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Village Hall Management Committee

VHMC Open Meeting 17 November 2009

 

KINGS SOMBORNE VILLAGE HALL MANAGEMENT COMMITTEE

 

Notes of open meeting held on 17th November to discuss

 plans for the future development of the Hall.

 

 

Introduction.

 

The meeting was opened by Terry Mackintosh, Chairman of the VHMC, who welcomed all present. He then outlined the work that had already been completed to date and the background to the meeting. He stressed that although the views and ideas of all present were being sought the final decisions on the way forward would be taken by the VHMC on advice given by the VHDC.

He reminded everyone that open meetings/briefings had been held in the past but although all aspects of the development had been discussed the main focus had inevitably been on the early stages of the work - the committee room, the kitchen and the pavilion. Now it was hoped to move the discussion on to the final phases and that the form of the meeting would be as follows;

         Presentation by Tony Ward, Chairman of the VHDC, on final phases

         Presentation by the Somborne Players outlining concerns on the final phases

         Questions and comments from other organisations and individuals

         Concluding comments on the way forward.

 

Presentation by Tony Ward on behalf of the VHDC.

 

Kitchen/committee room. 

Initially, Tony outlined the work undertaken to date and confirmed that the apart from the serving hatch the work on the kitchen was complete. In the case of the committee room only the purchasing and fixing of the notice board remained to be done.

Pavilion.

Planning on renovating the pavilion was now well in hand as drawings and specifications had been prepared and quotations from local builders had been received. Work on planning issues and grant applications were now being undertaken. Some grant applications had been unsuccessful but grant was now being sought from the Football Foundation and it was hoped that a grant could be obtained from the Parish Council which might be used to generate other local government funding.

It was proposed that work would start on the pavilion at the end of the football season.

The new layout of the building would enable it to be used for both male and female teams and at the same time act as changing facilities for school and other events.

The plans also incorporated improved storage, a caretaker's cupboard with sink and tea making/serving facilities. Natural light would be provided by pyramid dome lights in the roof and eventually it was hoped to use solar panels to heat the water for showers etc.

(Dick Dyke suggested that improving the drains should be considered during renovation)

Main hall/community room etc.

Tony said that the plans being proposed for this area addressed many of the concerns that had been raised with the VHMC during the initial consultation with user groups. All organisations had stressed the importance of increased storage and flexibility of layout to ensure that the hall could have maximum usage. This factor was very important as the hall needed to remain economically viable if it was to continue to serve the community. Figures comparing income with operating costs showed that this relationship had remained static over many years despite efforts to increase income. The surplus was about £1,000 annually which was insufficient to improve hall facilities.

Tony also stressed that the layout that was now being outlined had had to take into account the restricted nature of the site available. The need to comply with current legislation and provision of fire exits were other limiting factors.

In order to make the hall more attractive to a variety of users it was proposed that a new room, referred to as the community room, should be incorporated in the new layout. This room would be centrally located mostly in the area at present allocated for storage. It could be used for some independent activities but would be linked to the main hall and the tea room in the pavilion thus providing a flexible more informal area suitable for serving food or to act as a bar thus considerably enhancing the viability of the hall. This room would also open onto the Recreation Ground providing further flexibility.  

As already mentioned lack of adequate storage inhibited the use of the hall for many activities. It was proposed that substantial storage would be built along the wall of the main hall where the windows were located at present. This would accommodate among other things the chairs (at present stored in the hall and on the stage) and the tables and would have a separate area allocated for storage of sports equipment.

In the new layout, light and fire exits would be provided by large glass doors which would open onto the Recreation Ground. These would be located where the stage is at present.

To accommodate this change the stage would be relocated to the back of the hall.

It was proposed that the stage would have a fixed element about two thirds the size of the present stage but would run the full width of the hall with three butterfly moveable units to use at the front of the stage in differing configurations. The large heating extractor unit would need to be replaced by a series of smaller ducts. A corridor along the back of the stage would give access to the committee room etc. and curtains the full width of the new stage would be provided. The reduction of the fixed element of the stage would increase the floor area of the hall for other activities.

(Some concern was expressed by John Green and others that the lack of windows along the side of the hall and their replacement with glass doors at one end might make the hall feel claustrophobic. Frank Fahy offered to provide the Development Committee with advice on the best kind of ducting to extract hot air and to keep noise to a minimum and the on other issues relating to sound in the hall.

Tony closed his presentation by stressing the need for support from the whole community if the programme of renovation was to be satisfactorily completed.

 

Presentation by the Vicky Burden and Chris Hall on behalf of the Somborne Players.

 

Chris introduced himself and Vicky and gave details of their considerable experience in amateur dramatics locally, both in King's Somborne and Stockbridge, and in his case professionally in London and abroad where he had been responsible for lighting projection, in advertising and theatre. He and Vicky had seen over 68 amateur productions in 21 different locations in Hampshire.

Recently he and others from the Players had undertaken research on the kinds of stages used in the local area with special reference to those using moveable blocks.

Vicky opened her presentation by stressing that the Somborne Players were not working against the Development Committee and appreciated the work that had been undertaken to date.

The Players, however, did not share the views of the Committee on the kind of staging being proposed for the hall. If the present stage were to be replaced, they considered this should only be with one of equal size and similar style with a proscenium arch.

This view is in opposition to the present development plan which shows a smaller stage without a proscenium arch and supplemented by moveable blocks. The Players consider that they are being asked to accept a style of stage that has huge disadvantages in performance and dramatic appearance as well as presenting many technical disadvantages. It was felt that the issues relating to this proposed change had not been adequately discussed or considered.

Vicky then listed many of the problems which might arise from a performance perspective if the form of the stage was changed to that proposed by the Development Committee. These included loss of dramatic presentation, complications for scenery changes, problems for hiding/storing scenery and props, inability to fix lighting and scenery to the ceiling and lack of screening for entrances and exits of cast during performances. Setting up times for the moveable units and additional moving of scenery, no longer able to be stored on stage behind the back curtain, would be other negative factors that should be considered.

At present the stage is very simple to use as it is all in place for all users. It is durable and the proscenium arch makes it an ideal setting for bands, choirs or prize giving as at the Horticultural Show. It is immediately ready for use by all hirers without the need to set up additional stage blocks and there are no worries re incorrect use of stage blocks which would need to be stored when not in use.

In addition, some under stage storage, available at present to all users, would be lost. Also, the three fire doors proposed for the end of the hall would not give as much natural light as we currently have in the hall.

The relocating of the stage would at best provide room in the main hall for two additional tables to be available to hirers at events and direct access to the Recreation Ground. There could be more flexibility, for say a fashion show, but this could be achieved at present by hiring in staging blocks.

In conclusion, Vicky asked that in order to achieve a level of consultation on the proposed reconfiguration of the stage

         a member of the Players joins the VHDC

         the VHDC agrees to a more open and detailed discussion about designs etc.

         the forum for future discussion should be the VHMC.  

Chris then gave an account of the events which the Players felt had lead to the present situation. He referred to the Business Plan which had stated that detailed plans and specifications had been drawn up for a six phase implementation plan and to the summary document of April 2009 which referred to detailed specifications and drawings. The Players had written to the Development Committee on 12th May asking to see the detailed drawings and the plans for moving the stage. In August a reply was received which said there were no such plans available at the moment.

Chris then asked was an architect's brief ever drawn up and if so by whom?

If so, are they still the architect?

He considered it difficult to consider any proposed changes to the layout without drawings, including elevations, showing what was proposed.

Chris then enumerated some of the reasons the VHDC had given for moving the stage. The main reason given was to accommodate new fire doors as the proposed storage would block the present fire exits and could not be rebuilt with egress through the store rooms as there was insufficient space between the store rooms and the fence.

Secondary to this was the need to increase revenue from the Hall by improving the opportunities for users and that a demountable stage that allowed more floor space would enable this to be achieved.

In conclusion, the Players considered that the increase in floor space proposed would make no significant contribution to the economic viability of the hall.

 

Summary of key comments from the floor.

 

The question of the situation at Chilbolton Village Hall was discussed where a demountable stage, made up of blocks, was being replaced by one that could be raised hydraulically. This was an expensive option and only possible as a legacy had been given to fund it.

 

Norman Denison felt that a complete and detailed package/concept had been presented by Tony and inevitably it would not meet the demands of all users and some sacrifices would have to be made.

 

Colin Reeve felt that many of the points that needed discussion were too detailed to be within the scope of an open meeting and could best be tackled by small groups.

 

John Vanderpump asked what was wrong with demountable stages. He knew of nine halls in the area that used this kind of stage.  In reply to this Chris said that he had discussed this with the amateur dramatic societies concerned and many were unhappy as their use limited the scope of performance.

 

Frank Fahy understood that for H & S reasons bands were no longer allowed to use demountable staging. John Davies undertook to look into this. Frank also stressed that from an operational standpoint a proscenium arch gave a feeling of security to those performing amateur dramatics.

 

Melanie Haydon felt that the increase in floor area would not compensate for the possible lack of audience enjoyment if a full scale fixed stage was not in place.

 

Mike Reynolds welcomed the healthy discussion that was taking place as many had felt that some of the concerns raised throughout 2008 and earlier in 2009 had not been taken seriously in certain quarters. His concern was not that the development being proposed would not be to an excellent standard as evidenced by the work undertaken to date but that certain issues that have been raised by the Players in particular need to be addressed if the final phases of the development are to receive full support from the community. He considered that fixed stages, with a proscenium arch, are still considered the gold standard for theatrical performance and at the moment we are lucky enough to have one in King's Somborne. Although he considered the presentation made by Tony was innovative and imaginative, he asked that before any costly changes are agreed and the present stage demolished account should be taken of the present economic climate and alternative and less expensive proposals should be considered.

 

David Haydon pointed out that other drama groups in the area were at present envious of the stage in the hall as having a proscenium arch when staging productions was a great benefit. In addition to this at the moment it was possible to use all the stage including the back wall which was very useful.

 

Ian Bradley expressed concern at the relocating of the boiler and fire doors. He had information on the latter which he would pass via Tony to the Development Committee for consideration.

 

Dick Dyke expressed his thanks for all the hard work that had been undertaken by the VHDC and hoped that the difficulty with the stage could be overcome. He confirmed the continuing support of the Parish Council for the project.

 

Tony Brooke-Webb asked if the possibility of incorporating a proscenium arch in the new stage could be considered although he appreciated that the location of the hatch to the kitchen would be a limiting factor.

 

Ann Taylor congratulated the Development Committee on the new facilities in the hall and in particular the committee room which she felt would attract additional income to the hall.

 

Gordon Pearson asked for other organisations, apart from the Players, to let their views be known.

 

Jude Evans confirmed that the community room would be a real benefit to outside caterers using the hall.

 

John Green felt that the Players and others with concerns would need to adopt an unselfish attitude if a satisfactory outcome was to be achieved. However, it was also very important for the Development Committee to try to accommodate the Players and address their concerns. This was a difficult balance that had to be achieved.

 

Concluding Comments.

 

Terry thanked all for coming and for their valuable contributions to what he thought had been a very useful meeting. He felt that there were a number of positive outcomes to the meeting including the suggestion that a representative of the Players should be invited to join the Development Committee. However, before any final decisions were made the consultation process for the final phases had a long way to go and some interests may need to be sacrificed to achieve an integrated development.

Terry then closed the meeting.

 

 

 

 

 

ER/ 26.11.09

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


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