Note to:           Parish Council

From:              Peter Rowe

Date:               16 April 2008

Meeting Rooms Project

The purpose of this note is to set out in outline and seek comments on how the work agreed at the Parish Council on 19 March 2008 (Minute 4a) would be undertaken.

Objective

The objective of this project is:

• To carry out an audit of existing meeting rooms (available to the public for recreational purposes) covering their use and facilities. 
• To survey parishioners’ views on what additional facilities and activities should be catered for. 
• To place the findings before the public so that the Parish Council can update the Parish Plan (possibly as a supplement).

The immediate need for this information as part of the Parish Plan is to support grant applications by a number of meeting room providers.

Meeting Room Venues

Painswick

• Town Hall
• Upper hall
• Lower hall
• Offices (used exclusively by Parish Council)
• Painswick Centre
• Main hall
• Upstairs: Green room and Cotswold room
• Downstairs: Room (let on lease to Gloucester Guild) and other room
• Skittle alley
• Library Building
• Main hall (used by Library)
• Upper room

• St Mary’s Church
• St Mary’s Church Rooms (main hall and smaller room)
• Christ Church
• Christ Church hall
• Catholic Church
• Quakers Meeting Room

• Broadham Sports Ground Facilities (including Tennis club)
• Bowling Club (next to Painswick Centre)
• Recreation Ground (pavilion)
• Croft School

• Rococo Garden
• Painswick Golf Club
• Fishing Lake venue
• Falcon Hotel and bowling club
• Painswick Hotel?
• Richmond

Sheepscombe

• Village Hall
• Church
• School
• Pub?

Edge

• Village Hall
• Church

Slad

• Church
• Woolpack?

Facilities provided at meeting rooms

• Size of space (eg floor area and height)

• Seats (eg numbers and style)

• Extent to which publicly available (eg hours, regular/ad hoc)

• Presentation facilities (eg projection slides/computer images/film; and whether built-in; and effectiveness of curtains etc in daytime)
• Amplification facilities (eg microphone, music systems)
• Other equipment available (eg sports etc)

• Kitchen facilities (eg crockery / washing up / fridge & freezer / cooking)
• Bar (license/hours)

• Disabled access and facilities

• Appearance (eg state of decoration)
• Lighting (quality of daylight and artificial lighting)
• Heating (heating/ventilation/air-conditioning and its effectiveness)

• Accessibility (location and exterior lighting)
• Availability of parking (eg number of spaces, distance from venue)

• Foyer facilities (outside room itself)

• Storage facilities (for use of meeting room users)

• Toilet facilities (number, quality)

• Occupancy levels

• Whether staffed

• Entertainment license (coverage)

• Changes in above facilities over next 5-10 years (and status – eg planned and money paid set aside for, planned subject to funding, or just a wish list)

Requirements

Up to date list of names / addresses of parishioners

Costs

Travel

Telephone

Stationery (incl: paper, envelopes, labels, photocopying, postage)

Assume that any rooms required for meetings will be provided free of charge at Town Hall.

Expect that costs with exception of parishioner survey would be modest (say less than £30).

Parishioner survey: (say 1,400 households)

Paper, labels, envelopes and photocopying to be provided by Council.

Postage (+SAE).  Postage out could be mitigated by volunteers.