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Refurbishment Project Minutes

Minutes

Hargrave Village Hall Working Party

6pm, Monday 6th of November

Hargrave Village Hall.

 

 

 

  1. In attendance, Simon de Laat (Chairman), Denise Osborne, Steve O’Donnell,. Apologies from Jill Upton.

 

  1. Tour of the inside of the building. The group completed a brief tour of the inside of the building. All had viewed the outside of the building before the meeting.

 

  1. Why we will rebuild rather than refurb. The Parish Council (PC) has instructed the HVHWP to seek funding for the development of an improved and enlarged village hall on the existing site. The new hall to be future proofed and meet the needs of the village for at least the next fifty years. It was agreed that we would target an opening date for the new hall of 1st November 2026.

 

  1. Role and status of the Hargrave Village Hall Charity. SDL/JU. In the absence of JU, SdL gave a brief overview of the Hargrave Village Hall Charity. The role of the charity is to act as manager of the hall with respect to its upkeep and hire.  There is circa £35,000 in the charities account that potentially can be used as seed money for the building project.

 

  1. Hall and land ownership.

 

  1. The hall is owned by The Parish Council and listed at an asset value of £1.
  2. The land the hall stands on is owned by the PC.
  3. The land between the road and the hall is owned by SCC Highways?

                                                    i.     The PC needs to gain ownership of the Highways land. SdL has received confirmation from SCC Highways that Highways Records Team has confirmed that the piece of land to the front and side of Hargrave village hall are considered part of the maintainable highway.If the PC wishes to take ownership resulting in a stopping up order being made, control over the land would then revert to the freehold or leasehold owner of the subsoil, which does not appear to be Suffolk County Council and is currently unregistered at the Land Registry.

                                                   ii.     Action-The acquisition of additional land is essential to the redevelopment of the village hall. Seek approval from PC and Hargrave Village Hall Charity to commence process. Cost circa £10,000

 

  1. Break down strategy into tasks. Funding, design, planning, project management. The group agreed there are two priorities. The acquisition of additional land (see 5i and 5ii) and funding. DO and SO have agreed to informally investigate sources of funding and report back by the first week of January 2024. They will seek support from residents of Hargrave who have experience of grant funding and local government. It was agreed that we need to adopt an innovative approach to funding. It was not just about bricks and mortar, we should seek funding from agencies who support rural initiatives, green projects, and the arts. (the hall as a cinema). SO and DO will investigate our options for loans. SO will research issues around VAT for rebuilding and who/how VAT can be reclaimed. Some of the hall fitting out is likely to be VAT rateable, such as audio visual equipment.

 

  1. What would our ideal hall look like and what should it offer to the village and surrounding area? A brief discussion of what a new hall could offer. SdL will be writing a full business case which will be required when we formally apply for funding. Additionally, input from residents will be sought at the appropriate time. Support and input from the villagers is vital as grant funding is often reliant on proving that villagers are engaged with the project.

 

 

  1. Who should be on this committee? It was agreed that the committee should remain at no more than four members, drafting in additional help and expertise as required.

 

  1. Date of next meeting. Thursday 4th January 2024.

 

 

Simon de Laat 7th November 2023