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TOWN HALL COMMITTEE MEETING
MONDAY 24TH MAY 2010
Present: Cllr M. Johns (Chair), Cllr C. Dryden, Cllr J. Godwin, Cllr J. Lynch
1. Apologies for Absence
Cllr P. Allen, Cllr J. Hart
2. Declarations of Interest
None.
3a) Election of Chair
Proposal
Cllr Dryden proposed that Cllr Lynch be elected Chair of the Town Hall Committee for the ensuing year;
seconded by Cllr Godwin; all in favour.
Cllr Lynch took the Chair for the remainder of the meeting.
3b) Election of Vice-Chair
Proposal
Cllr Dryden proposed that Cllr Allen be elected Vice-Chair of the Town Hall Committee for the ensuing year;
seconded by Cllr Johns; all in favour.
4. Open to the Public
No members of the public were present.
5. Request for Reduced Rates
a) Towcester & District Local History Society
Correspondence from the History Society requests reduced rates for its hire of the Town Hall on Saturday 13th November when it will be organising an event to celebrate the centenary year of Towcester Studio Band.
Proposal
Cllr Godwin proposed the History Society be charged caretaking fees only for its event on 13th November;
seconded by Cllr Johns, all in favour.
b) N.S.P.C.C,
Correspondence from Carol Wood of the N.S.P.C.C. requests reduced rates for its hire of the Town Hall on 17th April (retrospective) and 20th November 2010 when it will organise table top sales to benefit the charity.
Proposal
Cllr Godwin proposed the N.S.P.C.C. be allowed a 50% reduction on the hire charges due for both dates in 2010;
seconded by Cllr Dryden; all in favour.
c) U3A (University of the Third Age)
Correspondence from the Chair of the newly formed U3A requests reduced rates for its hire of the Town Hall. The group’s aim is to organise events and activities for the retired and semi-retired and anticipates it will require use of the Town Hall on a monthly basis.
Proposal
Cllr Godwin proposed the U3A be allowed a 50% reduction on the hire charges due for the Town Hall;
seconded by Cllr Johns; all in favour.
6. Finance
a) Cheques Issued
Copies of the Cheques Issued List (cheque numbers 004563 to 004593) were distributed to committee members. Most items were ongoing; the following cheque numbers were highlighted:-
004580 / £13.77 to Dianne Isaacs – reimbursement for drinking glasses purchased for the Town Hall
004586 / £25.78 to Cllr Peter Allen – reimbursement for a light fitting purchased for the Town Hall
004593 / £76.00 to Engas – repairs to the Town Hall boiler
b) Statement for Year Ending 31st March 2010
A copy of the year end statement for the Town Hall account was forwarded to all committee members prior to the meeting. The statement confirmed that account is balanced at 31st March 2010. The Clerk confirmed income had picked up slightly towards the end of the financial year and was now close to the figure budgeted. The balance of the investment account (Town Hall floor fund) stands at £23,447.
7. Town Hall Offices
a) Office 10
The Clerk confirmed that there is a prospective tenant for Office 10, Town Hall. There are a few queries to be resolved on tenancy issues with the solicitors, Arnold Thomson. The Clerk has agreed the TC will meet 50% of the tenancy fees. The tenant has requested a yearly rolling lease but the solicitor recommends the usual 3 year lease with the option of a break clause after 1 year. It is assumed the tenant will proceed on this basis. The Clerk advised that with Office 10 being leased, The Towcester Partnership will remain in its current office.
b) Office 4
The Clerk confirmed that there has been no interest in Office 4 since it was vacated by Berrys & Co. in March. The office is currently being marketed by Berrys & Co. and the Clerk has asked them to step up the marketing to include erecting a ‘To Let’ board on the side of the building. It is important that a tenant is found as soon as possible; the annual rent of £5,000 represents a significant loss of income.
8. High Level Cleaning of the Town Hall
During the Town hall Cleaner’s recent holiday, the Clerk could not find cover and undertook some duties herself. It was noted that many areas were in need of a thorough spring clean, including high-level cleaning. The Clerk has been in touch with a contractor with the aim to have these works carried out during the Cleaner’s next holiday in mid-June. The Clerk is waiting to receive the quotation and requested authority to proceed with these works in consultation with the Chair.
Proposal
Cllr John proposed the TH Committee gives authority to the Clerk to instruct the contractor to proceed with cleaning works at the Town Hall;
seconded by Cllr Godwin; all in favour.
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