Minutes of a Meeting of the Events & Leisure Committee of Keighley Town Council Held In
MINUTES OF A MEETING OF THE CIVIC CENTRE COMMITTEE OF KEIGHLEY TOWN COUNCIL HELD IN THE COUNCIL CHAMBER, TOWN HALL, KEIGHLEY ON
WEDNESDAY, 4 NOVEMBER 2015 AT 6.00 PM
2015/038 (CC)PRESENT
Councillor Fletcher (Chair) and Councillors Archer, Akhtar (Ex Officio), Dermondy, Khan, Shaw and Zaman [to 6.52]
Safia Kauser, Town Clerk/RFO
Nichola Powell, Minute Taker
2015/039 (CC)APOLOGIES FOR ABSENCE
Apologies had been received from CouncillorsF Ahmed and Firth.
2015/040 (CC)DISCLOSURES OF INTEREST (MEMBERS CODE OF CONDUCT)
There were no disclosures of interest (members code of conduct).
2015/041 (CC)OFFICERS DISCLOSURE OF INTERESTS
There were no officers disclosure of interests.
2015/042 (CC)MINUTES
To approve the minutes of the Civic Centre Committee meeting held on 7 October 2015.
Proposed by Councillor Dermondy and seconded by Councillor Fletcher, and
RESOLVEDThat the minutes of the Civic Centre Committee meeting held on 7 October 2015 be accepted as a true and accurate record of proceedings and be signed by the Chair.
2015/043 (CC)BOILER MAINTENANCE
2015/043.1 – To receive an update on the works carried out on the boiler
The Town Clerk tabled a health check report which had been prepared by Schneider Electric following their site visit on 3rd November 2015. A full health check had been undertaken, remedial works carried out and the system was now working correctly. The back up data had been lost, however the engineer uploaded the back up from their main server.The engineer had advised that separate contracts would be required for the second boiler, pumps and hot water system by an M&E company or a registered gas engineer. Schneider would prepare a service contract for their system and advised it would need to be serviced on an annual basis.
2015/043.2 – To consider boiler maintenance contracts
Due to staffing issues, no quotations had been obtained for the boiler maintenance. Schneider electric would provide a quote for the maintenance of the building management system and further quotes were required for servicing the other components as advised by the engineer.
Proposed by Councillor Zaman and seconded by Councillor Dermondy, and
RESOLVED That the issue of boiler maintenance contracts be deferred to the next meeting.
2015/044 (CC)CIVIC CENTRE ROOF
To receive an update on the roof building insurance.
The report from the Facilities Supervisor outlined that the insurers contractors would not attend the site unless confirmation could be given that any works required would be covered by the insurance.
A councillor reported that the problem appeared to be an outpour from the guttering. The Town Clerk confirmed the original leak had now been rectified.
2015/045 (CC)CIVIC CENTRE INSURANCE
To consider the procurement for the Civic Centre building insurance (quotes to be tabled).
Due to the current staffing issues no quotes had been received to date, therefore, it was agreed to defer to the next meeting.
2015/046 (CC)KEIGHLEY AND DISTRICT LOCAL HISTORY SOCIETY
To receive an update from the History Society and consider appropriate action to be taken in view of the arrangements currently in place.
The Town Clerk had been in discussions with Joyce Newton, Chair of Keighley and District Local History Society (KDLHS) asking for her thoughts/suggestions regarding implementing an official rental agreement, however, due to the short notice of the request it was agreed the KDLHS could discuss with their members prior to any formal discussions taking place.
There was currently no formal agreement in place with KDLHS for them to
utilise storage space in the Civic Centre. A report from the KDHLS was
circulated to committee members.
Members discussed that the Council could either give notice to KDLHS or come to a compromise with them for a suitable rental agreement. The Town Clerk advised that should a notice be served to KDLHS the Council would have a duty of care any materialswhich were currently in their archive. This was reflected in agreement documents for KDHLS. Members agreed that the work of KDLHS was valuable to both the town and the Council.
It was suggested that this item is deferred until the next meeting when the KDLHS had had chance to meet and discuss the issue.
2015/047 (CC)PUBLIC WORKS LOANS BOARD
To consider a petition to the Secretary of State to dissolve the loan.
The Town Clerk notified members that the Civic Centre Strategy Committee had discussed this issue and had suggested seeking support from the local MP, however a member had requested that this issue is discussed by the Civic Centre committee. Discussions took place and all agreed this was not a recommendation, which could be made by this Committee but should be agreed by the Civic Centre Strategy Committee.
Proposed by Councillor Zaman and seconded by Councillor Shaw, and
RESOLVED That the Civic Centre Committee agrees in principle to petition the Secretary of State to extinguish the loan but agreed to defer the recommendation to the Civic Centre Strategy Committee.
2015/048 (CC)CIVIC CENTRE ROOM/HALL HIRE POLICY
2015/048.1 – To receive an update from the Clerk on the recent correspondence received from a service user and to note the action taken.
The Town Clerk updated members on the correspondence between the Clerk and a service user.This letter had been circulated to most members of the Council from the service user. The Clerk had responded to their letter apologising on behalf of the Council and explained that the Council was currently going through a period of change and requested that she be the first point of contact in future. The group was advised that the rates agreed by the Council would be applicable. The Civic Centre Committee noted the actions taken by the Town Clerk.
2015/048.2 – To consider the terms and conditions for room and hall hire in the Civic Centre. Members should consider all factors inclusive of health and safety requirements, equipment use, insurance, officer assistance, security, etc.
The Town Clerk had discussed this matter with the internal auditors and as a booking form was already in place it had been suggested that terms and conditions for bookings be put on the reverse of the form with space for a signature. After discussions it was agreed that the Town Clerk would draft terms and conditions for room and hall hire in the Civic Centre and bring to the next meeting.
2015/049 (CC)FINANCE COMMITTEE REPORT AND PAYMENTS
2015/049.1 – To approve the Civic Centre Committee payments for September 2015
Proposed by Councillor Fletcher and seconded by Councillor Fletcher, and
RESOLVED - That the payments for September 2015 for the Civic Centre Committee be approved.
2015/049.2 – To approve the Civic Centre Committee payments for October 2015
Proposed by Councillor Akhtar and seconded by Councillor Fletcher, and
RESOLVED That the payments for October 2015 for the Civic Centre Committee be approved.
2015/049.3 – To receive the monthly Civic Centre Financial Committee report
The Financial Committee report was received and noted by the members.
2015/050 (CC)MATTERS FOR INCLUSION ON THE NEXT AGENDA
- To consider boiler maintenance contracts
- To consider the procurement for the Civic Centre building insurance
- To receive an update from the History Society and consider appropriate action to be taken in view of the arrangements currently in place
- Draft terms and conditions for room and hall hire in the Civic Centre
TO NOTE THE DATE OF THE NEXT MEETING
The date of the next meeting was noted as Wednesday, 2nd December 2015, 6.00pm in the Council Chamber, Town Hall, Keighley.
There being no further business, the Chairman closed the meeting at 19.15.
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