TOWN HALL COMMITTEE MEETING

MONDAY 2ND JUNE 2008

Present :   Cllr C. Stanger, Cllr P. Allen, Cllr V. Baker, Cllr C. Dryden,

                Cllr J. Godwin, Cllr J. Hart, Cllr C. Lofts. Cllr J. Lynch

 

1.    Apologies for Absence

Mrs D. Isaacs – Town Clerk

All members of the committee were present.

 

2.    Declarations of Interest

Cllr Hart declared and interest in Item 6 on the agenda – ‘Cheques Issued'. Cllr Hart signed the Declarations of Interest Register accordingly.

 

3a.    Election of Chairman

Proposal

Cllr Allen proposed that Cllr Hart be elected as Chairman of the Town Hall Committee for the ensuing year; seconded by Cllr Lynch, All in favour.

 

Cllr Hart took the Chair for the remainder of the meeting.

 

3b.    Election of Vice-Chairman

Cllr Lofts proposed that Cllr Baker be elected as Vice-Chairman of the Town Hall Committee for the ensuing year; seconded by Cllr Dryden, All in favour.

 

4.    Open to the Public

No members of the public were present.

 

5.    Town Hall Roof and General Repairs

The Clerk had prepared a progress report a copy of which was distributed to all committee members.

a)    Financial Update

Two progress payments have been made to Bennie Construction, as follows:-

£23,521.47 on 28th April

£26,603.96 on 30th May

As agreed, SNC has forwarded its first payment of £8,232.35 to the TC, which represents 35% of the first progress payment. Its second payment of £9,311.39 will be received shortly. Additional works to the hip and ridges, insulation of the roof and capping flues on open chimneys have been added to the original contract at a cost of £3,490.82.

b)    Update on Programme of Works

The slating and lead work has been completed. 5 top windows on Watling Street side and the front door are still to be painted to complete the external decoration. The additional scaffolding needed for these works was delayed as a result of traffic management on the A5 and is scheduled for this week. Works are running 2 -3 weeks behind.

 

Cllr Lynch asked if the scaffolding would still be in place for the Midsummer Music festival (20th June). If so, the advertising banner would need to be attached to the scaffolding.

 

6.   It was agreed that Item 6 – ‘Cheques Issued' would be deferred to the end of   the meeting.

 

7.    Future Plans for the Town Hall

       Update from Cllr Godwin

Further to his presentation on Future Plans for the Town Hall, Cllr Godwin asked the Committee to refer the matter of purchasing land from the Diocese to Full Council. It was agreed that there would need to be an agreement in principle from the Diocese before this matter could be progressed. Cllr Allen pointed out that, prior to contacting the Diocese, the TC should approach SNC as owner of the Town Hall, for its views. Cllr Lofts considered that alterations to the Town Hall could be incorporated into the Moat Lane Development. Cllr Allen agreed adding that financial and political implications must be fully considered. The committee agreed to contact SNC in the first instance.

 

8.    Smiths of Derby

Correspondence from Smiths of Derby confirms that its engineer attended the Town Hall on 22nd April to carry out the routine annual maintenance service of the clock and peripheral equipment. Everything was left in good working order and there was nothing additional to report.

 

9.    Fire Safety Order 2005

Correspondence from NCC confirms that a review of the Town Hall fire safety arrangements was carried out on 6th May. The resulting schedule identifies 3 deficiencies to be addressed, as follows:-

 

1.   Deficiency from Article 9 (1)

      The Fire Safety Risk Assessment was not suitable and sufficient.

2.   Deficiency from Article 15 (1) (a)

      Appropriate procedures and safety drills, which are to be followed in the event

      of serious and imminent danger to persons are not established.

3.   Deficiency from Article 21 (2)

      The safety training provided to employees is inadequate.

 

The Clerk's Assistant confirmed the measures that will be implemented to remedy these issues. The Clerk and Clerk's Assistant will be attending a training course with Smiths Fire on 1st July.

 

Cllr Hart left the meeting.   

 

6.    Cheques Issued

A copy of the Cheques Issued List (cheque numbers 004251 to 004274) was distributed to all committee members. Most items were ongoing, the following being of note:-

 

004269 / £55.00 to Livewire Security Systems Ltd.

Call out to Bartram & Co. to repair water damage to high level lighting.

 

Correspondence from Livewire indicates that the connections to the light units were poor and have possibly been worsened by the water flood damage. It suggests that the lighting track is replaced to avoid any future problems such as arcing and risk of fire. Subsequent correspondence from Bartram & Co. encloses a quotation of £470.00 for redecoration of the office ceiling which was water damaged. As it is not possible to match the current colour (blue) the entire ceiling will need to be repainted (white) and the works will need to be carried out overnight. In reference to the recommendation made by Livewire, it also confirms that the light unit directly affected by the leak has begun to arc again, with both lights flickering. It requests that the TC meets the cost to replace both lighting tracks, as they are a matching pair, to eliminate the fire risk in addition to the redecoration works.

 

The committee gave its consideration to this matter.

 

Proposal

Cllr Godwin proposed the claim be referred to the TC insurers to establish what settlement will be made. Payment of any deficit will be reconsidered by the committee in due course; seconded by Cllr Lynch, All in favour.