HALSTEAD TOWN COUNCIL
MINUTES OF EXTRAORDINARY TOWN COUNCIL MEETING
|Councillor Mrs S Diver||Chairman||Apologies (holiday)|
|Councillor Mr Andy Munday||Vice Chairman||Present|
|Counvillor Mrs J Allen||Apologies (unwell)|
|Councillor M Day||Apologies (work)|
|Councillor Mrs S Dingle||Present|
|Councillor C Fox||Absent|
|Councillor D Gronland||Present|
|Councillor D Hume||Apologies (other meeting)|
|Councillor Mrs J A Pell||Apologies (other meeting)|
|Councillor Mrs E Penn||Present|
|Councillor M Radley||Present|
|Councillor Mrs J Sutton||Present|
Also in attendance:
Mrs S Greatorex – Town Clerk
277. APOLOGIES FOR ABSENCE received from Cllr M Day, Cllr S Diver, Cllr J Allen, Cllr J Pell, Cllr D Hume
278. DECLARATIONS OF INTERESTS: All Councillors declared NPI Agenda item 5 as HTC owns Queens Hall.
279 PUBLIC QUESTION TIME: There were no public questions
280. EXCLUSION OF PUBLIC AND PRESS
To give consideration to adopting the following resolution:- 'That in view of the confidential nature of the business about to be transacted an pursuant to the provisions of section 1 (2) - of the Public Bodies (Admission to Meetings) Act 1960, as amended, the public and the press be temporarily excluded from the meeting.
281. APPOINTMENT OF CONTRACTORS FOR QUEENS HALL CONVERSION PROJECT
A report had been prepared to explain the background to the project to convert part of the Queens Hall into offices.
The expectation is that the Queens Hall offices will be used for at least 2 years, possibly longer, while waiting for the new Community hall to be built. The working group managing the project decided that the approach of identifying individual contractors, rather than going for one contractor to manage everything would be a way of keeping costs at a reasonable level. This has proved to be the case – an overall project managing contractor would have cost in the region of £100k, whereas the overall costs currently identified are in the region of £49k. The costs reached so far include the installation of a completely new heating system, which had not been expected at the beginning of the project. The current heating system broke down due to blocked pipes and radiators at the beginning of May, and replacement of the heating has therefore had to be included in the project, at an additional cost of £12k, bringing the total project cost to £61k.
Once the Council has moved into Queens Hall, the running costs for the Council will be reduced by about £26k per year. So in a little over 2 years, the costs of the building work will have been recouped. The project will largely be paid for using the capital reserves gained from the sale of the Chapel Street toilets(£49k). Once the reduced costs of running HTC from the Queens Hall kick in after 2 years, the saved costs of £26k per year will be put back into the general revenue fund for the Council. This can be used either for start-up costs associated with the running of the new Community Hall, or be put into earmarked reserves for other new projects in the town.
The process of advertising the project on the HTC website and notice boards and in the Halstead Gazette was explained. Some contractors had contacted the council, and in order to have a wider field other local contractors had been contacted by the town clerk.
After thorough discussion of the way the process had been managed and of the contractors involved, it was proposed by Cllr Munday and seconded by Cllr Mrs Sutton that, in order to be able to fully equip the new kitchen, the amount set aside for the new kitchen be increased to £2k.This was carried unanimously.
It was proposed by Cllr Munday and seconded by Cllr Mrs Dingle that the Council awards the main contractual work(plumbing) to JMcWilliams & Dad. This was carried unanimously.
It was proposed by Cllr Munday and seconded by Cllr Gronland that the Council awards the main contractual work (partitioning), to Barnes Interiors. This was carried unanimously.
It was proposed by Cllr Munday and seconded by Cllr Mrs Penn that the Council awards the main contractual work(electrical work) to M&M Electrical. This was carried unanimously.
It was proposed by Cllr Munday and seconded by Cllr Radley that the Council award the main contractual work (windows and entrance door) to Greenglaze. This was carried unanimously.
It was proposed by Cllr Munday and seconded by Cllr Mrs Sutton that the Council approve expenditure of up to £2k for overtime for groundsman/handyman, up to £2k for the kitchen and up to £1k for paint and materials. This was carried unanimously.
There being no further business, the meeting Chairman closed the meeting at 20.10