Phase 3 Open Day 16th December 2023 - downloadable version HERE
Notes made following the Open Day on 16th December 2023 at the Royal Oak re: Phase 3 of development
We understand that all comments from people who attended the open day are being collated for the HOTV management committee. However, if you would like to share your comments with a wider group in the village please do send them to us at communityhub@mail.uk Unless you ask otherwise all comments will be anonymous. It seems that a final decision needs to be made quite soon, so please don’t wait - let us have your thoughts now, so that we can offer the management committee as much help as possible. If you were not able to make the open day, please do still send us your comments and we will make them public, and bring them to the attention of the management committee.
Queries raised:
The Phase 3 plan has funding from a grant.
No one was querying the need to upgrade the toilets and provide disabled access.
A point was made that the plan had been available for some time and very few comments had been received. However, there is no record in the minutes of a decision to define the objectives of Phase 3, apart from a sketchy reference in the original business plan, which has been archived. This speaks to the point raised at our first meeting of the need for a well defined business plan providing a road map for decisions taken by the committee. See also the section below on “communication”.
Impact of temporary measures while building work is in progress
There could be an impact on the shop trading, and there would be an impact on already overstretched volunteers. Loss of income from the skittle alley, and possible loss of a return to skittling post work.
Scope for changing the plan as presented at the open day
It seems that funding offered by the grant is contingent on the overall disposition of spaces as shown in the current plan. Any significant changes would probably lead to the need to reapply for funding. It had been decided by the Management Committee that the grant application be confined to changes to the ground floor, excluding options such as improving access to the function room. Although the Parish Council has agreed to provide funds for a stair lift from CIL money.
A point was raised that perhaps less work could be done to the ground floor and looking to improve the access to the function room. Could this offer greater economic benefit to the business than the current plan, and had these comparative costings been discussed/documented.
While improving the toilets was a high priority, so was the need to continue trading sufficiently well over the next 3 years to service the loans. Would an option be to turn the focus to improving access to the function room with potential to generate income from that, leaving any major structural changes downstairs till the majority of loans have been paid and then reviewing plans for the ground floor. Any major structural changes made now could preclude any possible future changes to how the building is utilised, for example with regards to the skittle alleys. While no one disputes the need for improved toilet facilities, and possibly other changes to the ground floor, the business is only just surviving and is very dependent on the skilled input of staff and dedication of volunteers. If either of these are affected adversely even for a short time, it could be disastrous.
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Extension of area for eating
It was queried how the extension of the café is being justified on a cost/benefit analysis. i.e. what do records show regarding current bar food sales/covers per day and how exactly has the need for more café space being justified. Apparently there are written costings and these will be made available to myself to share with our Group.
How many extra volunteers would be required if eating space is increased?
Reduced size of stock room
The reasoning for this is that the current stock room is excessive compared to other community shops.
The committee acknowledged that a holding space would be needed for large deliveries. The plan is to build a shed either in the front of shop outdoor area, or in the car park. As goods are moved from the stock room to shop, then replacement stock can be moved into stock room. There would be a need to check stock as it is delivered, which presumably necessitate a volunteer opening and checking boxes as they are delivered. A point was made that the reduction of the size in stock room was a consequence of the need for providing an increased eating area. However no consideration seems to have been given to demonstrate that a smaller stock room will not adversely impact on the ability of the shop to generate enough profit to cover the very large debt repayments due over the next few years. Nor had the significant impact on volunteers of working within the proposed layout.
The committee felt that there is too much stock being held and some lines could be discarded, although there does not appear to be any data/stock records to demonstrate which lines are sitting in the stock room unsold and for what time scale. A stock take is planned for the new year.
From a volunteers point of view – moving stock is already challenging and stressed joints/backs have been reported with the current situation. Some volunteers are working long hours and changes in routine during building works and on completion was rather demoralising. A smaller stock room may exacerbate this. Having to go outside to replenish stock from the holding area would add extra stress. Some form of mechanical aid would be needed to transport stock into new stock room from holding area – this in itself would be space consuming.
Cold store
The reasoning for this is that having a cold store would remove need for fridges, which supported the rationale for reducing the size of the stock room.
This would be shared with the kitchen, and be accessed via the kitchen.
A query relating to hygiene regulations was raised by a volunteer. If the chef had prepared food stored in the cool room and volunteers were entering and exiting to collect chilled goods, this may present a food safety issue. Normally one would expect staff using a cold room to follow strict hygiene procedures and wear appropriate clothing/coverings.
Communication
Comment was made that consultation with the community regarding these big changes could have been improved, perhaps by way of an earlier public meeting as was stated would be happening in Management Committee meetings minutes of 14th March and 15th May, when two or three options were to be presented and comments invited.
Had a public meeting occurred as set out above, the Phase 3 plans would have been more accessible, with the choice of options and opportunities for public comment in advance of a final submission.
It was not clear to those supporting the pub/shop what any money raised/hours volunteered were contributing to. For example if £100 was raised from an event, was this going to paying off loans, funding some specific item, paying staff etc. More feedback into the community was felt to be needed.
The HOTV project has been celebrated as a huge award winning success which may have lead to complacency and a feeling that all is well. In fact given the financial situation and the lack of volunteers the project remains very much at risk for the next 3 – 5 years.
Links
The latest HOTV Accounts can be found HERE
The details of outstanding loans and repayment costs are right at the end of the Accounts document, or can be seen HERE