Minutes of a Meeting of the Buildings Management Committee Held on Wednesday 21St July 2010 at 7

MINUTES OF A MEETING OF THE BUILDINGS MANAGEMENT COMMITTEE HELD ON WEDNESDAY 21ST JULY 2010 AT 7.55PM IN THE COUNCIL CHAMBER, SIMPSON CENTRE, STOTFOLD

Committee Members present:Mrs S Bundock (Chairman)

Mrs A ClareyA Cooper

Mrs M CooperS Hayes

D Savill

Also present:The Clerk

3125.APOLOGIES

Apologies for absence were received on behalf of Councillors Collier and Mrs Haslett-Saunders.

3126.DISCLOSURES OF MEMBERS INTERESTS

There were no disclosures of Members interests. Members were reminded that if at any time during the meeting they feel they have an interest in any item being discussed, they should declare it at that point.

3127.PUBLIC PARTICIPATION – QUESTIONS, COMMENTS AND RESPONSES

There were no members of the public present.

MATTERS ARISING

3128.Purchase of stacking tables for Council Chamber (see minute 3115-19/05/10)

As yet, we have been unable to successfully offer the old tables to any groups within the town. They will therefore be dismantled and taken to the recycling depot.

3129.Land Registry (see minute 3122-19/05/10)

The Memorial Hall has now been registered with the Land Registry, however they have held on to one of the original documents and are being chased for its return.

3130.Town Plan action points – Community Building (see minute 3123-19/05/10)

The Clerk has contacted the new person in charge of the CommunityBuilding aspect of the Land South of Stotfold development, and they wish to meet with the Central Beds Planners, the Clerk, the Town Council Chairman and this Committee’s Chairman to discuss a way forward. A date will be arranged.

3131.CORRESPONDENCE

There were no items of correspondence.

3132.GENT’S TOILET – MEMORIAL HALL

Members were asked to consider the following quotations for works in the Memorial Hall gent’s toilet:

Mark Thomas Plumbing – urinal flush sensor (Cistermiser) and labour £260
Terry Seymour Electrical – electric work for the above £80
Stuart Brock – box in wall and flush sensor with an access panel above urinal. Tile and grout new wall. Tiles and labour included £480.

With regard to the wall box-in works, it was originally felt that melamine should be used, and therefore further quotes should be sought for the work, rather than tiling.

Resolved that the quotations from Mark Thomas Plumbing at £260 and Terry Seymour Electrical for £80, for works as detailed above, be accepted. Funds to come from the EMR – Buildings Fund. The quote from Stuart Brock is to be held over until the September meeting, and further quotes for melamine box-in work are also to be obtained for that meeting.

3133.PAINTING & DECORATING – MEMORIAL HALL AND SIMPSON CENTRE

Members were asked to consider the following quotes for painting works in the Memorial Hall and Simpson Centre from Mick Palmer:

Memorial Hall: paint below dado rail in the main hall, bar extension below dado rail, complete repaint of entry hall, ladies and gent’s toilets - £875 plus vat.

Simpson Centre: paint below the window level in the Council Chamber, touch up paint in the entry hall and paint board above the reception counter, and complete repaint in the kitchen - £325 plus vat.

Resolved that the quotations from Mick Palmer for painting works in the Memorial Hall and Simpson Centre, as above, be accepted, with the work taking place during the August shutdown, as much as is practical. Painting works in the gent’s toilets is to take place after the box-in works have been completed later in the year.

3134.SUPPLY OF SANITARY WASTE DISPOSAL UNITS

We have been advised that we have a duty of care and health and safety responsibility to ensure we provide a sanitary waste disposal unit wherever there is a likelihood of a number of ladies using a toilet. In particular it is noted that we don’t have one anywhere in the Simpson Centre. The wing corridor toilet is used by an all female office staff and also female visitors to the stitch shop and bistro. There is also a ladies toilet in the library corridor, which is used by female library staff and hirers of the Simpson Centre. PHS currently supply and empty one unit in the Memorial Hall.

PHS have quoted £120 per sanitary waste disposal unit to provide and empty the unit 12 times a year.

Initial Washroom Solutions have also quoted £120 per unit, being emptied 12 times a year.

Resolved that the quote from PHS to supply and empty two waste disposal units, for the library ladies toilet and wing corridor toilet, at a total of £240 per year is accepted.

3135.TO ACCEPT THE UPDATED FIRE AND RISK ASSESSMENTS AND ACCESS AUDIT FOR THE SIMPSON CENTRE AND MEMORIAL HALL

Members were previously provided with copies of the above documents.

Resolved that the 2010 Fire and Risk Assessments and Access Audit for the Simpson Centre and Memorial Hall are accepted, with the following actions to be taken:

A cable tidy is to be purchased for the Assistant Clerk’s computer.
The label on the Council Chamber door is to be amended to read ‘fire escape’ not ‘fire door’.
Clarification in both the Memorial Hall and Simpson Centre Fire Risk Assessment documents that the wiring of the building is tested every five years by an electrician, and that portable appliance testing takes place every year by an electrician.
Prices are to be obtained for the September meeting for intumescent fire strips for doors in the Simpson Centre and Memorial Hall, also quote for fitting them. This is because there are no fire doors fitted in either building.
Copies of the above documents are to be provided for office staff members, buildings caretakers, the police room, library, bistro and stitch shop, as relevant.

3136.ITEMS FOR INFORMATION PURPOSES ONLY

There were no items for information.

There being no further relevant business the meeting was declared closed at 8.25pm

CHAIRMANDATED

22/05/10