TOWN HALL & PREMISES COMMITTEE

Minutes

Tuesday 11^th August

7.10 pm

1.         Apologies:  Cllr R Lumley [Mayor & Portreeve], Cllr R Ellard, Cllr A Long, Cllr A Coakley,

        Present: Cllr Mrs Gold [Deputy Mayor & Portreeve] - Chair

        Cllr P Harriman, Cllr C Thomas, Cllr Mrs Coakley, Cllr Mrs Winfindale.

            In Attendance:  None

            Officers: Vernon Anderson, Town Clerk

            Members of the Public:  None

2.         Minutes

The minutes of the meeting of 14^th July 2009 were approved as a correct record of proceedings.

3.         Finance

                   a)  Summary of accounts. The summary of the accounts to the 31^st July were received.

                   b)  Approval of Payments

4.         For Information – Film Show Event

The Portreeve has organised the following events to take place over the forthcoming months:

Tuesday 22^nd September 2009 ‘Umdomo Wesizwe’ - Carn to Cove

Friday 23^rd October 2009    ) – Comedy event - Carn to Cove

Friday 20^th November 2009 ) – Musical event - Carn to Cove production

Friday 15^th January 2010    )

Saturday 16^th January 2010 ) - Miracle Theatre – Community Pantomime

Sunday 17^th January 2010 )

Report received and noted

5.         For Information – Town Hall Redevelopment Planning Application

The committee is advised that the Planning Application for the redevelopment of the Town Hall has been approved with only 1 condition; that the development should commence before the 30^th July 2012.

Following the meeting of the THP committee on the 9^th June regarding Community Cafe use it is believed that better use of the space can be made by removing the existing wall between the bar room and the committee room and replacing this with a folding room divider and having cupboards built in along the back wall to what was the committee room. This will open up this area but allow for it to be flexible and will increase the size of the space for the committee room and bar area when the folding partition is closed.

A number of comments have been raised by The Ballroom & Sequence Dancers and its organiser Mr John Ashley regarding the restructuring of the Town Hall. No other group or individual has commented on the plans that have been on display for five weeks.

The Clerk and Portreeve will now meet with the Architect to draw up detailed plans for further consultation and costing up of the final project before going to tender.

Report received and noted

6.         For Information – Community Cafe     

            The Town Council has now received written support for this project from Callington Community College; Community Action Through Sport, Cornwall Council; SE Cornwall Extended Services Network and Callington Children’s Centre.

            At the TH&P meeting held on the 9^th June members raised concerns about the space being too small to facilitate a community cafe. After much consideration the Clerk, Portreeve and caretaker believe that there is a way to increase the footprint size from that originally proposed. This has been referred to in the second paragraph of the above report (item 5).

Report received and noted

7.         For Information – Film Show Event

Cllr Mrs Winfindale gave the committee a briefing on proposed film events and asked members present to give consideration to personally assisting at future events. Cllr Mrs Winfindale will distribute an up-to-date list via email.

Report received and noted

8.         For Decision – – Virement of Pannier Market Roof Capital Reserves

At the Town Hall & Properties (THP) Committee meeting held on the 12th May it was agreed to apply for planning permission to redevelop the Town Hall to facilitate access from the reception area through to the Council Chamber without impinging on the main hall itself

At this meeting it was recognised that the bar area as well as the kitchen areas would require remodelling and it is unlikely that the cost of the main project would stretch to including the internal refurbishment of these particular areas. The cost of this work could be as much as £30,000 but that amount at this stage is an indicative figure and would reflect the cost of high end equipment fit for purpose.

At the THP meeting held on the 10^th March it was agreed to investigate the cost of replacing the complete Town Hall heating system. As alternative quotes are yet to come in and are subject to confidentiality it is not possible to report the proposed cost of this work in open session. Once quotes have been received the matter will be referred to the Finance & General Purposes Committee for decision.

At the Finance & General Purpose Committee held on the 21^st July the committee considered raising capital from the sale of surplus land. As a result of this meeting the matter of virements was raised and it was suggested that the THP Committee consider making provision to vire capital from the Pannier Market Roof project to the Town Hall project to deliver the project as soon as possible.

Resolved

Proposed by Cllr Thomas, seconded by Cllr Mrs Winfindale and unanimously agreed to recommend to Full Council the virement of Pannier Market Roof Capital Reserves to meet any shortfall in capital funds set aside for the Town Hall building project, including the kitchen refurbishment and heating system.

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9.         For Decision – Toilet Lighting

The committee considered a quote to fit PIR sensors to both main toilets in the Town Hall. These will be timed to allow people to go about their personal routines in comfort. They will help reduce wasted energy whilst the toilets are not being used but are open for operational needs.

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Resolved

Proposed by Cllr Thomas, seconded by Cllr Mrs M Coakley and unanimously agreed to fit PIR sensors to both main toilets in the Town Hall.

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10.       For Decision – Remedial External Repairs Pannier Market

The committee considered a quote to repair the slate window sill outside the Red Panda and to remove defective render outside the Oxfam shop window and then re-render the affected part.

Resolved

Proposed by Cllr Thomas, seconded by Cllr Harriman and unanimously agreed to carry out the remedial repair work.

There being no further business the meeting was declared closed at 7:54.pm

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