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
Darcy 1678 01/12/2017 £14,791.25 PAID in full
Darcy 1682 08/12/2017 £12,112.00 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
Darcy 1692 15/12/2017 £13,542.36 PAID in full
Surrey Hills 15/01/2018 £230.00 PAID in full
RBS Building plan 17/01/2018 £508.20 PAID in full
Darcy 1701 07/02/2018 £43,115.15 PAID in full
Surrey Hills 12/02/2018 £230.00 PAID in full
Surrey Hills 13/03/2018 £115.00 PAID in full
Darcy 1707 20/03/2018 £19,795.19 PAID in full
Darcy 1730 02/05/2018 £40,017.91 PAID in full
Darcy 1718 02/05/2018 £68,399.12 PAID in full
Darcy 1728 20/06/2018 £6,201.24 PAID in full
Darcy 1729 20/06/2018 £7,622.38 PAID in full
Ground works invoice 27/06/2018 £1,958.56 PAID in full
Darcy 1732 29/06/2018 £72,593.42 PAID in full
Surrey Hills 16/08/2018 £193.20 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
Surrey Hills 18/10/2018 £193.20 PAID in full
Land Registry 30/10/2018 £40.00 PAID in full
Southern Water Services 30/10/2018 £936.00 PAID in full
Darcy 1752 20/11/2018 £7,749.82 PAID in full
£5,657.32 £19,391.36 £4,789.82 £336,354.47 £366,192.97