TOWN HALL & PREMISES COMMITTEE
Minutes
Tuesday 9th June
7.00.pm
1. Apologies: None
Present: Cllr R Lumley [Mayor & Portreeve], Cllr Mrs Gold [Deputy Mayor & Portreeve], Cllr A Coakley, Cllr R Ellard, Cllr C Thomas Cllr Mrs Coakley, Cllr A Long, Cllr Mrs Winfindale.
In Attendance: None
Officers: Vernon Anderson, Town Clerk
Members of the Public: None
2. Election of Chairman
Proposed by Cllr Mrs Gold, seconded by Cllr Mrs Winfindale and unanimously agreed that the Portreeve Cllr R Lumley be re-appointed as the Chairman of the Town Hall & Premises Committee for the civic year 2009 - 2010
3. Election of Vice Chairman
Proposed by Cllr Thomas, seconded by Cllr Ellard and unanimously agreed that Cllr Mrs K Gold be re-appointed as the Vice Chairman of the Town Hall & Premises Committee for the civic year 2009 - 2010
4. Minutes
The minutes of the meeting of 12th May 2009 were approved as a correct record of proceedings.
5. Finance
a) Summary of accounts. The summary of the accounts to the 31st May were received.
b) Approval of Payments
Mrs Winfindale declared a personal interest in the payment for Easter Decorations
Payments for approval 9th June 2009 |
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FGP |
7049 |
Sage UK Ltd |
Instant Payroll Solution |
£185.00 |
£27.75 |
£212.75 |
TH |
7050 |
Opus Energy |
Unit 20 electricity |
£0.46 |
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£0.46 |
FGP |
7051 |
ABBA |
Annual subscription |
£96.00 |
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£96.00 |
FGP |
7052 |
Ikon |
Photocopier Lease |
£260.00 |
£39.00 |
£299.00 |
FGP |
7053 |
Avalon Software |
Software Licence & support |
£295.00 |
£44.25 |
£339.25 |
TH |
7054 |
D Winfindale |
Easter decorations |
£60.58 |
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£60.58 |
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£897.04 |
£111.00 |
£1,008.04 |
6. For Information - Proposed Internal Redevelopment of the Town Hall
The Planning application for the redevelopment of the Town hall has now been submitted to Cornwall Council for due consideration
Report received and noted
7. For Decision – Future Use Of Town Hall – Community Café
The committee considered the proposal to put forward a bid for SITA funding to refurbish the kitchens and bar facilities. In order to possibly secure this type of funding the committee discussed allowing free use of the town hall bar area as a community café for use by Callington groups such as PACT, Callington Children’s Centre, Callington College, Community Action Through Sport, Cornwall’s Councils Extended Services and the Lions Club (Leo Club).
Lots of issues were discussed during the debate, these covered such areas as:
Potential noise issues affecting other user groups of the Town Hall
Free use versus paid bookings for use of the bar facilities
Access – clashing with other Town Hall events
Security
Ownership issues regarding to equipment funded through other groups
Clashing with the Youth Club facilities
Volunteers losing enthusiasm to maintain the café facilities
Size of the café in terms of numbers it can accommodate
Members also discussed the idea of funding the full cost of the Town Hall Project through its reserves and it was suggested that a section of land could be sold off to offset the overall cost of the project.
Another idea that came forward was to operate a small café through a scheme to rehabilitate people with learning difficulties.
Resolved
Proposed by Cllr Long, seconded by Cllr Thomas that the Clerk investigates funding the project from the reserves and that he researches the possibility of operating the kitchen through a scheme for people with learning difficulties prior to bringing the matter back to this committee for further discussion.
An amendment to the first proposal was proposed by Cllr Ellard, seconded by Cllr Mrs Coakley and agreed by majority (2 against) that the clerk also investigate funding the overall project from reserves.
The committee then voted on the original proposal to include the amendment which was carried unanimously.
8. For Decision – Town Hall Free Use; Autumn Show
Mr Andy Frost wrote to the Town Council (via email) asking that the Autumn Show be allowed free use of the Town Hall as over the past years they have been running at a loss.
They also asked if they will be awarded a grant of £250 as usual towards the running of the show. The committee was advised that this award of grants comes under the remit of the Finance & General Purposes (FGP) Committee and as such should refer this specific matter to that committee and if so wishes may refer the matter of free use to the FGP Committee as well because in effect is an extension of its original grant funding.
They also asked that the Allotment Holders Trophies be presented at the Honey Fair so that it does not interrupt the afternoon. Cllrs Mr & Mrs Coakley declared a personal interest as members of the Launceston Road Allotment Association.
Resolved
Proposed by Cllr Long, seconded by Cllr Thomas and agreed by the majority that the committee agrees in principle to the free use;
and that the matter of the grant be referred to the Finance & General Purposes Committee;
and that the Clerk should to explain the requirements of Section 137 funding to Mr Frost in relation to the matter of continuing to hold the Allotment Trophy awards ceremony at the Autumn Show and the outcome of this meeting be reported to FGP Committee when they make their decision regarding the grant funding.
There being no further business the meeting was declared closed at 8:30.pm