TOWN HALL COMMITTEE MEETING

MONDAY 21ST SEPTEMBER 2009

Present :   Cllr P. Allen (Chair), Cllr C. Dryden, Cllr J. Godwin. Cllr J. Hart,

                Cllr C. Lofts, Cllr J. Lynch

1.    Apologies for Absence

Cllr D. Bain

2.    Declarations of Interest

None.

3.    Open to the Public

No members of the public were present.

4.    Request for Reduced Rates

Correspondence from Towcester Choral Society confirms its hire of the Town Hall on 15th December 2009 for its Christmas Concert and Saturday 12th June 2010 for its Spring Concert. The committee is asked to consider allowing reduced rates for these dates.

Proposal

Cllr Lynch proposed that a reduction of 50% be granted to the Choral Society for its hire of the Town Hall in December 2009 and June 2010;

seconded by Cllr Allen, all in favour.

5.    Office Photocopier

The Clerk advised that the lease agreement for the TC black/white photocopier was in its final year. During recess a meeting was held with a representative of the lease company, BCM Group, where its current offers on colour photocopiers were discussed. The TC now requires far more colour copying than before and this is reflected in its expenditure on printer cartridges. The increased rental charge for the colour photocopier is approximately £25 per month but this can be offset by the reduced price per copy and the savings that will be made on printer cartridges. The photocopier can also be set up for use as a scanner and printer direct from Dianne and Liz's computers. The Clerk spoke with Cllr Allen and Cllr Lofts on this matter and it was agreed to proceed with the order of the colour photocopier which has now been installed.

6.    Cheques Issued

A copy of the Cheques Issued List (cheque numbers 004466 to 004489) was distributed to each committee member. Most items were ongoing; the following cheques were highlighted:-

004467 / £4712.02 to Zurich Municipal – Town Hall insurance premium including items of office equipment.

004479 / £287.50 to Greenleaf Commercial – Energy Performance Certificates for the 2 vacant Town Hall offices. The Clerk confirmed it is now a legal requirement to obtain an EPC for all premises prior to the occupation of a new tenant.

004486 / £50.00 to D. J. Hutchings Ltd – Clearing of the Town Hall gutters. The Clerk reported more problems with water coming into the JMT offices. This was due to a problem with an internal pipe which has now been resolved and debris from pigeons blocking the gutters. M. K. Pest Management have subsequently carried out works to ensure that the pigeon netting is correctly positioned.

Proposal

Cllr Dryden proposed that the Cheques Issued List be signed by the Chair and R. F. O;

seconded by Cllr Lofts, all in favour.

7.    Update on Town Hall Offices

The Clerk confirmed that a new tenant has been found for the Town Hall office due to be vacated by JMT this week. Independent Case Management is a former tenant of the Town Hall and hope to take up occupation mid-October. In the interim the carpets will be removed and any repairs necessary to the electrics beneath the floor will be carried out (Bartram & Co. experienced some interruption to its electricity supply following recent problems with flooding). Some redecoration will be carried out prior to new carpet being laid; the quotation to supply and fit the new carpet is £700. The new tenant has expressed interest in the vacant 2 nd floor office but does not have sufficient budget to cover the annual rent, currently £2000.

This can be reviewed at a later stage should the office remain vacant.

One quarter's rent has been received from the tenant of Office 10 to reduce the outstanding balance. The Clerk will continue to monitor the situation.

Cllr Lofts referred to the windows broken at Bartram & Co. and attempted break-in at the Towcester Partnership office over the weekend. Both incidents have been reported to the Police. The broken windows will be replaced tomorrow as templates are needed from which to cut the glass. Cllr Lynch suggested there could be damage to the roof on the Partnership side; the Clerk agreed to have this inspected.

8.    Pre-Budget Discussions 2010 / 2011

The Clerk asked committee members to forward to her any items for the 2010/11 budget in order that quotations can be obtained prior to the next meeting. She agreed to follow-up the quotation for a hearing loop in the Town Hall which falls within the current budget.

Cllr Hart requested quotations for refurbishment of the kitchen.

Cllr Lofts requested quotations for a public address system.