Agenda and draft minutes

Venue: Melksham Town Hall

Contact: Linda Roberts, Town Clerk 

Items
No. Item

46/19

Apologies

Minutes:

Apologies were received from Councillor Watts and Councillor Sankey, who were substituted by Councillor Westbrook and Councillor Andrewes respectively.

47/19

Declarations of Interest

To receive any Declarations of Interest in respect of items on this agenda as required by the Code of Conduct adopted by the Council.

 

Members are reminded that, in accordance with the Council’s Code of Conduct, they are required to declare any disclosable pecuniary interest or other registrable interests which have not already been declared in the Council’s Register of Interests. Members may however, also decide, in the interests of clarity and transparency, to declare at this point in the meeting, any such disclosable pecuniary interests which they have already declared on the Register, as well as any other registrable or other interests.

 

Minutes:

There were no declarations of interest.

48/19

Minutes pdf icon PDF 137 KB

To approve the Minutes of the Asset Management Committee Meetings held on 16 December 2019 and 23 December 2019.

Additional documents:

Minutes:

The minutes of 16 December 2019 and 23 December 2019, having previously been circulated were approved and signed by the Town Mayor, Councillor Hubbard.

 

49/19

Art House Cafe Electrical Works pdf icon PDF 55 KB

To consider a request from the tenants of the Art House Café for remedial works to the electricity supply and to relocate the meter box for the public toilets, and to delegate authority for the work to be carried out to the Town Clerk. One quote is attached.

Minutes:

 

The Town Mayor, Councillor Hubbard, noted that Martin Elson from the Art House Café wished to speak but advised Councillors that he would recommend deferring the matter in order to establish who was responsible for works under the lease and to obtain additional quotes.

 

Mr Elson spoke about the electrical and meter works required in order to enable an industrial range cooker with an induction hob to be installed. The total cost of the works would be approximately £1,500 but future electricity bills will be cheaper.

 

It was proposed by Councillor Fiorelli, seconded by Councillor Westbrook and

 

UNANIMOUSLY RESOLVED to instruct the Town Clerk to investigate whether it was the Council’s or tenant’s responsibility to undertake the work. If the work is the Council’s responsibility, a budget of up to £2,000 was authorised. If not, the Council would work with the tenant to arrange a suitable course of action.

50/19

Report regarding the Residents' Tree Planting Campaign pdf icon PDF 159 KB

Members are asked to consider the report approved by the Environment and Climate Working Group. Report attached.

Minutes:

The Economic Development Manager, David McKnight, presented his report on the tree planting campaign, advising that 203 trees had been ordered. He explained that although the recommended quote was slightly higher, they were able to provide all the required trees or acceptable substitutes.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Westbrook and

 

UNANIMOUSLY RESOLVED to accept the recommendation made by the Environment and Climate Working Group to spend £315 on whips of and roll-over the balance of the budget for whips of £685 plus the unspent residential areas tree planting budget of £4,000 to earmarked reserves in the next financial year.

51/19

Buildings Condition Surveys pdf icon PDF 210 KB

To consider the building condition surveys prepared to date for:

 

The Town Hall

War Memorial, Canon Square

Round House

Melksham Independent News Building

Art House Café

Rear of office/café/garage

Assembly Hall

 

 

Additional documents:

Minutes:

The Town Mayor, Councillor Hubbard, referred Councillors to the costed condition survey reports received from the chartered surveyor. He proposed the following:

 

‘Delegating to the Town Clerk the sum of £280,000, to be ratified by Full Council, from the major projects’ fund to undertake the works identified in the surveyor’s report as being required in the next two years.

 

Recognizing the complexity and scope of works, the Clerk is instructed to commission and undertake projects as detailed in the report and to provide a written update on the progress of commissioning and undertaking     such works to each future Asset Management Committee.

The Committee notes that the conditions survey reports does not  include a contingency figure for unforeseen costs such as hidden asbestos removal and,      therefore, it may be necessary to bring this item back at a future date for additional funds’.

Discussion took place regarding the need to undertake work on the Assembly Hall, when its’ future would not be known until Melksham Campus was built.

Councillors felt that the work required  to be undertaken immediately for health and safety reasons should begin. However, Councillor Westbrook believed that they should not abdicate responsibility for the works and, in view of this, there should be more in-depth discussion and debate regarding the works recommended as being undertaken in years one and two. She felt that Councillors had been given insufficient time to consider the reports.

Councillor Andrewes wondered whether carrying out some of the work shown as being needed in years one and two may help to negate some of the immediate works. She suggested delegating authority to the Town Clerk regarding this.

Councillor Westbrook proposed deferring agreement to the works apart from those requiring immediate action in order that Councillors could meet informally and obtain more in depth information from the Town Clerk and the surveyor.

 

It was proposed by Councillor Westbrook, seconded by Councillor Fiorelli and

 

UNANIMOUSLY RESOLVED to approve the commencement of the works required immediately for health and safety concerns forewith, and to request an informal meeting on 2nd  March to go through the surveyor’s reports line by line, asking the Town Clerk to prepare a report regarding any potential  lap-over savings between the immediate works and the years one and two works.

52/19

Town Hall Feasibility Study pdf icon PDF 4 MB

To consider the proposals for the Town Hall contained in the feasibility study, in conjunction with the indicative costs per Pritchard’s feasibility study and the buildings conditions survey for the Town Hall, and the urgent works required.

 

To decide on the next course of action and funding sources.  The Town Clerk’s confidential briefing to be circulated separately by email.

Additional documents:

Minutes:

 

The Town Mayor, Councillor Hubbard, referred Councillors to the feasibility study plans for the refurbishment of the ground floor of the Town Hall at  a cost of £165,000. He asked Councillors whether they wished to progress this further or not and, if not, what they intended to do regarding working conditions for officers.

 

The location of the CCTV within the plans was discussed. Councillor Brown was also concerned about the potential loss of space for displaying artwork should office two be built.

 

Councillors agreed that the current offices were not fit for purpose. However, concerns were raised about any overlap between this and the building condition survey report. Councillors also felt that the use of contract finder may limit local traders opportunities to bid for the work.

 

The Locum Town Clerk suggested that the conditions survey and feasibility study needed to be looked at together. Once the final specification had been written, it may not be necessary to go to contract finder for each aspect.

           

Councillor Pain commented that the problem with undertaking the Town Hall work now would be that we may not know what we will find in light of the building condition survey. He recommended considering both reports together.

 

The Town Mayor, Councillor Hubbard, stated that the decision to be made was not whether to spend the £165,000 but whether this was in line with what the Town Council would be looking for. It was proposed by The Town Mayor, Councillor Hubbard, seconded by Councillor Andrewes and

 

UNANIMOUSLY RESOLVED to take the Town Hall Feasibility Study to the meeting to be held on 2nd  March and incorporate it with that programme of works.

53/19

Quotes for remedial works to the Town Hall pdf icon PDF 80 KB

To consider the attached quotes from Kan Connections to carry out remedial electrical and lighting works to the Town Hall and confirm how the cost will be met.

 

Minutes:

The Town Mayor, Councillor Hubbard, was concerned that the full report had not been made available with the two quotes.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Fiorelli and

 

UNANIMOUSLY RESOLVED to defer approval of the first quote for £400 plus VAT relating to the electrical installation condition report to obtain clarity but to approve the second quote for £350 plus VAT relating to emergency lighting remedial work.

54/19

Amenities Audit pdf icon PDF 1 MB

To consider the recommendations contained in the report, which has been prepared in line with the attached brief.

 

To consider the attached outline quote for a replacement maintenance shed at the King George V Park.

 

To decide on the next course of action.

Additional documents:

Minutes:

Discussion took place between Councillors about the perceived level of criticism in the Amenities Audit report and its’ tone.

 

The Town Mayor, Councillor Hubbard, advised Councillors that of the 20 recommendations in the report, many were already in progress. Councillors felt that many of the matters referred to in the Town Clerk’s report were operational matters which could now be completed.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Andrewes and

 

UNANIMOUSLY RESOLVED to endorse the grounds team’s recommendation that the appointment of a deputy head grounds person would await the permanent appointment of either an Amenities Manager or Operational Manager.

55/19

Architect's quote re the maintenance shed pdf icon PDF 23 KB

To consider the attached quote from NVB Architects to provide architectural services leading up to the submission of a planning application (RIBA Stage 3) for a replacement maintenance building and confirm how the cost will be met.

Minutes:

The Town Mayor, Councillor Hubbard, explained to Councillors that they were being asked to approve the payment of architect’s fees in order to proceed to the next stage. He confirmed that the building would be used for storage and as a workshop but that rest facilities for staff would be in the Pavilion.

 

Councillors discussed Councillor Sankey’s proposal for the use of shipping containers for this purpose.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Andrewes and

 

UNANIMOUSLY RESOLVED  to instruct the architects to prepare a design based on what had already been asked for but, additionally, to prepare a design based on a recycled container solution to provide the same level of facilities for the team, ensuring that, in their opinion, planning officers would find the proposal acceptable, with an enhanced budget of £5,000.

56/19

CCTV pdf icon PDF 37 KB

To consider an email received from a resident regarding CCTV and to decide on a course of action.

Minutes:

The Town Mayor, Councillor Hubbard, asked Councillors if they wished to continue with the scheme and, if so, how would the scheme be carried forward.

 

Discussion took place regarding the lack of progress with the scheme to date and the reasons behind this. Councillors were concerned about the evidential need for CCTV in Melksham and felt that a public consultation may be beneficial.

 

It was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Mitcham and

 

RESOLVED to create a working group with public involvement to report back within three months regarding a CCTV solution for Melksham.

 

The Town Mayor, Councillor Hubbard, also asked for the minutes to reflect a note of thanks to Mr Goodhind for his work on the scheme.

57/19

Wessex Water - Water Refill Unit pdf icon PDF 60 KB

To consider a partnership with Wessex Water to provide a refill station as part of a bid to encourage people to avoid single-use plastics and promote hydration, and to approve the proposed location. See plan attached.

Additional documents:

Minutes:

Councillors considered the information provided by Wessex Water and expressed their lack of enthusiasm for the proposed location.

 

The Assistant to the Town Clerk explained the criteria set by Wessex Water when choosing a location.

 

It was agreed that the Assistant to the Town Clerk would contact the conservation officer regarding the feasibility of locating the water refill unit in the location proposed by Wessex Water and also discuss alternative locations with Wessex Water.

58/19

Film Equipment

To approve the quote for a Dolby CP750 replacement digital cinema processor for the Assembly Hall, from the sole provider of this piece of equipment. Quote to follow.

Minutes:

After some discussion, it was proposed by the Town Mayor, Councillor Hubbard, seconded by Councillor Westbrook and

 

UNANIMOUSLY RESOLVED to instruct the Facilities and Amenities Manager to prepare a full business report justifying the proposed expenditure and present to members at a future meeting.