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.

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 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 Bullock, seconded by Councillor Bickford and RESOLVED that the minutes of the Station Property Sub Committee held on 2 July 2024 were confirmed as a true and correct record.

It was RESOLVED to note.

Nothing to report.

Members received the recommendation from the Town Vision Sub Committee to review and develop their Strategic Priorities against their ‘Actions’ and to consider a number of recommendations.

The Town Clerk provided an overview of the overarching Strategic Priorities set by the Town Council as the corporate body.

The Town Clerk drew Members attention to the deliverables and actions presented for review at this evening’s meeting.

Members reviewed the recommendation for amendments to the Station Property Sub Committee’s deliverables and actions.

It was proposed by Councillor Peggs, seconded by Councillor Bullock and RESOLVED to approve the amendments to the Station Property Sub Committee Business Plan Deliverables as follows and attached;

1.  Amend under ‘Climate Emergency’ the ‘Aim’ – To continue to support the Climate Change and Environmental Working Group with free use of Isambard House - due to the Working Group no longer existing – To continue to support external groups with free use of Isambard House (in line with the Hire Policy) where their purpose is climate change and environmental matters.

2.  To note the Station Property Sub Committee reviewed the Business Plan Deliverables and were content with the status of the current deliverables.

Members received and reviewed the report contained within the circulated reports pack.

Members acknowledged the report highlighting the increase in utility cost since the opening of Trackside Cafe and discussed the potential impact during the upcoming Winter season.

It was proposed by Councillor Bullock, seconded by Councillor Bickford and RESOLVED to note the report and request the Finance Officer continue to present utility reports at future meetings of the Station Property Sub Committee.

Members received and reviewed the report contained within the circulated reports pack, highlighting associated cost if the Town Council wished to pursue installing Solar PV, inclusive of battery storage and EV Charging facilities.

Members discussed the benefits of installing Solar PV, noting that the use of renewable energy aligns well with the objectives and deliverables of the Town Council's Business Plan.

The Town Clerk shared advice received from the Town Council's insurers, who emphasised the importance of caution when procuring and installing Solar PV due to there being no regulations.

The Town Council’s insurers requested consideration be given when sourcing panels and advised procurement from reputable manufacturers located in areas such as Germany or Norway. It was also advised that battery inverters would need to be isolated to avoid potential fire risks.

Members all agreed this project was in the early stages and required careful consideration but wished to confirm their in principle support.

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

1.  To approve in principle Solar PV, Battery Storage and EV Charging system at Isambard House;

2.  To delegate to the Service Delivery Manager to work up a specification and obtain three quotes reporting back at a future Station Property Sub Committee meeting.

The Town Clerk drew Members attention to the response received from Cormac contained within the circulated reports pack.

The Town Clerk referenced a report received from the Town Council’s Building Surveyor in which they state, this section of flooring would have had another expansion joint across it where the crack has formed at the approximate mid-point between the expansion joints that are laid across the main hall floor.  The crack line is also formed at a weaker part of the floor structure where the entrance door mat wells will cut into the screed finish.

Members discussed how to proceed with Cormac’s final offer.

It was proposed by Councillor P Samuels, seconded by Councillor Peggs and RESOLVED to note the report delegating to the Town Clerk to seek Barron Surveying’s professional advice reporting back at a future Station property Sub Committee meeting.

Members reviewed detailed specifications for a specific brand of commercial flooring included in the circulated reports pack, and revisited the areas that would need coverage.

Members discussed the flooring specifications and the unresolved final account with Cormac, which is related to the cracks in the floor.

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

1.  That the Service Delivery Manager obtains three quotes for Forbo Commercial Flooring R11 concrete colour, to include screed if required to all areas, and installation of product to the main space, waiting room and corridor leading to the extension, reporting back to a future Station Property Sub Committee meeting;

2.  To note that flooring installation cannot take place until the final account with Cormac is finalised.

It was RESOLVED to note the report and thank the Assistant Service Delivery Manager for installing the kitchen to a high standard.

Members received an update on the car park resurfacing, confirming that a gully drain is not needed with details provided in the report of surface water runoff plans.

Members noted the work will begin in November and discussed the existing slate slabs in the car park.

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

1.  To note the report;

2.  To delegate to the Service Delivery Manger, to work with the Chairman to obtain a quote from a local reclamation company for the disposal of the slate;

3.  That Members are to report ideas for usage of the slate directly to the Chairman;

4.  That the Chairman of Station Property is to inform Members by email seeking approval prior to disposal of a Town Council asset, ratifying at the next Station Property Sub Committee meeting.

Members were pleased to learn the café is popular and considered the request to amend the operational hours as detailed in the circulated report.

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

1.  To approve an amendment to the headline terms of Isambard House Café - Licence to Occupy, operational hours only, from 06:45 to 14:30 to 07:15 to 14:30;

2.  To approve an additional amendment to trial operating on Saturdays from 07:15 to 14:30, to commence from Trackside Café earliest opportunity through the Winter period, reporting back at a future Station Property Sub Committee meeting.

Members discussed the Fees and Charges for the year 2025/26.

It was proposed by Councillor B Samuels, seconded by Councillor Bickford and resolved to RECOMMEND to the Services Committee to be held on 10 October 2024 the Station Property Sub Committee Fees and Charges for the year 2025/26, as attached.

The Finance Officer worked through the budget statement for the year 2025/26 contained within the circulated reports pack.

It was proposed by Councillor Bullock, seconded by Councillor B Samuels and resolved to RECOMMEND to the Services Committee to be held on 10 October 2024 the Station Property Sub Committee budget statement for the year 2025/26 (as attached) including the following amendments:

Operational Income:

1.  Budget Code 4304 Isambard House – Café Rental, budget zero income in line with the Agreement, to be reviewed during the fiscal year 2025/26.

Operating Expenditure:

2.  To vire unspent funds from budget code 6802 Gas – Isambard House, to 6473 EMF Station Building (Purchase and Capital Works), subject to there being an unspent balance available at the end of year;

3.  To vire unspent funds from budget code 6803 Electricity – Isambard House, to 6473 EMF Station Building (Purchase and Capital Works), subject to there being an unspent balance available at the end of the year;

4.  To vire unspent funds from budget code 6818 Professional Costs – Isambard House, to 6473 EMF Station Building (Purchase and Capital Works), subject to there being an unspent balance available at the end of the year;

5.  Budget code 6818 Professional Costs – Isambard House, be increased from £2,211 to £3,221 due to anticipated associated costs for the year 2025/26.

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.

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

1.   Newly installed kitchen facilities;

2.   Amended café opening hours, in partnership with Trackside Café.