SPECIAL HIGH WYCOMBE TOWN COMMITTEE 19 December 2011

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Wycombe Marsh Community Centre

Business Plan

2012 - 2017

Background In 2009 the Council developed a Community Facility Strategy that identified a number of deficiencies in community facilities within the unparished area of High Wycombe one of which was the Wycombe Marsh area of Ryemead. In the 2011 update to the Community Facilities Strategy (CFS) agreed by Cabinet in September 2011 this was still the case. In 2010 the High Wycombe Town Committee established a Task and Finish Group to identify potential schemes to meet the deficiencies in the town and one such scheme was at Wycombe Marsh on the St James’ development site. This business plan describes the detailed scheme being proposed to meet this deficiency and the way in which it will operate. Issues Wycombe Marsh is an area that has been extensively redeveloped with a large volume of residential housing. While the developers initially provided a unit for community use within the retail park, at the time there were no local groups established, which could take on the facility. As the development has been built out a new group, the Heart of Ryemead Community Association, (HoRCA) was formed and are now in a position to partner the Council in developing a community facility for local management and ownership. The Trades and Social Club has also entered into discussions to co-locate and share an integrated community building. This is because it has experienced a decline in membership and does not need its current sizeable facility. This, together with the increasing costs of maintaining an old building, is causing the club’s finances some strain. Participation by the Club in the scheme has the following advantages

- Provision of capital towards the scheme to the tune of £250,000 - Bringing existing use and members into the facility will help the balance sheet - Experience of managing all aspects of an existing community building - Willingness to participate in a merged Management Committee, comprising both the - Club, HoRCA and WDC Councillor representation

Location The site forms part of a mixed use development by St James at Wycombe Marsh comprising 60 to 64 residential units, up to 2,800 square metres of employment generating uses and up to 700 square metres of community uses with associated open space, landscaping, internal road, associated car parking, pedestrian, cycle routes and an ecological corridor. St James, the developers have provided the parcel of land for the community facility which is located in the heart of the new residential area and at the centre of this area of deficiency. This will be transferred to the District Council for £1 in January 2012 as per the S106 agreement. Kossway, commercial partners of the Trades and Social Club, will be responsible for organising the design and construction of the building, including securing planning permission.

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Consultation Consultation with residents was undertaken by HoRCA soon after it was established in 2006. St James also undertook resident consultation as part of the planning process. This is included in their Statement of Community Involvement for planning application 10/06865/OUT. The outcome of the consultation was support for the development of a community centre on the site.

Consultation has been undertaken on both the CFS and its recent update. Work to date has been undertaken in meetings involving representatives of HoRCA, Ward Members, the Trades and Social Club and Kossway. How it meets the Council’s Priorities The 2009 Community Facility Strategy and the 2011 update highlighted the Wycombe Marsh area as being deficient in community facilities. The development of this community centre will meet this shortfall in the eastern part of Ryemead Ward. See Appendix 1 for the Ryemead Ward profile from the CFS. This development will also meet the Council’s priorities in the Corporate Plan 2011-2015

• Delivering Value for Money (Pound) – a partnership with the Trades & Social Club means that the facility can be provided at a reduced cost to the Council

• Sustainably regenerating the area (Place) – this facility makes up a part of the overall regeneration of the Wycombe Marsh area. It also meets the aim of enabling the development of local sports, cultural and community facilities

• Engaging and working with our communities (People) – the community centre is being developed in partnership with the Heart of Ryemead Community Association and will deliver the type of facility that local people want.

Partners High Wycombe Trades & Social Club Kossways Automatics Ltd (working on behalf of the Trades & Social Club) Heart of Ryemead Community Association (HoRCA) Wycombe District Council Potential Customers Current Trades & Social Club members Ryemead residents Organisations which currently use the Trades & Social Club Mothers and Toddlers Group Groups for older people Retail Park employees and customers Other sporting and voluntary groups Design and layout The scheme is for a Community Centre with two halls with shared entrance and facilities – toilets, bar, kitchen office and storage. The two halls are arranged either side of an entrance foyer with the shared kitchen and bar between. There is a service access to the kitchen and bar at the rear to be separated from the

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public access to the main entrance door. Toilets are accessed from the entrance foyer so they can be used by either hall if one or the other is not open An office and small committee room will be available on the mezzanine floor. The site has car parking for around 24 cars and good access from the main A40. If overflow parking was necessary for any large events, there is a car park nearby at the retail park. Draft plans are included in Appendix 2 Timescale The land will be transferred from St James’ to WDC in January 2012 in accordance with the S106 agreement. Planning permission

Pre-application planning meeting – 12th December 2011 Planning application submitted – January 2012 Expected decision date – March 2012

Proposed build dates

Commission works to start April/May 2012 Build time – approximately 6 to 9 months Open by Christmas 2012

The Trades & Social Club need to vacate their current premises as soon as possible although there is no definitive deadline for this. SWOT ANALYSIS The Strengths, Weaknesses, Opportunities and Threats of this project are as follows:

Strengths

Strong support from local groups

Project is in the heart of the community

Will be able to offer a range of facilities i.e. two halls, one of which can be sub-divided into a smaller function room, bar, kitchen

Meets deficiency in the area

Partnership with the Trades & Social Club

Customers already able to transfer to new building from T&S Club

Good location off the A40 and by a vibrant retail park

New design to complement St James development

Great potential to increase Trades & Social Club membership

Potential to offer lunch time food and drinks to local businesses and local residents

Weaknesses

Projection of new users may not match forecast

Long-term viability of the Trades & Social Club

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Opportunities

Attract local residents who may currently travel out of the area for clubs / activities etc

Development will allow improved facilities for disabled / elderly

Development will allow additional facilities in the area for young people

Integration of new with old

Seek sponsorship from Retail Park Businesses

New housing development nearby

No similar facility within the catchment area

The construction will use building materials that keep energy cost down

Threats

Failure to secure adequate funding to progress the development

Energy costs increasing rapidly

Interest and support not sustained

Loss of Trades and Social Club as partners if project is delayed

Project Cost Kossway estimated costs for building the facility in two phases; with the first phase comprising the spaces needed by the Trades and Social Club’s members from day one, including communal facilities such as the toilets, kitchen and bar; and the second stage comprising the second community hall. All spaces would be able to be hired by any user with neither HoRCA nor the Trades and Social Club having exclusive use of any one space. With regard to all areas of the building for the members’ bar the Management Committee may decide that it is to be used by the members and bona fide guests or at the discretion of the Management Committee. The total cost of the new facility will be £435,500 broken down as follows: Shell build £210,000 Grounds works to drains footings oversite; Foundations/Oversite/Brickwork; Drains and Storm water connected from mains; Timber frame/glazing; Roof/windows all build works in connection; Raised Mezzanine floor; Roof finishes Fit out £138,800 Plumbing/electrical/mechanical; Under floor; Insulation and plaster; Joinery and Carpentry; Kitchen/Sanitary ware; Painting/decorating; Alarm/BT; Timber floor Services to centre from mains £10,000 Temporary power water cost for build works; M&E layouts; Main services connect to supplies; Gas; Electric; Water; BT Application/Professional Fees £17,475 Planning; Building regulations PC; Planning drawings; Working drawings; Structural calculation; Survey Professional fees Hard & Soft Landscaping £38,500 Roads; Car Park space paths; Landscaping – front & rear

Sub-total £414,775

Contingency based on 5% £ 20,738 Total £435,500

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There will also be additional costs in relation to furniture and fittings, kitchen equipment and the Bar and Cellar Fit out. The costs of fit-out of furniture and fittings and kitchen equipment will be met by local fund-raising and sponsorship, work on this has already begun and offers have been received. The bar and cellar fit out could be met by the brewery servicing the bar. The project funding can come from a combination of the following sources:

• Trades & Social Club contributing £250,000.

• A contribution of £100,000 from Special Expenses;

• Section 106 contributions of £60,940 from the Halfway House Public House on London Road for “community facilities having particular regard to needs generated by the development” which is payable upon commencement of the development

• Section 106 contributions of £26,616 from the Irish Club, Station Road, High Wycombe for community halls, also payable upon commencement of the development

• Future S106 contributions which may be accrued in the area

• A potential loan of £25-50k with the balance from Special Expenses reserves Financial Projections

1. Income

Projected income has been calculated based upon information from the Trades & Social about their current bookings, the potential occupancy of the building for bookings and potential bar receipts. The following table shows the potential occupancy of the building and the hire fees which may be achieved. This is based on the centre being available for 12 hours per day and for 364 days a year. This gives a maximum usage of 4,368 hours for each of the two halls. The potential charges for hall hire could be in the region of £15 per hour for the main halls or £10.00 per hour if hirers only want the smaller room which can be divided off from the bar area. These figures are comparable with the community rate charged currently at Castlefield Community Centre. The anticipated utilisation has been calculated using an estimate of the percentage occupancy based on that at other centres. NOTE – hall hire charges increases have not been factored in as yet.

Year 2012/13 2013/14 2014/15 2015/16 2016/17

Available hours 4,368 4,368 4,368 4,368 4,368

Maximum utilisation

Large hall £15 p/hr 65,520 65,520 65,520 65,520 65,520

Smaller hall £10 p/hr 43,680 43,680 43,680 43,680 43,680

TOTAL 109,200 109,200 109,200 109,200 109,200

Anticipated utilisation

Large hall 20% 30% 40% 50% 55%

Smaller hall 30% 35% 45% 50% 60%

Anticipated income

Large hall 13,104 19,656 26,208 32,760 36,025

Smaller hall 13,104 15,288 19,656 21,840 26,208

ANTICIPATED Hall Hire 26,208 34,944 45,864 56,600 62,233

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INCOME 2012/13 2013/14 2014/15 2015/16 2016/17

£ £ £ £ £

Hall hire 26,208 34,944 45,864 56,600 62,233

Bar and catering 75,000 80,000 85,000 90,000 95,000

Fund raising/sponsorship 2,000 2,000 2,000 2,000 2,000

ANTICIPATED INCOME 103,208 116,944 132,864 148,600 159,233

2. Expenditure Potential costs of running the building have been based upon the current budget for Castlefield Community Centre which is of a similar size to the proposed new community centre at Wycombe Marsh. The following table shows the projected costs for the next five years. The current rate of 4.8% CPI as advised by the Finance Department has been used for inflation. A 40% increase for utilities in Year 1 has been factored in followed by a 10% increase year on year as advised by the Energy Officer although this is only an estimate as the actual rate is difficult to estimate. The cost of stocking the bar increases each year as hall bookings increase.

EXPENDITURE 2012/13 2013/14 2014/15 2015/16 2016/17

£ £ £ £ £

Caretaker/cleaner 15,000 15,720 16,475 17,265 18,094

Bar Steward 5,000 5,240 5,492 5,755 6,031

Repairs and Maintenance 20,600 21,589 22,625 23,711 24,849

General maintenance 4,000 4,192 4,393 4,604 4,825

Gas 3,300 4,620 5,082 5,590 6,149

Electricity 6,600 9,240 10,164 11,180 12,298

Rates 6,100 6,393 6,700 7,021 7,358

Water 400 419 439 460 483

Insurance 900 943 988 1,036 1,086

Equipment 1,000 1,048 1,098 1,151 1,206

Bar stocks 10,000 12,500 15,000 15,500 16,000

Loan repayments * 5,000 5,000 5,000 5,000 5,000

GROSS EXPENDITURE 77,900 86,904 93,456 100,275 107,380

* Modelled as a loan of £25,000 from WDC, paid back over 5 years without interest. 3. Profit/Loss

2012/13 2013/14 2014/15 2015/16 2016/17

£ £ £ £ £

GROSS EXPENDITURE 77,900 86,904 93,456 100,275 107,380

INCOME 103,208 116,944 132,864 148,600 159,233

Profit/loss 25,308 30,040 39,408 48,325 51,853

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Appendix 1

Extract from the Community Facilities Strategy Update 2011

Ryemead

Ward population estimates 6,224

Transport accessibility – private car and public transport

Private car – slightly below average

Public transport – generally good

Total number of community facilities

Total number of ‘dedicated’ community facilities

Total number available for public hire

17

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Current provision

Following the closure of the Rye Centre as a meeting space in March 2011, there is currently just one dedicated community facility within the ward – the Friends’ Meeting House (CFRYE001).

There are however an additional 17 community facilities of which 8 are available for public hire. These include St John’s Ambulance hall, sea scouts hall, political/services clubs and sports clubs.

Deficiency analysis

• A geographic deficiency exists to the east of the ward around the Wycombe Marsh area.

• With a population of over 6,000, it would be expected that there should be more than one community facility to cater for the ward population. There is therefore a deficiency in numerical terms.

• There is a considerable size deficiency in the ward. For a population of over 6,000 there should be around 900 sq.m of community meeting space but there is only 150 sq.m.

Planned developments (as of 2011) The development at Wycombe Marsh will greatly increase the number of households in the ward. Phase 2 of the development is under construction with Phase 3 yet to begin. How can any shortfall be met? As part of the S106 agreement for Phase 3 of the development at Wycombe Marsh development an area of community land has been secured by the Council. The local community association – HoRCA – will be working with the Council to facilitate the construction of a new community centre on that land. This will then meet the deficiency in the east of the ward. Any contributions collected in the west of the ward can be used for improvements to other local facilities in order to increase their community use.

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Appendix 2

Building Designs

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