Elwood to Hall. Option, without payment, for 5 years - to save money for improvements and secure Meryemana's long term future. In the interim, they propose to hold functions on a licence basis which would allow them to continue with improvements (with the IHCT's consent and risk).
Jackaman & SonsElwood writes. ICHT wishes ot be as flexible as possible for Meryemana's use of the church. Various option for lease. Trust would like to demonstrate that the church is being used after standing empty for so long. Need to bring Memorandum and Articles of Association up to date to reflect changes in Committee
Jackaman & SonsHandling the suggested amendments from the Charity Commission
Jackaman & SonsPoints to consider in draft constitution; article 3, amendment accepted by the Charity Commission; Article 16, should be no acceptable, with voting approach included; Article 30, number of Trustees; draft lease - comments on repair covenants
Jackaman & SonsPrinters to produce final copies of Memorandum and Articles of Association; identify the "Fonder" members; final details for registration
Jackaman & SonsCopies of legal documents provided; inventory of fixtures & fittings; consider carefully the Head Lease requiring maintenance of the building
Jackaman & SonsNow registered as a Charity; formalities still to be completed; Option Agreement in relation to the Lease with Ipswich Historic Churches Trust
Jackaman & SonsFoundation objects; adoption by Meryemana council of principles proposed; draft constitution; Ipswich Historic Churches Trust; submission to Charity Commissioners; issues over use of "Foundation" in a company name - a trading name instead?
Jackaman & SonsDiscussions with Mr Mellamphy; terms of tenure; proposal 21 year lease at £3,000 per annum with 3 yearly reviews; long lease recommended to justify expenditure on St Nicholas; alternatives suggested to lease structure; possibility to delay signing lease - 12 months potential; contact with Churches Trust; keeping legal costs low - estimates for likely expenses provided.
Jackaman & SonsDeed of Covenant and Schedule of Fixtures and Content [not present]. Option on lease to be exercised by 31 December - await instructions
Jackaman & SonsMr Elwood has spoken to Mr Hall of IHCT and provides a long explanation of their position with respect to obtaining a commitment and meeting the constraints of the Planning Consent gained earlier - an indication in the 9 December letter that unapproved work was being considered. IHCT is not willing to let things drift still more. His advice is:
- Ask Mr Hatcher for a realistic programme of work which can be undertaken over 5 to 7 years
- provide an approximate cost for each phase of the work; consider fundraising opportunities in that time
- liaise with Bibleway for a greater contribution
- decide what can realistically be done in 2 years, then ask for a renewal of lease,
- decide the level of rent you can afford over the initial 2 year period
Disadvantages to not having the Option renewed on a formal basis: 1. you are there on licence (i.e. on sufferance) and can be ejected at any time - the monies spend are then wasted; 2. the rent is not fixed and can be renegotiated at any time. Done well to raise funds so far. Suggested alternative to renegotiating the Option -lease for 5 years. Await results of Trustees discussions.
Jackaman & SonsSpoke to James Hall of IHCT at some length. Discussed options for the lease. If not taken up then the Trust not entitled to full possession of the church. Hence consent would be needed to use the church on every occasion. What are the Trust's plans for the lease?
Jackaman & SonsElwood writes. Bibleway and Meryemana discussion on use of St Nicholas. Request indication of income to assist in setting lease rent level. IHCT want information about the programme of work over the next 12 to 24 months in time for their next meeting. Risk exists that IHCT takes control of the Church and makes it available to organisations on a function by function basis, this could exclude Meryemana from a controlling interest altogether.
Jackaman & SonsWarwick Elwood explaining to Mr Sparks that the Meryemana Centre's creation b y a company limited by guarantee presents a different situation to that of a private Trust. Explains this and the relationship of the Trustees - copy of a synopsis produced by Dr Heley of Trustee duties enclosed. Covenant form to follow.
Jackaman & Sons