Hampshire County Council

Executive Member - Recreation and Heritage Item 1

29 May 2003

Community Buildings Fund 2003/04

Report of the Director of Recreation and Heritage

Contact: Margaret Plumridge Ext: 6173

1. Summary

1.1 The following decisions are sought:

i) that the additional criteria proposed for the financial year 2003/04 be approved

ii) that £50,000 be allocated to the Community Buildings Fund from the 2003/04 Capital Programme

iii) that grants totalling £51,328 be approved for allocation from the Community Buildings Fund as listed below:

Hall/Centre	District	£
All Saints Church, Denmead	Winchester	12,500
Bullington Parish Hall	Test Valley	4,888
Eversley Village Hall	Hart	2,000
Four Marks Village Hall	East Hants	4,879
Pilgrims Way/River Way Community Association	Test Valley	12,500
St Johns Church Centre, Rowlands Castle	East Hants	1,153
Sherfield English Village Hall	Test Valley	2,543
Winnall Community Association	Winchester	10,865
	TOTAL	51,328

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 1
	29 May 2003
	Community Buildings Fund - 2003/04
	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 Buildings Fund

ii) to provide details of requests for financial support from the fund

2.2 The grant distribution criteria is set out in Appendix 2. Additional criteria proposed for the current financial year are set out in paragraph 3.3. Projects listed in Appendix 3 fully meet the criteria and have been allocated a proposed level of funding in line with the criteria.

3. Community Buildings Fund - Current Financial Position

3.1 This year has seen a dramatic rise in the number of applications to this fund. As anticipated there are more projects coming through that are designed to meet the requirements of the Disability Discrimination Act. Many Village Hall Trusts have also taken the opportunity to include other refurbishments as part of wider schemes.

3.2 To date, the cost of funding all applications received so far this year amounts to £132,665. This total is likely to rise throughout the rest of the financial year as further applications are received. The current budget allocation for the Community Buildings Fund for 2003/04 is £85,000. In order to manage this situation it is proposed to introduce, in the short term, some additional criteria and also to supplement the Fund with other capital resources.

3.3 In order to contain applications within the available resources it is proposed that projects should meet one of the following additional criteria:

· The building would be closed or activities seriously curtailed if the work is not carried out

· The project is part of a phased development and this element is essential to it's overall completion

· The work is absolutely essential in order to meet the terms of the Disability Discrimination Act. ( It has been widely publicised that these types of buildings will not be closed provided reasonable steps have been taken to meet the terms of the Act)

3.4 The projects listed in Appendix 4 are those that have not been allocated funding at this time for the reasons stated.

4. Other Capital Resources

4.1 The Recreation and Heritage Capital Programme for 2003/04 contains an allocation of £100,000 for support to Community Centres and Village Halls. Of this sum it is proposed to provisionally earmark £50,000 for 2 major projects:-

· The major refurbishment at Emsworth Community Centre. This is a building owned by the county council and managed by Recreation and Heritage. The Emsworth Community Association has raised approximately £150,000 towards this development and they intend to request an allocation of £25,000 for this project when all the specification details are available. It is proposed that £25,000 is provisionally earmarked pending receipt of this application.

· The development of Merchistoun Hall and grounds, Horndean Community Association. This organisation has been receiving professional support from our Community Support Service. The site has great potential for recreational activities but the building and grounds require refurbishment and further development. A development project is now underway and is being managed by a team of interested parties chaired by Horndean Community Association and includes representatives from Hampshire County Council, East Hampshire District Council and the Parish Council. Phase 1which is to consult with the public is underway and it is hoped that the development group will be able to put together an acceptable plan . The Association intends to apply for an allocation of £25,000 for this project when detailed plans are available. It is proposed that £25,000 is provisionally earmarked pending receipt of this application.

4.2 It is proposed that the remaining balance of £50,000 is added to the Community Buildings Fund in 2003/04 in order that the Fund can address the high number of applications received so far this year.

4.3 In 2000/01 £25,000 was allocated to a major capital project - the rebuilding of Stroud Village Hall. This project is not proceeding and consequently this funding is no longer required. It is proposed that this sum is also added to the Community Buildings Fund bringing the total to £160,000 as set out in Appendix 1.

5. Recommendations

The following decisions are sought:

i) that the additional criteria proposed for the financial year 2003/04 be approved

ii) that £50,000 be allocated to the Community Buildings Fund from the 2003/04 Capital Programme

iii) that grants totalling £51,328 be approved for allocation from the Community Buildings Fund as listed below:

Hall/Centre	District	£
All Saints Church, Denmead	Winchester	12,500
Bullington Parish Hall	Test Valley	4,888
Eversley Village Hall	Hart	2,000
Four Marks Village Hall	East Hants	4,879
Pilgrims Way/River Way Community Association	Test Valley	12,500
St Johns Church Centre, Rowlands Castle	East Hants	1,153
Sherfield English Village Hall	Test Valley	2,543
Winnall Community Association	Winchester	10,865
	TOTAL	51,328

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 Service

Recreation and Heritage Department

Mottisfont Court

Winchester

Community Support Budget 2003/04 Appendix 1

	Community Buildings Fund
	£
Original Budget Allocation	85,000
Sum returned by Stroud Village Hall	25,000
Proposed allocation from capital programme 2003/04	50,000
Revised total	160,000
Proposed allocations	51,328
Balance remaining	108,672

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	£
All Saints Church, Denmead	Winchester	12,500
Bullington Parish Hall	Test Valley	4,888
Eversley Village Hall	Hart	2,000
Four Marks Village Hall	East Hants	4,879
Pilgrims Way/River Way Community Association, Andover	Test Valley	12,500
St Johns Church Centre, Rowlands Castle	East Hants	1,153
Sherfield English Village Hall	Test Valley	2,543
Winnall Community Association	Winchester	10,865
	TOTAL	51,328

Name:	All Saints Church, Denmead
Local Member:	Cllr. Felicity Hindson
Project:	Phase II of development project - Build new storage area, raise roof level of adjoining room to match main hall.
Criteria:	Building repairs, extensions and refurbishments
Cost:	£90,791
General Reserves:	All general reserves are designated as church funds with separate accounts for hall refurbishment project
Project Reserves:	£54,000
Statement:	The works in phase II are necessary to ensure the refurbished facilities meet the needs of the users. There is an extensive programme of community use and the hall is managed by a separately constituted committee that also subscribes to a local community forum.
Funding:	Own funding - £53,291 Winchester CC - £25,000 agreed Denmead PC - already committed to funding for Phase I
Recommendation:	Up to max of £12,500 as 50% of WCC contribution subject to confirmation This is phase II of a development project which has already received support in phase I

Name:	Bullington Parish Hall
Local Member:	Cllr. Patrick Pierce
Project:	Repairs and refurbishments to roof, walls, electrics, heating system, windows and doors.
Criteria:	Building repairs, extensions and refurbishments Health & safety issues Equipment to improve the buildings and increase usage
Cost:	£14,664
General Reserves:	£3670
Project Reserves:	Nil
Statement:	The building cannot be used in its current state. There is woodworm in the roof and the heating is totally ineffective. The current condition of the building has resulted in some users having to withdraw from the venue and potential users cannot be attracted.
Funding:	Test Valley BC - application agreed £3152.76 Bullington PC - application agreed £1833.00 Own Funds - £3051.47
Recommendation:	£4,888 as 1/3rd project cost This building will be closed if this work is not done.

Name:	Eversley Village Hall
Local Member:	Cllr. Jonathon Glen
Project:	Replace existing cess pit and resurface car park
Criteria:	Building repairs, extensions and refurbishments
Cost:	£20,000
General Reserves:	£5,000
Project Reserves:	£3,850 (for this project)
Statement:	The existing cess pit is badly sited and of inadequate size, requiring emptying each week. On several occasions it has flooded and overflowed. It is necessary to replace it on environmental and health grounds. Following the replacement the car park surface will have to be repaired and resurfaced.
Funding:	Hart DC - application made for £2,000 - agreed Eversley PC - application made for £2,000 Awards for All - application made for £5,000 Garfield Weston Foundation - application made for £1,000
Recommendation:	Max of £2,000 based on 50% of combined District and Parish contribution subject to confirmation The activities would need to be curtailed if this work isn't done. These are essential works.

Name	Four Marks Village Hall
Local Member:	Cllr. Sir James Scott
Project:	Improve disabled access to main entrance and small hall
Criteria:	Equipment to improve the buildings and increase usage
Cost:	£14,638
General Reserves:	£3,318
Project Reserves:	Nil
Statement:	A number of the hall users have mobility problems which prevent them from using the small hall that can only be reached via a flight of shallow steps.
Funding:	East Hants DC - application made - no amount specified Four Marks Parish Council - £1,500 agreed
Recommendation:	£4,879 as 1/3rd project cost These are essential works relating to the Disability Discrimination Act

Name:	Pilgrims Way/River Way Community Association, Andover
Local Member:	Cllr. Patricia West
Project:	Provide fixtures and fittings for new community centre
Criteria:	Building repairs, extensions and refurbishments
Cost:	£434,755 (Cost of total project)
General Reserves:	Approx £4,500
Project Reserves:	Nil
Statement:	This is a new community association in its first year of operation, supported by both TVBC and HCC. TVBC is providing major funding to support the provision of a new community centre located between the two communities in Andover. Construction is expected to commence during 2003 with completion early 2004.
Funding:	Test Valley BC - £395,000 + further £16,200 agreed Own - £4,500
Recommendation:	£12,500 matched against District funding This is a major development that is being supported by the District Council and the organisation has had the benefit of professional advice from our Community Support Service
Name:	St Johns Church Centre, Rowlands Castle
Local Member:	Cllr. Eunice Byrom
Project:	Install burglar alarm, venetian blinds and complete landscaping
Criteria:	Health & safety issues
Cost:	£3,461
General Reserves:	The church has a series of designated funds but most free reserves available have already been expended on the new centre project.
Project Reserves:	Nil
Statement:	Following completion of the new centre, a computer and other equipment was stolen during a break-in. The alarm system and venetian blinds are needed to protect the premises and maintain it safe for use. The landscaping will complete the project as a valuable resource for the community.
Funding:	East Hants DC - application made - no amount specified
Recommendation:	£1,153 as 1/3rd project cost These works are essential for safety purposes. Activities will need to be curtailed if this work is not done

Name:	Sherfield English Village Hall
Local Member:	Cllr. Michael Woodhall
Project:	Replace room divider that splits large and small hall
Criteria:	Building repairs, extensions and refurbishment
Cost:	£7,631
General Reserves:	£1,000
Project Reserves:	Nil
Statement:	The existing divider is dangerous and cannot be used.
Funding:	Test Valley BC - £1640 agreed Sherfield English PC - £953 agreed
Recommendation:	£2,543 as 1/3rd project cost Essential Health and Safety works. Activity will be curtailed if work is not done.

Name:	Winnall Community Association
Local Member:	Cllr. Pamela Peskett
Project:	Extend premises to provide new kitchen, store and office. Decorate lounge and refurbish toilets.
Criteria:	Building repairs, extensions and refurbishments
Cost:	£41,971
General Reserves:	£4,000
Project Reserves:	£1989 for building extension
Statement:	These improvements are needed to support the planned increase in use of the centre by the local community as well as the current users.
Funding:	Winchester CC - application agreed - £21,730
Recommendation:	£10,865 as 50% District contribution subject to confirmation This is part of an on-going project. This organisation has the benefit of professional advice from our Community Support Service.

Appendix 4

Summary of applications held on file for review in September

Hall/Centre	District	Reason
Botley Market Hall	Eastleigh	Advised to apply to District and Parish Councils first
East Boldre School Fields Trust	New Forest	Awaiting info on other funding. Community Action Hampshire requested to investigate need
Godshill Village Hall	New Forest	Awaiting confirmation of District funding
Hursley Village Hall	Winchester	Representative indicates they may have enough funds to complete the project and may not need county council funding.
North Warnborough Village Hall	Hart	Non-essential work
Ringwood & District CA	New Forest	Non-essential work
The Centre, Knights Enham	Test Valley	District not yet confirmed support
The Old Gymnasium, Crondall	Hart	Non-essential work
Trinity United Reform Church Ringwood	New Forest	Community First New Forest to carry out survey on local needs.
Twyford Parish Hall	Winchester	Non-essential work
Upton Grey Village Hall	Basingstoke & Deane	Pending application to be made to District
Wield Village Hall	East Hampshire	Pending confirmation of application to District

Appendix 5

Summary of applications not recommended

Hall/Centre	District	Reason
Sarisbury Parish Rooms	Fareham	Equipment not eligible for funding
Gosport Community Assn	Gosport	Application not supported by District Council
Whitsbury Village Hall	New Forest	Incomplete application - evidence that this project has already been funded under a previous application
Ecchinswell Village Hall	Basingstoke &Deane	Financial information not acceptable - advised to seek help from Community Action Hampshire
Christy Memorial Hall, Old Alresford	Winchester	Application not supported by District authority
Upham New Millennium Hall	Winchester	Application not supported by District authority
Warnford Village Hall	Winchester	Application incomplete
Oakley Village Hall	Basingstoke & Deane	Application incomplete