Reword Avenue Pavilion Professional Fees, Toinvestigate Sound Acoustics and Replace Chairs
Minutes of a Meeting of the Public Halls Committee held in the Council Chamber, Town Hall, Petersfield, on Monday 12thJune2017 at 6.30pm
PRESENT / Cllr Mrs H Ayer (Chairman), Cllr P Humphries,Cllr Mrs V Morgans,
Cllr Ms M Vincentand Cllr G Watkinson.
Also in attendance / Mr N Hitch (Town Clerk),Ms Marian Cross (Office Administrator, Minute Taking). There were2members of the public present. There were nomembers of the press present.
PH0056 / CHAIRMAN’S COMMENTS
The Chairman welcomed everyone to the meeting.
PH0057 / APPOINT VICE CHAIRMAN
A Member nominated to appoint Phill Humphries as Vice Chairman for Public Halls and the Chairman seconded this.
RESOLVED: / Members agreed to appoint Phil Humphries as Vice Chairman for the Public Halls Committee.
PH 0058 / APOLOGIES FOR ABSENCE
No apologies were received.
PH 0059 / DISPENSATION UNDER SECTION 33 OF THE LOCALISM ACT 2011
No requests for dispensation were received.
PH 0060 / DECLARATIONS OF INTEREST
No declarations of interest were received.
PH0061 / APPROVAL OF MINUTES
The Public Halls Committee minutes of the meeting held on 8thMay2017, previously circulated, were approved subject to PH0917 being corrected to read as follows:
The Town Clerk read an email received from the King’s Arms on
2nd May 2017 advising that they have decided to withdraw their interest in an extension to the Avenue Pavilion and thanking the Council for their efforts.
RESOLVED: / That the minutes of the Public Halls Committee, held on 8thMay2017, be approved subject to PH0917 being corrected to read as follows:
The Town Clerk read an email received from the King’s Arms on 2nd May 2017 advising that they have decided to withdraw their interest in an extension to the Avenue Pavilion and thanking the Council for their efforts.
PH 0062 / PUBLIC REPRESENTATION
Simon Auty asked the committee if there was any progress to report on the Festival Hall Extension. The Town Clerk confirmed that the office had received one quotationand was awaiting further quotations before reporting anything back to committee. Simon Auty asked how the public would be consulted on the work and the Town Clerk said when the time comes to consult with the public, this could be done via various methods ie.a public meeting, correspondence, PTC newsletter, website or social media. Members agreed that this should be discussed further at the Sub Committee and Users meetings.
PH 0063 / FESTIVAL HALL MANAGER’S REPORT
Due to the Festival Hall Manager being currently signed off sick, no report has been produced this month. A member asked how the road closure at the entrance to Heath Rd from the High St, commencing from 18th June for 3 weeks, will affect our Festival Hall hirers. The Town Clerk agreed that it should be investigated.
The Chairman confirmed that she has received a letter from a member of the public regarding the loop system not working correctly at events they’d attended at the Festival Hall. A sub-committee memberconfirmed that he wasaware it had been necessary for the microphone to be mended recently and thatthe loop system should be working correctly now.
A Member asked for an update on the recently installed Door Access System at the Avenue Pavilion, the Town Clerk confirmed that due to some technical issues it had not been possible for the system to be activated yet and that it would probably require another visit to the site from our IT support.
PH 0064 / THE USERSMEETING DATE
Members agreed that the Users Meeting should be held on Monday 7th August 2017 at 7pm in the Rose Room.
RESOLVED: / That the Users Meeting should be held on Monday 7th August 2017 at 7pm in the Rose Room.
PH 0065 / PROJECT PRIORITIES OUTLINED IN F0791
Members received and considered a document outlining projects and their current status. The Town Clerk confirmed that this was an internal monitoring document, produced so the committee could consider the order in which the projects should be prioritised.
Members agreed the following projects should be given priority and actioned, as soon as can be achieved:
- Reword Avenue Pavilion professional fees, toinvestigate sound acoustics and replace chairs at the Avenue Pavilion
- Project priority to be Avenue Pavilion acoustics, lighting desk, upholstering of the Rose Room chairs and Festival Hall Ladies Toilets.
RESOLVED: / Members agreed the following projects should be given priority and actioned, as soon as can be achieved:
- Reword Avenue Pavilion professional fees, to investigate sound acoustics and replace chairs at the Avenue Pavilion
- Project priority to be Avenue Pavilion acoustics, lighting desk, upholstering of the Rose Room chairs and Festival Hall Ladies Toilets.
PH 0066 / UNSPENT PORTION OF CAPITAL RECEIPTS RESERVES
The Town Clerk asked members what they wanted to use the unspent portion of capital receipts reserves for. Members agreed that priority should be given to the planned update at the Town/Festival Hall.
RECOMMENDED: / That with regard to the unspent portion of capital receipts reserves, priority should be given to the planned update at the Town/Festival Hall.
PH 0067 / COMPLAINT FROM FESTIVAL HALL CHAMBERS TENANTS WHO ARE UNABLE TO ACCESS THEIR CAR PARKING SPACES DUE TO THE OPEN AIR SWIMMING POOLS MANAGEMENT OF THEIR WASTE COLLECTIONS
The Open Air Swimming Pool Representative confirmed he had been in communication with the Managerthere and it had been proposed that they pave the area where the bin is placed on collection day, however, as this area was on Town Council land, The Town Council would need to give permission for this to be done. The Town Clerk advised that the Open Air Swimming Pool would need a fire risk assessment carried out as the bin would be so close to their building. Members agreed that provided a letter was sent to the Open Air Pool Manager first asking them to arrange a fire risk assessment before proceeding, permission would be given for the paving work to go ahead.
RESOLVED: / That a letter be sent to the Open Air Pool Manager first, asking them to arrange a fire risk assessment before proceeding, permission would then be given for them to pave the area where the bin is placed on collection day.
PH 0068 / UTILITY REPORT FROM AUDITEL
Members received and approved the monthly utility reports from Auditel for the Festival Hall for the month April 2017 (attached as AppendixA).
PH 0069 / PROPOSAL FOR ON-GOING CONTRACT FOR REGULAR HIRERS
Members received and considered a report for regular hirers to be issued with a new ongoing contract (see attached Appendix B). The Town Clerk asked Members to check the terms of the contract. Members agreed that the terms of the ongoing contract were acceptable and that it could be issued to regular hirers.
RESOLVED: / That the terms of the ongoing contract were acceptable and that it could be issued to regular hirers.
In view of the confidential nature of the business about to be discussed, it was
RESOLVED: / That the public and press be asked to leave the meeting for the confidential session.
CONFIDENTIAL
PH 0070 / STAFF OR OTHER CONFIDENTIAL MATTERS
A member of the Staff Panel confirmed that a Cleaner at the Avenue Pavilion had been appointed and would start with effect from 1st July.
There being no further business, the meeting closed at 7.45 pm
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