Archived decisions

Contact: Margaret Plumridge, ext 6173 e-mail: [email protected]

Hampshire County Council

Executive Member - Recreation and Heritage

Item 7

13 September 2007

Community Buildings Fund - 2007/08

Report of the Director of Recreation and Heritage

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 purpose of this report is:

    i) to provide details of the current financial position of the Community Buildings Fund for 2007/08.

    ii) to provide details of requests for partnership funding from the Community Buildings Fund.

1.3 The partnership funding distribution criteria is set out in Appendix 1.

1.4 Projects listed in Appendix 2 meet fully the criteria and have been allocated a proposed level of partnership funding in line with the criteria.

2. Recommendation

    That partnership funding totalling £38,968 be approved for allocation from the Community Buildings Fund for 2007/08 as listed below :-

Hall/Centre

District

£

Alamein Community Association

Test Valley

4,023

Bramshaw Trust

New Forest

3,901

Crondall Village Hall

Hart

3,750

Ibsley Village Hall

New Forest

2,773

King Edward VII Memorial Hall

Test Valley

6,250

Hall/Centre

District

£

Portchester Community Association

Fareham

2,219

Wickham Institute/Binsted Village hall

East Hampshire

11,565

Winnall Community Association

Winchester

4,487

Total

  

38,968

3. Background

3.1 Partnership funding from the Community Buildings Fund enables the community sector to maintain the quality of Hampshire's cultural assets, namely their village halls and community association buildings some of which are listed. This finance enables improvements to be made to those buildings and can assist with the development of new facilities where appropriate. The provision of these buildings by the voluntary sector enables local communities to access the services and facilities they need.

3.2 By providing financial support to these organisations for the maintenance of their buildings the County Council is able to work in partnership with the community sector to achieve the Corporate Priority - Enhancing our quality of place.

4. Impact Assessment

4.1 Organisations applying to this scheme are by their nature defined as accessible to all members of the community. This is embodied within their charitable objects, therefore no groups or organisations should be excluded from any benefit arising from these decisions. Furthermore a new application procedure has been introduced which includes equalities monitoring information agreed as part of the corporate review of grants programmes and procedures.

5. Financial Implications

5.1 The sum of £100,000 has been set aside in the 2007/08 capital programme for Recreation and Heritage to fund applications that meet the criteria during this year. A further £38,000 has recently been allocated in recognition of a planned underspend of the same amount in 2006/07 giving a total of £138,000. To date £100,215 has been allocated in the current financial year leaving £37,785.

5.2 It should be noted that two further applications have been received from Beech Village Hall - rebuilding of the hall and Hiltingbury Community Association - building of a new Youth and Community Centre. Both are awaiting the outcome of lottery bids which may be determined before the end of the financial year. Both are eligible for partnership funding of £12,500. Additionally there are three more decision days before the end of this financial year and further applications for funding are expected.

5.3 If the recommendations in this report, which amount to £38,968, are agreed then a small over commitment of £1,183 would result. To assist in bridging this funding gap and the need to meet potential calls on the Fund for the rest of the year, a review of the 2003/04 capital programme allocation of £185,000 is underway to identify if any of the approved allocations remain unspent in whole or in part.

6. Legal Implications

6.1 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.

LINK TO CORPORATE STRATEGY

                  Yes No

Hampshire safer and more secure for all _

Maximising well-being _

Enhancing our quality of place _

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 have 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

Appendix 1

The partnership funding distribution criteria for the Community Buildings 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

      · 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 one third 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.

      · Feasibility studies - applications will be considered for 50% of the cost up to a maximum of £500.

    Priority Criteria:

      1. Health and safety issues that could result in the building being closed or activities seriously curtailed if the work is not carried out.

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

      4. Non priority work.

Appendix 2

    Summary of grant applications received

Priority 1 Health and Safety

Hall/Centre

District

£

     

Total

    
     

Priority 2 Disability Discrimination Act

Hall/Centre

District

£

Wickham Institute / Binsted Village Hall

East Hampshire

11,565

Total

  

11,565

     

Priority 3 Phased Development

Hall/Centre

District

£

     
     

Priority 4 Applications for General Improvement Works

Hall/Centre

District

£

  

Alamein Community Association

Bramshaw Trust

Crondall Village Hall

Ibsley Village Hall

King Edward VII Mem'l Hall, Upper Clatford

Portchester Community Association

Winnall Community Association

Test Valley

New Forest

Hart

New Forest

Test Valley

Fareham

Winchester

4,023

3,901

3,750

2,773

6,250

2,219

4,487

Total

  

27,403

Name:

Alamein Community Association

Consultation:

The local member, Councillor Robin Hughes, is unable to comment on the application as he is a committee member of the applicant organisation and a prospective trustee.

Project:

The aim is to refurbish the community hall kitchen and provide appropriate appliances.

Priority:

4

Criteria:

General Improvements

Cost:

£12,069

General Reserves:

£2,800

Project Reserves:

nil

Statement:

The existing kitchen is not fit for purpose. Cracks and gaps in the work surface harbour germs, the cupboard doors and drawers are broken and dangerous and the inadequate out of date washing facilities are a potential health hazard. Existing users have concerns about the state of the kitchen.

Funding:

Awards for All - £3,988.55 ( It is unclear what exactly has been applied for and a copy of the bid has been requested. Decision mid to late Sept 2007 )

Test Valley Borough Council - £4,100 (Decision September 2007)

Recommendation:

£4,023 as one third of project cost.

Name:

Bramshaw Trust

Consultation:

The local member, Councillor Kathy Heron, has been consulted.

Project:

Cladding west elevation to protect 30 year old concrete construction of the village hall.

Priority:

4

Criteria:

General Improvements

Cost:

£11,703

General Reserves:

£10,000

Project Reserves:

£7,000

Statement:

The land on which the hall is situated was given in the Trust for the benefit of the people of Bramshaw in 1924. Subsequently, the hall was erected in 1972 using prefabricated concrete and low cost panelling.

Funding:

Own - £7,000

Bramshaw Parish Council - £100 (agreed)

New Forest District Council - Nil

Recommendation:

£3,901 as third of project cost.

Name:

Crondall Village Hall

Consultation:

The local member, Councillor Jonathan Glen, has been consulted.

Project:

Internal and external redecoration of hall including wood cladding on walls in main hall. Updating of electricity box, new windows and a new door.

Priority:

4

Criteria:

General Improvements

Cost:

£16,860

General Reserves:

£12,000

Project Reserves:

£3,000

Statement:

The ceiling tiles are disintegrating and the lighting needs to be updated. New windows for extra ventilation are much needed as is a new door. General redecorating needs to be carried out due to normal wear and tear.

Funding:

Hart District Council - £7,500 (received April 2007)

Own funds - £7,000

Recommendation:

£3,750 as 50% of combined district and parish council contributions.

Name:

Ibsley Village Hall

Consultation:

The local member, Councillor Kathy Heron, has been consulted.

Project:

Complete refurbishment of kitchen area.

Priority:

4

Criteria:

General Improvements

Cost:

£8,320

General Reserves:

£900

Project Reserves:

£2,774

Statement:

Insufficient storage for crockery, cutlery, utensils etc. Work height at sinks too low (causes backaches). Poor layout for heavy usage at large functions. These improvements are requested following a recent health / hygiene inspection.

Funding:

New Forest District Council - £2,773 (awaiting decision)

Own - £2,774

Recommendation:

£2,773 as one third of project cost.

Name:

King Edward VII Memorial Hall, Upper Clatford

Consultation:

The local member, Councillor Michael Woodhall, has been consulted .

Project:

To build an annexe to the village hall.

Priority:

4

Criteria:

General Improvements

Cost:

£25,000

General Reserves:

£5,450

Project Reserves:

£6,250

Statement:

Currently, equipment belonging to our regular hall users and to the village hall is stored wherever space can be found, resulting in a less than satisfactory and sometimes unsafe situation. This situation is a source of friction, particularly when users have to move other peoples equipment, or when property apparently goes missing. The availability of a secure storage space will help attract new users who will not normally consider the hall as a meeting venue due to lack of a secure storage space.

Funding:

Upper Clatford Parish Council - £3,125 (received)

Test Valley Borough Council - £9,375 (decision October 2007)

Own - £6,250

Recommendation:

£6,250 as 50% of combined district and parish council contributions.

Name:

Portchester Community Association

Consultation:

The local member, Councillor Roger Price, has been consulted and he fully supports the application.

Project:

Items included - Security upgrade

Vacuum cleaner and rotary floor polisher

Refurbishment of curtains including fireproofing

Storage trolleys - 12 small folding tables

Priority:

4

Criteria:

General Improvements

Cost:

£6,655.45

General Reserves:

Nil

Project Reserves:

Nil

Statement:

The association has been advised that essential improvements/replacements are required for furniture including chairs which are over 40 years old and many no longer safe or adequate for use. Police and local authority advise existing CCTV is inadequate and prone to failure. Cleaning equipment required to replace worn out equipment which can no longer clean the building effectively.

Funding:

Recommendation:

Up to £2,219 as one third of project costs.

Name:

Wickham Institute / Binsted Village Hall

Consultation:

The local member, Councillor Mark Kemp-Gee, has been consulted.

Project:

The provision of access and indoor facilities for people with disabilities. Updating and adding further storage space.

Priority:

2

Criteria:

Disability Discrimination Act

Cost:

£69,213

General Reserves:

£13,395

Project Reserves:

£5,239

Statement:

Area A

Alterations to the female toilet and the provision of a totally new toilet facility for people with disabilities.

The eradication of wet and dry rot making good following preventative work by specialists.

Provision of new fire door exits, including recessed porch entrance on the west side.

Alterations to building services.

Redecoration of all toilets, the committee room, rear corridor and kitchen.

Area B

Construction of new stores on west and east sides for vital storage for toddler group.

Alterations to building services. Minor areas of new concrete paths on the east side.

Funding:

Parish Council - £8,130

Developers Fund - £12,369

East Hampshire District Council - £15,000 (decision November 2007)

Own funds - £5,239 from project reserve

Recommendation:

£11,565 as 50% of combined district and parish council contributions.

Name:

Winnall Community Association

Consultation:

The local member, Councillor Pamela Peskett, has been consulted.

Project:

The funding will pay for new doors including an emergency fire door and main and side entrance doors, new toilet windows and replace flooring in the kitchen and ladies toilet.

Priority:

4

Criteria:

General Improvements

Cost:

£13,461

General Reserves:

£2,000

Project Reserves:

£900

Statement:

The external doors, including the fire doors, are worn out and warped. They have been temporarily repaired on several occasions for security reasons and urgently need replacing. The fire doors need to meet current standards. The external entrance doors at present pose a trip hazard and replacement of these doors would enable us to provide easy access for wheelchair users, as well as pushchairs, double buggies and mobility scooters. Replacement of the doors, both internal and external and toilet windows would considerably improve the current shabby, outdated appearance of the building. Using materials such as upvc and aluminium for the doors and windows would help to reduce ongoing maintenance costs. New floors are needed in the kitchen and toilets. The present floor in the kitchen is damaged and uneven and worn out in the ladies toilet. They both pose a potential slip hazard.

Funding:

Own - £900

Recommendation:

£4,487 as one third of project costs.