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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 05/12/2006
The Farnham Maltings Refurbishment Proposals



APPENDIX J

WAVERLEY BOROUGH COUNCIL

EXECUTIVE – 5TH DECEMBER 2006

Title:

THE FARNHAM MALTINGS REFURBISHMENT PROPOSALS
[Wards Affected: All Farnham Wards]

Summary and purpose:

The purpose of the report is to update members on the progress of the refurbishment works at the Farnham Maltings and to seek approval for the release of further match funding for a revised Phase 2 of the scheme following the failed Heritage Lottery Fund bid. This is a departure from the previously agreed 2:1 funding basis and the reasons for this are explained in the report.

Quality of life implications – social, environmental & economic (sustainable development):

Additional refurbishments of the building will improve the capacity of the building to meet increasing demand and customers need. The planned refurbishment will assist in building a programme of professional and amateur performance in the South Wing, maximise the resources in terms of income and social use and provide better facilities to the town.

Resource and legal implications:

There are resource and legal implications that are referred to in the body of the report.

E-Government implications:

Information relating to the Maltings is available on the internet www.farnhammaltings.com and the organisation can be contacted by e-mail at info@farnhammaltings.com or via the Council’s web site.

Introduction

1. The refurbishment of the Farnham Maltings South Wing, including the provision of performance/theatre space, is a key priority for the Council.

2. In April 2006 the Executive agreed to provide matched-funding towards the costs of a Phase 2 development of the South Wing. This element of the refurbishment was intended to restore the roof of the South Wing, replace the brickwork that is worn and out of character, restore windows and doorways and complete the fitting out of the interior of the South Wing (including new toilets, dressing rooms, Studio, and corridor access from the South West Kiln stairway). The total cost of this phase of work was estimated to be 697,964 that would have resulted in a contribution of 232,655 from Waverley, based on the original funding ratio of one-third Waverley funding to two-thirds Maltings funding. The Maltings did secure 24,427 from the Arts Council towards the cost of new seating, lighting and sound systems which Waverley contributed another one third of the costs being 12,213. However, a significant proportion of the required Maltings partnership funding for the remaining elements of work (300,000) was anticipated to come from a Heritage Lottery Fund (HLF). In March of this year the Maltings was informed that their HLF bid had been rejected. Given that the HLF bid failed, the organisation has had to revise its plans for the continued refurbishment.

Revised Strategy

3. The Maltings continues to apply for grant funding from various other sources available to it. However, given the fundraising work done to date, the sources of additional funding have to a large extent been exhausted at this point in time and it is proving increasingly difficult for the organisation to secure on-going partnership funding to meet their immediate needs. The Council did provide a loan of 50,000 towards the costs of employing fundraising specialists to support the fundraising efforts. For Members’ information, the Maltings has provided a summary of their fundraising efforts over the last 10 years and this is contained in Annexe 1 to this report.

4. The original proposals for the Phase 2 refurbishment have had to be scaled down to enable the Maltings to find sufficient funding to carry out the essential work. With the aim of undertaking the remaining works in three further phases dependent upon fundraising as follows:

Phase 2

Completion of fire exist routes
Additional fire doors, one-hour fire partitions, fire signage
Disabled toilets backstage in the South Wing
Backstage dressing rooms
Backstage storage for new seating system

Resource implications

5. The total cost of the Phase 2 essential works outlined above is 44,000. The Maltings has 5,000 available to commit to this phase of works. In the original proposals Waverley would have contributed 14,667 towards these costs based on the matched-funding ratio. Given the shortfall of funding and the immediate need to carry out these essential works, the Maltings is now seeking an additional contribution of 24,333, making a total contribution of 39,000 from Waverley towards Phase 2.


Risk Analysis

6. The following risks have been identified:
7. In order to minimise these risks, formal project management must be in place to ensure any potential overspends are prevented. In terms of the future phases of the refurbishment, there may be the risk that insufficient partnership funding can be raised. To endeavour to remedy this risk, a fundraising sub-group of the Trust Board had been established to develop a fundraising strategy.

Conclusion

8. Having successfully completed Phase 1 of the Maltings refurbishment, but in light of the difficulties in securing sufficient funding for the proposed Phase 2 as originally intended, the organisation has revised its strategy for refurbishment. In order to complete the essential works set out in this report, in the short-term the Maltings are seeking a higher contribution than agreed from Waverley.

Recommendation

The Executive is requested to recommend to the Council that:

1. the proposed revised phase 2 works be endorsed, as set out in the report;

2. the funding requested for phase 2 be provided; and

3. 39,000 be released from the agreed 2006/7 Capital Programme Maltings Refurbishment budget for the revised Phase 2 works.

Background Papers (DoEL)

Executive Reports dated 12th July 2004 and 4th April 2006.

CONTACT OFFICER:

Name: Julie Maskery Telephone: 01483 523432 Comms/exec/2006-07/211