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.

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 12 noon the day before the meeting.

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 Bullock and seconded by Councillor Bickford and RESOLVED that the minutes of the Station Property Sub Committee held on 16 September 2025 were confirmed as a true and correct record.

Nothing to report.

Members discussed the deliverables for quarter two and noted that promotional efforts for the building continue to improve. Members expressed a desire to further enhance these efforts once a Communications and Engagement Officer is appointed but are confident that many of the deliverables are currently on track to be achieved for the year 2025/26.

It was proposed by Councillor Bullock, seconded by Councillor Stoyel and RESOLVED to defer to a future Station Property Meeting for further consideration.

It was proposed by Councillor Bullock, seconded by Councillor Bickford and RESOLVED to note the budget statement and rename budget code 6818 SA Professional Costs - Isambard House to 6818 SA EMF Professional Costs - Isambard House.

(Pursuant to Station Property held on 28.08.25 minute nr. 18/25/26)

Members received and discussed the report on the Final Account for Isambard House as contained within the circulated reports pack.

It was proposed by Councillor Bickford, seconded by Councillor P Samuels RESOLVED:

1.  To ratify the final settlement offer payable to Cormac at a cost of £8,625.00 allocated to budget code 6870 SA EMF Isambard House Retention Fund;

2.  To approve the virement of remaining funds from budget code 6870 SA EMF Isambard House Retention Fund to 6473 SA EMF Station Building (Purchase & Capital Works).

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

(Pursuant to Station Property held on 28.08.25 minute nr. 19/25/26)

Councillor P Samuels remained in the room to provide professional advice and respond to Members questions regarding the condition of the crack in the screed flooring.

Councillor P Samuels advised that the crack appears to continue to be worsening, with the initial edge of the screed beginning to separate from the exposed area. Councillor Samuels recommended that, should Members wish to cover the floor, the most appropriate solution would be to use carpet tiles. This would allow easier access for future repair works, as the crack will require ongoing attention.

Members thanked Councillor P Samuels for his professional advice.

Councillor P Samuels then declared an interest and left the meeting.

Members discussed both the condition of the crack and the overall acoustics of the room. However, they agreed that it would be best to leave the floor uncovered at this time.

It was proposed by Councillor Bullock, seconded by Councillor Stoyel and RESOLVED to leave the floor as it is.

Councillor P and B Samuels were invited and returned to the meeting.

(Pursuant to FTC held on 5.06.25 minute nr. 92/25/26)

Councillor Bickford gave a brief verbal update on the success of the event, noting that it was well attended, raised funds for the Mayor’s chosen charities, and resulted in increased footfall at Trackside café over the event weekend.

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

1.  To ratify the total cost of £1,194.25 for delivery of the railway leaflet and Railway200 Event projects to be allocated to budget codes 6871 SA EMF Tresorys Kernow Funding and 6872 SA EMF Entertainment Licenses;

2.  To approve the working group be disbanded with immediate effect due to the completion of the project;

(Pursuant to Station Property held on 28.08.25 minute nr. 16/25/26)

Councillor Bickford provided a brief verbal overview of the report included in the circulated pack.

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

1.  To note the update report;

2.  To ratify the cost of £150+vat to appoint ACD Electrical Green-tech ltd to complete, on behalf of the Town Council, a G99 Application to National Grid for the installation of 10.5kW Solar PV Hybrid Inverter & Battery Storage at Isambard House allocated to budget code 6473 SA EMF Station Building (Purchase & Capital Works);

3.  To approve Councillor Ashburn joining the group to further progress the Solar PV specification.

Members reviewed and discussed the 2026/27 fees and charges, noting that the Town Council continues to offer competitive community rates.

The Finance Officer had conducted a cost analysis and suggested introducing a charge for kitchen use. Members felt a charge was unnecessary and preferred a non-refundable deposit in cases where facilities are left in poor condition. However, as no such incidents have occurred previously, they agreed this may not be required.

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

1.  Remove the kitchen light use and heavy use proposed charges;

2.  RECOMMEND to the Services Committee to be held on 24 October 2025 the Station Property Sub Committee Fees and Charges for the year 2026/27, as attached.

The Finance Officer worked through the budget statement for the year 2026/27 contained within the circulated reports pack.

It was proposed by Councillor Bullock, seconded by Councillor Bickford and resolved to RECOMMEND to the Services Committee to be held on 24 October 2025 the Station Property Sub Committee budget statement for the year 2026/27 (as attached) including the following amendments:

Operating Income

1.  To create a new budget code 4305 SA Isambard House – Event Ticket Sales to split income from room bookings;

Operating Expenditure

2.  To vire unspent funds from 6810 SA General Repairs and Maintenance Isambard House to 6473 SA EMF Station Building (Building and Capital Works) subject to there being any unspent balance;

3.  To vire any unspent funds from budget code 6821 SA IT & Office Costs - Isambard House to 6873 SA EMF General Repairs & Maintenance subject to there being any unspent balance;

4.  To delete budget code 6821 SA IT & Office Costs - Isambard House as it is no longer required;

EMF Expenditure

5.  To note the virement for any remaining funds from budget code 6870 SA EMF Isambard House Retention Fund to 6473 SA EMF Station Building (Purchase & Capital Works) was agreed under minute nr. 31/25/26;

6.  To delete budget code 6870 SA EMF Isambard House Retention Fund as it is no longer required;

7.  To delete budget code 6871 SA EMF Tresorys Kernow Funding as it is no longer required;

8.  To create a new budget code 6873 SA EMF General Repairs & Maintenance to separate associated costs for planned repairs and maintenance;

9.  To vire £4,200 from budget code 6473 SA EMF Station Building (Purchase & Capital Works) to 6873 SA EMF General Repairs & Maintenance as this was previously budgeted for repair and maintenance works.

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 Bullock, seconded by Councillor Bickford and RESOLVED to issue a Press and Social Media Release on the successful Railway 200 Event.