Village Hall Roof Repair Committee Meeting Minutes

Village Hall Roof Repair (VHRR) Sub Committee meeting

11 March 2021 @18:30

1. Present: Ady (AW), Rob (RW), Stu (SC), Cherie (CH).
2. Apologies: Kev (KB)
3. Minutes of last meeting
   1. The minutes of the 16 February were accepted by all as a true record of the meeting.
4. Quotes
   1. Holmes & Fields decorators have measured up, still waiting quote.
5. Update on grants
   1. FCC application – Rejected

ACTION: AW to circulate email from FCC.

2. WLDC awarded £5747.78 and agreed to be 3rd party funder against FCC and Biffa

ACTION: AW to confirm WLDC grant still stands after rejection from FCC and Biffa.

3. Igas fund – Application submitted
4. Alternative funding – letters to local businesses

[Discussion 1] It was discussed if there was merit in sending out letters to local businesses requesting donations towards the project. It was felt a formal letter was more appropriate than an individual approach. RW said he felt Primetake have shown some previous interest in supporting community projects. Other companies considered worth contacting were F.A.B and Siemens.

ACTION: AW to draft a letter to circulate on PC headed paper and create list of companies we could contact.

[Discussion 2] It was discussed that if we relied on re-application to FCC and Biffa then due to not being able to re-apply for 6 months it would be autumn/winter before a decision would be received. Also the National Lottery might be worth approaching as we emerge post-COVID.

6. Update on temporary repair
   1. Second visit made on Thu 4th, waiting for it to rain to assess success.

[Discussion 1] AW informed that one of the buckets had water in the bottom over the weekend. It appears the leaking is less than is was but is still leaking. AFTERNOTE: Since the meeting I have spoken with Graham from ARMA who says he did re-visit a third time and that if it is still leaking then it must be from under the solar panels which would need the removing to address.

7. Internal repair and decoration
   1. Plasterers – Informed of need to plaster window voids, waiting re-quotes
      1. Simon Ohanrahan has visited to measure up
      2. Jon Evens has emailed saying he will arrange a time to re-visit
   2. Decorators
      1. Just waiting for the quote from Holmes & Fields
8. Work Specification document
   1. Updated as agreed and sent out to all roofers. No revised quotes have been received yet.
9. Approvals
   1. Planning – Not required

ACTION: AW to distribute email from Planning

2. Building Control – Michelle has submitted the request

[Discussion 1] AW informed that an email has been received from BC which provides approval to commence.

ACTION: AW to distribute email from BC

3. Structural assessment – Initial visit carried out, email received saying we’re safe to proceed, advice issued at nil cost

[Discussion 1] RW advised he had received emails from the structural engineer who had been able to contact the original hall designer who has provided the original load calculations which show the original design was for concrete tiles and that the building was strong enough to accommodate removing the windows and re-positioning the solar panels. They have also said they are willing to provide this advice as an extension to the original design work therefore it will not incur any charge.

ACTION: RW to circulate email from structural engineers

10. Action tracker

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

11. AOB
    1. KB Joined the meeting.

[Discussion 1] KB advised the Lincoln College have previously provided donations to similar community projects in the past and he has sent an email to the MD asking if we can be considered for a donation. KB asked for clarification if the structural engineer was happy for both concrete tiles and repositioning the solar panels. RW confirmed they had confirmed that both were acceptable.

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