Email Letter Informing Renewal Contract of Lease - DOC

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					              MINUTES OF THE FINANCE AND GENERAL PURPOSES COMMITTEE
                  HELD ON MONDAY 22 JANUARY 2007 AT THE GUILDHALL


Present:                   Councillor P Boswell Harper (Chairman/Town Mayor)

                           Councillors V Harvey, J Westacott, D Horsburgh
                           B Reeves, M Hannaford and A Whitty

Also in Attendance:        Councillor I Slatter
                           Mr R Davies (Totnes Times)

In attendance:             Mrs J. Tomalin (Deputy Town Clerk)


1.    To receive the apologies and to confirm that any absence has the approval of the
      Council.

No apologies received – all Committee Members present.


2.    To Review the Minutes of the Meeting held on 20 November 2006 and discuss
      progress on any action agreed at that meeting.

There were no matters arising.


3.    To Approve the Income and Expenditure for the months ending 30 November 2006
      (Month 8) [See attached sheets numbered GP352 (a) to GP352 (k)].

GP352(b) – membership of SLCC. The clerk later confirmed that SLCC stands for the Society of
Local Council Clerks.

GP352(b) – Payment to David Butcher: it was later confirmed that the organiser of the
Midsummer Festival group was given a refund when he cancelled a booking made for the Civic
Hall which was no longer required.

GP352(i) – receipt for Dartington Hall Accommodation. It was later confirmed that this
represents money taken for a booking on behalf of Dartington. N.B. A later entry for a payment
to Dartington less commission will have been made.

Councillor Whitty commented that the Market Square had been packed with people on New
Year’s Eve and asked whether the Town Council had ever paid for New Year’s Eve
entertainment to take place. Councillors confirmed that this had not previously been seen as a
responsibility of the Council.

The Committee RESOLVED to approve the Income and Expenditure for the months
ending 30 November 2006 (Month 8) [See attached sheets numbered GP352 (a) to GP352
(k)].


                                 GP352
4.    To discuss the letter from Mr Jo Clark and Dr Christian Taylor regarding the
      planting of a community orchard on the Castle Meadow. (Please see attached)

Councillor Westacott requested further details in the form of a proper plan (diagram). While a
good idea in principal, she was concerned about ongoing maintenance costs if the organizing
group ceased to exist.

Councillor Hannaford pointed out that there may be problems if the tenancy changed, while
Councillor Boswell Harper also noted that English Heritage would need to be consulted to
ensure that the planting did not obscure the Castle.

Councillor Whitty observed that access issues would need to be resolved.

IT WAS THE COMMITTEE RECOMMENDATION THAT the Mr Clark and Mr Taylor be asked
to provide an explanatory diagram and business plan to form the basis for future
consideration and discussion.


5.    To note the letter from The Coach Drivers Information Pack and discuss if this
      initiative needs to be taken any further forward. (Please see attached)

Councillor Boswell Harper expressed her support for promoting Totnes in this way in
conjunction with others, and Councillor Harvey suggested collaboration with the Business
Guild. Councillor Westacott said that co-ordination was required to establish what should
be included. The Deputy Clerk confirmed that the cost amounted to £455 for 13 weeks.

Councillor Hannaford commented that not many businesses were actually part of the Guild, and
it may be better to approach them individually. Councillor Horsburgh pointed out that it would
be a good opportunity to promote both the Guildhall and the Elizabethan market. Councillor
Boswell Harper felt that this was a sustainable form of transport which should be encouraged.

IT WAS THE COMMITTEE RECOMMENDATION THAT the Deputy Town Clerk approach
Mike Sealey of the Business Guild initially to assess potential support for such a project.


6.    To discuss the letter dated 15 January 2007 from Lee, Bolton and Lee regarding
      the renewal of the Lease of the Ground Floor and 1st Floor from the Town Mill Trust
      to the Town Council. To agree that the Council continues the Lease for a further
      term of 9 years and on the terms proposed. (See attached)

Councillor Westacott declared an interest as a non Council trustee and did not take part in the
discussion or vote.

Councillor Whitty sought more information on the Trustees and the Town Mill Trust: Councillor
Westacott confirmed that the Mill, as a listed building, was sold to the Town Mill Trust - who
applied for grant funding, which in turn required the creation of the permanent exhibition on the
first floor. The Trust had offered the rental to Dartington Tech and to the Town Council. The
Deputy Clerk confirmed that although the terms of the lease prohibit subletting to other parties,


                                  GP353
the Town Mill Trust had accepted the Image Bank in effect as a sublessee of the Town Council,
and were now asking that this relationship be formalised, which would incur legal costs.

IT WAS THE COMMITTEE RECOMMENDATION THAT the Council continues the Lease for
a further term of 9 years and on the terms proposed.


7.    To approve the renewal of the Contract for the Council Internal Auditor ( Mr Ken
      Abrahams) in accordance with the enclosed contract. (Please see attached)

The Deputy Town Clerk confirmed that the contract is unchanged from the current contract.

IT WAS THE COMMITTEE RECOMMENDATION THAT the Council renews the contract for
the Council Internal Auditor ( Mr Ken Abrahams) in accordance with the enclosed
contract.


8.    To discuss the action required regarding the land at the rear of Morrisons Petrol
      Station following the comments made by Councillor Adams at the December Full
      Council Meeting (see CM1901 attached).

Councillor Harvey confirmed that she had taken up this issue with South Hams District Council,
who had advised the Town Council to make contact with Mandy Life. She felt that this should be
the first step to establishing the problem and identifying a solution.

IT WAS THE COMMITTEE RECOMMENDATION THAT the Town Clerk takes this issue up
with Mandy Life as indicated and reports back to the February Full Council meeting.


9.    To discuss the protocols and procedures with regard to funerals of notable
members of the community and Civic Funerals with regard to the office mailing or
informing:
    Funerals of Standing Councillors
    Past Mayors
    Honoured Citizens
    Close relatives of Standing Councillors

Councillor Boswell Harper explained the sequence of events which had led to one Councillor not
being aware of a recent death. She called for persistence from officers who should contact all
standing Councillors, past Mayors and Honoured Citizens to advise them of a death. She asked
that officers should not rely on email or telephone messages to get the information through,
even if it meant making multiple phone calls until contact had been made.

IT WAS THE COMMITTEE RECOMMENDATION THAT officers are asked to ensure that
standing Councillors, past Mayors and Honoured Citizens are all advised of the death of
standing Councillors, past Mayors, Honoured Citizens, or close relatives of standing
Councillors personally, and as quickly as possible.

10.    To confirm the Date of the next Meeting - Monday 19 February 2007 at 7.00pm.
                                ~~~~~~~~~ End ~~~~~~~~~
                                                                   MAYOR
                                      GP354

				
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