21st October 2019 – Princess Management

Minutes of the meeting held on Monday 21st October 2019 at 7pm in the Council Chamber, The Old Courthouse, Jaycroft Road, Burnham-on-Sea.

Present: Cllr Louise Parkin (Chairman), Cllrs Peter Clayton, Nick Tolley, Sue Barber, Dawn Carey, Phil Harvey, Andy Hodge, Collette Winfield and Andrew Brewer with Samantha Winter (Town Clerk), Beccy Armory (Business Development Officer) and Sally Jones (Responsible Financial Officer), Jacqui Strong (Work Experience Minute Taker) and Steve Matthews (Project Coordinator for the CIM fund grant).

Three members of the public were in attendance and two members of the press.

The chairman introduced Jacqui Strong who is undertaking work experience with the Town Council as Minute Taker.

Public Participation

There were no requests to speak.

58/19/PMC    Apologies

                        Cllr A Brewer

                        Absent: Cllr M Murphy

59/19/PMC    Declarations of Interest in items on this agenda

                        No interests were declared and no dispensations were granted

60/19/PMC    Approval of Minutes

The minutes of the Princess Management Committee meeting held on 19th August 2019 were approved as a correct record and signed by the Chairman.

61/19/PMC    Action List

                        The Action List was reviewed and noted.

62/19/PMC    To receive a report Business Development Officer

The meeting received an update from the Business Development Officer and noted that she had been made welcome and achieved a lot of positive change in her first month at the Princess

It was reported that the Princess suffers from a number of inefficient processes requiring improvement. A number of beneficial changes are being implemented, including improved contract agreements, the Friends of the Princess are to become a foundation Charitable Incorporated Organisation, which will be a better vehicle for fundraising, and the online ticketing system is proving popular and therefore reducing printing costs.

The meeting heard that the Business Development Officer was confident that, providing her time is used effectively and efficiently, much of the work that needs addressing can be achieved quickly and will lay the groundwork for deficit reduction.

It was noted that there will be improved communications with the volunteers, including regular seasonal briefings. It was considered imperative to ensure volunteers know they are valued and vital to the success of the facility. It was noted that a draft business plan will be in place for the next Princess Management Committee meeting. 

                        Motions for note/resolution

63/19/PMC     To receive an update on the CIM fund and form a working group to agree the job specification

A report was received from the Project Coordinator detailing an action plan, initial budget and progress so far.  The procurement process for the refurbishment works is underway and expressions of interest are being sought. 

It was resolved to form a refurbishment working group with Cllrs. L Parkin, P Clayton, P Harvey and D Carey to agree the job specification for the Princess refurbishment works.

64/19/PMC    To agree terms of reference for the Refurbishment Working Group

It was resolved to approve the proposed terms of reference that delegates authority to the working group to take decisions on works within the allocated funds and according to the agreed priorities list.

65/19/PMC     To approve a revised pricing structure to apply 2020 to March 2023

A proposed pricing structure was received that was presented as being competitive at a local level and industry standard.

It was resolved to approve the new pricing structure. 

66/19/PMC    To consider the options to provide a new website for the Princess Theatre and to identify a suitable budget

It was agreed that the current website is out of date, clunky and inefficient.  Quotes have been sought for a site that is user friendly, offers a ticket purchasing system and security features. It was noted that any new website will reference the heritage of the building as part of its marketing.

The anticipated cost is c.£4,000. It was noted that the Council is pursuing the HTAP £10,000 match funding for marketing, as identified under the CIM Fund project and that this would be an appropriate fund from which to finance the website. It was agreed that it is imperative to move forward with procurement of a modern and legally compliant website as a matter of priority.

It was resolved that the HTAP fund should be used to purchase the new website, but whilst that money has yet to be received, a recommendation is made to full Council that cost of a new Princess website is taken from an appropriate existing reserve. 

Financial Reports

67/19/PMC    The meeting received the budget income and expenditure report for August 2019.

68/19/PMC    To agree the committee’s 2020/21 budget for recommendation to the Finance & Resources Committee

 The proposed budget figures were considered page by page and it was noted that the Business Development Officer is working on increasing income and attracting funding.

It was resolved to approve the Committee budget for recommendation to the Finances and Resources Committee at a budgeted cost of £75,928

The chairman addressed the meeting to give special thanks to volunteer Brenda Moore, who has carried out improvements to the curtain under the stage. The Chairman also thanked Beccy Armory for her hard work to date at the Princess, and for her commitment to improved inclusion of the volunteers.

69/19/PMC    The date of next meeting was noted: Monday 2nd December 2019 at 7pm

Meeting closed 19:27

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