pierce
Project:	New extension to include disabled toilets, entrance hall, new suspended ceiling to main hall, re-wiring and plumbing throughout plus additional parking.
Criteria:	Building repairs, extensions and refurbishment
Cost:	£65,812
General Reserves:	£3,400
Project Reserves:	Nil
Statement:	The hall is shabby and needs a facelift to encourage new bookings. The building is sound but needs bringing up to date.
Funding:	Own funding - £3,000 Test Valley BC - application to be made Tangley PC - £5,000 agreed Community fund - application to be made
Recommendation:	Recommend allocation of 50% resulting District and Parish Contribution to maximum of £12,500

Name:	The Victoria Hall, Hartley Wintney
Local Member:	Cllr. Jonathon Glen
Project:	Replacement of heating system
Criteria:	Building repairs, extensions and refurbishment
Cost:	£12,837
General Reserves:	£10,000
Project Reserves	Nil
Statement	The Heating system is old and inefficient and may not meet modern standards. The systems also encroaches on the stage area and requires re-designing.
Funding	Own funding - £8,549 District and Parish to be approached
Recommendation	£4,279 as 1/3rd project cost

Name:	The Victoria Hall, Sutton Scotney
Local Member:	Cllr. Ann Bailey
Project:	Urgent repairs to drainage system to prevent ingress of water into cess pit system
Criteria:	Building repairs, extensions and refurbishment
Cost:	£6,462
General Reserves:	£4,000
Project Reserves:	Nil
Statement:	This work follows a CCTV survey that has indicated problems with the drainage system affecting the cess pit.
Funding:	Wonston Parish Council - application made for £1,000 Winchester City Council - no funding available at present
Recommendation:	£2,154 as 1/3rd project cost

Name:	Wellow Village Hall
Local Member:	Cllr. Michael Woodhall
Project:	Replace woodblock floor
Criteria:	Building repairs, extensions and refurbishment
Cost:	£11,162
General Reserves:	£4,500
Project Reserves:	£1,295 for floor replacement
Statement:	The existing floor keeps lifting and now has to be replaced.
Funding:	Test Valley BC - application being made Wellow PC - £1,000 applied for
Recommendation:	£3,721 as 1/3rd project cost

Name:	West Meon Village Hall
Local Member:	Supported by Cllr. Felicity Hindson
Project:	Refurbish main hall and replace curtains
Criteria:	Building repairs, extensions and refurbishment
Cost:	£4,483
General Reserves:	£17,839
Project Reserves:	Nil
Statement:	The hall was last repainted in 2000 and is now scuffed and shabby. The curtains are over 10 years old.
Funding:	Winchester City Council - no funding available at present. Advised to apply to Parish Council Own funding - £3,000
Recommendation:	£1,494 as 1/3rd project cost

Name:	Winchfield Village Hall
Local Member:	Cllr. Jonathon Glen
Project:	Purchase of portable stage system and landscaping.
Criteria:	Building repairs, extensions and refurbishment Equipment to improve the building and increase usage.
Cost:	£3,435
General Reserves:	£7,127
Project Reserves:	Nil
Statement:	The hall has no permanent stage or portable stage system. Currently this has to be hired in for events. The landscaping is required as an integral part of the planning consent when the hall was built in 1998.
Funding:	Advised to apply to District and Parish Councils
Recommendation:	£1,145 as 1/3rd project cost

Appendix 4

Summary of recommended grants not meeting the criteria

Hall/Centre	District	£
Bridgemary Methodist Church	Gosport	1,000
Preston Candover Village Hall	Basingstoke & Deane	Nil
St Mary Bourne Village Centre	Basingstoke & Deane	Nil
	TOTAL	£1,000

Name:	Bridgemary Methodist Church
Local Member:	Supported by Cllr. Dennis Wright
Project:	Provide wheelchair access and disabled toilet facilities
Criteria:	Building repairs, extensions and refurbishments Equipment to improve the buildings and increase usage
Cost:	£68,000
General Reserves:	£21,454 (Church funds mainly designated into specific accounts including £17,413 in building fund)
Project Reserves:	See above
Statement:	This work is necessary to enable the church to expand the range of activities available, but more importantly these services would be made available to the whole community.
Funding:	Gosport BC - £2,000 Methodist District & Circuit Funds - £12,000
Recommendation:	Under current criteria a grant equal to 50% of the District contribution ie £1,000. Note: The work has already been started as the original request for funding was sent to the Executive Member - Policy and Resources and later referred to the Executive Member - Recreation and Heritage. There is evidence of a wider non-religious community use.

Name:	Preston Candover Village Hall
Local Member:	Cllr Anna McNair Scott
Project:	Redecoration of main hall including ceilings and stage
Criteria:	Building repairs, extensions and refurbishment
Cost:	£767.00
General Reserves:	Approx £18,000 (mixture of deposits and investments)
Project Reserves:	Emergency Repair Fund - £1,921
Statement:	The hall is in need of redecoration. This is not an easy task as the ceiling is dome shaped and requires scaffolding.
Funding:	No other applications made
Recommendation:	Recommended that this application be refused. This application falls outside the criteria for the following reasons: 1. The project cost is less than £1,000 2. The organisation has reserves far in excess of 6 months running costs. Accounts show reserves approx equal to 3 years running costs. The organisation has more than sufficient funds to meet the cost of this project without endangering its financial viability.

Name:	St Mary Bourne Village Centre
Local Member:	Cllr. John Wall
Project:	Replace roof over a passage linking old village clubroom and new main hall.
Criteria:	Building repairs, extensions and refurbishment
Cost:	£2,980
General Reserves:	£53,748
Project Reserves:	Nil
Statement:	The existing passage roof and gutters are inaccessible due to inadequate design and as a result they block and the roof leaks. The supporting woodwork is beginning to rot.
Funding:	No other funding applied for
Recommendation:	Recommended that this application is refused. This application is outside of the criteria due to the excessive free reserves held which equal approx 5 years running costs.