Agenda and draft minutes

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.

None received.

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

None received.

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 Brady, seconded by Councillor B Samuels and RESOLVED the minutes from the Property Maintenance Sub Committee held on 14 August 2025 were confirmed as a true and correct record.

Members received and reviewed the Property Maintenance Sub Committee Business Plan Deliverables.

It was proposed by Councillor Miller, seconded by Councillor Stoyel and RESOLVED to note the scores for Q1 and delegate to the Town Clerk to score Quarter Two 2025/26.

Members reviewed and discussed the report included in the reports pack, with Councillor Bickford providing a brief verbal update on the progress of the feasibility study.

It was proposed by Councillor Brady, seconded by Councillor Bickford and RESOLVED to note the report and continue to maintain contact with Network Rail as required.

Members discussed the report circulated in the reports pack and agreed that, at this stage, altering the entranceway would not be beneficial. However, all were in agreement that the entrances would benefit from cleaning and repainting.

It was proposed by Councillor Brady, seconded by Councillor B Samuels and RESOLVED:

1.  To not proceed with the proposed alterations at this time;

2.  To approve the Service Delivery Department refresh the external entrance walls by repainting them in a colour that matches the existing exterior brickwork

(Pursuant to Property Maintenance held on 17.07.25 minute nr. 35/25/26)

The Assistant to the Town Clerk informed members that a detailed breakdown of costs for the previously considered Pontoon maintenance programme had not yet been received.

It was proposed by Councillor Brady, seconded by Councillor Bickford and RESOLVED to defer to a future property Maintenance or Services Committee meeting to allow for a detailed breakdown of associated costs and comparative quotes to be obtained.

Members reviewed and discussed the Buildings Condition Report and Forecast Budget Costs contained within the circulated reports pack.

It was proposed by Councillor Brady, seconded by Councillor Stoyel and RESOLVED to note the property condition report and approve the forecast budget costs against priorities one to three into the five-year plan.

The Finance Officer worked through the five-year repair and maintenance plan together for the year 2026/27.

Members carefully reviewed the report against the Building Condition Report and expressed concerns that the carpet recommendation provided by the building surveyor would likely incur additional costs for maintenance or replacement.

It was proposed by Councillor Brady, seconded by Councillor P Samuels and resolved to RECOMMEND the Town Council Five-Year Repair and Maintenance Plan to the Extraordinary Services Committee meeting to be held on 23 October, as attached, including the following amendment:

Guildhall Major Works

1.  Interior – Carpet Renewal / Replacement part of budget code 6470 GH EMF Guildhall Maintenance be increased from £750 to £1,000 to provide sufficient funds are available for maintenance / renewal.

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.