Minutes Town Council Property Committee - Monday 9 November 2009
Committee Members Present:
Councillor A Leech (Chair)
Councillor Dr M Ireland (Vice Chair)
Councillor Mrs K Bickley
Councillor Mrs C Marsh
Councillor P Vachon
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 Ms T Edwards
In Attendance:
D Bent (Town Clerk)
340. Apologies for Absence - There were no apologies for absence.
341. Deferment of Business - (for comment by the public) - There were no members of the public present.
342. Members’ Questions - There were no questions by Members.
343. Minutes - The minutes of the Property Committee meeting held on 5 October 2009 were approved and signed on the proposition of Councillor Ireland, seconded by Councillor Weekes.
344. Matters Arising -
344.1 Former Castle Quadrate - Barbican Painting - Following the valuation of this painting Members had sought suggestions for specialist auctions for Plymouth memorabilia, but without success. The use of a local auctioneer was considered with a preference for a specialist auction in Exeter eg Bearne’s. It was agreed to continue research through Bonham’s or Bearne’s to dispose of this picture.
344.2 Charter Hall Brochure - Members were reminded a working party had been formed to produce this document, however the Destination Marketing Plan had been developed with the idea of marketing the town, with Councillors invited to respond to action points and eventual submission to Committee.
The Chairman expressed concern the brochure was for the Charter Hall and promotion of its business and the working party should be collating publicity and marketing material together with photos and text and use a professional to deliver a document targeting Council’s business. Members were aware the Council was a business and could generate income from its facilities to offset the council tax whilst promoting the economy of the town and acknowledging Okehampton. Councillor Leech acknowledged wedding pictures, as information for this document, together with suitable script and on the proposition of Councillor Hodgson, seconded by Councillor Mrs Marsh, it was resolved that the Chairman and Clerk seek professional assistance in the production of a brochure for submission to the Committee and ratification by Council.
NB Members discussed the Destination Marketing Plan and agreed the working party report should be submitted to the Planning Committee.
344.3 Building Condition Survey - The Chairman advised this was an ongoing exercise and he would produce a series of schedules for works affecting the civic buildings; noted.
344.4 Town Hall Toilets for Disabled/Re-arranged Facilities - The Chairman presented in principle plans for proposals to alter the toilet layout in the Town Hall to install a facility for disabled. He examined options to install this in existing space, use of the store room at the side of the Charter Hall or modify the passage to allow egress from the building to alternative facilities. He submitted a sketch identifying requirements of DDA legislation and commented that each section would be small, but compliant following re-arrangement of sections and walls with access and doors. He invited Members to endorse the principle. On the proposition of Councillor Raymond, seconded by Councillor Ireland, resolved accordingly with sketch drawings submitted to an architect/architectural technician for proper drawings to be prepared for submission to tender.
344.5 Charter Hall Foyer - The Chairman advised he was awaiting further reaction from the College plus information on advertising screens and would report to the next meeting.
Charter Hall/Cinema Toilets - A question was asked relating to cleanliness of the toilets at this location and the Clerk advised that Merlin Cinemas had continued to clean these toilets and, with a new manager and new cleaner, the facility was much improved. However, Members were mindful that the Clerk had not adhered to a Council decision to which he offered apologies and reasons following discussion with Mr Greaves. Members also questioned the colour scheme in the ladies toilets and decision relating to this. The Chairman acknowledged the questions and agreed to investigate and submit a report to the next meeting.
344.6 Battle of the Bands - The Clerk advised of a conversation with R Appleby, referenced the constitution relating to management committee and requested details. Mr Appleby acknowledged a dearth of management members, confirmed that the Battle of the Bands was not a registered charity and he was willing to discuss this event with the Committee to maintain and promote it in Okehampton. Members were disappointed and agreed to invite Mr Appleby to the next meeting of the Committee on 14 December 2009, subject to the composition of an agenda for Members’ approval and forwarded to Mr Appleby prior to the meeting. The questions to include the following.
Battle of the Bands - is this a registered charity, was it ever registered? What is its status in pursuing donations? Were grants obtained on the basis that it had charitable status?
Accounts - the community would like transparency on finance, income and expenditure accounts as much public money is injected into this event. Where are profits going?
Constitution - is the committee following terms of the constitution?
Free entrance to events - acknowledge donations collected at park, concern over aggression of entry at events in Charter Hall.
Management committee - who are members? Who makes all decisions if not acting as committee? Following success of 2009 Battle of the Bands event was there a post-mortem meeting and plans for new year’s events. Is there a structured plan in place for next year?
345. Town Hall Structural Alterations - The Mayor referred to complaints about the colour of the front door of the Town Hall and requested alternative colour. Members concurred and agreed to ask the Conservation Officer for permission to paint it dark blue as previously.
Councillor Weekes also sought consideration for the installation of gates at the fire exit at the rear of the Caretaker’s office onto Market Street. Members acknowledged these were fire doors, but equally disgusted by constant urination and other activities at this location from revellers at the night club. Members noted a light sensor with a request for a brighter bulb to be installed and following discussion, on the proposition of Councillor Hodgson, seconded by Councillor Mrs McDonald, it was resolved that gates be not installed, however formal representations be made to the licensing officer at the Borough Council over this activity in connection with the licence for Rumours nightclub. Further, that the Clerk and Chairman produce a package to address this antisocial behaviour in the form of lights and any advice offered by the antisocial behaviour officer of the police.
346. Members’ Reports - None.
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 Ireland, seconded by Councillor Hodgson, 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 3 - Information relating to a particular occupier of accommodation provided by or at the expense of the authority.
Paragraph 9 - Any terms proposed or to be proposed by or to the authority in the course of negotiations for a contract for the acquisition or disposal of property or the supply of goods or services.
347. Market Hall Merlin Cinemas
348. Committee Room
It was resolved to come out of part 2, move back into part 1 and ratify all decisions taken in part 2, proposed by Councillor Mrs McDonald, seconded by Councillor Raymond.
Meeting closed 10.05 pm.
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