Minutes Town Council Property Committee - Monday 15 June 2009
Committee Members Present:
Councillor A Leech (Chair)
Councillor Dr M Ireland (Vice Chair)
Councillor Mrs K Bickley
Councillor Mrs C Marsh
Councillor D Weekes (Town Mayor)
Councillor A Raymond (Chair, Parks)
Councillor Mrs M McDonald (Chair, Planning)
Councillor C Hodgson (Chair, P & R)
Other Members Present:
Councillor M Morse
Councillor P Vachon
In Attendance:
D Bent (Town Clerk)
Declarations of Interest - Councillor Mrs K Bickley declared an interest under item 5.4 Matters Arising - Tablecloths.
77. Apologies for Absence - An apology for absence was presented on behalf of Councillor P Stunèll.
78. Deferment of Business - (for comment by the public) - There were no members of the public present.
79. Members’ Questions - Councillor Mrs Marsh questioned the position relating to tender process for cleaning the town’s toilets; Town Clerk to pursue as soon as possible.
80. Minutes - The minutes of the Property Committee meeting held on 6 April 2009 were approved and signed on the proposition of Councillor Hodgson, seconded by Councillor Weekes.
81. Matters Arising -
81.1 Charter Hall Foyer Replacement Doors - The Clerk advised that three sets of doors had been completed, the outstanding set to be installed week commencing 22 June 2009; Members expressed appreciation over the workmanship.
81.2 Town Hall Doors - DDA Compliance - The Clerk reported that improvements to the doors within the Town Hall had been completed, subject to painting.
81.3 Former Castle Quadrate Barbican Painting - The Clerk referred to discussions with the Museum Curator who advised this was a pastiche painting and the museum had little time to research its authenticity and valuation was subject to Bearnes. Members discussed retrieving the painting and seeking an independent valuation or pursuing a valuation through the television show, Antiques Roadshow, due to be staged from Morwellham Quay and on the proposition of Councillor Ireland, seconded by Councillor Mrs McDonald, it was resolved that the television show be consulted with a request that the painting be featured in the show. If affirmative, the painting to be collected from Plymouth Museum.
81.4 Tablecloths - The Chair advised of use of tablecloths in the Charter Hall at civic occasions and an option to purchase nine cloths from Councillor Mrs Bickley. He referred to the problem of laundering and storage and on the proposition of Councillor Weekes, seconded by Councillor Hodgson, it was agreed that nine cloths be purchased from Councillor Mrs Bickley at an approximate cost of £160, subject to clarification on purchase price.
81.5 Lower Market Hall - The Clerk advised that R Oughton was in the premises, trading with effect from 23 May, but acknowledged a number of problems including replacement windows and the hanging of a business sign on the premises; noted.
81.6 Charter Hall Brochure - The Mayor advised of discussions relating to the content of a new document including advertising, pictures and script relating to the Charter Hall and Simmons Park. Members acknowledged the objective to promote the Council’s hire facilities and awaited a report.
81.7 Civic Buildings Condition Survey - The Chairman advised that he would research existing surveys and submit a report to a subsequent meeting.
81.8 Renewable Energy for Devon - The Clerk advised this company had compiled a report on the energy potential of the civic buildings, specifically the Charter Hall and had recommended the introduction of Solar PV (photovoltaics) to provide energy for that building. The report submitted explained system costs, generation of kilowatts per year, annual revenue and payback periods, subject to grant, and options open for the Council. Members acknowledged the complexity of this topic and agreed the Chairman and Clerk continue researches for grant aid on this installation. Further, that the Committee examine other energy efficiency units eg replacement fluorescent lights and the parks research the use of alternative energy sources.
82. Charter Hall Foyer - The Chairman invited Members to examine options for the installation of a feature display at this location. It was suggested display cases be erected for the college, school and other organisations in the town to exhibit their works. Members suggested an interactive touch screen option be investigated with the option of employing an interior designer to produce a welcoming foyer for the Charter Hall and the cinema with a flow through both spaces. On the proposition of Councillor Ireland, seconded by Councillor Weekes, it was resolved accordingly.
83. Town Hall Lift - Lift Maintenance Contract - Members were asked to endorse an annual maintenance contract for this facility in the sum of £305 plus VAT from Oakland Excelsior Ltd; resolved accordingly, subject to clarification on insurance.
84. Charter Hall Kitchen Deep Cleaning - The Chairman presented a quotation for this work in the sum of £275 from K Davenport. On the proposition of Councillor Weekes, seconded by Councillor Raymond, it was resolved that the quotation be accepted.
85. Charter Hall Curtain Cleaning - The Chairman presented a quotation in the sum of £475 for cleaning and re-fireproofing of the curtains. Members questioned whether the fire retardant was still active and complied with the legal requirement and further questioned contracting this work out. On the proposition of the Chairman, seconded by Councillor Morse, it was resolved that the fire retardant impregnation be checked and, subject to its efficiency, the curtains be cleaned by direct labour following a risk assessment.
86. Members’ Reports - There were no reports from Members attending other meetings on behalf of the Committee.
PART TWO
ITEMS WHICH MAY BE TAKEN IN THE ABSENCE OF THE PRESS AND PUBLIC ON THE GROUND THAT EXEMPT INFORMATION MAY BE DISCLOSED (if any).
The Committee is recommended to pass the following resolution:-
“On the proposition of Councillor C Hodgson, seconded by Councillor D Weekes, it was resolved that under Section 100(A)(4) of the Local Government Act 1972, the public be excluded from the Meeting for the undermentioned item of business on the grounds that exempt information may be disclosed as defined in the paragraph given below from Part I of Schedule 12(A) to the Act”
Paragraph 8 - The amount of any expenditure proposed to be incurred by the authority under any particular contract for the acquisition of property or the supply of goods or services.
87. Charter Hall Ventilation System
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 9.30 pm.