To agree the minutes of the meeting held on 30^th July 2018

CR proposed minutes of the last meeting on 30^th July were accurate and MM seconded

·         Little Oldway lease update

·         Revised Working Party Terms of Reference

·         Project Manager Appointment

·         Electricity Usage update

·         Next steps – Café/Catering update

Little Oldway lease – was granted in 1992 for 150 years – premium was paid and now receive a peppercorn rent amount.

Project Manager Appointment – KM & CR met with John Daniels who submitted his CV with regards to assisting with Oldway.  KM provided an update on the meeting with John with his suggestion for applying for funding/grants and suggested asking John to join the Working Party for his advice.  CR is aware of another consultant who may be interested in this appointment and will make contact.

KM advised the Working Party that the Torre Abbey HLF bid was unsuccessful and read out an email he had received. The Council will now have to make a decision with regards to applying for the new HLF bids next year. 

CR advised that Rhiannon Rees from Historic England wants to visit Oldway again along with Hal Bishop to look at current condition with the dry rot etc. 

Electricity usage update – TDA looking into this but no further update yet – agreed to defer until the next meeting. CR suggested looking at replacing flood lights with LED lighting

Next steps – cafe/catering update – CR read out email from a catering company who is interested in operating at Oldway – LS will keep folder of registrations of interest.

KM advised that the stage has been removed from the Oldway Ballroom. Still waiting for the company Timberwise to be set up on the financial system so that an order can be raised for the survey works to be carried out. Once the survey has been carried out, Timberwise are ready to carry out the treatment works as soon as they can. There may need to be a company found to remove mirror and coving. TDA met with a roofing company last week with regards to repairing the leaks. KM has issued instructions to repair. 

CR advised that he has names of several interested people he would like to join the Working Party. 

It was agreed that those who are invited to join should have skills and knowledge which add value with regards to Oldway and wanting to work with the Working Party in the direction that has been agreed by Torbay Council.  PH suggested the interested people should provide in writing their reasons for joining the Working Party and that the direction of the Working Party is explained fully and it‘s not just fundraising and publicity.  CR will contact the interested parties for their interests for joining the Working Party and then forward on to the rest of the Working Party.  ACTION – CR

KM advised that he has previously advised that the grounds could be used to hold fetes etc to raise money for Oldway and believes there should be more community involvement. Idea of setting up a charity trust was discussed for assisting with preservation of Oldway would be a good idea once the next phase has been carried out.  It was agreed that this should be detailed in the next DCA report. 

KM advised that the in-year revenue costs for Oldway are now being taken out of the reserve fund.  KM provided a copy of the recent budget update for Oldway for all to view.

WH asked on behalf of CM whether there is any EU funding that could be applied to for Oldway. KM advised he isn’t aware of any schemes that can be applied for.

CR read out an email that he received with regards to a couple who have moved back to the Bay and are interested in becoming residents/custodians to look after Oldway. PH suggested would be an idea to look into other buildings where similar situations have happened for advice before making a decision.

KM advised that the TDA has been contacted by the Police looking to use Oldway for a base for 24 hours a day 7 days a week.  KM has asked the TDA to explore the expression of interest and will keep the Working Party up to date on the progress. 

CR advised that this has helped to raise the publicity for Oldway and believes we need to keep up this publicity.

As above

CR advised that if DCA are commissioned for next stage then they would be able to put in application next year for applying for funding. 

CR advised that he had received a letter asking if Oldway can be used to run a WW1 exhibition and would cover all the costs and raise money for Oldway from Anthony Hill and David Watts. CR will organise a meeting with AH & DW along with PH to discuss. ACTION – CR

PH commented that it would be a good idea once the next stage takes place with DCA to hold a public meeting to advise the progress of Oldway. 

Covered in Item 96

previously discussed in items 96, 97 and 102.

LG asked what the timescales is for having a cafe open – KM advised if expressions of interests are received for a pop up cafe etc with people who are willing to set up and promote themselves well to encourage footfall then this would be looked into. CR suggested looking at using the existing facility there.