Minutes 14 October 2020

Online meeting of Whittington Parish Council at 7:30PM on Wednesday 14th October 2020 via ‘Zoom’

Minutes 10E/2020

Present: Steve Burrows (Chair), Dan Bayliss, Stephen Brooker, Liz Potter, Susan MacLeod, Jenny Knights, Rob Stepniewski (from 7:56PM)
In attendance: David Hunter-Miller (Clerk), Malcolm MacLeod (Chair Whittington Village Hall Management Committee), David Chestney (Whittington Village Hall Management Committee), Jem Teal (Wychavon District Council), David Manning (Wychavon District Council), Des O’Neill (Interclass PLC), Mike Harrison (Greenwood Projects), Gemma Davies (Greenwood Projects), members of the public

1. Apologies for absence
No apologies were received.

2. Declarations of Interest
Susan MacLeod declared a Disclosable Pecuniary Interest in all items pertaining to Whittington Community Hall.

Steve Brooker declared a Disclosable Pecuniary Interest in all items pertaining to Whittington Community Hall.

Liz Potter declared a Disclosable Pecuniary Interest in all items pertaining to Whittington Community Hall.

3. Dispensations
A dispensation had previously been granted to Susan MacLeod to allow participation and voting on all matters pertaining to Whittington Community Hall.

A dispensation had previously been granted to Steve Brooker to allow participation and voting on all matters pertaining to Whittington Community Hall.

A dispensation had previously been granted to Liz Potter to allow participation and voting on all matters pertaining to Whittington Community Hall.

4. Open Session
The meeting was adjourned for the open session.

4.1. Whittington Community Hall.
Report received under item 6.1.

4.2. Public participation
No questions were received.

The meeting resumed following the open session.

5. To consider and adopt the minutes from the Parish Council meeting on the 22nd September 2020
It was resolved to adopt the minutes as a true record and they were duly signed by the Chair.

6. Community Hall Project

6.1. To receive an update
An update was provided by representatives of the Village Hall Committee.

A comprehensive tender report had been prepared by Greenwood Projects and Interclass PLC had been identified as the preferred contractor. The contract value engineering process had been concluded and a specification identified that both meets the objectives for the new hall and comes in on budget.

Officers at Wychavon District Council commended those involved with the project; it was felt that consistent progress had been made and that this would be one of the most cost-effective Community Hall builds in Wychavon in recent years.

6.2. PWLB application
It was noted that the Secretary of State for Housing, Communities & Local Government had, in pursuance of his powers under paragraph 2(2) of Schedule 1 to the Local Government Act 2003, approved a loan not exceeding £420,000.00 for Whittington Parish Council for the purpose of rebuilding the community hall.

6.3. Tendering
A comprehensive tender report (prepared by Greenwood Projects) was considered in detail by the Parish Council.

It was unanimously resolved to award the contract for Whittington’s Community Hall Project, in the sum of £760,000.00 excluding VAT, to Interclass PLC. A letter of intent will be issued to the contractor as a priority and the formal contract documents will be prepared and issued within the next ten days.

The anticipated construction start date is Monday 2nd November 2020 and the anticipated completion date is Friday 25th June 2021. It was confirmed that a construction management plan had been developed to ensure that any impact on the community, for the duration of the works, is minimised.

6.4. Newsletter
It was resolved to provide an update to parishioners via the Parish Council’s website and Facebook page, including the following:
• An update on the Community Hall project to date.
• Updated plans and illustrations (to be supplied by Boughton Butler Architects).
• Responses to the feedback from the Community Hall / precept consultation.
• A copy of the Tender Report (as provided by Greenwood Projects), suitably redacted to remove any commercially sensitive information.

7. Councillors’ reports and items for the next agenda
No matters were reported.

8. Date of the next meeting
The next scheduled meeting is at 7:30PM on Tuesday 27th October 2020.

The meeting closed at 8:50PM.