The new Pavilion is progressing well, although the project has slipped by a week due to a delay in roofing materials and labourers. Mixbrow hope to recoup some of this time so it is hoped the building will still be finished in early September. Budget is currently on track, but we are awaiting some costings (CCTV, electrics, kitchen fit out, retaining wall gabions and plumbing) which may have an impact on the final cost. There are also some potential savings to be made. The lorry delivering tiles caused some damage at the entrance to the car park. Mixbrow and the architect have been made aware.
It is proposed that there is an opening ceremony in early October with afternoon tea and a celebration cake. It has been suggested that a local resident should be invited to open the Pavilion with Cllr Porter. The primary school has also been invited to take part. This will be managed by the Pavilion Working Group.
Hire Charges and Agreement
This Committee needs to agree the terms of the hire agreement and hire charges and if they wish to have it reviewed by our solicitors. A comparison of other local halls has been done and the following charges have been proposed by the Pavilion Working Group:
- Sessions will be morning, afternoon and evening (9am-1pm, 1.30pm-5pm 5.30pm -10pm)
- £25 for weekday daytime sessions
- £30 for evening and weekend sessions
- No hourly rate (unless at our discretion)
- Residents and charities would receive a 10% discount
The Committee needs to agree the Hire Agreement as detailed in Appendix A. The Committee needs to decide if the Council should apply for a TheMusicLicence or place the responsibility on the hirer. I am awaiting a quote for the licence. The Burness Parish Rooms pays a percentage of their income.
You also need to decide if you want to set a capacity limit – the architect has confirmed that one has not been stipulated. There is standard calculation:
You need 1.05m all around the areas together with 1.05m between the areas which gives a usable area of 23m2. You then use a factor of 0.3m2 per person for standing and 0.5m2 for seating. This equates to 46 persons seated and 76 persons standing.
Although the Recreation Committee has the responsibility for the Pavilion delegated to it, it would be prudent to gain final approval of the Hire Agreement from Full Council. This will have to be done via email as the next Full Council meeting is not until the 28th September.
We have approached five companies for quotes for cleaning the Pavilion and two have responded:
|Company||Price per Hour||Minimum booking||Set up charge||Notes|
|1||£13.00 or £13.50 if providing their own products||1 hour|| We reckon it will take 2-3hrs for toilets, kitchen space & hall area & about 1hr to clean the external toilet daily.
Prices do not include VAT
|2||£17.50 plus VAT||2 hours||£150 plus VAT for materials depending on length of contract||Would like to store chemicals|