TOWN HALL & PREMISES COMMITTEE
Tuesday 19th February
7.45.pm
1. Apologies were received from Cllr A Coakley
Present: Cllr R Lumley [Mayor & Portreeve], in the Chair, Cllr Mrs Gold [Deputy Mayor & Portreeve], Cllr Mrs Coakley, Cllr Mrs Nettle, Cllr Mrs Winfindale, Cllr A Long,, Cllr R Ellard, Cllr C Thomas.
In Attendance: none
Officers: Lynda Small CEO, Vernon Anderson, Town Clerk
Members of the Public: none
2. Minutes
The minutes of the meeting of 9th December 2008 were approved as a correct record of proceedings, the meeting of January having been cancelled.
3. Clerk’s Reports
a) Unit 11. The tenants of Unit 11 reported a leak which at first seemed to come from the internal pipes and therefore their responsibility. It was eventually found to come from the roof and Shiptons were called out. It is a similar problem to one we have had before. Where the flat roof joins the sloping roof the prevailing winds drive rain up the join where the roofing felt does not go up high enough. This has now been rectified.
There were also missing and broken tiles from where youngsters have got on the roof and damaged the tiles. These were replaced.
b) Expansion Tank Leak. On Thursday a leak occurred in the roof of the lounge with the tiles below showing wet. After trying six plumbers where there was no answer, they were on holiday or they were too busy to attend, we got hold of Rick Cornell who came out. He found the filter from the expansion tank to the exterior overflow was blocked, so he cleared this. On Monday the leak occurred again but considerably worse and in the store cupboard holes had to be made in the ceiling to release the water. Rick came out again within a few hours and found the filter blocked again so he temporarily removed it. As he is not qualified to deal with gas boilers he suggested we contact BFEC as his opinion was that the expansion tank was not big enough. With these problems we now have air back in the radiators and only half the heat we should have. BFEC attended on Wednesday, said we should have a larger expansion tank and should be sending in a quote.
Cllr Ellard reminded the Committee that BFEC had renewed the expansion tank several years ago. The reasons for the filter blocking needed to be investigated.
4. Town Hall Items
a) One Stop Shop. We have had some meetings, one of which was supposed to sort out all the electrics and ensure that there were all done together and in the one lot of conduit. .Then along came the lift experts [5 of them] and you’ve guessed it, no one had thought about the electricity for the lift and where the wires will run!
The CEO had a meeting with the on-site manager to discuss some of the plans as they still do not show everything we have agreed. However it has been clarified that we will make the on-site decisions and after having the meeting most outstanding issues were resolved and the CEO is sure we can work together well.
The one aspect that we are not happy about is that they are now saying we cannot have automatic doors as the unit which is about four inches deep has to be sited immediately above the door, and with our door the ceiling level is immediately above the door and the pitch of the roof goes the wrong way. Having now spoken to the site manager and looked at the space in the roof, he is certain that a solution can be achieved,
A further update was available with the FGP agenda published today.
5 Pannier Market Items
a) Pannier Market Leases,
i) Unit 13/14. The reassignment of this lease is currently in the hands of the solicitors. When communicating with Vivian Carne the CEO said that the shower should be removed as it had been put in without permission. On Monday the CEO had an appeal from the tenants who do not wish to do this. Photographs were forward at the meeting.
Resolved. It was proposed by Cllr Long, seconded by Cllr Gold and unanimously agreed that the shower should be removed, complete reinstatement take place and an electrical certificate be supplied on completion. It was pointed out that the shower would not comply with regulations as there was no ventilation.
Cllr Long would obtain information on building regulations and electrical requirements for buildings. It was felt important to determine exactly what were the legal requirements with regard to the management of buildings.
ii) Unit 20. This is moving very slowly. Although Patterson Prior & Co were very keen and have stated to me that they are still interested they have not been out to inspect the premises. The secretary I have spoken to twice says that Mr P is currently working abroad. The other applicant Jane Cornbill has sent in some of the references required but is currently doing a business plan and trying to obtain financing. She wrote saying that whilst she would like to be in at the end of February, could she have March free of charge whilst she puts up shelving etc. We have now sent her a copy of the draft lease and asked her to get her solicitor to communicate with us.
iii) Oxfam Units. No recent communication had been received on this and the Mr Anderson had been briefed.
iv) Primary Care Trust units. This had just been chased up again and the new Town Clerk was attempting to make contact with the person handling this.
b) Progress report on remedial work in Pannier Market. Consideration of quotations received.
Three quotations had been received for the specified works and after consideration it was.
Resolved. It was proposed by Cllr Long, seconded by Cllr Lumley and unanimously agreed that the quotation received from Connell be accepted subject to negotiation.
c) 5 Year review, any issues for future agendas
It was agreed that there should be a review of all premises to look at; building condition, usage, legal obligations, lets and letting, correct procedures.
6. Finance
a) Summary of accounts. The summary of the accounts to the 31st January were received.
There being no further business the meeting was declared closed at 8.38.pm
Five Year Review 2004-2009
ACHIEVED
Drains, drains & more drains 2004-2008 and then a refund!
Stainless steel tables purchased for kitchen 2004
Brown chairs bought 2004
Searle/Fitzgerald property appraisal 2004
Plastering work done in unit 7 on 23 April 2004
Lounge bar area decorated and bar hatch fitted 2004
TH notice board placed outside at end of hall Jan 2005
Office took over management of town hall bookings and invoicing Feb. 2005
Grant £3.5k for films shows obtained, digital projector, screen etc bought in 2005
Hall floor sanded and hall decorated Easter 2005
Bus shelter mural painted 2005/6
Premises licence renewed under new regulations 2006
£18.25K development grant for TH bid 2006
Council Chamber and foyer redecorated and new carpet with insurance money 2006
Brian trained for car parking control 2006 [Admin and fines to CDC]
Computer Booking system purchased for office 2006
Woodworm treatment to Pannier Market units roofs 2006
New Road Toilet roof re-felted. Office, CC & kitchen flat roofs cracks in felting repaired and roof UV treated 2006
Unit 6 decorated 2007
TH external decoration 2007
£13K grant for green energy [not claimed] 2007
Display boards purchased 2007
Baby changing facilities installed 2007
Improved audio facilities in TH 2007
Glass tops purchased for Council Chamber 2008
One Stop Shop - disabled lift installed, office enlarged & refitted, new carpets, redecoration, cloakroom changed to interview room, etc. etc. 2009
NOT ACHIEVED
TH grant 2007
Video conferencing
ONGOING
PM repairs and maintenance
PM leases
Highlighting of parking markers in TH
Plumbing/heating problems