Agenda and draft minutes

Station Property Sub Committee - Monday 21st November 2022 6.00 pm

Venue: Isambard House

Items
No. Item

24/22/23

Health and Safety Announcements.

Minutes:

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

25/22/23

Declarations of Interest:

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.

Minutes:

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.

26/22/23

Questions - A 15-minute period when members of the public may ask questions of Members of the Council.

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.

Minutes:

None.

27/22/23

To receive and approve the Minutes of the Station Property Sub Committee Meeting held on Wednesday 24th August 2022 as a true and correct record. pdf icon PDF 240 KB

Minutes:

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 Station Property Sub Committee held on Wednesday 24th August 2022 were confirmed as a true and correct record.

28/22/23

To receive the current Station Property Committee budget statement and consider any actions and associated expenditure. pdf icon PDF 53 KB

Minutes:

It was RESOLVED to note.

29/22/23

To consider Risk Management reports as may be received.

Minutes:

None.

 

The Chairman informed Members Steve Sandercock of Kennall Consulting is due to join the meeting this evening, but due to travel disruptions he will be arriving later than planned therefore Agenda Item 8 is to be received when Steve joins the meeting.

 

The Chairman announced the next item of business to be received is Agenda Item 9 – To receive a feasibility quote from Bailey Partnership and consider any actions and associated expenditure.

30/22/23

To receive a feasibility quote from Bailey Partnership and consider any actions and associated expenditure. pdf icon PDF 218 KB

(Pursuant to minute number 12/22/23 meeting held 24.08.22)

Minutes:

Members discussed the feasibility quote received from Bailey Partnership.

 

Members expressed concern and the necessity for short term storage solutions to accommodate the Town Council’s assets and equipment.

 

It was proposed by Councillor Bullock, seconded by Councillor Gillies and RESOLVED to appoint Bailey Partnership to undertake a feasibility study for the car park area at a cost of £2,250.00 + VAT to be allocated to budget code 6473 SA EMF Station Building (Purchase & Capital Works).

 

The Town Clerk is to continue to review further short term storage solutions in conjunction with the Service Delivery Manager.

31/22/23

To receive external notice board quotes and consider any actions and associated expenditure. pdf icon PDF 228 KB

Minutes:

Members discussed the requirement for an external notice board to advertise events and the menu for the Concessionaire at Isambard House.

 

It was proposed by Councillor Bullock, seconded by Councillor P Samuels and RESOLVED:

 

1.  To purchase option C – Weathershield external notice board rounded headed panel - size 1100mm (w) x 1400mm (h) with a black frame and grey felt interior;

 

2.  To personalise the notice board – Saltash Town Council;

 

3.  To site the notice board on the external corner wall to the right hand side of the telephone box of Isambard House;

 

4.  To allocate the cost of £779.94 inclusive of VAT to budget code 6814 SA Equipment - Isambard House.

 

 

Steve Sandercock arrived at the meeting.

 

 

The Chairman announced the next item of business to be received is Agenda Item 8 – To receive Isambard House Café Procurement Documents and consider any actions and associated expenditure.

32/22/23

To receive Isambard House Cafe Procurement Documents and consider any actions and associated expenditure. pdf icon PDF 2 MB

Additional documents:

Minutes:

The Town Clerk briefed Members on the café procurement documents for consideration.

 

It was proposed by Councillor Bullock, seconded by Councillor Peggs and RESOLVED to invite all Station Property Members to attend the opening of bids received and evaluation session (date to be confirmed), subject to Members availability.

 

It was proposed by Councillor Bullock, seconded by Councillor Peggs and resolved to RECOMMEND to Full Town Council held on 1st December 2022:

 

1.  The procurement documents (as attached) to tender for a Concessionaire for Isambard House Café;

 

2.  To provide delegated authority to the Town Clerk and Station Property Sub Committee Members to appoint a Concessionaire for Isambard House Café.

 

 

The Chairman and Members thanked Steve for his attendance.  Steve left the meeting.

 

 

The Chairman announced the next item of business to be received was Agenda Item 11 – To receive an update on Isambard House building snags and consider any actions or associated expenditure.

33/22/23

To receive an update on Isambard House building snags and consider any actions and associated expenditure.

Minutes:

Councillor Bickford updated Members on the recent correspondence with Cormac in relation to various snagging issues identified following the refurbishment works at Isambard House.

 

Councillor Bickford spoke in particular of the concerns arising from the crack in the concreted floor.  A Cormac Surveyor is due to attend site within the next ten days to undertake a survey of the area.

 

Councillor Bickford is to circulate a full detailed list of all reported snags and keep Members informed of the outcome of the survey.

 

It was RESOLVED to note.

 

34/22/23

To receive a report on the installation of solar panels and consider any actions and associated expenditure.

Minutes:

It was proposed by Councillor Bullock, seconded by Councillor P Samuels and RESOLVED to delegate to Councillors Bickford and Yates to further explore the options for the installation of solar panels to Isambard House, working with Bailey Partnership at no cost to the Town Council reporting back to a future Station Property Sub Committee.

35/22/23

To consider installing a webcam on the North East facing external wall of Isambard house and any actions and associated expenditure.

(Pursuant to Station Property Sub Committee held on 24.08.22 minute nr. 15/22/23)

Minutes:

Members discussed the proposal received from Rail Cam UK Ltd.

 

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

 

1.  To appoint Railcam UK Ltd to purchase, install and maintain two Axis M3116-LVE network cameras;

 

Camera 1:  "wide" view of the bridges, made publicly available on the Railcam website, on any website related to Saltash Projects or Saltash Town Council - and optionally on YouTube.  Free to view.

 

Camera 2:  A second camera more closely focused on the railway aspect, exclusive to Railcam UK Ltd subscribers.

 

2.  To install the two cameras to the North East facing external wall of Isambard House, with install works referred to the Town Council Service Delivery Department;

 

3.  That both cameras would be funded, installed and maintained by Railcam UK Ltd, no financial contribution from Saltash Town Council;

 

4.  That both cameras operate from the existing broadband;

 

5.  That either party have the option to submit a request to remove the cameras at any point in time;

 

6.  Subject to the Town Clerk being content that GDPR concerns are met prior to the installation works taking place.

 

 

 

36/22/23

Public Bodies (Admission to Meetings) Act 1960:

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.

Minutes:

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.

37/22/23

To consider any items referred from the main part of the agenda.

Minutes:

None.

38/22/23

Public Bodies (Admission to Meetings) Act 1960:

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

Minutes:

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

39/22/23

To consider urgent non-financial items at the discretion of the Chairman.

Minutes:

None.

40/22/23

To confirm any press and social media releases associated with any agreed actions and expenditure of the meeting.

Minutes:

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

 

1.  Isambard House Café Tender – Subject to Full Council approval on Thursday 1st December 2022;

 

2.  Installation of webcams at Isambard House – Subject to confirmation of installation and Town Clerk sign off.