norton lindsey village hall and playing fields cio...
TRANSCRIPT
NortonLindseyVillageHallandPlayingFieldsCIOBusinessPlan–September2018
CharityNumber:1178271
Website:www.nlvillagehall.btck.co.uk
Contents:
1. Introduction/Overview
2. ProjectProposal
3. MarketingandPromotion
4. FinancialPlan
5. RisksandIssues
6. ExecutiveSummary
Appendices:
AppendixA-CostsandFees
AppendixB-Accounts
AppendixC-PlanningApproval
AppendixD-March2017CommunityQuestionnaireResults
AppendixE-TenderDocuments
AppendixF-ScheduleofAccommodation
V11–05.09.18
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1. Introduction/OverviewHistory/BackgroundIn1948acharitabletrustwasestablishedtoprovideacommunityfacility(VillageHall)inNortonLindseywhichwouldbenefitallresidents,Trusteeswerenominatedtorepresentlocalcommunityorganisationsincluding;NortonLindseyParishCouncil,PCC,WI,NortonLindsey&WolvertonCricketClub(whoaretenantsofthefield),togetherwithotherlocalswhoarepotentialusersofthenewfacility.Thecurrenthallwasoriginallybuiltin1966byvolunteersfromthelocalcommunity.InMay2018thetrustconvertedtobecomeaCharitableIncorporatedOrganisation(CIO).CurrentPositionIthaslongbeenrecognisedthatNortonLindseyneedsanewhall/communityfacility(confirmedinthe2014ParishPlan)asthehallisnowextremelyshabby,hasinadequatetoiletandkitchenfacilitiesandisunusable;overthelast5years,duetotheconditionofthehall,incomehasdecreasedby54%meaningthatthehallisalsonolongerfinanciallyviableandassuchitclosedinDecember2017.AnimportantcommunityfacilityforlocalgroupssuchasWI,StiltonSniffers,Brownies,tabletennisandforthecommunityasawhole(forexample;havingareasonablysizedcommunityspaceforeventssuchasbirthdayparties)hasbeenlosttothevillage.The2011censusandour2017villagequestionnaire(seeMarketingandPromotionsectionandAppendixD)identifiedthatasignificantproportionofalltheresidentsofNortonLindseyareintheagegroups19yearsoldoryoungerandover65’s,however,wenolongerhaveasuitablysizedfacilityinwhichtoconductcommunitylifeespeciallyfortheneedsofthenon-workingpopulationwhospendmostoftheirtimeintheParish.NortonLindseyispoorlyservedbypublictransportwhichfurtherisolatesmanyresidentsfromfacilitiesinnearbytowns:
• LocatedintheneighbouringparishofClaverdon,theclosestfacilityofthistypeistheDorotheaMitchellHallwhichis3milesaway;thereispoorprovisionofpublictransporttothisfacility.
• WithinNortonLindseyvillage,thereis;
o Asmallchurchwhichisusedfrequently,especiallytheChurchRoomwhichcanaccommodateameetingofamaximumof10peoplebuthaspoorheatingandlimitedkitchenfacilities
o NortonLindseyandWolvertonCricketClubwhichisopentomembersprovidingabarandasocialareathatisusedforentertainment
o WolvertonPrimarySchool(locatedontheboundaryofNortonLindsey)whichhasahallthatisheavilyusedbyparents,pupilsandanafterschoolclub.Childprotectionrequirementsandthedemandingscheduleofschoolactivitiesdonotenablereliablecommunityuse
Aims&ObjectivesOurTrusteesDuty;acommunityfacilityheldintrustforthepurposesofphysicalandmentaltraining,recreation,andsocial,moralandintellectualdevelopment,throughthemediumofplayingfields,readingandrecreationrooms,library,lectures,classes,recreationsandentertainments,forthebenefitoftheinhabitantsofNortonLindseyandthesurroundingdistrict.AlthoughnowaCIOourcharitableobjectsremainthesame.
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PlannedDevelopmentTohelpusachieveourCIOobjectsitisourmissiontobuildandoperateanewandsustainablevillagehallfacilitylocatedatthecentreofthecommunitythat,inconjunctionwiththeplayingfields,willenablegrowthofastrongercommunitytomeetregularlytoshareknowledgeandundertakeactivitiesallowingthewholeandwidercommunityofallagestobenefit.Anewvillagehallwill:
• Provideamodern,fit-for-purpose,meetingplaceforexistinglocalgroups;WI,Brownies,StiltonSniffers
• Provideareasonablysizedspaceforcommunityevents(forexample;villagefete,harvestsupper)andforhirebyindividuals(forexample;birthdayparties,weddings)
• Increaseopportunitiesforthecommunitytoenjoyandparticipateinsporting/physical,socialandculturalactivitiesthroughmoregroupactivitiesandhavingdisabledaccessthroughout
Management/GovernanceandOrganisationTrusteeswillconducttheday-to-dayrunningofthehallthroughregularmeetingsandwrittenreportswitheachagreeingtoassumespecificresponsibilitiesfor:
• Building(construction,maintenanceandrepairs)• Bookings(applicationoftermsandconditionsofhire,websitecoordination)• Operations(workingwiththeHallAdministrator)• Communications(Parishmagazine,website,directmarketing)• Finance(receiptsandpayments,balancesheet,banking)• Governance(regulatoryreturns,Trusteemeetings,reports)
Trusteeswillrecruitandsupervisetheworkofapaidpart-timeHallAdministratorwhowillberesponsiblefor:
• Day-to-daymanagementofallbookings,includingaccessandsecurity• Ensuringthebuildingiskeptclean• Overseeingtheaccessofoutsideservicecontractors
Openinghours;theHallwilloperatesevendaysaweek,beingavailableforbookingsfrom8amuntil10pm.OnspecialoccasionstheTrusteesmayagreetotheclosinghourbeingextendedbutnotlaterthanmidnightgiventheproximityofnearbyhomes.Bookings;allarrangementsforbookingswillbemadethroughtheNLVHwebsitewheredetailsofthetermsandconditionsofhirewillbeposted.Itisplannedthataforwardbookingscalendarwillbepostedonthesitetoindicatewhenthehallisavailable.Ratesandcharges;thehallmaybehiredforpersonalusebyindividualsorbygroups,charitiesandbusinessesatratesperhourorpersession.Tablesandchairsareincludedinthehiringrates,ifuseofthekitchen(cooker,fridge,dishwasheretc.)and/orcateringequipment(glasses,china,cutlery,etc.)isrequiredtherewillbesupplementarycharges.2. ProjectProposalDescriptionofProjectDuring2016/17,withrepresentativesofpotentialusergroups(WI),wevisitedtwelveothersimilarfacilitiestoreviewtheirbuildingdesignsandserviceoffering,forexample;Claverdon,Bearley,Balscott,Charlecote,Hatton,Shrewley,BishopsTachbrookandSnitterfieldalongwithsomefacilitiesfurtherafield.Thefindingswerecollatedandreportedbacktothearchitectswhowerebriefedtodesignacommunitybuildingwhich:
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1. Ishighlyefficientandeconomicaltorun,isbuiltofmaterialsandtoadesignthatissympathetictothe
environmentandontheexistingsettingontheplayingfields
2. Affordsgoodaccessthroughoutincludingdisabledaccessandadequateparking
3. Willaccommodateupto120peopleinthemainhalltogetherwithastageforperformanceandtwosmallermeetingrooms
4. Toprovidealight,airyandwelcomingspacebutwiththecapabilityofbeingblacked-outforprojectionfacilities
5. Providescateringfacilitiesforhotmealsandgeneralrefreshmentspaceforcommunityuse
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PlanningpermissionwasgrantedbyWarwickDistrictCouncil(WDC)on26thMay2017;applicationreferenceW/16/2330(seeAppendixC).RationalefortheProjectTheneedfortheprojectisvisiblyobviouswiththecurrentconditionoftheexistinghallalongwiththefactthatitisnowunusableandhasbeenclosedsinceDecember2017.In2007asurveywasconducted,andby2014theParishPlanidentifiedtheneed,foranewvillagehall.AttheannualAGMoftheNortonLindseyVillageHall(NLVH)committee(2015and2016),Q&A’swereissuedtolocalresidentsandrepresentativesofusergroupswereinvitedfortheirfeedbackandideas.InMarch2017aquestionnairewasformulatedanddistributedviadoordroptoalllocalresidents(seeAppendixD);theTrusteesreviewedthequestionnaireresultswhichwereoverwhelminginfavourofanewvillagehall:
• 88%thoughtthevillagewouldbediminishedwithoutahall
• 97%thoughtthehallandplayingfieldscreatedandmaintainedasenseofcommunityandbelongingamongthevillageresidents
Phases/WorksProgrammeToallowforongoingfundraisingaphasedbuildingprogrammehasbeenplannedwithbudgetedcostsforeachelementincludingremainingprofessionalfees(seeAppendixA).
• Phase1;constructionofawater-tightbuilding• Phase2;internalconstructionandfit-out,installationofservices• Phase3;externalworks(carparkandimprovedlandscaping)
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Itisplannedthattherewillbenopracticalbreakinonsitebuildingactivitybetweenphases1and2ofconstruction.KeyPartnersWehavevariouspartnersandstakeholdersinthisprojectasfollows:
• WDC;funders,planningteam• Localgroups;WI,Brownies,StiltonSniffers• Otherhallusers;localcommunity• Funders;NortonLindseyParishCouncil,RankFoundation,GarfieldWestonFoundation,BernardSunley
Foundation• ProfessionalTeam;ColinWilcox(Architect),KevinPartridge(QuantitySurveyor&EmployersAgent),
GrahameWiggin(H&SandPrincipalDesigner)andPhilBoraston(M&EConsultant)Milestones
1. Autumn2018 Dismantlingofexistinghall(pre-construction)2. Winter2018 Constructionofgroundworksandslab3. Spring2019 Constructionofwater-tightbuilding(phase1)4. Spring2019 Internalconstructionandfit-out,installationofservices(phase2)5. Summer2019 Furniture&equipment;commissioning&opening6. Latesummer2019 Externalworks;carparkandimprovedlandscaping(phase3)
OutcomesThekeyoutcomeswillbe:
• Anewmodern,fit-for-purposevillagehall
• Increasedopportunityforthecommunitytoenjoyandparticipateinsporting/physical,socialandculturalactivitiesthroughmoregroupactivitiesandhavingdisabledaccessthroughout
• Reducinganti-socialbehaviour,promotionofhealthierlifestyles,combatinglonelinesswhilstatthesametimereducingenvironmentalimpactbyofferingtheseservicesonthedoorstep
3. MARKETING&PROMOTIONDescriptionofcurrentmarketingplanNoneastheexistinghallhasbecomeunusableandclosedinDecember2017FutureServiceOfferOptionsThehallwillprovideafoyerarea,amulti-purposemainhallforlargermeetingsandtwosmallermeetingrooms,oneofwhichwillbeavailableforhire,theotherisunlikelytobehiredoutasitwilloperateasagreenroomforperformancesandprovideadditionalstoragespace.Inaddition,chairs,tables,kitchenandcateringequipmentwillbeavailable.Storagespace,ifavailable,willalsobeofferedforrenttocommunitygroups.The2011censusfigurespublishedbytheONSaredetailedbelowalongwith2017communitydataprovidinganoverviewoftheageprofileofthecurrentvillagepopulation.Trusteeshaveusedthisinformationtoestimatethatasmanyas613peoplewhopresentlyliveinthevillagecouldpotentiallyusethenewhall.
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Age(Years) Number(2011census)
CommunityDataPeopleNumber(March2017)From141households(60%)
0-5 31(8.4%) Total368=60%100%totalthereforeestimatedat613
6-15 53(14.4%)16-25 Total326 18(4.8%)26-40 44(11.9%)41-55 64(17.4%)56-70 60(16.3%)71+ 98(26.6%)
Targetaudience:
1. Thecommercialunder5’scategoryisacompetitivemarketwithnumerousactivitiesofferedforbabiesandtoddlerswiththeirparents;activityleadersareoftenrequestingrecommendationsfromlocalparentsfornewvenuesandcouldprovideanexcellentopportunityforregularbookings,thesewouldbeduringthedaytimesessions.
2. Groupsforprimaryschoolagedchildrenincludetheuniformedgroups,forexample;Rainbows,Beavers,Cubs,Brownies,aswellasyouthgroupsandactivityclubs.Thisageofchildwouldbeusingthehallintheeveningsandatweekends.
3. ‘Tween’andteenagedgroupsalsoincludetheolderuniformedgroups,forexample;Scouts,Guides,Rangersaswellasyouthgroupsandactivityclubs.
4. The20-64yearoldsor‘workingagepopulation’spendthegreaterpartofthedayandweekoutofthevillage,returningintheeveningsandbeingaroundatweekends.Thisindicatestheirlikelyusageofthehallforsocialorleisurepurposes,however,theymaybeinterestedinhiringthehalltoholdbusinessmeetingsorworkeventsduringofficehours;theleisurepurposescouldincludeexercise,adulteducationclassesandhobbybasedgroups.
5. Over65’sarelikelytohaveahigherpropensitytobeinthevillageduringtheday;giventhepopulationinthisagegroupisgrowingthiswillbeakeygrouptotargetastheymayhaveahigherlevelofdisposableincometousetopursueleisureactivitiesrequiringahallvenue.Theymayalsohavelimitedaccesstoservicesoutsidethevillageastheruraltransportlinkscanberestrictiveandsorelyonwalkingtoleisureactivities,beingpotentiallyinandaroundthevillageallday,everyday,theopportunitiesarewidestwiththisgroup.
Trusteesanticipatethattheprovisionofanewhallwillinitselfencouragenewpotentialusergroupstoformandexistinggroupstogrow;ourresearchhasidentifiedandsecuredanumberofnewgroupactivitieswhichhavebeenmarkedinBOLD,*representsexistinguserswhowillcontinueoncethenewhallisbuilt:
• Parentsandchildactivities/classes;Sing&Sign,ArtBase,BabySensory,MonkeyMusic,pre-schoolclub• Uniformedgroups;Brownies*,Rainbows,Beavers,Cubs• Youthgroups;youthclub• Activityclubs;tabletennis*,gamesclub,shortmatbowls,gardening,flowerarranging• Hobbyorlocalinterestgroups;historygroup,sewinggroup,slimmingclub• Communitybasedorganisations;theWomen’sInstitute*• Charitygroups&events;StiltonSniffers*• Churcheventsandmeetingswherealargespaceisneeded• Communityevents;annualvillagefete*,lunchclubs,afternoonteas• Consultationeventsorindividualmeetings;PCSO,NeighbourhoodWatch,healthrelatedconsults• Providingabaseforcommunityactivities;facilitiesforanannuallitterpick,moonlitwalk• Businessevents;useasatrainingcentre,meetingsfrombusinessesbasednearby• ParishCouncilmeetingsrequiringalargerspace• Pollingstation• Childcare;crèches
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• Adulteducationclasses;CommunityFirstAid*,ITclass,Languages,• Exerciseclasses;Zumba,yoga,Pilates,relaxation&meditation• Bands/gignights,quiznights• Cinemanights(onepermonthplanned)• TouringTheatre;Twogroupshaveexpressedaninterest• Exhibitions;Photographydisplay,Art• FarmersMarket(oneSaturdaypermonth)• CookeryClasses(smallgroupsonly)• SocialIndividualevents;birthdayparties*/christenings/weddingreceptions/funerals• Usebylocalschool;*Sportsday• JuniorFootballClub*• CricketClub*(tenantforplayingfields)• Oneoftheseparatesmallmeetingroomscouldbeusedforcounsellingservicesanddropinsessionsfor
CouncillorsandMP’s.
CompetitionTrusteesdonotanticipatethatthehallwillcompetedirectlywithanyothervenuesasitoffersfacilitiesuniquetoNortonLindsey.Withinthevillage:
• WolvertonPrimarySchoolhasahall,whichisusedheavilybyparents,pupilsandtheafter-schoolclubmakingitinaccessibleduringworkinghoursandevening/weekendaccessisverylimited.Childprotectionrequirementsandthedemandingscheduleofschoolactivitiesdonotenablereliablecommunityuse.
• TheNortonLindsey&WolvertonCricketClubhasabarareawhichisavailabletomembersatareducedhirecharge,theClubisalicensedpremisemakingitunsuitableforsomeusergroupsandhaslimitedspace.
• TheNewInncommunitypubhasonlythebararea,itisalsoalicensedpremisemakingitunsuitableforsomeusergroupsandithasverylimitedspacemakingitunsuitableforcertainactivities,forexample;meetingsorexerciseclasses.
• TheChurchRoomadjacenttotheChurchcanonlyaccommodateameetingofamaximumof10people;italsohaslimitedkitchenandtoiletfacilities.
Withinthelocalarea:TheclosestfacilityofthistypeistheDorotheaMitchellHalllocatedintheneighbouringparishofClaverdonwhichis3milesaway;ithasanumberofspacessuitableforavarietyofusesincludingsports,activitiesandparties,however,itiswellusedbyitsowncommunitymakingitdifficulttobookandalsodoesn’thaveanonlinebookingfacility.
FurtherafieldthereisSnitterfield,Bearley,Wolverton,andHattonHall;thepotentialbenefitofallthesefacilitiesissignificantlyconstrainedbytheirdistancefromNortonLindseyandtheextremelylimitedpublictransportthatisavailable.WithinWarwickDistrict:Trusteeshaveresearchedanddiscoveredthatsomeofthemid-sizedvenuesinthearea,forexample,WarwickandLeamington,althoughnearbyarealreadywellutilisedbythepopulationsclosesttothemandareatcapacityand/orrestrictivelyexpensive;itisextremelyhardtosecureabookingatareasonablecostandwithfewvenuesofferingonlinebookingfacilitiesitcanbetimeconsumingtowaitforayes/noanswerfrompart-timevolunteers.Localserviceprovidersreportdifficultyinbookingsuitablysizedmodernfacilitiesinwhichtohosttheirclasses,activitiesorgroups,forexample;dogtrainingclasses,yogaanddancegroups.
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Comparablefacilities:Theratesachievedbycomparablefacilitieshavebeenresearchedandsummarised(hoursofpaidoccupancyachievedismorecommerciallysensitiveinformationandhasbeenmoredifficulttoresearch):Parishcouncilarea Population Fullhourlyrate Discountrate(ifknown) AdditionalinfoNortonLindsey 600 £15 £12(Local) Kitchenflatrate/MeetingRoomflatrateHatton 2319 £15 £13.50 30peopleseatedBudbrooke 1863 £13 n/k NocarparkClaverdon 1261 £16 Kitchenflatrate 120capacityCharlecote 200 70capacityBarford 1336 £12 100/60seatedBearley 724 £15 £11 100Lapworth 1828 £50 Localrate Kitchen£30flatrate/Hallsize127sqmLeekWootton 1017 £17 Kitchen£10flat 120peopleShrewley 870 £13 n/k 100peopleSnitterfield 1226 100peopleWolverton NLTheNewInn Licencedpremises–Seated28max–opentopublic/Noseparatemeetingroom
NLChurchRoom 10peoplemax
Thisbusinessplanisbasedonanaverageof£12perhourhirechargeand30hoursofhireperweekinYear1,Trusteesbelievethistoberealisticandachievable.Thenewhallwilloffertieredhireratesdependingonthehirerandtheirconnectionwiththevillage:
• Commercialbusinesses,forexample;babyclasses/childcare,willbechargedacommercialrate,withincentivesforlongtermblockbookings
• Localuserswillbechargedalocalrate,againwithincentivesforlongtermblockbookings
• Holidaybookingswillbemaximisedtomakeuseofthespacevacatedbytermtimeonlybookings
• Charginganadditionalflatratefeefortheuseofthekitchenwillbeanewandfurtherrevenuesource
Aswellasthemainhall,oneofthesmallermeetingroomswillalsobeavailableforhireatareducedratetothemainhall;thisisafacilitywhichwehavenothadpreviouslyandwasidentifiedasaneedinourresearch.Thedesignofthebuildinghasbeencarefullyconsideredtoallowseparatesimultaneoushiringoverthesameperiodalthoughthisisnotexpectedtoariseinitiallyandhasn’tbeenincludedinthefinancialforecasts.CommunityEngagement/ConsultationandInvolvementPlansforthenewhallhaveevolvedthroughanactiveconsultationprogrammethathasengagedthelocalcommunityandpotentialusergroupsintheplanningandalsofundraisingactivities.
Followingonfromtheactivitiesin2007–2016mentionedearlierinthisplan,inearly2017widerpublicconsultationswereundertakenatopenmeetingsoftheParishCouncilandwithinthelocalcommunity.InJune2017thewholecommunitywereinvited(includingaletterdroptoeveryhousehold)toattendalaunchmeetingwhichwasattendedby80people;apresentationofourproposalswasgivenandadisplaywasinstalledintheexistinghallwhichprovidedinformationonthenewhallandthebuildingplans.AQ&Afollowedandpeoplewereinvitedtosubmitideas,concerns,voluntarycontributionsandquestionsviapostitnoteswhichwerethenfedintoourplans.UpdatesandsignpoststothewebsitewerealsopublishedintheParishmagazine,whichisprovidedmonthlytothevastmajorityofhouseholds.Thosewhowereunabletoattendwerecontactedseparatelyviaasummarybusinessplandoordropandallresourcesfromthemeetingweremadeavailabletodownloadviaourwebsitewww.nlvillagehall.btck.co.uk.
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On9thJuly2017adrop-insurgerywasheldatthevillagefete,400+peopleattendedthefetewithmanyofthemvisitingourexhibition;theplansforthenewhallweredisplayedandasectionoftheproposedbuildingconstructionwasavailableforviewing.Thisactivitywasrepeatedatthefeteheldon8thJuly2018.Aspartofengagingthecommunitythetrusteeshavevisitedeveryhouse,someideasandconcernshavebeenexpressed;althoughtherehasbeennoobjectiontothedevelopmentonplanninggroundssomeconcernshavebeenexpressedaboutnoiseandparkingwhichwillbeaddressedinthedetaileddesignandoperationalproposals.PlannedMarketingActivitiesPriortoopening,pre-launchmarketingwilltakeplacewithinthevillageandwithlocalbusinessestoraiseawarenessofthehall,itsfacilities,itsavailabilityandhowtobook,includingonlinebookings.Toencouragefutureuse,oncethehallisopenpotentialcustomerswillbeinvitedtospecialeventsthatarehostedbyTrustees,forexample;launchevent,opendays,sport/funactivities,cinemanights,Christmas/NewYearCelebrations.Thecommunicationchannelsformarketingthehallwillinclude:
• NortonLindsey/Wolverton/LangleyParishMagazine• NortonLindseyVHwebsitewww.nlvillagehall.btck.co.uk• Socialmediapages,forexample;theNortonLindseyVillageFacebookpage• Onlineprofilewithwww.Hallshire.com• Localpressandmedia,forexample;Courier,Observer,StratfordHerald• Postersinthelocalvicinity,forexample;TheNewInn,thedoctors’surgeriesinClaverdonandHampton
Magna,theParishnoticeboards• TheChurchviaservicesandnetworking• Aleafletdropinthevillage• Thirdpartywebsites,forexample;localcouncillinks,MumsknowBestWarwickshire• Directcontactwithlocalbusinesseswhomaywishtohirethehallformeetingsandcommercialgroupssuch
aschildren’sclasses,slimmingclubs,exerciseclasses,forexample;email,letters,phone• Networkingwithexistinggroups,forexample;WI
4.FINANCIALPLANPresentFinancialSituationWecurrentlyhave£149715inourbuildfundwithpledgesofafurther£10,000;thereareongoingfundraisingactivitiesandregularvillageeventswhichwillfurtherincreasethisfigure.Despitetheexistinghallbeinginpoorcondition,thelasttwoyearsaccountsprovided(seeAppendixB)showanoperationalprofit:March2017 £9,336.58March2016 £8,161.05EstimatedProjectCostsIn2017,TrusteesworkedcloselywithaQuantitySurveyortocompleteatenderingprocess,whichidentifiedapreferredbuildingcontractor;TimberworksEurope(seeAppendixE).Thetenderpricefortheturnkeyfullyoperationalbuildingtotals£495,063includingacontingency.Professionalandutilityconnectionfeeshavebeencoveredoutofexistingvillagehallreserves.Therearefeesof£13,000yettobepaid.
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FundingPlanTotalprojectcostincludingcontingency £495,063
Villagebuildfundbalance(incashreserves) £149,715 Villagepledges(currentlyunpaid) £8,000 Villagegrant–ParishCouncilConfirmedLessfeesstilltobepaid
£35,000£13,000
________£179,715
Sub-totalGrants(External):RankFoundation–Confirmed&PaidWarwickDistrictCouncil-ConfirmedGarfieldWestonFoundation–ConfirmedBernardSunleyFoundation–Confirmed
£4,000£85,000£25,000£15,000
________£125,000
£315,348
TotalExternalFundingStillRequired@Sept2018
£190,348
GrantapplicationspendingdecisionsbyDec18:FoyleFoundationTheAdintCharitableTrustBigLotteryReachingCommunitiesWRENapplication
Potentially£9,000£9,000£80,000£80,000
Tobeabletoproceedwithoutdelayandavoidrisingconstructioncosts,theTrusteeswouldliketosecuretheshortfallofcirca.£190,348tobeunderwrittenfromWarwickDistrictCouncil,however,itisenvisagedthatthefullamountisunlikelytoberequiredasothergrantapplicationswillhopefullybeagreed.Aftercompletionofthenewhallbuild,whilstitisnotessentialintheshortterm,wewouldliketosourceadditionalcapitalinvestmentinordertore-furnishthehallwithnewchairs,tablesandkitchenequipmentaswellasexpandingonimprovedexternalworks.Trusteesalsoplan,asinpreviousyears,toconductregularfundraisingeventsandactivities;currentlyrunningisaverysuccessful100Club,alongwiththeannualharvestsupper,cheese&wine/musicaleveningsandtheannualvillagefete.VATStatusoftheProjectAswearearegisteredcharity,TrusteeshaveobtainedHMRCadvicetoconfirmthattherewillbenovatchargedonthecostsofbuildingthenewhall(excludingprofessionalfees).IncomeandExpenditureForecastIncome:Thehallwillprimarilybeavailabletothecommunityforhireonbothanad-hocandregularbasis;thiswillbethemainsourceofincome,Trusteesareoptimisticthatthroughcarefulmanagementofpricing,occupancylevelsandcoststhehallshouldbecashsustainablefromitsfirstyearofoperation.Inadditiontohirerevenue,Trusteeswillcontinuetoraisecharitablegiftsandorganiseevents,forexample,annualvillagefete,harvestsupper,assupplementaryincome.Incomefromoperationswillbedeterminedbytwofactors:
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1. Thenumberofhoursthatthemainhallisletfor
2. ThepricechargedforeachhourtheHallisletfor
Income Year1 Year2 Year3 Year4 Year5Turnover(note1) 18,720 22,750 27,040 31,590 36,400
Fundraising(note2) 5,000 5,000 5,000 5,000 5,000Totalincome 23,720 27,750 32,040 36,590 41,400
Incomefigureshavebeenbasedonapotential98hoursperweekfromthemainhallonlyalthoughthereisafuturepotentialofanadditional98hoursperweekif/whenoneofthesmallermeetingroomsisusedatthesametimeasthemainhall.Note1:Year1assumedtobeanaverageoccupancyof30hoursperweek(31%usage)atanaveragerateof£12perhour,Year2of35hpw(36%usage)at£12.50ph,Year30f40hpw(41%usage)at£13ph,Year4of45hpw(46%usage)at£13.50phandYear5of50hpw(51%usage)at£14ph.Note2:Trusteeshaveagreedtoraise£5000ayearthrough100Clubandeventsheldsuchastheannualvillagefete(seeaccountsinAppendixB)Note3:Trusteesintend(subjecttoincomelevels)thatatleast24hoursperweek(25%occupancy)willbeofferedasfreecommunityledactivitytime.
Costs:Oncethenewhallisbroughtintousetherewillbeanumberofcostsassociatedwithitsexistencethatwillimmediatelybegintoaccrue(fixedcosts).Inaddition,hallusagewillclearlyresultinadditionalcostsarising(variablecosts).TheTrusteeshave,throughhistoricdata,researchanddetailedconsideration,forecastedcostsforafiveyearperiod,buildinginanannual2%inflationincrease.FixedCosts(administrativeexpenses)
Fixedcost Year1 Year2 Year3 Year4 Year5Businessrates(note1) 200 204 208 212 216
Insurance 2,000 2040 2081 2122 2164PerformingRightslicence 170 173 177 180 184
Internet,telephone 400 408 416 428 436Wastemanagement 850 867 884 902 920
Part-timeHallAdministrator(honorarium) 3000 3060 3121 3201 3265
Intruderalarmmaintenance 630 642 654 667 680Firealarmmaintenance 525 535 545 555 566Lightningprotection 263 268 273 285 291
Accountancy(honorarium) 100 102 104 106 108Sundry 500 510 520 530 540
Sub-totaladministrativeexpenses 8,638 8,809 8,983 9,188 9,370
Note1–Assumptionthatbusinessratesreliefof80-100%willbeavailableontheproperty.
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Variablecosts(costofsales):
Variablecosts Year1(31%Usage)
Year2(36%Usage)
Year3(41%Usage)
Year4(46%Usage)
Year5(51%Usage)
Electricity(ThereisnogasintheVillage) 2,500 2974 3483 3907 4332
Water(meter) 500 612 696 781 867Cleaning–labour 2,000 2040 2080 2121 2163
Washroomconsumables 500 612 696 781 867Maintenance,servicing&repairs 2,000 2448 2787 3127 3468
Sub-totalcostofsales 7,500 8686 9742 10717 11697Totaloperatingcosts:
Summary Year1 Year2 Year3 Year4 Year5Costofsales 7,500 8,686 9,742 10,717 11,697
Administrativeexpense 8,638 8,809 8,983 9,188 9,370Totaloperatingcosts 16,138 17,495 18,725 19,905 21,067
Forecastprofit/loss:
Forecast Year1 Year2 Year3 Year4 Year5Income(note1) 23,720 27,750 32,040 36,590 41,400Costofsales 7,500 8,686 9,742 10,717 11,697Grosssurplus 16,220 19,064 22,298 25,873 29,703
Administrativeexpense 8,638 8,809 8,983 9,188 9,370Operationalprofit/loss 7,582 10,255 13,315 16,685 20,333
Note1–Typicalfundraisingamountof£5,000isincludedintheaboveforecasthoweverthisisnotguaranteedSensitivityAnalysis:
IncomeVariances: Year1 Year2 Year3 Year4 Year5-10%Income=Operational
profit/loss 5,210 7,480 10,111 13,026 16,193
+10%Income=Operationalprofit/loss 9,954 13,030 16,519 20,344
24,473
Fromtheaboveitiscleartoseethatthehallisexpectedtodeliveranoperationalsurpluswhichopensthepossibilityoftakingalongtermloan,howeverthiswoulddependonverylowinterestratesandalongterm.Aloanisnotthepreferredoptionbecauseofthepotentiallegalrequirements.TheTrusteesintendtoreviewtheannualfinancialperformanceandsplitanyannualsurplus,afterpaymentofanybusinessloan,intotwodistinctfunds:
1. Areservetocoverunforeseeablecosts,forexample;significantrepairsoverthelifeoftheproperty
2. Areservetocovertheplayingfieldsandplayground
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5.RISKSANDISSUES-SWOTSTRENGTHS WEAKNESSES• Largevillagepopulation(600+)• Severalpiecesofresearchoverthepastdecade
identifiedandreiteratedneedforanewHall• StrongsupportfromParishCouncilandParochialChurch
Council• Centralvillagelocation• Statementsofintenttocontinueuseofhallfromseveral
villagegroupsandalsopotentialnewgroups• Fundsraisedfromdonationsalone;showsstrong
communitysupport• Solidfundraisingbasetosupportsoundfinancialplans• Modernandsustainabledesign• Designledbyinformedpredictedusage• Strongexistingvolunteerfocusinthevillage• WidelyskilledTrustees,forexample;retiredprofessional
engineer,business/operationsmanager,representativesfromcommunitygroups(WI,PCC,cricketclub,ParishCouncil,Sniffers,communitypub)
• Occupancydoesnotincreasetosufficientlevelstofunddepreciation/maintenancecharges
• Sizeofvenuemayaffectmarketability• Possiblelimitedstoragespace• Cashflowduringbuildproject;delayingrantfunding
OPPORTUNITIES THREATS• Allowexistingcommunitygroupstocontinueandremain
inthevillage• Increasethelocalskillscapacitythroughholdingadult
educationclasses• Newgroupsstart-upthathavebeenunabletodosoin
thepastastheywereunabletousetheexistinghallduetopoorcondition
• Expandexistingsmallgroupswhomeetinresidentshomesbutneedextraspace
• Broadentheinvolvementoflocalpeoplethroughofferingawiderangeofactivitiesandservices,including;social,leisureandeducationevents
• Offeringalocalalternativetothelicensedpremises• Link-upswithlocalbusinessestooffermeetingspace• Providebaseforwidercommunitywork• Potential25%(24hoursperweek)ofoccupancytimein
freecommunityledactivities
• Lackoflocalgovernmentfundingtofinancetheshortfallwilldelaystartandcouldresultinbuildingcostsspirallingoutofreach
• Halldoesn’tgenerateenoughincome• Lesspopulartimeslotsmayneedtobediscountedthus
reducingincome• Managementareallvolunteerswhichcouldimpacton
timeavailableformarketingofthehall;thebenefitsofbecomingaCIOshouldmitigateandencouragevolunteersformanagementresponsibilities.
• Othernewhallsmaytakeawaybusiness• Unexpectedexpenditurewhenthehallisupandrunning• Delaysinconfirmingfunding• Asaresultoftheabovespirallingcontract/tendercosts
ofthebuildingviaTimberworks
RiskRegister L,M,H MitigationLackoffunding,resultinginincreasedcosts H ApproachtoWDCforlongtermloantocoverthe
shortfallProjectstagesoverrun M Dismantleandgroundworks–weatherdependantOverspendongroundworks M ReducespecificationtocoveroverspendCashflowduringconstruction M Structuredreleaseoffundstocontractor,ideallyto
matchincominggrantsLackofincomefromhallhire M ApproachParishCounciltoguaranteeanypotential
loanrepaymentsLackofHallhire M Discountlesspopularhiretimes,reviewandadjusthire
ratestoincreaseoccupancy.Activelypromotehallthroughincreasedmarketingstrategy
Managementvolunteerslimited L MitigatedbyconversiontoCIOasnowlimitedliabilityUnexpectedexpenditureforrunningcosts M PlanforasinkingfundAbilitytorecruitahalladministrator L Reviewsalary/hoursrequired,seekHRadvice
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6.ExecutiveSummaryThecreationofanewvillagehallwilltransformlifeinNortonLindsey;itwillprovideacommunityspaceforresidentsofallages,affordingsafeandcomfortablefacilitiesthatencourageinteractionandsustaininterestinactivitiesandeventsthatdirectlyenrichresidents’lives.Thisfacilityhashadalonggestationandwillmeetaneedthatmanyhavefeltwillneverbemet;foraruralcommunitynottohaveavillagehallstopssomanyinitiativesthathaveneededthesimplestamenitysuchastoiletsforeventsontheplayingfieldsoranoperationalbaseforcommunityledactivities,letalonethemoreestablishedgroupsthathavestoicallymanagedusingtheantiquatedfacilitiesaffordedbytheoldvillagehallinrecentyears.Leadersofcommunitygroupsintheparishrealisethatthisfacilitywillbetransformationalfortheirmemberswhohaveforsolongmadedowithsmall,deterioratingandinappropriatefacilities.Thehallwillenableresidentstomeetinformallythroughsharedinterestgroups,coffeemorningsandothersocialinteractions,itisalsoanticipatedthatthehallwillenableprovidersofadulteducation,childcareandexerciseclassestoestablishviableprogrammesforthebenefitoflocalresidents,arequirementindicatedintheParishPlan,andTrusteeshavehadconsiderableinterestfromthecommunityforusingthehallforeventssuchasfamilycelebrations,birthdaypartiesandthelike.Subjecttosecuringtheshortfallinfunding,itisplannedthattheconstructionphasewillbegininautumn2018andrunthroughuntilsummer2019,allowingtimeforcommissioningandanofficialopeningofafullyoperationalnewhallin2019.Trusteeswilljudgeittobeasuccessifthenewhallisbeingusedbyadiverserangeofgroupsofallageswhoarecomingtogethernotjustfortheirownbenefit,buttoalsoservethewidercommunity:KPI-DiversitySuccessThiswillbemeasuredbythenumberofnotforprofitorganisationsusingthehalleachweek,forexample;Brownies,historygroup.Ourtargetwillbe:
• Year1-Existing3groupsperweekandthereafteradding1extragroupperyearUsageMeasurementTheTrusteesideallyplan(subjecttoincomelevels)tokeepatleast25%(24hoursperweek)ofusagetimeasfreecommunityledactivities.UsageRatio=hoursbooked/availablehoursoftheMAINHALLONLYi.e.98hoursperweek.Targetsareasfollows: PAIDUSAGE COMMUNITYFREEUSAGE TOTALUSAGE
• Year1 30hoursperweekpaid/98hours=31% 25%(24hoursperweek) 55%• Year2 35hoursperweekpaid/98hours=36% 25%(24hoursperweek) 60%• Year3 40hoursperweekpaid/98hours=41% 25%(24hoursperweek) 65%• Year4 45hoursperweekpaid/98hours=46% 25%(24hoursperweek) 70%• Year5 50hoursperweekpaid/98hours=51% 25%(24hoursperweek) 75%
Ifyourequireanyfurtherinformation,pleasecontactCaroleBriggs,Trustee&Secretary,NortonLindseyVillageHall&PlayingFieldsCIO;Email;[email protected]:01926843355
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AppendixA–CostsandFeesMainSummary:
Total Pre-construction Phase1 Phase2Construction Dismantle&
groundworksBuildingConstruction,M&E
Internalworks
Bill1TenderPreliminaries&Design
£32,685.00 £32,685.00 £- £-
Bill2Tender-Buildingworks £167,002.00 £80,572.00 £86,430.00 £Bill3Tender–M&E £85,946.00 £- £85,946.00 £Bill4Tender–TimberFrame £184,430.00 £- £184,430.00 £Bill3Contingency £25,000.00 £- £ £25000.00
£495,063.00 £113,257.00 £356,806.00 £25000.00 External&Barworks(Phase3) £30,000.00 Fees&Charges(PaidfromexistingNLVHfunds)
Architect–ColinWilcox(Inkind) £0.00 £- £- £-CDM-C-GrahamWiggins £1500.00 £- £- £1500.00QS–KevinPartridge £8100.00 £4860.00* £- £2700.00M&E–PhilBoraston £2100.00 £2100.00 £- £-MainsElectricWesternPower £2425.29 £2425.29* £- £-Planning £2290.00 £2290.00 £- £-Surveys £1674.00 £1674.00 £- £-Asbestosremoval £300.00 £300.00* £- £-Electrickioskconstruction £1000.00 £1000.00 £- £-WaterPlus(Estimate)/Contingency
£4110.71 £4110.71* £- £-
StorageContainer £1500.00 £1500.00* £- £-
TOTALS £25,000.00 £20,260.00 £- £3200.00 *Unpaid@Sept2018
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AppendixB–NortonLindseyVillageHallAccounts
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APPENDIXC-PlanningApproval
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APPENDIXD–March2017QuestionnaireResults
NORTONLINDSEYVILLAGEHALL
SummaryofResultsofVillageSurvey–March2017SectionA:Aboutyouandyourfamily1. Howmanypeopleliveinyourhouseholdineachofthefollowingagegroups?
Totalresidentsrepresented:3682. HowmanyyearshasyourhouseholdlivedinNortonLindsey?
Totalhouseholdsrepresented:141SectionB:YouruseoftheVillageHall&PlayingField3. HasyourhouseholdeverusedtheVillageHall&PlayingField?
3153
1844
6460
98
0-5yearsold6-15yearsold16-25yearsold26-40yearsold41-55yearsold56-70yearsold
71yearsandover
0 20 40 60 80 100 120
36
24
11
16
20
34
0-5years
6-10years
11-15years
16-20years
21-30years
Over30years
0 10 20 30 40
91%
9%
Yes
No
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Page20of21
APPENDIXE-TenderDocuments
ContractSumAnalysisTWETenderNovember2017-NortonLindseyVillageHall £ £ Notes
ADesignWorkArchitect Nil Allowancemadeintender,nofurtherrequirement.
O&Mdrawings'asbuilt'willbemadeavailable
Engineer 3500 Engineerdrawingswillbedrawnupandfollowed
BuildingRegulations 1250 Inspection,submissionsandFeesareallcoveredinthis
SBEM/EPCcertificates 785 PreandPostConstruction-AlsocostedbyPhil(NLVHto
useTWforthisandremovethecostsfromPhilB)
Air/SoundTesting 1460
Others Nil 6995
B.PreliminariesContract,admin,travel,O&M,office
etc
11350 Reductionof£4kasbuidlinghadbeenallowedfortwice
Settingupsite,security,welfare,
storageandremovalthereof
14340 25690 Insurance=Contractorsallrisks.IncludesHerrasfencing
(additionalcostforupto4weeksbeforegroundworks
starttobeconfirmedbyTWE)
C.BuildersWorkSlab/Foundationremovalandsite
clearance
7590 Stripout-includesoffsitedisposalandcleanstone
blinding.Fixedcost
Substructures
Foundations 72982 Stripfootingsunderwalls,beamandblockstructure,
includingsomeloadbearinginternalwalls.Alsoincludes
thebrickskirt.Fixedpricebutsubjectto1mdepthfor
footing.Trialholeofferedoncecontractsigned.
groundfloorslabs Nil Includedinfoundationssum
Timberframe(seefinalentry)
scaffolding 4140 Required6ftwidespacearoundbuilding
attendanceetc Nil Included
Roofcoverings 21525 CosteedasConcreteduotilesforthisshallowpitch.A
biggertileisusedbutlooksastheticallylikeasmaller
tile.Tilesyettobeagreedbyplanning.
Rainwater 1812
Frontelevationbayroof/coverings-
Porch
Nil Porchisincluded-specpricedatGlueclampluscladding
ORpossibleOakposts
Windowsandexternaldoors
(sundries)
Nil Included
InternalDoors 3180 Additionalcostforvisionpaneldoorstomeetingroom
anddressingroom
Wallandceilingfinishes 11863 Thermacelltowalls,plasterboardtoceilingsplus
finishingreadytodecorate
Tiling 1200 Kitchenandtoiletsplashback-costedaswhitestandard
Floorfinishes 21000 Karndean&Polysafe(toilets&kitchen)Toberetro
fittedbyothers.£21kallowedbutquotationsmaybe
less.
skirtings 880 TWEtofitskirting.Larndeanfittedtoskirtingwitha
clearseal
Ceilingfinishes Nil Includedinabove
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Page21of21
APPENDIXF-SCHEDULEOFACCOMMODATION
• Entrance/Foyero ActsasacrushspacefortheMulti-purposeHallo Accesstotoilets/cloakroomo Accesstokitcheno Doubledoorsforfurnitureremovalo DisabledaccessthroughoutinaccordancewiththeDisabilityDiscriminationActo Displayspaceo Matwelland‘cleanoff’carpetzoneo Powerforcleaning,telephonepointandfire/securityalarmpanel
• Multi-PurposeHallo Adaptablespacewithgoodsoundattenuationo Acousticssuitableforspeechandpresentationworko Varietyofseatingconfigurationsincludingconference,seminar,diningandeducationo Directlinkwithstoresandkitchenservery,whichcanbelockedoffo Goodnaturallightingwithblack-outfacilities.MaximiseviewandaccesstothePlayingFieldo Goodairchangeratecommensuratewithuseincludingsecurablenaturalventilationo Interestingceiling/roofspacetocreateaspacewithhighqualityarchitecturalcharactero Poweraroundallperimeters,ITsocket,telephone,TVpointandhearinginductionloop.o Lowpressurehotwaterheatingfromseparateairsourceheatpumpo ITterminaltoincludeincomingBroadbandconnection
• MeetingRoomso ITterminaltoincludeincomingBroadbandconnection
• Kitcheno Self-containedroomo Commercialspecificationtoincludehob,oven,preparationarea,wash-upsink,hand-washbasin,
drygoodsstore,refrigerator,warming,cupboards,teaboilerandserveryo Singlephasepower,dishwasher,electrichobandovenwithdomestichotwaterprovidedfromthe
heatpumpo Extractventilationhoodand15airchanges/hourbymeansofmechanicalventilationo Easyclearhygienicfinisheswithtiledfloorandwalls,IPrateddownlighters
• Toiletso Unisextoiletswithhandwashingfacilities,includingdisabledandbabychanging,andgooddisabled
accessinaccordancewiththeBuildingRegulationsPartM• Cloaks
o Definablespaceforcloakswithhat/coathooks• Store
o Internallockablestoreforequipmentanddecorationso Adjustableshelvingalongonewallandgoodaccesso AccessiblefromMulti-purposehallo Doubleordoorandahalfforeasyaccesso Easychairstorage
• Cleanero Internallockablestore
• Refuseo Screenedandlockablerefusestoragearea(external)
• Externalworkso Lowmaintenanceandwelldrainedpathwayso Provisionfordisabledaccessfromthecarparko Improvedvisuallinks