BRAMSHOTT & LIPHOOK PARISH COUNCIL

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1 BRAMSHOTT & LIPHOOK PARISH COUNCIL Mr A S R GROVES CLERK Tel: Fax: blpc1@tiscali.co.uk THE PARISH OFFICE HASKELL CENTRE MIDHURST ROAD LIPHOOK HAMPSHIRE GU30 7TN A MEETING OF THE HERITAGE CENTRE WORKING PARTY TOOK PLACE AT 8.00PM IN THE LIPHOOK MILLENNIUM HALL, ONTARIO WAY, LIPHOOK, ON WEDNESDAY 5 DECEMBER 2007 MINUTES PRESENT WERE: Mr M Croucher (Chairman) and Mr P Jordan (Parish Councillors). Mr A Bird, Mr I Baker, Ms J Marr (Bramshott and Liphook Preservation Society). Mr N Atherden, Mr A Rudgard (Community Members). Mrs L Panton (EHDC). 36/07 CHAIRMAN S ANNOUNCEMENTS The Chairman welcomed Liz Panton of EHDC to the meeting. Members were reminded of the emergency exits and to switch off mobile phones. 37/07 APOLOGIES FOR ABSENCE Cllr D Murray. It is unclear whether Cllr Murray received an agenda. Cllr Jordan to followup. 38/07 MINUTES OF THE MEETING 6 NOVEMBER 2007 The minutes were agreed having amended dating/day error. 39/07 MATTERS ARISING FROM THE MINUTES 6 NOVEMBER 2007 No matters arising other than those already included on the agenda. 40/07 DECLARATIONS OF INTEREST The Chairman referred Members to the requirement of declaration. No interests were declared. 1

2 41/07 REPORTS Grant Funding/Administration. Mr Rudgard reported on a most informative meeting held that morning between Cllrs Croucher, Jordan and Mr Baker, Mr Rudgard and Katerina Kremmidia, a member of the local Museum Development Team of Renaissance in Progress. The meeting was held at HCC Museum and Archives Service, Chilcomb House. The Heritage Centre project had been explained to her accompanied by photographs and architect drawings of the plans. Katerina explained what her team could provide what services and the guidance available in determining grants avenues available and then in progressing the grant application. A key message for the Working Party is that the Heritage Lottery Fund should be an option open to us and that we must not be put off by the funds negative references to new buildings. Katerina was of the firm opinion that the Millennium Centre was of sufficient age and period of demonstrated use that the fund was accessible. Katerina recommended contacting Sarah Wicks of the Heritage Lottery South East England at Holbein Place London to seek allocation of an application support officer. Katerina advised that our Heritage Centre was at too early a stage of development to enable us to seek accreditation. However there were seminars and other information/education courses open to us. The group were also advised not to approach Awards for All at this stage. Experience shows that we should focus on the great value award (max 50,000, cf 10,000) first. Katerina had emphasised that the project would benefit from it being emphasised that this was a community project intended to give access to material for education and interest purposes. Liz Panton shared some of her experiences of successful projects with the meeting seeking to demonstrate the activities which give evidence of community involvement. The meeting briefly discussed projects currently ongoing in adjoining parishes. Whilst recognising the potential for a possible multi-community approach it was considered that in the first instance the focus should be on the needs of B&L parish. Liz Panton informed the meeting of the grant routes available within the EHDC. Community Initiative Fund. Maximum 15,000 or 50% of total if lower. This was a Community Forum managed award and required an element of matched funding from the Parish Council. It was for capital expenditure projects but not equipment. Should the Parish Council have potential access to Developers Funding then it would be expected that this would have also been sought as part of the project funding. There were a number of aspects that need addressing in the application such as the adequacy of our Child Protection Policy. Liz recommended that we approach Claire Coxwell at Community First for guidance. The application can take some 3-6months to process through to final decision. Community Project Fund. Max 2000 or 50% of total if lower. This was available in any one financial year and was for either capital or equipment. However one should not seek capital under this fund if already applied for under the Community Initiative Fund. 2

3 Revenue Expenditure Grant. There is the possibility for projects to apply for revenue funding support under which support may be granted over a three-year period, on a declining value per annum basis. This cannot be applied for by a for profit organisation. The Parish Council can apply for such a grant. Liz Panton also made reference to the Local Heritage Initiative Fund which was an HCC managed fund. It was agreed to defer any discussion on this until the next meeting when it is intended to invite Claire Coxwell to discuss other County level grants. A summary of current thinking on possible funding structure was:- 000 s Capital Equipment Community initiative max Community Project Fund 2 County Councillor 1-2 Developers Funds 2-5 Parish Council B&L preservation Society 10 Heritage Lottery Fund the balance required Broader Community Involvement was discussed. It was agreed that there was insufficient awareness by other Societies within the Parish of the Heritage Centre Project. Equally the Working Party is insufficiently aware of the needs and possible involvement in the Centre of such groups. To an extend grant application should fully demonstrate the community benefit of the project if applications are to be successful Actions: Provision of an electronic copy of the Community Initiative Fund application form. Responsible for progressing Community Initiative Fund Application. Evaluate and obtain support for use of Developers Funding. Consider requirements of Community Project Fund application. LP NA/PJ MC IB Heritage Lottery Fund establish action plan and contacts. TR/NA/PJ Draft a selling statement to explain the objectives of the Heritage Centre and how other societies, schools etc might make use of the facilities. IB Write to those Societies, which we understand, might wish to use the storage/archive facilities and invite them to explain their needs. Issued by 21 December for response by 18 January. MC Ensure that the B&L Preservation Society are aware and support the wider community involvement in the Heritage Centre Project. AB 3

4 Costings and Estimates. Mr Bird presented an updated set of costings. In summary these are: - Excluding VAT VAT Core infrastructure Heritage Centre archives area 23,380 27,472 Disabled access and corridor 15,417 18,115 Remainder of top floor meeting rooms & storage 22,400 26, Sub total 61,197 71,907 B&L PC Equipment 12,250 14, Total 73,447 86,301 ==== ==== It is recognised that the costings will only be estimates until a firm tender is obtained. This will be done once the full set of building regulations have been granted. An instruction is required from the Parish Office for this work to be undertaken. The question as to the risk of having to pay VAT on costs remains outstanding. It was agreed that all areas of the first floor of the Millennium Centre should be included to ensure that the Heritage Centre provided adequate area so that the whole community can have access to the facilities, display areas, storage and meeting rooms. This will also be advantageous to the grant applications. Actions: Request Tony Groves to issue as required. PJ Write to Tony Groves requesting guidance from VAT office. PJ Equipment. The equipment needed for the archiving of documents, cupboards, access tools together with computer equipment and software needs to be itemised and costed. This will help with grant applications. Actions: To complete listing as best able at this stage of the project by February meeting. PJ Project Management/Planning. The Vision and Objectives statement discussed at the last meeting had been circulated with the minutes and accepted. The draft agreement between the Parish Council and B&L Preservation Society has been revived in light of the vision and objective definitions. Actions: Obtain an electronic copy from Tony Groves and amend where applicable. PJ Once updated the details will be discussed and amendments agreed made. Fundraising. Mr N Atherden reported on income received from sales of items, being 36 from calendars and 72 from prints (of church). Cost incurred since last meeting are 92 for mounting and it is understood that a further charge for 70 is being raised. MC/IB 4

5 42/07 NEXT MEETING The next meeting will be on Wednesday 23 January at 8.00pm in the Millennium Centre. CONCLUSION - Confirmed at the meeting held on 23 January Signed... Chairman 5