Balderton Parish Council
Minutes of the New Hall sub committee meeting
held on Tuesday September 12th 2006 at 6.00pm in the Council Hall.
PRESENT Councillors White (Chairman), Allsopp, Colman, Mortimore, Sheppard and
Miss Watson with Mr Lecutier and the Clerk.
APOLOGIES were received from Cllrs Mrs Brooks and Gibson.
0014 Funding
Members reviewed a financial statement to date for the project work. The loan
which is presently being secured is for £167,000 – it is anticipated that much
of this will be re-paid within a relatively short period of time. It is
understood that all District Councillors have £2000 each to give to local
projects – the Clerk was asked to write to the four local councillors and ask if
any funding could be donated to the Hall project.
0015 Utility supply upgrades
Necessary upgrades to the gas and electricity supplies have been arranged at a
combined
cost of £11,400. The water supply will be increased by the provision of storage
and booster pump packs at a cost of £2500 to provide the necessary flow per
second (rather than £65,000 required by Severn Trent).
0016 Licensed Bar
Mr Hedworth from The Chesters Public House has undertaken to be the supervising
officer
for the bar. An agreement has been reached regarding a retainer payment and %
takings for
the Council of any income made from the bar and from any catering work he
undertakes
there. A plan of the proposed bar was circulated and agreed at a cost of £11750
+ vat.
0017 Flooring and Partition Wall
The preferred option for the flooring was agreed as 15mm thick laminate,
finished in ‘Oak Barcelona’. This is an increase in the original cost of £10,525
to the carpet quoted for in the contractor’s price but it is considered to be
far harder wearing and suitable for dances etc. The preferred choice for the
partition wall was considered to be ‘Beech’ colour in a wood grain effect finish
to blend in with the doors.
0018 Staffing
Mr Long, a local school caretaker and presently working as a Council playing
field attendant
has agreed to undertake a caretaking role, as and when needed in the early
stages of the new
building. This can be monitored and reviewed as usage increases. Enquiries will
be made with existing cleaning staff to find a suitable arrangement for cleaning
the new building.
0019 Naming
Options for naming the hall were discussed. Several names were suggested and it
was considered appropriate that these options be put forward to the full Council
for members agreement; Balderton New Hall, Quibell Hall, Balderton Park Hall and
Coronation Hall.
0020 Broadband Internet Access
The option was considered of providing wireless broadband internet access for
conference and business facilities at the new building. This will cost
approximately £100 to set up and connect, and then approximately £20 a month for
an unlimited, uncapped service. The council presently pays £15 a month for dial
up service. The broadband supply can be installed with multi connection so that
the council’s own connection is not compromised by
other on site users.
0021 Advertising and Promotion
The Newark Advertiser can run a full page feature on the new facility, inviting
involved businesses to carry an advert on the page. This would cost
approximately £400 for a half page editorial – the rest of the cost of the full
page is offset by contributions from businesses and companies involved with the
project. The newspaper could also produce a leaflet/pamphlet for distribution in
the mid week free press. There would be no charge for the design, but printing
costs are yet to be advised. Members considered that it may be better to produce
a leaflet ‘in house’ for local distribution in establishments.
0022 Opening Ceremony
Discussion took place upon the preferred way to officially mark the opening of
the new hall. Enquiries will be made with a local agency who do promotion work
to try and secure a celebrity for little or no cost. Members considered that an
open afternoon would be preferred where the hall is officially opened and then
invited guests and all those interested can view the facilities. Light
refreshments will be provided.
0023 Hire Rates and Charges
Consideration was given to suitable hire rates and charges. Some concern was
expressed about allowing 18th birthday parties there as these often attract poor
behaviour. A suggestion was made that security could be hired for certain events
– cost to be met by the hirer.
It was, RECOMMENDED a) that a £200 deposit be
made for whole hall bookings.
b) that a contract be introduced to be signed by the hirer
undertaking that they are responsible for any breakages.
c) that the rate for the whole hall is £50 per hour.
d) that the rate for the meeting room alone is £15 per hour.
e) that the rate for the large hall alone is £35 per hour.
0024 Furniture
Options and estimates have been obtained for tables and chairs. It is
anticipated that requirements are: 17 round tables (which will easily
accommodate 10 people), 10 oblong tables for serving food and also for meeting
use, and 200 chairs. This will cost approximately £6000 for the products
selected. It was,
RECOMMENDED that these be purchased.
Items incurring extra expenditure will be referred to the Finance meeting for
approval.
Further consideration must be given for seating in the reception area, bar and
kitchen requirements (such as white goods, crockery and cutlery) and soft
furnishings for the hall. Local enquiries will be made.
The meeting closed at approximately 7.35pm