HORNCASTLE

TOWN HALL WORKING GROUP

BUSINESS PLAN 2009-2012

~ CREATING A COMMUNITY ASSET FOR THE FUTURE

FOREWORD

Horncastle Town Hall has for the past 107 years been a focal point for the people of Horncastle. An extremely active local Working Group has produced a plan to turn the building into a multi-purpose centre. Clearly some expenditure is necessary but with commonsense and supervision this need not be excessive. As was evidenced at the public meeting held on June 27th 2008 the people of Horncastle wish very strongly to retain their Town Hall. I trust therefore that East Lindsey District Council now removes past uncertainty and gives this scheme its positive backing. Lt Col John Dymoke MBE 18th October 2008

THE STANHOPE MEMORIAL THE MARKET PLACE HORNCASTLE Erected by public subscription EDWARD STANHOPE MP

ONE OF HORNCASTLE’S GREAT BENEFACTORS

Photos: Courtesy of John Aron Photography

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THE TOWN HALL AS IT IS TODAY

CONCEPT DESIGN COMMISSIONED BY THE TOWN HALL WORKING GROUP

AN ARTISTS IMPRESSION OF THE PROPOSED RE-SCULPTURED ENTRANCE INTO THE MAIN HALL

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Concept design by Karen Lane Front Cover 1. Foreword by Lt Col J Dymoke MBE 2 2. The Town Hall Today & 2 Concept Designs 3 3. Contents 4 4. Executive Summary 5 5. Introduction with Background Information 6

6. Further Background Information 7

7. The Working Group 8

8. The Working Group (continued) 9

9. The Future 10

10. Initial Project Description - the building 11

11. Initial Project Description (continued) the building 12

12. Project Aims and Justification 13

13. Evidence of Need 14

14. Evidence of Need (continued) 15

15. SWOT Analysis 16

16. Risk Assessment 16

17. Risk Assessment (continued) 17

18. The Market 17

19. Co-ordinating the Work Plan & Schedule 18

20. Income & Expenditure 19

21. Income & Expenditure (continued) 20

22 Costings, Gantt Chart & Cash-flow 21

23. Eligible & Potential Grant – Readers Notes 22 24 Monitoring 23

25 Equal Opportunities 23

26. Summary 23

27 Contacts 24

28 For Further Information Please See 25

29. Appendix 25

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4. EXECUTIVE SUMMARY 4.1 No-one can argue that the Town Hall is looking tired and is in need of urgent refurbishment. The Hall is structurally sound and there is a need for this type of accommodation. Retention is the most practical and cost effective answer where there is a demonstrated need from the community for a building of this capacity. 4.2 The main body of the Hall is already DDA compliant. Prioritising the enhancement of the kitchen, bar, cloakrooms and the entrance would be one way of ensuring that we could retain existing hirers and encourage others back. The Probation Service has already shown an interest in redecorating the whole building with the exception of the Main Hall ceiling. Other voluntary groups have also shown an interest in assisting with some of the work. 4.3 We see this project as a unique opportunity for Horncastle and for the whole community. The chance to retain such an important community building for the benefit of the people of Horncastle and the surrounding villages cannot be stressed enough. 4.4 Horncastle needs to be able to hold major events such as the annual Food Fair thereby proudly flying the flag for East Lindsey and the Townspeople. The Town Hall is already a multi-purpose building supporting a number of clubs, groups and organisations. Creating a large ground floor meeting room that would also offer the space to facilitate seminars and small conferences will help to generate the income required to make the project sustainable as well as meeting the needs of the organisations that require this type of accommodation. In addition, interest has been shown by the Social Services, Age Concern, the Citizens Advice Bureau and the British Red Cross all requiring accommodation. 4.5 Horncastle is an important market Town in East Lindsey and whilst compiling the draft business plan we noted that we were meeting the criteria of funding bodies and had the support from local professionals companies. The Working Group have welcomed the help and advice from officers of East Lindsey District Council (ELDC) and Suzanne Cole of Voluntary Action East Lindsey (VAEL). For a building of this size under the current economic climate, funding was always going to be an issue but with a realistic scheme we will be able to transform this building into a multi-purpose facility for all the community. The Hall already produces 50% of its required revenue income but with marketing and careful management we believe we can utilise the whole of the building to produce a sustainable future. -------------------------------------------------------------------------------------------------------

READERS NOTES

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5. INTRODUCTION WITH BACKGROUND INFORMATION

LOCATION 5.1 The Historic Market Town of Horncastle is the southern gateway to the Lincolnshire Wolds, an area of outstanding beauty, and is the second largest Market Town in East Lindsey and lies in the heart of Lincolnshire. It is strategically placed on the crossroads of the A153 and A158, equidistant from Skegness, Lincoln, Louth and Boston with a population fast approaching 6,000 and a catchment area increasing this to approximately 13,000. There are a number of small villages encompassing the town such as Tetford, Hemingby, West Ashby and Thimbleby who’s residents use Horncastle. (See map of Horncastle Appendix 1)

BRIEF HISTORY OF THE TOWN 5.2 The town’s origins can be traced back to pre-Roman times with parts of the Roman Wall still visible today. The settlement arose between the convergence of the Rivers Bain and Waring. Trade flourished with the formation of the Horncastle Canal in the 1800’s. The town was already world renowned for its Horse Fairs. Agriculture dominated the local economy until the late 1900’s, since then we have seen farmers diversifying. Horncastle’s character has been preserved along with many old buildings several of which were restored under a Conservation Area Partnership Scheme for future generations to enjoy. The Stanhope Memorial is a feature of the Market Place within the Town Centre acknowledging one of the town’s great benefactors. The Joseph Banks Centre has recently opened helping to attract even more visitors to the Town. In 2001 Horncastle won the title for being the Best Antiques Town and for the last two years running it has won the competition for the Best Kept Small Market Town in Lincolnshire.

THE TOWN HALL 5.3 The Town Hall was originally built as a Drill Hall in 1901. It was funded by public subscription led by the Army Volunteers with additional involvement of the Lincolnshire Masonic Lodges. The Hall sits on a piece of land known as the Wong given by Edward Stanhope MP for Markets and Fairs. It is a substantial building of local historic and architectural interest. Two Rolls of Honour remain from the Lincolnshire Regiment and they are displayed within the building although they are almost hidden. The Hall was also designed as a place of public entertainment and was also used to treat the wounded during and after the first World War. 5.4 ELDC took over the building from Horncastle Urban District Council at Local Government reorganisation in 1972. ELDC’s Area Office was located in the front of the building. The Horncastle Town Council created a Council Chamber on the first floor with the Clerk’s office adjacent and it then became known as the Town Hall. The main Hall has served the Town as a Function Venue for shows, dances, dinners, and meetings. National, regional and local planning guidance states that an existing community facility such as this should not be lost unless everything has been done to try to save it. ELDC’s Corporate Strategy also supports this type of community project (see letter of intent from ELDC Appendix 2)

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6. FURTHER BACKGROUND INFORMATION

6.1 Over the past 10 years the future of the Town Hall has been frequently debated. Despite the uncertainty of its future and lack of marketing the Hall has continued to be well used. At each meeting or consultation a clear outcome is that the public wish this facility to be retained and refurbished. A strong voice has always come from those who hire the Hall

1998 Letter from Norman Clark, a renowned local historian, to the Horncastle News warning people of the danger that the Town Hall and Wong could be sold off. 2002 Public Meeting held in the Town Hall at which over 250 people attended giving a clear message that they wanted to keep the Town hall. 6 ELDC Officers attended. ELDC consultation questionnaire results favoured refurbishment and retention. 2004 Further Public Meeting although not quite so well attended by the public but well attended by those who hire the hall resulted in the same clear message to retain and refurbish. Following the Meeting the Town Council commissioned a feasibility study. 2005 ELDC offered the Town Hall to the community through the Town Council The British Red Cross showed immediate interest in leasing part of the building. Unfortunately this offer maybe withdrawn due to the uncertainty of the timescale. 2006 The Town Council supported the retention and refurbishment with an £8,000 grant. The Town Hall Working Group was formed and produced a concept design and a Feasibility Study which was well received 2007 Annual Parish Meeting supported retaining and refurbishing after seeing the power-point presentation. A questionnaire was also commissioned by the Working Group, the results showing 99% of people supported refurbishment, the results have been lodged with ELDC. Some 250 questionnaires were returned. 2008 The Annual Parish Meeting voted in favour of retention A Public Meeting in June voted in favour of retention A Parish Poll in July resulted in 1013 voting in favour of retaining and refurbishing with just 103 against. 6.2 The public support for retaining and refurbishing the Hall is extremely strong and evident within all the consultation and meetings that have taken place over the years.

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7. THE WORKING GROUP 7.1 The Horncastle Town Hall Working Group was formed in 2006. The Town Council had recognised the importance people attached to the Town Hall and asked the Horncastle Ahead Group to investigate the offer from ELDC to hand back this important community asset as ELDC had announced the building was surplus to their requirements. 7.2 Our Group was elected from members of the local Community. Each of the group brought with them a skill, an expertise and a wealth of knowledge. Without the dedication and commitment of these Members this task would have been much harder to achieve. Above and beyond their own efforts, the Working Group have involved a number of other people from groups, organisations and local businesses. Their contribution has been invaluable and their determination will transform this tired building into a hub of activity for the community. 7.3 Local Professional firms including Dexter & Sharpe, Chattertons and Robert Bell & Co have come to our assistance by providing expertise in accountancy, legal issues and property management. Becky Dhami of ELDC gave us tremendous help while we were compiling the Feasibility Study. Since the end of August Suzanne Cole of VAEL has provided our Group with invaluable support and assistance. 7.4 Some of our team have the practical experience of being involved in transforming and running a similar size building. The purchase in 2000 led to the re-use of the Town’s former Cottage Hospital, turning the redundant building into a very successful community scheme, after raising £300,000 to carry out the proposals. The Horncastle War Memorial Centre has been running on a very sound financial footing with 100% utilisation 90% of the time. The Town Hall Working Group would look to mirror their best practice methods. 7.5 Our Group is fully constituted (see Appendix 3) and we have met mainly on an ad hoc basis whilst working on the feasibility study and then the draft business plan . Tremendous public interest was again generated after the publication of the Feasibility Study in December 2006. Many of our meetings had been well advertised and we welcomed any public participation and views. 7.6 Even more public enthusiasm was shown after we gave a Power-point presentation to the 2007 Annual Parish Meeting at Horncastle College. After that, it appeared ELDC had a change of heart and lost interest in our scheme and adopted a negative attitude with regard to giving support for the retention and refurbishment of the existing Town Hall building. 7.7 As a result we have had to mark time with very few meetings; however the Working Group did hold an AGM and have produced accounts. We have also carried on with an in depth evaluation of the project in the interests of the local residents of Horncastle and the surrounding area.

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8. THE WORKING GROUP (continued) 8.1 The Working Group were heartened when the ELDC Steering Group asked for our Action Plan and Business Plan Brief. They then requested a draft Business Plan for September and this Business Plan for October. 8.2 In addition we are now reporting regularly to the Town Council and to the Annual Parish Meeting as well as to the ELDC Steering Group. There has been one brief Meeting of Horncastle Ahead to which we gave a brief report. 8.3 Some of our documentation and information that has been widely published and circulated includes:-

• Regular Press releases since February 2006 • Regular reports to the Horncastle Town Council from 2006 • A number of high profile fund-raising events • 30 copies of the Feasibility Study to Town Council and ELDC in 2006 • A further 20 reprints of the Feasibility Study in 2007 • A successful pilot film screening at the Admiral Rodney Hotel • Power-point presentation to the 2007 Horncastle Annual Parish Meeting • Further report at the 2008 Horncastle Annual Parish Meeting • Power-point presentation to the Public Meeting in July 2008 • 20 copies of the Action Plan to the Town Council, ELDC Steering Group, the

Media and Public • 20 copies of the Business Plan Brief to the Town Council, ELDC Steering

Group, the Media and Public • 0ver 40 copies of the Draft Business Plan to the Town Council and ELDC

Steering Group, the Media and Public.

8.4 This final Business Plan is having an even higher print run and was presented first of all to the ELDC Steering Group at their Meeting on October 24th 2008. The Working Group comprises of:- Bill Aron Chairman Businessman Elected Ron Fisher Vice Chairman Retired Businessman Elected James Tempest Junior Vice Chair Manager Elected Maureen O’Neill Secretary Ret Admin Officer Elected Pam Crisp-Beard Member Local Councillor Elected Gerry O’Neill Member Ret Royal Naval WO Elected June Benton Member Civic Soc Rep Elected Joyce Fisher Member Ret Accounts Admin Elected Angela Kisby Member Friends of Healthcare Elected Pauline Boddy Member Businesswoman Elected Gail Hinkins Co-opted Local Resident Ad-hoc Maureen Traves Co-opted Concerned Resident Ad-hoc Roger Stephens Co-opted Businessman Ad-hoc Susan Dymoke Co-opted Catchment viewpoint Ad-hoc Kathryn Baker Co-opted Events Organiser Ad-hoc Some 20 further offers of help were captured when we sent out the questionnaire

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9. THE FUTURE 9.1 The Town Hall is the only public building within Horncastle and surrounding area to have such a large function Hall suitable to satisfy a large number of organisations. Its position is excellent as it is very accessible with its own Car Park that is more than adequate for day to day usage. 9.2 This year alone has seen an even more constant and varied use of the Hall culminating in the Mayor arranging for the BBC to hold a recording of their programme “Any Questions”. Its unique selling point is the large impressive space of the main hall with the capability of holding a wide variety of functions. Its suspended hardwood floor is still in good condition. The whole building is in need of redecoration applying a more appealing and attractive colour scheme. In addition once the building has undergone a basic refurbishment programme and a marketing programme agreed we foresee an even greater interest from community groups and other organisations in using the facility. 9.3 Producing just under 50% of its estimated revenue income already, without any promotion or any marketing, our Working Group have calculated that with the expressions of interest already shown then the balance of revenue income is achievable. Our research amongst community groups and local organisations shows there is a strong indication of a potential to expand the use in line with local, regional and national guidelines for the retention of existing community facilities. 9.4 After their October meeting the ELDC Steering Group will make its recommendation to short-list projects and then ELDC Executive Board will make a decision in January. We hope that it will be in line with the offer to hand the building over the Community. 9.5 It has been suggested that ELDC would offer the building to a Community Group through the Town Council at a “peppercorn” rent on a long-term lease. The building would then be managed and run in one of three ways:- a/ By a group of Trustees managing the building along with a Committee. The Committee would be fully constituted and supported by a letting agent b/ A Trust with Charitable Status complying to Charity Commission rules and regulations. The Committee would operate in a similar way to “a”. c/ A Company Limited by Guarantee, with its Directors and Members running the building again similar to “a” but as the title suggests their liability is limited. 9.6 That is why we believe any Committee needs the support and help and direction of a Letting Agent to ensure a professional approach to leasing out the various units. As the owners of the building, ELDC would regain control should an exit strategy or fall-back situation ever occur and nothing would be lost.. 9.7 Our Working Group share the view, of the community, that once refurbished the Town Hall will have a long and exciting future.

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10. INITIAL PROJECT DESCRIPTION –The Building 10.1 The Horncastle Town Hall Working Group’s remit is to safeguard this very important and much needed community facility transforming the building into an up-to-date Function Hall. We see the building evolving into a centre accommodating a number of organisations catering for all age groups, the project being both viable and sustainable:-

GREEN GUIDE Our costings and materials have been influenced in accordance with Wren’s guide to Building a Better Future – Sustainable Building Construction. Rule 1. Make the building as efficient as possible within budget constraints. Rule 2. Use local, natural and healthy materials and products. Rule 3. Use local labour and suppliers Rule 4. Prioritise quality inside and out

Rule 5 Re-use existing buildings as much as possible

• THE MAIN BUILDING All the reports given to us state that the Hall was substantially built and the main structure is in a good and sound condition.

• THE MAIN ROOF (Price 12)

We are awaiting ELDC’s report, meanwhile we have spoken to three architects and two builders who had looked at the roof and they all assessed its condition as good. They have stated that they believe the roof trusses to be sound and cannot see any problem with the ridge nor the slates. They would question requiring £116,800 expenditure on this part of the building. It was noted by the architects and builders that the construction of the eastern part (above the Council Chamber) of the roof differs from that of the main body of the building and there is a slight noticeable difference of levels. We would in any case build up a reserve fund for future maintenance and repairs including the roof (see page 19 section 9 Income and Expenditure.

• GENERAL – Exterior (Price 15)

It has been noted that the general state of the building appears run down. The major expense to the outside being window repairs, repositioning gutters and down-pipes as well as exterior painting.

• GENERAL – Interior (Price 13,14) The electrical, heating and plumbing inspections by the relevant tradesmen state that all the systems are serviceable. The utilities would all undergo a thorough examination at day one. We have assumed that the electrical and gas certificates are in place as is the fire alarm certificate.

• MAIN HALL (Price 1)

Additional electrical sockets appear to be required, the lighting diffusers require cleaning and re-decoration of this area is a priority.

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11. PROJECT DESCRIPTION – The Building (continue)

• MAIN ENTRANCE TO THE FUNCTION HALL (Price 2)

Our proposal would transform this unwelcoming entrance allowing ease of access for everyone.

• TOILET AREAS (Price3) We would take out all existing Male and Female toilets and create new ladies, gents and disabled toilets.

• CAFÉ / BAR AREA (Price 4) Again making excellent use of space. This area is already showing keen interest from potential tenants. Installation of windows overlooking the Wong will transform the room. Responsibility for decorating would be stipulated in the tenancy agreement.

• MEETING ROOM (price 5) Crating this ground floor multi-purpose meeting room will, we believe, be truly beneficial to the future of the building.

• OFFICE / INTERVIEW ROOM & WAITING ROOM SUITE (Price 6) The existing kitchen area will be transformed into much sought after office / interview / consulting room with a waiting area. Decorating could be part of a tenancy agreement.

• FRONT OFFICES GROUND & FIRST FLOOR (Price7) These would be generally freshened up and marketed as office / interview and or meeting rooms.

• OFFICE / WAITING ROOM (Price 8) These rooms are just in need of redecorating. We are waiting to hear whether or not the CCTV control box can be relocated.

• DISABLED ACCESS PLATFORM (Price 9) This would allow disabled access to the first floor activity suite

• STORE AREA (Price 10) Requires general tidying up. Interest has been shown by the British Red Cross to use it as storage. It would be prudent to keep it as such initially in any case.

• FIRST FLOOR ACTIVITY SUITE (Price 11) This makes a very good sized self contained meeting room / training room. We have already applied to a local charity as they have indicated they may look favourably on an application to fund the disabled access platform (price 9).

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12. PROJECT AIMS, OBJECTIVES & JUSTIFICATION 12.1 The Town Hall is needed for the community of Horncastle and its catchment area. It is both geographically and strategically placed to provide a superb venue for a number of major events that attract visitors from a wide area. It is also well suited as an everyday centre for local activities and groups. The Hall has the capacity to fulfil that dual role. 12.2 The present user base will be our starting block to attract and increase further activities, events and hirers. The fact that a number of areas within the building have been identified that will be able to be leased to provide additional accommodation for community, social or educational groups will be a tremendous bonus for the Town. 12.3 The Hall and meeting rooms will be available to hire seven days a week. The charging structure has been given to us by ELDC and would be the model on which we would work, too. Their client database has also been given to us and is a sound basis on which we can build. 12.4 There are a number of positive changes and benefits that will result from this project. The Hall will be revitalised, it will become a lot more community focused and will be a hub of activity. There will be a more welcoming approach to all who use it. Outputs include:-

• Remodelling the Kitchen, Bar, Entrance and Cloakrooms within the six months

• Redecorating the Main Hall with the help of the Probation Service as a priority • Leasing out the spare units to increase income • Franchising out the Bar and Café to create a more user friendly atmosphere • Promoting the facilities to benefit the community and surrounding area • Providing disabled access to first floor rear accommodation (stage 1) subject

to funding • Providing disabled access to first floor front accommodation (stage 2)

Outcomes:-

• Securing a community facility – suitable for all ages and interests • Providing accommodation for such groups as Citizens Advice Bureau, Social

Services and Age Concern and hopefully the British Red Cross • Incorporating new ideas to include youth activities • Making services more accessible for the people of Horncastle and the

surrounding villages • Providing meeting rooms and a large function hall • Making the building accessible to all

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13. EVIDENCE OF NEED 13.1 All those Hiring the Hall have all expressed concern at the proposed closure. The general consensus is that closure will have an adverse and negative impact on the community. Current hirers have received letters stating the Hall is to close down next year and no repairs will be carried out in the interim period, this has already driven out some of the existing Hirers to other venues out of Town. No new bookings have been allowed since September 30th which is having an adverse effect on the future of the Hall 13.2 List of Hirers during the past 2 years include- Garden & Allotment Show Regular All of the Hall * Antique & Collectors Fair Regular All of the Hall * Army Cadets New Hirers The Hall NK BBC Radio New Hirer All of the Hall * Birthday Parties Ad Hoc All of the Hall * Community Council One Off Chamber? NK Dances Young Farmers Were Regular All of the Hall * Discos Were Regular All of the Hall * Dog Shows Regular All of the Hall * Dog Training Regular All of the Hall * ELDC Area Meetings Were Regular Hall/ Committee Room * ELDC Officer Meetings Were Regular Council Chamber N/A ELDC Polling Stations/Count Regular Most of the Hall * Exhibitions / Trade Shows Were Regular All of the Hall * Fire and Rescue Display New Hirers Not Known NK First Aid Training Not Known Hall NK Football Club Were Regular The Hall * Horncastle Tiny Tots Sales Regular All of the Hall * Karate Club Were Regular All of the Hall * LCC Meetings Were Regular Hall/ Chamber * LCC Music Services Were Regular Main Hall * Millennium Party One Offs All of the Hall * National Blood Donors Regular All of the Hall * Annual parish Meetings Regular Hall/ Chamber * Postcard Sales Regular All of the Hall * Poultry Shows Regular All of the Hall * Private Parties Were Regular All of the Hall * Public Health Conference NK NK NK Public Meetings Ad Hoc All of the Hall * QEGS Schools Appeal Ad Hoc The Hall * Quilt Making Group Regular Committee Room N/A Robert Bell Monthly Auctions Regular All of the Hall plus * Shoe Sales Regular All of the Hall * Specialist Antique Auctions Regular All of the Hall * Spring Fair Regular-Annual All of the Hall * Swimming Club Were Regular All of the Hall *

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14. EVIDENCE OF NEED (continued) The Farmers Ball Regular-Annual All of the Hall * The Food Fair Regular-Annual All of the Hall plus * The Postcard Fair Regular All of the Hall * Town Council Regular Office/Chamber N/A Whist Club Were Regular Committee Room N/A Wrestling Shows Were Regular All of the Hall * 14.1 Additional interest has come from: Age Concern+ Enquiry 1 day per week All of the Hall * Bar/Café Franchise+ 2 enquires re a franchise And hire the Hall * British Red Cross+ Enquiry to lease a unit And use the Hall * Citizens Advice Bureau+ Enquiry re Office Space Part-time N/A Flower Club++ Shown Interest All of the Hall * Function Organisations++ Shown Interest to Hire All of the Hall * PCT+ Had shown Interest An office suite N/A Social Services+ Shown Interest Part-time N/A * Require the full use of all the Main Hall and other facilities . N/A Not Applicable + All recently shown an interest in the Hall ** Interested once refurbished NK Not known at present See Appendix 11 for a sample of some of the interested organisations 14.2 Research has also highlighted the vast number of groups and organisations associated with the people of Horncastle:- 56 Special Interest groups 9 Youth Organisations 14 Local Charities 11 Womens / Mens Organisations 29 Sport and Recreational Groups 16 Religious Organisations 14.3 Only six other meeting venues are listed within the Town, all a lot smaller Community Centre Hall and Meeting Room Frequently booked up Admiral Rodney Hotel Function Room 120 seat max 1st Floor Masonic Lodge Meeting Room Large Meeting Room Methodist Chapel Hall / Meeting Room Lot smaller Hall War Memorial Centre Meeting Room 1st Floor Room Banovallum Suite Dining Rooms 1st & 2nd Floor room Source: Horncastle Now 2004/5 14.4 MEETING ROOMS & ADDITIONAL ACCOMMODATION It is very important to note that there is a lack of meeting rooms within the town There are pubs with meeting rooms and the Schools that do have meeting rooms and halls but school functions and timetable would take precedence and meetings in public houses are often spoilt by noise and other distractions.

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15. SWOT ANALYSIS STRENGTHS WEAKNESSES Existing client base Management experience Existing income DDA compliancy to 1st floor Only public facility of this size Potential void in under utilisation Excellent Location Limited start up budget tight Confident & experienced Working Group Very limited income in the first years Project attracting additional users Project attracting funding Excellent support from the community Variety of accommodation on offer Assistance of community support worker OPPORTUNITIES THREATS Charity Status would be beneficial Long terms economic trends Support from VAEL Effective use of all of the building Funding for community projects Rival facility being built Large catchment area Uncertainty surrounding the Hall New marketing potential Existing users already dispersing Development of arts and tourism Tight deadlines Exhibitions of local historical items Partnership working Niches in the accommodation market Events 16. RISK ASSESSMENTS The Initial Project and the Financial Aspect 16.1 The financial risk assessment has highlighted the funding required to transform the building into an attractive and multi-purpose building. It also looks at the first years revenue income which would show a shortfall Dexter and Sharpe have studied the figures and produced a 3 year cash-flow forecast which is realistic. 16.2 Robert Bell & Co have reviewed each area of the building and done a comprehensive letting / leasing assessment. They have commented that once the building is promoted and marketed then there should be a lot of further interest to that already shown. 16.3 They believe that the Café / Bar area will let reasonable quickly, indeed interest has been shown form at least two catering concerns. The former Area Office is already in good condition and would attract interest very quickly – indeed The British Red Cross have agreed to revisit this project and this is the type of accommodation they are looking for. They also require storage which would also be available for them.

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17. RISK ASSESSMENTS (continued) 17.1 The newly created Meeting Area will certainly attract interest as it will be multi-purpose offering accommodation for seminars, conferences, meetings, a community cinema, and possible Council Chamber.

• Social Services have already looked at the Offices in the former house – as shared accommodation it would attract the Citizens Advice Bureau.

• The offices that would be created from the former kitchen have great potential. • The first floor suite to the rear will become more attractive if we can secure

the funding for a disabled platform lift from the Friends of Healthcare. An application has gone into them .

• A risk assessment for the whole building, once it has been opened, has also been drawn up by the Working Group. A detailed and comprehensive assessment will need be carried out once the project gets the go ahead.

• Initially the risk assessment would be in line with the builder’s risk assessment whilst they are on site and then for the day-to-day running of the Centre revert to the example set out (Appendix 4) after a further review.

18. THE MARKET 18.1 It is well documented that Horncastle has always required a large amenity hall and indeed this is evident by the current use and the interest in the Hall. 18.2 The Hall was renowned for it Balls and Dances and even now it is still the venue for the Annual Farmers Ball who then distribute some £3-£4,000 to local charitable organisations. 18.3 Discos also used to be regular occurrences along with trade shows and wedding receptions to name but a few. Today it still hosts public meetings and regular monthly auctions which attract some 500 people into the town. The monthly sale attracts large numbers of people to the town and indeed is part of the buildings regular income. Indeed Robert Bell have informed the Working Group how supportive he is of our efforts along with most of the current Hirers. 18.4 One of the most popular shows has been the annual Food Fair again attracting many hundreds of people into Horncastle from miles around. The Hall is also one of the town’s polling stations at election time and the regular venue for the National Blood Donors Service who have stated that Horncastle makes a significant contribution to their requirements and also they would use the Town Hall as an Emergency Centre in any disaster situation. They have confirmed that there is not a suitable alternative venue in Horncastle albeit they are having to use one of the Schools on a temporary basis. 18.5 Our research shows and is backed up by the impressive list of groups that hire the Hall (see Evidence of Need section 14 & 15) and that there is a core group of users all needing the Hall for their various activities.

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19. CO-ORDINATING THE WORK PLAN & SCHEDULE

Managing the project 19.1 The Working Group have been drawn from a cross section of the local Community. We all have a variety of experience in a number of fields that has helped tackle this enormous task with relative ease. The Group were elected at a public meeting and are a constituted body. 19.2 Initially we had some advice from Becky Dhami of ELDC that we really appreciated and latterly we are receiving support and advice from Suzanne Cole of (VAEL), this help has been invaluable to our Group. 19.3 We have also benefited from local professionals such as Dexter & Sharpe (Accountants), Robert Bell & Co (Chartered Surveyors) as well as Chattertons (Solicitors) giving us invaluable advice on the relevant legal issues. This has shown how the community has got behind this project. 19.4 We recently commissioned John Evans of Concept Design Services who is assisting with the production of the Business Plan and he has already created the initial designs and plans complete with budget costings. Someone of John’s calibre would be ideal to project manage this development. 19.5 We have had two artists help with the concept designs Karen Lane producing the first design that really caught the town’s imagination and Christine Armstrong who has drawn the entrance to the main Hall. 19.6 If this scheme is successful, the Working Group is planning to call a Public Meeting once ELDC have made their decision so that a Management Committee can be formed. 19.7 It would be envisaged that one or two members of the Working Group would offer their services to a new Committee as their experience would be invaluable. 19.8 Mrs Susan Dymoke of Scrivelsby has also intimated that she would be willing to be elected onto such a Committee and Members of the Working Group would endorse such a move.

19.9 Work Plan 2008 - 2009 REQUIREMENTS Nov Dec Jan Feb Mar Apr May Jun July Aug Source Funding x x x Prepare Applications x x x x x Refine detail of work x x x ELDC Exec decision x New Committee x Apply for grants x x x Prepare Lease x Sign Lease x Promote facility x Refurbish works x x x x Re-decorating x x x x Marketing x x Employ Caretaker x Grand opening x The above table is based on a positive Executive Board decision on January 18th 2009

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20. INCOME AND EXPENDITURE FORECAST RELATED PREMISES EXPENDITURES Part time Caretaker/Cleaner 10,000.00 THWG E Relief Caretaker 1,000.00 THWG E Ground maintenance / Grass 350.00 ELDC A Cleaning Materials 250.00 ELDC A Waste Disposal 400.00 THWG A Post/Stationery 200.00 THWG A Intruder Alarm Maintenance 150.00 THWG A Gas Certificate 100.00 THWG A Electrical Test 5 year 500.00 THWG A Performing Rights Licence 550.00 ELDC A Window Cleaning 200.00 ELDC A Insurance - Buildings 3,060.00 QUOTE A Fire Alarm Maintenance 500.00 THWG E General Maintenance & Sundry Expenses 2.000.00 THWG E Contingency fund for the Roof 2,000.00 THWG E Sub total 21,260.00 PROFESSIONAL FEES Accountancy 350.00 THWG A Professional Indemnity 250.00 THWG A Management Fees 2,695.00 R BELL E Sub total 3,295.00 UTILITIES Gas 3,800.00 ELDC A* Water/Sewage 480.00 ELDC A Electricity 3,000.00 ELDC A* Rates –NNDR (reduced voluntary group) 1,871.00 ELDC A Sub total 9,151.00 Total Expenditure 33,706.00 INCOME PROJECTION – 2009 -2010 Hall Hire (1) 15,000.00 ELDC E Former ELDC Front Office (7) 5,500.00 R BELL V Former Kitchen (6) 2,625.00 R BELL V Meeting Area (5) 1,250.00 R BELL V Café franchise (4) 3,750.00 R BELL V Additional Hiring 750.00 R BELL V Ground floor House (8) 3,000.00 R BELL V Store Room (10) 900.00 R BELL V Former Council Chamber & Office (7a) 1,250.00 R BELL V Ist Floor House offices (8a) 650.00 R BELL V 1st Floor Rear Office Suite (11) 2,250.00 R BELL V Total Income 36,925.00 Under utilisation for Year 1 at 10% 3,692.50 Nett Income 33,232.50 A= Actual E= Estimated V= Valuation A*= Actual plus increase THWG= Town Hall Working Group ELDC= East Lindsey District Counci

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21. INCOME AND EXPENDITURE FORECAST (cont.) 21.1 This table gives a full years income projection. INCOME PROJECTION Hall Hire (1) 15,000.00 ELDC E Former ELDC Front Office (7) 5,500.00 R BELL V Former Kitchen (6) 3,500.00 R BELL V Meeting Area (5) 2,000.00 R BELL V Café franchise (4) 5,000.00 R BELL V Additional Hiring 1,000.00 R BELL V Ground floor House (8) 4,000.00 R BELL V Store Room (10) 1,200.00 R BELL V Former Council Chamber & Office (7a) 2,500.00 R BELL V Ist Floor House offices (8a) 1,300.00 R BELL V 1st Floor Rear Office Suite (11) 3,000.00 R BELL V Total Income 44,000.00 21.2 Within Year 1 figures we have incorporated under utilisation at 10% with additionally staging incoming tenants. 21.3 Within Year 2 figures we have incorporated under utilisation of 20% 21.4 Within Year 3 figures we have incorporated under utilisation at 10%. CASHFLOW FORECAST 21.5 A very detailed cash-flow forecast has been compiled by Julian Loveley of Dexter and Sharpe, Accountants from all the available figures. 21.6 The income and expenditure figures are from actual figures taken from ELDC’s forecasts as well as figures from Robert Bell & Co along with calculations from current information from the Horncastle War Memorial Centre. 21.7 The Working Group have greatly appreciated all of Dexter & Sharpe’s help and advice in producing this comprehensive 3 year cash-flow forecast (see Appendix.7)

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22. 1 COSTINGS by John Evan of Concept Design Services

Area Modification & Refurbishment Work Estimate 1 Main Hall 12,400.00 2 Main Entrance to the Hall including re-sculpturing steps 19,152.00

3 Create new Ladies and Gents Cloakroom inc disabled toilet 31,926.00

4 Create a new combined kitchen bar / café area 18,844.00

5 Create a new multi-purpose meeting room 6,128.00

6 Create Consulting suite / activity room from former kitchen 2,996.00

7 Alter and adapt former ELDC and Town Council Offices 4,240.00

8 Create suite from Office area 1,540.00

9 Disabled Access Platform Lift for the rear of the building 20,000.00*

10 Redundant Store Area 756.00

11 First Floor rear suite – activity area 1,820.00

12 Main Roof ******

13 Electrical Works PC sum 2,000.00

14 Heating PC sum 2,000.00

15 General Works / windows / paint materials / decorating* 8,660.00

16 Contingency & Fees 14,650.00

17 Contract Management 7,200.00

Total 154,312.00

Plus vat 27,004.60

Total 181,316.60 ****** All the reports given to us have indicated that the roof is sound. We are awaiting ELDC’s report and have budgeted for future expenditure. 22.2 Since John Evans was commissioned by the Working Group he quickly realised that although the Group are committed to producing a detailed schedule of works to transform the building into a much needed multi-purpose community building he has endeavoured to budget just for the necessary works and looked at the most cost efficient way of transforming the building See Appendix 5,6,8). 22.3 John has also taken into account that Build-a-Future Training Group have agreed their apprentices would be willing to assist the chosen contractor by labouring and assisting the builder under supervision. John is also aware that the Group have been offered the services of a qualified joiner. Jackson’s Builders have offered to supply materials at trade price and has stated all of this could be easily project managed. 22.4 A Gantt Chart has been produced to plot the progress of the proposed works which is Appendix 9.

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23. ELIGIBLE & POTENTIAL GRANTS & FUNDING Town Hall Working Group Raised Secured 900.00 Town Hall Working Group - Fundraising Dance Ongoing 500.00 Town Council (Business Plan) Pledged Secured 1,000.00 Town Council (Renovations) Pledged Secured 7,00.00 Grassroots (Sue Fortune) Eligible To apply 500.00 LCC Community Grant (Ellie Bould) Eligible Enquired 33,300.00 Awards for All (Ellie Bould) Eligible To apply 10,000.00 ProHelp – Professional Fees ( A Hilton) Eligible Enquired 5,500.00 KBig Lottery Fund Reaching Communities Eligible To apply 15,000.00 Wren (Ellie Bould) Eligible To apply 25,000.00 Redundant Buildings Grant ( C Riley ) Eligible Enquired 9,500.0 Build-a-Future (Chris Jones) Pledged Agreed 4,000.00 KQualified Joiner (Malcolm Padley) Pledged Secured 4,000.00 Lindsey Action Zone (Justin Brown) Eligible ? Enquired Not known * Links Foundation Eligible ? To apply 20,000.00 Banks Foundation Eligible To apply 5,000.00 Probation Service –decorating (N Harris) Eligible Enquired 10,000.00 KFriends of Healthcare-Disabled Platform Eligible Applied 16,450.00 Friends of Healthcare- Contingency fund Eligible Applied 14,000.00 Total £181,650.00 K – In kind work * To date we have not been able to find out if we are eligible Confirmation of the funding bodies we have already approached appear Appendix 10 ___________________________________________________

READERS NOTES

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24. MONITORING & EVALUATION 24.1 As with all the progress that the Working Group has made, to date, we will ensure that there is a robust Monitoring System in place. A quantitative and qualitative collection system would be put in place to monitor all aspects of the Hall. 24.2 We would look a ensuing the information was collected in a number of ways. Those hiring the Hall would be asked to complete a form as would those renting space. We would agree with the funding organisations and ELDC what data they would expect form us, so that an evaluation can be made and there is a clear understanding of the information that is required and over what period of time. 25. EQUAL OPPORTUNITIES The Town Hall Working Group have always had an equal opportunities policy in place and has welcomed the input from everyone who has approached with ideas or suggestions or who wanted to be included in the Working Group. The Policy will be reviewed as soon as we receive confirmation that the project can proceed. This policy would be reviewed annually by the management committee. 26. SUMMARY 26.1 We have tried to concisely and unemotionally put the case for retention and refurbishment of the Town Hall. The evidence that the Hall’s capacity is needed appears throughout this document and is just one of a number of factors that make this building worthy of rejuvenation. It is a large and impressive Hall that has been fully utilised for all kinds activities. 26.2 There is not a function Hall with-in Horncastle that is a suitable alternative. The evidence for this is being collated from reports provided by The Farmers Ball Committee, The National Blood Donors Service, The Food Fair organisers and Robert Bell’s Monthly Auction sales 26.3 The fact that there is further accommodation in the form of Meeting Rooms and Interview Suites with waiting areas that are suitable for the Citizens Advice Bureau, Social Services and the British Red Cross is yet another excellent reason for re-use as the economy remains in a downturn. 26.4 Its location, on the Wong, with its accessibility on a main arterial route into the town centre, adjacent to its own car park is yet another good reason that this building will serve a useful purpose for the people of Horncastle and the surrounding area for years to come. 26.5 This project sits well within ELDC’s Corporate Strategies and the policies of National and Regional Government.

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27.1 CONTACTS Chairman Treasurer Secretary WJ Aron C/o 17 High Street Horncastle Lincolnshire LN9 5HP 01507 523555

Ron Fisher 18 Hemingby Way Horncastle Lincolnshire LN9 5EU 01507 524450

Mrs M O’Neill Tophill House Mareham-on-the-Hill Nr Horncastle Lincolnshire LN9 6PQ 01507 522397

e-mail: billandamanda@hotmail.com

27.2 Professional Support and Advice from: Chartered Surveyor Accountants Legal Colin Low Robert Bell & Co Old Bank Chambers Bull Ring Horncastle Lincolnshire LN9 5HY 01507 522222

Julian Loveley Dexter & Sharpe Rollestone House Bridge Street Horncastle Lincolnshire LN9 5HZ 01507 526071

R Freeman Chattertons Solicitors 5 South Street Horncastle Lincolnshire LN9 01507 522456

Design & Planning VAEL Build–a-Future John Evans Park View Cottage Boswell Louth Lincolnshire LN11 0SG 01507 605481 07526542108

Suzanne Cole Community Outreach 10 Queen Street Spilsby Lincolnshire PE23 5JE 01790 720000

Chris Jones

West Ashby

Horncastle

01507 525511

27.3 The Working Group are indebted to all those who have helped and assisted in compiling this document. 27.4 The Working Group would be pleased to supply further information or give a presentation.

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28. FOR FURTHER INFORMATION PLEASE SEE:-

The Horncastle Market Town Initiative Action Plan The Town Hall Feasibility Study 2003 /2004 (J Roberts) The Town Hall Working Group’s Feasibility Study 2006 A Power-point Presentation by the Working Group Platform Lifts ELDC Data regarding the Town Hall 29. APPENDIX

1. Town Map

2. Letter of Intent from ELDC

3. Constitution

4. Risk Assessment

5. Existing Layout

6. Modified Proposed Layout 7. Cash-flow forecast

8. Specifications & Modification of Works

9. Gantt Chart

10. Grant Funding enquiries

11. Interested Parties _______________________________________________

READERS NOTES & COMMENTS

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