Fairford Community Centre Project Team Minutes of meeting held on Wednesday 31st January 2007

1. Present:  Trevor Hing, Martin Harwood, Margaret Bishop, Tim Mowat, Alison Hobson, Chris Roberts, Alan Baker, John Read

2. Apologies: All present

3. Minutes  of the meeting on January 3rd, 2007 were approved and signed.

4. Matters arising:

i. Margaret has met Helen and Greg from the Youth Service and they and Julie Hedges have stated their requirements for their rooms and storage in the Community Centre. A skip has been booked for Feb 10th to dispose of the clutter in the Youth Office.

ii. The missing cheque has been dealt with.

iii. FTC would like to store the table from the boys’ toilet.

iv. The trees that belong to Fairford House that overhang the courtyard and a low BT wire will need to be attended to before building work commences. Action: TM to talk to the owner of Fairford House (CDC tree work permission will have to be obtained).

5. Project Progress

i. FTC is to be cited as the client for the purpose of the contract. The tenders have been sent to 6 suitable firms and have to be returned by 12.00pm on Feb 16th to the FTC office. They are then to be posted to Reg Ellis to receive on the following Monday. RE has one week to appraise the tenders and advise the PT of three possible choices. The final decision to be made at the Feb 28th meeting. There will be a binding letter of intent. All procedures are being done in accordance with HLF & FTC regulations. The firms are not now required to quote for access if the public toilets are demolished. A guarantee bond is not now required. The proposals also include safe access to the site and debris removal. 

ii. There were a few tricky problems with the HLF conditions that Margaret has sorted out. E.g. the costs have risen by more than £50,000, HLF require evidence of how this is to be obtained. When the tenders have come in it may be necessary to look at more fundraising or reduce our requirements. The sale of 3 London St is a possible contingency for additional funds. PCC will also have to find some more money for their share of the costs.

iii. Bills received:- 

• Structural calculations bill (Strauss) is more or less in budget

• Planning Supervisor (S. Long) says when the scaffolding is up the side path access to the building will not be allowed, access to the new build will be to the rear, or if scaffolding is not at the front via the front door. (£4,100 instead of £3,900)

• Asbestos survey (not budgeted for) and cost £580 + VAT

• CO2 emissions survey (not budgeted for) cost £795 + VAT

iv. New build: TM to approach Wilmot's for legal advice on issues concerning ownership of the new building.

v. It was suggested that as FTC have been paying for VLs and AH’s time on the admin tasks perhaps PCC could make a contribution and the situation should be regularised by the PCC paying for 2 hours of Vanessa’s time. TM agreed to approach PCC. Action CR to write letter to the PCC. MB pointed out that FTC had agreed that the admin costs should be borne by the FTC in the short term. The Council Office staff have a very heavy workload at the moment. MB pointed out that the voluntary contribution by the PCC to the project is not to be underestimated.

vi. The PCC money is earning a higher rate of interest and it will be available on demand in about 2 weeks, it could be as little as 4-5 days. The interest will come with it. 

vii. It was requested that PCC should make a list of their fundraising efforts to date. Action: MB

viii. It was approved that the PCC through TM would nominate a successor for when he leaves.

TM and JR left the meeting.

6. Finance

1. Vanessa, Martin and Margaret have formed a subcommittee to control the paying of bills, what to claim for and how to claim procedures. £20,000 has been put into the FTC Project account. They will meet monthly to go through accounts and to decide in what proportions to claim from the various sources. The VAT will be claimed back later. Building works are exempt from VAT. Any VAT reclaimed shall come back to FTC.

7. Rural Renaissance Contract

The main issue from the contract is the ‘in perpetuity’ clause. MB has emailed RR about this. HLF only require 25 years and RR itself only has a 10 yr claw back clause. TH has passed the contract to the solicitor (SM/Wilmot’s) for comment. The PT approved that TH should sign the contract. Final approval is needed from the full FTC. Action: To go on full FTC agenda

9.  FCC Ltd Update

i. MB suggested that Stuart Benzie, FCC Ltd Chairman should be co-opted to join the PT. Post meeting note: SB has agreed 

ii. Booking system: VL has acquired some booking software, which hopefully will simplify booking and invoicing procedures. It was felt that responsibility for bookings should pass to PCC at the earliest opportunity to relieve pressure on the FTC staff. Action: CR to raise this with FCC Ltd.

10. Fundraising 

When the building tenders contract has been finalised, and it is known what cost cuts have to be made, a wish list should be drawn up and more fundraising. FCC Ltd has a registered charity will have more sources than FTC.

11. Any Other Business 

i. HLF volunteer timesheets were handed into MB.

ii. It was decided that TH would store the expensive equipment from the FCC building and MB to arrange furniture storage.

12. Next Meeting: February 28th, 2007 at the London Street Council Chamber at 7.00pm

The meeting closed at 8.15 pm