Hampshire County Council

Executive Member - Recreation and Heritage Item 4

25 September 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 partnership funding totalling £73,441 be approved for allocation from the Community Buildings Fund as listed below:

Hall/Centre	District	£
Bentley Community Association	East Hants	12,500
Botley Market Hall	Eastleigh	3,102
Bramshaw Village Hall	New Forest	3,268
Godshill Village Hall	New Forest	7,000
North Warnborough Village Hall	Hart	1,208
Portchester Community Association	Fareham	2,096
The Deverell Hall, Waterlooville	Havant	660
The Old Gymnasium, Crondall Entertainers Community Association	Hart	886
Twyford Parish Hall	Winchester	2,043
Upton Grey Village Hall	Basingstoke & Deane	5,000
Weston Patrick Village Hall	Basingstoke & Deane	4,569
East Boldre School Fields Trust	New Forest	12,500
St John's Hall, Fareham	Fareham	4,931
St Thomas Community Halls, Charlton	Test Valley	1,178
The Centre, Knights Enham	Test Valley	12,500
	TOTAL	£73,441

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

- Allocating partnership funding at higher and lower levels.

- Allocating no partnership funding 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 4
	25 September 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 (Appendix 1)

ii) to provide details of requests for partnership funding from the fund

2.2 The partnership funding distribution criteria is set out in Appendix 2.

2.3 Projects listed in Appendix 3 fully meet the criteria and have been allocated a proposed level of funding in line with the criteria.

2.4 Projects listed in Appendix 4 do not fully meet the criteria for Voluntary Village Halls and Community Associations but do meet criteria for other organisations providing facilities for community use. Funding allocations are recommended in line with the criteria.

3. Recommendations

The following decisions are sought:

i) that partnership funding totalling £73,441 be approved for allocation from the Community Buildings Fund as listed below:

Hall/Centre	District	£
Bentley Community Association	East Hants	12,500
Botley Market Hall	Eastleigh	3,102
Bramshaw Village Hall	New Forest	3,268
Godshill Village Hall	New Forest	7,000
North Warnborough Village Hall	Hart	1,208
Portchester Community Association	Fareham	2,096
The Deverell Hall, Waterlooville	Havant	660
The Old Gymnasium, Crondall Entertainers Community Association	Hart	886
Twyford Parish Hall	Winchester	2,043
Upton Grey Village Hall	Basingstoke & Deane	5,000
Weston Patrick Village Hall	Basingstoke & Deane	4,569
East Boldre School Fields Trust	New Forest	12,500
St John's Hall, Fareham	Fareham	4,931
St Thomas Community Halls, Charlton	Test Valley	1,178
The Centre, Knights Enham	Test Valley	12,500
	TOTAL	£73,441

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 in respect of Stroud Village Hall	25,000
Additional allocation from 2003/04 capital programme	50,000
Revised total	160,000
Less: Allocated 29 May 2003 17 July 2003	-51,328 -32,248
Balance available	76,424
Proposed allocations 25 September 2003 Ringwood CA - referred to Executive Member - Policy & Resources	-73,441 -1,397
Balance remaining	1,586

Appendix 2

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

Partnership funding is granted 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.

Priority Criteria:

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

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

3. 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).

4. Non priority work.

Appendix 3

Summary of recommended grants meeting the criteria

Hall/Centre	District	£
Bentley Community Association	East Hants	12,500
Botley Market Hall	Eastleigh	3,102
Bramshaw Village Hall	New Forest	3,268
Godshill Village Hall	New Forest	7,000
North Warnborough Village Hall	Hart	1,208
Portchester Community Association	Fareham	2,096
The Deverell Hall, Waterlooville	Havant	660
The Old Gymnasium, Crondall Entertainers Community Association	Hart	886
Twyford Parish Hall	Winchester	2,043
Upton Grey Village Hall	Basingstoke & Deane	5,000
Weston Patrick Village Hall	Basingstoke & Deane	4,569
	TOTAL	£42,332

Name:	Bentley Community Association
Local Member:	Cllr Sir James Scott supports this scheme
Project:	Install disabled toilets, improve disabled access and extend premises to provide new storage facilities.
Priority:	3
Criteria:	Building repairs, extensions and refurbishments. Equipment to improve the buildings and increase usage.
Links to Corporate Strategy:	Improving buildings to enable local communities to access the services and facilities they need. This project supports accessibility issues for the community in order to meet the Disability Discrimination Act.
Cost:	£51,000 (based on EHDC estimate)
General Reserves:	£15,966
Project Reserves:	Nil
Statement:	Work initiated to comply with legislation regarding facilities for the disabled. In order to accommodate the new disabled facilities it is necessary to provide alternative storage space.
Funding:	East Hampshire District Council - £25,000 recommended - decision awaited Bentley Parish Council - £4,000 applied for. Own Funds - £2,000 Onyx (landfill) - £7,500 applied for.
Recommendation:	£12,500 as 50% of the combined contribution by District and Parish Councils subject to confirmation.

Name:	Botley Market Hall
Local Member:	Cllr. Paul Brown
Project:	Install loop and sound reinforcement system with acoustic work to improve reverberation.
Priority:	3
Criteria:	Equipment to improve the buildings and increase usage
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project supports accessibility issues for the community in order to meet the Disability Discrimination Act.
Cost:	£9,307
General Reserves:	£15,000
Project Reserves:	Nil
Statement:	Complaints have been received from many user groups about the acoustics and sound in the hall.
Funding:	Own funding - £5,000 Eastleigh BC - application made and £250 indicated by EBC as maximum under current funding rules. Additional application made to Local Partnership for consideration later this financial year. Botley Town Council - application made - no amount specified
Recommendation:	£3,102 as one third of project cost

Name:	Bramshaw Village Hall
Local Member:	Cllr Melville Kendall supports this project
Project:	Redecoration of main hall (including replacement of stage curtains), toilets, entrance hall and adjacent rooms. Replace cattle grid at entrance to property.
Priority:	4
Criteria:	Building repairs, extensions and refurbishments. Health & Safety issues
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project will enable increased usage.
Cost:	£9,803
General Reserves:	£13,500
Project Reserves:	£9,477 for building fund
Statement:	Use of the hall is suffering due to state of décor. The committee are working to improve the facilities and increase usage. The cattle grid is potentially dangerous and needs replacing.
Funding:	New Forest District Council - £600 confirmed for cattle grid (funding not available for redecoration under current criteria) Bramshaw Parish Council - application made - no funds available
Recommendation:	£3,268 as one third of project cost

Name:	Godshill Village Hall
Local Member:	Cllr. Katherine Heron
Project:	Improvements to entrance porch, replacement & repairs to roof
Priority:	1
Criteria:	Building repairs, extensions and refurbishment Health & safety issues
Links to Corporate Strategy:	Improving buildings to enable local communities to access the services and facilities they need. This project will improve facilities and make them safer for community use.
Cost:	£44,930
General Reserves:	£8,700
Project Reserves:	Nil
Statement:	Improvements to the porch area are required on health & safety grounds. It is planned to use the opportunity of repairing the roof to improve storage space above the kitchen.
Funding:	Own funding - £10,000 New Forest District Council - £7,000 confirmed Godshill Parish Council - £7,000 confirmed
Note:	This organisation was visited by Anne Carney from Community Action Hampshire on our behalf - her report recommends support.
Recommendation:	Up to £7,000 as 50% of combined District and Parish contributions.

Name:	North Warnborough Village Hall
Local Member:	Cllr. Carol Leversha
Project:	Strip and rebuild flat roof over the kitchen.
Priority:	4
Criteria:	Building repairs, extensions and refurbishment.
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project will maintain the condition of the building for continued community use.
Cost:	£3,625
General Reserves:	£2,000
Project Reserves:	£2,000 (for this project)
Statement:	Inspection has determined that the flat roof over the kitchen is showing signs of dilapidation. Work is required now to prevent leaks and possible damage.
Funding:	Own funding - £2416 Hart District Council - application made - indicated £1,000 subject to confirmation of HCC funding
Recommendation:	£1,208 as one third of project cost

Name:	Portchester Community Association
Local Member:	Cllr Roger Price
Project:	Install CCTV and upgrade security lighting
Priority:	4
Criteria:	Equipment to improve building and increase its usage
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project will improve the security of the building and make it safer for continued community use.
Cost:	£6,289
General Reserves:	£13,500
Project Reserves:	Nil
Statement:	The Community Centre has suffered from minor vandalism which has cost money to repair and affected the use of the centre. This system will enable the exterior and reception areas of the building to be covered by CCTV, acting as a deterrent to vandals.
Funding:	Fareham Borough Council - application pending for £500 on fastrack system Fareham Crime & Safety Partnership - £1,000 confirmed Hampshire Police - application made for support Own Funding - £2,000
Notes:	Portchester is currently being supported by R&H Community Support Service with Management Advice and this project constitutes action as advised by R&H Assistant Community Officer.
Recommendation:	£2,096 as one third of project cost

Name:	The Deverell Hall, Waterlooville
Local Member:	Cllr. Ian Beagley
Project:	Renew stage curtains
Priority:	4
Criteria:	Building repairs, extensions and refurbishments.
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project will maintain the condition of the building for continued community use.
Cost:	£1,979
General Reserves:	£8,841
Project Reserves:	Current work is being undertaken following lottery grant of £105,000 and grants of £25,000 from Havant Borough Council and £12,500 from Hampshire County Council.
Statement:	Existing curtains are at least 20 years old and in need of replacing.
Funding:	No other applications made against this project. (Note: It is unlikely that funding would be given for the stage curtains under current District Council funding criteria)
Recommendation:	£660 as one third of project cost

Name:	The Old Gymnasium, Crondall Entertainers Community Association
Local Member:	Cllr. Carol Leversha
Project:	Resurface entrance path and replace fencing
Priority:	4
Criteria:	Building repairs, extensions and refurbishment
Links to Corporate Strategy:	Improving buildings to enable local communities to access the services and facilities they need. This project will help maintain the condition of the building for continued community use.
Cost:	£2,658
General Reserves:	£2,000
Project Reserves:	£1,000 restricted fund for new floor
Statement:	The building had a major interior refurbishment in 2000 but this did not cover the exterior path and fence which is in need of attention to prevent gravel being walked into the building.
Funding:	Own - £886 Hart District Council - no application made for this project
Recommendation:	£886 as one third of project cost

Name:	Twyford Parish Hall
Local Member:	Cllr. Peter Mason
Project:	Exterior redecoration
Priority:	4
Criteria:	Building repairs, extensions and refurbishment
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project will maintain the condition of the building for continued community use.
Cost:	£6,128
General Reserves:	£3,000
Project Reserves:	£2,000 towards this project
Statement:	The exterior was last redecorated in 1994 and is now in need of attention. The rendering is crumbling in areas from frost damage and needs repairing to protect the exterior of the building.
Funding:	Own - £2,043 Winchester City Council - application not supported as redecoration is outside current criteria Twyford Parish Council - £2,043 application confirmed
Notes:	Without prejudice permission granted
Recommendation:	£2,043 as one third of project cost

Name	Upton Grey Village Hall
Local Member:	Cllr. Anna McNair Scott
Project:	Repairs to roof
Priority:	1
Criteria:	Building repairs, extensions and refurbishment
Links to Corporate Strategy:	Improving buildings to enable local communities to access the services and facilities they need. This project will maintain the condition of the building for continued community use.
Cost:	£26,255
General Reserves:	£7,800
Project Reserves:	Nil
Statement:	Original slate tiles are slipping and leaking resulting in water damage to interior of building
Funding:	Own Funding - £2,255 Basingstoke & Deane Borough Council - £8,000 Upton Grey Parish Council - £2,000 Millennium Commission - £9,000
Recommendation:	Up to a maximum of £5,000 as 50% of the combined District and Parish contribution.

Name	Weston Patrick Village Hall
Local Member:	Cllr Anna McNair Scott
Project:	Repairs to roof
Priority:	1
Criteria:	Building repairs, extensions and refurbishments
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project will maintain the condition of the building for continued community use.
Cost:	£13,707
General Reserves:	£2,000
Project Reserves:	Nil
Statement:	The hall is a grade II listed building that was retiled approx 50 years ago. The roof is now in need of some replacement tiles plus re-felting.
Funding:	Basingstoke & Deane Borough Council - no application made Weston Corbett & Weston Patrick Parish Meeting - £500 agreed
Recommendation:	£4,569 as one third of project cost

Appendix 4

Summary of applications not meeting criteria for Community Associations and Voluntary Village Halls.

Hall/Centre	District	£
East Boldre School Fields Trust	New Forest	12,500
St John's Hall, Fareham	Fareham	4,931
St Thomas Community Halls, Charlton	Test Valley	1,178
The Centre, Knights Enham	Test Valley	12,500
	Total	£31,109

Name:	East Boldre School Fields Trust
Local Member:	Cllr Ken Thornber
Project:	Upgrade fabric of hall to meet current insulation & public health standards and provide new roof covering. Extend building to provide additional storage. Improve external appearance with new verandah, external doors and windows. Provide external toilet for users of play area.
Priority:	1
Criteria:	Building repairs, extensions and refurbishments
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project will improve facilities and enable increased usage.
Cost:	£110,253
General Reserves:	£3,500
Project Reserves:	£6,000 - facilities improvement fund
Statement:	The hall is in desperate need of upgrading to meet current standards for letting to support community use. The facilities at present provide an important social function to the community, particularly mothers and young children as it provides a safe environment.
Funding:	New Forest District Council - application made to be considered when outcome of lottery application is known East Boldre Parish Council - application made - no amount specified Lottery Community Fund - application to be considered 24 September
Note:	This organisation was visited by Anne Carney from Community Action Hampshire on our behalf - her report recommends support.
Recommendation:	Up to £12,500 as 50% of combined District and Parish funding subject to confirmation..

Name:	St John's Hall, Fareham
Local Member:	Cllr Keith Estlin
Project:	Phase 1 of a 3 phase refurbishment programme to include: enlarge/re-equip kitchen, improve toilets, provide disabled access and toilets, renew doors for security.
Priority:	2/3
Criteria:	Building repairs, extensions and refurbishments.
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project will improve the facilities, accessibility for the disabled and extend its use to the community
Cost:	£14,795
General Reserves:	£1,920 (Note: substantial reserves are held in restricted accounts for church usage)
Project Reserves:	Hall account £11,519 Hall reserve account £572
Statement:	The hall is over 50 years old and in desperate need of attention. It is used by various community groups and is also used as a venue for Blood Donor sessions.
Funding:	Fareham Borough Council - £500 confirmed
Notes:	1. There is evidence of wide community use of this hall. 2. Accounts show separate entries for hall income and expenditure. Separate balances and reserves are also indicated for specific hall use.
Recommendation:	£4,931 as one third of project cost.

Name:	St Thomas Community Halls, Charlton, Andover
Local Member:	Cllr Patricia West
Project:	Installation of Hearing Loop and sound augmentation
Priority:	3
Criteria:	Equipment to improve the buildings and increase usage
Links to Corporate Strategy:	Improving buildings to enable local communities to access the services and facilities they need. This project will improve the facilities for the disabled and extend it's use to the community.
Cost:	£5,400
General Reserves:	£5,796
Project Reserves:	£121 for hearing loop
Statement:	This work is necessary to comply with Disability Discrimination Act.
Funding:	Test Valley Borough Council - £1,355 confirmed Charlton Parish Council - £788 Own funding - £2,079
Notes:	1. The specification for this work includes many aspects which are clearly for the main benefit of worshippers at the church. From the details supplied only £3,940 of the estimated costs will benefit users of the community hall and meeting rooms. 2. The accounts are integral and show no identifiable entries for the hall. A statement on the accounts reads: "The constitution of the hall in relation to the `Church' is currently not defined. A constitution is being developed in conjunction with the Charity Commissioners and the Church, but because of the changing status of St Thomas' Church is currently on hold. The site is expected to be leased from the Church at nil or nominal cost and the hall management subsumed into a new charity dedicated to operating the building." 3. A separate management committee exists operating within the Church Charity registration. 4. The halls are operated under the name St Thomas Community Halls and there is evidence of wide community use.
Recommendation:	£1,178 as one third of attributable community costs of project subject to completion of new constitution for management of hall.

Name:	The Centre, Knights Enham, Andover
Local Member:	Cllr. Patricia West
Project:	Replace existing frontage and provide disabled access and toilets
Priority:	3
Criteria:	Building repairs, extensions and refurbishment
Links to Corporate Strategy	Improving buildings to enable local communities to access the services and facilities they need. This project will improve the facilities for the disabled and extend its use to the community
Cost:	£58,302
General Reserves:	£2,000
Project Reserves:	Nil
Statement:	The Centre is a combined church and community building but the community use is managed by a separate committee with separate accounts. There is an extensive community programme within the Centre. The existing frontage and entrance is in a poor state of repair and current disabled toilets have to be accessed through the ladies toilets.
Funding:	Test Valley Borough Council - have agreed to support up to £25,000 subject to availability of funds Knights Enham Parochial Church Council - £10,000
Notes:	The Centre is a well used community building providing facilities in an area of identified need in Andover. Current community facilities in this area are poor and form the focus of a community development project currently being considered by the county council's community support service, Test Valley Borough Council and other local agencies.
Recommendation:	Up to a maximum of £12,500 as 50% of Test Valley Borough Council's contribution.