Minutes Town Council Property Committee - Monday 14 February 2011

Minutes Town Council Property Committee - Monday 14 February 2011

Monday, 18 April 2011 16:53

Minutes of a Meeting of the Okehampton Town Council Property Committee held on Monday 14 February 2011 in the Council Chamber, Town Hall, Okehampton at 7.00 pm

Committee Members Present: 

Councillor A Leech (Chair)
Councillor P Vachon (Vice Chair)
Councillor A Raymond
Councillor Mrs D Smith
Councillor M Morse (Town Mayor)
Councillor Mrs C Marsh (Acting Chair, Parks)
Councillor Mrs M McDonald (Chair, P & R)
           
Other Members Present:  
            
In Attendance:   D Bent (Town Clerk)
        

487. Apologies for Absence - Apologies for absence were presented on behalf of Councillors K Ball, Mrs K Bickley, D Weekes.

488. Deferment of Business - (for comment by the public) - There were no members of the public present.

489. Members’ Questions - Councillor Vachon questioned the size and erection of a sign in the new carpet sale premises in the Lower Market Hall.  He was informed due planning permissions had been pursued and granted.  Members concurred with his concerns and agreed to assess all future applications.

490. Minutes - The minutes of the Property Committee meeting held on 10 January 2011 and the working party meeting held on 24 January 2011 were approved and signed by the Chairman on the proposition of Councillor A Raymond, seconded by Councillor M Morse.

491. Matters Arising -

491.1 Charter Hall Foyer - IT Equipment - Councillor Raymond briefly explained the mechanics of the IT system and his request for pictures and text in Word form for downloading onto this system.  He also commented Councillor Ball was able to access, download and maintain the system with possible training for staff.  Members questioned a list of organisations who had been asked to submit information; Clerk to provide.

491.2 Charter Hall Brochure - The Chair reported no progress to date.

491.3 Merlin Cinema - The Clerk referred to discussions with G Greaves of Merlin Cinema in response to points raised at the last meeting.
 Toilets - more effort was being applied to cleanliness of the toilets, facilities had been repainted and repairs effected by Council staff.
 Sign - Mr Greaves stated he was awaiting a quotation for a sign on the Charter Hall foyer canopy announcing ‘Charter Hall’, further the broken light would be repaired and the scaffolding contractors re-charged.
 CCTV foyer - The Clerk advised Merlin Cinemas were experiencing problems with CCTV, but following repairs a trial camera would be installed.
 Internal repairs to cinema damp walls - Members were advised of improvements and the clearance of combustible material from behind the screens in the cinema with improved access and ongoing repairs to cinema structures.  With regard to the internal damp wall, it was agreed the Clerk discuss this with A McPhie with a view to installing a French drain to alleviate the problem.
 Toilet for Lower Market Hall - Chairman to explain in part two.

492. Town Hall Structure - The Chairman referred to a structural crack on the external wall of the Town Hall adjacent to the Charter Hall and he had installed Demac markers to measure any movement.  Measurements taken in February 2010 were compared with same taken in February 2011 which identified a small movement, but the Chair concluded this was a watching brief with no urgency to effect repairs; an annual report would be continued.

493. Fire Risk Assessment - The Clerk advised A Jones, Fire Risk Consultant, had attended the office on 9 February 2011 and would compile a report for submission to this Committee.

494. Capital Works - The Chairman advised of the following capital works outstanding with due budget provision or earmarked reserve available funds and invited the Committee to progress any of the projects.
a) Air conditioning/vent system Charter Hall £27,480;
b) Town Hall gas boiler £1,000;
c) Charter Hall foyer floor cover £3,000;
d) Charter Hall floor/drainage £10,000;
e) Toilets Charter Hall joint upgrade (cinema) £10,000;
f) Town Hall Council Chamber furniture £1,000.

Members examined each of the items as below.

Foyer floor cover - following the installation of the information screen, Members wished to improve this area with the introduction of promotional material for the town including a stand for leaflets, diary of events with the option for charities to use this area.  It was agreed floor covering was required with the option to cover the foyer of the cinema as part of an overall design; agreed the Clerk obtain sample floor coverings and costings. 

The meeting was concerned over the drain fronting access to the cinema foyer from Red Lion Yard and endorsed installation of a French drain.  Councillor Raymond referenced an interior designer to assist the Council in this work.  It was concluded that a working party be called for 23 February 2011 at 10.00 am to examine these options, the following Members to serve - Councillors Leech, Mrs Marsh, Morse, Mrs Smith.

Town Hall boiler - it was agreed to submit these funds as earmarked reserves towards the cost of a new boiler.

Town Hall Council Chamber furniture - the meeting also requested a suitable table design for horseshoe-shaped Council meeting facilities; Clerk to research and produce brochures with furniture options, this to be discussed at the working party meeting.

Charter Hall floor drainage - these funds be submitted to earmarked reserves for eventual works.

Toilets Charter Hall joint upgrade with cinema - ditto as above.

Air conditioning/ventilation system Charter Hall - the Chair referenced quotations received, but insufficient funds to effect the works, acknowledged comments that prices had fallen and it was agreed the Chair re-visit previous quotations received.

Whilst discussing energy, the Chair referred to photovoltaic energy systems using solar power and reported that he was meeting a representative on 16 February 2011 to look at the possibility of utilising Charter Hall roof for this system.  He advised he would report his findings back to Committee.
 
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 A Raymond, seconded by Councillor Mrs M McDonald, 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 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.

495. Town Hall Accommodation

496. Lower Market Hall Toilets

497. Lower Market Hall

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 8.10 pm. 

_________________
Councillor A Leech
Chairman