TOWN HALL COMMITTEE MEETING

MONDAY 21ST JANUARY 2008

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

                Cllr J. Lynch, Cllr C. Stanger

1.    APOLOGIES FOR ABSENCE

Cllr V. Baker

2.    DECLARATIONS OF INTEREST

None.

3.    OPEN TO THE PUBLIC

No members of the public were present.

4.    REQUEST FOR REDUCED RATES

Correspondence from Mr McGillivray asks the committee to consider reduced rates for his hire of the Town Hall on 9th February for a Valentines Sale. Proceeds from the sale will benefit the Nangoli Project which helps to support refugees in Uganda .

Proposal

Cllr Lynch proposed that a 50% reduction in charges be allowed to the Nangoli Project for its hire of the Town Hall on 9th February; seconded by Cllr Dryden, All in favour.

5.    FINANCE

a)    Cheques Issued

The Clerk distributed a copy of the Cheques Issued List to each committee member (cheque numbers 004187 – 004209. Most items were ongoing, the following cheques numbers being of note:-

004202 / £1,000.00 to Bloor Research. Refund of deposit for Office 4, Town Hall.

004208 / £37.60 to SNC. Peppercorn rent of £1.00 / £36.60 treatment for mice.

Proposal

Cllr Lynch proposed that the Cheques Issued List be signed by the Chairman and R. F. O; seconded by Cllr Godwin, All in favour.

b)    Credit Control

The Clerk referred to the list of invoices outstanding in respect of Town Hall hire, as follows:-

M O & D Arts has 2 outstanding invoices totalling £247.00. Reminder notices were issued on 18/12/07 and 21/01/08 .

Choice Books has 3 outstanding invoices (1 in respect of caretaking fees for a cancelled booking) totalling £241.60. A reminder notice was issued on 18/12/07 and cheque payment received. This was returned for alteration as the payee name on the cheque was incorrect.  Mrs P. Roffey has 1 outstanding invoice of £109.60 in respect of a one-off booking of the Town Hall. Reminder notices were issued on 18/12/07 and 21/01/08 .

The Clerk is confident that all of the outstanding invoices will be settled and will report back on this item at the next meeting. Cllr Godwin asked if the committee would consider introducing interest charges on outstanding accounts to deter those who regularly pay late. It was agreed that this matter would be discussed when the charges/conditions for hire are reviewed for the new financial year.

c)    Budget Update

The Clerk gave a budget update to 31/12/07 :-

Income

•  Office Rents - The Clerk confirmed that the negotiations for the lease of offices 2/3 and 4 have resulted in an additional income of

   £3,500 over the next 12 months / £875.00 pro-rata to 31.3.08.

•  Hall Hire – On budget

•  Meeting Room – The Clerk anticipates that income from the hire of the Meeting Room may be below budget as one of the Adult

   Learning classes has relocated to the Chantry House.

•  Bank Interest – Interest should come in above budget as monies allocated for the Town Hall maintenance works were transferred

   into the account in December

Overall the Clerk predicts additional income of £1500.00 to 31.3.08.

Expenditure

•  Caretaker / Cleaner – On budget

•  Cleaning Materials – On budget

•  Utilities – The Clerk anticipates this item will exceed the budget following recent rises in utility costs.

•  Equipment - £250.00 budgeted / £176.00 spent to 31.12.07. The Clerk will be ordering new cups / saucers for the Town Hall

   kitchen.

•  Electrical Works - £500.00 budgeted / £450.00 spent to 31.12.07.

6.    TOWN HALL

a)    Schedule of Town Hall Maintenance Works

The Clerk referred to the schedule of works from the contractor and confirmed that scaffolding is due to be erected week commencing 28th January. The Clerk will be meeting with the surveyor and contractor this week to address any issues that may arise, i.e. disabled access to the building. The Clerk will ask Reverend Bryer for access to the side entrance via the vicarage, should this be necessary. Cllr Godwin referred to the scaffolding on the A5 which is due to be cantilevered above the pavement and asked whether this could be done on both sides of the building to avoid problems with access.

b)    Town Hall Basement

The Clerk confirmed that the problem with flooding in the Town Hall Basement is ongoing. Initial investigations by Anglian Water indicate that the sleuth valve on the mains to Chantry Lane may be blocked and they will need to dig up the pavement on the front corner of the Town Hall. Anglian Water is trying to arrange for these works to be carried out in the evening to avoid interfering with the scaffolding contractors. If this is not possible they will need to mark the pavement to indicate where it will need to be dug. The Clerk has informed all the Town Hall tenants of the impending works.

7.    UTILITIES

This item was discussed under Budget Update.

8.    TOWN HALL OFFICES

a)    Invoice for Professional Services

The Clerk has received the invoice for £850.00 relating to negotiations for the new lease of Office 2/3, Town Hall.

Under the terms of the Council's agreement with NC&S, the charge represents 10% of the annual rent for this office.

b)    Office 4 Rental Agreement

Office 4, Town Hall has been leased to Mr W. A. Gray with effect from 07.1.08. The rent has been agreed £5,000.00 per annum, an increase of £1,000.00.