27th October 2020 Princess Management Minutes – Draft

Minutes of the meeting held on Tuesday 27th October 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 public was present.

Public Participation

There were no speakers.

43/20/PMC   Apologies

There were no apologies

44/20/PMC  Declarations of Interest in items on this agenda & dispensations granted

None

45/20/PMC  Approval of Minutes

The minutes of the extraordinary Princess Management Committee meeting held on 27th July 2020 and the extraordinary meeting held on 29th September 2020 were approved as a correct record and signed by the Chairman.

46/20/PMC  Action List

                        The Action List was noted as completed

The meeting chairman permitted a request by the chairman of the council to speak. Cllr Facey thanked staff for their efforts in working around refurbishment works and in putting together successful short deadline funding applications.   

                        Motions for note/resolution

47/20/PMC  To receive a progress update on the CIM funded refurbishment works

Members had received the minutes of the contract/valuation meeting, along with all site reports from the Project Coordinator. It was noted that the old seating has been removed, part of it could be repurposed and some parts disposed of. Works have started in the Pizey Room and there is a further delay expected on new windows. The extent of the works means the building is not currently able to be opened to the public, but the anticipated January re-opening is still viable. 

48/20/PMC  To receive an update on the application to the Cultural Recovery Fund

The meeting heard that an award of £66,702 was made from the CRF, which will be paid in in 2 instalments this year, the first instalment being for £60k.

49/20/PMC  To hear from the Business Development Officer and resolve the timeline & site works of projects paid for by the Cultural Recovery Fund

It was confirmed that the CRF award must be spent by the end of this financial year and included a £12k contribution to support reserves.

50/20/PMC  To agree that the responsibility for the allocation of £9000 of Cultural Recovery Fund to support artists, events or hire at the Princess will be delegated to the Business Development Officer to administer

The meeting heard that the fund is intended to support shortfalls in income to enable show operators or activities to proceed despite low ticket sales or attendance. It was resolved to delegate authority to the Business Development Officer to allocate the support on a case by case basis, with update reports to the Committee.

51/20/PMC  To agree a procurement method to cover the Cultural Recovery Fund works to the cost of £11887.

The meeting considered the short timeline & costs for the additional works, along with the advice of the Council’s Project Coordinator currently managing the ongoing refurbishment. It was resolved that for cost and efficiency reasons a variation of the existing JCT contract to include the additional works should be agreed with the MD Group, who are currently on site & available. It was agreed to instruct the Project Coordinator to undertake the variation of contract.

52/20/PMC  To agree a tender specification and procurement process for letting the café.

The meeting resolved to delegate authority to a sub-committee with Cllrs Parkin, Clayton, P Harvey & Murphy to consider the requirements of the Council, & specifically the theatre facility, in letting out the café to an independent operator and to prepare a full tender specification for recommendation to the Finance & Resources Committee.

53/20/PMC  To make a recommendation to the Finance and Resources committee that it approves to let the café according to the recommended procurement process & specification.

The meeting noted that this item was not applicable without an agreed specification and that the decision under min ref: 52/20 to delegate the content of the specification to a sub-committee will apply.

54/20/PMC  To consider and agree the draft committee budget. (Please note that the revised pricing structure 2020 to March 2023 has been applied (min ref: 65/19/PMC))

The meeting agreed that an accurate budget forecast under the current public health restrictions is difficult due to the unknown variables. The meeting heard that the draft budget had been prepared with a pessimistic outlook and did not include additional ‘confirmed’ bookings income from regular community hirers or any café income.  It was resolved to approve the draft budget.

55/20/PMC  To note that a Christmas tree will be sited at the front (Princess Street) of the Princess building and that 2 high level eye bolts will be attached to the front wall to tie off Christmas tree supports.

                        The location of the tree & use of eye bolts was noted.

56/20/PMC  To consider out of date café stock held and resolve a process for its disposal/use.

The meeting received the report on the stock check carried out by the RFO and resolved that the Business Development Officer is delegated to offer for sale suitable quality stock and to appropriately dispose of any stock that cannot be sold. Methods of disposal might include gifting stock to volunteers or community groups. No sale or gift will be made to councillors, staff or their family members, records will be retained for audit purposes.  

57/20/PMC  To consider offering discounted tickets as part of Black Friday event and resolve any process.

The meeting heard that the scheme could be used as an incentive to encourage ticket sales. It was resolved that discounted show tickets will be offered for sale over the Black Friday weekend in November for shows scheduled in 2021.

                        Financial Reports   

58/20/PMC  To receive the budget income and expenditure reports to September 2020, inclusive.

                        The meeting received the reports.

59/20/PMC  Date of Next meeting

It was noted that the next meeting of this committee will be held on Tuesday 1st December 2020 at 7pm

The Chairman closed the meeting at 19.51.

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