Milborne St Andrew Village Hall

 Report of the Regeneration Committee

 to the Village Hall Trustees 

on the future development of the Hall

 December, 2002

Executive Summary

Villages and Village life over the last fifty to a hundred years have undergone some significant changes, although some more than others. Milborne St Andrew is no exception to this and in recent years has possibly seen its fastest rate of growth and change than in any similar period in its history.

The two main centres of village life have in the past been the Church for its spiritual needs, and for Community activities the Village Hall. Despite the many changes that have taken place it is still true today that the role of the Village Hall is fundamental in ensuring that a community spirit has the opportunity to thrive by being the centre of much of the life in a village.

For a Village Hall to maintain this important and privileged position it must, through its Trustees, provide for the existing needs, but also take account of what the growing local community wants and expects, namely a multi functional facility.

This report identifies, from the surveys the Regeneration Sub-Committee have undertaken, what the inhabitants of Milborne St Andrew would like to see in facilities and activities from their Village Hall. While these are many and varied there are a number of main items that clearly show through above the rest. These are: 

• Adequate internal storage
• Building alterations to promote true multi use facilities
• Modern and controllable heating system
• Better and variable lighting system
• Proper sound and lighting system for the stage, including an induction loop system for those with hearing disability, and PA for general use
• Main Hall ceiling height to be increased

Providing the modifications above will not only improve facilities to existing users but also promote the other activities that would or could come about as a result of these modifications.

 While the report identifies four options in reality there are only three tenable solutions that should be open for discussion.  These three range from conducting only minor modifications to the building of a new Village Hall. What is clear is that these will need careful consideration if the Trustees wish to meet the identified needs of the villagers while also taking into account a long term perspective.

 To achieve all the main requirements and many of the others identified from the surveys will take a radical approach both in terms of how they are provided and, also, how they are funded.

 The decisions that need to be taken by the Trustees should reflect the importance the Village Hall plays in village life, not just for us but also for the generations to come.

 *  *  *  *  *  *

5^th December, 2002

CONTENTS

             Page    2          Executive Summary

                         3          Contents 

4                    Introduction 

4                    Major users survey 

6          The Village Survey

8                    What are the options? 

11                What will it cost? 

12                Where will the money come from? 

13                Appendix ‘A’ – Terms of Reference 

14                Appendix ‘B’ - Major Hall Users 

15                Appendix ‘C’ – Major Users Survey 

16                Appendix ‘D’ - Village Survey 

22                Appendix ‘E’ – Major Refurbishment Plan 

23                Appendix ‘F’ – New Hall Plan 

24                Appendix ‘G’ – Current Land Usage 

25                Appendix ‘H’ – Proposed Site Development 

26                Appendix ‘I’ – All Weather Arena 

27                Appendix ‘J’ – Teenage Chat Room

1.  INTRODUCTION

 1.1       This report was commissioned by the Trustees of the Milborne St Andrew Village Hall at their meeting on 13^th May 2002.  A committee, the Regeneration Committee, was set up to review all aspects of the village hall and to make recommendations for the future.

(The full Terms of Reference are shown at Appendix ‘A’)

 1.2       The present hall was completed in 1952.  It has been well maintained during most of the time since construction and some improvements and additions made, but it is essentially the same building.  It has stood the test of time reasonably well, but is now showing signs of ageing, and, moreover, it does not comply with several pieces of recent legislation in the fields of disability and health and safety.  Whilst it was undoubtedly built to ‘state of the art’ standards in the 1950’s, times have changed.  In 1951, the National Census recorded the population of Milborne St Andrew as 449.  At the last estimate by North Dorset District Council in mid-2000, it had risen to 1080, and continues to grow.  (NDDC Planning Dept. 29/10/02).

 1.3       The needs and aspirations of people in 2002 have become very much more varied and discriminating and they expect more from local facilities.  When they visit nearby villages, for example Sturminster Marshall, Loders, Pimperne or Puddletown, they find modern village halls with many more facilities and activities than we are able to provide.   Villages both larger and smaller than Milborne St Andrew have refurbished, enlarged or re-built their halls in recent years.  The question is being asked “If they can do it, why can’t we?”

 1.4       The committee began by asking both users of the hall and the entire village population for their impressions of the hall, as it is at present, and what new facilities and activities they would ideally like to have.

 2. MAJOR USERS SURVEY

2.1       Ten regular user groups (See Appendix ‘B’) were interviewed and asked a series of short questions, requiring them to rate the quality of various facilities and other aspects of the present hall.  In other words, this is how our present major users look upon what we presently have to offer.  In each case we invited a response rating of Excellent, Very Good, Good, Adequate or Poor.

 2.2            Secondly, we asked open ended questions relating to what facilities each group needed immediately, and those that ideally it would like to have.

 2.2.1            Question 1  What facilities do you use and how do you rate them?

 Where the group did not use the facility (e.g. The WI do not use the toddlers play area), no rating was recorded.

             Main Hall                  All respondents rated it as adequate or better.

             Committee Room            60% rated this room as poor, 40% good.

             Kitchen                        60% rated the kitchen adequate or poor, 40% g

            Toilets                          70% considered them adequate, 30% poor.

                                                (but see Question 2 below – Facilities for the disabled)

             Storage                        90% rated this as poor.

             Car Park                 30% judged it good or better, 70% adequate.

             Play Area                 60% thought this was poor

             Recreation Area            70% judged it very good or good.

 2.2.2            Question 2     How do you rate the following features / aspects of the hall?

             General environment            70% rated it adequate or poor

             Availability to hire            100% rated it excellent to good

             Heating             90% rated it adequate or poor

             Lighting                        50% rated good or v. good, 50% adequate or poor

             Security                      60% rated adequate or poor

             Equipment                    60% rated this adequate or poor

             Health & Safety            60% rated this as adequate or poor

             Facilities for disabled            90% rated these as poor.

 2.2.3            Questions 3 & 4     These asked about improvements that the group felt were needed immediately. 

 Examples of the answers that came out, often from more than one group, include:

             Deal with the unpleasant smells that permeate the building

             Fully refit the kitchen

             Repair the perimeter fence to deal with the dog fouling issue

Provide hot water for hand washing and proper drying facilities in the toilets

             Enlarge and repair the stage area

2.2.4            Question 5    This question asked the group to give us a ‘wish list’ – the things they would ideally like to have. 

Again, several groups mentioned the same matters.  Main areas identified were:

             Provide adequate storage INSIDE the hall

             Building alterations to facilitate multi-use

            Better controlled system of heating

             More variable lighting system

             New tables and chairs

             Main hall ceiling height to be increased

 Proper sound and lighting system for the stage, including an induction loop system and PA for general use.

 (Full details of the survey and the responses are included at Appendix ‘C’.)

3.  THE VILLAGE SURVEY

3.1       The major survey was aimed at every household in the village.  A total of 455 forms were delivered by hand.  98 forms were subsequently collected or returned to the survey team. After rejecting forms that were spoiled or unusable for any reason, 90 were examined and the answers collated.  This represents a 20% response, a satisfactory and meaningful result for a poll of this kind.  The survey form and the tabulated results are shown at Appendix ‘D’.

 3.2       Many of the results of this survey not surprisingly echo the Major Users survey, but some points need to be highlighted.

3.2.1            Question 1 – Age Distribution

The total population figure is an estimate based upon the NDDC figure noted in     the Introduction to this report; other figures are extrapolated from the survey results.

                         Total Village Population                    1,150 (e)

                        Under 11 years old                             80

                        12 – 18 years                                        95

                        19 – 30 years                                        61

                        31 – 55 years                                        474

                        56 – 75 years                                        413

                        Over 75 years                                               27

The village mirrors the national picture in as much that women outnumber men in the ratio of 55:45.

We estimate that we have 47 villagers with a physical disability, including 6 with impaired eyesight, 23 with hearing disability and 18 with mobility problems.

3.2.2            Question 2 – Use of the Hall

39% of the inhabitants use the hall at least once a month, a further 49% use it less frequently.  Only 12% said they never used the hall.

3.2.3            Question 3 – Clubs, Groups and Societies

The village is well served by various clubs, groups and societies, across all age groups, offering a wide range of activities.  This is an active village and, judged by the replies we received, would be even better supported and more activities would be offered if the hall were able to accommodate them.

 3.2.4        Question 4 – Present Facilities

Villagers were asked to give their views on all aspects of the hall’s present facilities and equipment.  The large majority, almost 59%, showed that overall they rated the hall only adequate or poor.   Particular note should be taken of the detailed ratings given to such items as storage, stage area, and tables and chairs.  Our overall judgement is that there is little in this survey to give the trustees any cause for complacency about the present situation.

3.2.5            Question 5 – Size of Hall

The response to this question was not conclusive, as almost three quarters of respondents had no opinion.  We have to judge the size of the hall required from the activities to be undertaken in it.

3.2.6            Question 6 – What new activities are required?

The highest number of respondents, across all age groups, want a computer club, closely followed by a film society.  Educational activities would be well supported, including WEA type classes, practical music making for both adults and children, and music appreciation.  ( The success of a recently started adult art group in the school demonstrates the support for such activities.)

 From an age perspective, it is the group between 56 and 75 – those about to be or who are already retired – who have registered the greatest interest in doing something more.

 3.2.7            Question 7 – Sports Activities

 Without any doubt, tennis and short mat (indoor) bowls would be a great success if we could provide the facilities.  Badminton, also, featured strongly in the responses to Q.8.

4. WHAT ARE THE OPTIONS?

4.1       We have identified four possible options for regenerating the hall for the Trustees to consider as a result of our work, these being:

·        Do nothing

·        Do the minimum necessary

·        Carry out a major renovation to the present building

·        Build a new village hall.

Each of these alternatives has advantages and disadvantages that need to be discussed before any final decision can be made.  We shall attempt to identify the main issues.

4.2     Do nothing

4.2.1    Advantages:   Except that, in taking a short-term view, it will cost nothing and no one will be inconvenienced, it is hard to find any advantage

4.2.2    Disadvantages:  It fails to address any of the criticisms of the present facilities, or the aspirations of villagers for new and improved facilities.

                        It does not address the Trustees responsibilities for maintaining the fabric of the building in a sound condition, nor deal with issues of current legislation relating to disability and health and safety matters.

4.3     Do the minimum necessary

4.3.1    We have identified the following items of work as being the absolute minimum necessary at the present time to ensure that the Trustees fulfil their responsibility:

• Take further advice as to the minimum work necessary to comply with the requirements for disabled access, including the toilets.

• Take remedial action to deal with the defective flooring, adjacent to the north wall of the main hall, and the damp showing in the wall to the right hand side of the stage.

• Repair the stage floor to remove the dangerous splintering

• Investigate several complaints of ‘bad smells’ in the hall and eradicate the cause

• Provide exterior security lighting at the front of the hall.

4.3.2    There are many other matters that could be dealt with without major building work, for example, repairs to the perimeter fence to deal with the dog fouling problem, but these items have been included in the next section.

4.3.3    Advantages:    This is the ‘least cost’ option to ensure that the Trustees carry out their basic obligations.

4.3.4    Disadvantages:  This option makes no attempt to do more than honour the Trustees minimum legal obligations, and fails to address almost all the major criticisms of the hall raised by the surveys.

4.4    Major Renovation of the Building

4.4.1    This option, illustrated at Appendix ‘E’ of this report, would provide the

                        following benefits:

·        Improve the heating system by way of a better control system

·        Improve the overall lighting system

·        Provide better toilet facilities

·        Enable multi-use of the hall

·        Fully refurbish the kitchen

·        Renew all the stage area, including the curtains etc.

·        Install fire alarm system

·        New tables and chairs throughout

·        Renew the perimeter fencing

·        Resurface car park

4.4.2    Advantages:    This would go a significant way towards meeting the aspirations of the village for new and improved facilities.

                         It would make the hall more attractive to outsiders to hire the hall and increase our revenue

                         It would make a real improvement to the overall condition of the fabric of the building.

 4.4.3    Disadvantages:  It will still fall short of the facilities indicated by our survey as being required to meet the full aspirations of the village in 2002.

                         It fails to address the most urgent need for additional meeting room(s) and storage facilities.

                         There would be significant disruption whilst the work was carried out.

4.5     A New Village Hall

4.5.1  The final option is to build a new village hall.  Where would we build it?         Our view is that any hall should be in a central position in the village, where most villagers could reach the venue on foot.  Where better than on the present site!  We cannot find any argument for moving it elsewhere.

4.5.2    The new building would be so designed as to meet the great majority of the features and facilities identified by the survey.  In addition to the items mentioned in the previous option, it would have:

§         Better designed, multi-purpose meeting rooms.

§         Much greater storage space, some of which would be permanently allocated to user groups.

§         A larger Main Hall, which would have provision for 100 chairs in a theatre style layout, 3 lanes for indoor bowls to be played, and possibly, a higher roof to enable appropriate activities to take place.  Both young children’s and adult groups have identified this need.

§         The second hall would be divided into three separate areas by soundproof, folding doors, enabling the space to be used as 1,2 or 3 rooms.

§         A larger stage area, including rear access.

§         A bar, separate from the kitchen

Outside, we would hope to provide:

§         A multi-activity ‘all weather’ surface (See Appendix ‘I’)

§         An enlarged car park

§         A hard surface tennis court.

§         A Meeting Point for teenagers (See Appendix ‘J’)

(See Appendix ‘F’ for a possible layout with all these facilities.)

 4.5.3    Advantages:  Would give us the opportunity to meet the great majority of the aspirations of the village – a ‘Premier Division’ village hall of which we could all be proud, and offering a facility that would be in great demand for outside lettings.

                         By the use of modern materials and technology, would cut the running and maintenance costs of the hall for many years

4.5.4    Disadvantages:  Significant disruption during the construction period, estimated to be about nine months.

5.  WHAT WILL IT COST

5.1       We have taken advice from several sources on the likely costs that would be involved in each case, and our figures below are ‘best estimates’ based on present building costs, but without detailed specifications and plans being produced.  We believe that they are realistic and are a sound basis for decisions in principle to be made.  We would need professional advice before any final decision could be made.

Our figures should be enough to cover the cost of much of this advice, but up front cash would be needed in the first instance.

5.2           Option 2 – The Minimum Option 

5.2.1            Trustees will be aware of the quotation that has been received for the proposed work on the toilets, circa £15,000 + VAT.  This project has been criticised by some, and a lower cost proposal is on the table, but has not been fully evaluated.  For the purpose of this report we have used the professional estimate already received as our base figure, and, making the assumption that the dampness in the walls is not a major problem, we believe that the whole of this work could be carried out for circa £20,000 + VAT.

5.3     Option 3 – The Major Refurbishment

This entails the ‘boxing in’ of the north side of the present building, and removing the toilets and kitchen to a new location.  Altering a building always costs more than building a new structure, and we estimate that the building cost would be circa £70,000 + VAT.   When all the other items listed in paragraph 4.4.1 are included, we would arrive at a figure of circa £110/120,000 + VAT.

5.4     Option 4 – A New Village Hall

A brand new village hall, completely re-equipped with new furniture and equipment throughout, including a stage with proper lighting and sound system, and provision made in all areas of the building for those with disabilities. Outside, we envisage an all- weather sports surface, a bigger and better play area for the younger children, possibly a tennis court and a larger car park.  This is all achievable within a budget of £500,000.    There is a further advantage – as this is a new building, the building cost would be free of VAT.   We would only pay VAT on the fixtures and fittings.

 6. WHERE WILL THE MONEY COME FROM?

            6.1       The Trustees are well aware of the fact that grant aid for village halls at the present time is very hard to find.  The National Lottery Community Fund, which has in the past been a valuable source of funds for village halls, has changed its lending criteria and has very little money at the moment for projects such as ours.  Pressure is being applied on Government to change this situation, but nothing can be expected until the next funding round, which will cover the period from 2005 – 2008.

6.2       There is another major obstacle that we have to address.  Every grant giving body that we have come across requires evidence that the project has the support of the community in which it is based.  The best evidence, beyond that which we have collected through our survey, is the wholehearted support of the Parish Council.  This support can best be shown by a substantial offer of financial help from that Council.  There are at present only lukewarm indications from our Parish Council of the level of support they are prepared to give.

6.3       If this scenario is correct, our chances of getting grant aid, even for    Option 2, look very bleak.  What else can we do?

6.4              The answer is to examine our own resources, when we find that we are very fortunate indeed.  Our major asset is our site, 2.5 acres of land, of which we currently use something less than half. (See Appendix ‘G’)  The remainder is a grassy slope and an overgrown field.  If the villagers truly want the facilities that our survey reveals, then we do not see any obstacle, with their permission, to selling the unused portion of the site.   The proceeds from such a sale would fully enable us to build our new hall, and, in addition, it should be possible to achieve a price for the land that would leave a further sum available to invest for the future upkeep and maintenance of the hall.  

(Appendix ‘H’ shows how the site might look after redevelopment.)

*  *  *  *

Appendix ‘A’

At the meeting of the Management Committee, held on Monday 13^th May, 2002, the Committee resolved to set-up a sub committee with the following terms of reference:

Regeneration Sub-Committee – Terms of Reference

(a)   The Sub-Committee is charged with undertaking a fully comprehensive review of all aspects of the current provision of the Village Hall, and the amenities provided therein, to report on its findings, and to make recommendations for providing a village hall in Milborne St Andrew which meets the needs of the village in the 21^st Century.

(b)   To this end, the Sub-Committee will consult with all major existing users, other identified potential users, the village population at large, and any other interested bodies who might be able to contribute to the final conclusions.

(c)   It will propose possible solutions to take account of existing problems and needs, together with other ideas for future developments in both facilities and activities, within a remit that shall not be hindered by any pre-conceived ideas whatsoever.

(d)   The Sub-Committee shall put forward realistic financial plans to achieve any recommendations made.

(e)   The Sub-Committee shall report regularly to the Main Committee on the general progress being made, and is targeted to present its final report before the end of 2002.

Appendix ‘B’

Major Users Surveyed              Represented by

 MSA Beavers And Cub Scouts        Mr Mike Mullett

 MSA Food and Wine Society             Mrs Sarah Knight/

                                                Mrs Heather Kneale

 MSA Horticultural Society             Mr Richard Lock

MSA Ladybirds Pre-School Group        Mr Austen Steel

 MSA Under 5’s Group              Mrs Sue Collier

 MSA Women’s Institute                Mrs Shirley Dunkley

 MSA Youth Club                      Mrs Linda Atkins

 Independent School Group              Mrs Sue Davis

 The Milborne Players                       Dr Maggie Redmayne/

                                                Mrs Margaret Evans

Mr Ray Preston                                                Himself

Appendix ‘C’

Milborne St. Andrew Village Hall

Major Users Regeneration Survey

NOTES TO THE GROUP

All questions are addressed to the Group / Club / Society etc. as a whole, and the answers should reflect the view of that group rather than individual members.

1.      What facilities do you use, and how do you rate them?

2.                  How do you rate the following aspects of the hall?

3.                  What NEW facilities do you NEED immediately?

4.                  What NEW facilities would you ideally like to have?

5.                  Any other comments you would like to make

Appendix ‘D’

Village Hall Survey

What do You want from Your Village Hall in the 21^st Century?

The Questionnaire

We need to know what each member of your household thinks – the adults will have different priorities from the younger members. Everything you tell us will be treated as entirely CONFIDENTIAL and nothing will be revealed about your individual answers.  

1.                  Firstly, please tell us about each member of your household.

a.      How many people live at your address?………….

b.      Do any members of your household have a physical disability?  Y / N

Sight   Y / N  :  Hearing    Y / N  :  Mobility    Y / N  :  Other    Y / N

(Please delete as necessary – your answer to this question will help us to judge what special facilities we should try to provide.)

Response

Of those that responded seven indicated that they had one or more physical disabilities (3 x mobility, 4 x hearing, 1 x sight).

2.                  How often do you visit/use the hall at present?

Response

3.                  Please tick any of the following Clubs and Societies that your family attend:

Under 5’s            ð            Ladybirds            ð            Beavers    ð            Cubs    ð

Milborne Players       ð      W.I.      ð      Horticultural Society   ð

Youth Club    ð      Food & Wine Society     ð      Wednesday Club    ð

Slimming Support   ð       Dancing Group  ð      Other   ð

Response

4.                                Have you ever hired the hall for a private event?

Birthday party      ð      Wedding reception    ð      Other party   ð

Other event            ð  Please give brief details …………………………

5.                          Please tell us of any reason directly related to the hall that made you decide NOT to use the hall for a private event.

Response

No valid data was received.

  6.             Please tell us how you rate the following aspects of the hall as it is today

Response

Many respondents did not put any mark against certain aspects and the individual totals for these are stated in the end column.

7.         Please consider any activity that you are involved in at the hall, or one that you would like to participate in, if the hall were a different size.  Is

a.  The hall too small?   Y / N      By how much?…………………..

b.  The hall too large?    Y / N      By how much?………………….

Response

Village Hall – too large = 2%

Village Hall – too small = 27%

No response                         = 71%

8.                  We have thought about the hall as it is today – now here are a few ideas about other activities that might be offered if they appealed to sufficient people (and people could be found to organise and run them!)  The list is not in any sense a complete one, and you will be able to suggest other ideas later.  Please tick each idea below that you might be interested in.

Response

9.         With the excellent sports facilities now being constructed by the village Sports Club, which will include soccer and cricket, and could well have provision for tennis, outdoor bowls, hockey etc., there will be less necessity for the grass soccer pitch at the village hall.  However, as well as retaining a grass play area, other facilities could be provided at the hall.  Do any of these appeal to your family?  (Please tick the box(s))

Response

10.       And finally, tell us of any other ideas you may have.

Response

Respondents indicated other activities not specified on the survey form. These and the number of respondents against each are detailed on the following page.

In addition to the above statistics, respondents made a number of comments to support their assessments and also to give their views. To ensure that all aspects of peoples views are considered these comments have been recorded below verbatim, but without indicating any specific individuals.