Marchwood Parish Council...2019/02/18 · RBS Building plan 10/11/2017 £677.60 PAID in full Darcy 1675 17/11/2017 £7,658.23 PAID in full Southern Water - diversion 17/11/2017 £373.20

Marchwood Parish Council Marchwood Village Hall Village Centre Telephone: 023 8086 0273 Marchwood SO40 4SX Email:[email protected]

www.marchwoodparishcouncil.org.uk

12th February 2019

Dear Councillor, An extra-ordinary meeting of the Parish Council will be held in the Pine Room, Marchwood Village Hall, on Monday 18th February 2019 at 7.30pm, you are summoned to attend.

Brendan Gibbs Clerk to the Council

AGENDA

1. Apologies for absence. 2. Declarations of Interest. 3. Public participation - may speak for up to three minutes. 4. The Chairman’s report. 5. Minutes: To confirm the minutes of the Council Meeting held on 21st January 2019. 6. Grant Applications – a grant application has been received from:

The Marchwood Scout and Guide Building Management Committee. Appendix A and sundry other documents from the Marchwood Scout and Guide Group

7. Orders for Payment February 2019 – Appendix B 8. Income & Expenditure as at 31st December 2018 – Appendix C 9. Income & Expenditure against Budget as at 31st December 2018 – Appendix D 10. Balance Sheet as at 31st December 2018 – Appendix E 11. Bank Reconciliations at 31st December 2018 – Appendix F

12. Committee Minutes: to receive as follows:

Planning: 7th January 2019 Policy & Resources: 19th November 2018 Amenities: 12th November 2018

13. Exempt Business: To pass a resolution in accordance with the Public Bodies (Admission to Meetings) Act 1960 to exclude the public and press from the discussion of the following matters where publicity might be prejudicial to the special nature of the business. At this meeting these include a personnel matter. Members of the Press and Public are welcome to attend any meeting of the Parish Council. These rights are enshrined in the Public Bodies (Admission to Meetings) Act 1960 and the Openness of Local Government Bodies Regulations 2014. All in attendance should be aware that filming, photographing, recording, broadcasting or transmitting the proceedings of the Council may occur during the meeting.

Report to: Marchwood Parish Council

Title: Proposal to provide a grant to enable completion to the Scouts and Guide building in Marchwood.

Date: 2nd December 2018 Author: Cllr Keith Petty

1 Recommendation

1.1 To consider providing a grant to the Scouts and Guides building management

committee of up to £30,000 to enable them to finish building their new facility in

Marchwood.

1.2 A grant to be supplied only once all the remaining funding to provide a useable

building has been identified, based on a fully costed plan of completion.

2 Background

2.1 The Scouts and Guides building committee have been working to fund and build a

permanent building to house the 175 children who take part in their weekly activities

and allow them to expand to accommodate the children on their waiting lists.

2.2 Funding has been obtained from local developers in the form of section 106 money,

for a youth facility. Further money has been achieved from substantial grants and

fundraising.

2.3 The Trustee of the Lloyd Recreation Ground has supported the building of the

facility on their site in exchange for use of the building for community use and an

annual ground rent.

2.4 The Trustee of the Lloyd Recreation Ground and the Parish Council agreed with the

Scout and Guide building committee that they could start the building work despite

not all the funding having been achieved. This was on the basis that they had

identified a large proportion of the funding and it was likely to draw in additional

funds as the work proceeded. It was also felt that if the approval to proceed was not

made then the project would never get off the ground.

2.5 To date the Parish Council has not provided any financial support but has made

available officer time to help the project progress.

2.6 A large proportion of the building work has been completed, the walls and roof have

been finished, plus the internal walls and first fix electrics.

2.7 There is still a shortfall of funds of approximately £68,000, despite £452,000 having

been raised, to complete the building work and make it useable for the community.

2.8 This report proposes that to ensure the building is completed within a reasonable

timescale that a grant is provided by the Parish Council to ensure this goal is met.

2.9 To guarantee that the funding will achieve the objective of enabling the building to

be put into use, several conditions should be attached to any release of funding

i The Scout and Guide committee provide a detailed action plan, costing out

the work required to complete the project. This plan should also identify how

the balance of the cost, on top of Council grant, is going to be achieved.

ii If after any grant has been agreed an alternative source of funding is

obtained, which negates the need for the Council to contribute, then the

grant will not be paid. To make this perfectly clear the grant would be an

element of the costed plan to complete the work, so the building will be

useable, and should not be considered as additional funds to be used for

some other purpose by the Scout and Guide building management

committee.

3 Financing

3.1 The Parish Council could finance the project from the following earmarked

reserves.

3.2 The Solar Farm grant earmarked reserve. This was provided by the solar farm

developers for community use, as part of their application to extend the planning

permission on the existing solar farm by five years. The reserve balance is currently

£15,000. The Parish Council had previously muted the idea of using this money to

pay for the extension to the Cycle Path to Tavells Lane but the money for this

scheme has been found elsewhere.

3.3 The open space earmarked reserve which has a balance of £15,989. The original

plan was to draw down on these funds to offset staff salaries but the Parish Council

were concerned that with the threat of council tax capping there would be a shortfall

in our future budget and so brought forward the plans to increase Council Tax in

2017/18. There are currently no plans for this money.

3.4 Both of the above reserves are one off in nature and so could not be used to offset

council tax on an ongoing basis. Use of this money would also not have an impact

on the amount needed to be raised by council tax.

Contract 415872.38

Additional costs 15544.37

431416.75

Paid so far 366192.97

To Go 65223.78

Extras

Shutters 3400

Second hall insulation 5000

plasterboard second hall 3000

Gas supply 20000

Fire road 30000

Footpaths 5000

Second hall 19000

Insurance 4500

Security fence hire 1000

Prelims for sewer move 3500

Prelims for remaining work 24250

Possible price increase for delayed work 5500

Total extras 124150

Total amount remaining 189373.78

Company Date Legal

Professional Fees &

Other Costs Architecture Planning Build Payment Status

Adam Architecture 19/11/2015 £2,951.07 PAID in full

NFDC - planning 07/12/2015 £962.50 PAID in full

Adam Architecture 26/01/2016 £778.75 PAID in full

NFDC - planning variation 15/03/2016 £97.50 PAID in full

Wellers Legal advice 26/07/2016 £1,872.00 PAID in full

Wellers Legal advice 23/08/2016 £1,512.00 PAID in full

Wellers Legal advice 23/09/2016 £96.00 PAID in full

Wellers Legal advice 25/10/2016 £374.00 PAID in full

TP Marsh 14/07/2017 £300.00 PAID in full

WFBA - Foundation Design 31/07/2017 £2,125.00 PAID in full

WFBA - Superstructure Design 31/07/2017 £1,200.00 PAID in full

WFBA - drainage 31/08/2017 £850.00 PAID in full

WFBA - superstructure 31/08/2017 £750.00 PAID in full

ENIMS - Bio Mitigation 12/09/2017 £808.80 PAID in full

Land Search 22/09/2017 £49.92 PAID in full

WFBA - Foundation & drainage design 30/09/2017 £1,275.00 PAID in full

WFBA - Superstructure Design 30/09/2017 £1,050.00 PAID in full

RBS Building plan 10/11/2017 £677.60 PAID in full

Darcy 1675 17/11/2017 £7,658.23 PAID in full

Southern Water - diversion 17/11/2017 £373.20 £22,756.40 PAID in full



Solent Environmental 08/12/2017 £1,600.00 PAID in full

Galoway Architecture 12/12/2017 £5,000.00 PAID in full


Surrey Hills 15/01/2018 £230.00 PAID in full

RBS Building plan 17/01/2018 £508.20 PAID in full









Ground works invoice 27/06/2018 £1,958.56 PAID in full



Contractors design LTD 11/09/2018 £570.00 PAID in full

Surrey Hills supplemental deed 18/10/2018 £161.00 PAID in full


Land Registry 30/10/2018 £40.00 PAID in full

Southern Water Services 30/10/2018 £936.00 PAID in full


£5,657.32 £19,391.36 £4,789.82 £336,354.47 £366,192.97

Documents

Marchwood Parish Council...2019/02/18 · RBS Building plan 10/11/2017 £677.60 PAID in full Darcy 1675 17/11/2017 £7,658.23 PAID in full Southern Water - diversion 17/11/2017 £373.20