This is a brief report from the Working Party that was set up by the Parish Council to come up with proposals for the future management of the Tillage Hall. It is intended as a summary of the proposals made so far, taking into account input from the anonymous donor. Unfortunately, due to illness, it was not possible to hold a meeting of the working party a couple of weeks ago to agree this report, and so it has been prepared by me as Chair of the group. I don’t believe that it says anything that contradicts any of the points made in previous reports, but if any member of the working party wishes to comment on any of the proposals, please do so.

A document entitled ‘Tillage Hall Business Plan Working Party – Final Report’ was produced for the Parish Council meeting on May 4^th, 2010. The Council considered this report and agreed that the Working Party should carry out some preliminary work on the Charitable Trust model of management. However, before carrying out much more work, the Working Party felt that it was important to find out if the anonymous donor who is very generously financing a significant part of the project had any particular requirements.

Correspondence has been received from the Cambridgeshire Community Foundation. I have not seen this, but the substance of its content is included in a report from the Clerk included with the Agenda for the meeting of the Parish Council on November 2^nd, 2010.

The main requirements are as follows (taken from the Clerk’s report mentioned above):

 

These requirements very much fit in with the way in which the Working Party has been thinking and so it would seem logical that as much as possible of the work that has been done by the Working Party should pass over to a successor body that can start to flesh out the detailed requirements. It would also seem reasonable that some of the members of this new group should be those who have been members of the Working Party, although it is also important that there should be new blood. The tasks to be carried out by the new group have been suggested by Jane Darlington of CCF and are listed in the Clerk’s report referred to above. It has also been suggested that Philip Peacock of ACRE should assist the new group in its work, and agreement has been obtained by Jane Darlington for his costs to be covered by the donor. This is extremely welcome, and Philip has already given the Working Party some valuable advice. However, it is important to realise that the group may require additional advice and so any financial contribution to fees should not be restricted to using Philip Peacock.

Here are some recommendations for the way forward.

1                     That the Tillage Hall Working Party should be re-constituted with a modified structure and should potentially become the initial Trustees of the Charitable Trust and that its work programme should include those items listed in the earlier report as well as the forming of the Trust (see below).

2                     That the constitution of the Working Party should be:

·         Two / three Parish Councillors. It is important that the Parish Council input is retained, especially until the building is finished because the Council will continue to be the owner of the freehold and will have to agree to the terms of the lease and be happy that the governance arrangements are satisfactory.

·         One / two representatives of WAY as the principal user of the Hall

·         Representatives of other users / potential users. I understand that Waterbeach Brass have shown an interest and it would be good if other organisations that are potential users could be encouraged to come forward

·         Two / three independent members. Chris Nelson has already given valuable input and his expertise should be retained. I understand that there have also been expressions of interest by two others following the request in the Newsletter. This is very much to be welcomed, but it is important that any additional independent members should bring expertise to the Trustee body. The Working Party should be given the power to co-opt either or both of these individuals having ascertained their potential contribution to the group.

3                     That the offer of help from Philip Peacock should be accepted and that he attend an early meeting of the Working Party to facilitate the formation of the Charitable Trust. The Trust should be formed as soon as possible with constitution based on the ACRE model documents. It can then open its own bank account and, in particular, start to obtain donations from members of the public and reclaim Gift Aid tax from them. It would be extremely advantageous for any donations for the Tillage Hall to be made to such a charitable body and not to the Parish Council

4                     That the details of this way forward is passed to the anonymous donor via CCF and a check be made that it is satisfactory. In particular that the funds available for Philip Peacock should also be available for other advice (e.g. legal advice)

5                     That the Working Party produce regular reports to the Parish Council

 

Michael Williamson – 31/10/10