Minutes Town Council Property Committee - Monday 14th March 2011

Minutes Town Council Property Committee - Monday 14th March 2011

Tuesday, 27 September 2011 13:04

Minutes of a Meeting of the Okehampton Town Council Property Committee held on Monday 14 March 2011 in the Council Chamber, Town Hall, Okehampton at 8.05 pm

Committee Members Present: Councillor A Leech (Chair)

Councillor P Vachon (Vice Chair)

Councillor K Ball

Councillor M Morse (Town Mayor)

Councillor Mrs K Bickley (Chair, Planning)

Councillor Mrs M McDonald (Chair, P & R)

Other Members Present: Councillor M Davies

In Attendance: D Bent (Town Clerk)

564. Apologies for Absence - Apologies for absence were presented on behalf of Councillors Mrs C Marsh, Mrs D Smith and D Weekes.

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

566. Members’ Questions - There were no questions from Members regarding the workings of the Committee.

567. Minutes - The minutes of the Property Committee meeting held on 14 February 2011 were approved and signed by the Chairman on the proposition of Councillor M Morse, seconded by Councillor Mrs M McDonald. The minutes of the working party meeting held on 23 February 2011 were approved and signed by the Chairman and endorsed by Members. Arising therefrom - the Chairman submitted a carpet sample - Saxon 78 midnight with antistatic mat, noted as suitable; Members noted works involved and await developments.

568. Matters Arising -

568.1 Fees and Charges - Booking Forms - The Chairman referred to a question by Councillor Letchford relating to amendments to the booking form and adherence to procedures. He acknowledged an omission on the booking form which he reported had been corrected and invited other questions relating to procedures. A response from Councillor Letchford referred to discussions at previous meeting with a request to not pursue it further; noted.

The Chairman advised the staff were adhering to agreed procedures which were causing difficulties including an enquiry received on 14 March for a booking in December 2012 where payment was challenged.

The Clerk referred to a booking received on 8 February for an event due to be held on 25 February, the booking fee of £72 had been requested and paid. The event was subsequently cancelled on 15 February which was beyond the period for refund of payment, he sought direction from the Committee. Members acknowledged a fixed policy with limited flexibility on bookings, acknowledged inaccurate wording on the booking form and as this was a charitable event, on the proposition of Councillor Vachon, seconded by Councillor Mrs McDonald through an amendment, it was agreed that an unconditional refund be made with apologies on wording, advising this did not set a precedent for the future.

Members noted the reaction from hirers of the Council’s facilities over advanced payment, administration costs incurred and difficult PR with clients with relative inflexibility on bookings and it was agreed to monitor and record any complaints and to include this as an agenda item on each Property Committee agenda with further discussion by the new Council.

568.2 Charter Hall Brochure - The Chair advised he was still working on this project and would report at a subsequent meeting.

568.3 Town Hall Fire Risk Assessment - The Clerk advised a report following the assessment of the civic buildings would be available at 23 March for submission at a subsequent meeting, but Member and staff training would take place at that time and volunteers were requested. It was agreed that the Clerk plus staff together with Chairman and Councillors Ball and Davies would attend at 11.30 am on 23 March.

568.4 Solar Energy - The Chairman reported that Sun Farming had visited the Town Hall, taken measurements and received energy figures on the cost of heating the civic buildings; that company would assess practical application and viability of a solar system for the Town Hall and submit a report for consideration by Members in due course. Members questioned eligibility for grants by the local authority and the Chairman reported in the negative with comments from others that owing to rapidly progressing technology, the use of solar power be delayed. The Chairman concluded he would submit a report.

568.5 Charter Hall Foyer IT Equipment - The Clerk advised he had received a number of promotional CD’s for organisations from across the town advertising or promoting their activity on this facility. A letter from the Battle of the Bands wished to thank Council for the use of the facility.

569. Town Council Car Park Market Street - The Chair presented a proposal to improve this site through relocation of the waste bins, repainting the white lines and a general tidy up of the site including the provision of a parking bay for the Mayor with the remaining for tenants, developments were awaited.

570. Widgery Paintings - The Chairman presented a request from the U3A to take photographs of the Widgery paintings held in the Town Hall which would be used as a public exhibition in the Ockment Centre. Members acknowledged the Council had image rights over the paintings and could allow permission for exhibitions. As this was a late request on the agenda, Members agreed in principle subject to further details with the Council’s conditions that the following be attached to any public exhibition, ‘Image produced with permission of Okehampton Town Council’ or ‘Photograph copyright of Okehampton Town Council’.

571. Members’ Reports -

Town Twinning - Councillor Vachon reported a proposed planning trip to Craon in France at August 2011.

Museum of Dartmoor Life - Councillor Leech reported a meeting would be held on 15 March to discuss the general issues of the Museum including the future and possible closure. He explained the Tourist Information Centre would re-occupy existing offices for one year following which a transfer to the Museum may be effected, a decision on funding by the Borough was awaited.