Minutes of the Extraordinary Meeting of Chobham Parish Councilas Sole Trustee of Chobham Recreation Ground Charitable Trust
held on Tuesday 3rd November 2015 at 8.00pm
Committee:Cllrs Mrs Tedder (Chairman), Mrs Head (Vice-Chairman), Mrs Beach, Mrs Barr, Mrs Mancini, Taylor, Bentall, Coombs and Wheeler
Present:Cllrs Mrs Tedder, Mrs Beach, Mrs Head, Mrs Barr, Taylor, Bentall, Coombs and Wheeler
Minutes
606. Apologies for absenceReceived from Cllr Mrs Mancini for family reasons
607.Declarations of InterestNone heard
608.Budget 2016/17
It was queried if VAThad been considered within the Budget.
Discussion continued around the idea of VAT and what should and shouldn’t be included within the Budget.
Cllr Bentall proposed that some work is completed to review the effects of the Account split to VAT for the Trust
Clerk to measure the floor space of office and storage areasACTION
Clerk to contact AWS service company to obtain a quote for repair to the AWS.
ACTION
Cllr Wheeler proposed that the cost for works to the AWS be added into Budget automatically, this will be a Capital Expenditure. Cllr Mrs Head seconded, All Agreed. RESOLVED
It was RESOLVED to accept the Budget as proposed with consideration being given to the VAT, AWS refurb/repair costs and office rent. Proposed by Cllr Wheeler, seconded by Cllr Coombs and agreed by all.
Cllr Mrs Tedder stepped out of the meeting.
Vice-Chair Cllr Mrs Head took the Chair.
609.Scout Hut lease with Pre-School
Cllr Wheeler referred to the legal document presented by Ian Davison from Hedleys referring to the shared let of the Scout Hut by the Pre-School
Scouts/ CPC
7.2 First Year plan was indeed to be set over three instalments, however this was before we knew the Pre-School were paying £7,800 upfront to the Scouts, we therefore would now like the £2000 upfront from the Scouts ourselves.
Second year lump sum be requested – we have not and do not agree to a monthly instalment plan.
Cllr Mrs Tedder returned to the meeting, Cllr Mrs Head remained as Chair for the duration.
Scouts/ Pre-School
4.1.3. Clarification of interior or exterior walls –
Nothing can and will be permitted to change the exterior plan at all. It will never be allowed now or in the future.
Any difference to the interior floor plan is to be approved by the Trust prior to any revisions being made.
Termination at two years, with six months’ notice. Review after 18months.
Nothing to be set up outside, including fixed or temporary fencing.
Clerk to add Scouts Lease to December AgendaACTION
Cllr Mrs Tedder to provide Cllr Mrs Barr with original lease document
ACTION
Clerk to approach Solicitor to discuss Trust lease with Scouts to review current lease and cost of change. ACTION
Scenario to be adjourned to take place after Planning on Tuesday, 10th November.
Meeting adjourned and closed at 22.10.
Minutes of the Resumption of the Extraordinary Meeting of Chobham Parish Council as Sole Trustee of Chobham Recreation Ground Charitable Trust
held originally on Tuesday 3rd November and resumed on
Tuesday 10th November 2015 at 21.45
Committee:Cllrs Mrs Tedder (Chairman), Mrs Head (Vice-Chairman), Mrs Beach, Mrs Barr, Mrs Mancini, Taylor, Bentall, Coombs and Wheeler
Present:Cllrs Mrs Tedder, Mrs Head, Mrs Beach, Mrs Mancini, Coombs and Wheeler
Apologies for Absence received from:Cllrs Mrs Barr, Taylor and Bentall
Cllr Mrs Head declared interest in the item up for continued discussion due to her trusteeship of the Community Centre, since the last meeting they had publicly stated that it will be in competition with the new preschool.
Cllr Mrs Head subsequently left the meeting 21.50.
Proposal to accept conditions as proposed by our legal adviser (see appendices) put forward by Cllr Mancini seconded by Cllr Coombs. RESOLVED
Other matters:
The Council would like to draw to the Clerk’s attention that the placement of a banner for Little Lotties’ on the Leat should not have been allowed as it is not a charitable, community and non-commercialorganisation (this can be seen on Councils website and the application form). We accept that our current obligation to Little Lotties’ should be upheld but they should not be allowed to post notices in the future, nor should any other commercial enterprise.
Appendices
Amendments to agreement as proposed by Ian Davison:
1) So far as the deed of consent is concerned, the Parish Council, having seen the terms negotiated between the scouts and the pre-school, instructs me that it wishes to receive the £2000 in advance payable on the signing of the sub licence and not by instalments.
Moreover, it has not agreed to the receipt of the second year's payments by monthly
instalments and wishes to receive year two licence fee by way of lump sum in advance. I need to reiterate that the payments are licence fees and not rent.
2 ) So far as the sub-licence is concerned, the Parish Council will not allow any alteration to the structure or the exterior of the building, that any changes to the interior must be approved by the Council, the proposed extension of term arrangements are not acceptable:
- the sub-licence is for two years, although the Council is prepared to consider an
extension after 18 months, there must be no outside structures including fencing
permanent or temporary.
Approved as a correct record of the Meeting
Chair Cllr Mrs P Tedder, Chobham Recreation Ground Charitable Trust
Signed…………………………………………………………………………..
Date …………………………………………