Agenda and draft minutes

It was proposed by Councillor Dent, seconded by Councillor Bickford to nominate Councillor Dent.

No further nominations were received. 

Following a vote it was RESOLVED to appoint Councillor Dent as Chairman.

Councillor Dent in the Chair.

It was proposed by Councillor Peggs, seconded by Councillor Dent to nominate Councillor Miller.

No further nominations were received. 

Following a vote it was RESOLVED to appoint Councillor Miller as Vice Chairman.

The Chairman 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.

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

A dispensation had been received prior to the start of the meeting from Councillor Stoyel.

It was proposed by Councillor Bickford, seconded by Councillor Bullock and RESOLVED to approve a dispensation for Councillor Stoyel to participate in any discussion and vote, on any business relating to Agenda Item 11 for this meeting only, as without the dispensation the number of persons unable to participate in the transaction of business would be so great as to impede the transaction of business.

Please note: Any member of the public requiring to put a question to the Town Council must do so by email or via The Guildhall no later than 12 noon the day before the meeting.

Members of the public are advised to review the Receiving Public Questions, Representations and Evidence at Meetings document prior to attending 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 Miller, seconded by Councillor Stoyel and RESOLVED the minutes from the Property Maintenance Sub Committee held on 15 April 2024 were confirmed as a true and correct record.

Members received the request from the Town Vision Sub Committee to consider the six Town Council Strategic Priorities under the Property Maintenance Sub Committee’s Terms of Reference.

Draft proposals had been worked up and included in the reports pack for Members input and consideration.

Members discussed the proposals and their relevance to the work of the Sub Committee.

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

1.  To note the Town Vision Sub Committee recommendation;

2.  To approve the business plan deliverables for the Property Maintenance Sub Committee, as attached;

3.  To note the Property Maintenance Sub Committee scoring for the first quarter was missed due to the late arrival of their deliverables.

The Town Clerk / Responsible Finance Officer gave a brief overview of the Town Council Five-Year Repair and Maintenance Plan together with the Services Committee budget statements.

It was RESOLVED to note.

Members reviewed the report included in the circulated reports pack and discussed whether an annual surface washdown and algaecide application were necessary now, given that many paint products contain a certain amount of algaecide and the Guildhall's exterior was recently redecorated.

Members discussed other Town Council properties and the need for review to ensure all properties are preserved and maintained.

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

1.  To proceed with the internal works (hallway and internal windows) by the appointment of Jones Building Group at a cost of £3,486.40+vat allocated to budget code 6740 GH Maintenance;

2.  To appoint Barron Surveying to project manage the internal redecoration works at a cost of 12% of the project value allocated to budget code 6418 Professional Fees;

3.  To proceed with an annual external washdown of surfaces and application of algaecide to the Guildhall by the appointment of Jones Building Group at a cost of £495+vat allocated to budget code 6460 GH Maintenance, subject to the products meeting the Town Council environmental policy and business plan and Barron Surveying confirming it is beneficial within the first year of redecoration works;

4.  To consider budgeting for annual external washdown for all Town Council properties at the Property Maintenance Sub Committee five-year plan setting meeting to be held on 28 October 2024.

Councillors Bullock and Dent declared an interest in the following agenda item and left the meeting.

Members discussed the report included in the reports pack and the recommendation from the Town Council's building surveyor to undertake a scope of works.

Following the scheduled installation of a new mural to the front elevation of the Heritage Building, further repair works had been identified. Members agreed a full scope of works would be appropriate to undertake to the front elevation of the building.

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

1.  To appoint Barron Surveying to prepare a scope of works for external repair and painting of the front elevation of the Heritage Building;

2.  To RECOMMEND to the Policy and Finance Committee the cost of £650+vat be allocated to budget code 6224 Professional Fees.

(Pursuant to Property Maintenance held on 12.10.23 minute nr 78/23/24c) 

Members discussed the report received and contained within the circulated reports pack on the progress made with Network Rail regarding a lease for the Waterside toilets and sheds.

Members were pleased with the engagement with Network Rail and their willingness to proceed with a 99-year lease.

Members discussed various possibilities for the area and the need for a project proposal to be drafted.

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

1.  To RECOMMEND to the Services Committee to be held on 10 October to provide delegated authority to the Town Clerk to further engage with Network Rail to start the 99-year lease proceedings for the Waterside toilets and sheds;

Subject to the Services Committee approval:

2.  To provide delegated authority to the Development and Engagement Manager to prepare a project report including any funding opportunities for the development of the Waterside toilets and sheds reporting back to 28 October 2024 Property Maintenance meeting;

3.  To revisit the project at the 28 October 2024 Property Maintenance five-year plan setting meeting.

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.

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.

None.

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

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

None.