Minutes Town Council Property Committee - Monday 14 December 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 Mrs D Smith
In Attendance:
D Bent (Town Clerk)
R Appleby
404. Apologies for Absence - An apology for absence was presented on behalf of Councillor Ms T Edwards.
405. Deferment of Business - (for comment by the public) - There were no members of the public present.
406. Members’ Questions - There were no questions by Members.
407. Minutes - The minutes of the Property Committee meeting held on 9 November 2009 were approved and signed on the proposition of Councillor C Hodgson, seconded by Councillor D Weekes.
408. Battle of the Bands - Mr R Appleby (RA) attended the meeting to discuss questions endorsed by Members relating to the management and promotion of this event. Mr Appleby welcomed the opportunity to discuss it, explained it was the seventh year and he had struggled with members for a committee, however the event had blossomed into a very successful show with support from charities and the community at large.
Questions
1. Is it a registered charity? RA advised it had never been registered as there was no apparent benefit and more leeway as an independent operation. Members suggested he revisited the option to allow him to apply for more funds and grant aid.
2. What is status in pursuing donations? RA advised of no status, just the name of the Battle of the Bands. He explained donations were collected on the door at the Charter Hall and by bucket collection in Simmons Park. Members questioned over-zealous stewards in collecting contributions; he advised that the event was a self-help operation with responsibility to raise funds to meet expenses. RA explained it was an independent self-supporting charity, non-profit-making event with a little surplus ploughed into the following year’s event.
3. Were grants obtained on the basis that it had charitable status? No. RA explained the event had been successful in achieving Awards for All grants, but it was never declared a registered charity. Members reaffirmed the option to pursue charitable status to give transparency and rigour with a set of rules over and above the constitution.
4. Accounts, transparency required - RA explained the money received from grants meets the cost of the event. He acknowledged income and expenditure, but presented no accounts for tax or other purpose.
5. Profits - he explained surplus profits were ploughed into the system for the following year.
6. Constitution - a committee following terms of the same? RA explained it was difficult to get help.
7. Payment - RA explained no one was paid for work, but expenses were claimed.
8. Management committee - RA explained the Clerk and he were original members of this committee, but the Clerk had resigned and there was no adherence to the rules (copy constitution to Members).
9. Management committee - who are the members? RA explained he was the only member.
10. Who makes the decisions if not acting as committee? RA explained that he made the decisions.
11. Free entrance to events - this was addressed at point 2.
12. Battle of the Bands post-mortem and plans for new year’s events - RA explained he was too tired to address this in September and would plan in January.
13. Is there a structure plan for next year? RA explained he had started it, but wished to scale down his involvement in the event.
Members expressed concern over CRB check, working with youngsters, with a recommendation that RA pursued this. The Committee expressed deep concern over lack of a working committee and suggested members be drawn from community organisations across the town. It was agreed the Clerk discuss and prepare with RA a newspaper article inviting volunteers to this committee. Councillor Hodgson volunteered from the Town Council and it was noted that Councillor Ms Edwards had been appointed.
409. Matters Arising -
409.1 Former Castle Quadrate - Barbican Painting - The Clerk offered no progress.
409.2 Charter Hall Brochure - Councillor Leech expressed problems on researches and hoped to produce something for the next meeting.
409.3 Building Condition Survey - The Chairman advised he would prepare a report over the Christmas holiday and submit it to the next meeting.
409.4 Town Hall Toilets for Disabled/Re-arranged Facilities - Members examined plans submitted of proposals to re-arrange the layout of the toilets in the Town Hall to include the provision for a facility for disabled people. He explained the plans accorded with building regulations, but formal approval was required and he sought endorsement from the Committee to prepare a specification and submit to tender, the operation and works to be completed during the current financial year. On the proposition of Councillor Hodgson, seconded by Councillor Mrs Marsh, it was resolved accordingly.
409.5 Charter Hall Foyer - The Chairman referred to a meeting with representatives of the College relating to advertising screens and reported on their keenness to co-operate which would provide a showcase in the town centre to promote the school’s work. Councillor Leech indicated a cost of approximately £800 for screen plus computer with students willing to assist, manage and operate the scheme; fine details on costs were awaited.
Councillor Leech referred to a meeting with G Greaves (Merlin Cinemas) and advices that a Perspex screen be placed in front of any advertising feature and further that Mr Greaves was happy to include a CCTV camera on the foyer to watch this space. The Chairman reported that Mr Greaves was preparing plans to create two independent sets of toilets, one for cinema and one for Charter Hall in the space currently occupied by the facilities there. This would allow each organisation to be responsible for the cleanliness of their toilets; drawings and costs were awaited. Members referenced improvement works to the foyer floor and agreed to withhold depending deliberations on the provision of toilets.
409.6 Charter Hall/Cinema Toilets - Cleaning Operations/Colour Scheme - The Chairman advised the toilets had been painted some 18 months previously and he would arrange re-painting in due course. With regard to cleaning he, together with the Clerk, had been monitoring the cleaning operation, which had been satisfactory with one or two questionable occasions. However, considering the age of the conveniences and the use, he had sought an independent cleaning operation at a prohibitive cost. Councillor Leech further reported that Mr Greaves had requested an extension of cleaning responsibility by the cinema to minimise his costs to the end of January 2010. Members acknowledged this report, endorsed it with the Chairman to monitor cleanliness and report to the next meeting.
409.7 Town Hall Front Door - A response from the Conservation Officer advised permission was not required to change the colour scheme of the Town Hall front door. Members suggested high gloss blue colour paint be applied, the Chairman to determine.
410. Members’ Reports -
Chamber of Trade - minutes available in the Town Clerk’s office.
Twinning - Councillor Mrs Bickley reported of a presentation at Rotary from this organisation seeking financial support for youngsters to travel to the town’s twin town Craon.
Holditch Charities - it was noted that 28 grants had been awarded to various recipients.
Meeting closed 8.50 pm.