IMPROVEMENT AND EXTENSION OF WELCOMBE VILLAGE HALL

BUSINESS PLAN 2009

Prepared by Welcombe Village Hall Committee

Contents

1. Background and Context
Purpose of Plan
The Parish and the Hall
Policy Framework

2. Need and Brief for Improvements
Local Issues
Views of Residents and Users
Building Brief

3. Options, Strategy and Programme
Design Development
Cost Estimate
Implementation

4. Financial Planning
Capital Funding
Management, Staffing and other Expenditure
Revenue Income and Budget

5. Assessments of Effects
Phase by Phase
Generic

Appendices
A. Village Hall Building Brief
B. Record of Recent Meetings
C. Village Hall Extract from Parish Plan Questionnaire 2004
D. DARE Summary Report
E. Draft Health and Safety Policy
F. Letters of Support

1. BACKGROUND AND CONTEXT

PURPOSE OF PLAN

1.1 Objectives. The aim of this plan is to explain the rationale behind the proposed improvements to the village hall, detail the project to assist their implementation and financial planning and thereby support grant and other applications.

1.2 Layout. In order to fully understand the nature of the local community and the role of the village hall within it, the next section explains the key features of the local area and the historical development of the hall from its initial acquisition. This is followed by a brief review of the planning policy context. Section 2 explains the need, lists the consultations that have taken place and then the detailed brief that has been drawn up. Section 3 focuses on the design development, the proposed works, their estimated costs and the timetable for implementation. The fourth section deals with financial planning, both capital and revenue, and the last assesses the effects of the improvements.

THE PARISH AND THE HALL

1.3 Welcombe Community. The parish comprises a collection of scattered hamlets rather than a main village centre. They were recorded in the 1851 census as Upcott, Henaford Down, Linton, Tredown, Welcombe Town, Mead, Leddon and Darracott. The more northerly hamlets of Southole, Cranham and Golden Park plus Welcombe Cross to the east lie within Hartland Parish, although they look to Welcombe for many contacts and are regarded as part of the parish community. A primary school (now part of the village hall) was constructed in 1886 and continued until closure in 1947. Mains water and electricity arrived in the early 1960s and the parish council was formed in 1968. The small privately run village shop and part-time post closed in March 2005 and a new community-run shop with post office opened in June 2006 at Hollacombe towards the eastern end of the parish. The village has a pub (re-opened at Easter 2004 after a three year closure) and a church (St.Nectans). Welcombe also has its own food co-operative, which arranges deliveries of organic and other foods plus sundries on a monthly basis from Essential Trading in Bristol. The nearest urban centres are Bideford 18 miles to the east and Bude 12 miles to the south, whilst the large village of Hartland with doctor's surgery, food shops and garages lies 9 miles to the north. Bradworthy village, 8 miles inland to the east, provides a similar range of services, plus two veterinary practices and furniture stores. The closest swimming pools are in Bude, Bideford and Holsworthy, whilst the nearest main cinema is in Barnstaple with community-run organisations in Bude and Bideford.

1.4 The Village Hall. Formerly the village primary school, the building was transferred to the community for use as a village hall in January 1953. The main hall was extended to its current size by local volunteers in 1983 and a skittle alley was added on the south side of the hall in 1990. The Victorian building with more recent additions is now presenting problems in terms of fitness for purpose, running costs and energy conservation. A schedule of improvements has been identified to meet current and projected demands and comply with statutory regulations. To this end, a 2003 user survey (see later) established that all residents participated in one or a number of the following – skittles, Woman’s Institute, over 60s club, meetings (parish/village hall etc), ceilidhs, live music/ poetry (some via Beaford Arts), arts and crafts exhibitions, bingo, jumble sales and fundraising events, horticultural shows and garden sales, salamogundi, harvest lunch, special events, private parties/functions, village voice events, video club, Yarner Week and yoga. Since that survey a Children’s Group has been formed, a play area has been constructed in 2007-08 and a toddler group just started. Dance classes take place once a week and regular film nights are planned, possibly through the establishment of a social club. The current maximum number covered by the premises licence is 120 and the terms of this licence were extended in 2008 to include other activities such as film and drama and the whole site (rather than just the hall).

1.5 The Village Hall Committee. The committee is a registered charity and its remit, as defined in the scheme, is set out below.

The object of the charity shall be the provision and maintenance of a village hall for the use of the inhabitants of the Parish of Welcombe and its immediate vicinity without distinction of political, religious or other opinions, including use for meetings, lectures and classes and for other forms of recreation and leisure-time occupation, with the object of improving the conditions of life for the said inhabitants.

The management committee consists of eight elected members and eight representative members from local organisations. There are usually between 4 and 6 meetings a year with an annual general meeting in June.

1.6 Past Extensions and Plans. The building is well loved as the main centre for the community rather than for itself or its architectural merit. Originally the village school it measured just 23ft (7m) by 15ft (4.5m) plus girls’ and boys’ outside toilets. The idea of making it larger was first suggested in 1977 and fund-raising started in 1978. Work commenced in spring 1981 using voluntary labour and the enlarged hall measuring 12.5m (40ft) by 7.5m (23ft) was officially opened in July 1983. Electric heating was installed during the winter of 1983-84. A skittle alley was added to the south side of the enlarged hall in 1992. Concerns remained however with regard to older elements and the minute books record problems with rainwater penetration and dampness, which has been more or less on-going. The old Victorian schoolhouse chimney was removed about five years ago in an attempt to reduce these problems. Long-term solutions are required in the robust local climate to preclude dampness, increase natural light, improve energy conservation and meet the parish’s needs more effectively. Proposals along these lines were drawn up in 1999-2000 and 2005-06 but failed to secure lottery funding. The first comprised a western extension, whilst the second was a new build over the existing footprint with extension both to the west and to the south. Planning permission for the latter was time limited to April 2009 and external works have been implemented before the deadline to keep this ‘live’.

POLICY FRAMEWORK

1.7 Development Plan Constraints. The parish comes within the remit of both the Devon Structure Plan and the Torridge District Local Plan (2005). It is the only one wholly within the North Devon AONB and the designation is a central consideration, with strong policy protection, examples of which are set out below.

Devon County Structure Plan - In designated AONBs, the conservation and enhancement of their natural beauty will be given priority over other considerations. Within these areas, development will only be provided for where it would support their conservation or enhancement or would foster their social and economic well-being, provided that such development is compatible with their conservation.

Torridge District Local Plan - Development that would affect an AONB would only be permitted where :

a) it will not harm the landscape and scenic beauty of the designated area; or
b) in the case of major development, there is proven national public interest at stake and no alternative site outside the AONB is available.

The main valleys or coombes within the parish and on the northern and southern peripheries have been recognised in the local plan as Important Wildlife Corridors where policy ENV9 applies.

1.8 North Devon AONB Management and Action Plans. These will form Supplementary Planning Guidance. All of the key landscape features recognised in the plan - coastal features, hedgebanks, trees and woodland and traditional buildings/settlements are present within the parish. Welcombe occupies the southern part of the Hartland peninsula character area, where key issues of relevance to the parish include :

• maintenance of vital services within village communities;
• loss of affordable housing and lack of public transport;
• neglect of hedgerows and under-grazing of semi-natural habitats;
• loss of tranquillity and impact of high visitor pressure.

Traffic and transport provoked the largest response in the 2002 consultation exercise for the AONB plan. One of the objectives (ST 1.4) in the subsequent AONB Action Plan 2004-2010 resonates with many of the findings from the questionnaire response detailed later, namely :

To address local people's needs with regard to housing, transport and services to ensure viable communities in a manner that supports the work of the AONB.

The challenge for the parish and its inhabitants is sustaining a diverse and vibrant community within an area where ‘protection’ can too easily become ‘preservation’ and, in human terms, stagnation.

1.9 Welcombe Parish Plan. This was published in 2005 following extensive consultation, which is detailed later. There are two main priorities in the plan namely :

• re-furbishment or re-building of the village hall and

• re-establishment of the village shop and post office.

The second has been accomplished with the founding of a community run facility in leased premises at Hollacombe at the eastern end of the parish. The shareholders of this Industrial Provident Society have recently voted to remain at the current site for the foreseeable future, thus putting on hold its possible inclusion in the hall re-development.

2. NEED AND BRIEF FOR IMPROVEMENTS

LOCAL ISSUES

2.1 Restricted Economic Opportunities. The holiday trade is the most important source of income for the village economy. The seasonal nature of occupancy all too often leads to a loss of services and community spirit. Achieving a balance is essential to a thriving economic, and indeed social, structure. Farming has been hit hard in recent years by the incidence of foot and mouth disease locally, whilst the former local mainstay of livestock (and the dairy industry in particular) has experienced difficult times. Levels of pay in these industries are traditionally low. The diversification of farm incomes and extension of the tourist season would be greatly assisted by better local services and more social events. Such provision would further encourage footloose professionals using the internet as their workplace and result in a greater proportion of permanent residents plus a more even spread of ages.

2.2 Specific Social Issues. Within the parish there are about 90 households with a total of about 200 residents, together with over 20 holiday homes, widespread bed and breakfast and 3 self-catering holiday businesses, each with +15 beds. There are estimated to be over 120 (holiday) beds in total, which can expand the population by over 50% during the height of the season The current (permanent) population is little different to that in 1801. It has however, fluctuated considerably in recent times from a peak of 292 in 1841 to a trough of 117 in 1961. The biggest changes have been in the number of households, which have increased considerably, and the profile of those households. In 1841 there were 137 children, nearly half the total and this pattern continued through the C19, whereas in 2000 there were 30 children from a total of 170. The conversion of farm and outbuildings and division of existing holdings has seen a recent rise in the total number of units. Since 2000 there has been a small and very welcome increase in the number of young children, although only about 15% of the total is under 21. The largest age grouping is 51-65 (38%) followed by 36-50 (21%). This includes a significant number of single person households, where social isolation is an issue. Greater numbers in all the younger age ranges would also contribute to a better balance. Whilst this may depend on affordable housing, the provision of local services is an important issue.

2.3 Recognised Sports/Play Deficit. The Welcombe Parish Plan 2005 makes a commitment under the sub-section on recreation and play to assess children's aspirations in the village with a view to enhancing opportunities at the village hall. The Torridge District Local Plan in its Summary of Recreational Needs Assessment (Appendix 5) recognised a need within Welcombe for :

• 1 playing pitch (0.9 hectare)
• 1 play space including play area (0.2 hectare)

As a result of recent fundraising efforts by the Children’s Group a play area has been installed at the village hall over two phases (2007 & 2008). The priorities now are for more internal provision which depend on a lighter and warmer indoor environment.

2.4 Physical Isolation. From 1930 to 1940, Welcombe was served by a thrice weekly ‘market bus’ which was a very popular and valued service. When it was withdrawn, Jimmy Lee, the driver and owner said ... The trouble is that with more and more country people buying their own cars, the bus has ceased to be an economic proposition. The lack of any public transport for the village from then until the present time has meant heavy dependency on the private car for almost every household in Welcombe. The A39 is a bus route with a request stop at Welcombe Cross, although the service is very infrequent. The nearest bus services otherwise are in Hartland, Bude and Bideford. Whilst there is a railway station at Barnstaple, this is a branch line that connects with Exeter and many residents prefer to use Tiverton Parkway, which requires a round trip of about three hours. The Parish Plan promoted the following initiatives :

• Lift-Sharing - to instigate, co-ordinate and publicise a lift sharing scheme;

• Local 'Taxi' Service - to encourage volunteer drivers to provide a local ‘taxi’ service under the Bideford Transport Group scheme;

• Wheels2Work - to further publicise the scheme in an attempt to identify those individuals eligible for subsidised scooter;

• Bus Stop and Timetable - to secure a proper bus stop at Welcombe Cross and ensure current timetable details are always available.

An expanded village centre would provide a focus and meeting point for such co-ordinated transport solutions and the location is one of the most accessible within the parish.

2.5 Limited Community Capital. The parish council was not established until 1968, has no specific assets and uses the village hall for its meetings. Once the church hall on the west side of St.Nectans Church was sold off for conversion to residential uses, the village hall became the only community building. Over the past century the village shop has been in at least five separate locations with gaps between with no such facility. It has highlighted the drawback of a dependency on private enterprise and effectively individual owners. A change in their circumstances or aspirations can mean the loss of such a vital facility unless it is owned and run on a community basis with the help of volunteers (thereby reducing pressure on profit margins). The new Welcombe Community Shop has achieved part of the solution in being established as an Industrial Provident Society (IPS), but still relies on a private owner for the leasehold premises. The pub has also been closed in the past (from 2001-04) and is currently on the market. The village hall is the only local building that could accommodate these vital services if they have to be re-located.

2.6 Disability Access Audit. A disability access audit was completed by Living Options Devon in February 2005. The main areas of concern were as follows :

• lots of trip hazards between entrance and car park;
• main doorway difficult to negotiate over uneven threshold;
• no fire alarm system;
• high step from rear fire escape to safety;
• access to rear and side difficult;
• steep ramp from main hall fire escape to car park
• fire escape in skittle alley causes obstruction if both doors are open;
• no accessible toilet facility;
• no provision for hearing induction loop.

The audit set out a detailed list of 15 major items with a total of 64 separate recommendations. A few require modest adjustment to the fabric of the building, but many demand building works that can only be addressed as part of a wider improvement scheme.

2.7 Comparison with Neighbouring Halls. The condition of the building is central to its use and it is now the only hall locally that has not been subject to major improvement in recent times. Hartland to the north has secured its upgrade by phasing, with further work due to start shortly. Woolsery and Chilsworthy benefited from the sale of their halls and opted for new build on alternative sites, the former also receiving a huge lottery grant. Morwenstow to the south (and in Cornwall) was re-built some years ago, whilst Meddon and Bradworthy to the east have been subject to considerable improvement. It means that, in a comparison of condition and facilities, Welcombe is at an increasing disadvantage and will find it increasingly difficult to compete for lettings.

VIEWS OF RESIDENTS AND USERS

2.8 Questionnaire Survey 2003. After the unsuccessful scheme in 2000, it was decided to establish more precisely the views and aspirations of local people concerning the village hall. A primary objective was to support a future funding bid for refurbishment. The main target group included residents of Welcombe, Southole, Cranham and Golden Park, together with holiday home owners, the Skittles Club, Women’s Institute, local church members and neighbouring farmers. The overall response was 70% and in the case of residents only rose to 94%. In response to a question on condition of facilities the negative factors were car parking, heating, toilets, catering and general decoration. Other adverse comments included – poor kitchen, looks run down, outside uninviting, dampness, bigger notice board, no atmosphere, needs painting outside, low ceiling, storage facilities, disabled and child toilets, lack of small meeting place and acoustics in the hall. When asked about other possible activities, the most popular were educational classes/workshops (51 respondents), badminton/keep fit (36), dances (36), drama/plays (34), yoga (32), table tennis (19), martial art classes (13), short mat bowls (12), youth club (9), darts (8) and toddler playgroup (7). Other suggestions comprised cross country dances, line dancing, African music, Tai Chi, live music, art and book clubs, IT courses, languages, film nights, woodwork, choir, history talks, quiz nights, and dog training classes. Other options in the creative section were information centre, conferences and weddings, surgery and therapy room, internet access, coffee bar, gallery, social and singing clubs and children’s games area.

2.9 Parish Plan Report 2004. As 2003 survey had been very wide-ranging, the section of the subsequent parish plan questionnaire focused on specific issues where more clarity was required. This established that whilst there was a minority in favour of internet access (45), a greater number (64) recognised that this would be popular with holidaymakers. A question on the potential usage of new facilities confirmed the following preferences in priority order – film club/mini cinema (75%), educational classes (67%), conference and function facilities (60%), IT courses and an observatory (both 53%), youth club, table tennis, pool (44%), games area/playground for children (43%) and musical studio (34%). Amongst those under 22 years old the most popular were youth club and film club/mini cinema (both 80%), music studio (62%) and observatory (50%). Using this and the earlier 2003 feedback, a brief for desirable improvements was developed during 2004 by a village hall steering group to inform the Welcombe Parish Plan 2005.

BUILDING CONDITION AND PRIORITIES

2.10 Recent Survey. The village hall committee agreed at its June 2008 meeting to update survey information about the condition of the building and services. This has been undertaken with the aid of two local residents who are builders and the findings for the three main components are summarised below, followed by some more specific items.

(i) Original Victorian School (1886). This is now in need of substantial repair, the primary requirement being re-roofing, as the tar application on the old roof tiles is now failing. The result is rainwater penetration, especially on the SW corner. A new lower ceiling has been constructed with the result that the original Victorian ceiling now forms a second level within the roofspace. Insulation is no more than 100mm and has been removed on the west side where the damp is penetrating. The original plaster in the lower roof space is failing due to damp and the southern window (which penetrates the lower roof space) was blocked up when the skittle alley was constructed. The external levels to the north have been raised for the parking area with the result that the northern wall is prone to rising damp. Parts of the timber floor in the main hall have been replaced for the same reason. The public entrance is a single door unsuited to wheelchair use.

(ii) Extension East plus Toilet/Kitchen Provision West (1983). Constructed by local volunteers, these elements are built to a higher standard, although the sloping flat roof over the kitchen is prone to leaks and there is a flat roof over the centre part of the hall extension. The two windows in the hall are single glazed and the eastern external fire door is rotting. The roof over the hall extension is currently secure, although drainage from the flat section is fed internally through the roof void over the skittle alley and discharges at the base of the southern external wall. The insulation in the hall and toilet roof is no more than 100mm. The toilets are fairly basic with no disabled provision. The internal lobby is damp and the metalwork within the external roughcast corners is rusting. The outside level north of the hall has been raised by 300/450mm within 100mm of the building facade leading to dampness and trapping litter.

(iii) Skittle Alley (1990). This was constructed by local builders. The roof is sound, although insulation is no more than 100mm. The lead flashing at the join with the Victorian gable end is prone to leakage during driving rain. All the double glazed windows have ‘blown’ and are now misted up and the external barge board is rotting. The windows are unduly high, which restricts light and thus solar gain. The alley construction has considerably reduced light levels in the main hall (three windows on the former southern elevation were removed) and has resulted in a narrow elevated walkway on the south side. This precludes use of the adjacent outdoor space and means that the double fire doors have limited effectiveness and preclude wheelchair use. The floor is concrete painted red, which restricts multi-use.

(iv) Heating System. The installation in the hall dates from 1984 and consists of Dimplex wall mounted electric fan heaters and a Gen 2.8kw convector heater; there are also two Dimplex heaters in the skittle alley. Condensation is a problem and an electric de-humidifier is in regular use.

(v) External Spaces. The car parking area to the north is concrete, which is now deteriorating, whilst that around the NW corner and west side is sub-base that has partly grass over and is of a size and shape that limits usage. To the south, the sun and moon earth sculptures were constructed in 1999 as part of the Millennium celebrations. They are proving a high maintenance element due to the steep slopes, which are not suitable for machine mowing and have been colonised by coarse grasses. The fenced play area in the south central area was installed in June 2007 and more equipment was added in September 2008. The land west of the play area is an undisturbed grass slope that is prone to water-logging, which limits its use.

(vi) Waste Water Treatment. The existing septic tank is located just west of the building. It is assumed to be a Clearwater product of 4,500 litres capacity and was installed c.1992 with an anticipated life of about 25 years. The outflow is to a soakaway at the base of the retaining wall to the south, with an overflow pipe to the southern boundary (immediately east of the new play area). There are a number of problems with the current provision :

• there are no inspection chambers on the feed into and out of the tank;
• the original cover did not fit and has been replaced by a metal sheet;
• the soakaway and venting systems are not suited to purpose;
• and, most importantly, the location is too close to the building and precludes extension to the west.

Given the lie of the land and the shape of the landholding the preferred location for any new provision is farther west beyond the proposed car park.

2.11 Devon Association of Renewable Energy (DARE) Report 2005. Stuart Coleman of DARE visited the village hall in 2003 and again in 2005. He identified a number of possible improvements to improve energy conservation :

• entrance porch to mitigate thermal loss during use periods;
• replace single glazed windows with double glazed units;
• install new or add to existing roof insulation;
• consider internal insulated wall-lining on north side;
• repair or remove chimney stack (now implemented);
• investigate cavity wall insulation in newer sections of building;
• seek grants towards these costs.

Proposals for renewable energy on the village hall site comprised :

• Solar Electricity – install a P.V. panel array on the south-facing roof pitch above the skittle alley in the range of 2 kW rated output (approx. cost £10,000).

• Wind Turbine – erect a 9-11m mast with wind turbine (subject to planning approval) in the range of 2.5 kW rated output to supply significant electricity for lighting and appliances (approx. cost £10,000).

• Solar Water-Heating –install a single panel solar-thermal array (approx. 2kW rated output) at western end of south-facing roof feeding warmed water into a new accumulator tank in kitchen area (approx. cost £4,000).

The DARE report acknowledged it was difficult to determine the best space heating system for the current village hall even in its improved state as any wet-based system would require significant investment in plumbing and radiators. If this option were selected then either a 12-16 kW twin compressor ground-source heat-pump system or a log-fired down burning boiler of approx. 50kW rated output should be considered.

2.12 Priorities and Phasing. What would make the greatest immediate impact? There are potentially four items that could be considered.

• Light and Warmth – increase natural light in the original hall area and energy conservation throughout;

• Integrate Alley and Improve Southerly Outlook – improve the linkage between hall and alley, upgrade the floor surface and extend the glazed area;

• Link Indoors and Outdoors – remove the marked change of level by ground modelling to allow access to an outdoor terrace and re-create the sun and moon sculptures as pebble mosaics in terrace, possibly as a community art project;

• Complete External Works. – upgrade surface water drainage around the building to relieve damp, form the new car parking area and re-site the septic tank (as one phase along with the ground modelling above).

It would be cheaper to undertake all the groundworks around the building in one operation. Certain elements could also be completed or assisted by volunteers.

3. OPTIONS, STRATEGY AND PROGRAMME

DESIGN DEVELOPMENT

3.1 Do Nothing Implications. The constraints of the existing facilities on social and community events are well documented in the parish plan. The construction problems stem from inheriting a small Victorian school building (1886) and undertaking extensions to meet perceived needs at the time. The result is a structure that is now below current standards for energy conservation with limitations on parking and access to the building. Such is the complexity of the roof, the problem will only be effectively solved over the longer term by complete re-roofing. This major outlay cannot be considered without addressing the design of the structure itself and current fitness for purpose. The adverse impact of both the internal and the external environment will make it difficult to sustain, let alone increase, current bookings (and thus income). The rising burden of revenue costs at a time when DIY is constrained by statutory regulation (such as those concerning health and safety and related insurances) are making the status quo more untenable.

3.2. Options for Improvements. Possible ways for upgrading the village hall were narrowed down to two as a result of extensive consultation and work required by recent grant proposals. Their ‘pros’ and ‘cons’ are summarised below. The external improvements would be more or less the same for both and are shown on Plan WVH 09-3. The cost is estimated at £25,000.

• New Construction (on same footprint as above). This would be on the same footprint with an extension to the west and to broadly the same design as the second option below. The main advantages are the construction to current standards and the vat exemption. The drawbacks are the size of the project and the loss of the existing building on which much local labour has been lavished. This option cannot be phased and the risk is that the required budget total may never be reached, whilst the existing hall continues to deteriorate. It also places a considerable responsibility on the local community, and specifically the management committee. It would mean a total budget of £250-300,000 excluding the external works.

• Improvements to the Existing Hall, Small Extension to West and Re-roofing. The main proposals are summarised on Plan WVH 09-2. The chief advantage of this option is that it can be phased and some works could be undertaken with more modest grant aid. The disadvantages are retention of the existing structure which is of variable condition and the fact that vat would be levied on all improvements. The estimated cost for phase 1 which involves refurbishing the existing hall is £97,500, including all design and planning fees. It is difficult to avoid undertaking the extension to the west in one operation, which makes phase 2 more costly phase at £125,000.

Given the now adverse economic climate and its impact on available grant aid, the re-build proposal looks even less attainable and could result in a third abortive bid. Whilst the re-furbishment would be somewhat cheaper, the main advantage of this option is the ability to phase the works in relation to the resources available.

3.3 Preferred Strategy. The decision between complete re-building and phased refurbishment pits what might be ideal against what is achievable. If a major grant (well into six figures) is not forthcoming, then complete re-build is difficult. The likelihood of funding and other available resources has to be assessed realistically. It is also not possible to sustain community support and the appeal fund indefinitely and positive results are needed to enrich enthusiasm. The village hall committee weighed up all these issues at a special meeting on 24th September 2008 and resolved unanimously to proceed with the second option to ‘improve and extend’.

PROJECT PLANNING

3.4 Phasing and Programme. The preferred option allows the works to be phased into two main elements with are further sub-divided into two. They comprise :

• Phase 1a – external works (including car park and septic tank);
• Phase 1b – refurbishment of existing hall and skittle alley;
• Phase 2a – small extension to west (with new meeting room, kitchen and toilets);
• Phase 2b – re-roofing on east flat roofed section of hall to mirror ridge profile to west.

The second issue for the special meeting was to agree a programme of implementation for phases 1a and 1b, so that the necessary approvals can be obtained, quotations and tenders can be sought and regular hirers informed of any disruption. The proposed phasing is now as follows :

Amended planning consent spring 2009
Form sight-lines (re-align hedgebank) spring 2009
Grant applications to all likely funding bodies summer 2009
Undertake external works (Phase 1a) autumn 2009 – spring 2010
Upgrade of existing hall (Phase 1b) spring 2010 – summer 2010
Extension to west and re-roofing (Phase 2) 2011 onwards

A schedule of external and re-furbishment costs for the various items is set out below under the main headings into which they logically fall.

3.5 Phase 1a : External Works.

1. New Septic Tank and Soakaway. Remove existing facility, extend pipe-
work to west and install septic tank on land west of car park with inspection
chambers for inflow and outflow.

2. Lower level North of Hall. Lower existing level on north side of hall so
that it is 150mm below dpc (where applicable) and install drainage system.
Form new footway beside hall with low wall (reducing westwards) as edge
of parking area.

3. Road Kerb and Parking (North Side). Install drop kerb along highway
edge for whole length of parking area. Repair existing surface and mark out
disabled spaces nearest hall access.

4. Ground Modelling. Re-configure landform to south of hall by give and
take movement of soils on site plus arisings from building and new parking
works to provide terrace and gentle, easily maintained, grass slope.

5. Building Surrounds. Grade out existing surface and lay pcc slabs
immediately around building. Form sun and moon mosaics within bound
gravel rear terrace using locally won water rounded pebbles (to replace
earth sculptures lost in above re-grading).

6. Battered Retaining Walls. Construct random stone wall to face batters
west and south west of paved area using local stone, 1.5m high at corner
reducing gradually to both north and east.

7. Re-align Hedgebank. Partly re-construct existing hedge-bank to back of
approved sight-line using random stone as facing material on end section.
Retain as much woody vegetation as possible and plant up new open
section to west with native hedging plants.

8. New Car Parking. Form new parking area to west of new stone wall with
c.1:11 fall from NE to SW and gutter + speed bump at junction with road.
Surface to be tarmac in bell mouth and compacted sub-base over geo-textile
membrane blinded with quarry scalpings elsewhere.

9. Regrade and Drain West Area. Install field drainage in land to west of
new car parking area and lay geo-textile mesh to reinforce soft surface.

Total £25,000

Phase 1b : Refurbishment of Hall and Skittle Alley.

10. Replace Windows and External Door. Remove existing windows in
north elevation, alter one to door opening and change existing door to
window. Fit UPVC double glazed units for door and half glazed windows.

11. Restore Former Window. Open up former window in south wall of
Victorian school section to full ceiling height and to floor to maximise light
penetration to darkest part of hall from enlarged alley windows.

12. Install New Window. Supply and fit new double glazed UPVC window
in north elevation of Victorian school section.

13. Replace and Extend Southern Windows. Remove existing windows
and doors, extend doors in width, 2no.windows to full length and in width
and 2no. as current size and install new double glazed UPVC units.

14. Store Room. Form storeroom at west end of existing alley, reverse
alley to play west-east and provide storage racks and new door.

15. Extend Hall into Alley. Install RSJ from existing door to east hall wall
and remove wall section. Improve roof insulation for whole of hall/alley area.
Surface floor in alley with timber laminate or wooden tiles.

16. Replace Roof and Add Solar Panels. Replace roof over taller, former
school house section to modern spec with new loft insulation removing west
gable end at same time, repair flashings clad gable ends and install solar
water heating system on alley roof.

Total £65,000

Phase 2 : Western Extension.

17. Meeting/Exhibition Room. Extend building to west and provide new
meeting/multi-purpose space on SW corner with re-used UPVC double
doors a full length double glazed corner window and window in new W.wall.

18. Reposition and Renew Kitchen. Form new kitchen on south side from
phase 1 storage area with new external door, internal door to lobby, hatch to
meeting room and servery to alley/hall.

19. Re-configure Toilets and Provide Storage. Re-new ladies and gents
toilets as part of western extension and add new disabled toilet with shower
plus baby changing unit east of new entrance. Use remainder of former lobby
as cleaner’s store with sink and window to north. Create new store in central
area next to hall with internal door to lobby.

20. New Lobby and Entrance. Provide new entrance with two pairs of double
doors in north elevation and internal lobby linking with meeting room, kitchen
and main hall.

21. Re-roof East Hall. Remove existing flat roof section over the eastern part
of the hall and replace it with a pitched roof to match that on western extension
(the Victorian school-house roof in the centre is retained and re-tiled as part of
phase 1b works).
Total £125,000

Professional and Planning Fees. There will be a need to employ either an
architectural technician or building surveyor to secure the necessary planning
and building regulation approvals, which will themselves require the payment of
fees (50% of total if undertaken via the Parish Council)
Total £7,500

The above costs allow for volunteer inputs mainly in relation to internal and external finishes after main machine and building work has been implemented. It is intended to secure all the necessary approvals at the outset, which means the allowance for professional fees would form part of the Phase 1 work, thus amounting to £97,500 in total and forms the current target for fundraising and grant applications.

4. FINANCIAL PLANNING

CAPITAL FUNDING

4.1 Village Hall Fundraising. An appeal fund and a buy-a-block scheme were launched in the spring of 2008 and a raffle of fine artwork is planned. Whilst grants will allow more extensive works, the appeal fund is approaching £40,000 (with gift aid provision), well on the way towards the target of £50,000. Thus meaningful improvements could be undertaken without huge grants.

4.2 Potential Grants. Major funding will thus need to be supported by match funding of specific elements of the project and inputs of volunteer time and cash raised from specific fundraising projects. The potential sources of funding are summarised below.

(i) Big Lottery Fund. The Reaching Communities Fund is part of the BLF and applies to England. The grant may be up to £500,000 with a maximum £50,000 for capital items, so that the emphasis is on service delivery in targeted areas. Another option is a grant from the arts lottery to support many of activities, events and exhibitions which are largely arts based. A third avenue is the Community Sustainable Energy programme run by the Building Research Establishment.

(ii) Devon Renaissance. The Community Boost Fund (CBF) outcomes are based on the principles of sustainability and should aim to provide benefits to the local community, the environment and the local economy. Projects should offer more to the community than is currently available and provide these services to the broadest number of groups and individuals.

(iii) Leader 4 Torridge and North Devon. The priority checklist for this grant scheme has four objectives, namely to raise and support growth aspirations of rural micro businesses, to improve access to services and employment in Deprived Rural Communities, to develop the assts and resources of the high quality environment as an economic driver and to improve the environmental performance of communities and businesses to create a low carbon economy.

(iv) County, District and Parish Councils. There is specific provision for grants to be made by local government to assist village halls, at present up to a maximum of £30,000 from the county council with potential match funding from the district. They can be supplemented by individual councillor community grant schemes which currently apply to both county and district authorities.

(v) National Charitable Trusts. A number of national trusts and foundations assist with specific projects or the provision of new activities and applications have to be targeted on their specific areas of interest. They include the Tudor Trust, Garfield Weston Foundation, Lankelly Chase, Sunley Foundation and some smaller family trusts.

(vi) Local Charitable Trusts. Some charitable trusts are restricted to specific areas and sometimes to discrete specialisms within that area. North Devon District Council has a list on its website.

(vii) Corporate Sponsorship. Local firms and national companies with a specific interest in key elements of the scheme – for example renewable energy and nature conservation – may lend financial support or discount goods supplied.

4.3 Website. A village website was established to support the local community in July 2005 when broadband became available to residents (www.welcombe.org.uk). This has been used extensively by the village hall committee to first canvas opinion and latterly to inform and update residents. It includes the Parish Plan, the latest version of this business plan and the architect’s plans submitted for planning permission. Development of information on this or a linked website is seen as a valuable means of informing and hopefully securing the support of potential donors.

4.4 Cashflow During Construction. This is an important issue, as grant aiding bodies often pay in arrears. This means that builder’s and professional advisers’ accounts fall for payment before the grant monies are received. Some financial resources may be forthcoming from fundraising, donations and short-term private loans. For this reason, recourse to a low or nil interest loan from the public or voluntary sector may be considered to allow prompt payment of accounts.

MANAGEMENT, STAFFING & OTHER EXPENDITURE

4.5 Village Hall Committee. The committee will continue with overall responsible for the running of the new building and the wider site. Representation on the committee will be reviewed in the light of the greater range and number of activities in consultation with the Charity Commissioner’s, as necessary. Yarner Trust and Community Shop representatives have been co-opted to the committee, the Children’s Group are also represented by filling a current vacancy and a representative for the new Toddler Group is the most recent addition.

4.6 Caretaking and Cleaning. Whilst the design detailing seeks to limit maintenance operations, an increase in caretaking and cleaning is planned, given the greater usage and size of the facility. New cleaning and access equipment will form part of the internal provision for the new building. A deposit will apply to all lettings to ensure the area used is left clean and tidy or else this sum can be used to such ends. The current provision of intermittent visits remunerated by time charge will be extended to a more permanent arrangement.

REVENUE INCOME AND BUDGET

4.7 Current Activities. The main user groups and patterns of usage have been described in the introduction. Many are typical of other rural village halls, although the relationship with the Yarner Trust is more unique. Current hirings include wedding receptions, parties (birthday or the celebrations), skittles nights, yoga sessions, children’s and toddler’s groups, film nights, horticultural shows, arts, woodland and other exhibitions WI meetings, 60years+ lunch club, dance classes, staff away days and Yarner Week. There are a number of fundraising events throughout the year, which involve ‘hire’ of the hall including dances and other social events, table top/garden sales and garden safari. Contributions have been received from Welcombe Parish Council, the 100 club and private donors.

4.8 Multi-use Rationale. The proposed community centre consists of a number of elements – the hall (with skittle alley), the visitor centre/display/meeting room. These are seen as highly complementary and mean the sum of the whole is far greater than the individual parts. The greater range and intensity of uses will make both local residents and visitors aware of the hall as a potential venue for celebrations and events. The outdoor space will also be enriched with new features and play facilities and a terrace on the south side of the hall will encourage fluidity of internal and external use with potential for cream teas and coffee mornings. Some provision and partnerships may have limited income potential in themselves but are nonetheless of immense value in attracting people to the village hall and thus using other facilities and local accommodation whilst they are there.

4.9 Marketing Strategy. The focus of the marketing effort to attract new income and thus direct or consequential local business has to be based on the intrinsic qualities of the area, which comprise :

• tranquillity and scenic beauty;
• a network of public rights of way and rural lanes that afford excellent walking, cycling and riding opportunities;

• unimpaired night skies due to the absence of artificial light;
• excellent surfing and sea canoeing;
• local artists and craftspeople for teaching, exhibitions and products;
• close geographical relationship to the Yarner Trust;
• extensive and varied visitor accommodation in locality (in excess of 120 beds).

The improved facilities can contribute to the local economy by supporting activities that utilise and respect these qualities. The arts are a prominent focus of the community and will be a key element in the design, management and use of the improved and extended village hall. As well as outdoor pursuits and play/adventure holidays, other events could include guided walks and an observatory. The tourist accommodation is already in place, all that is required is the focal point. It can also be an exemplar for sustainable development and renewable energy. In the context of eco-tourism, a particular issue that needs to be addressed is that of transport. Increased usage based on private cars would threaten these intrinsic qualities. The use of mini-buses and small coaches should be an essential part of major events.

4.10 Potential Partners.

(i) Yarner Trust. The Yarner Trust is a registered charity formed in 1978 and based at The Barton, a medieval farmhouse with outbuildings and 4 acres of land. It is dedicated to the ideal of living in harmony with the environment and offers education, training and practical experience in the skills of self-reliance, organic food production, creative arts and sustainable living. In 1993 Well Farm to the west, a working organic smallholding with a further 3 acres, was bequeathed to the Trust. Spinning and Stitching Groups meet at the Barton on a weekly basis and there is a monthly meeting of a willow weaving group; it is also the venue for the Historical Society. Funding from the Heritage Lottery has supported The Bakehouse Project to introduce rural skills to the younger generation. The Trust also organise an annual environmental holiday week during the school summer holidays. It employs three local people and encourages local artists by offering exhibition space and tutoring roles to local artists. The Yarner Trust has already indicated that it would like to increase its current usage.

(ii) North Devon AONB. The potential for a visitor centre as part of the village hall re-development flowed from discussions in 2005 with the Coast and Countryside Team responsible for the AONB. The planning permission for the re-development was secured with the support of the AONB’s Sustainability Fund and liaison has continued since that time. Welcombe forms the southern extremity of the AONB and the parish is the only one wholly within its boundaries. There is as yet no visitor interpretation locally and use has been made in the past of the private facilities at Clovelly, which focus more on the north coast east of Hartland Point, rather than the west-facing coast south of Hartland Point. There is much of interest in the local area including the hill-fort at Embury Beacon and the coast to the west plus the wooded coombe to the south (which extends into Cornwall) form part of the Marsland to Clovelly Site of Special Scientific Interest (SSSI). The provision of interpretative facilities at Welcombe would assist an understanding of, and consequent respect for, the local landscape and wildlife. Whilst the direct income potential is limited, the ‘spin off’ from such provision in terms of custom for the shop and craft displays plus awareness of the facilities available for hire at the village hall are considerable.

(iii) Devon Wildlife Trust (DWT). The Marsland Nature Reserve was purchased in small sections by Christopher Cadbury in the 1960s; the management was taken over by DWT in 1997 and ownership was transferred in July 2004. The reserve extends for the length of the parish (on its south side) and contains a great diversity of habitats – wooded steep-sided valleys, maritime heath and grassland meadows, bracken covered slopes, small streams and ponds. Private donation has allowed the installation of interpretation boards and preparation of an explanatory leaflet. There are however no other visitor facilities at present. A partnership with DWT would not offer direct income opportunities but like that with the AONB, it would encourage other uses at the hall and possible joint initiatives – for example marketing of wildlife booklets, nest boxes and feeders etc.

(iv) Woodland Trust. The village hall site is surrounded to the west, south and east by the Welcombe Millennium Wood, which was established in 2000 through the Woodland Trust. It is an open access area (Wood on Your Doorstep) with permissive paths along the rides that meander through the woodland. There has already been a woodland event held in the village hall and a community arts event Earth and Sky was held in June 2006 as a co-operative venture between the village hall and the Yarner Trust with the theme of arts, education and community. Three local artists displayed a rich variety of sculpture, both in the hall and through the woodland. The Millennium Wood relies on the village hall for car parking and for visitor facilities during such open days. As the woodland matures there will be increasing opportunities for further joint ventures as the woodland ecology begins to develop.

4.11 Conferences, Meetings, Weddings and ‘Away’ Days. These already feature in the current hirings and three features of the new development will greatly assist increased usage in this area :

• building ethos and outlook – the current dark, dismal and damp hall will become a warm, light and uplifting internal space with an outstanding southerly outlook across the parish;

• multiple spaces – the provision of a meeting room in addition to the hall will allow independent or combined hiring;

• access and parking – the current limited and sub-standard provision will be replaced and allow better use by mini-buses and small coaches.

These improvements will create an attractive and flexible resource for small conferences, business meetings and staff away days. They will also encourage greater use for private parties and celebrations.

4.12 Current Revenue Budget. The village hall currently has an annual balance sheet of £7-10,000. The main outlay covers cleaning, insurance, energy and water supplies, building repairs and licences. The income comprises donations and grants, lettings, fundraising and entertainment events. General fundraising (excluding the appeal fund) amounts to £1,500 - £2,000. The total for lettings is typically £1,000 - £1,500.

4.13 Future Revenue Budget. Greater variety and intensity of use will be enabled by the proposed improvements and there will be greater marketing to promote use of the hall, both within the community and by visitors, local businesses and organisations. The separation of the meeting room and main hall increases the potential for revenue income. The estimates for the future profit and loss account are set out below

Income Expenditure
Lettings/Hire/Exhibitions £10,000 Staff Costs £5,000
Fundraising/Grants £5,000 Heating/Lighting/Water £2,500
Insurance and Licences £2,000
Consumables £1,500
Maintenance/Repairs £4,000
£15,000 £15,000

4.14 Assessments of Risks. The project depends on grant aid from different sources, which need to come together at the same time. It will also demand inputs of time, skills and resources from local residents. If the grants are not forthcoming the project could not be fully implemented without a private benefactor or substantial legacy. The letting of tenders will only take place when all of the grant aid sources for a particular phase of the works are agreed and in place. Whilst some borrowing may be necessary to allow for grant payment in arrears, it is considered that this should not exceed £20,000 and be available as a contingency during the construction phase and not to achieve an initial balance. The increase in diversity and intensity of use will place added responsibilities on the committee to ensure the health and safety of all staff and users. To this end, a draft health and safety policy for building and site use has been prepared (see appendix).

5. ASSESSMENT OF EFFECTS

BY PHASE

5.1 Phase 1a. The main investment within the grounds has been the recent completion of the play area, which is unaffected by these proposals. The additional benefits accruing from the proposed improvements are listed below.

• Waste Water Treatment – re-location of the facility away from the building will enhance the setting and allow construction of additional parking and the western extension.

• Car Parking – considerable extension of provision will be made to the west of the whole and this is divided into a stone surface for more regular use and reinforced grass (with drainage) for intermittent use. The hard surface on the frontage will be upgraded at the same time, thereby enhancing the initial reaction of new visitors.

• Site Drainage and Surrounds – the lower of the level north of the hall will cure a current problem with damp whilst the proposed new paving around the building will upgrade pedestrian access and the general appearance.

• Southern Terrace – the proposed ground modelling and hard surfacing will make full use of the wonderful site setting, link indoors with the immediate outside and assist a range of additional uses.

These are all fairly modest improvements in terms of cost implications but they will have a dramatic effect on the setting of the building and the usage both inside and out.

5.2 Phase 1b. The internal improvements are aimed primarily at creating a warmer, lighter hall with more flexible accommodation better suited to existing uses whilst allowing a wider range of additional ones. They are briefly described below.

• New North Door and Windows. The proposed change to access will remove a current problem on the east side of the building and allow easier entry for both the disabled and for moving equipment in and out. There will be much greater light penetration and better energy conservation (with single glazing replaced).

• New Southern Doors and Windows. Solar gain on the south side and consequent passive heating will be increased and a very fluid link established between indoors and outside, with the extensive views more available to al.

• Extension into Alley. Space at major social events is currently cramped, especially when refreshments are provided at dances. The new link with the skittle alley will allow an overflow into this existing space, whilst the use of room dividers will provide a meeting room in part of the alley before longer term provision is made (in phase 2).

• Discrete Storage. The current storage is a rather ad hoc arrangement at the end of the Skittle Alley. The new discrete accommodation at the west end will allow better planned and more space than is currently the case.

5.3 Phase 2. The proposed western extension will incorporate better services and new accommodation as detailed below.

• Meeting/Display Room. The provision of a smaller space at the south west corner with stunning views over the local landscape will afford flexibility of accommodation that has been an objective for some years.

• New Kitchen. The existing facilities will be upgraded with better space provision, direct access to both the hall/alley (via a servery), the new meeting room (via a hatch) and the outdoor terrace (via an external door).

• New Toilets. The existing provision will be replaced with new ladies and gents and separate disabled toilet with shower and bay changing. The last will also support the use by young children and camping in the grounds. It has been designed so that the gents and disabled provision will be available for outside use, whilst the remainder of the building is locked.

• Storage. There will be new storage space located centrally within the building and a separate cleaner’s compartment adjacent to the main hall with a direct link to it.

The final element of phase 2 is re-roofing the east end of the hall (currently a flat roof) to match the western extension, such that the whole building appears coherent and planned with the Victorian school section as a central element that punctuates and gives character to the various elevations.

GENERIC

5.4 Economic Effects. The proposed re-development will support the local economy in a number of ways by :

• Providing a Local Outlet – most notably for arts and crafts;
• Encouraging Home-based Enterprises - encouraging more footloose (home and ‘e’ based) enterprises to establish or expand;

• Support for Tourism - supporting local businesses, such as those providing tourist accommodation, many of which are run by local farms.

Welcombe residents and regular visitors possess a diversity of skills that include painting, pottery, sculpture, photography, textile design and quilt making, music, aromatherapy, reflexology, computer/ICT, salad/herb growing, bread, cake and ice cream making, building, metalwork, carpentry and woodturning, farming, organic smallholding and charcoal making. Many would welcome outlets for their creations, products or services and craft exhibition(s) could provide this. The visitor centre, film, exhibition and play facilities will allow greater use by tourists in combination with the accommodation that is already in existence. One local firm that has recently been established provides guided walking holidays and makes use of many events already staged at the hall. Their clients include school groups. The new centre could assist local enterprises of this nature by providing many more facilities and a broader range of events and exhibitions.

5.5 Environmental and Social Effects. The various building works will be as green as possible within the constraints set by planning policy (affecting appearance and detailing) and cost. It will thus be an exemplar to all users and visitors and encourage sustainable living, both at home and at work. There is currently limited provision for older residents and or for younger ones. The new initiative aims to support the recently established Children’s Group by providing play and sports facilities and, as importantly, the opportunity to interact with other children and reduce potential isolation. The partnership with the Yarner Trust will advance the understanding and practice of sustainable and creative living and other educational courses will provide opportunities for social interaction and pursuit of interests/ hobbies. Arts and play activities both at the centre and in the wider landscape will improve individual well-being and reduce demands on health services.

5.6 Summary of Benefits. Welcombe is a scattered and very remote community that supports both the parish and the adjacent hamlets and farm clusters to the north and east. The last fifty years have seen local services in retreat, with transport a particular issue for all residents. The proposed improvements to the village hall offer a number of positive outcomes for all residents and visitors, as listed below.

• Local Availability and Sustainability. A much enhanced and community centre would ensure the continued availability of a range of commercial and recreational activities locally. The loss of the cinema near Bude has underlined the current imperative to travel and local provision of entertainment and other activities will contribute to sustainability.

• Spin-off from Multi-Use. Such provision will also mean mutual support between activities to the extent that their viability is secured by the combination of uses and the consequent cross-fertilisation that will accrue.

• New or Expanded Income Generators. It allows more regular and diverse use for wedding receptions, parties, conferences and educational functions that would all assist the hall’s on-going financial viability.

• Support to Local Economy. The range of commercial, visitor and exhibition facilities available would assist the holiday enterprises, including farming community, and provide an outlet for local businesses, crafts and artists.

• Millennium Wood. The rural setting of the hall, surrounded by recently planted woodland, with ample parking, and no near neighbours, makes it ideal for such diverse uses with the hall and the community woodland inter-relating.

• Young People. There has been a recent increase in the number of children in the parish as a result of inward migration and new opportunities for recreation and learning would encourage this trend.

• Disabled Access. Current facilities are deficient in a number of respects and the phased building improvements are a cost effective means of providing comprehensive availability to all.

• Yarner Trust. The Trust already uses the hall for its summer residential week together with other events and the much extended and improved provision would present opportunities to considerably develop this partnership farther, to the advantage of both.

• AONB and DWT. The visitor centre will include displays of the locality, including the DWT Marsland Reserve, which will encourage appreciation, respect and support for local landscape and wildlife resources.

APPENDICES

A. VILLAGE HALL BUILDING BRIEF (as Parish Plan 2005)

Village Hall. The building is well loved as the main centre for the community rather than for itself or its architectural merit; indeed the skittle alley currently cuts off what is an outstanding aspect from more general and effective use. Substantial repair to, rebuilding or even replacement of the structure is urgently required, so that long-term solutions are implemented in the robust local climate to preclude water penetration, improve energy conservation and meet the parishes needs more effectively. Such enhanced provision should allow more regular and diverse use for wedding receptions, parties, conferences and educational functions that would all assist its financial viability. The rural setting of the hall, surrounded by recently planted woodland, with ample parking, and no near neighbours, makes it ideal for such diverse uses. A section of the questionnaire focused on the village hall, its present condition, desirable improvements plus future uses and the topic group have produced a schedule of requirements.

• Overall Aim - to create an attractive venue as for community activities that is well suited to current and projected demands, makes better use of an outstanding situation and has affordable revenue costs;

• Main Hall - to improve heating, lighting (natural and artificial), insulation, and acoustics; with possibly floor insulation / heating for keep fit/yoga classes; atmospheric lighting for social events, stage lighting and P.A. system including hearing aid loop; lighting adequate for art classes or similar; easy access for performance equipment, exhibition stands, projection equipment for film nights.

• Kitchen - to substantially upgrade design and equipment it to cater for up to 120 people in accord with current statutory regulations;

• Cloakrooms - to comply with regulations governing provision of facilities for the disabled (incorporating external access with radar key); plus child-friendly toilets, baby-changing space, changing area for keep-fit/yoga sessions, performance artists etc; with shower;

• Meeting Room - to include a comfortable room, with independent access but still convenient for kitchen and toilets; providing space to sit 12-15 people around a table, with facilities for training classes or meetings including the use of computers; a pleasant aspect looking south and/or west; (potential users comprise parish council, WI, lunch club, educational classes, toddler group, and for meetings, and smaller social groups);

• Services & Entrance - to upgrade heating, lighting, insulation and acoustics of the main hall, making maximum positive use of the hall’s south facing aspect for energy conservation and possibly generation, plus an extended or revised entrance area to assist entry to major events and reduce energy use;

• Storage - to provide suitable discrete space for keeping tables, chairs, trestles, staging, skittle alley equipment, games equipment (e.g. table tennis, pool, darts, short mat bowls), toddler club toys, P.A. equipment;

• External Space - to extend and upgrade parking provision (off-road), with outside lighting, sitting area (focusing on views down valley), play provision and performance area or amphitheatre;

• Other Options - to assess use of the hall as an observatory (Welcombe has a night sky free of light pollution which makes it an attractive venue for astronomers) and for access to the internet.

B. RECORD OF RECENT MEETINGS RELEVANT TO HALL REFURBISHMENT

A. Meeting with TDC Planning Officer (02.09.08). The purpose of this meeting was to ascertain the potential of more radical solutions for re-building elsewhere (e.g. Darracott or near church) and to review the current planning permission, which runs out in April 2009 and the results are summarised below.

(i) Re-use of Existing Site. It was made clear that more radical options for realising the asset of the current site and re-building elsewhere are precluded by planning policy, which prevents alternative use at the village hall. This effectively puts paid to anything other that a solution on the existing site

(ii) Current Planning Permission. There would be advantage in keeping the existing permission live by starting work on site. This could be done by obtaining a building notice and then re-forming the hedge-bank west of the hall and creating the improved sight-line in accordance with the submitted plans.

(iii) Revised Planning Application. This was unlikely to meet major problems, as it would be more modest than that already approved.

B. Meeting with Western Power (16.09.08). If the existing the line from the transformer pole just within the Millennium Wood can be re-laid underground, this would free up space and considerably improve the overall appearance. The implications were discussed with Andy Littlejohns of Western Power and he confirmed that the existing service with three separate lines did not meet current standards, as well as being unsightly. Recent legislation means the service needs to be upgraded and the best solution would be replacement with a single three core insulated cable within the next three years. This would normally replicate the current overhead line but the company would be willing to underground the service at no additional cost if the trench from the transformer pole were dug for them. This would require the permission of the Woodland Trust. The key issue is where the service is taken within the building, bearing in mind the proposed refurbishment. There are three options :

• the existing location in the current lobby;
• the south east corner of the building (nearest the supply);
• the west end of the skittle alley (the future storage area).

The last two would involve changing the main circuits internally (which may be required in any event as a result of the refurbishment. The last would be most central and in the best area and is currently preferred. Western Power suggested that advice is sought from an electrician before a final decision is made.

C. Meeting with TDC Community Development Officer (17.09.08). At a site visit yesterday, Malcolm Harris confirmed that in addition to the match funding TDC would offer as part of the CCD county grants scheme, a community grant of up to £2,000 is available during the current year. This could not be used for capital works such as building, but it can assist, for example, purchase of film equipment, mats for yoga/play or play/recreational equipment to support new leisure activities. At the moment the fund is by no means over-subscribed and the likelihood of some grant money appears to be good.

C. Village Hall Extract from Parish Plan Questionnaire 2004

Q VH1. If computers and IT equipment, with Internet access, were provided at the hall, would you be likely to use it?

a) Yes, frequently 8
b) Yes, occasionally 37
c) Visiting holidaymakers would 64
d) No not at all 139

Q VH2. It has been suggested that the workshops referred to in Question LE14 could be sited at or adjacent to the village hall. Do you think this is a suitable location for such workshops?

Total 212 100%
Yes 151 71%
No 61 29%

Q VH3. Which of the following possible facilities, which could be provided at the village hall, would you use?

		All respondents		Under 22 yr olds
		Would use	Would Not Use	Would use	Would Not Use
a)	Film club/ Mini cinema	141 (75%)	48 (25%)	20 (80%)	5 (20%)
b)	Facilities for Conferences and functions (e.g. wedding receptions)	102 (60%)	69 (40%)	8 (42%)	11 (58%)
c)	PA system/studio equipment for musicians	52 (34%)	102 (66%)	13 (62%)	8 (38%)
d)	Games area/playground for children	70 (43%)	92 (57%)	9 (47%)	10 (53%)
e)	Educational classes	120 (67%)	58 (33%)	10 (48%)	11 (52%)
f)	Youth club / table tennis, pool, skateboard facilities	68 (44%)	87 (56%)	16 (80%)	4 (20%)
g)	Observatory for astronomical observation	87 (53%)	78 (47%)	10 (50%)	10 (50%)
h)	IT courses	81 (53%)	82 (47%)	7 (35%)	13(65%)

DARE / CRI REPORT– OCT. 2005
D. WELCOMBE VILLAGE HALL – ENERGY ISSUES

Current Village Hall Building :

‚ Very poor insulation = village hall is hard to heat, and suffers from bad condensation = wasting money and energy on dehumidifiers, and inherent damp problems. The current building requires extensive work on insulating the roof, walls, windows and doorways, to make the building more thermally-efficient;

‚ Current space-heating is via electric convector and wall-mounted heaters = very inefficient and costly to run, and very ineffective in the winter months = village hall may lose business if not a pleasant or healthy venue, and if users have to spend considerable sums in the coin metre. The current building needs an effective central-heating system – preferably a renewable energy system;

‚ Water heating is currently supplied via a wall-mounted electric heater = an expensive way to provide washing-up water for the kitchen, and there is currently no hot water supply to the toilet block. A central-heating system (possibly a renewable energy installation) could supply this hot water far more efficiently and cheaply whilst heating the building, or a specific renewable energy water-heating system could be installed;

‚ The current building’s principle energy supply is via electricity, the cost of which is slowly but surely increasing. The village hall could supply a considerable percentage of its own electrical requirements via on-site renewable energy installations – saving money on electricity bills, and perhaps selling surplus electricity back to the grid;

In summary, if external funding support (a considerable sum) for a new village hall building cannot be secured, the existing building can be improved with insulation measures, alongside investment in new space-heating, water-heating and electricity generating systems. But although this may on the surface appear to be a cheaper option, the building may continue to suffer from some inherent problems, which may be hard to rectify, even with extensive and expensive refurbishment.

Renewable Energy Options :

‚ Solar Electricity – Often referred to as P.V., these panels (made from silicon) turn solar energy directly into electricity. This can be used within the village hall for lighting and appliances, or surplus electricity can be sold back to the grid. The P.V. panels can be placed on any suitable roof space which will experience the sun’s rays for several hours – the more sun, the more electricity produced per panel. These panels could be placed on the south facing roof over the skittle alley in the current village hall, or could be placed on the south-south-east facing roof over the rear of the new building. There should be minimal planning implications for either of the buildings.

‚ Wind Turbine – A modest sized wind turbine could be installed on the valley side to the rear of the current or new village hall. The site has a very good average wind-speed, and a turbine in the range of 1 – 6 kW rated output could produce a significant amount of electricity during the year. There are many sizes and designs of turbine, and small turbines such as these are more sympathetic visually within protected landscapes, (perhaps standing 10 m high or less), and bring direct economic and environmental benefits to the community. The turbine-generated electricity can again be used within the village hall for lighting and appliances, or surplus electricity can be sold back to the grid.

‚ Solar Water-Heating - One of the most widely used and increasingly cost-effective renewable energy technologies in the UK. Solar-thermal systems are relatively simple to install, and are applicable to most buildings with a suitable roof space. The system uses energy from the sun to heat water for use within a building, and the typical domestic system will return an expected saving of 50 – 70% on a typical hot water bill, and the expected pay-back period will be less than 10 years (for a system that will last more than 20 years). This system could supply hot water to the kitchen and toilets of either village hall building, minimizing expensive electric water-heating.

‚ Ground-Source Heat-Pump – Uses low–grade heat found in the upper layer of the Earth and multiplies its energy value more than 3 times via an electric heat-pump. The heat is gathered via water pipes in trenches in the land adjacent to a building, or via vertical boreholes if space is limited. The system is cheap to run in a thermally efficient building, and can provide space-heating either via radiators or via an under-floor pipe network (particularly suited to new-build). It is a clean and quiet system, and there are seldom planning issues involved as it is hidden from view. This system would particularly suit a new village hall building.

‚ Biomass Heating – Cheap wood-fuel (either unprocessed logs, or processed wood-chips and wood-pellets) are becoming increasingly popular as cheap alternatives to fossil-fuels. New automatic and controllable biomass central-heating systems can do the same job as oil or gas boilers, but are environmentally friendly. Also, the wood-fuel price will stay low over the coming years compared to oil & gas.

E. Health and Safety Policy Statement

The Health and Safety at Work Act 1974 imposes a statutory duty on employers to ensure, in so far as is reasonably practicable, the health and safety of their employees whilst at work. This duty also extends to others who may be affected by that work.

Employees also have a statutory duty to take care of themselves and others who may be affected by their acts of omissions.

To enable these duties to be carried out, it is our intent to ensure that responsibilities for health and safety matters are effectively assigned, accepted and fulfilled at all levels within our organisational structure.

1. The Village Hall Committee will, so far as reasonably practicable, ensure that :

• adequate resources are provided to ensure that proper provision can be made for health and safety;

• systems of work are provided and maintained that are safe and without risks to health;

• arrangements for use, handling, storage and transport of articles and substances for use at work are safe and without risks to health;

• all employees are provided with such information, instruction, training and supervision as is necessary to secure their safety and health at work and the safety of others who may be affected by their actions;

• where appropriate, health surveillance is provided to employees;

• the working environment of all employees is safe and without risks to health and that adequate provision is made with regard to the facilities and arrangements for their welfare at work;

• the place of work is safe and that there is safe access to and egress from the workplace;

• monitoring activities are undertaken to maintain agreed standards.

2. It is the duty of all employees at work :

• to take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions at work and co-operate with us in fulfilling our statutory duties;

• not to interfere with or misuse anything provided in the interest of health and safety.

3. Generally :

• this Health and Safety Policy will be reviewed at least annually and amended and updated as and when necessary;

• there are established and maintained effective procedures for consultation and communication between all levels of management and employees on all matters relating to health, safety and welfare.

Signed :……………………………………………..

Position :……………………………………………. Date : ……….

Risk assessments will cover the following elements :

• Kitchen : cooking, handling knives/scissors/sharp objects, urn, microwave, wet surfaces/ flooring, lighting & ventilation, emergency exits;

• Hall : manual handling, wet floors, emergency exits, lighting & ventilation;

• Toilets/Shower Room : slips/trips & falls, cleaning equipment, lighting & ventilation, emergency exits;

• Skittle Alley : manual handling, lighting & ventilation, emergency exits;

• Meeting Room : lighting & ventilation, emergency exits;

• Shop : manual handling, lighting & ventilation, emergency exits;

• Car Park : traffic, congestion;

• Storage : COSHH – control of substances hazardous to health, such as cleaning products, lighting & ventilation;

• First Aid : nearest houses for use of telephone in emergency, named list of first aiders and contact information to be displayed in each room or lobby (there will need to be a fully trained first aider and appointed persons).

F. LETTERS OF SUPPORT

 

This site is sponsored by:-

Berry Park Holidays		Welcombe House
The Yarner Trust	Cranham House	Big Blue Surf School
The Old Smithy Inn	West Henaford	Olde Smithy Bungalows
	Docton Mill	Way2go4 Walking Holidays
Mead House Construction	Being Organic	Mead Barn Cottages
Corner Cottage
Golden Park		pachadesign
	Ley Park B&B	Writing Courses by the Sea
	Welcombe Pottery	Gooseham Barton
Linton Farm	Collaberie Farm	Henaford Ice Cream
Clovelly	Creative Retreats	fitfeet
Pottery Courses UK

 

Copyright© Welcombe Village Website Group February 2005