Minutes Town Council Property Committee - Monday 27 July 2009
Committee Members Present:
Councillor A Leech (Chair)
Councillor Dr M Ireland (Vice Chair)
Councillor Mrs C Marsh
Councillor P Vachon
Councillor D Weekes (Town Mayor)
Councillor A Raymond (Chair, Parks)
Councillor Mrs M McDonald (Chair, Planning)
Other Members Present:
Councillor Ms T Edwards
In Attendance:
D Bent (Town Clerk)
173. Apologies for Absence - There were no apologies for absence.
174. Deferment of Business - (for comment by the public) - There were no members of the public present.
175. Members’ Questions - Councillor Mrs Marsh questioned painting of the eaves of the Market building, the Chairman advised he would report later in the agenda.
176. Minutes - The minutes of the Property Committee meeting held on 15 June 2009 were approved and signed on the proposition of Councillor M Ireland, seconded by Councillor D Weekes.
177. Matters Arising -
177.1 Charter Hall Foyer Replacement Doors - The Clerk advised the doors to the Charter Hall had been installed on 21 July which completed the operation, however there were problems with the electrics on the automatic doors facing Market Street, which had been reported to the suppliers who would replace the electrics and install a fail-safe system; noted.
177.2 Former Castle Quadrate Barbican Painting - The Clerk advised he had collected this picture from Plymouth Museum, which Curator had reiterated comments that the painting was valued at £200-£300, with a lot of work required to restore it. He further reported that the painting would be valued in the Chamber on 28 July; with a second valuation from Plymouth Museum, figures to be reported to Committee.
177.3 Charter Hall Brochure - The Mayor reported on a number of difficulties in completing this exercise, questioned budget provision and suggested a professional company be engaged to undertake the exercise. The Committee acknowledged a degree of input through pictures and advertisements through the working party, questioned a specific brief to include the park and Town Hall and suggested a business plan be compiled to identify the content of the document. On the proposition of Councillor Ireland, seconded by Councillor Weekes, subsequently amended, it was resolved that a sub-committee be formed to produce a business plan working on an integrated marketing approach, identifying objectives for marketing of the Town Council’s facilities including the park. The sub-committee to comprise Councillors Leech, Ireland, Ms Edwards, Vachon, Raymond; it was noted that £1,500 had been included in the budget for advertising and promotion of the Council’s facilities.
177.4 Building Condition Survey - The Chairman advised that he was personally working on this survey and was assessing the condition of the Council’s buildings.
177.5 Town Hall Lift Inspection - The Clerk advised of a statutory engineering inspection due on the lift at an annual charge of £247 from Aviva (Council’s recognised insurance provider). The Chair advised of a legal requirement to undertake this work and on his proposition it was resolved accordingly.
NB Chairman requested the lift be used more frequently and during service, the engineer to test the capacity in the specification, proper signs placed on the outside advising of these limits.
177.6 Charter Hall Foyer - The Chairman referred to a meeting with the Director of Merlin Cinemas and discussions relating to improvements to the foyer. Mr Greaves offered carpet samples, endorsed the introduction of display features in this common area, but expressed concern over dating advertisements and further offered to manufacture suitable material for display on a computer screen promoting the Council’s facilities or College/School projects/schemes as discussed by Committee. The Chairman advised that these operations were used at the other cinemas.
The Chairman advised of discussions relating to remodelling the central toilets around the cinema, discussed the cleanliness of the facility with a deadline for Merlin Cinemas to reach a standard of cleanliness by September, failing which the Council would employ cleaners and re-charge the cinema.
The Chairman referred to discussions about the eaves of the Market Hall and responsibility for repairs and redecoration and advised it was the Council’s responsibility and whilst that work was being carried out Merlin Cinemas would address the cladding problem. It was agreed improvements to Charter Hall foyer would be examined at a subsequent meeting as Merlin Cinemas had supported the concept of a screen display.
177.7 Public Toilets - Notes of a meeting with West Devon Borough Officers relating to the submission of tenders for cleaning the toilets in Okehampton were submitted to the meeting. The notes advised of the procedure, standards of cleanliness expected on a new contract, this Council’s contribution and the nil contribution from the Borough Council towards this work with an option for the Town Council to submit a bid to undertake the work.
Members were disappointed of a nil contribution from the Borough, questioned double accounting and suggested that the operation was not viable on this basis. Members questioned standards of cleanliness and withholding payment to address this, further noted the option for the Council to undertake the contract for a period of 12 months on a trial basis, which was dismissed, with a desire to monitor cleanliness over this period by other contractors. On the proposition of the Chairman, seconded by Councillor Weekes, it was resolved to take no further action and to advise the Borough Council that this Council would monitor cleanliness of the toilets and withhold their contribution if standards were not achieved.
178. Town Hall External Redecoration - The Clerk advised that staff would repaint the first and second floor front windows of the Town Hall, a scissor lift had been hired with C Brown licensed to operate, street licences and chapter 8 barriers had been obtained, paint ordered and works to commence on 4 August for a period of 2 weeks. It was noted a risk assessment would be carried out and the Chairman would visit the premises to assess repairs as work progressed.
179. Members’ Reports -
Museum - Councillor Leech advised of the small profit made by the Museum, however that organisation would have to diversify or close to concentrate on Dartmoor as a feature; noted.
Meeting closed 8.45 pm.