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;carolebriggs61@gmail.comTel: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