Minutes of the meeting held on Tuesday 1st December 2020 at 7pm via video conferencing.
Present: Cllr Louise Parkin (Chairman), Cllrs Peter Clayton, Dawn Carey, Andy Hodge, Phil Harvey, Andy Brewer, Nick Tolley, Mike Murphy, Colette Winfield, Mike Facey (Ex-officio) with Sam Winter (Town Clerk), Beccy Armory (Business Development Officer) and Sally Jones (RFO) in attendance.
One member of the press was in attendance.
There were no speakers.
There were no apologies.
Cllr Murphy joined late.
61/20/PMC Declarations of Interest in items on this agenda & dispensations granted
There were no declarations on interest.
62/20/PMC Approval of Minutes
The minutes of the Princess Management Committee held on Tuesday 27th October 2020 were approved and signed by the Chairman as a correct record.
63/20/PMC Action List
The Action List was noted as completed
Cllr Murphy joined the meeting & had no interests to declare.
64/20/PMC To receive the report of the Business Development Officer
The meeting received the written report and its attention was drawn to the Cultural Recovery Fund’s announcement that, due to changes in public health restrictions, flexibility is permitted when spending the funds outside planned activities in the application. It was noted that this flexibility relieved some pressure on the re-opening schedule.
Motions for note/resolution
65/20/PMC To receive the draft plan for reopening the Princess to the public
The meeting heard that the current contractors’ handover date is end of January. The CRF grant award permits the theatre to delay its opening to ensure that processes are suitably adapted to meet high standards of health & safety and that volunteers are available and suitably trained. Changes to the plan will be circulated to members once the public health position is clear.
66/20/PMC To approve a change to the planned schedule of works to permit refurbishment of the windows, foyer, hallway and stairs within the available funding
The committee was reminded that it had been let down by the windows contractor and that to proceed with the replacement of the windows would take the project over budget and over time. It was proposed that an alternative course of action is to undertake refurbishment of the existing windows and entrance areas within the existing budget. The Business Development Officer confirmed that the proposal had been positively reviewed by the Project Coordinator and that contractors currently on-site are able to adjust the schedule of works to accommodate the proposed changes. In answer to questions it was confirmed that there are no notable problems with street noise or heat loss through the existing windows, over and above those experienced in the building generally. It was resolved to approve the changes to be undertaken by the contractor, which should be reflected in the JCT contract.
67/20/PMC To receive and agree the café tender specification document as prepared & recommended by the café sub-committee
The meeting heard from the committee chairman that the sub-committee had met multiple times to review the spec and considered documents successfully used by other councils, as well as applying councillor’s own expertise. It was resolved to approve the draft specification.
68/20/PMC To make a recommendation to the Finance and Resources Committee that it approves to let the café according to the procurement process & specification
The meeting resolved to make a recommendation to the Finance & Resources Committee that it approves a procurement process, according to the draft specification agreed at min ref:66/20/PMC, to seek a tenant to operate the theatre café.
69/20/PMC To authorise that repairs are carried out by the service contractor to the PV cells at a cost of £2,289, funded from EMR for property maintenance & renewals
The meeting heard from the RFO that the photovoltaic cells are now being regularly serviced and, if maintained, will continue to provide an income. It was resolved to approve the repairs.
70/20/PMC To acknowledge receipt of refurbishment works site inspection reports 1-11 (inclusive)
The meeting acknowledged receipt of the reports.
The council chairman, supported by the committee chairman, requested that their thanks are recorded for the adaptability and cooperation shown by the contractors, along with the professional and ongoing support of the Project Coordinator.
71/20/PMC Financial Reports
The financial reports were received and noted.
72/20/PMC Date of Next meeting
It was noted that the next meeting of this committee will be held on Tuesday 9th February 2021 at 7pm.
The Chairman closed the meeting at 19:29