Windmill Community Centre

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Facilities

The multi-purpose Windmill Community Centre complex on the Hempton Road provides the parish with sports and recreational facilities. You will find it on the south side of the B4031 Chipping Norton road, on the western edge of the village and next to the Chinese chippy. (Note GoogleMaps and Streetmap are confusing - the arrow points closer in towards the village.) Access is well signed.

Outside facilities include: a six-acre playing field, used by Deddington's Town Senior and Junior Football teams and Cricket clubs; an all-purpose floodlit all-weather court; a six-rink bowls area for Deddington Beeches Bowls Club; three all-weather tennis courts; toddlers' and children's play areas; and Teen Scene area with a multi-use games area (MUGA), an aerial skateboard and a multi-pod. There is a floodlit car parking area, and a ramp to allow the disabled to access the ground floor.

Inside areas comprise: on the ground floor, a 19m x 9m (approx.) hall, marked out for badminton and a stage area (used for the annual village pantomime and travelling theatre companies); a 14.5m x 4m social and viewing area, facing the playing field; a committee room, 3.9m x 8.4m approx; a well-equipped kitchen; changing rooms, showers and toilets (including a disability toilet). On the upper floor are a 15m x 10m approx. meeting room, toilets and kitchen.

To hire any of the outside or inside areas, contact the Bookings Secretary, Joyce Minnear, on 01869 338529.

Deddington Parish Council has an office in the building which is staffed Wednesday (1–6pm), Thursday and Saturday (9am–1pm) by the Parish Clerk (tel/fax: 01869 337447, email: parishcouncil@deddington.net).

New Hire Charges

Contact the Bookings Secretary, Joyce Minnear, on 01869 338529 to book any area. New hire charges apply from February 2011 and are still current in 2013. These are as follows (charges per hour unless otherwise stated):

Category 1 (General)

Main sports hall

8am-5pm   £7.35   from 5pm   £9.05

Viewing lounge

8am-5pm   £6.80   from 5pm   £8.55

Committee room (price includes use of ground floor kitchen facilities)

8am-5pm   £6.20   from 5pm   £7.80

Hall/Lounge

8am-5pm   £12.00   from 5pm   £15.50

Upstairs hall (price includes use of upstairs kitchen facilities)

8am-5pm   £6.20   from 5pm   £7.35

 

Category 2 Deddington Clubs  (regular users)

Main sports hall

8am-5pm   £6.20   from 5pm   £8.00

Viewing lounge

8am-5pm   £5.65   from 5pm   £7.35

Committee room (price includes use of ground floor kitchen facilities)

8am-5pm   £5.15   from 5pm   £6.80

Hall/Lounge

8am-5pm   £9.80   from 5pm   £13.15

Upstairs hall (price includes use of upstairs kitchen facilities)

8am-5pm   £5.65   from 5pm   £6.80

 

Category 3 (Commercial)

Main sports hall

8am-5pm   £11.95   from 5pm   £14.90

Viewing lounge

8am-5pm   £10.80   from 5pm   £13.00

Committee room (price includes use of ground floor kitchen facilities)

8am-5pm   £8.90   from 5pm   £10.80

Hall/Lounge

8am-5pm   £20.60   from 5pm   £25.75

Upstairs hall (price includes use of upstairs kitchen facilities)

8am-5pm   £9.80   from 5pm   £11.95

Main hall Saturday   8am-8pm   £180

Main hall Saturday   8pm-midnight   £112.00

Whole building   £35.75 (p.h.)

A security deposit of £200 will be requested for bookings, refundable if no damage or nuisance is incurred during the hiring. The deposit will be held for seven days.

 

All-Weather Court

£12 per hour, plus £2.50 per hour (from September 2008 and still current in 2011) for floodlights. Under-16s £6 p.h. plus £2.50 per hour.

To make a booking, please contact the Bookings Secretary: Joyce Minnear, on 01869 338529.

 

Management

The Community Centre and its grounds are owned by the Parish Council and let to the Windmill Community Centre charity to hold on trust for the parish as a whole. Day-to-day running is devolved to an independent management committee (WMC). The 99-year lease was granted in 1988 for a £10 p.a. peppercorn rent.

The Charity's main objective quoting from the governing trust document is 'to hold upon trust the property known as the Windmill Community Centre for the purposes of a village hall for the use of the inhabitants of the parish of Deddington in the county of Oxford without distinction of political, religious or other opinions, including use for meetings, lectures and classes, and for other forms of recreation and leisure time occupation with the object of improving the conditions of life of the said inhabitants'.

The Management Committee is:

• Chairman: Mark Tyler 
• Minutes Secretary: Ria Betteridge 
• Treasurer: Jim Flux 
• Bookings Secretary: Joyce Minnear (01869 338529)
• User groups may nominate a member to sit on the committee.

The Trustees, who are appointed by the Management Committee, are:

• Richard Broadbent 
• Michael Liebrecht 
• Mary Robinson 

The centre is run by the WMC by means of committee meetings. Every organisation based in the parish may apply to become a member, and be represented at meetings. No person can become a member of the charity unless his/her application is approved by the trustees.

The committee is keen to accept offers of help from those who would like to contribute their effort towards running the Windmill. To emphasise, the composition of the Management Committee must reflect the interests of the community centre and the parish as a whole.

One of the trustees retires from office at each AGM and can offer him/herself for re-election. Annual reports and accounts are submitted to both the Charity Commission and Companies House.

The terms of the lease signed in 1988 appear in Appendix 4. In summary, the lessee (i.e. the WMC) must:

• pay its rent to the PC, as well as existing and future rates, taxes, assessments and outgoings;
• keep the premises in good repair and not carry out alterations without the consent of the lessor, and the premises must be in good condition at the termination of the lease;
• keep the premises insured;
• not assign the premises to anyone else or sublet.

The lessor (i.e. the Parish Council) undertakes to let the lessee 'peaceably hold and enjoy the demised premises during the said term without any interruption by the lessor … '. Only if the lessee fails to carry out its obligations under the lease can the PC step back into the picture.

So, the formal, legal relationship between the Windmill and the PC is simply one of lessee and lessor. The Windmill is owned by the PC; it is let to the charity which, in turn, devolves the day-to-day management to the WMC. It is the job of the trustees to ensure that the committee carries out its responsibilities. Copies of the trust document are held by the trustees and the Chairman of the Management Committee.

In 2003, in line with many similar organisations, the Windmill became a company limited by guarantee (Company No. 4862523). This is to protect the trustees from personal liability in the event of financial difficulties. The Charity Commission has granted the new company charitable status (Charity No. 1101528), and the PC has reassigned the lease to the company.

Routine maintenance at the centre is carried out by the village steward when he is available, as well as outside contractors, all paid for in full by the Management Committee. There is a public entertainments licence, for which there is an annual inspection by CDC covering smoke alarms, fire extinguishers, kitchen, disabled access etc., and there is also public liability insurance; and a performing rights licence.

Finances

The sole source of income is through lettings, and there are 25 groups and organisations, as well as individuals, using all areas of the centre and grounds on a regular basis (see Appendix 5 for list of users). The main objective is to provide facilities for the groups and organisations of the Parish of Deddington, and their hire charges are pitched at a community level. There are lower rates for regular bookings by Deddington clubs (starting at £6.20 p.h. for the small committee room) and a higher commercial tariff (covering Keep Fit, etc.), rising to £20.60 p.h. for the main sports hall (see tariff effective from February 2011 at the top of the page).

For information on the Centre's finances, please go to the Windmill Community Centre page at the Charity Commission.

A number of regular user groups (Tennis, Cricket, Football, Colts, Bowls and the Thursday Club) have a contract with the WMC and rates are reviewed annually. The income from groups using the outside areas, i.e. Football, Cricket and Bowls, is divided 50:50 between the Windmill and the PC. User groups are responsible for their own insurance, including for the sports pavilions.

The overriding aim is to make the centre available for use by the community, balanced by the need to pay its way. Since its resurfacing, the all-weather court, with marking for several different sports, is now kept locked and is available for hire at £12 per hour, plus £2.50 per hour for the use of the lights (under-16s £6 plus £2.50). To book the court, apply to the Bookings Clerk, Joyce Minnear (01869 338529).

There is a need to balance income from users sufficient to cover running costs of the centre, with what the user groups, particularly the Deddington-based and youth groups, can afford to pay.

A Health & Safety policy has been drawn up and a copy is kept in the kitchen for the guidance of users. H&S audits are carried out every year.

Improvements carried out since 2008 include: upgrading the lighting in the main hall in the interests of energy efficiency; and replacing the gas boiler, water urn and oven with more up-to-date and energy efficient models. The new gas boiler has already reduced gas usage considerably. Energy audits are continually being carried out to ensure the building is running as cost-effectively as possible. The main hall has been redecorated in a fetching shade of muted RAF blue.

CCTV Cameras

Enhanced cctv cameras were installed at the Centre in spring 2008 in an effort to curb ever increasing vandalism, particularly at the all-weather court. They are linked to a hard disk recorder which will give many hours viewing. The local Police carry out frequent, random sweeps at the Centre and are aware of known trouble-makers. The main trouble spot is the all-weather court where attacks on the fencing are extensive and involve the use of bolt cutters. The trespassers not only cut the fencing but leave the surface covered in litter, inconveniencing users and proving costly to the management committee to put right. We're on the case!

We have yet to come up with a solution to simplifying and updating the main entrance locks, but the problem is constantly under review.

 

 

Teen Scene Equipment

Also in spring 2008, a multi-use games area (MUGA), an aerial skateboard and a multi-pod were installed at the Centre, courtesy of a £20,000 grant from Cherwell DC. Deddington PC funded the remaining £8,000. The equipment was officially opened on 18 May by young Deddingtonians who had worked with the Parish Council on the choice of equipment: Ben Teare, Florence Spencer and Kayla Petty.

 

Future Projects

 

Wind Turbine

The Management Committee spent two years investigating the possibility of installing a wind turbine on the western edge of the playing field. You can find out more in Windmill Community Centre, Wind Turbine Project, Presentation to the Parish Meeting, 20 May 2008 (Windmill Community Centre, Wind Turbine Project, Presentation to the Parish Meeting, 20 May 2008). It was clear after the Parish Meeting presentation that residents of nearby Mill Close were opposed to the project and the next six months were spent trying to meet their concerns. In the expectation of having done this successfully, a planning application was submitted to Cherwell DC in December 08, but the number of objections meant that the Parish Council withdrew their support and the WMC subsequently withdrew the application. 

Solar Panels

The aim is still to provide the Centre with electricity from a renewable source, so reducing dependence on ever more expensive fossil fuels and lessening our carbon footprint. In March 2009 further research was undertaken to investigate the viability of installing photovoltaic solar panels on the south-facing roof. Planning permission was given for this but our application for grant aid to cover the £55,000 capital cost was unsuccessful. In 2011 the Parish Council decided to pay for the installation of solar panels: the feed-in tariffs available at this time make it a worthwhile investment of PC funds.

 

Development of the Facility

The committee feels that the facility needs to be expanded and in 2010 started looking into what the possible requirements of the centre might be in the next decade. A phased plan of development has been drawn up and may include: doubling the size of the main hall with a closable partitition; new showers and toilets; a new viewing lounge with a bar and accommodation for an onsite steward/caretaker/booking clerk. We are at a very early stage with this idea and, despite the fact that we live in straitened times, feel it is in the interests of the parish to be forward-looking. In 2013 the project has not progressed due to the economic climate,

 

Background

Phase 1 Early 1980s

On 31 March 1981, the Parish Council (PC) called an open meeting to discuss Oxfordshire County Council (OCC's) offer to let or sell the former Windmill Secondary School (except the strip of land fronting Hempton Road) to the PC for use as a community centre and playing fields. As a result a committee was formed, the Windmill Management Committee (WMC), representing the interested voluntary organisations (mainly uniformed organisations) This committee was asked to investigate the need for such facilities, and on 21 April 1981 it reported to the PC that there was indeed a real need, and that they were willing to manage the centre. The PC agreed to the proposal and provided £2,000 to cover the initial costs.

OCC then sold the strip of land at the front of the site to Rockwell Development, with planning permission for eight houses, and let the remainder of the school site with four derelict classrooms and a four-acre playing field at the rear to the PC for £1700 p.a. rent.

With the aid of a loan obtained by the Windmill Management Committee (WMC) from the Sports Council, the tennis courts were reconstructed. This loan was paid off by annual contributions from the new Tennis Club; and the playing field was brought into use for cricket. The classrooms were derelict and vandalised, but were repaired sufficiently to be used by local groups.

Rockwell realised that they had little chance of selling their new houses with such an eyesore within view, so they offered to demolish three of the four classrooms and refurbish the fourth so that it would look presentable from their site. The view of the WMC was that would leave them with insufficient room and suggested to Rockwell that perhaps they could build a new centre in exchange for an increase in the site for housing (now Mill Close and Murdoch Close). Rockwell were prepared to consider this so the Parish Council set up a working group (chaired by Rob Forsyth, with Richard Broadbent and Mary Robinson, then chairman of the PC) to negotiate with Rockwell. The working group negotiated a proposal with Rockwell which they then recommended to the PC.

Richard Broadbent, Mary Robinson and, far right, Robert Forsyth, who comprised the Financial Working Group, together with Wallie Walliker, MD of Rockwell Development, at the opening of the Windmill Centre in 1986.

In 1984 the Parish Council bought the site from OCC: as sitting tenants they were able to negotiate a favourable price: £21,500. The new hall opened for use in January 1986 (see Appendix 1 for a plan of the site).

Phase 2 Late 1980s

In 1985, however, Rockwell had taken out an option to buy the adjoining field, and suggested Phase 2 which would extend the housing over the original playing field and allow them to construct a new playing field to the west. Complex negotiations continued between the developer, the working group, OCC and the District Valuer (acting on behalf of the Parish Council at the recommendation of the District Auditor). Some Parish residents were concerned at the way the land was being valued and their concerns were put to the District Valuer. The deal was complicated by issues of access and covenants.

The end result was a six-acre playing field, now used by football, cricket, bowls club, etc., three tennis courts, and the sum of £777,000 in the Parish Council's bank. The BBC contributed £4,500 to the Parish for use of the village centre in the filming of Blott on the Landscape which, the Chairman requested, should be earmarked for the Windmill Centre.

The PC recognised that some of the funds would be needed to develop more facilities on the site, and to maintain and improve the building. However, the District Auditor determined that the WMC could not be given the money as they had no official standing, as the charity had not been set up at that time. The PC did not set up a separate Windmill fund, but rather administered the funds as part of their general accounts.

From the very beginning it had always been the intention for the WMC to apply for charitable status to manage the centre. This was granted in 1988 and the Management Committee continued to carry out the day-to-day operation, only now within the trust.

In May 1989 the PC called a public meeting and a ballot to decide on how the capital sum should be used There were 652 ballot papers, representing 48 per cent of the electorate. The consensus was for some capital to be spent on improving the Windmill, and the remainder to be held for future generations (for voting options, see Appendix 2).

The 1990s

In 1990, the PC set up a Parish of Deddington Trust, a committee of six trustees whose job it was to administer the fund. Three parishioners were elected by a parish poll and they were joined by three Parish Councillors. The trustees met several times to consider applications for funds from various organisations but, in January 1991, the Department of the Environment decreed that the trust was illegal and consent to the transfer of money to this trust was unlikely to be given. So the money had to stay with the Parish Council.

The presence of the capital in the bank, with the high interest rates at the time up to 15 per cent meant that the PC did not need to raise a precept for the years 1992-96 and had a reduced precept for the years 1996-2000. Over £500,000 is still invested, albeit with much lower returns (see Appendix 3 for a summary of what these funds have brought to the Parish).

Over the decade, the building was extended to provide a viewing area on the west side, and the bar which had been constantly vandalised was removed. The main hall was extended to provide a stage; the kitchen and Parish Council office were added; the roof was insulated, and car park lighting installed. Outside, the bowling green, all-weather pitch and sports pavilions were added. These were paid for by the Parish Council from the capital sum.

In addition, the WMC have paid for further improvements through grant aid:

• 2000: 100 chairs purchased
• 2001-02: central heating; car park relaying of block paving; upgrading of disability toilet.

In the 1990s, through profits from the Pantos and lottery funding the Deddington Players paid for upgrading the stage, lighting and sound equipment.

So this is the asset that the Parish has, an asset that is the envy of many other much larger parishes.

Appendix 1: Plan of the Windmill Community Centre

The tint shows the area managed by the Windmill Management Committee. The outside playing field areas are managed by Deddington Parish Council.

Source: Deddington Map Group (2000) Millennium Map, Cartographer Peter Terry

Appendix 2: Ballot on Trust Funds and the Parish of Deddington Trust

Mr R E Gooding, CDC, supervised the count on 21 August [1989] in the Parish Church. 652 ballot papers were returned, representing 48% of the electorate. The results were:

	Questions	Total votes recorded
1a	Do you prefer that the Parish Council should administer the fund as is the case now?	86
OR 1b	Would you like to see a Parish Trust?	455
OR 1c	Would you like to see a Charitable Trust?	98
2a	Do you think that the income only should be used?	272
OR 2b	That some of the capital should be used for once-off projects?	352
If a trust is to be set up … would you prefer that the trustees are:
3a	a Majority of Parish Councillors?	68
OR 3b	Half elected and half PCs?	313
OR 3c	Majority of elected trustees?	239

Mr Gooding advised that due account should be taken of the relative numbers of votes cast, as well as the actual results. For example, the answers to Questions 2a and 2b were close enough to suggest that the proportion of capital expended should not be too large. […]

Source: Deddington News, September 1989.

Appendix 3: Major Parish Fund Expenditure April 1990-2001

	£
1991-2 Acquisition of land for Bowling Green	12,790
1993: Windmill Centre building: Mainly expended on remedial work and major extensions	373,354
1993: Windmill Centre sports: Bowls green, all-weather pitch, sports pavilions, etc.	147,000
1995: Insulation to Windmill Centre	7,695
1996-97: Windmill Centre play areas (2)	38,000
2003: Provision of stewards' hut Conversion of rear entrance into storage area	700
Other Expenditure:
Clifton play area	8,600
Deddington church: toilets, kitchen, work to clock and illuminations	47,819
Hempton church: major repairs and upgrading	18,831
Grants to clubs, societies, etc.	37,872
Town Hall: upgrading and repairs	6,661
Footpath Hempton-Deddington and smaller amounts Clifton-Deddington	34,211
Holly Tree: mainly repairs of dangerous wall and some upgrading	5,621
Parish lighting: additional lighting for black spots plus	15,328
Litter bins	1,644
Bus shelters	5,624
Coat of Arms	6,612
Allotments: two water troughs	1,351
Cemetery: Millennium gate and wall	11,460

Source: 'Major Parish Fund Expenditure April 1990 to April 2001', Document by T. Clinch, then Chairman of Parish Council, with additions.

Appendix 4: Extract from the Lease and Trust Deed dated 22 February 1988 between Deddington Parish Council and the First Trustees of the Windmill Community Centre

[…]

IT IS HEREBY CERTIFIED that the transaction hereby effected does not form part of a larger transaction or series of transactions in respect of which the amount or value or the aggregate amount or value of the consideration exceeds the sum of £30,000 :

IN WITNESS whereof George Fenemore and John Cole being the members of the Lessor duly authorised to act and the Lessees have hereunto set their hands and seals the day and year first before written :

[…]

Appendix 5: List of Users at September 2007

• Babies and Toddlers Group
• Badminton Club
• Ballet School
• Bowls Club
• Boys' Brigade
• Brownies
• Colts Football
• Cricket Club
• Cubs
• Day Care
• Deddington News
  
• Deddington Players
• Deddington Town Football Club
• Friendship Club
• Guides
• History Society
• Musical Minis
• Oxford Baby College
• Parish Council
• Rosemary Conley Club
• Scouts
• Tennis Club
• Thursday Club
• Yoga
• Youth Club

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