Agenda item

a.   Library held on 16 October 2025;

 

It was RESOLVED to note the minutes and consider the following recommendation.

 

RECOMMENDATION:

 

41/25/26 TO RECEIVE BAILEY PARTNERSHIP INTERNAL REFURBISHMENT DESIGNS AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

Members reviewed the documentation provided in the circulated reports pack.

 

James from Bailey Partnership guided Members through the proposed refurbishment works during a walk-through of the library building. This provided an opportunity for detailed discussion, helping to ensure that the proposals are appropriate and represent the most effective approach to delivering the project.

 

Members reflected on the necessity of the refurbishment, highlighting the importance of investing in the library building to create a vibrant and flexible community hub. Key priorities discussed included the reconfiguration of internal spaces to improve functionality, the provision of accessible public toilet and baby changing facilities, and the potential to introduce a vending area to enhance the visitor experience.

 

Members acknowledged that this stage of the project is focused on enabling a tender analysis to be undertaken. This will help determine whether sufficient budget is available for the proposed works to progress and inform the next steps in the project’s development.

 

Overall, Members recognised the need for restoration to ensure the library service remains fit for purpose. They viewed the proposals as a valuable opportunity to invest in the future of the town by creating a sustainable, multi-use facility capable of hosting a wide range of events, activities, and study spaces, while continuing to deliver a high-quality library service and more.

 

It was proposed by Councillor Brady, seconded by Councillor B Samuels and unanimously RESOLVED;

 

1.   To note the report and the ongoing actions being undertaken by Bailey Partnership, including:

 

a)    Sourcing a cabinet maker for the bespoke desking;

 

b)    Engaging a radon specialist;

 

c)     Liaising with Cornwall Council’s IT department;

 

d)    Compiling the project preliminaries in preparation for the tendering process.

 

2.   To approve the Schedule of Works, including the associated drawings, detailed description of works, and the proposed project timeline, confirming that these documents align with the expectations of the Library Sub-Committee for successful project delivery.

 

3.   To RECOMMEND to Full Council at its meeting on 6 November 2025, approval of the proposed design and concept for the internal library refurbishment and delegation to the Town Clerk to work in collaboration with the Chair and Vice Chair of the Library Sub Committee to oversee the delivery of the project:

 

a)     Within the allocated budget Code 6971 – EMF Library Property Refurbishment;

 

b)     In full compliance with the Town Council’s Financial Regulations and procurement procedures to tender;

 

c)     In accordance with professional advice provided by Bailey Partnership,  including any necessary adjustments arising during the course of the works;

 

d)     With a report on the tender process to be presented to a future meeting of the Library Sub-Committee for consideration, and where appropriate, further reporting to Full Council.

 

 

It was proposed by Councillor B Samuels, seconded by Councillor Peggs and RESOLVED to approve the above recommendation.

 

 

 

b.   Town Vision held on 28 October 2025.

 

It was RESOLVED to note the minutes and consider the following recommendation.

 

RECOMMENDATION:

 

43/25/26 TO RECEIVE THE TOWN COUNCIL BUSINESS PLAN DELIVERABLES FOR QUARTER TWO 2025/26 AND CONSIDER ANY ACTIONS AND ASSOCIATED EXPENDITURE.

 

The Chairman informed Members that there were no deliverables for receipt at this meeting. She further expressed concern regarding the volume of work the deliverables are generating for the Town Clerk, and the limited engagement from Committees in supporting the progression of these deliverables.

 

The Chairman extended her thanks to the Town Clerk for her efforts to date and reminded Members that the deliverables were originally presented to the Town Council as a flexible framework, acknowledging that it was a new initiative at the time.

 

Members expressed their agreement with the Chairman’s observations.

 

To improve the delivery process, alleviate pressure on the Town Clerk, and promote Committee ownership, the Chairman proposed that each Committee select two objectives to focus on. Committees would then report progress to the Town Vision Sub Committee on a six-monthly basis.

 

It was further proposed that the Town Vision Sub-Committee reduce its meeting frequency to twice yearly, while maintaining the 2025/26 deliverables workflow to ensure Committees continue to review and work towards their selected objectives.

 

It was proposed by Councillor Gillies, seconded by Councillor Martin and resolved to RECOMMEND to Full Council:

 

1.  That the delivery of the agreed outputs be amended by retaining the information already provided for future reference, and by limiting the number of objectives to two per Committee;

 

2.  That each Committee reviews its objectives at every scheduled meeting and reports progress to the Town Vision Sub Committee on a six-monthly basis. The recording and tracking of objectives is to be simplified by the Town Clerk to support consistency and ease of reporting;

 

3.  That Committees work towards achieving their objectives with the support of relevant staff;

 

4.  That the Town Vision Sub Committee’s Terms of Reference be amended to reflect a six-monthly meeting schedule. Dates to be determined by the Sub Committee.

 

 

It was proposed by Councillor Gillies, seconded by Councillor Stoyel and RESOLVED to approve the above recommendation.