CHARD TOWN COUNCIL HOLYROOD LACE MILL_ HOLYROOD STREET_ CHARD

							CHARD TOWN COUNCIL
HOLYROOD LACE MILL, HOLYROOD STREET, CHARD, SOMERSET TA20 2YA TEL: 01460 260 378 FAX: 01460 260 372 Mayor: Councillor John Malcolm Town Clerk: Mr John Furze

COUNCIL MINUTES
Minutes of the Guildhall & Tourism Committee meeting of Chard Town Council held on Tuesday 6th February 2007 in the Town Hall at 7.30pm. Present: Councillors, Mrs J C Shortland, Mrs J L Smith, Mrs A Spencer, Mrs S P Wyatt, Mr D Hill. Mrs B M Mooney and Mr M J Wale (Deputy Mayor). Mr J Furze (Town Clerk) and Mrs S Hutchings (Guildhall Manager).

In Attendance:

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Apologies for Absence and whether to approve reasons given Cllr John Malcolm –Illness Cllr Goldsmith – Governors Meeting RESOLVED: To accept the apologies and the reasons given. Declarations of Interest on items on the Agenda Cllr Jill Shortland declared a personal interest in agenda item #7. It was agreed it was not prejudicial Guildhall Manager’s Report Guildhall Manager asked for any questions on her previously circulated report. Discussion took place. RESOLVED: To note the Guildhall Manager’s Report. Guildhall Charges- Recommendations that had been circulated were discussed. Cllr Martin Wale proposed a 10% increase except for Commercial Sales where the increase would be 15% - this was seconded by Cllr Barbara Mooney Resolved: To increase charges by 10% for all hirers apart from use for commercial sales, which will incur a 15% increase Town Guide / Tourism Guide Guildhall Manager reported attempts to contact the producer of the Guide, John Cole, had not been successful, however during a phone conversation he had intimated that the Guide would be ready before Easter. RESOLVED: To circulate proofs to members through bulletin when received. Maintenance: Progress – Dressing Rooms following flooding-The Guildhall Manager reported that the insurance company WPS had accepted the quotes. The work will be carried out when it can be scheduled, this will not be until we receive the Surveyors report. 1

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Surveyors report – details and recommendations: Surveyor had visited and completed his inspection. Report was not yet with us however the he was impressed with the fabric of the building and said that the issues with regard to the damp in the Mayors Parlour and Auditorium wall were not insurmountable. The dressing room area that experienced flooding may be a more complex problem. Resolved: To circulate surveyors report with the bulletin

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Hearing Loop Sound System for Town Hall Cllr Martin Wale informed members’ quotes had been received for a hearing loop to be installed in the Town Hall. Cllr Martin Wale proposed the Town Clerk in conjunction with the Chair of Guildhall & Tourism be authorised to go ahead with the installation this was seconded by Cllr Dave Hill Resolved: Hearing Loop to be installed in Town Hall Weddings Application: Progress is good following two visits one from SSDC’s health & safety person and one from the registrar’s office. It was reported that it would now be between 6-8 weeks before the licence will be granted. Date of Next Meeting: Tuesday 3rd April 2007 at 7.30pm

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COUNCIL MINUTES
Minutes of the Guildhall & Tourism Committee meeting of Chard Town Council held on Tuesday 3rd April 2007 in the Town Hall at 7.30pm. Present: Councillors, Miss D R Goldsmith, Mrs J L Smith, Mrs A Spencer, Mrs S P Wyatt, Mr D Hill, Mrs B M Mooney and Mr J D Malcolm (Mayor). Mrs S Hutchings (Guildhall Manager).

In Attendance:

40 Apologies for Absence and whether to approve reasons given Cllr Shortland is attending SCC West Panel Meeting and Cllr Wale detained on business RESOLVED: To accept the apologies and the reasons given. 41 Declarations of Interest on items on the Agenda No declarations of interest 42 Guildhall Managers Report - Guildhall Managers report discussed, accepted and agreed 43 Brochures - To look at draft copies and seek approval and to go ahead with 1. Guildhall Information Leaflet 2. Wedding Brochure RESOLVED: To carry out corrections and go ahead 2

44 Town Guide / Tourism Guide – Progress and Delivery.-Discussion took place with regard to layout and in particular Town Map. RESOLVED: Town Clerk to contact District Council with regard to details of Map 45 Surveyors Report Work programme – summary of report. (Already Circulated through bulletin) Progress of work currently being undertaken. RESOLVED: Accepted to carry on with work programme 46 Hearing Loop Sound system for Town Hall – Update on installation progress. Discussion took place with regard to the adequacy of the system and is was reported by Cllr Smith this was ongoing RESOLVED: To carry out further negotiation 47 Date of Next Meeting: Tuesday 5th June 2007 at 7.30pm

COUNCIL MINUTES
Minutes of the Guildhall & Tourism Committee meeting of Chard Town Council held on Tuesday 5th June 2007 in the Town Hall at 7.30pm. Present: Councillors: Cllr M J Wale – Mayor Cllr Mrs C A Morrison - Deputy Mayor S Dowell Mrs J Shortland Mrs J L Smith

In Attendance: Mr J Furze (Town Clerk), Mrs S Hutchings (Guildhall Manager), two members of the public and no members of the press. 48 Election of Chairman Cllr Mrs J Shortland proposed, and Cllr Martin Wale seconded, the appointment of Cllr Mrs J L Smith as Chairman of the Committee. There were no other nominations. RESOLVED: that Cllr Mrs J L Smith be appointed as Chairman of the Guildhall & Tourism Committee until such time as a new Chairman is elected. 49   Apologies for Absence and whether to approve reasons given. Cllr Dave Hill – a conflicting meeting. Cllr Mrs A Spencer - away on holiday. 3

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Cllr D Keitch - detained at work.

RESOLVED: To accept the apologies and the reasons given. 50 51 Declarations of Interest on items on the Agenda No declarations of interest were made Guildhall Managers Report – To discuss the Guildhall Managers report which had already been circulated. RESOLVED: To note the Guildhall Managers report. 52 New Staff - Update committee members on progress to date -Town Clerk updated members on applications for the TIC Specialist, the Guildhall Admin Assistant and an additional Part-time Caretaker and the subsequent interviews. RESOLVED: note Town Clerk’s comments 53 Hearing Loop Sound System for Town Hall – Update on installation progress Town Clerk updated members on the progress of the installation which should be completed on Tuesday 10th June 2007. RESOLVED: to note Town Clerks comments 54 Booking Conditions - Agreement for a six-month notice period to be introduced for cancellation of Guildhall use, for regular block bookings, this to apply both ways. RESOLVED: That a 6-month notice period be added to the Guildhall Booking Conditions and this to be revisited if required. 55 Application from – 'The Screen at the Guildhall' group for a 5% reduction in hire charges as recognition of their donations (£6,000.00) towards equipment for the Guildhall. Following discussion it was proposed by Cllr Mrs J Shortland and seconded by Cllr M Wale that ‘in recognition of the substantial sums raised by ‘Screen at the Guildhall’ group for the Guildhall a reduction of 5% in their hire charges be allowed for the twelve month period ending 1st June 2008. RESOLVED: in recognition of the substantial sums raised by ‘Screen at the Guildhall’ group for the Guildhall a reduction of 5% in their hire charges be allowed for the twelve month period ending 1st June 2008. Article I. Electrical Recommendations - Update and approval to change electrical fittings as detailed:a. Emergency Lights – cost and replacement. b. Lights in cloakrooms and on stairwells c. Supervisors report and recommendations.

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RESOLVED: To action works to go ahead for electrical repairs and changes ensuring energy savings are paramount and to note the Guildhall Supervisors report. 56 Hanging Committee - Arrange date for next meeting. RESOLVED: To delegate to the Guildhall Manager in consultation with the Chairman of the Guildhall & Tourism Committee all matters that were previously the work of the ‘Hanging Committee’ and that the Hanging Committee be disbanded. 57 Date of Next Meeting: Tuesday 4th September 2007 at 7.30pm The meeting closed at 8.45pm.

COUNCIL MINUTES
Minutes of the Guildhall & Tourism Committee meeting of Chard Town Council held on Tuesday 4th September 2007 in the Town Hall at 7.30pm. Present: Councillors: Mrs J L Smith, Mr D Keitch, Mrs A Spencer, Mr D Hill Mr J Armstrong (Appointed Deputy)

In Attendance: Mr J Furze (Town Clerk), Mrs S Hutchings (Guildhall Manager), One member of the Press and three members of the public. 58 Apologies for absence and to consider whether to approve reasons given.  Cllr M J Wale - Mayor – A conflicting social engagement  Cllr Mrs C A Morrison - Deputy Mayor- A conflicting social engagement  Cllr Mrs J Shortland - Holiday  Cllr Mr S Dowell - Detained at work RESOLVED: To accept the apologies and the reasons given 59 Declarations of Interest on items on the Agenda Cllr Mrs A Spencer declared a personnel interest in Item 6; Town Clerk advised Cllr Mrs A Spencer her interest was both Personal and Prejudicial due to her unpaid employment with the Council in the TIC. Cllr Mrs A Spencer commented there was no point in staying at the meeting and immediately left (at 7.33 pm). Cllr Mrs J L Smith, Cllr J Armstrong and Cllr D Hill declared a personal interest in item 9 60 Guildhall Managers Report – To discuss the Guildhall Managers report which had already been circulated? RESOLVED: To note the Guildhall Managers report. 61 Office Move-Update committee members on progress to date RESOLVED: Update on office move noted 5

62 Guildhall Promotion – November 10th Eve of remembrance evening. Cllr Mrs J Smith informed the committee the Eve of Remembrance Concert will be held this year on Saturday 10th November. Tickets will be available for purchase and members were encouraged to support this event as well as they did last year. RESOLVED: Comments from Chairman noted 64 Agree TIC Opening Hours – Changes to ensure continuity for visitors and the general public Discussion took place with a number of options put forward. RESOLVED: To open TIC during the winter 5 days a week, Monday to Friday inclusive from 9.30 am to 1.30pm and to open on Saturday mornings if enough volunteers are available.
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Ongoing Maintenance - Update on work to date and approval to action…. a. b. c. d. Lights in cloakrooms and on stairwells-completed Emergency Lights – in auditorium at entrance Fire Door – automated closing mechanism Rain Water Penetration– dressing rooms-Mayors Parlour

It was reported that the work that had been approved at the previous G & T meeting for the ladies cloakroom and emergency lighting on stairs to be replaced had been completed and came in under budget. Also reported was that energy savings had been achieved making them cost effective as every replacement bulb wattage is reduced to 11 w from 50 w. Item d was referred for further report. RESOLVED: Approval given to continue to replace emergency lights that fail and to report back on item D
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Guildhall Clock – repair and fit for reinstatement. Cllr Mrs J L Smith informed councilors the current mechanism is not the original and that the original was with Peter Watson clock restorer, councilors were informed of her discussions with Peter Watson. RESOLVED: To explore grant funding for the restoration & repair of the original mechanism for the Guildhall Clock

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To Agree Proposal from Guildhall Supporters Group for Purchase and Sighting of an Electronic Notice Board RESOLVED: Approval was given to the Guildhall Supporters Group for the purchase and sighting of an Electronic Notice Board in the Foyer of the Guildhall.

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Tapestry – Positioning in Guildhall Foyer and Removal from Library. The Chairman reported that agreement had been reached with Chard Ladies Evening Guild for the Millennium Tapestry to be brought back to the Guildhall from 6

its temporary home in the Library and to be positioned in the Foyer opposite the HMS Campion exhibits. RESOLVED: To note chairman’s comments
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Date of Next Meeting: Tuesday 6th November 2007 at 7.30pm The meeting closed at 8.24pm.

COUNCIL MINUTES
Minutes of the Guildhall & Tourism Committee meeting of Chard Town Council held on Tuesday 6th November 2007 in the Town Hall at 7.30pm. Present: Councillors: Mr M Wale – Mayor Mrs A Spencer Mr D Keitch Mrs J Shortland Mrs J L Smith Mr D Hill Mrs C A Morrison

In Attendance: Mr J Furze (Town Clerk), Mrs S Hutchings (Guildhall Manager) 70 Apologies for absence and to consider whether to approve reasons given. Cllr Mr S Dowell - Work Commitments Cllr Mrs J Kenton in attendance as Authorised Reserve with full voting powers. RESOLVED: To accept apologies and reasons given 71 Declarations of Interest on items on the Agenda Cllr Mrs J Kenton declared:Personal Interest in Item 4 – Director of Company holding Bar Franchise Personal Interest in Item 8 – Director of Company holding Bar Franchise Personal Interest in Item 9 – Director of Company holding Bar Franchise Cllr Mrs A Spencer declared: Personal Interest in Item 4 – Volunteer (unpaid employee) in TIC – to become prejudicial if Cllr Mrs A Spencer wishes to challenge or comment on any management matters). Personal & Prejudicial Interest in Item 9 – Volunteer (unpaid employee) in TIC and funding is to be discussed. 72 Exclusion of the press and public-To agree any items to be dealt with after the public (including the press) have been excluded under Standing Order 41 RESOLVED: Councilors agreed to exclude press and public from Item 9 – Budget for Year 2009/10 73 Guildhall Managers Report – To discuss the Guildhall Managers report which had already been circulated? RESOLVED: To note the Guildhall Managers report. 7

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Charges for use of Screen-Committee to discuss and set charges for use of the electric screen in the auditorium Discussion took place with regard to charges, with 5 in favor and 2 against, a motion proposed by Cllr Wale and seconded by Cllr Morrison it was resolved RESOLVED: To agree in principle to a small charge for use of the screen but it be left to officers to decide following research of running and maintenance cost of screen equipment.

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Publications – Information and update on brochures and leaflets Calendars Wedding Brochures Antiques Leaflet Guildhall Information Leaflet Chard Information Brochure Discussion took place with handouts of completed calendar, leaflets and brochures RESOLVED: Proposed by Cllr D Hill seconded by Cllr M Wale to accept leaflets produced and to proceed with item (e) Chard Information Brochure to be produced at no cost to the Town Council.

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Database – To seek agreement to update, overhaul and transfer of bookings database to Microsoft Access-estimated total cost £2000-Report Circulated Discussion took place RESOLVED: Proposed by Cllr D Hill seconded by Cllr M Wale to spend £2000 on database from budget headings GE003 and GE011 as appropriate

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November 10th Remembrance Evening-- Update and information with regard to event Councillors were reminded about the remembrance evening and Sunday parade RESOLVED: Comments noted

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In view of the confidential nature of the business about to be transacted, it is likely that the press and public will be excluded during consideration of this item (Item 3 above refers) Budget – To discuss and agree budget for year 2009/10. Discussion took place followed by a vote with 5 in favor, 1 against and 1 abstention to resolve RESOLVED: Agreement to accept- proposed budget for submission to, the Finance & Personal committee for scrutiny and possible changes.

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Date of Next Meeting: Tuesday 5th February 2007 at 7.30pm The meeting closed at 8.42 pm. 8