Hauxton Village Hall Feasibility Study – Update 2015

Produced By Tim Wall Leisure Consultancy Services

July 2015

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Contents Page Number 1. Introduction 2 1.1 The Process 2 1.2 Hauxton Village Hall 3 1.3 A Brief Profile of the Local Area 5 1.4 A Summary of Local Provision 9

2. Updated Options Appraisal 10

3. Possible External Funding 17 4. The Next Steps 18 5. Suggested Timescales 19

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1. Introduction The Hauxton Village Hall Feasibility Group (VHFG) was established to look at the options for a village hall in Hauxton, particularly in light of the proposed new housing developments for the village and anticipated increase in population. The aim of this Feasibility Study Update is to refresh the work previously undertaken in 2012 and take into account new information before updating the key recommendation and actions. The report will

Update National, Regional and Local Priorities

Take into account proposed new housing developments

Review the progress made on the original options

Present updated options for Hauxton Village Hall

Consider possible external funding opportunities for the facility 1.1 The Process The diagram below summarises the process that has been used to create this Feasibility Study:

Hauxton Village Hall Feasibility

Study Update

2015

National Influences

Localism Act

Sport England

Big Society

Places People Play

Rural Community Buildings in England Survey 2009

Regional/Local Influences

SCDC Vision

Profile of Hauxton

Hauxton Parish Plan

VH Condition Survey

Bayer Site Developments

Desmond’s Close Developments

Evidence of Need/Business Case

Community Need

Sound Financial Planning

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1.2 Hauxton Village Hall The current village hall was built about 120 years ago and is a single and part two storey solid brick built structure The hall is built in the centre of the site, which includes the drive and car park in front, grassed are and garage to the rear. The site is enclosed by fences, hedges and gates. The current hall has the following facilities:

Entrance Lobby

Main Hall

Storeroom

Rear entrance lobby, cloaks area and stairs

Kitchen

Male Toilets

Female Toilets

Meeting Room on 1st Floor In November 2011 a Condition Survey was undertaken by Camlet Property Surveys and the key findings are detailed below:

The buildings and its facilities are in a satisfactory condition for the age and are fit for purpose

External decoration is fair to poor There are some works of a legislative nature and maintenance to the structure of the building that need attention. The total cost of these works is £48,950 during the period 2011 – 2016: These are detailed below: Priority A: £27,400

Fire Risk Assessment and Management Plan

Works arising from Risk Assessment – fire doors, alarms etc

Asbestos Type 2 Survey and Management Plan

Work arising from survey - encapsulation

Health and Safety Risk Assessment and Policy

Portable Appliance and Emergency Lighting Testing

Landlords Gas Test and Boiler Service

Disability Access Survey

Works arising from Access Survey

Electrical Installation Periodic Test

Fire Extinguishers maintenance and service Priority B: £14,700

Check roof coverings, cement fillets and leadwork, repair or replace as necessary

Rake out perished pointing in brickwork and arch between ground and first floor windows and repoint

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Rake out cracks and perished pointing in external brick walls, repair and repoint

Remove redundant flue and fixings and make good

Remove tree root from rear of right extension and reinstate ground

Repair/replace woodwork to door and window frames and decorate

Replace broken/cracked glass and replace missing or defective putties

Clear rainwater gutters of leaves after leaf fall and dispose

Repair gutter joints, realign gutter, refix down pipe and provide vermin/bird guard to soil pipe

Replace toilet overflow pipes

External decorations

Repairs to internal woodworks

Investigation and remedial works to damp in the floor and brick piers in the main hall

Priority C: £6,850

Clean light fittings and diffusers and replace broken and missing lamps

Internal decorations including minor repairs

Replace cable connector above suspended ceiling in main hall

Sand and seal main hall floor 1.2.1 Current Management, Usage and Income Hauxton Village Hall is currently managed by a voluntary Village Hall Management Committee which is a registered charity and bookings are coordinated by the Bookings Clerk. The hall is managed on a voluntary basis by a Village Hall Manager The following groups currently use the facility and there have been some minor changes since the last report:

Hauxton Parish Council

Hauxton Women’s Institute

St Edmund’s Church

Art Group

Birdwatching Group

Yoga

Kick Boxing

Shelford Bridge Club

Cavendish Bridge Club

Friday Bridge club

CTC

Pilates It should be noted that some of these groups are from outside the village and are predominantly for older people.

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The hall has also been hired by local residents for the following:

Birthday Parties

Family events and social events

Cycle Club AGM

Fundraising events for the village

Wine Tasting

Charity Functions The village hall has returned a surplus in 2012/13 of £473.24 and £743.49 in 2013/14. There was a surplus of £2,848.04 in 2014/15 and the there are cash assets of £15,328.58.

If the site is to be sold then under the terms of the Constitution the sale must be approved by 75% of residents over 18 who wish to vote

1.3 A Brief Profile of South Cambridgeshire and Hauxton Hauxton is located within the district of South Cambridgeshire. South Cambridgeshire is made up of 105 parishes and settlements, all of which are rural settlements, there are no towns. The district covers 350sq miles of countryside South Cambridgeshire District Council has the following Vision:

We will make South Cambridgeshire a safe and healthy place where residents are proud to live and where there will be opportunities for employment, enterprise and world leading innovation

We will be a listening Council, providing a voice for rural life and first class services accessible to all

1.3.1 Hauxton Population Profile Update According to the 2011 Census 675 people live in the village ((48.9 male, 51.1 female) in 295 households. There are 115 children under 16, 420 working adults and 140 people over 65 years. There are 10 lone parent families with children, 35 single pensioner households, 75 people from BME groups, 65 people born outside the UK and a dependency ratio of 0.61 The number of people with a limiting long term illness is 40 which is 9.3% of the population compared to 12.8% in England. Those claiming Disability Living Allowance is 25 which is 3.4% of the population compared to the England average of 5.1% Access to services is a major factor in quality of life for people in rural communities where services and amenities may be some distance away. In Hauxton the road distance to a GP is 2.6km with a national average of 1.2km.

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The road distance from a public house is 1.9km compared to 07km and 2.1km from a post office compared to the national average of 1.0km In terms of transport and connectivity people in rural areas rely on more on private transport and in general spend more than their urban counterparts. Overall residents of villages travel nearly twice as far by car each year compared to urban residents. In Hauxton 6.55 of households have no car compared to 25.8% in England. 43% of households have one car compared to 42.2% in England The average travel time to the nearest supermarket by public transport/walking is 16 minutes compared to a county average of 11 minutes. The average travel time to the nearest town centre by public transport/walking is 37 minutes compared to 24 minutes in Cambridgeshire 1.3.2 Hauxton Village Plan - “Working together to take Hauxton Forward” This plan was put together by local residents through the creation of the Parish Plan Steering Group and has the following Mission Statement: “To build a successful new community which integrates the semi-rural village character of Hauxton with the new development on the former Bayer site” The questionnaire that formed the basis of the Plan and subsequent actions asked residents whether they used the village hall and what they used it for. Review of Questionnaire In 2011 a Questionnaire was distributed to every household in Hauxton as the key element of the emerging Hauxton Parish Plan. It appeared that the existing location is the village’s overwhelming first choice for the development of a new community facility. The order of preferences was:-

1. Current site 28.5% 2. Recreation Ground 16.6% 3. Church Meadow 16.1% 4. Former Bayer Site 15% 5. School Site (adjacent) 9.2% 6. School Site (dual use) 9% 7. Willow Way 5.6%

The most popular facilities that people requested were:

Social Club/Bar/Café

Exercise Classes

Badminton

Pool Table

Billiards/Snooker

Table tennis

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Carpet Bowls

Internet Access There is significant support for a social club/café within the village. 81.5% of respondents answered the question about facilities within the new village hall and 29.2% registered an interest in such a facility. 75.9% of people responded to the question about whether they would help to run it with 62.4% saying No and 37.6% saying Yes which is a fairly healthy number of village residents willing to give their support. The VHFG produced a list of key factors for a village hall which should be taken into consideration when developing a new facility:

Green space

A central location which is easily accessible on foot to majority of people – therefore not at either end of the Village.

Other Issues from Questionnaire

Church Road Recreation Ground is the most popular facility for recreation followed by the Swimming Pool

Strong support for new play provision on the Recreation Ground and to move the equipment from its current location

Evidence of need for more formal sport on former Bayer site

The Recreation Ground and Willow Way Amenity Space are the most popular places for young people to hang out but lack facilities

There is a need for more facilities and clubs in the village for young people including dance/drama groups and internet café. This is supported by anecdotal evidence of the Willow Way recreation area being used by young people as a place to hang around due to the lack of other provision within the village

The Village Plan has included an action point in the Village Hall and Community Venues section to develop a modern, sustainable facility to meet the needs of the expanding community and explore the future development of a community centre in Hauxton taking into account the views of residents both in terms of location and facilities

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1.3.3 New Developments The following new developments are planned or are in progress for Hauxton:

Desmond’s Close This development has recently been completed in 2011 and comprises 16 new properties. These are rented to tenants by Cambridge Housing Association

A planning application has been rejected to build more houses on the University Arm’s Farm site. The plan was for eight dwellings including three affordable dwellings, on former farm buildings, with access from Desmond’s Close. Outline Planning Permission has been given for five houses, two of which are affordable

Former Bayer CropScience Site In February 2010 Planning Permission was granted for the redevelopment of 8.7 hectares of previously developed land for a mix of uses including up to 280 dwellings, office space, retail space and provision of open spaces at land to the east of the A10 known as the Former Bayer CropScience Ltd Site. The Planning Obligation Section 106 Agreement has the following: “Community Facilities” means the provision by the Council or Parish Council of either:

An extension to the existing Hauxton Village Hall

A new village hall for Hauxton

Community facilities in conjunction with Hauxton Community School

“In each case as shall be agreed between Bridgemere UK plc and your council (SCDC)” There is the sum of £300,000 allocated as the developer contribution towards the community facilities as agreed between the landowner and the Council. The Community Facilities Contribution is to be made prior to the commencement of the development. This needs to be used within 10 years of the date of payment. This funding is obviously subject to the land being remediated to the required standard and the development going ahead as planned. It was originally anticipated that building would start in late 2012.

This development is highly likely to introduce more young families to the village

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The site has now been remediated and an index linked £300,000 is being provided by Bridgemere for an enlarged village hall to accommodate the enlarged community. Construction work has commenced on the site and it is expected that there will be 280 dwellings when complete. An application has also been submitted for 32 houses on the waste water treatment site west of the A10 1.4 Summary of Current Community Provision in Hauxton The village currently has the following community facilities in addition to the village hall:

Hauxton Primary School – The school playground and playing fields are well used by the local community out of school hours and during the weekends and holidays. There is also an open air swimming pool on site which is used by School and community from May to September. Hauxton Pre School is also based on the school site

Church Road Recreation Ground – This has a wildflower meadow, play equipment, seven a side grass pitch and hard court area

Willow Way Amenity Space – This is an informal open space area

St Edmund’s Church

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2. Updated Options Appraisal Hauxton Village Hall Ownership The Trust Deed for the village hall sets out that Hauxton Parish Council just own the site and do not have the authority to choose a site or sell the existing facility, this responsibility rests with the Village Hall Management Committee. Hauxton Parish Council are the Custodian Trustees only of the hall, the management committee which is a registered charity operate the hall on a day to day basis, pay the bills and have responsibility for the necessary maintenance and repairs. The management committee can ask the Parish Council for grants from time to time to help with the running costs. Additional Public Consultation There was a survey of all households in June 2015 to ascertain resident’s views on the location of a village hall. This survey asked for resident’s views on either extending the current hall or building a new facility on the Recreation Ground. The turnout was approximately 75% of eligible voters with 240 favouring the new build option and 182 preferring to extend the existing facility. There was also a drop in session at the Village Hall in June 2015 giving residents the opportunity to look at two options – redevelop the current site and building a new facility on the Recreation Ground There were a wide range of comments from residents It has become apparent that there is no readily available ideal solution. The updated possible options are detailed below: Option One: Is there a requirement for a Village Hall Original Recommendation: There is a clear need for a community village hall facility which is proven by current use and response to the recent Village Plan questionnaire. This will be a focal point for the existing village and new housing – There is still a proven need for the facility, many of the organisations that have expressed interest in using the facility remain actively involved Option Two: Redevelop the Current Site Original Recommendation: To develop an architect’s brief and appoint an architect to see if the requirements of the village can be met by use of the existing site. There has been a significant amount of work undertaken looking at how community need can be met by redeveloping and extending the existing facility. Initially the Parish Council received a grant from SCDC to appoint architects to assess the feasibility of developing a scheme on the existing site. The first

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architects, Freeland Rees Roberts were unable to design a scheme within the Section 106 budget. A Design and Build company, Pinelog, was then appointed and they submitted plans to SCDC to remodel and extend the existing hall. These included creating additional hall capacity, improved toilets, kitchen, small bar/coffee servery plus additional small upstairs room and lift. This did not include improved energy efficiency measures for the existing building. SCDC Planning Officers were unhappy with the submitted Reserved Matters application and they have recommended reconsideration and further exploration of some of the elements of the detailed design approach. The key issues are summarised below:

The principle of the extension of the village hall is acceptable in terms of local planning policies and the Council is aware of the need to extend the building to accommodate the additional demand which will arise from the significant growth in population of the village

The rear of the site is well screened and the extensions would not be particularly close to any neighbouring residential properties.

The scale of the proposed extensions, while relatively substantial, are not considered to be out of scale with the existing building and would appear to be commensurate with the requirement to meet additional demand within the village. There is no objection in principle to the scale of additional development proposed.

The proposed entrance porch on the main facing gable of the front elevation is of some concern in terms of its design. The Planning Officer’s view is that it does not relate particularly well to the rest of the fenestration on that elevation appearing wider and with a different glazing arrangement. They suggest consideration be given to redesigning the porch to be more in keeping with the main front elevation or removing the porch and the entrance door on that elevation and either retaining the existing entrance point in the projecting front element further along the elevation or scaling down the store extension on the North East elevation and providing an entrance door into the proposed lobby on that side elevation.

The proposed porch to the additional hall on the South West elevation, while less prominent in public views, is also considered to be somewhat out of keeping with the general character of the building and the simple appearance of the rest of that elevation on the new extension. The design of the porch, with an eaves height below that of the extension with the ridge set slightly above the eaves and the scale and design of the glazing should all be revisited. The suggestion would be that removing the porch entirely and just providing doors into main hall would result in a simpler elevation.

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The amount of proposed extension is acceptable but needs to be more clearly defined and articulated

There is broad support for the extension and remodelling of the building but some elements of the detailed design approach need to be reconsidered and explored further

The cost of this project has been professionally estimated at £452,000 providing a total usable area of 325 square metres which equates to an overall cost per square metre of approximately £1,400. It is clear from public consultation that there was a strong feeling of public attachment to the existing facility. Updated Recommendation: It is recommended that a face to face meeting is held between SCDC Planning Officers, Pinelog and the VHMC take place to see if an acceptable scheme can be designed that satisfies planning requirements, meets village need and is within budget Option Three: Church Meadow Original Recommendation: Whilst this is a suitable location the landowner has indicated that he is not interested in selling at present. Updated Recommendation This position remains unchanged but has the added issue of being located adjacent to Hauxton Church which is a Grade One Listed Building to which Planning Officers have advised that they would not support a development in this location. Although as a last resort it may be possible to discuss with Planning Officers the potential to locate the new hall at the far side of Church Meadow, adjacent to the new housing development It is also likely at this stage that the land would have to be purchased at the current housing market rate making the capital cost of the project prohibitive Option Four: Dual Use with Hauxton School Original Recommendation: That further work is undertaken on this option in relation to the following:

Production of a viable Business Plan for the facility

Exploration of additional external funding options to bridge any shortfall

Confirmation of the land ownership position

Support for the facility from the School Governing body and Headteacher

Discussions with Planners regarding a new access This situation has changed significantly since the original report. There is now a new hall on the school site which is primarily for education use although there may be some limited capacity for community use during the evenings

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which has yet to be formalised. Therefore, there is no scope for wider community use to meet local need Updated Recommendation That this is no longer an option as there is no capacity for a new facility on the School site Option Five: Former Bayer CropScience Site – New Housing Development Original Recommendation: Not recommended for further consideration. This site would be very accessible for the new community; however there is a significant risk of alienating the existing population which could adversely affect usage. It is also possible that the developers would allocate land for a facility instead of the £300,000 capital funding. Updated Recommendation This situation has not changed and is not recommended for the same reasons as detailed in the original report Option Six: Hauxton Recreation Ground Original Recommendation: To have as a reserve option should the existing site and School options not prove viable This still remains a strong viable option now that the potential redevelopment of the existing hall has been explored and don’t meet the needs of the local community. The cost of building a new facility on this site is likely to be in the region of £535,000 which makes no allowance for services, car parking, landscaping and redesigning the existing site to ensure the current amenities remain available on the site. This will need to be carefully managed and planned to ensure those existing, important facilities including play area, wildflower meadow and football pitch can still be accommodated on the site. This site is classed as being outside the village framework The pre planning advice provided by South Cambridgeshire District Council (SCDC) accepts the potential for a new facility on the site. However, it is important to note there are some issues that would need addressing. These include:

The site location is outside of the village Development Framework and is considered to be in the countryside as well as the Green Belt

There are residential properties on the area that fronts Church Road and along the Eastern boundary

The frontage of the Recreation Ground onto Church Road is designated as an important Countryside Frontage and is opposite a Grade II listed building

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It may be possible to put together a case should the redevelopment of the current facility not be able to meet community need and satisfy planning requirements

Updated Recommendation It is important to undertake more detailed work into this option whilst also looking to address the issues raised on the current village hall redevelopment. There is a need to focus on possible location and access, design and costings. This will involve further discussion with SCDC Planning Officers to see if an acceptable and cost effective scheme can be designed Option Seven: Bayer Site – Site of Former Sports Pitches Original Recommendation: Not recommended for further consideration. This is still not recommended for further consideration due to its location across the A10 away from the village centre. There are also proposals for the creation of changing facilities and football and cricket facilities on the site with local adult and junior clubs looking to relocate to the site. There may be the possibility of providing a social club/bar on the site Updated Recommendation This is not recommended for further consideration Option Eight: Willow Way Amenity Open Space Original Recommendation: This site has poor access and is not a central location and one of the furthest points from the new settlement which makes it potentially socially unacceptable. It is owned by Parish Council and likely to be acceptable from a planning perspective as it is not in Green Belt The area is popular as informal open space. This is not recommended for further consideration. Updated Recommendation This is still not recommended for further consideration. The area is being used for increased informal recreation – dog walking and informal sport and play New Potential Option Nine – Land to the West of the M11 (University Arms Farm site) This potential option has been proposed by a few local residents. It is understood that the landowner has indicated they would be willing to sell a hectare of land for agricultural value for the new facility to be built, although the actual cost and size of land available needs to be confirmed. The location is on the edge of the village on the High Street leading to Little Shelford. This option proposes the following:

Car parking for 30 cars

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Main Hall 18m x 10m with additional stage and high enough for badminton

Meeting Room

Bar/Social Area

Kitchen

Toilets

Changing Rooms

Storage

Office The design would certainly meet the identified community need. This option raises the following issues that need to be addressed:

There is need for more detailed designs and then the total capital cost needs to be investigated to ensure that the required funding can be achieved

The site is outside the official village envelope

This option would need to be confirmed as acceptable with the Developers providing the Section 106 funding as it is the furthest option from the new site

In planning terms it is proposed on a Green Belt site, adjacent to the M11 embankment and the access is off a 60mph road between two villages and discussions would need to take place with the Planning Authority

Public consultation on this option is important to assess the views of local residents and to compile a proposed programme of use and business plan to show income streams alongside likely expenditure

The need for badminton and other indoor sports needs to be demonstrated as a very strong case would need to be presented to Sport England to obtain funding as they would be looking for any unmet demand locally and significantly more people taking part in sport as a result of the project. There is already a badminton court hall in Little Shelford and a recent Sport England grant for the pavilion in Little Shelford which at a time of grant requests far exceeding available funding means a very strong case would have to be prepared

Once the above have been addressed then the next step is to submit a Pre Planning Application to SCDC

Recommendation: It is recommended that further work is undertaken on developing this option alongside the work on the current Village Hall and Recreation Ground options. In particular the focus should be on the following:

Demonstrating support for the project from local residents, this could be by means of a petition which would provide evidence of community support which strengthens the case for development on the site

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Confirming the availability and cost of acquiring the land and producing drawings and costings

If this proves a viable option then the VHMC should assume responsibility for the works relating to all aspects of the project including an architects brief and designs

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3. Possible External Funding Opportunities We have listed the funding bodies that would potentially accept applications for Village Hall projects in addition to the Section 106 Funding Funding Body Criteria Maximum

Financial Contribution

% of Total Project Cost

Application Process and Deadlines

WREN Supports village hall projects up to total capital cost of £250,000 and Hauxton is in their permitted area

£50,000 – very competitive fund

Not stated

Cambridgeshire Community Foundation

Small scale grants and don’t usually support as part of larger schemes

Big Lottery Fund – Reaching Communities

Hauxton does not meet eligibility criteria

Inspired Facilities Can be used to convert existing or develop new buildings for sporting use

Up to £75,000

Prefer to see partnership funding

Open

Sale of Current Village Hall The site needs to be independently valued

Garfield Weston Foundation

Community Projects, swimming pool has already received a grant

Not stated Not stated but like to see a wide range of other funders

Ongoing – can take 4 – 6 months for a decision

4. The Next Steps In terms of ensuring the hall project is delivered as soon as possible then it is strongly recommended the following group of actions are undertaken simultaneously:

Revisit the plans for the current village hall and enter into discussions with the Planning Authority to see if an appropriate scheme can be designed

Obtain an up to date valuation of the current village hall in order to assess the likely capital receipt which could be used to help fund a new build on another site

Produce written evidence of local residents support for the University Arms Farm site

Assuming public support for the University Arms Farm (UAF) site the next stage is to develop more detailed plans and costings for the Recreation Ground and submit a Pre Planning Application for the UAF site. When undertaking this work it is important to ensure that the schemes produced are realistic and achievable and the capital cost does not become prohibitive. It is therefore suggested that the facilities required in the new building are categorised in terms of the following:

o Inescapable – What is absolutely essential to meet local need –

e.g. main hall, smaller meeting room, toilets, kitchen, storage etc o Essential – These are important but not crucial – e.g. bar? o Desirable – These would be very nice if there is the funding and

space available but the hall could meet the majority of community need without these

Consult with residents showing designs and costings alongside key issues relating to each site

Agree the preferred option taking into account planning requirements, residents opinions, available capital and the design and location that meets community need

In the unlikely event that one of the above three options cannot be agreed on then there would be a need to look in more detail at two possible sites on Church Road that are close to the new housing development although these should only be considered as last resorts and even then their location and ownership status may prove prohibitive

Hauxton Village Hall Feasibility Study Update July 2015

Prepared by Tim Wall Leisure Consultancy Services 19

5. Suggested Timescales The timescales below aim to provide a structure to ensure the work undertaken results in a final decision on the development of a village hall so that the planning, procurement and construction of a new facility can commence as soon as possible

August/September 2015 – Undertake work on progressing the three possible options in terms of consultation, design, planning and costs

October/November 2015 – Consult with local residents by sharing the findings of the above work to give people the chance to decide on their favoured option. This could take the form of information leaflets, public meeting and drop in sessions

December 2015 – Agree the preferred option. If agreement cannot be reached on any option then the last option is to investigate the possibility of developing land on the edge of the new housing development

January - March 2016 – Submit detailed planning application and begin procurement process along with any grant applications

April 2016 – Commence construction work The Section 106 money has a time limit of ten years starting from May 2015.