Village Hall Roof Repair Committee Meeting Minutes

Village Hall Roof Repair (VHRR) Sub Committee meeting

16 February 2021 @18:30

1. Present: Ady (AW), Rob (RW), Stu (SC), Cherie (CH). Kev (KB)
2. Apologies:
3. Minutes of last meeting
   1. The minutes of the 2 February were agreed 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. Update

[Discussion 1] Following the last meeting Biffa, FCC and WLDC were all contacted to inform them that our scope of work had changed and that we now intended to remove the roof windows and to reposition the solar panels. All were content for the applications to remain as-is for now.

2. Biffa application

[Discussion 1] Biffa emailed on 16 Feb 21 to say they would not be supporting our application.

3. FCC application

[Discussion 1] Our application will be considered at the Board meeting on 3 March 21 and they have confirmed they have all the information they require. If we’re successful and our application is approved we will need to provide evidence of how the structural engineer and building regs work will be funded. (Note: It was agreed at the Parish Council meeting on 8 Feb that the PC would fund this up to the value of £1000)

4. Bernard Sunley Foundation have pledged £5000 (email 15 Dec 2020)
5. WLDC awarded £5747.78 and agreed to be 3rd party funder against FCC and Biffa

[Discussion 1] WLDC confirmed this week they will support us with an offer of 100% of what we asked for and that they are happy to be the 3rd party contributor. Both Biffa and FCC have been informed

6. Parish Council

[Discussion 1] With WLDC accepting our application and now being nominated as the 3rd party the PC’s costs are curently limited to the professional fees of the structural engineer and building control

7. Igas fund, max £2000 waiting for an application form

[Discussion 1] AW informed the committee that the initial response from igas was that the maximum they would consider an application for was £2000, at the time he didn’t consider £2000 significant enough to follow up, AW asked the committee for their thoughts. Unanimously the committee agreed an application should be submitted.

ACTION: AW to submit the application to igas.

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

[Discussion 1] Graham from ARMA has returned to apply additional coatings of the roof sealer. AW will monitor the leaks during future heavy rain

7. Internal repair and decoration
   1. Plasterer

[Discussion 1] The plasterers will need to review their quotes as we are now removing the roof windows, quotes will likely increase as they will need a tower to access the window voids in the main hall

2. Decorator

[Discussion 1] Just waiting for the quote from Holmes & Fields

8. Work Specification document

[Discussion 1] AW informed he would like to send the work scope document to the roofing companies ASAP, SC questioned if this was worthwhile before we had funding confirmation, AW responded that the structural engineer had verbally said the roof should be OK with our plans and that to wait until funding was agreed could incur an unnecessary delay when the re-quoting could be done alongside the funding work. It was agreed that the document should include a statement saying an independent structural assessment was underway and a report would be available prior to work commencing and to invite contractors to comment on any issues or concerns they have. With these additions it was agreed to send it to the roofers.

ACTION: AW to update the scope of work document and send it to the roofers.

9. Approvals
   1. Planning – Not required

[Discussion 1] Email received saying the work is covered under ‘Permitted development’ and therefore formal planning approval is not required.

2. Building Control – emailed received saying BC approval is required, the clerk has been emailed requesting her to apply.

[Discussion 1] Email received saying BC approval is required, the clerk has been emailed requesting she should apply for BC approval however she has responded with concerns the PC have not approved the expense. All felt the expense had been approved at the PC meeting on 8 Feb 21.

ACTION: AW to discuss with the clerk the position over the funding approval

3. Structural assessment – Initial meeting carried out Fri 12 Feb, waiting quote before approving them to proceed

[Discussion 1] The structural engineer had verbally said he was very confident the roof was substantial enough to accommodate all our plans, however he needed to carry out the calculations to prove his opinions and he will provide a formal report in due course. The initial build files have been located and the original roof drawings call for concrete tiles which adds confidence that the roof was designed to support the additional weight of the concrete tiles. The engineer will discuss the job with colleagues and provide us a quote for the required work

ACTION: RW to hasten the engineer to provide a quote for his work.

10. Action tracker

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

11. AOB

[Discussion 1] RW raised that there had been recent email traffic from the PC chairman questioning the funding options. AW informed that until the final funders were known and the final contractors chosen there were many possible permutations of what the final funding solution would look like. All agreed a document defining the funding breakdown should be created at a later date when specific details were known. There was no other business raised.

12. Date of next meeting
    1. Thu 4 Mar 21.

Contractors