Minutes Town Council Property Committee - Monday 1 February 2010
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
Councillor C Letchford
Councillor M Morse
Councillor Mrs D Smith
In Attendance:
D Bent (Town Clerk)
498. Apologies for Absence - There were no apologies for absence.
499. Deferment of Business - (for comment by the public) - There were no members of the public present.
500. Members’ Questions - Councillor Weekes questioned the position regarding painting the front door of the Town Hall, the Chairman advised this was in hand. Councillor Vachon enquired on the position relating to the security light at the emergency access to the Charter Hall, the Chairman advised he would research.
501. Minutes - The minutes of the Property Committee meeting held on 14 December 2009 and the special meetings held on 7 December and 14 December 2009 were approved and signed on the proposition of Councillor Ms T Edwards, seconded by Councillor M Morse.
502. Matters Arising -
502.1 Battle of the Bands - The Clerk advised that he, with R Appleby, had submitted an article to the local newspaper seeking volunteers to serve on a management committee and had also written to the town’s organisations and a number of representatives had been appointed. The first meeting of the proposed new management committee to meet on 9 February 2010.
502.2 Former Castle Quadrate - Barbican Painting - The Clerk advised he had delivered this painting to Plymouth Auction Rooms with a reserve price of £250, estimated to sell at £300-£400. The auction would be held on 17 February 2010 and if the painting failed to sell it would be resubmitted at the following auction. He reported that he had informed Plymouth Museum of this action who repeated lack of funds for purchase and restoration of the same; noted.
502.3 Charter Hall Brochure - The Chairman referred to concept plans previously submitted to the Committee based on colour coding, blue for property and green for parks incorporating the Charter Hall business plan and objectives and the park’s leisure facilities. He sought in principle agreement to pursue with information inserted when available; on the proposition of Councillor D Weekes, seconded by Councillor Hodgson, resolved accordingly.
502.4 Building Condition Survey Schedule of Works - Councillor Leech advised he had produced a cyclical maintenance works schedule analysed into assets eg Town Hall, Charter Hall, Market Hall etc, which document would be costed subject to specification from the Caretaker based on a weekly operation. He reported that the next job would be the production of a planned maintenance work schedule for more complex works on the buildings; noted.
502.5 Town Hall Toilets for Disabled/Re-arranged Facilities - The Chairman reported plans had been submitted for building regulations and at the same time had issued full tender documents to four small companies to undertake this work in the current financial year. He further reported the Conservation Officer had looked at the plans and the scheme and required a letter from this Council detailing works, but commented, ‘No objections from planning viewpoint’. The Chairman sought authority to submit tenders to the Policy and Resources Committee when received; agreed accordingly.
502.6 Charter Hall Foyer - The Chairman reported no input from the cinema regarding any proposed alterations to the toilet block or works to the foyer. Councillor Leech advised that the College had offered information on suitable equipment for advertising screen/showcase through a DVD or laptop together with estimated prices.
Councillor Raymond recommended not using TVs, but normal monitor plus DVD and PC use for change of programmes. He suggested a company, Navaho, be consulted on suitable equipment, specialist screens and control box for use on a trial basis; Members acknowledged and it was agreed the Chair would pursue.
502.7 Charter Hall/Cinema Toilets - Cleaning Operation - The Clerk advised that the Caretaker had monitored the cleanliness of the toilets from December and reported an acceptable standard of cleanliness maintained by a new member of staff. Members noted and it was agreed that this responsibility continue with the cinema.
503. Charter Hall Entrance Doors/Vandalism - The Clerk reported that on 27 December a member of the public ‘fell’ into the panel on the left-hand side of the doors of the entrance of the Charter Hall breaking the glass. This man had been arrested and the Clerk, on behalf of the Council, had pursued damages through court and had signed necessary witness statements; the case was currently ongoing. He further reported that following consultation with the Council’s insurance company, the excess for repairs was £250 which equated to the cost of the repairs, so concluded to take no further action with the insurance company, but to await a court decision; Members noted the position.
504. Town Hall Lift Service Agreement - The Clerk reported that a service agreement had been taken out with Oakland Excelsior Ltd for four service visits a year with effect from July 2009. The company failed to attend in September and December and he had pursued a credit and requested an immediate service visit. A service engineer attended in January and expressed concern over the 400 kg sign which was misleading, but proved to be accurate. Members acknowledged the lift had broken down during a wedding, occasioned by too much weight on the lift, and a sign had been attached to the lift doors restricting the lift to two people. Members expressed disappointment at non-adherence to the agreement with a request that a credit be pursued; agreed accordingly.
505. Laptop and Projector - The Chairman acknowledged this and commented that he preferred to obtain a package with equipment to service proposed foyer display cabinet screens whilst lending itself to Powerpoint projection work.
Members opined that two different pieces of equipment were required for different purposes, but false economy may develop using wrong equipment. It was established that up-to-date software was required with a licence.
The Clerk reported that he had researched the purchase of laptop, projector and software through County central purchasing as a directive from the P & R Committee, at an approximate cost of £800 which equipment was requested for the Annual Town Assembly. Councillor Raymond recommended the purchase of a modern laser-light projector with good exposure and brightness to project distance at an approximate cost of £1,000 together with suitable Microsoft Office up-to-date software plus a good quality laptop which would include a copy of the latest Microsoft Office; he recommended Navaho for this equipment. Members concluded the Council to invest in IT with dual purpose laptop with the Clerk using it as his PC system as well as a docking station. Following discussion it was agreed that Councillor Raymond draw up a specification for submission to pursue quotes for submission to the Policy and Resources Committee.
506. Members’ Reports -
Chamber of Trade - Councillor Mrs Bickley advised that at the Chamber meeting the Trading Standards Officer and connections gave presentations about their work followed by an interesting discussion/debate on business rates and differentials across businesses in the town. The meeting offered a gloomy outlook for business in Okehampton based on weather, recession and the effect of the traffic lights.
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 Mrs Bickley, seconded by Councillor Morse, 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.
507. Tenancy Agreement Lower Market Hall
508. Town Hall Committee Room Tenancy Application
509. CCTV Okehampton Town Centre
It was resolved to come out of part 2 on the proposition of Councillor Morse, seconded by Councillor Ms Edwards, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 8.55 pm.