Village Hall Roof Repair Committee Meeting Minutes

1 April 2021 Minutes

Village Hall Roof Repair (VHRR) Sub Committee meeting

1 April 2021 @18:30

  1. Present: Ady (AW), Rob (RW), Cherie (CH),
  2. Apologies: Stu (SC), Kev (KB)
  3. Minutes of last meeting (11 March)
    1. All agreed the minutes are a true record of the meeting of 11 Mar 21.
  4. Quotes
    1. Roofers

[Discussion 1] AW advised that ARMA had submitted a revised quote of £27,500+VAT which is significantly lower than their original quote and needs to be checked, that Lincoln roofing had informed us they are overloaded so won’t be submitting a quote and that M. Pope had submitted a revised quote for £34,571.93+VAT. John Morris has said the job is too complex so will net be submitting a quote. RW suggested it might be worth investigating if it would be worth replacing the solar panels with newer more efficient ones, although this would incur additional expense.

ACTION: AW to confirm quote cost with ARMA

  1. Update on grants
    1. Igas fund – Application unsuccessful for £2000
    2. Screwfix – Application unsuccessful for £1000
    3. Alternative funding – letters to local businesses

[Discussion 1] AW advised a letter has been sent to Siemens, Primetake, Ethical Energy and Sirius Energy. RW offered to visit Primetake to discuss the request with the MD. It was decided to allow some time for them to reply by post before visiting. It was also suggested to write to Mr Dyson at Nocton.

  1. Self-funding options

[Discussion 1] CH enquired what the WL stance was now that FCC have turned us down, AW replied he is awaiting confirmation from WL. AW suggested that it is starting to look unlikely we will receive enough grant money to fund the full repair and that we might need to start thinking of other ways to raise the money. CH suggested running quizzes in the VH which would raise small amounts each time. AW suggested that if the Hodgson Trust could support us then the rest might have to be raised between the VHMC and the PC. RW expressed an urgency to get the roof repaired and that we should push on with the external repairs as soon as we have enough funds for that initial work.

  1. Update on temporary repair
    1. A third visit has been made, waiting for it to rain to assess success.
    2. Temp repair now complete, no more sealant can be applied to the roof without removing the solar panels.
  2. Internal repair and decoration
    1. Plasterers – Informed of need to plaster window voids, waiting re-quotes
    2. Decorators
      1. Just waiting for the quote from Holmes & Fields

[Discussion 1] RW said that we shouldn’t wait to get quotes for decoration before starting the roof work.

  1. Work Specification document
    1. Concerns over complexity

[Discussion 1] One of the roofers have said that our scope of work document had added greater complexity to the job which could add additional cost and that they felt the job would be more suitable for a large contractor.

  1. Approvals
    1. Planning – Not required
    2. Building Control – Submitted and approved
    3. Structural assessment – Initial visit carried out, email received saying we’re safe to proceed.
  2. Action tracker

[Discussion 1] All items were discussed and updated. See action tracker below.

  1. AOB

[Discussion 1] RW noted thanks to AW who has carried out most of the work so far.

  1. Date of next meeting
    1. Thu 22 Apr 21 at 18:30.