NOTES OF THE HOLTON-LE-CLAY PARISH COUNCIL NEW VILLAGE HALL MEETING HELD IN THE COUNCIL OFFICES, PEPPERCORN WALK, HOLTON LE CLAY ON TUESDAY 7TH JUNE 2011 AT 8.55 PM
Present: Councillor Johnson Chairman Councillor Blacklock Vice-Chairman Councillor Greetham Councillor Rowntree Councillor C Lyons Councillor Willingham Councillor McCulloch Councillor Wright Councillor Reynolds
Mrs B L Gash (Clerk to the Council) Lincolnshire County Council: Councillor Johnson East Lindsey District Council: Councillor Blacklock and attended.
Apologies: District Councillor, Councillor Aldridge and Councillor Hill.
INTRODUCTION
1. The Chairman opened the meeting and thanked everyone for attending.
UPDATE BY CLERK
2. The Clerk gave an update of the latest information received by the Solicitor and HLC PCC. A copy of the e mail dated 17 May 2011 from Roger Taylor at Hedley’s Solicitors was copied to all members. The details are as follows
One
“There are a number of points in your email, and the question of who is to use the facility is one for discussion locally.
The Parish Council owns the building. There is nothing to stop it leasing the building in its existing state with a provision that the Tenant will renovate and carry out the works required. This is done all the time, particularly where the Tenant is able to obtain funds from third parties. At the end of the lease the Parish Council will get back a renovated building, but this is usually reflected in the length of the lease and the amount of rent (if any).
The Parish Council does not have the resources to supervise the works, much better to put the obligation onto others”.
Two
“Suggest that the input from the Church should be arranged with HLC MERC and that they come to a mutually acceptable arrangement. The Parish Council retains the building and controls through the lease. If necessary HLC MERC can sub let part to the Church, but the Parish Council should only have one direct Tenant HLC MERC”.
HLC PCC
3. The Clerk informed members that she had a telephone call from the Church Wardens and it had identified that the HLC PCC was unaware of the latest developments of the new Village Hall. This included that the Parish Council had taken out a 15 year temporary loan to pay off the ELDC 12 month temporary loan, the monies being the part payment of the property. The Clerk gave the Church Warden the up-to-date information as known. Further discussions indicated that the HLC PCC would require the following:
· Space to store things.
· Office space
· Store tables from the Church Hall
· Store marquees and tents
· Continue with the Church Hall set bookings of the Kick Boxing, Girls Brigade etc.
The HLC PCC would still be looking to be part ownership of the new Village Hall.
It was mentioned that the earliest available time for the Church to enquire about a partnership would be once the Parish Council’s 15 year loan had been paid off.
UPDATE FROM COUNCIL REPRESENTATIVE ON HLC MERC
4. The Business Plan has not yet been completed. There are no new committee members but there is additional support being given by a Mr Donald Matthews.
UPDATE BY COUNCILLOR BLACKLOCK
5. There has been alternative drawings been produced for the 1st floor. All members agreed for Councillor Blacklock to have a talk with Andrew Gosling to enquire about the latest with the Church.
THE BUILDING
6. Does the Council Offices and Chamber still move to the new Village Hall?
All members agreed for the Council Offices to be sold and to move to the new Village Hall.
7. Should the whole building be leased to the HLC MERC or continue the lease with the Parish Council with its own separate office, store room and chamber? All members agreed to keep to the original plan for the Parish Council with its own separate office, store room and Council Chamber.
8. To review, discuss and agree the support by the Parish Council to HLC MERC with payment of the utility bills and possible grant. (See minutes of 10th January and 7th February). No firm agreement was made.
LEASE
9. To discuss the draft lease. (Followed on from the last lease meeting with the next paragraph of 3.14.1).
All members agreed that any alterations to be approved by the Parish Council. Any amendments or alterations to the fabric of the building all parties are to discuss.
Insurance: The Council the fabric of building and HLC (MERC) the contents.
Councillor Greetham left the meeting at 9.45 pm.
10. Discussions took place on the about of rent to be paid. All members agreed to revisit the RENT REVIEW PROVISION Section 9.1 to 9.5.7.
11. All members agreed to invite Roger Taylor of Hedley’s Solicitor back to another meeting to discuss the lease.
12. There being no further business to discuss the meeting closed at 7.35 pm.
……………………………………………………………………………………… CHAIRMAN
THESE MINUTES WERE SIGNED ON THE 18TH JULY 2011
Please find listed below the comments made from the outcome of the two meetings to discuss the lease. Also the Clerk to the Council has read through the lease and have included her own observations.
NOTES ON THE LEASE BETWEEN THE COUNCIL: HOLTON-LE-CLAY PARISH COUNCIL AND THE TENANT – TRUSTEES OF THE HLC (MERC)
COUNCIL OFFICES, STORE AND CHAMBER
This needs to be included in the lease as a separate part of the building.
OUTGOINGS AND VAT
3.2.5. The Council to pay for the structure and exterior of the Building whereby the tenant would obtain quotes for any maintenance work on the structure of the building, including the foundations, all exterior and load bearing walls and the roofs thereof with all gutters and rain water pipes all such water pipes drains and cables and wires in under or upon the Building. To decorate the exterior of the Building as often as is necessary.
The lease should be amended to take into consideration that the building will be handed over to the tenant as a shell and to be renovated as per the original approved plans by the Planning Authority. Any alterations to the said plans are to have the Council full approval.
ALTERATIONS
3.6 This clause needs to include the wording both External and Internal alterations.
ACCESS TO SERVICES
3.8.1 There may be the requirement for the service media access in an Emergency????????
ALIENATION
3.12 Not to assign underlet or part with possession of the whole or any part of the Demised Premises PROVIDED THAT the Tenant may with the prior written consent of the Council sublet part of the Demised Premises to the Holton-le-Clay Parochial Church Council.
INSURANCE
3.14.1 ……to produce on request to the Council the receipt for the current year’s premium or premiums.
PROVISOS
6.1 Can this clause be shortened????????
6.2.1 Can this clause be taken out totally????????
6.2.3 After behalf for the time being in force. Include: See 5.2.3.
NOTICES
7. Amend to read – served by hand by the Clerk.
RENT REVIEW PROVISION
9.2 The yearly rent shall be: - £1.00
9.2.1 Until the first review date the rent of £1.00??
9.3.1.1
New sub clause at the end of each Financial Year or the end of the auditor accounts a consultation takes place.
THE SCHEDULE
The schedule needs to be discussed again to ensure the contents are correct.
First sentence to take out Grimsby. Include a sub note of – Fire Protective Compartment.