Minutes Town Council Property Committee - Monday 7 June 2010
Committee Members Present:
Councillor A Leech (Chair)
Councillor P Vachon (Vice Chair)
Councillor Mrs D Smith
Councillor M Morse (Town Mayor)
Councillor Ms T Edwards (Chair, Parks)
Councillor Mrs K Bickley (Chair, Planning)
Councillor Mrs M McDonald (Chair, P & R)
Other Members Present:
Councillor Dr M Ireland
In Attendance:
D Bent (Town Clerk)
Declaration of Interest: Councillor Ms T Edwards, agenda item 8.1 Battle of the Bands, Councillor A Leech, agenda item 8.1 Battle of the Bands.
54. Apologies for Absence - Apologies for absence were presented on behalf of Councillors C Letchford, A Raymond and D Weekes.
55. Deferment of Business - (for comment by the public) - There were no members of the public present.
56. Members’ Questions - Councillor Vachon referenced the rotten windows facing Market Street in the Town Hall. The Chairman advised he was compiling a scheme of repairs for the Market Street elevation of the civic buildings including making and installing new sash windows.
Councillor Mrs Bickley asked the Committee to investigate costings for the installation of a webcasting system for the Council Chamber; noted.
57. Minutes - The minutes of the Property Committee meeting held on 6 April 2010 were approved and signed on the proposition of Councillor Ms T Edwards, seconded by Councillor Mrs M McDonald.
58. Matters Arising -
58.1 Charter Hall Foyer IT Equipment - The Chairman advised all the equipment ordered for this scheme had been received and a security box to fit the TV monitor was awaited, which would be installed soon and the IT equipment configured by B Isaacs for operational purposes. He reported the Council could plan the programme contents of this display media including advertising and promotion of the Council’s facilities plus, hopefully, a town diary. He looked to other organisations and community groups to support this venture, particularly Okehampton College who had agreed to construct the software; noted.
58.2 Paintings and Portraits - The Chair referred to a previous request for Members to consider the inclusion of the Council’s collection of paintings in the Public Catalogue Foundation catalogue. He explained the Council had refused due to security measures with an announcement of this Council’s assets. It was suggested it would be a useful exercise to catalogue and archive the pictures which were only of interest to Okehampton or Widgery collectors. Following discussion it was agreed to discuss this proposal with the Council’s insurance company and to seek advices from the police on security aspects and to further establish other organisations involved with this exercise; report to next meeting.
58.3 Charter Hall Brochure - A specimen brochure was presented, finished in burgundy background to match the colour scheme in the Charter Hall, approval on formal layout and content was sought. Members were disappointed with the quality of photographs and suggested that a professional photographer be employed to supply a series of photographs for selection and entry into a brochure applying the principles offered in this document. Councillor Ms Edwards to pursue a photographer with minimal charges.
58.4 Building Condition Survey Schedule of Works - The Chairman referenced comments in Members’ questions, reference Market Street repairs, acknowledged the crack on the outside of the Town Hall wall and ongoing researches including the cost of scaffold to complete these works; a report to be submitted.
58.5 Town Hall Toilets - Councillor Leech reported a contract had been awarded to Plane Quality to undertake these works and, despite attempts to complete the works early, the contractor advised that this work would be complete August/September; noted.
59. Lydford Artists’ Day - A request from M Stephens-Hodge to hire some of the Council’s Widgery paintings was presented. Mr Stephens-Hodge proposed to promote a display of Widgerys at Nichols Hall, Lydford on behalf of the Dartmoor Society and would meet all costs involved in this exercise. Members were nervous over release of the paintings to a public exhibition, acknowledged the security proposed and it was agreed the Clerk undertake research on insurance, risk assessment and method statement for the transportation of the paintings; report to next meeting.
60. Oakland Excelsior Lift Ltd -
(i) The meeting was asked to endorse a maintenance contract at a cost of £323.30 for the year 2010/11, on the proposition of the Chairman it was resolved accordingly.
(ii) The Clerk presented a report from Bureau Veritas on the lift together with recommendations for works. He reported that the engineer would attend on 8 June for service and he would discuss the recommendations with that representative and report thereafter.
61. Members’ Reports -
Report of the Battle of the Bands meeting held on 5 May 2010 was presented and noted.
Councillor Ms T Edwards reported on a meeting held on 11 May 2010, she said sponsorship had been secured from a number of the town’s organisations, a healthy reserve of £3,500 was held to commence the year’s operation, traders were advertising in brochures with one issued for each heat in the Charter Hall; advertising commencing 10 June to encourage bands to attend this competition. She concluded that a big prize was proposed for best band produced by the competition.
Okehampton Museum - Councillor Leech explained that the museum was concerned over funding and would be looking at changes to its operation; noted.
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 M Morse, seconded by Councillor P Vachon, 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.
62. Town Hall Accommodation
63. Rent Reviews
It was resolved to come out of part 2 on the proposition of Councillor P Vachon, seconded by Councillor Mrs M McDonald, move back into part 1 and ratify all decisions taken in part 2.
Meeting closed 9.56 pm.