Minutes Meeting 15th February 2019

Hollybush Village Churchroom 

Meeting Minutes

15^th  February 2019

1. Call to order

Mr. Bob Lynch called to order an informal meeting of the community of Hollybush Villagers and trustees at 19.00hrs on 15^th February 2019 at Hollybush Village Church Room.  

1. Persons Present

Robert Lynch (Chair), Tracey Lynch (Secretary), Shirley Williams (Treasurer), David and Libby Allen, Roger Gillard, Roger and Sue Dobson, Robin and Sam Pettigrew, Jerry and Jenny Fryman, Herman and Sheryl Veldboer, Margaret Osbourne. Guest: Mr Richard Timney (ACRE ‘Community First’).

Apologies: Mike Wakefield, Kath and Johnny, Steve and Sharon, Pete and Emma. 

1. III.Minutes from previous meeting hand delivered to community and formed Agenda for discussion
2. IV.
1. Chair: Thanked those present for giving time and support. Apologies were given.  Those present were asked to sign permissions (Data protection) in order that group emailing could be used to share minutes and information.
2. Chair:  The Hollybush Village Church room will have charitable status as per charity commission rules: the trustees, chair and secretary form the management committee for the first year, at which point it will be expected that all resign and opportunity to vote in a new or the existing management committee. 
3. Treasurer gave a balance of £1,197 plus profits earned from 2019 12^th Night BYO £107; a further balance held on behalf of Hollybush Village Church Room in PCC accounts around £1000 (Historical donation via the Albright Trust).  To be verified.
4. Update of events: lease now signed by all trustees, with solicitor Mike Huskinson once dated becomes active. Mr Huskinson has been on holiday and therefore at this stage it is not known if the lease is signed. 
5. The first task of Management Committee is to form a ‘Constitution’ which forms the basis of rules guidelines and purpose of the Hollybush Village Church room for the benefit of the building and Hollybush Village community and people of the surrounding area. Since last meeting the Management committee had met on Tuesday 12^th February 2019, to start this process. The Chair provided copies of example constitutions if anyone present wanted to see. The management committee plan to reconvene in around 2-4 weeks to progress the writing of a constitution.
6. Since the last general meeting Bob Lynch had met with Mr Richard Timney (Community First) (ACRE) and through a generous donation from trustee Sheryl Veldoboer £50.00 membership to ACRE had been submitted which allows access to ACRE templates which also include sample constitution.  
7. Re the proposal to aim for Registered Charity Status it was discussed that in most cases access to grants are only available to those charities which are registered. Chair had new information, in order to become a registered charity an annual income of £5,000 needs to be demonstrated. The registration process takes around 3 months. 
8. Sheryl Veldboer provided a short synopsis of the visit from her acquaintance Richard who had taken time to travel from South Wales to visit Hollybush Village Church room, he had background of taking on a similar project. Some points taken from Richard (the potential of removing external tin cladding, which is perishing due to the 100year plus history) removing external sheeting would preserve internal wood paneling, allow inspection and insulation therefore improvement of building, he advised aiming for big requests for funding grants. Grants only followed a request for improvement rather than repair.
9. Sam Pettigrew was in receipt of two quotations for replacement of windows with wooden double-glazed units, quotes in from Shane Howells £12,222.50 with additional £18.00 per window for triple vent. Mark Walsh £ 9,295 plus VAT plus £160 per day to fit and paint windows.
10. Jerry and Jenny Fryman raised consideration of repairing existing window frames, rather than replace; with intention of preserving rather than renovating, thus maintaining the historic building charm. It was requested that quotations for the repair of windows should also be obtained to assess the cost feasibility of preservation rather than replacement. Jerry has suggested grants may become available from Heritage Lottery Fund and it should be assessed if the heritage lottery would favor the sympathetic repair of building. Jerry suggested a local carpentry service Burns and Chute Churchill who may provide a quotation for repairs.
11. Guest Richard Timney indicated that signed lease 25 years offered value as ‘an asset’ which would be considered as a monetary value therefore gaining registered charity status may be achievable without have £5000 in bank. 
12. Jerry Fryman asked Richard Timney if in his opinion could Hollybush Village Churchroom have the potential of becoming an annexe of Castle Moreton Village Hall (which already has charitable status) the thought being Hollybush is in the civil parish of Castlemorton. Richard Timney indicated in his experience and opinion this would not be feasible as Castlemorton Hall’s own constitution would not allow for this. Richard Timney raised idea that if PCC commisioned work and paid this would attract benefit of VAT deduction.
13. Mike Wakefield not present due to prior engagement not available to feed back regarding ECO toilet information.
14. Chair thanked Jerry Fryman for producing a portfolio of information and photographs of Hollybush Village Church room, the intention being it would be of value when making grant applications in future.
15. Jerry discussed with group the idea of creating a blog i.e friends of Hollybush Village room.  Richard Timney added that many Halls had Facebook page. A google search could then bring up the hall to anyone searching for Hollybush or halls. It was thought an ‘Interest Group page’ would probably attract most following.
16. Jerry recapped to group, his emailed discussions (provided in printed format at meeting) with David Armitage of Malvern Hills Area of outstanding natural beauty.  MH AONB also had grants to donate in sums around £500-£1000 a time. David Armitage himself is on committee of local Mathon Village Hall, he had offered to talk to Hollybush Village residents, he was also keen to offer support.   The next grants would be available from April 2019 onwards if Hollybush church room is in position to apply. The benefit of Hollybush Village Church room would give access to area of outstanding natural beauty.  All present appreciated the offer of meeting David Armitage.

Chair formally introduced Richard Timney and thanked him for offering his time to introduce his role with Community first and ACRE and offering to answer questions and guide the Hollybush Village Church room community. Community First (Malvern Office) provides support in an advisory capacity to over 340 village halls over two counties Hereford and Worcestershire.  He went on to discuss the advice he is able to offer on matters such as health and safety, Insurance matters, repairs, investing and fund raising. Offering up examples of halls that were central to the community and ‘cornerstone’ usually those with driving force of individuals, he contrasted with evidence of halls that were failing, villagers in dispute etc. He talked in terms of the hall as ‘box’ where activities take place. It was management committees’ responsibility to get ‘all ducks in a row’ and ensure safety of hall users and ensure safe and lawful procedures.  ACRE membership affords access to 50 plus documents and templates, to ensure safe and lawful operating procedures.  The first task and requirement is the ‘Constitution’ Many halls have constitutions dating from 50’s 60’s and 70’s which still hold legal weight today, there are procedures to take via charity commissions to amend them so it is important to get the detail right.  Ie, the area of benefit and objectives.  He named the accountabilities such as election s for trustees etc. He advised the importance of naming the charity to run the hall and suggested most management committees met 6 times per year to run a hall, this committee may need to meet more regularly. He went on to raise some considerations such as conflicts of interest and of the signed lease, recommending the trustees may wish to undertake their own legal advice, highlighting that the lease has been drawn up by solicitor working on behalf of the Church.  He drew on examples of church halls with similar contracts listing lengthy waits for permissions to carry out works i.e. going through easement process and charges for visits from faculty architect on behalf of landlord.  A single visit may be a accost greater than £300 and multiple visits are often required, examples of Berrow,  Pendock and  Birtsmorton were mentioned. He recommended consideration of requesting clarity of process.  Chair indicated part to his requirement during process was to submit a schedule of works which had been accepted.

1. Mr. Timney recommended obtaining numerous quotations to effect all types of repairs, obtaining permissions to undertake such works, writing bids for multiple grants in bursts of 4-5 applications. ‘Improvements, upgrades, insulation all attracts grants.

‘Awards for All’ was suggested as a starting point for applying for grant for feasibility study. Ie. Drawing up plans, structural safety, electrical testing etc. Jerry Fryman is agreeable to looking further at ‘Awards for all application system/process’

1. The Chair and those present thanked Mr. Richard Timney for taking the time to visit and for his expert knowledge and input to our meeting.

1. Adjournment

Mr. Bob Lynch adjourned the meeting at time.21.00hrs.

Next Meeting to be arranged.

The Existing Building

THIS ROOM WAS ERECTED
BY PUBLIC SUBSCRIPTION

TO THE GLORY OF GOD AND IN
COMMEMORATION OF THE
WORK OF WILLIAM ARTHUR ROBERTS
IN FOUNDING. FIRSTLY THE PARISH.
AND SECONDLY THE INSTITUTE.OF 

HOLLYBUSH.

HE BEGAN HIS WORK ON THE 

SIXTEENTH OF AUGUST 1908.

THE ORDER IN COUNCIL
CONSTITUTING HOLLYBUSH
A CONSOLIDATED CHAPELRY
WAS DATED JUNE 24 -1912.
THIS ROOM WAS DECLARED OPEN BY
LORD SOMERS12TH DECEMBER 1922

 The Church Room at Hollybush is a significant building in Hollybush with a strong affectionate following from the villagers. As we research its history we find that it has served the community as a meeting place for dances and social events, it provided shelter and accommodation for a family of evacuees. It supported the Village Fete and Jumble for many years.

The Church Room at Hollybush is in particularly good condition. It was built on excellent foundations. It is structurally sound though decay has taken hold of the windows. The electrics need rewiring and the unfortunate attempt to paint the inside needs remedying by stripping the white paint off the ceiling and walls.

A major upgrade is required to the toilets to make them fit for purpose. Move the kitchen area to the side annex.

There are a considerable number of architectural historians who have a particular interest and enthusiasm for these prefabricated buildings.

Not only are they of architectural interest but they record a time when non-conformist chapels were expanding and seeking alternative accommodation to the established Church. 

Hollybush/ Birtsmorton and the area has associations with nonconformist movements and as a poor rural community, it needed help and support to provide the facilities to support the communities.

THE PROPOSED PROJECT

THE PROPOSED PROJECT

The Church Room at Hollybush is approaching the one hundred year anniversary of its foundation. Over the years the hall has served the community as a gathering point for celebrations, jumble sales, and parties in its early days it was called the Institute and we think held a library. Now in the 21st Century, it is showing signs of its age with some deterioration to the fabric and the services.
Aspects of the hall, in particular, the toilets and kitchen are not really fit for purpose.
Nevertheless, it is a fine and unspoiled example of a prefabricated steel building similar to those that supplied all over the country indeed the world by W Copper from their factory in the  Old Kent Road, London in the late 19th and early 20th Century.

Bob Embleton / HollyBush Church Room / CC BY-SA 2.0

A group of enthusiasts are anxious to undertake the project to restore, improve and renovate the building. A formidable task that will require not only resources but careful management to maximize its use yet maintain the particular character.

Several questions are posed.

• Does the lease from the Church contain any hidden clauses that could turn into expensive liabilities?
• How much do we restore or do we replace?
• Seeking funds may require improvements such as insulation and safety measures. Are these really necessary and will they prove expensive or compromise the building.
• What are the anticipated uses for the building and what would be needed to be done to support them?
• What funding could be available? Where from? and what conditions would be imposed?
• What is the insurance liability for such a building?  Would it include a 'like for like' rebuild?
• What is the condition of the underlying structure and the metal skin?  How much could be repaired? Would replacement of the metal cladding be necessary?

Excellent advice has been given by Richard Timney the Business Advisor for Community Building and Funding of 'Community First for Herefordshire and Worcestershire.

His initial meeting with him identified a range of questions we must address before embarking on the project.

This Blog is a call to action, to seek ideas and opinions and to help us identify the best way forward. So please COMMENT and express your opinion. 

We also seek any memories of life and the activities at the Church Room. So please cast around and ask anyone for any information or images.