Tadley & District Community Association Tadley Youth Project Business Plan INDEX Summary Introduction Background Partnerships Aims & Objectives Financial Information Operational Plans Appendices 1. 2. 3. 4. 5. 6. 7. Architects Drawings Structure of the Association Latest Chairman’s and Financial Reports Project Schedule Public Consultation Estimated Running Costs Feasibility Study SUMMARY The Tadley & District Community Centre (TDCC) is a modern building serving the local community of Tadley, Baughurst, Pamber Heath, Silchester and other nearby hamlets. It is situated in Newchurch Road adjacent to Burnham Copse Primary School on the north side of Tadley. The building is a single storey facility comprising a large hall with a folding dividing wall that can be used to create two separate independent halls, 2 small conservatory type meeting rooms and 2 small halls (one currently used during the day time as part of the nursery). The building also has a fully equipped, refurbished kitchen and communal coffee area, and a small enclosed outside patio area. It offers adaptable accommodation for many differing needs which includes a community cinema, wedding receptions, private parties and keep fit classes. TDCC also plays host to a Phase 3 Surestart Childrens Centre and outside there are two large car parks. The building is owned by Basingstoke & Deane Borough Council (BDBC) on a 21 year lease to Tadley & District Community Association (TDCA) who run the Centre. Building on the continuing and growing success of the Centre, TDCA’s vision is to now provide a dedicated youth building for the young people of Tadley and surrounding district. The business plan is designed to achieve the following aims: • To construct a self-contained youth building which provides a safe neutral environment for young people where they can enjoy activities and programmes that are effective in addressing the issues that are significant to their lives as they move into adulthood • To form and maintain links with partners so the above aim may be realized • To encourage new enterprises and community initiatives that can deliver specialised training, apprenticeship, mentoring, employment and life style opportunities for Tadley and district’s young people where there are identified gaps in such provision • To assist young people in designing and setting up their own enterprises in collaboration with other public, private and voluntary sectors INTRODUCTION TDCA is committed to engaging with the youth of Tadley and adjoining parishes and to providing them with constructive activities and youth club sessions. BDBC updated their Community Safety and Development Review in 2009 and identified Tadley as an area with limited youth facilities and activities. Additionally, BDBC’s Leisure and Recreation Needs Assessment consultation identified a need for additional and better youth provision. Surveys carried out by Tadley Town Council in the past have identified a need for a youth facility in the Tadley area. TDCA have also identified a similar need and have been running youth activities at the Centre for the past two years on a Thursday evening with, at times up to 100 young people attending. Outreach work is also done by the Association on a Wednesday evening, based at the Hurst Science College. The youth are now outgrowing the Centre and need their own space in order to grow and develop. Recent acquisition of land at the rear of TDCC by BDBC from Hampshire County Council (HCC) now gives the opportunity of constructing a self-contained youth building. BDBC owns the freehold on the proposed site, that will be added to the existing lease to TDCA which already manages the Centre, the new youth building will also be overseen by TDCA. Architects have been appointed following a local tendering process to develop concept sketches and plans for the building and its site. The Tadley & District Youth Council and youth club attendees have provided ACB Design (the architects) with a detailed description of their requirements for a youth building (Appendix 1). The ground floor would be set up “café-style” with a server area and tables and comfortable chairs, with a double height multipurpose hall and side rooms for smaller group discussions or private interviews. The first floor would have another multipurpose hall, storage areas, more side rooms and a music studio. The design of this building will foster a sense of ownership among young people. The youth building will:       provide a safe, comfortable, neutral and informal social gathering place for young people in the evenings and at the weekend compliment other youth provision in the area incorporate access to the internet, provide a film, live music and events space and meeting rooms offer young people the opportunities to pursue their own interests in IT, music, film making, dance etc. the café will operate on a social enterprise basis, offering experience and training opportunities for young people provide a base for young people related services which can be used by a range of professionals to deliver services to, and with, young people BACKGROUND Tadley was a small village that has over the past seventy years seen significant development. Prior to World War 2 little had shaped the community, with the outbreak of war, land owned by the Manor House, Aldermaston, located to the north of the village, was purchased by the Ministry of Supply and used to construct an airfield for the US Army Air Force. Prior to D-Day the airfield was a staging post for US forces. Following the war the airfield was used by the British Overseas Airways Corporation to train flight crews. In the early 1950's the Government designated RAF Aldermaston as the home for a top secret facility to develop the UK's nuclear weapon capability. As a result a whole new community was developed on the outskirts of the airfield for housing to accommodate staff working at this new establishment. Many buildings that had been constructed for the US forces prior to the invasion of Europe were reutilised and used as community buildings. In the case of TDCC the old gymnasium was adapted for community use and included a small hall with staging, and a function room. As the area grew to meet demand a wooden portacabin type structure was added to the rear car park as an additional meeting room. By the 1980's the building had reached its sell by date and was in need of replacement as it was subjected to much vandalism. In 1994 a brand new purpose designed facility was constructed by BDBC at a cost of £1m and incorporated many facilities including a wooden sprung floor to the two main halls. The building also features access facilities for all age groups and disabilities. Tadley now has a population of 11,473 with a hinterland (Baughurst, Pamber, Aldermaston and Silchester) population of 7038 (2011census) and serves a youth population between the ages of 10 and 19 of 2173 (2011 census). There is one secondary school in the area, the Hurst Community College with a population of 962 pupils. The primary purpose of the TDCA is to bring together all local residents, local authorities, voluntary and other organisations to provide education and recreation facilities with the object of improving the conditions of life for local people without distinction of sex, sexual orientation, race or of political, religious or other opinions. The TDCA which is a registered charity maintains and manages the Community Centre. The Association aims to promote the building as a focal point of the local area by providing a wide variety of resources and services for the community including preschool provision, health activities and clinics, senior citizens clubs, parent and toddler groups, community cinema, lifelong learning and youth activities. Where necessary, partners are sought to facilitate these aims. The TDCA strives to identify needs in the local community and use its influence to create a place where local resident’s needs are met. The management of the TDCA is currently structured as follows:  Users & Members Forum - Body elected from user groups and membership and meets twice yearly to ratify changes to constitution etc.  Trustees Management Committee - Body elected at the AGM, responsible for day to day management and running of the Centre and meets usually every six to eight weeks. The strengths of the Association lie in the diverse and experienced team of volunteers that sit both on the Members & Users forum and on the Managing Trustee Committee. The main asset of the Association is the Centre Manager, the administrative volunteers and the volunteer youth worker, who have continually built up the youth activities which take place in the Centre. ACB (the architects) have carried out a feasibility study which has consulted with local people and users of the facility to assess the most efficient and effective use of the land and as to how the youth building will be incorporated into the existing site (but as a separate building). The building will be sustainable and is to be of dual use for the wider community when not be accessed by the youth (particularly during term time and day time). Consultations with members of the Tadley & District Youth Council and the young people at recent youth club sessions were very positive, with some good ideas for the detail of the design. PARTNERSHIPS The Construction Phase There are four main partners working together to deliver the building: 1. Young people who attend youth activities at the Community Centre and the Tadley & District Youth Council who have experience of working with TDCA and TTC. They are extremely good at making sure their views are known. 2. TDCA has been working closely with young people who attend the youth activities at the Centre and has a volunteer youth worker who oversees activities. 3. TTC has strived to understand the needs of young people and has a long history of supporting them to achieve their aims. This is evidenced by the past provision of play areas, a skateboard park with CCTV, an aerial runway, a multiuse games area, an annual Christmas event and close working ties with the Tadley & District Youth Council. In 2007 the Town Council carried out a town survey which included surveys specifically aimed at children in the age groups 7 - 16. 4. Turbary Allotment Charity (TAC) may under the terms of its Charity Commission scheme apply any surplus income for any charitable purpose for the general benefit of the inhabitants in the area. The Trustees believe this is a worthy scheme for them to fulfil this objective. The Delivery Phase There are three main partners working together to run the building: 1. TDCA will have the overall management responsibility for the youth building through the Trustee Management Committee (see Appendix 2) which operates within the guidelines and standards of the Charity Commission and to the objects set out in the TDCA Constitution. 2. Organisations will be used to deliver the activities decided by young people and a range of advice and information services, such as:          Tadley & District Youth Council Basingstoke Voluntary Services youth services Independent people TASTE (youth section of Community Church) Hurst Community College, possibly pupil support, work with excluded pupils, cooking lessons, life skills, music sessions Burnham Copse School Bishopswood School Tadley School BDBC Streetz initiative    Young carers group Clubs HCC youth work 3. Funding partners to sponsor the facility and the café, such as:  Sainsburys  Tesco  Costa Coffee It is hoped to attract more partners in time: Hampshire Constabulary to foster good relations Tadley & District Chamber of Trade to support the development of the facility as a social enterprise AIMS & OBJECTIVES The aims and objectives are:  secure land to the rear of the Centre for the provision of a youth building Achieved  consult with residents and encourage involvement in the youth building – Ongoing (see Appendix 6)  develop community partnerships in order to provide a youth building – In progress  to provide a safe and neutral environment for young people  explore sponsorship opportunities  generation of income through café sales, to run as a social enterprise along semi-business lines giving young people opportunities including volunteering, training and wider business possibilities, with young people as managers and customers not clients.  recruit a wide range of volunteers  youth building be maintained and managed by the TDCA with support from Tadley & District Youth Council  further development of the relationship with young people and the community  promote the use of the building by other groups supporting young people  to increase evening sessions and half term activities, potentially weekend opening  optimize use of the building during the day when not in use by young people FINANCIAL INFORMATION Capital It is anticipated the capital cost of the building will be in the region of £687000. £250000 has been pledged by the TAC and TTC has already pledged £50000. TTC is to hold a ballot (run by Electoral Reform Services) in February and March 2014 and it is anticipated this will show support for the project. If the outcome of the ballot is positive then TTC will take out a Public Works Loan for £250000. TDCA are actively seeking additional funding for the anticipated shortfall in funding. One source of funding being explored is the Local Infrastructure Fund being administered by BDBC, there is potentially up to £175,892 funding for the parishes of Tadley, Baughurst, Silchester and Pamber available. This is subject to agreement from adjoining parishes and also gaining support from Borough Councillors. BDBC has already provided a grant of £10,300 to enable the feasibility study to take place. Recent changes to VAT rules apply a zero rating to new builds for charitable purposes. For the fitting out of the building, existing equipment and facilities will be used initially. This will be updated over a 12 to 18 month period of the building being opened. The finance for this would be raised through separate fundraising. Revenue Continued funding of youth work and support for community premises within the Tadley is promised by HCC and £6000 is currently received per annum for this. Basingstoke Voluntary Services youth services will take over the running of the youth services. It is hoped that Tadley and adjoining parishes will also contribute towards the provision of youth work in the area. It is expected that the new youth building overheads and utility bills will be in the region of £32,500 per annum and that this will be more than offset by the costs of lettings. Income received through youth activities for the period 1/1/13 – 31/12/13 was £13,286 and expenditure was £8,171. Revenue will be generated through the café facility. The charge for refreshments will be slightly above cost but not at commercial rates. There will be modest charges for special events and film showings, determined by the young people organising the events. Additional revenue will be generated through lettings relating to meeting room space, the music/activity room, and live events spaces. Sponsorship will be sought for training and social enterprise and for some core costs. TDCA will develop a ‘mixed economy’ to support the revenue costs to include:  Rental income - long-term and short-term space use within the building  Project/programme grant funding with overhead costs built in  Other self-generated income from events and programmes OPERATIONAL PLANS Ground Floor Entrance - Door stewarding will be in place for special events and Friday and Saturday evenings. Café - This is the core offer, a modern café venue for young people to gather informally. It will include a modern café servery, of the kind available in commercial coffee bar chains, serving hot snacks and drinks at slightly above cost price. The area will have a range of soft seating, tables, chairs, internet facilities and TV. Kitchen area - To prepare food for café, to train individual young people in basic catering skills, food storage area. Double height multipurpose hall - This will be used for a variety of events such as film screenings, live performances, music rehearsal, discos, dance and art. WCs and storage areas. Activity pod and side room – These will be used for informal gathering and breakout sessions. Small meeting/activity room – This will be used for advice and information e.g. Basingstoke Voluntary Services youth services work and Sexual Health Services. Consultation room – This too will be used for advice and information, Secure outside garden area, partially undercover - To be used as outdoor social space, equipped for barbecues in the summer and lighting for the winter. It may house a small vegetable plot to provide salad and vegetables for the café. Upper Floor Multipurpose hall - This will be used for a variety of events such as film screenings, live performances, music rehearsal, discos, dance and art. WCs and storage areas. Small meeting room – For use by young people and delivery partners. Music studio - To be used for recording, mixing and production. Breakout space – For informal gatherings. Opening Hours The building will be available from 9am - midnight for use. The upstairs rooms will be available for hire throughout that time for booked activities. Downstairs will be available for booked activities when not open as a cafe. The aim initially is to open the cafe: Monday - Thursday evenings 4pm - 10pm (with hot food until 8pm) Friday evening 4pm - 11pm Saturday afternoon 1pm - 5pm Saturday evening 6pm - 11pm Sunday 1pm - 10pm These hours have been drawn up in discussion with young people. Morning opening is not considered a core priority, and specific funding will be sought for extended opening during school holidays depending upon other partnership activities in the building. The closure between afternoon and evening opening on Saturday is to provide for clearing up and rearrangement prior to evening events. If sufficient revenue is not available the focus will be on weekend opening of the cafe as an informal venue. Work will go on to secure funding and partnerships to deliver services to young people across the week and to enable the café to open weekday afternoons and nights. Staffing Structure A staffing structure has been developed to enable the core opening hours to take place and to give the capacity to respond flexibility to funding availability for changes to opening hours. This reflects the semi-commercial nature of the cafe and building where young people are treated as customers and the desire to offer young people with volunteer and training opportunities. The cafe work and trainee opportunities will be overseen by the Centre Manager. The voluntary staffing roles have been designed as they would for the management of a commercial venue. The aim is to find people who can run facilities who also have an aptitude for working with young people and who are willing to support young people as leaders and entrepreneurs. The roles for young people will provide opportunities to develop experience of work and basic training. The voluntary professional roles identified are: Youth Building & Café Facilities Manager Youth Building & Café Catering Manager Youth Building & Café Cleaning Manager The roles for young people have been identified as: Youth Building & Café Trainee Catering Assistant Youth Building & Café Trainee Cleaning Assistant Youth Building & Café Trainee Admin Assistant APPENDICES 1. ARCHITECTS DRAWINGS 2. STRUCTURE OF THE ASSOCIATION The policy and general management of the Centre shall be directed by a User’s and Members Forum which shall not meet less than twice a year. Its membership shall comprise of Honorary Officers: President, Chair, Vice Chair, Treasurer, (who are also the respective officers of the Association) One representative appointed by each: Affiliated Group Section Statutory Authority 8 representatives of individual members The Users and Members Forum have delegated powers to the Trustees Management Committee to deal with the day to day running of the Community Centre. The Trustees Management Committee meets approximately once every six to eight weeks. The Secretary of the Trustees Management Committee is not an honorary post as they are paid a salary. The lease for the Community Centre is held by two holding trustees, the President of the Association – Warwick Lovegrove and David Leeks STRUCTURE OF THE ASSOCIATION Holding Trustees Cllr David Leeks Warwick Lovegrove (President) To hold lease of the Centre To preside over the AGM (President) Trustee Management Committee Chairman - Adrian Noad, Vice Chairman – Avril Burdett, Treasurer – Tony Flahive, Secretary - Nicki Barry, Elected Trustees - Pam Terry, Linda Mead, Chris Reader, Doug Horsley, Cllrs Musson, Tucker and Quelch To direct the policy and general management of the affairs of the Association as charity trustees, have the power to enter into contracts for the purposes of the Association on behalf of all members. Exercise on behalf of the Association any or all of the powers enumerated in Clause 3 of the Constitution. Tadley & District Community Centre Staff Manager – Mandy Atkinson Administration – Helen Middleton, Joanne Blunden, Jo Page Accounts – Nicki Barry Caretaker – Mark Endersby To manage the centre on behalf of the Trustees Management Committee and within the realms of responsibility determined by the Trustees Management Committee. Users & Members Group To provide a platform for consultation and discussion on policy and general management of the affairs of the Association and to act as a voice for the area of benefit in ensuring that the Association is achieving its objects enumerated in Clause 2 of the Constitution 3. LATEST FINANCIAL REPORTS & CHAIRMAN’S REPORT 2012/13 4. PROJECT SCHEDULE February 2014 Submit Planning Application March 2014 Submit Building Regulations application March 2014 Tender process commenced April 2014 Contractor appointed Summer/Autumn 2014 Work commences on site Revenue budgets agreed Launch event for community leaders Online presence / promotional video development Partnership development with other users Instruct interior design team and finalise fit out specifications Procure fittings Lettings list begins to firm up Spring/Summer 2015 Building completion 5. PUBLIC CONSULTATION 07/11/2012 Cllrs Slimin and Lovegrove hold surgery. Asked the question: Do you think we should have a Youth Centre in Tadley? Response: 67 Yes 1 No and 3 No answer 04/05/2013 Cllrs Quelch and Slimin hold surgery 02/06/2013 Tadley Town Council and Tadley & District Community Association have stands at Treacle Fair with publicity 06/07/2013 Cllrs Flahive and Moss hold surgery 20/08/2013 Press release sent to all local papers and radio stations 20/08/2013 Cllr Burdett did interview with BBC Radio Berkshire 22/08/2013 Article in Newbury Weekly News 29/08/2013 Article in Basingstoke Gazette 05/09/2013 Article in Basingstoke Gazette 05/09/2013 Article in Newbury Weekly News 07/09/2013 Cllrs Ballard and Moss hold surgery. Asked the question: Do you think we should have a Youth Centre in Tadley? Response: 10 Yes 1 No 03/10/2013 Architects hold briefing session with approximately 65 young people 03/01/2014 Tadley & District Community Association invite all the local parishes to a preview of the plans 04/01/2014 Tadley Town Council and Tadley & District Community Association hold a surgery with a preview of the plans 02 & 03/2014 Tadley Town Council holds ballot run by Electoral Reform Services 6. ESTIMATED RUNNING COSTS (Figures based on 43 percent of CC space unless *) Sales Income - Hall Hire Grants & Donations Vending Machine Commission Half Term Activities Youth Activities (inc café income) 10000 * 5185 57 148 * 19919 * 35310 Overheads Water Insurance Electricity Repairs - General Maintenance Service Contracts Licences Travelling & Training Subsistence Postage & Carriage Telephone Office Stationery Cleaning Subscriptions Office Equipment Gas Youth Club Net Profit/(Loss): 500 381 2423 3492 1915 213 319 308 84 205 1582 7481 171 726 2554 12742 * 35195 115 Notes: Water, gas and electric are anticipated to be significantly lower as the build is to be sustainable. Repairs are also anticipated to be significantly lower.