Agenda and minutes

It was proposed by Councillor Bickford, seconded by Councillor P Samuels to nominate Councillor Bullock.

No further nominations received.

Following a vote it was RESOLVED to elect Councillor Bullock as Chairman.

Councillor Bullock in the Chair.

It was proposed by Councillor Bickford, seconded by Councillor Bullock to nominate Councillor Miller.

No further nominations received.

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

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

Councillor Miller arrived at the meeting.

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.

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 Miller and seconded by Councillor Bullock and RESOLVED that the minutes of the Station Property Sub Committee held on 27^th March 2023 were confirmed as a true and correct record.

The Town Clerk informed Members that some budgets may look overspent due to accruals and prepayments not yet finalised at year-end.

It was RESOLVED to note.

Nothing to report.

Councillor Bullock spoke of the progress for the concessionaire (Simon Zinn) to open the café and waiting room area.

Due to Simon’s other commitments and the requirement to procure specialised catering equipment, the concessionaire is unable to commence trading until the 1^st September 2023. Slight alterations to the design of the kitchen space have been proposed to start at the beginning of August.

Members discussed the necessity to open the waiting room and café and that an assurance must be received from the concessionaire should the Town Council allow for additional time until trading can commence.

Members discussed how the space could be utilised in the interim. Members agreed charitable community organisations should be approached to ascertain interest in running a pop up café in aid of fundraising, subject to managing the kitchen and waiting room area.

It was proposed by Councillor Bullock, seconded by Councillor Peggs and resolved to RECOMMEND to Full Council to be held on 1^st June 2023:

1.  To approve the amendments to the Agreement inclusive of a one off cover bond of £500 payable on Agreement date to Saltash Town Council, to be returned to Simon Zinn within 14 days of the Operational Commencement Date;

2.  To include a further amendment to the Agreement, the concessionaire to reinstate the kitchen to its original design, if required;

3.  To continue with the previously agreed offer with Simon Zinn of a six-month free trial period (rent and utilities only) reflective of the details contained within the existing tender pack to commence on 1^st September 2023 with a three month review to be undertaken;

4.  To provide the Town Clerk delegated authority to review and sign the written contract on behalf of the Town Council.

(Pursuant to Station Property held on 23.03.23 minute nr. 49/22/23)

Councillor Bickford updated Members regarding the on-site meeting held with Barron Surveying (Town Council Building Surveyor), Bailey Partnership (Architects) and Cormac (Contractor) in relation to the condition of the floor cracks.

Members discussed the report received and contained within the reports pack and the proposal from Cormac to repair the floor.

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

1.  To note the report received from Barron Surveying, update from Bailey Partnership and Cormac;

2.  To approve Cormac to repair the floor cracks to the main entrance room and waiting room areas;

3.  To provide delegated authority to the Town Clerk working with the Chairman and Vice Chairman to revisit the site together with Bailey Partnership, to review how the repair is settled reporting back to a future Station Sub Committee meeting;

4.  Point 3 is subject to a review after 8 weeks of the repair work taking place.

Members discussed the current Fees and Charges for Isambard House for community organsiations.

Currently community organisations pay a community rate of £10.00 per hour for a weekday booking between 9a.m. and 5p.m. and £15.00 per hour on weekends and evening bookings.

It was proposed by Councillor Bullock, seconded by Councillor Peggs and resolved to RECOMMEND to the Policy and Finance Committee to amend the Fees and Charges for Isambard House for community organisations only to a flat rate of £10 per hour inclusive of vat.

Councillor Bullock declared an interest in the next agenda item and left the meeting.

Vice Chairman Councillor Miller in the Chair.

The Town Clerk spoke of a request received from Foreign Muck to operate a pizza trailer within Isambard House car park from midday on Regatta weekend the 29^th and 30^th July 2023.

The request includes an offer to open Isambard House waiting room to the public from 10:30am selling refreshments and homemade cakes.

Members discussed the offer and invited Councillor Bullock back to the meeting to provide further clarity on the request.

Councillor Bullock offered to open and close the Station building subject to requirements.

Councillor Bullock left the meeting.

Members considered associated costs and operational requirements such as electricity supply and operating hours.

Councillor Bickford left the meeting.

Councillor Bickford returned to the meeting.

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

1.  To approve Foreign Muck to hire Isambard House car park, café and waiting room on the 29^th and 30^th July 2023, subject to the waiting room and café area not being left unattended and all areas of hire to be left clean and tidy and free from waste;

2.  To operate the kitchen and waiting room between the hours of 10:30am and 7pm or earlier by arrangement with Councillor Bullock (the premises must not be left unattended);

3.  The above be offered at a total cost of £200+vat and the relevant certificates provided prior to the hire taking place.

Councillor Bullock was invited and returned to the meeting.

Councillor Bullock in the Chair.

a.  Car park resurfacing;

The Town Clerk advised Members that only one quote has been received and due to the proposed value two further quotes must be attained prior to consideration to ensure Financial Regulations are met.

It was proposed by Councillor Bullock, seconded by Councillor P Samuels and RESOLVED to defer to a future Station Property Sub Committee meeting.

b.  Internal meter supply; 

It was proposed by Councillor Bullock, seconded by Councillor Bickford and RESOLVED to delegate to the Town Clerk to further investigate options and report back at a future Station Property Sub Committee meeting.

c.   Solar PV; 

It was proposed by Councillor Bickford, seconded by Councillor Miller and RESOLVED to defer to a future Station Property Sub Committee meeting.

d.  Kitchenette. 

The Chairman advised Members that the concessionaire does not wish to share the kitchen with others due to specialised and costly equipment being installed.

Therefore, Members discussed various options to locate a small kitchenette inclusive of a sink and worktop for bookings.

Members explored areas available within Isambard House.

It was proposed by Councillor Peggs, seconded by Councillor Bickford and RESOLVED to delegate to the Town Clerk working with the Chairman and Vice Chairman to obtain three quotes to install a kitchenette in the store room and main space reporting back at a future Station Property Sub Committee 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.

None.