Agenda and draft minutes

The Community Hub Team Leader informed those present of the actions required in the event of a fire or emergency.

a.  To receive any declarations from Members of any registerable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

b.  The Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration.

a.  To receive any declarations from Members of any registerable (5A of the Code of Conduct) and/or non-registerable (5B) interests in matters to be considered at this meeting.

None.

b.  The Town Clerk to receive written requests for dispensations prior to the start of the meeting for consideration.

None.

Please note: Any member of the public requiring to put a question to the Town Council must do so by 12 noon the day before the meeting.

None received.

Please see a copy of the minutes on the STC website or request to see a copy at the Guildhall.

It was proposed by Councillor Bullock, seconded by Councillor Bickford and RESOLVED that the minutes of the Library Sub Committee held on 22^nd August 2023 were confirmed as a true and correct record.

Nothing to report.

The Finance Officer informed Members of the current budget statement contained within the circulated reports pack.

It was proposed by Councillor Dent, seconded by Councillor Bickford and RESOLVED;

1.  To note the budget statement;

2.  To vire £500 from 6900 Rates to 6904 Fire & Security Alarm to cover the over spend due to additional works to the CCTV system;

3.  To move budget code 6975 EMF Home Library Service under the Operating Expenditure now that the Home Library Service is an established and operational Town Council Service.

Members considered the Library strategic priorities to form part of the Town Council’s Business Plan Appendix – Activity Plan.

It was proposed by Councillor Peggs, seconded by Councillor Bickford and RESOLVED to approve the Library Sub Committee priorities as follows:

Health and Wellbeing

·         To provide a local venue for a range of free events and activities;

·         To continue to sign post residents and users of the Library to the relevant key stakeholders;

·         To continue to provide a safe and warm space to residents and users of the Library.

Climate Emergency

·         To ensure the Saltash Library building is well insulated when refurbished to reduce energy cost;

·         To continue to focus on Climate Emergency and support free events at the Library.

Recreation and Leisure

·         To continue to provide a Library and Community Hub Service for the community inclusive of the Home Library Service.

Ian of Bailey Partnership informed Members on the quote received and contained within the circulated reports pack.

Bailey Partnership confirmed the quote is inclusive of the updated design features and structural elements for the main curtain walling, white vertical blinds, curtain walling on the sides of the library building and replacement windows above the main entrance and plant room. All works are inclusive of the original scope of works advertised for tender.

Bailey Partnership advised that the curtain walling refurbishments can be done in segments, resulting in minimal impact to the operations of the Library Service.

Works are proposed to commence in January subject to manufacturing lead times, design calculations, and building control regulations being approved.

It was proposed by Councillor Dent, seconded by Councillor Bullock and resolved to RECOMMEND to Full Town Council:

1.  To appoint Horizon Architectural Glazing to supply and install a Reynaers curtain walled system to the library building to commence in the New Year 2024;

2.  At a total cost of £149,718.00+vat in line with their payments terms, as detailed in the submitted quote;

3.  To allocate against budget code 6971 EMF Saltash Library Property Refurbishment;

4.  The Library Service continue to operate at the library building during the works, subject to risk assessments and method statements being in place to ensure everyone’s safety.

Ian of Bailey Partnership summarised the detailed report and estimated robust costings provided and contained within the circulated reports pack.

Bailey Partnership spoke of the costs relating to the curtain walling requiring removal from the report as discussed and agreed under minute number 47/23/24.

Bailey Partnership propose the internal works detailed within the tender specification are indicative of a total amount of approx. £300,000 to £350,000.

Members discussed the shortfall and debated the priorities of works detailed within the tender specification.

Members agreed without individual costings for the reception, staff toilet, and fully accessible toilet they were unable to ascertain cost to be budgeted for the year 2024/2025.

Bailey Partnership advised Members to be mindful when appointing contractors independently due to the recent amendment to the Building Safety Act.

It was proposed by Councillor Dent, seconded by Councillor Peggs and RESOLVED:

1.  To appoint Bailey Partnership to carry out an individual cost exercise for the internal works at no additional cost to the Town Council;

2.   For Members to further consider the individual cost by way of email reporting at the next Services Committee and if appropriate to budget accordingly.

Members noted that the priority list for internal works are:

1.  Staff Toilet;

2.  Fully Accessible Toilet;

3.  Reception Area.

The Finance Officer informed Members of the interim budget statement for the year 2024/25 contained within the circulated reports pack.

Members discussed the budget setting for the year 2024/25.

It was proposed by Councillor Bullock, seconded by Councillor Dent and resolved to RECOMMEND the Library Sub Committee Budget Statement for the year 2024/25 including additional amendments to the Services Committee to be held on 12^th October 2023 as attached, subject to additional costs being received by Bailey Partnership for the internal works.

The Town Clerk informed Members on the report received and contained within the circulated reports pack.

It was proposed by Councillor Dent, seconded by Councillor Bickford and RESOLVED to ratify the spend of £411 and to vire £1,075 from budget code 6972 EMF Library Equipment and Furniture to 6910 General Repairs and Maintenance to cover the associated cost approved under health and safety.

The Community Hub Team Leader informed Members on the report received and contained within the circulated reports pack.

The Community Hub Team Leader spoke of a recent application for a DHSC Community Automated External Defibrillator (AED). 100 applications across the country will be selected for fully funded AEDs and 1,900 applications will receive partial funding.

Therefore, Members were asked to consider approving additional expenditure should the Town Council be successful in a bid for partial funding.

It was proposed by Councillor Bickford, seconded by Councillor Peggs and RESOLVED to approve expenditure up to a maximum of £1,000 allocated to budget code 6972 EMF Library Equipment and Furniture, subject to a successful bid for partial funding of a DHSC Community Automated External Defibrillator (AED) to be located externally at the Library.

To resolve that pursuant to Section 1(2) of the Public Bodies (Admission to meetings) Act 1960 the public and press leave the meeting because of the confidential nature of the business to be transacted.

Pursuant to Section 1(2) of the Public Bodies (Admissions to Meetings) Act 1960, it was resolved that the public and press leave the meeting because of the confidential nature of the business to be transacted.

None.

To resolve that the public and press be re-admitted to the meeting.

It wasresolved that the public and press be re-admitted to the meeting.

None.

None.