Agenda and minutes

The Chairman informed those present of the actions required in the event of a fire or emergency.

It was proposed by Councillor Bickford, seconded by Councillor P Samuels and RESOLVED to appoint Councillor Bullock as Chairman of the Station Property Sub Committee.

Councillor Bullock in the Chair.

It was proposed by Councillor Bickford, seconded by Councillor Bullock and RESOLVED to appoint Councillor Miller as Vice Chairman of the Station Property Sub Committee.

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.  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.

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 Bickford and seconded by Councillor Bullock and RESOLVED that the minutes of the Station Property Sub Committee held on Thursday 5^th August 2021 were confirmed as a true and correct record.

None.

The Town Clerk provided an overview of the current budget statement for the year 2022/23.

It was proposed by Councillor Bickford, seconded by Councillor Gillies and RESOLVED to note the Town Clerk’s overview and to vire:

1.  £1,500 from budget code 6822 Activities & Events and £500 from budget code 6821 IT & Office Costs;

TO:

2.  Budget code 6818 Professional Costs to ensure a budget availability of £3,052 to cover procurement expenses for the proposed letting of Isambard House café.

Members discussed the budget setting for the year 2023/24.

Due to the unknown increase in utility cost and where possible to avoid over budgeting, Members agreed the Finance Officer continues to review the inflation rate.

It was proposed by Councillor Bullock, seconded by Councillor Miller and RESOLVED to give delegated authority to the Town Clerk and the Finance Officer to continue to review the inflation rate and update the budget statement for the Services Committee meeting to be held on 13^th October 2022.

It was proposed by Councillor Bullock, seconded by Councillor Miller and resolved to RECOMMEND to the Services Committee – Isambard House Budget Statement for the year 2023-24 to the Services Committee meeting to be held on 13^th October 2022.

The Chairman informed Members the next agenda item to be received will be agenda item 12.

The Chairman paused the meeting at 20:05 to allow Members the opportunity to review the internal and external condition of Isambard House reporting back at 20:11.

Members discussed various proposals offered by Cormac Solutions to rectify  snagging issues identified over the last 12 months such as the stained chimney slates, cracked flooring and tarnished door furniture.

It was proposed by Councillor Bickford, seconded by Councillor Gillies and RESOLVED to give delegated authority to the Town Clerk and Councillor Bickford, who led the project, to formally request an explanation from Cormac Solutions and the Architects Bailey Partnership as to why these issues have accrued.

The Town Clerk briefed Members on the three quotes received.

Councillor Bickford reminded Members of the requirement to comply with the funding agreement to provide a waiting room within Isambard House.

Councillor Bickford provided background information as to why a formal tender process must be followed to ensure the Town Council’s Financial Regulations are adhered when appointing a tenant to provide café provisions, manage the waiting room, and work in partnership with hirers of the main space.

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

1.    To appoint Company A to work up the procurement documents, up to appointment stage on behalf of the Town Council, subject to the Town Clerk seeking a reference from St Austell Town Council reporting back to Members via email;

2.    At a cost of £1,800 + VAT (2-3 days’ work);

3.    Allocated to budget code 6818 Professional Cost.

The Chairman informed Members that agenda items 13 and 14 are to be taken together under agenda item 13.

Councillor Bickford informed Members one quote had been received for the resurfacing of the car park.  Following a meeting with the Chairman and Service Delivery Manager it had been determined provisions for a storage building be complete prior to the car park resurfacing.

Councillor Bickford provided a brief verbal update following the Services Committee meeting (minute number 47/22/23) in which Members acknowledged limited storage solutions across numerous Town Council premises.

Councillor Bickford requested Members consideration to explore associated cost for the provision of a suitable building within the available space located in the car park. Councillor Bickford added that thought must be given to the location being within a Conservation Area, alongside the Town Council’s beautifully restored Isambard House and in immediate proximity to a grade 1 listed structure, the Royal Albert Bridge.

It was proposed by Councillor Gillies, seconded by Councillor Bickford and RESOLVED to request the Town Council’s Architect Bailey Partnership, lead on the project, to provide proposals and associated cost for a bespoke purpose built storage building.

It was proposed by Councillor Gillies, seconded by Councillor Bickford and RESOLVED to place the resurfacing of the car park on hold until the storage solution has been resolved.

Councillor Gillies gave her apologies and left the meeting.

The Town Clerk informed Members that the meeting is heading to exceed 2 ½ hours as per Standing Orders.

It was proposed by Councillor P Samuels, seconded by Councillor Bullock and RESOLVED to suspend Standing Order Section Two Item 2x and to continue with the remaining items of business to be conducted.

This agenda item was taken under agenda item 13.

Councillor Bickford informed Members of the access issues arising with public use of the car park and dog fouling.

It was proposed by Councillor Bullock, seconded by Councillor Yates and RESOLVED to note the update and to instruct the Service Delivery Team with immediate effect to lock the existing car park barriers.

Councillor Bickford informed Members of a request to install a live webcam on the North East side of Isambard House external wall to offer views of the iconic Royal Albert Bridge and watch the trains enter and exit the station.

Members raised questions such as the image to be broadcasted and specification of internet provisions that may be required for the installation of a webcam.

The Town Clerk requested further clarification as to the idea behind the webcam and images displayed to ensure the Town Council’s GDPR and data retention policies are adhered.

It was proposed by Councillor  Bullock, seconded by Councillor P Samuels and RESOLVED to defer the request to a future Station Property Sub Committee until further information is received.

Members considered a request following the Tresory’s Kernow events to produce a mural on the North East facing external wall of Isambard House.

It was proposed by Councillor Miller, seconded by Councillor P Samuels and RESOLVED to refuse the request and thank the artists for their interest and proposal received.

The Town Clerk advised Members of the funding underspend (£1,216.67) from the £2,500 grant received.

The Town Clerk informed Members verbal confirmation had been received from FEAST that the Town Council are permitted to keep the underspend.  However, the Town Clerk advised Members that the Terms of Reference for the funding states:

Any unused part of the grant will be repayable immediately on demand.

The Town Clerk advised Members the underspend must not be spent until official written confirmation is received from the funder - Cornwall Museums Partnership.

Councillor Bickford informed Members that a great series of events took place with the view that the Sub Committee should continue to look for similar funding opportunities in the future.

It was RESOLVED to note.

Members agreed Isambard House bookings have been successful.  Moving forward it is unlikely that a reduction in cost for room hire would be approved.

Members discussed the possibility of an Officer together with selected Members be given delegated authority to discount local charitable events.

It was proposed by Councillor Bickford, seconded by Councillor Miller and resolved to RECOMMEND to Full Council to give delegated authority to the Mayors Secretary / Receptionist in conjunction with Councillors Bickford, Bullock and Yates, to determine discounted / free of charge bookings for local charitable events.

It was proposed by Councillor Bickford, seconded by Councillor Miller and RESOLVED to:

1.    Give delegated authority to the Tresory’s Kernow Working Group (Councillors Bickford, Bullock, Gillies and Peggs) to continue to promote Isambard House as a Town Council facility for hire;

2.    Continue to seek funding opportunities;

3.    Utilise budget code 6822 events and activities.

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.

It was proposed by Councillor Bullock, seconded by Councillor P Samuels and RESOLVED to issue the following Press and Social Media Releases:

1.    Promotion of Town Council Facilities to hire.